Fidelio Front Office User Manual

Fidelio Front Office User Manual
Fidelio
Front Office
User Manual
Version 6.20
Fidelio Front Office Version 6
Fidelio User Manual V6.20
Information in this manual is subject to change without notice.
MICROS Systems, Inc. makes no warranty of any kind with regard to this material, including but not limited to the
implied warranties of marketability and fitness for a particular purpose.
MICROS Systems, Inc. shall not be liable for errors contained herein or for incidental or consequential damages in
connection with the furnishing, performance, or use of this material.
© 2000 MICROS Systems, Inc. All rights reserved. No part of this publication may be reproduced, photocopied,
stored on a retrieval system, or transmitted without the express prior written consent of the publisher.
© dBASE III, III+, and IV are trademarks of Borland. All other referenced software or hardware are all registered
trademarks or trademarks of their respective companies. All rights reserved.
MICROS-Fidelio Regional Offices:
Europe, Africa & Middle East +49 2131 1370
Asia Pacific
+61 2 94503390
Americas
+1 443 285 6000
Pub 06B00-6.20-0008
October 18, 2000 Printed in USA
User Manual Contents
Fidelio Setup and User Manuals V6.20
Setup and User Manuals Complete Table of Contents.................................................................................... iii
Setup and User Manuals Complete List of Figures ....................................................................................... xiii
Foreword ......................................................................................................................................................... xxvii
Fidelio User Manual V6.20
User Manual List of Figures.............................................................................................................................. vii
Function Keys .................................................................................................................................................... 1-1
Overview....................................................................................................................................................... 1-1
General Key Assignment.............................................................................................................................. 1-3
Function Key Assignment ............................................................................................................................ 1-4
Help [F1]....................................................................................................................................................... 1-5
Global Help [Shift+F1]................................................................................................................................. 1-6
New Help [Ctrl+F1]...................................................................................................................................... 1-7
Maximum Availability [F2].......................................................................................................................... 1-8
Fidelio Control Panel [Shift+F2] ................................................................................................................ 1-10
Detailed Availability [Ctrl+F2] .................................................................................................................. 1-14
Vacant Rooms [F3]..................................................................................................................................... 1-18
House Status [Shift+F3] ............................................................................................................................. 1-21
Room Plan [Ctrl+F3] .................................................................................................................................. 1-23
Calendar [F4] .............................................................................................................................................. 1-30
Forecast [Shift+F4]..................................................................................................................................... 1-31
Events [Ctrl+F4] ......................................................................................................................................... 1-35
Rate Information [F5] ................................................................................................................................. 1-36
Rate Query ............................................................................................................................................................
No Rates Found ....................................................................................................................................................
Rates by Room Number/Type................................................................................................................................
Package Elements .................................................................................................................................................
Rate Availability Grid ...........................................................................................................................................
Promotions............................................................................................................................................................
1-37
1-43
1-44
1-44
1-50
1-52
Floor Plan [Shift+F5]..................................................................................................................................
Heartbeat [Ctrl+F5] ....................................................................................................................................
Arrivals [F6] ...............................................................................................................................................
Guests in House [Shift+F6] ........................................................................................................................
Departures [Ctrl+F6] .................................................................................................................................
Reservations [F7]........................................................................................................................................
Telephone Book [Shift+F7]........................................................................................................................
Telephone Operator [Ctrl+F7]....................................................................................................................
Change User [F8]........................................................................................................................................
Interfaces [Shift+F8]...................................................................................................................................
1-55
1-60
1-62
1-68
1-69
1-70
1-71
1-72
1-78
1-79
Interfaces .............................................................................................................................................................. 1-79
Booth Telephone Folio.......................................................................................................................................... 1-81
Print Call Details.................................................................................................................................................. 1-82
Fidelio Front Office V6.20 - User Manual
iii
User Manual Contents
Wake-up Calls....................................................................................................................................................... 1-83
E-Mail [Ctrl+F8]......................................................................................................................................... 1-84
Calculator [F9]............................................................................................................................................ 1-85
Paste Calculator Result [Ctrl+F9]............................................................................................................... 1-86
Currency Exchange Calculator [Shift+F9] ................................................................................................. 1-87
Main Menu [F10]........................................................................................................................................ 1-88
Program Information [Shift+F10] .............................................................................................................. 1-89
The Note Pad [Ctrl+F10] ............................................................................................................................ 1-90
Reservation ........................................................................................................................................................ 2-1
Overview....................................................................................................................................................... 2-1
Reservation ................................................................................................................................................... 2-2
New Reservation........................................................................................................................................... 2-6
Creating a New Reservation ................................................................................................................................... 2-6
Agent Reservations....................................................................................................................................... 2-9
Filling in the Guest Profile ................................................................................................................................... 2-10
Entering the Reservation Detail.................................................................................................................. 2-17
Selecting a Room from House Availability ...........................................................................................................
Selecting a Room from Block Availability ............................................................................................................
The Horizontal Reservation Menu ........................................................................................................................
Handling of Share Reservations ...........................................................................................................................
2-20
2-29
2-43
2-58
Room Assignment ...................................................................................................................................... 2-61
Groups......................................................................................................................................................... 2-66
Standard Group Module ....................................................................................................................................... 2-67
Group Menu .......................................................................................................................................................... 2-71
Pick Up from Existing Block................................................................................................................................. 2-91
Block Maintenance ............................................................................................................................................... 2-95
Block Business Logic ............................................................................................................................................ 2-99
Searching for Blocks ........................................................................................................................................... 2-100
Creating a New Block ......................................................................................................................................... 2-102
Block History ...................................................................................................................................................... 2-118
Events ....................................................................................................................................................... 2-120
Confirmation............................................................................................................................................. 2-121
Faxing a Confirmation Letter ............................................................................................................................. 2-123
Waitlist...................................................................................................................................................... 2-124
Waitlist Reservations / Regrets ........................................................................................................................... 2-125
Leisure ...................................................................................................................................................... 2-127
Leisure Booking Screen ...................................................................................................................................... 2-129
Making a Leisure Booking .................................................................................................................................. 2-132
Front Desk.......................................................................................................................................................... 3-1
Overview....................................................................................................................................................... 3-1
Arrival........................................................................................................................................................... 3-2
In House...................................................................................................................................................... 3-20
Profile ......................................................................................................................................................... 3-34
Accounts ..................................................................................................................................................... 3-51
Messages..................................................................................................................................................... 3-52
Display Messages ................................................................................................................................................. 3-53
Send Messages ...................................................................................................................................................... 3-54
Display Traces ...................................................................................................................................................... 3-55
Cashier................................................................................................................................................................
Overview.......................................................................................................................................................
Introduction...................................................................................................................................................
Billing ...........................................................................................................................................................
4-1
4-1
4-2
4-3
Selecting a Guest .................................................................................................................................................... 4-4
iv
Fidelio Front Office V6.20 - User Manual
User Manual Contents
Browsing through the Folio ....................................................................................................................................
Viewing, Correcting, Changing ..............................................................................................................................
Deleting Charges ....................................................................................................................................................
Changing the Number of Windows .........................................................................................................................
Moving Postings .....................................................................................................................................................
Partial Split.............................................................................................................................................................
The Billing Menu ....................................................................................................................................................
4-6
4-7
4-8
4-8
4-8
4-8
4-9
Postings....................................................................................................................................................... 4-33
Posting ..................................................................................................................................................................
Journal ..................................................................................................................................................................
Read Interface Charges ........................................................................................................................................
Credit Card Settlements........................................................................................................................................
Clearances ............................................................................................................................................................
Courtesy Cards not Processed..............................................................................................................................
4-34
4-35
4-37
4-37
4-38
4-38
Passer-By .................................................................................................................................................... 4-39
Cashier ........................................................................................................................................................ 4-40
Close Cashier........................................................................................................................................................
Hotel Cashier ........................................................................................................................................................
Change Currency/Check.......................................................................................................................................
Housebank ............................................................................................................................................................
Reservation Deposit ..............................................................................................................................................
Exchange Rates.....................................................................................................................................................
Cashier Status .......................................................................................................................................................
Cashier Reports ....................................................................................................................................................
Change Password .................................................................................................................................................
Post Covers ...........................................................................................................................................................
Folio History.........................................................................................................................................................
4-40
4-42
4-42
4-43
4-44
4-44
4-45
4-45
4-45
4-45
4-46
Batch Post ................................................................................................................................................... 4-48
Receivables ................................................................................................................................................. 4-50
Accounts Receivable ............................................................................................................................................. 4-50
Credit Card ........................................................................................................................................................... 4-55
Quick Check-Out ........................................................................................................................................ 4-57
Rooms Management.......................................................................................................................................... 5-1
Overview....................................................................................................................................................... 5-1
House Status ................................................................................................................................................. 5-2
Housekeeping ............................................................................................................................................... 5-4
Change Linen .......................................................................................................................................................... 5-8
Assign Rooms .......................................................................................................................................................... 5-9
Attendant Points.................................................................................................................................................... 5-11
Room Discrepancy ................................................................................................................................................ 5-12
Q-Rooms ............................................................................................................................................................... 5-15
Out of Order................................................................................................................................................ 5-16
Overbooking ............................................................................................................................................... 5-18
Room History.............................................................................................................................................. 5-25
Graphics...................................................................................................................................................... 5-26
Maintenance................................................................................................................................................ 5-27
Options ............................................................................................................................................................... 6-1
Overview....................................................................................................................................................... 6-1
Reports.......................................................................................................................................................... 6-2
Word Processor............................................................................................................................................. 6-3
Printer ........................................................................................................................................................... 6-6
Standard Printer Options........................................................................................................................................ 6-6
Reset Log Printer .................................................................................................................................................... 6-7
Fidelio Front Office V6.20 - User Manual
v
User Manual Contents
System Info................................................................................................................................................... 6-8
User Logfile .................................................................................................................................................. 6-9
Batch Folios ................................................................................................................................................ 6-15
Interfaces..................................................................................................................................................... 6-21
Interfaces ..............................................................................................................................................................
Booth Telephone Folio..........................................................................................................................................
Print Call Details..................................................................................................................................................
Wake-up Calls.......................................................................................................................................................
6-21
6-23
6-24
6-25
Menu...................................................................................................................................................................
Overview.......................................................................................................................................................
Menu .............................................................................................................................................................
Check-Out.....................................................................................................................................................
Check-In .......................................................................................................................................................
Canceled .......................................................................................................................................................
Cashier ..........................................................................................................................................................
Other Programs.............................................................................................................................................
Reports ...............................................................................................................................................................
Overview.......................................................................................................................................................
Reports..........................................................................................................................................................
7-1
7-1
7-2
7-3
7-4
7-5
7-6
7-7
8-1
8-1
8-2
Printing or Displaying Reports............................................................................................................................... 8-4
Report Procedures .................................................................................................................................................. 8-9
Procedure Standards ............................................................................................................................................ 8-10
Standard Selection Criteria .................................................................................................................................. 8-12
Available Procedures .................................................................................................................................. 8-14
Housekeeping Report ................................................................................................................................. 8-46
Mailings ...................................................................................................................................................... 8-55
Mailings ................................................................................................................................................................
Prepare Mail Merge .............................................................................................................................................
Preparing the Mailing ..........................................................................................................................................
Labels....................................................................................................................................................................
Registration Forms ...............................................................................................................................................
Mailing to Guests In House ..................................................................................................................................
8-56
8-59
8-62
8-68
8-69
8-70
Confirmation Letter .................................................................................................................................... 8-71
Letters ......................................................................................................................................................... 8-73
Night Audit......................................................................................................................................................... 9-1
Overview....................................................................................................................................................... 9-1
Night Audit ................................................................................................................................................... 9-2
Preparations for the Night Audit ............................................................................................................................
Performing the Night Audit.....................................................................................................................................
Cashiers Not Closed ...............................................................................................................................................
Change of Reports ..................................................................................................................................................
Night Audit Begins ..................................................................................................................................................
Procedures Available in the Night Audit ................................................................................................................
9-2
9-3
9-4
9-4
9-5
9-7
Backup ........................................................................................................................................................ 9-14
Reorganization............................................................................................................................................ 9-15
Index Table ...........................................................................................................................................................
What Is Being Indexed? ........................................................................................................................................
Types of Findex .....................................................................................................................................................
Additional Information on Findex ........................................................................................................................
vi
Fidelio Front Office V6.20 - User Manual
9-16
9-18
9-24
9-26
User Manual List of Figures
Fidelio Setup and User Manuals V6.20
Setup and User Manuals Complete List of Figures ....................................................................................... xiii
Fidelio User Manual V6.20
Function Keys .................................................................................................................................................... 1-1
Figure 1-1 [F1] Help for Reservation Menu................................................................................................. 1-5
Figure 1-2 [Shift+F1] Global Help ............................................................................................................... 1-6
Figure 1-3 [Ctrl+F1] New Help.................................................................................................................... 1-7
Figure 1-4 [F2] Maximum Availability Criteria........................................................................................... 1-8
Figure 1-5 [F2] Maximum Availability Results ........................................................................................... 1-9
Figure 1-6 [Shift+F2] Control Panel .......................................................................................................... 1-10
Figure 1-7 [Shift+F2] Reservation Types................................................................................................... 1-11
Figure 1-8 [Shift+F2] Blocks ..................................................................................................................... 1-12
Figure 1-9 [Ctrl+F2] Detailed Availability ................................................................................................ 1-14
Figure 1-10 [Ctrl+F2] Rooms Available .................................................................................................... 1-15
Figure 1-11 [Ctrl+F2] Room Type Detail .................................................................................................. 1-16
Figure 1-12 [Ctrl+F2] Blocks ..................................................................................................................... 1-16
Figure 1-13 [F3] Vacant Rooms Criteria.................................................................................................... 1-18
Figure 1-14 [F3] Vacant Rooms ................................................................................................................. 1-18
Figure 1-15 [Shift+F3] House Status Screen.............................................................................................. 1-21
Figure 1-16 [Ctrl+F3] Room Plan .............................................................................................................. 1-23
Figure 1-17 [Ctrl+F3] Room Plan Display................................................................................................. 1-24
Figure 1-18 [Ctrl+F3] Guest Information screen ....................................................................................... 1-25
Figure 1-19 [Ctrl+F3] Room Move with Virtual Numbers ........................................................................ 1-27
Figure 1-20 [Ctrl+F3] Zoom Mode ............................................................................................................ 1-28
Figure 1-21 [F4] Calendar .......................................................................................................................... 1-30
Figure 1-22 [Shift+F4] Forecast ................................................................................................................. 1-31
Figure 1-23 [Shift+F4] Forecast ................................................................................................................. 1-31
Figure 1-24 [Shift+F4] Reservation Types................................................................................................. 1-32
Figure 1-25 [Shift+F4] Blocks ................................................................................................................... 1-33
Figure 1-26 [Ctrl+F4] Events ..................................................................................................................... 1-35
Figure 1-27 [F5] Rate Query Menu ............................................................................................................ 1-36
Figure 1-28 [F5] Rate Query Entry ............................................................................................................ 1-37
Figure 1-29 [F5] Rate Availability Grid..................................................................................................... 1-38
Figure 1-30 [F5] Alternatives ..................................................................................................................... 1-40
Figure 1-31 [F5] No Rates Found Message................................................................................................ 1-43
Figure 1-32 [F5] Rates by Room Number/Type......................................................................................... 1-44
Figure 1-33 [F5] Packages Pickbox............................................................................................................ 1-45
Figure 1-34 [F5] Basic Package Information Screen ................................................................................. 1-46
Figure 1-35 [F5] Posting Rhythm Menu .................................................................................................... 1-47
Figure 1-36 [F5] Advanced Package Element Information Screen............................................................ 1-49
Figure 1-37 [F5] Rate Availability Grid Filter ........................................................................................... 1-50
Figure 1-38 [F5] Rate Availability Table ................................................................................................... 1-51
Fidelio Front Office V6.20 - User Manual
vii
User Manual List of Figures
Figure 1-39 [F5] Adult/Chld/Prm Field - Reservation Screen ................................................................... 1-53
Figure 1-40 [F5] Promotion Code Selection Filters ................................................................................... 1-53
Figure 1-41 [F5] Promotion Details Display .............................................................................................. 1-54
Figure 1-42 [Shift+F5] Floor Menu............................................................................................................ 1-55
Figure 1-43 [Shift+F5] Floor Layout View ................................................................................................ 1-56
Figure 1-44 [Shift+F5] Entire Hotel View ................................................................................................. 1-57
Figure 1-45 [Shift+F5] Guest Information Screen ..................................................................................... 1-58
Figure 1-46 [Ctrl+F5] Heartbeat Screen..................................................................................................... 1-60
Figure 1-47 [F6] Arrivals............................................................................................................................ 1-62
Figure 1-48 [F6] List of Arrivals ................................................................................................................ 1-63
Figure 1-49 [F6] Guest Info........................................................................................................................ 1-64
Figure 1-50 [F6] Sample Guest Locators ................................................................................................... 1-65
Figure 1-51 [F6] List of Guests’ Planned Leisure Activities ..................................................................... 1-66
Figure 1-52 [Shift+F6] Guests In House Screen ........................................................................................ 1-68
Figure 1-53 [Ctrl+F6] Departures............................................................................................................... 1-69
Figure 1-54 [F7] Reservations .................................................................................................................... 1-70
Figure 1-55 [Shift+F7] Telephone Book .................................................................................................... 1-71
Figure 1-56 [Ctrl+F7] Telephone Operator ................................................................................................ 1-72
Figure 1-57 [Ctrl+F7] List of Guests in Room Type Group ...................................................................... 1-73
Figure 1-58 [Ctrl+F7] Guest Info ............................................................................................................... 1-74
Figure 1-59 [Ctrl+F7] Guest Locators........................................................................................................ 1-75
Figure 1-60 [Ctrl+F7] Guest List................................................................................................................ 1-76
Figure 1-61 [F8] Change User Screen ........................................................................................................ 1-78
Figure 1-62 [Shift+F8] Interfaces Menu .................................................................................................... 1-79
Figure 1-63 [Shift+F8] Interfaces Installed ................................................................................................ 1-79
Figure 1-64 [Shift+F8] Interface Status...................................................................................................... 1-80
Figure 1-65 [Shift+F8] Booth Telephone Folio ......................................................................................... 1-81
Figure 1-66 [Shift+F8] Print Call Details................................................................................................... 1-82
Figure 1-67 [Shift+F8] Wake-Up Call Menu ............................................................................................. 1-83
Figure 1-68 [Ctrl+F8] E-Mail Screen ......................................................................................................... 1-84
Figure 1-69 [F9] Calculator ........................................................................................................................ 1-85
Figure 1-70 [Shift+F9] Currency Calculator .............................................................................................. 1-87
Figure 1-71 [Ctrl+F10] Note Pad ............................................................................................................... 1-90
Reservation ........................................................................................................................................................ 2-1
Figure 2-1 Reservation Menu ....................................................................................................................... 2-2
Figure 2-2 Reservation>Miscellaneous Menu.............................................................................................. 2-3
Figure 2-3 Search by Member Number within an Existing Reservation...................................................... 2-4
Figure 2-4 Extended Reservation Display .................................................................................................... 2-4
Figure 2-5 Creating a New Reservation, Profile Search............................................................................... 2-6
Figure 2-6 Selecting an Existing Profile....................................................................................................... 2-7
Figure 2-7 Searching for a Source/Agent/Company Profile......................................................................... 2-9
Figure 2-8 Guest Profile Screen ................................................................................................................. 2-10
Figure 2-9 Salutations Pickbox................................................................................................................... 2-11
Figure 2-10 Profile Menu Options.............................................................................................................. 2-12
Figure 2-11 History Menu Options............................................................................................................. 2-13
Figure 2-12 Guest History .......................................................................................................................... 2-13
Figure 2-13 Guest Summary....................................................................................................................... 2-14
Figure 2-14 Profile Special Fields .............................................................................................................. 2-15
Figure 2-15 Profile Options ........................................................................................................................ 2-15
Figure 2-16 Second Profile Address........................................................................................................... 2-16
Figure 2-17 Reservation Screen.................................................................................................................. 2-17
Figure 2-18 House/Block Room Type........................................................................................................ 2-19
viii
Fidelio Front Office V6.20 - User Manual
User Manual List of Figures
Figure 2-19
Figure 2-20
Figure 2-21
Figure 2-22
Figure 2-23
Figure 2-24
Figure 2-25
Figure 2-26
Figure 2-27
Figure 2-28
Figure 2-29
Figure 2-30
Figure 2-31
Figure 2-32
Figure 2-33
Figure 2-34
Figure 2-35
Figure 2-36
Figure 2-37
Figure 2-38
Figure 2-39
Figure 2-40
Figure 2-41
Figure 2-42
Figure 2-43
Figure 2-44
Figure 2-45
Figure 2-46
Figure 2-47
Figure 2-48
Figure 2-49
Figure 2-50
Figure 2-51
Figure 2-52
Figure 2-53
Figure 2-54
Figure 2-55
Figure 2-56
Figure 2-57
Figure 2-58
Figure 2-59
Figure 2-60
Figure 2-61
Figure 2-62
Figure 2-63
Figure 2-64
Figure 2-65
Figure 2-66
Figure 2-67
Figure 2-68
Figure 2-69
Figure 2-70
House, Enter a Rate Code or Rate Category Code ................................................................. 2-20
Example, Enter RACK............................................................................................................ 2-20
Example, Enter ‘GOLF’ to display Rate Codes Beginning with Golf ................................... 2-21
Example, Enter ‘/COR’ to display Room Types in the COR Rate Group.............................. 2-21
Rate Grid for RACK Rate....................................................................................................... 2-22
Rate Grid for RACK Rate....................................................................................................... 2-23
Sample Rate Grid.................................................................................................................... 2-24
Sample Rate Grid.................................................................................................................... 2-24
Sample Rate Grid.................................................................................................................... 2-25
Sample Rate Grid.................................................................................................................... 2-25
* Alternatives .......................................................................................................................... 2-26
Block, Enter Room Type ........................................................................................................ 2-29
Example, Enter ‘MUSIC’ Block Code ................................................................................... 2-29
Example, Enter ‘C’ for All Block Codes Beginning With C.................................................. 2-30
Sample Block Rate Grid ......................................................................................................... 2-30
Sample Block Rate Grid, Sequenced Room Types ................................................................ 2-31
Block Information................................................................................................................... 2-31
Borrowing a Room Type ........................................................................................................ 2-32
Borrowing a Room Type (2)................................................................................................... 2-33
Borrowing a Room Type (3)................................................................................................... 2-33
Horizontal Reservation Menu ................................................................................................. 2-43
Cancellation Reasons Pickbox ................................................................................................ 2-44
Package Options Menu ........................................................................................................... 2-47
Shared Guests Display ............................................................................................................ 2-49
Combine Guests ...................................................................................................................... 2-50
Credit Cards Menu.................................................................................................................. 2-51
Existing Leisure Bookings...................................................................................................... 2-53
Shared Guests Rate Assignment Menu................................................................................... 2-57
Room Assignment Guest Search ............................................................................................ 2-61
Display of Arrivals Matching Search Criteria Entered........................................................... 2-62
Search for Available Rooms ................................................................................................... 2-63
Groups Menu .......................................................................................................................... 2-66
Group Search Criteria ............................................................................................................. 2-67
Sample Group Profile ............................................................................................................. 2-68
Group Windows ...................................................................................................................... 2-70
Group Menu ............................................................................................................................ 2-71
Apply Changes Menu ............................................................................................................. 2-72
Package Options Menu ........................................................................................................... 2-75
Break Share ............................................................................................................................. 2-77
Combine Share........................................................................................................................ 2-78
Leisure Booking of a Group Guest ......................................................................................... 2-81
Check-in Group with Virtual Number Room ......................................................................... 2-83
Rooming List .......................................................................................................................... 2-84
Full Rate for Each Guest......................................................................................................... 2-86
Rooming List, More Fields ..................................................................................................... 2-87
Check In Group....................................................................................................................... 2-88
Miscellaneous Menu ............................................................................................................... 2-90
Group Statistics....................................................................................................................... 2-91
Pickup From Existing Block................................................................................................... 2-92
Associated Reservations Shown ............................................................................................. 2-92
Block Rate Grid ...................................................................................................................... 2-94
Block Search Filters.............................................................................................................. 2-100
Fidelio Front Office V6.20 - User Manual
ix
User Manual List of Figures
Figure 2-71 Existing Blocks Display........................................................................................................ 2-101
Figure 2-72 Individual Reservations from Selected Block....................................................................... 2-102
Figure 2-73 Block Header ........................................................................................................................ 2-103
Figure 2-74 Block Header Menu .............................................................................................................. 2-107
Figure 2-75 Block Rate Grid Options....................................................................................................... 2-108
Figure 2-76 Initial Block Grid .................................................................................................................. 2-109
Figure 2-77 Block Details......................................................................................................................... 2-110
Figure 2-78 Creating A Rolling Block ..................................................................................................... 2-111
Figure 2-79 Block Statistics...................................................................................................................... 2-113
Figure 2-80 Daily Breakdown .................................................................................................................. 2-113
Figure 2-81 Block Traces ......................................................................................................................... 2-114
Figure 2-82 Tour Series ............................................................................................................................ 2-115
Figure 2-83 Created Tour Series............................................................................................................... 2-116
Figure 2-84 Block Priorities ..................................................................................................................... 2-117
Figure 2-85 Events.................................................................................................................................... 2-120
Figure 2-86 Confirmation Letter Filter..................................................................................................... 2-121
Figure 2-87 List of Guests Due a Confirmation Letter............................................................................. 2-122
Figure 2-88 Waitlist Menu........................................................................................................................ 2-124
Figure 2-89 UR88 Waitlist Prompt........................................................................................................... 2-125
Figure 2-90 Waitlisted Reservations ........................................................................................................ 2-125
Figure 2-91 Leisure Outlets ...................................................................................................................... 2-127
Figure 2-92 Service Outlet Menu ............................................................................................................. 2-128
Figure 2-93 Leisure Services List............................................................................................................. 2-128
Figure 2-94 Leisure Booking Screen........................................................................................................ 2-129
Figure 2-95 Leisure Booking Menu ......................................................................................................... 2-132
Figure 2-96 Leisure Booking Details ....................................................................................................... 2-133
Figure 2-97 Main Resource Services........................................................................................................ 2-134
Front Desk .......................................................................................................................................................... 3-1
Figure 3-1 Arrivals Menu ............................................................................................................................. 3-2
Figure 3-2 List of Arrivals............................................................................................................................ 3-3
Figure 3-3 Virtual Number Assignment ....................................................................................................... 3-4
Figure 3-4 Cancellation Reasons .................................................................................................................. 3-6
Figure 3-5 Package Options.......................................................................................................................... 3-8
Figure 3-6 Break Share ............................................................................................................................... 3-10
Figure 3-7 Combine Share.......................................................................................................................... 3-11
Figure 3-8 Credit Cards Menu.................................................................................................................... 3-12
Figure 3-9 Existing Leisure Bookings........................................................................................................ 3-14
Figure 3-10 Shared Guests Rate Assignment Menu................................................................................... 3-17
Figure 3-11 In House Menu........................................................................................................................ 3-20
Figure 3-12 Reservation Menu Options ..................................................................................................... 3-21
Figure 3-13 Package Options...................................................................................................................... 3-23
Figure 3-14 Break Share ............................................................................................................................. 3-25
Figure 3-15 Combine Share........................................................................................................................ 3-26
Figure 3-16 Credit Cards Menu.................................................................................................................. 3-27
Figure 3-17 Existing Leisure Bookings...................................................................................................... 3-29
Figure 3-18 Room Move with Virtual Number Assignment...................................................................... 3-32
Figure 3-19 Guest Profile Screen ............................................................................................................... 3-35
Figure 3-20 Salutation Codes ..................................................................................................................... 3-36
Figure 3-21 Profile Menu ........................................................................................................................... 3-38
Figure 3-22 History Menu .......................................................................................................................... 3-39
Figure 3-23 Guest Stay History .................................................................................................................. 3-39
Figure 3-24 Guest Summary....................................................................................................................... 3-40
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Fidelio Front Office V6.20 - User Manual
User Manual List of Figures
Figure 3-25 Special Fields .......................................................................................................................... 3-41
Figure 2-26 Second Profile Address........................................................................................................... 3-42
Figure 3-27 Individual Profile Options....................................................................................................... 3-43
Figure 3-28 Add Credit Card to Profile ...................................................................................................... 3-43
Figure 3-29 Guest Cards Attached to Selected Profile............................................................................... 3-44
Figure 3-30 Insert New Guest Card............................................................................................................ 3-44
Figure 3-31 Master Account (Company/Travel Agent/Source or Group Profile)...................................... 3-46
Figure 3-32 Add Rate Code to Profile........................................................................................................ 3-47
Figure 3-33 Assign Virtual Numbers to Guest Profile ............................................................................... 3-49
Figure 3-34 Guest Accounts ....................................................................................................................... 3-51
Figure 3-35 Messages Menu....................................................................................................................... 3-52
Figure 3-36 Message Display Options ....................................................................................................... 3-53
Figure 3-37 Sample Guest Message ........................................................................................................... 3-53
Figure 3-38 Message Send Options............................................................................................................ 3-54
Figure 3-39 Send Message Filter ................................................................................................................ 3-55
Figure 3-40 Trace Screen............................................................................................................................ 3-56
Cashier ................................................................................................................................................................ 4-1
Figure 4-1 Sample Four Folio Windows ...................................................................................................... 4-3
Figure 4-2 Search for In-House Guest.......................................................................................................... 4-4
Figure 4-3 List of Guest In House ................................................................................................................ 4-5
Figure 4-4 Browse Folio............................................................................................................................... 4-6
Figure 4-5 View/Correct/Change Posting .................................................................................................... 4-7
Figure 4-6 The Billing Menu........................................................................................................................ 4-9
Figure 4-7 Checking Out a Guest ............................................................................................................... 4-10
Figure 4-8 Check Out Guest Before Departure Date.................................................................................. 4-11
Figure 4-9 Interim Folio Menu ................................................................................................................... 4-12
Figure 4-10 New Posting ............................................................................................................................ 4-13
Figure 4-11 Entering Routing Instructions ................................................................................................. 4-15
Figure 4-12 Select Second Address............................................................................................................ 4-17
Figure 4-13 Telephone Detail..................................................................................................................... 4-19
Figure 4-14 Transfer Menu......................................................................................................................... 4-20
Figure 4-15 Group Postings Transfer ......................................................................................................... 4-20
Figure 4-16 Consolidate Postings............................................................................................................... 4-22
Figure 4-17 Folio Styles ............................................................................................................................. 4-23
Figure 4-18 Miscellaneous Menu ............................................................................................................... 4-26
Figure 4-19 Quick Rebate........................................................................................................................... 4-28
Figure 4-20 Show Posted POS Items.......................................................................................................... 4-30
Figure 4-21 Combine Share........................................................................................................................ 4-32
Figure 4-22 Posting Menu .......................................................................................................................... 4-33
Figure 4-23 Postings Screen ....................................................................................................................... 4-34
Figure 4-24 Journal Selection Criteria........................................................................................................ 4-35
Figure 4-25 Postings Matching Selection Criteria Entered ........................................................................ 4-36
Figure 4-26 View/Modify Posting.............................................................................................................. 4-36
Figure 4-27 Credit Card Settlements Menu................................................................................................ 4-37
Figure 4-28 Cashier Menu .......................................................................................................................... 4-40
Figure 4-29 Cashier Closure....................................................................................................................... 4-41
Figure 4-30 Hotel Cashier Accounts .......................................................................................................... 4-42
Figure 4-31 Currency Exchange ................................................................................................................. 4-43
Figure 4-32 Reservation Deposit ................................................................................................................ 4-44
Figure 4-33 Cashier Reports Menu............................................................................................................. 4-45
Figure 4-34 Folio History ........................................................................................................................... 4-46
Figure 4-35 Sample Guest Folio History.................................................................................................... 4-47
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User Manual List of Figures
Figure 4-36 Batch Posting Entry ................................................................................................................ 4-48
Figure 4-37 Filter/Search A/R Accounts .................................................................................................... 4-50
Figure 4-38 List of City Ledger Accounts.................................................................................................. 4-51
Figure 4-39 Transfer Screen ....................................................................................................................... 4-52
Figure 4-40 Mark Names to Compress Charges......................................................................................... 4-53
Figure 4-41 Status pickbox......................................................................................................................... 4-53
Figure 4-42 Aging....................................................................................................................................... 4-54
Figure 4-43 Credit Cards ............................................................................................................................ 4-55
Figure 4-44 Quick Check-Out of Guests Departing Today........................................................................ 4-57
Rooms Management .......................................................................................................................................... 5-1
Figure 5-1 House Status Screen.................................................................................................................... 5-2
Figure 5-2 Housekeeping Menu ................................................................................................................... 5-4
Figure 5-3 Additional Housekeeping Filters ................................................................................................ 5-4
Figure 5-4 Rooms Matching Selection Criteria............................................................................................ 5-5
Figure 5-5 Change Room Status Dialog Box ............................................................................................... 5-6
Figure 5-6 Housekeeping Statistics .............................................................................................................. 5-7
Figure 5-7 Change Linen Screen .................................................................................................................. 5-9
Figure 5-8 Assign Rooms ........................................................................................................................... 5-10
Figure 5-9 Attendant Search....................................................................................................................... 5-11
Figure 5-10 Attendant Points...................................................................................................................... 5-12
Figure 5-11 Room Discrepancy Menu ....................................................................................................... 5-13
Figure 5-12 Room Display ......................................................................................................................... 5-13
Figure 5-13 Queue Room Status Screen..................................................................................................... 5-15
Figure 5-14 Create Out-Of-Order Room .................................................................................................... 5-16
Figure 5-15 Overbooking Menu ................................................................................................................. 5-19
Figure 5-16 Define House Overbooking .................................................................................................... 5-20
Figure 5-17 Sample Overbooking Limit..................................................................................................... 5-21
Figure 5-18 House Overbooking Example 2 .............................................................................................. 5-21
Figure 5-19 Overbooking by Room Type .................................................................................................. 5-22
Figure 5-20 Room History.......................................................................................................................... 5-25
Figure 5-21 Graphic 31-Day Forecast ........................................................................................................ 5-26
Figure 5-22 Room Maintenance Request ................................................................................................... 5-27
Figure 5-23 Maintenance Requests List ..................................................................................................... 5-28
Options ............................................................................................................................................................... 6-1
Figure 6-1 FLIST Main Menu ...................................................................................................................... 6-2
Figure 6-2 Word Processor Prompt .............................................................................................................. 6-3
Figure 6-3 Word Processor Options ............................................................................................................. 6-4
Figure 6-4 Blank Text Screen....................................................................................................................... 6-5
Figure 6-5 Options>Printer Submenu........................................................................................................... 6-6
Figure 6-6 Defined Printer Setups ................................................................................................................ 6-6
Figure 6-7 Reset Log Printer ........................................................................................................................ 6-7
Figure 6-8 System Information..................................................................................................................... 6-8
Figure 6-9 User Logfile Menu...................................................................................................................... 6-9
Figure 6-10 Sample User Logfile ............................................................................................................... 6-10
Figure 6-11 Batch Folio Menu ................................................................................................................... 6-15
Figure 6-12 Advance Departure Folio Menu.............................................................................................. 6-16
Figure 6-13 Advance Departure Folio Menu with Fixed Bill Number per Guest per Stay {fixbillnr} ON6-16
Figure 6-14 Folio Styles Menu ................................................................................................................... 6-17
Figure 6-15 Store Unprinted Folios in Folio History Menu ....................................................................... 6-18
Figure 6-16 Special Folio Numbers when Printing and Storing in Folio History ...................................... 6-18
Figure 6-17 Interfaces Menu ...................................................................................................................... 6-21
Figure 6-18 List of Active Interfaces.......................................................................................................... 6-21
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Fidelio Front Office V6.20 - User Manual
User Manual List of Figures
Figure 6-19 Sample Telephone Interface Menu ......................................................................................... 6-22
Figure 6-20 Booth Telephone Folio ........................................................................................................... 6-23
Figure 6-21 Print Call Details..................................................................................................................... 6-24
Figure 6-22 Wake-Up Calls Menu ............................................................................................................. 6-25
Menu ................................................................................................................................................................... 7-1
Figure 7-1 Exit Fidelio.................................................................................................................................. 7-2
Figure 7-2 Guests Due Out Today................................................................................................................ 7-3
Figure 7-3 Guests Due to Arrive Today ....................................................................................................... 7-4
Figure 7-4 Canceled Reservations with Today’s Arrival Date..................................................................... 7-5
Figure 7-5 Cashiers Open ............................................................................................................................. 7-6
Reports ............................................................................................................................................................... 8-1
Figure 8-1 Reports Menu.............................................................................................................................. 8-2
Figure 8-2 Printing/Displaying Reports........................................................................................................ 8-4
Figure 8-3 Print Options ............................................................................................................................... 8-4
Figure 8-4 Print Report to Screen................................................................................................................. 8-6
Figure 8-5 Night Audit Reports.................................................................................................................... 8-7
Figure 8-6 Shift Reports ............................................................................................................................... 8-8
Figure 8-7 Report Generation..................................................................................................................... 8-10
Figure 8-8 Housekeeping Report................................................................................................................ 8-46
Figure 8-9 Sample Housekeeping Report................................................................................................... 8-47
Figure 8-10 Housekeeping Help Screen ..................................................................................................... 8-48
Figure 8-11 Housekeeping Report Printing Options .................................................................................. 8-49
Figure 8-12 Style 2 ..................................................................................................................................... 8-51
Figure 8-13 Style 3 ..................................................................................................................................... 8-51
Figure 8-14 Style 4 ..................................................................................................................................... 8-52
Figure 8-15 Style 5 ..................................................................................................................................... 8-52
Figure 8-16 Style 6 ..................................................................................................................................... 8-53
Figure 8-17 Style 7 ..................................................................................................................................... 8-53
Figure 8-18 Style 8 ..................................................................................................................................... 8-54
Figure 8-19 Mailings Menu ........................................................................................................................ 8-55
Figure 8-20 Mailing.................................................................................................................................... 8-56
Figure 8-21 Prepare Mail Merge ................................................................................................................ 8-59
Figure 8-22 Labels...................................................................................................................................... 8-68
Figure 8-23 Registration Forms.................................................................................................................. 8-69
Figure 8-24 Guests In House ...................................................................................................................... 8-70
Figure 8-25 Confirmation Letter Prompt.................................................................................................... 8-71
Figure 8-26 List of Guests for Confirmation Letters.................................................................................. 8-72
Figure 8-27 Letters Prompt......................................................................................................................... 8-73
Figure 8-28 List of Letters.......................................................................................................................... 8-74
Figure 8-29 Sample Confirmation Letter Setup ......................................................................................... 8-74
Figure 8-30 Sample Confirmation Letter ................................................................................................... 8-76
Figure 8-31 Sample Confirmation Letter Setup with Reservation Information ......................................... 8-77
Figure 8-32 Sample Multiple Reservation Confirmation Letter................................................................. 8-78
Figure 8-33 Letters Menu ........................................................................................................................... 8-79
Night Audit ......................................................................................................................................................... 9-1
Figure 9-1 Front Office>Menu Options ....................................................................................................... 9-2
Figure 9-2 Check for Users Who Are Logged In To Fidelio ....................................................................... 9-3
Figure 9-3 Change Night Audit Reports....................................................................................................... 9-4
Figure 9-4 Begin Night Audit....................................................................................................................... 9-5
Figure 9-5 FINDEX List............................................................................................................................. 9-15
Figure 9-6 Index Table ............................................................................................................................... 9-17
Figure 9-7 Findex Menu ............................................................................................................................. 9-25
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User Manual List of Figures
Figure 9-8 [Ctrl+F3] Menu From Regular Findex ..................................................................................... 9-26
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Fidelio Front Office V6.20 - User Manual
Function Keys
Overview
This section of the manual explains the use of each of the function keys used throughout the Fidelio Front Office
program.
In this section
General Key Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Function Key Assignment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4
Help [F1] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5
Global Help [Shift+F1] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6
New Help [Ctrl+F1] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7
Maximum Availability [F2] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8
Fidelio Control Panel [Shift+F2] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-10
Detailed Availability [Ctrl+F2] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-14
Vacant Rooms [F3] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-18
House Status [Shift+F3] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-21
Room Plan [Ctrl+F3]. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-23
Calendar [F4]. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-30
Forecast [Shift+F4] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-31
Events [Ctrl+F4] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-35
Rate Information [F5] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-36
Floor Plan [Shift+F5] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-55
Heartbeat [Ctrl+F5] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-60
Arrivals [F6] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-62
Guests in House [Shift+F6]. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-68
Departures [Ctrl+F6] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-69
Reservations [F7] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-70
Telephone Book [Shift+F7]. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-71
Telephone Operator [Ctrl+F7]. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-72
Change User [F8] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-78
Interfaces [Shift+F8] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-79
E-Mail [Ctrl+F8] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-84
Calculator [F9] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-85
Paste Calculator Result [Ctrl+F9] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-86
Currency Exchange Calculator [Shift+F9] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-87
Fidelio Front Office V6.20 - User Manual
Function Keys
Overview
Main Menu [F10] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-88
Program Information [Shift+F10] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-89
The Note Pad [Ctrl+F10] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-90
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Fidelio Front Office V6.20 - User Manual
Function Keys
General Key Assignment
General Key Assignment
This manual has been written based on the assumption that the keyboard has an international layout. In some cases
there are keyboards where, for example, the key [Ctrl] is marked as [Strg] or where there are 30 function keys. In
this manual we are always referring to the American layout of the keyboard.
[Enter]
return, line feed
[Ctrl]
control key
[Alt]
alternate key
[Esc]
goes back one program step and stores the data
[ ↑]
moves the cursor one line/field up
[ ↓]
moves the cursor one line/field down
[→]
moves the cursor one character to the right
[←]
moves the cursor one character to the left
[Backspace]
deletes one character to the left
[Page Up]
closes the input of all open fields or pages backwards through the files
[Page Down]
closes the input of all open fields or pages forward through the files
[End]
jumps to the end of an input field
[Ctrl+End]
jumps to the beginning of the last field of a screen
[Home]
jumps to the beginning of an input field
[Ctrl+Home]
jumps to the first input field of a mask
[Delete]
deletes one character to the right
[Insert]
switches the insertion on/off
[Ctrl + T]
deletes the next word to the right in a line/field
[Ctrl + Y]
deletes the rest of a line's/field's input
[Ctrl + U]
restores the deleted text of a field (only if you have not pressed [Enter] yet)
Fidelio Front Office V6.20 - User Manual
1-3
Function Keys
Function Key Assignment
Function Key Assignment
The Front Office Program takes advantage of the function keys. These keys can be activated from anywhere within
the program. Using these keys allows rapid access to information without having to leave the section or program
that you currently work on.
As there are more functions than keys, most keys were assigned more than one function. For example, pressing the
[F1] key, on its own, will have a function. Pressing [Ctrl+F1] or [Shift+F1] simultaneously will have different
functions.
[Shift+F10] will show you all the available function keys and their assignment.
1-4
Fidelio Front Office V6.20 - User Manual
Function Keys
Help [F1]
Help [F1]
Pressing [F1] will give you an explanation of the field or the option that you are currently working on. If no
specific help has been recorded for this option, Fidelio asks you whether you would like to select a subject from the
global help index. Once the help screen is displayed, you can use [Page Up] and [Page Down] to page through the
help screen. With [Alt+F1] the help screen can be moved to another location on the screen. With [Alt+F2] you can
enlarge or reduce the screen size.
Figure 1-1 [F1] Help for Reservation Menu
Fidelio Front Office V6.20 - User Manual
1-5
Function Keys
Global Help [Shift+F1]
Global Help [Shift+F1]
With [F1] you receive a comment which only relates to the topic you are presently working on. The solution for
questions regarding other problems can only be found by paging. By pressing [Shift+F1] at the same time you call
“Global Help”, which gives access to all the help information in the program. The following box is displayed:
Figure 1-2 [Shift+F1] Global Help
After you have filled in the word or the topic on which you would like to get additional information in the line
Global Help and pressing [Enter], the topic will be listed in a pickbox, if help information was entered at an
earlier time. Most keywords are filed alphabetically, here. You can page through the box with [Page Down], [Page
Up] or by using the cursor keys. If you choose “Reservation”, for example, the defined help screen for reservation
will come up. Press [Enter] and the explanation will appear on the screen. If you have the rights, after pressing
[Enter] the help text box will open for you for editing or adding to the help text.
By pressing [Enter] or moving the cursor keys, you can reach the field Or Search for. After you have entered a
word and pressed [Enter], Fidelio will search for all the help-texts in which this word was used. If, for example,
you fill in the word “entry”, all the keywords whose help texts contain the word “entry”, will be displayed in a
pickbox.
1-6
Fidelio Front Office V6.20 - User Manual
Function Keys
New Help [Ctrl+F1]
New Help [Ctrl+F1]
If you have the rights, you can add or correct a help comment for a certain field or menu option which can be called
up with [F1]. Press [Ctrl+F1] simultaneously and the program will ask you “Context Help for” if no entry has been
made so far. Here, you should fill in the topic for which the help screen will be used. After that the help screen
appears. Now you can enter the help text. To quit the help screen and to store the data, press [Esc].
Figure 1-3 [Ctrl+F1] New Help
Fidelio Front Office V6.20 - User Manual
1-7
Function Keys
Maximum Availability [F2]
Maximum Availability [F2]
The maximum of available rooms per room type within a certain period will be shown here.
Figure 1-4 [F2] Maximum Availability Criteria
Enter the starting date and the number of days for which the room is required. If you are using the integration to
Sales and Catering (only with parameter Sales & Catering Front Office Integration {p_scinteg} ON), you can also
include the S&C Ceiling into the availability calculation, by entering [N] in the Ignore S&C Ceiling field. As a
default, the ceiling is ignored. If somebody requires a room from 25 May, 1999 for four days, for example, the
computer will show you the maximum of vacant rooms for this period of time. If the number of King
Non-Smoking rooms (KNS) available for the period of 25-05-99 until 28-05-99 were:
25-05-99
26-05-99
27-05-99
28-05-99
Avail
Min
30
16
45
40
20
10
43
40
In this case, the maximum availability of a King room for the above date would be 16 and, including tentative
reservations, 10. This is what is displayed under the room type, if you press [F2].
1-8
Fidelio Front Office V6.20 - User Manual
Function Keys
Maximum Availability [F2]
Figure 1-5 [F2] Maximum Availability Results
Screen Explanation
The size of this window will grow with the number of room types defined in your hotel. The sum of certain room
types, such as all available single rooms and double rooms are only shown if your hotel works with generic room
types or summary room types.
You always get a total at the bottom and you can also see a default price for each room type if you entered a price
when setting up room types in FSTAMM. When you are overbooked, you get to see a minus [-] in front of each
overbooked room type.
If your hotel records turnaways (only with parameter Record Turnaway Statistics {turnaway} ON), on the bottom
right of the screen, a small window with Record Turnaway is shown. The turnaway function enables you to record
turned-away business. If, for example, a guest calls and wants to make a reservation for 17 July, you might press
this function key only to find out that the hotel is full on that date. Press [-], confirm the date, the number of nights
and the number of rooms. Then select the market code (or the advertising code if the parameter Record Turnaways
by Advertising Code {advertturn} is ON) and choose the reason for the turnaway. In this case the reason would be
“Hotel Full”, other reasons, depending on your setup, might be “rate too high”, “room type not available” or “no
reason given”.
If your hotel records regrets (only with parameter Advanced Turnaway Handling {regrets} ON), you must also enter
the guest's name and confirm it from the guest list display. The turnaway is then stored as a regret with the guest
profile while updating the turnaway statistics at the same time. If you do not know the name of the guest, press
[Enter] on the Name prompt. Fidelio will then log this record as a normal turnaway.
Please note: If you want to know the exact availability figures for every day of period, you have to press [Ctrl+F2].
Fidelio Front Office V6.20 - User Manual
1-9
Function Keys
Fidelio Control Panel [Shift+F2]
Fidelio Control Panel [Shift+F2]
The Fidelio Control Panel displays the total number of rooms that can be sold for six days, according to various
criteria. Enter a future date or accept today's date by pressing [Enter]. If the hotel is using summary room types
(only with parameter Summary Room Types {s_roomtype} ON), you can also optionally enter a Room Type Group
(or leave field blank to choose summary room type from a picklist). In this case, the whole availability display will
be based on the selected summary room type. Pressing [Esc] or [Page Down] will again show the figures for the
whole hotel. If you are using the integration to S&C (only with parameter Sales & Catering Front Office Integration
{p_scinteg} ON), you can include the S&C ceiling into the availability calculation by entering [N] in the Ignore
S&C Ceiling field. As a default, the ceiling is ignored. The following screen is displayed.
Figure 1-6 [Shift+F2] Control Panel
Screen Explanation
Each line shows you the sum of all room types per day. Total rooms is the number of rooms that the hotel has. If a
room is out of order, it will be subtracted from Total Rooms and this leads to ROOMS TO RENT. When you
subtract the number of definite reservations on that day from this figure, you get AVAILABLE ROOMS. When
you subtract the number of Tentative Reservations from this number, you get the minimum number of rooms you
can sell, i.e., MIN AVAILABLE. The next line indicates the Overbooking level of the day, i.e., how many rooms
may be overbooked for the day. If you add this number to the number of AVAILABLE ROOMS, the result is
STILL TO SELL.
Please note: From the top left corner of the screen you can see whether the displayed figures reflect the availability
of the Total House or the selected summary room type. If you have selected a summary room type, all figures,
including the Overbooking row, will be a reflection of the room types associated with the summary room type.
There are many different ways of handling availability, tentative and guaranteed reservations and overbooking. The
decision of how many rooms still can be sold after certain criteria is up to the management of the hotel. The Fidelio
Control Panel offers a variety of important criteria for the actual availability in a hotel. Depending on the handling
of both tentative reservations and overbooking, you will either use the line AVAILABLE ROOMS, MIN
AVAILABLE or STILL TO SELL when you want to check whether you can still make a reservation.
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Function Keys
Fidelio Control Panel [Shift+F2]
Below the major availability lines are a number of statistical figures including number of reserved rooms,
occupancy in a percentage, maximum occupancy in a percentage, events of the day (if there is more than one, a [+]
to the left of the event indicates this), day type, number of guests in house and arrivals and departures of the day.
On the bottom of the screen, a horizontal menu with the following functions is displayed:
Available Options
[←] [→]. Use the cursor keys to move from day to day. All other options will always be carried out for the day
your cursor is positioned on. With [Home] and [End] you can page back and forth in the control panel. By pressing
[End] once, for example, you will be shown the next following six days in the control panel. Press [Home] to come
back to your starting point.
In order to find out about all options available from this function key, simply press [?] for the Help menu, which
will display the following list of options:
↵ Reservation Types. Pressing [Enter] on any given day displays a window with the number of rooms booked
per reservation type. You can also see the number of checked-in rooms.
Figure 1-7 [Shift+F2] Reservation Types
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Function Keys
Fidelio Control Panel [Shift+F2]
* Blocks. (Only with parameter Front Office Group Rooms Control {par_allot} ON.) This option is only available if
the hotel works with the Group Rooms Control module. Pressing [*] will give you a display of all blocks for the
day. The screen might look as follows:
Figure 1-8 [Shift+F2] Blocks
You will see the Block Code, the block Name, the number of allotted rooms in the Block, the number of picked-up
rooms (P/U), i.e., the number of rooms reserved against the block and the percentage of picked-up rooms over the
number of blocked rooms (%). The program will also display the number of rooms that can still be picked up
(Avl). Next, you can see the cut-off date for the block (Cutoff) as well as the original number of rooms in the block
(Init). This is important when the cutoff date has been reached so that you can see how many rooms were
originally in the block. During the night audit of the cutoff date, Fidelio reduces the number of rooms allotted in the
block so that it equals the number of rooms picked up. This means that zero rooms left to be picked up will be
shown. In addition, you can see the status of the block (Status) and the reservation type for the block (RT). Finally,
you will see the potential number of persons in the block (Prs). Fidelio arrives at this number by multiplying the
number of rooms in the block with the figure entered in the PAX per Room field on the block header (average
number of guests per room expected).
W Waitlist. (Only with parameter Use Waitlist Reservations {waitlist} ON.) If your hotel uses the Waitlist option,
pressing [W] will display all waitlist reservations of the highlighted day at the bottom of the screen. The
information will include room, room type, name, arrival and departure date, number of rooms and persons, rate,
market code, status and the creation date of the reservation.
- Record Turnaways. (Only with parameter Record Turnaway Statistics {turnaway} ON.) If your hotel records
turnaways, you can record turned-away business with this option. If, for example, a guest calls and wants to make
a reservation for 17 July, you might press this function key only to find out that the hotel is full on that date. Press
[-], confirm the date, the number of nights and the number of rooms. Then select the market code (or the
advertising code if the parameter Record Turnaways by Advertising Code {advertturn} is ON) and choose the
reason for the turnaway. In this case the reason would be “Hotel Full”, depending on your setup other reasons
might be “rate too high”, “room type not available” or “no reason given”.
If your hotel records regrets (only with parameter Advanced Turnaway Handling {regrets} ON), you must also enter
the guest's name and confirm it from the guest list display. The turnaway is then stored as a regret with the guest
profile while updating the turnaway statistics at the same time. If you do not know the name of the guest, press
[Enter] on the Name prompt. Fidelio will then log this record as a normal turnaway.
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Function Keys
Fidelio Control Panel [Shift+F2]
T Show Turnaways. Press [T] if you want to see a list of all turnaways recorded for the day. This function is only
available if your hotel records turnaways (see - Record Turnaways). Fidelio displays the number of turnaways per
market code (or advertisement code) and reason.
/ Out-of-Service Rooms. Press [/] for information on out-of-order and out-of-service rooms. Fidelio will display a
window for the next seven days and the OO and OS totals for each day.
H House Overbooking. Press [H] to display the house overbooking level, one line per day, for the following
weeks starting on the day your cursor is positioned on. This is a scrolling window displaying the next eight days.
Press [Page Down] if you want to check the house overbooking for a future date.
O Room Type Overbooking. (Only with parameter Overbooking Limit by Room Type {katoverb} ON.) This option
is only available if the hotel works with overbooking per room type. Pressing [O] displays all room types with set
overbooking levels for the highlighted day.
S S&C Events. This option is only available with the Fidelio Sales & Catering interface. Press [S] and Fidelio will
display the Sales & Catering events for the day.
B S&C Block Ceiling. If the hotel is working with the Fidelio Sales & Catering integration, this option will be
available. Press [B] to display the S&C block ceiling for the selected day.
U Day Use. Displays Day Use rooms status.
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Function Keys
Detailed Availability [Ctrl+F2]
Detailed Availability [Ctrl+F2]
[Ctrl+F2] shows the availability of the various room types per day as well as events per day (if events were entered
for that particular date).
Figure 1-9 [Ctrl+F2] Detailed Availability
Fill in the starting date and specify the required room types if you only want to view some. If you want to include
tentative reservations, change the default to [Y]. If you are using the integration to S&C (only with parameter
Sales & Catering Front Office Integration {p_scinteg} ON) and have included tentative reservations, the field Ignore
S&C Ceiling will be displayed. In order to include the ceiling, set the field to [N]. If your hotel is using summary
room types (only with parameter Summary Room Types {s_roomtype} ON), Fidelio displays the field Room Type
Group instead of the field Room Types. In this case, you need to select a summary room type in order for Fidelio to
display the availability screen. The default to include Tentatives is set to [Y] or [N] depending on the parameter
Include Tentative Reservations as Default {incl_tent}. If the parameter is active, the default displayed would be [Y].
The availability will be shown for eight days starting with the given date. If you press [Space], you can see the full
screen display.
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Function Keys
Detailed Availability [Ctrl+F2]
Figure 1-10 [Ctrl+F2] Rooms Available
Screen Explanation
On the top right of the screen, the time of the query is indicated. If you are checking the availability for some future
year, Fidelio will show the year in the top right corner of the window.
The availability table is displayed by date and by room type. A minus sign in front of a number indicates that the
room type is overbooked by that figure.
You can page through the plan by using the cursor keys and [Page Up], [Page Down]. As you scroll through the
days, Fidelio shows a detail from each day on the bottom line including arrivals of the day, departures of the day
(this is excluding day-use rooms), guests in house, occupancy in a percentage and minimum and maximum rooms
free (Min: and Max:) The minimum number of available rooms is reached by subtracting the number of definite
and tentative reservations from the number of rentable rooms. The maximum number is the number of rentable
rooms minus definite reservations plus any house overbookings. The detail also shows the number of out-of-order
rooms (OOO:) and the number of rooms/persons on the waitlist (WL:) for this day.
If there are events for the day, they are shown in the first line below the availability table. Below that line, the day
type defined in the rate calendar is indicated.
Available Options
In order to find out about all options available from this function key, simply press [?] for the Help menu which
will display the following list of options.
↵ Reservation Types. Pressing [Enter] on any given day displays a window with the number of rooms booked
per reservation type. You can also see the number of checked-in rooms.
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Function Keys
Detailed Availability [Ctrl+F2]
+ Room Type Detail. Pressing [+] displays a breakdown of reservations by room type and by reservation type for
a single day in a matrix. If you have more than twelve room types, this window will scroll. The room type detail is
similar to the reservation type detail, but it is actually more detailed. If your hotel has a tower section and a regular
section, it is useful to see how many tower room guests are guaranteed and how many are tentative so you can
judge how many rooms in that room type to overbook.
Figure 1-11 [Ctrl+F2] Room Type Detail
* Blocks. (Only with parameter Front Office Group Rooms Control {par_allot} ON.) This option is only available if
the hotel works with the Group Rooms Control Module. Pressing [*] will give you a display of all blocks for the
day. The screen might look as follows:
Figure 1-12 [Ctrl+F2] Blocks
You will see the Block Code, the block Name, the number of allotted rooms in the Block, the number of picked-up
rooms (P/U), i.e., the number of rooms reserved against the block and the percentage of picked-up rooms over the
number of blocked rooms (%). The program will also display the number of rooms that can still be picked up
(Avl). Next, you can see the cut-off date for the block (Cutoff) as well as the original number of rooms in the block
(Init). This is important when the cutoff date has been reached so that you can see how many rooms were
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Function Keys
Detailed Availability [Ctrl+F2]
originally in the block. During the night audit of the cutoff date, Fidelio reduces the number of rooms allotted in the
block so that it equals the number of rooms picked up. This means that zero rooms left to be picked up will be
shown. In addition, you can see the status of the block (Status) and the reservation type for the block (RT). Finally,
you will see the potential number of persons in the block (Prs). Fidelio arrives at this number by multiplying the
number of rooms in the block with the figure entered in the PAX per Room field on the block header (average
number of guests per room expected).
W Waitlist. (Only with parameter Use Waitlist Reservations {waitlist} ON.) If your hotel uses the Waitlist option,
pressing [W] will display all waitlist reservations of the highlighted day at the bottom of the screen. The
information will include room, room type, name, arrival and departure date, number of rooms and persons, rate,
market code, status and the creation date of the reservation.
- Record Turnaways. (Only with parameter Record Turnaway Statistics {turnaway} ON.) If your hotel records
turnaways, you can record turned-away business with this option. If, for example, a guest calls and wants to make
a reservation for 17 July, you might press this function key only to find out that the hotel is full on that date. Press
[-], confirm the date, the number of nights and the number of rooms. Then select the market code (or the
advertising code if the parameter Record Turnaways by Advertising Code {advertturn} is ON) and choose the
reason for the turnaway. In this case the reason would be “Hotel Full”, depending on your setup other reasons
might be “rate too high”, “room type not available” or “no reason given”.
If your hotel records regrets (only with parameter Advanced Turnaway Handling {regrets} ON), you must also enter
the guest's name and confirm it from the guest list display. The turnaway is then stored as a regret with the guest
profile while updating the turnaway statistics at the same time. If you do not know the name of the guest, press
[Enter] on the Name prompt. Fidelio will then log this record as a normal turnaway.
T Show Turnaways. Press [T] if you want to see a list of all turnaways recorded for the day. This function is only
available if your hotel records turnaways (see - Record Turnaways). Fidelio displays the number of turnaways per
market code (or advertisement code) and reason.
/ Out-of-Service Rooms. Press [/] for information on out-of-order and out-of-service rooms. Fidelio will display a
window for the next seven days and the OO and OS totals for each day.
O Room Type Overbooking. (Only with parameter Overbooking Limit by Room Type {katoverb} ON.) This option
is only available if the hotel works with overbooking per room type. Pressing [O] displays all room types with set
overbooking levels for the highlighted day.
S S&C Events. This option is only available with the Fidelio Sales & Catering interface. Press [S] and Fidelio will
display the Sales & Catering events for the day.
B S&C Block Ceiling. If the hotel is working with the Fidelio Sales & Catering integration, this option will be
available. Press [B] to display the S&C block ceiling for the selected day.
Please note: The figures displayed in this screen may look completely different if you include tentative
reservations, i.e., all tentative blocks and reservations which did not receive a definite reservation type.
U Day Use. Displays Day Use rooms status.
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Function Keys
Vacant Rooms [F3]
Vacant Rooms [F3]
With [F3] a list of available rooms for a certain period of time and room type will be displayed.
Figure 1-13 [F3] Vacant Rooms Criteria
If you do not want to specify special room types or features, press [Page Down] and Fidelio will show you all the
available rooms, their current status and the features of the room.
Default date is today's date and number of days one. If you want to search for certain room types, fill in the defined
abbreviation in the field Room Type. You can either separate the various types with commas or leave a space. The
default Status is clean (unless the hotel works with the additional inspected room status [only with parameter
Additional Room Status INSPECTED {p_inspect} ON] in which case the default status is IS for inspected). If you
would like to see all rooms, simply blank out the Status field. If you change the date to a future date, the room
status is always ignored.
Figure 1-14 [F3] Vacant Rooms
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Function Keys
Vacant Rooms [F3]
Column Explanation
Room. (Only with parameter Custom Room Assignment Order {assignord} ON.) This column shows the room
number. The order in which the rooms are displayed here depends on the way your Systems Manager has
configured Fidelio. Usually, you will see the rooms in ascending order (0001-9999). However, this display is
user-definable.
Description. Here you can see the room type description.
Status. This column shows the status of the room. As a default, you will only be shown clean rooms (= CL) or, if
the hotel works with the additional inspected room status, all inspected rooms (= IS). However, if you blanked the
Status field, before accessing this screen, Fidelio will also show dirty rooms (= DI). As this function only displays
available rooms, out-of-order (OO) or out-of-service (OS) rooms are not displayed here.
Arr. Time. With this field you can search and display a list of rooms that will be vacated prior to a certain arrival
time. The system will view the check-out time for departure rooms of the day to determine whether the time is
earlier or later than the time entered here. All departure rooms whose check-out time is earlier or was left blank will
be displayed.
If the room has special features, it can be searched by making the appropriate entry in the Smk, V/F, and Attributes
fields. Features for every room can be defined individually in the Setup program. Once defined, you can search for
rooms with specific features. Searching with features can make it much easier and faster to find a room suitable for
a guest's special wishes.
Smk. In the event that your property has smoking and non-smoking rooms, Fidelio allows you to search by
smoking or non-smoking rooms.
V/F. The hotel will have the ability to search by either a view or a floor preference in this field. Whether a view or
floor preference is entered will be dependent on the specifics of the property.
Attributes. Use this field to search by room attributes. Attribute codes are user-definable and are used to define the
room attributes that distinguish each room, excluding the attributes for smoking and view or floor, as these
attributes have already been defined in the appropriate fields.
An example of a non-smoking room with a sea view on the first floor, accessible for handicapped guests would be:
Smoking:
NS
View/Floor: SV
Attributes: 1, HA
Info. This column displays for departure rooms only. If the departure is today, Fidelio will indicate whether the
guest has departed already (DP Departure Paid) or whether the guest has not checked out yet (*DN* Departing not
paid). As a default, Fidelio includes DN rooms in the display. If you want DN rooms excluded, you can simply
enter [N] into the DN field before accessing the screen.
Sleep/Skip. (Only with parameter Use Room Discrepancy Feature {discrepant} ON.) On the very right of the
screen, Fidelio will display when a room is a sleep (= SL), i.e., the housekeeping status is occupied and the front
office status indicates that the room should be vacant; or a skip (= SK), i.e., the housekeeping status is vacant
whereas the front office status indicates that the room should be occupied.
Housekeeping Assignment. You may also see a three-digit code on the very right of the screen, such as TWN or
TRI, to indicate that the room has a special housekeeping assignment. This may indicate to housekeeping that a
room needs to be prepared in a special way, i.e., will require extra towels. You can also search for rooms with
special housekeeping assignments by entering “XYZ” into the Feature field.
If the system does not find a vacant room according to your criteria, Fidelio displays the message “No rooms
found.” If you have searched for a special Feature and Fidelio could not find a room, you have the option of
repeating the search without one.
Please note: When you are in the Arrival screen on field Room Number and press [F3] in order to find a free
room, you can select a room with the cursor keys and [Enter]; the room number is inserted automatically. In the
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Function Keys
Vacant Rooms [F3]
Arrival and In-House screen, however, the default for DN rooms is [N], i.e., departure not paid rooms will not be
displayed or selected. As a default, Fidelio will only let you assign clean rooms (or inspected rooms if the hotel
works with this room status) for reservations arriving today.
When you select [F3] from within a reservation, the Arr. Time field will default to the arrival time entered for the
reservation. Fidelio will view the check-out time for departure rooms of the day and display all departure rooms
whose check-out time is earlier or was left blank. Rooms with a later departure time will not be offered. You can
leave the field blank and all rooms matching the selected criteria will be displayed.
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Function Keys
House Status [Shift+F3]
House Status [Shift+F3]
You can create a current house status by going to Rooms Mgmt in the main menu and pressing [Enter] on House
Status. After that you can retrieve the house status with [Shift+F3]. It is not possible to call up a house status
screen over the function key after the night audit. You first have to go into Rooms Mgmt and select House Status
there.
The House Status is a survey of all movements of today, i.e., arrivals, departures, available rooms, housekeeping
status and expected occupancy for the night. The following screen is displayed:
Figure 1-15 [Shift+F3] House Status Screen
Screen Explanation
House Status allows the ability to select for a future date and, if desired (assuming the parameter Summary Room
Types {s_roomtype} is switched ON), the status by summary room. New forecasts and actuals will be shown for the
following:
-
VIPs will be shown for each of the statistics segmentations.
-
Forecasted Average Rate.
-
Forecast Occupancy percentage, less out of order rooms.
-
Breakdown of House Use and Complimentary rooms/persons.
Please note: If on a shared reservation you mark one guest as complimentary and the other as house-use, Fidelio
will show one room in each column.
Room Summary
Total Rooms. All the rooms the property has.
Out of Order Rooms. All out-of-order rooms. All out-of-order rooms are automatically subtracted from the
number of rentable rooms when you calculate the house status.
Rentable Rooms. All rooms minus out-of-order rooms (OO).
Out of Service Rooms. All out-of-service rooms. They are not subtracted from availability.
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Function Keys
House Status [Shift+F3]
End-of-day Projection
This frame displays statistics by room, persons and VIPs.
Available Tonight. Number of available rooms.
Occupied Tonight. Number of all rooms checked in plus number of all rooms which are expected to be checked in.
The number of persons is shown in the right column.
Occ.% - OO Rooms. Forecasted occupancy percentage minus out-of-order rooms.
Average Rate. Forecasted average rate.
Blocks not picked up. The total number of rooms that were allotted to blocks and have not been picked up yet.
Individual Rooms. Number of rooms reserved individually and number of individual guests.
Group Rooms. Number of rooms/persons attached to a group profile.
Block Rooms. Number of rooms/persons attached to a block reservation.
House-Use Rooms. Number of house-use rooms booked plus persons.
Complimentary Rooms. Number of complimentary rooms booked plus persons.
Current Movement
This frame displays statistics by room, persons and VIPs.
Departures Expected. Number of rooms/persons that still have to be checked out.
Departures Actual. Number of rooms/persons checked out already.
Arrivals Expected. Number of rooms/persons that still have to be checked in.
Arrivals Actual. Number of rooms/persons checked in already.
Extended Stays. Number of rooms/persons with an extended stay.
Early Departures. Number of rooms/persons with an early departure.
Day Rooms. Shows all expected and checked-in day rooms (rooms with an identical departure and arrival date).
Checked-out day rooms are not included.
Walk-In Rooms. Number of rooms/persons that checked in without previous reservation, i.e., the check-in is
carried out at the same time as the reservation.
Housekeeping Status
This frame displays statistics for occupied and vacant rooms.
Dirty Rooms. Number of dirty rooms divided into dirty occupied rooms and dirty vacant rooms.
Clean Rooms. Number of clean rooms divided into clean occupied rooms and clean vacant rooms.
Inspected Rooms. (Only with parameter Additional Room Status INSPECTED {p_inspect} ON.) Number of
inspected rooms divided into inspected occupied and inspected vacant rooms.
Out of Order. Number of rooms which are out of order, i.e., subtracted from availability.
Out of Service. Number of rooms which are out of service, but fully counted in availability.
Please note: The house status is not automatically updated every time you press [Shift+F3]. This is why the time
blinks so that you know that this status is not necessarily up to date. If you want to make sure that the house status
is up-to-date, you will have to create a new one from Rooms Mgmt>House Status.
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Function Keys
Room Plan [Ctrl+F3]
Room Plan [Ctrl+F3]
With [Ctrl+F3] you receive a summary of all rooms. This is one of the most important functions because it offers
you a variety of options. Besides looking at different rooms, you can also move guests to other rooms without
having to go to the reservation menu, as well as extend or shorten a reservation.
Figure 1-16 [Ctrl+F3] Room Plan
Field Explanation
If you do not want to specify room preferences, a list of rooms or a specific room type or room types, press
[Page Down] to display the room plan for all rooms in the hotels.
Smoking. Enter a smoking preference code to display in the room plan. In the event that your property has
smoking and non-smoking rooms, Fidelio allows you to specify the appropriate code here.
View/Floor. Enter a view or floor preference code to display in the room plan. The hotel has the ability to define
either a view or a floor preference in this field. Whether a view or floor preference is entered will be dependent on
the specifics of the property. For example, if your property is located on the beach, you might define the view
preference in this field and the floor preference will be defined as a room feature.
Attributes. Enter one or more room attribute codes, separated by commas or spaces, by which to display the room
plan. Attribute codes are user-definable and are used to define the room attributes that distinguish each room,
excluding the attributes for smoking and view or floor, as these attributes have already been defined in the
appropriate fields.
An example of a non-smoking room with a sea view on the first floor, accessible for handicapped guests would be:
Smoking:
NS
View/Floor: SV
Attributes: 1, HA
List of Rooms. Enter a room number or a list of rooms, separated by commas or spaces, by which to display
reservations.
Room Types. Enter a room type or a list of room types, separated by commas or spaces, by which to display
reservations.
From. Enter the date from which you’d like to display reservations.
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Function Keys
Room Plan [Ctrl+F3]
Room Type Group. (Only with parameter Summary Room Types {s_roomtype} ON.) If your hotel is using
summary room types, Fidelio also displays the field Room Type Group. By making an entry here, you can restrict
the display to one or several summary room types.
Show General Assigned Only / Show Housekeeping Assigned Only. If you would like to display assigned rooms
only or housekeeping assigned rooms, enter [Y] in the Show General Assigned Only or Show Housekeeping
Assigned Only fields.
Zoom / 50 Line Mode. If you want a display of the room plan for the next two months, enter [Y] into the Zoom
field. You also have the option of accessing the room plan in compressed or 50-line mode by typing [Y] into the 50
Line Mode field. This mode allows you to display up to 45 rooms on one screen.
Figure 1-17 [Ctrl+F3] Room Plan Display
The order in which the rooms are displayed here depends on the way your Systems Manager has configured
Fidelio. Usually, you will see the rooms in ascending order (0001 - 9999). However, this display is user-definable
(only with parameter Custom Room Display Order {displayord} ON).
If you select a date for a year in the future or scroll backward to a date which is not a current year, the year will be
displayed below the system date.
In case a room is reserved or booked, the computer will show you the guest's name in the color associated with the
reservation. The room plan provides you with a graphical summary of the occupancy and the availability of rooms
over a certain period of time.
If a room is out of order or out of service, the reason will be shown here for every day until the room can be sold
again. Out-of-order rooms are also marked with this sign •, out-of-service rooms are marked with _.
If there is a share reservation for a room, Fidelio will display the number of sharers in blinking mode.
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Function Keys
Room Plan [Ctrl+F3]
Available Functions
← ↑ ↓ → [PgUp] [PgDn] [Home] [End]. You can move around within the room plan by using the cursor keys,
[Page Up], [Page Down], [Home] and [End]. With [Home] and [End] you can page into the past (to the left) or
into the future (to the right).
Enter. If you require more detailed information about a guest, you only have to move the cursor keys to the guest's
name and press [Enter]. Fidelio will display the guest information screen.
Figure 1-18 [Ctrl+F3] Guest Information screen
You can create, read or change a message for the guest on this screen by pressing [M]. Press [L] for locator to enter
where the guest can be found currently. With [E] you can access the Leisure module (for detailed information on
Leisure, refer to Leisure on page 2-127 in the Reservations User Manual). With [R] you can display the right side
of the reservation screen. Press [T] if you need to create a trace for the guest. If there is an open message, an “open”
locator, an open trace or a leisure activity recorded for the guest, the [M], [L], [T] or [E] will blink. You can also
read the confirmation letter if the guest has a special one (press [C]) and you can read remarks from the guest
profile on this screen. If a lot of information has been entered for a guest, you can press [Z] for zooming in the
whole Remarks window. You can also view this screen by using the function keys [F6], [F7], [Shift+F6],
[Ctrl+F6], [Ctrl+F7], etc., highlighting the guest and pressing [Enter].
A checked-in guest is marked with a star behind the name. If there are two guests in one room, a little “2” blinks in
the room plan.
Kremer
=
reserved
Kremer *
=
checked in
Kremer 2
=
two guests
+ Move. You can extend or shorten reservations or move guests to another room with the help of the [+] key.
Moving a guest to another room. Go to the guest's name, press [+] (the guest's name will flash), then move the
cursor keys to the room the guest wants to move to and press [+] again. Fidelio will use the same availability
checks and updates that also apply for guest transactions on in-house and reservations screens.
Please note: You will not be able to move a guest to an out-of-order room.
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Function Keys
Room Plan [Ctrl+F3]
Fidelio will ask whether the room status of the original guest room should be changed to dirty (= DI). If the hotel
works with the inspected room status (only with parameter Additional Room Status INSPECTED {p_inspect} ON),
you will have the following possibilities:
If the status of the room from which you are moving the guest is “IS”, the following options will be available:
Change Room Status to Dirty
Change Room Status to Clean
Do Not Change Room Status
If the status of the room from which you are moving the guest is “CL”, the following options will be available:
Change Room Status to Dirty
Do Not Change Room Status
Invoices of checked-in guests will be transferred to the new room automatically.
Please note: It is not possible to move the same guest into the same room twice in the Room Plan.
If the Check-Out without Closing Folio (PX) {openfol_co} parameter is ON, it is not possible to move a guest using
either [Ctrl+F3] Room Plan or [C] Move to a PX room.
Extending/Shortening the reservation or changing the arrival date. Go to the guest's departure date with the cursor
keys and press [+]. Move to the new departure date with the cursor keys and press [+] again. Fidelio will modify
the reservation automatically. As long as the guest is not checked in, you can also change the arrival date here.
Creating or breaking a share reservation. When you use the + Move function to move one guest into a room which
is already taken by another guest, you are creating a share reservation. Fidelio will carry out a Combine Share
operation, assign the share number, update the availability accordingly and finally display the message “Guests
now sharing in room S/nnn. Please check rate and persons.”
When you use the + Move function to move one sharer to another room, Fidelio will display the message “Change
other sharing guests as well? Yes/No.” With [Y] all share reservations will move along, just like with a regular
room move. With [N], you are breaking a share reservation. In this case, Fidelio will carry out a Break Share
operation and only move the selected share reservation to the new room.
Please note: Fidelio will not let you move share reservations that are attached to a block with this option. Use the
reservations or groups menu for such cases (for further information on share reservations refer to Handling of
Share Reservations on page 2-58 of the Reservations User Manual).
Room Moves and Virtual Number Assignment. This functionality only applies if the hotel works with virtual
number pools (only with license code Virtual Number Assignment {ex_didnr} ON).
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Function Keys
Room Plan [Ctrl+F3]
When you move guests with virtual numbers to another room, using C Move from the guest-in-house screen or
with [Ctrl+F3], a screen like the following will be displayed.
Figure 1-19 [Ctrl+F3] Room Move with Virtual Numbers
We have moved our example guest from room 110 to 140. The system moved the virtual number from the phone
pool to the other room. In addition, the system enables you to assign a virtual fax number from the
prompt-to-assign fax pool.
Room moves to a vacant room. If you move a guest to a vacant unshared room, Fidelio will carry out the standard
move functions such as changing the room status, updating availability etc., and then display the virtual number
activity. If the target room is set up the same way, the system will move all numbers across, irrespective of whether
or not the pool is room or guest-based. You can always see from the display what has happened.
If the target room is set up differently, for instance not activated for the pager pool, then the action description for
the source room will state that the virtual number was “Unassigned” and the action for the target room will read
“Room cannot have VN”.
When sharers are involved, the action depends on whether the pool is guest-based or room-based. For guest-based
pools, virtual numbers will always follow the guest and be moved to the new room accordingly (always assuming
the room is set up accordingly). When moving a sharer with room-based pool numbers, the virtual number will stay
with the room. Accordingly, the action for the source room will read “Stays in room.” Fidelio will either
automatically assign a new virtual number for the target room, prompt the user to enter a number or continue
without assigning a number, depending on the assignment rule of the pool.
Room moves to an occupied room. This happens when you carry out the Combine Share function. This is no
problem with guest-based number pools. They will simply move along with the guest, always assuming the target
room is set up the same way.
However for room-based virtual pools the situation is different. If the target room has an assigned room-based
virtual number, then the virtual number of the target room will also be applied to the guest moving into the room.
The virtual number display will show “Unassigned” for the source room and “Existing VN” for the target room. If
the moving guest had no previous virtual number assignment, then the screen will read “No VN assigned” for the
source room and “Existing VN” for the target room.
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Function Keys
Room Plan [Ctrl+F3]
If the target room has no assigned room-based virtual number and the moving guest also has no assignment, the
standard assignment rules as configured for each pool will apply. The source room will display "No VN assigned"
and Fidelio will either automatically assign a new virtual number to the target room, prompt the user to enter a
number or continue without assigning a number depending on the assignment rules.
If a guest with a permanent number was, for some reason, checked into a room not set up for the respective virtual
number pool, Fidelio will attempt to re-assign this number with the room move.
When conducting a room move from a pseudo room to an actual guest room Fidelio will proceed in exactly the
same manner as described in the situations above. Moving between pseudo rooms (except for PI or PY room types)
will not bring up any dialogue boxes as these rooms cannot have virtual numbers.
- Zoom. Normally Fidelio displays the room plan for the next 6 days. By pressing [-] you can extend the survey up
to two months. This room plan shows the period of time for which a room is reserved or checked in.
Here is a detail of the compressed room plan and an example of all the special characters used in this plan:
Figure 1-20 [Ctrl+F3] Zoom Mode
Screen Explanation
u
The guest has checked in on that day and will stay for one night.
↔
The guest checked in on the first day and is expected to check out after his reserved
length of stay (e.g., 4 days).
<
This means that a guest is expected on that day.
>
On this day, the guest is expected to check out.
<−−>
The guest is expected on the first day and will stay for his reserved length of stay
(e.g., 4 days).
•
This room is out of order.
°
This room is out of service.
The dark colored columns show weekends.
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Function Keys
Room Plan [Ctrl+F3]
To find out more about arrival and departure day and the name of the guest, move the cursor to the day you are
interested in and press [Enter]. The guest information screen will pop up.
As in the “6 day survey”, you can scroll into the future and the past by pressing [Home] and [End], move a guest
by pressing [+] and view the detailed room information by pressing [*].
Press [-] again if you want to go back to the “6 day survey”.
* Info. Press [*] and you will see the room description. This option is very convenient for resort hotels where
rooms often vary a great deal.
/ Viewmode. This option allows you to switch back and forth between the normal view mode and the compressed
50 line mode by pressing [/].
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Function Keys
Calendar [F4]
Calendar [F4]
When you press [F4], a calendar will appear on the screen. With [Page Up] and [Page Down] you can page
through the individual months.
Figure 1-21 [F4] Calendar
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Function Keys
Forecast [Shift+F4]
Forecast [Shift+F4]
If your hotel uses generic room types or summary room types (only with parameter Summary Room Types
{s_roomtype} ON), this function gives you the availability total of each generic room type/summary room type.
Otherwise, the first five room types are displayed. If you defined more than five room types and do not work with
generic room types, you should not use this function key.
Figure 1-22 [Shift+F4] Forecast
The default to include Tentatives is set to [Y] or [N] depending on the parameter Include Tentative Reservations as
Default {incl_tent}. If the parameter is active, the default displayed would be [Y].
The availability will be shown for 8 days starting with the given date. If you press [Space], you can see the full
screen display.
Figure 1-23 [Shift+F4] Forecast
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Function Keys
Forecast [Shift+F4]
Screen Explanation
On the top right of the screen the time of the query is indicated. Then the availability table is displayed by date and
by room type. If you are checking the availability for some future year, Fidelio will show the year in the top right
corner of the screen.
You can page through the plan by using the cursor keys and [Page Up], [Page Down]. You are shown for each day
how many rooms are available in each generic room type or each summary room type (please remember that this
depends on your individual setup) and the total number of available rooms. A minus sign in front of a number
indicates that the room type is overbooked by that figure.
If there are events for the day, they are shown in the first line below the availability table. Below that line, the day
type defined in the rate calendar is indicated.
Available Options
In order to find out about all options available from this function key, simply press [?] for the Help menu which
will display the following list of options.
Figure 1-24 [Shift+F4] Reservation Types
↵ Reservation Types. Pressing [Enter] on any given day displays a window with the number of rooms booked
per reservation type. You can also see the number of checked-in rooms.
+ Room Type Detail. Pressing [+] displays a breakdown of reservations by room type and by reservation type for
a single day in a matrix. If you have more than twelve room types, this window will scroll. The room type detail is
similar to the reservation type detail, but it is actually more detailed. If your hotel has a tower section and a regular
section, it is useful to see how many tower room guests are guaranteed and how many are tentative so you can
judge how many rooms in that room type to overbook.
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Function Keys
Forecast [Shift+F4]
* Blocks. (Only with parameter Front Office Group Rooms Control {par_allot} ON.) This option is only available if
the hotel works with the Group Rooms Control module. Pressing [*] will give you a display of all blocks for the
day. The screen might look as follows:
Figure 1-25 [Shift+F4] Blocks
You will see the Block Code, the block Name, the number of allotted rooms in the Block, the number of picked-up
rooms (P/U), i.e., the number of rooms reserved against the block and the percentage of picked-up rooms over the
number of blocked rooms (%). The program will also display the number of rooms that can still be picked up
(Avl). Next, you can see the cut-off date for the block (Cutoff) as well as the original number of rooms in the block
(Init). This is important when the cutoff date has been reached so that you can see how many rooms were
originally in the block. During the night audit of the cutoff date, Fidelio reduces the number of rooms allotted in the
block so that it equals the number of rooms picked up. This means that zero rooms left to be picked up will be
shown. In addition, you can see the status of the block (Status) and the reservation type for the block (RT). Finally,
you will see the potential number of persons in the block (Prs). Fidelio arrives at this number by multiplying the
number of rooms in the block with the figure entered in the PAX per Room field on the block header (average
number of guests per room expected).
W Waitlist. (Only with parameter Use Waitlist Reservations {waitlist} ON.) If your hotel uses the Waitlist option,
pressing [W] will display all waitlist reservations of the highlighted day at the bottom of the screen. The
information will include room, room type, name, arrival and departure date, number of rooms and persons, rate,
market code, status and the creation date of the reservation.
- Record Turnaways. (Only with parameter Record Turnaway Statistics {turnaway} ON.) If your hotel records
turnaways, you can record turned-away business with this option. If, for example, a guest calls and wants to make
a reservation for 17 July, you might press this function key only to find out that the hotel is full on that date. Press
[-], confirm the date, the number of nights and the number of rooms. Then select the market code (or the
advertising code if the parameter Record Turnaways by Advertising Code {advertturn} is ON) and choose the
reason for the turnaway. In this case the reason would be “Hotel Full”, depending on your setup other reasons
might be “rate too high”, “room type not available”, or “no reason given”.
If your hotel records regrets (only with parameter Advanced Turnaway Handling {regrets} ON), you must also enter
the guest's name and confirm it from the guest list display. The turnaway is then stored as a regret with the guest
profile while updating the turnaway statistics at the same time. If you do not know the name of the guest, press
[Enter] on the Name prompt. Fidelio will then log this record as a normal turnaway.
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Function Keys
Forecast [Shift+F4]
T Show Turnaways. Press [T] if you want to see a list of all turnaways recorded for the day. This function is only
available if your hotel records turnaways (see - Record Turnaways). Fidelio displays the number of turnaways per
market code (or advertisement code) and reason.
/ Out of Service Rooms. Press [/] for information on out-of-order and out-of-service rooms. Fidelio will display a
window for the next seven days and the OO and OS totals for each day.
O Room Type Overbooking. (Only with parameter Overbooking Limit by Room Type {katoverb} ON.) This option
is only available if the hotel works with overbooking per room type. Pressing [O] displays all room types with set
overbooking levels for the highlighted day.
S S&C Events. This option is only available with the Fidelio Sales & Catering interface. Press [S] and Fidelio will
display the Sales & Catering events for the day.
B S&C Block Ceiling. If the hotel is working with the Fidelio Sales & Catering integration, this option will be
available. Press [B] to display the S&C block ceiling for the selected day.
U Day Use. Displays Day Use rooms status.
Please note: The figures displayed in this screen may look completely different if you include tentative
reservations, i.e., all tentative blocks and reservations which did not receive a definite reservation type.
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Function Keys
Events [Ctrl+F4]
Events [Ctrl+F4]
With the Event option from the Reservation menu you can enter special events such as a trade show or the
Octoberfest (refer to Events on page 2-120 of the Reservations User Manual). The events will then be shown in the
various surveys of room types. With [Ctrl+F4] you can get a quick overview on all the events that were defined for
a certain period of time.
Figure 1-26 [Ctrl+F4] Events
You may want to use this option, for example, when you are in the Fidelio Control Panel ([Shift+F2]) and see a
plus [+] beside the indicated event of the day. This means that there is more than one event on that particular day,
but there is no room in the control panel to show you the additional events. By pressing [Ctrl+F4] you can see all
the events of the day.
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Function Keys
Rate Information [F5]
Rate Information [F5]
[F5] provides the user with all necessary information about rates, rate codes and packages. Pressing [F5] displays
the following window:
Figure 1-27 [F5] Rate Query Menu
The Rate Query allows the user to see at a glance which rates are available for each room type on any given arrival
date, departure date and number of persons. The Rates by Room Number/Type shows full rate code information
including rate splitting for any particular rate code, room type or room number. The Package Elements option
displays all available packages. The Rate Availability Grid shows the availability of all rate codes for a given
month. The Promotions option displays rate codes available that are attached to promotions (only with parameter
Promotions {promotions} ON).
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Function Keys
Rate Information [F5]
Rate Query
The rate query is like a mini-reservation. You enter the arrival date, number of nights, number of adults (per room)
and number of rooms. The defaults are arrival date of today (if parameter Arrival Date Defaults to Blank {blankarriv}
is OFF), one night, one adult and one room. You can also optionally enter a rate code, group of rate codes (starting
with [/]) or the first letter or letters of a rate code, a scratch name, company and agent. If you are using the dynamic
profile look-up function (only with parameter Rate Code Profile Look-Up during Rate Query {p_rcodedef} ON),
Fidelio will check any names that you have entered with the guest file and display a guest list for your selection
(refer to Dynamic Profile Look-up on page 1-42).
Figure 1-28 [F5] Rate Query Entry
If your hotel is using summary room types (only with parameter Summary Room Types {s_roomtype} ON), after
filling in the Rate Query Screen, Fidelio also displays the field Room Type Group. Here you can enter a summary
room type if you want to restrict the query further (or leave the field blank to choose from a picklist). If the
parameter Promotions {promotions} is ON, you can query promotions available. The default to include Tentatives is
set to [Y] or [N] depending on the parameter Include Tentative Reservations as Default {incl_tent}. If the parameter
is active, the default displayed would be [Y]. If you do use this parameter, the display field Available will change to
Min Avail.
Fidelio then shows you a grid of room types and rate codes. The order of display is determined during the Rate
Availability setup. Inside each cell is the rate and at the bottom of the grid are the total number of rooms available
in that room type for the entire range of dates (similar to the function key [F2]). You can only see up to twelve
room types at once. For this reason, among others, Fidelio recommends the use of twelve or fewer room types
when you configure the system. However, you can scroll right, left, up and down.
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Function Keys
Rate Information [F5]
Figure 1-29 [F5] Rate Availability Grid
With this grid you can see exactly which room types are available for the given period and what they cost. If you
only want to see one rate code, like “RACK”, you can type in “RACK” in the Rate Code field of the rate query. If
you just type in [R], Fidelio will show you all rates beginning with [R]. If you would like to see all corporate rate
codes (and you have defined a group of rate codes called COR in FSTAMM), then type “/COR”. The same applies
to all other groups of rate codes.
If you are using the rate/yield management module, Fidelio will only show you the available rate codes (for more
information on the rate grid, refer to Entering the Reservation Detail on page 2-17 of the Reservations User
Manual and for general information about rate management the Rate Management Setup Manual).
If a room type is already sold out for this range of dates or if the query you are making would cause the room type
to sell out, Fidelio displays the column in red. In the above example, the TDNS column would be red. If you did the
same query but for two rooms, the TDNS and the XNR columns would both be red. Therefore, the number of
rooms displayed is always the number of rooms available, not including the pending reservation.
Any blank cells indicate that the corresponding rate code has not been defined for this specific room type and
arrival date. A red square (n) in any of the cells signifies that the room type has been closed for this particular rate
code on this date. A red star (*) indicates that the rate code is not available for this room type because it was not
equal or higher than the hurdle rate set for the particular date. This option is only available in hotels using the
hurdle rate integration (only with license code Hurdle Rates {ex_hurdle} ON).
As you scroll through the grid, moving the cursor from cell to cell, Fidelio will display quick information about the
rate codes and the respective room type description at the bottom of the screen.
On the bottom of the grid, Fidelio will display the number of rooms AVAILABLE for each room type for the
selected time range. This is the minimum number of available rooms without overbooking and excluding tentative
reservations. If the hotel uses room type overbooking and has additionally activated the parameter Show Room
Type Overbooking in Rate Grid {p_gridover}, Fidelio will also display the line INCLUDE O/B on the rate query
screen. This line will show the maximum number of available rooms including the set room type overbooking
levels. When the rate query is for more than one night, Fidelio will use the smallest common denominator for the
calculation of the two lines. Let us give you an example (for further examples and details refer to Overbooking on
page 5-18 of the Rooms Management User Manual).
Rate query for TWO nights with different overbooking levels.
STW available on 27/05: 20 Overbooking level: 2 Max to sell: 22
STW available on 28/05: 17 Overbooking level: 3 Max to sell: 20
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Function Keys
Rate Information [F5]
For the first day Fidelio's calculation yields a maximum of 22 STW rooms to sell including overbooking. For the
second night the maximum is smaller, i.e., 17+3=20. In order to make sure that you do not exceed the maximum
number of rooms to sell for the reservation, Fidelio takes the smaller result (i.e., 17 and 17+3) and displays these
figures in the AVAILABLE and the INCLUDE O/B lines of the table. The minimum number of STW rooms
available for the two-day query therefore is 17 and, including overbooking, 20. The rate grid would look as
follows:
27/05/97 2 Nts. 1 Rms. 1 Pers.
STW
Rate1
150
Rate2
110
Rate3
210
AVAILABLE
17
INCLUDE O/B
20
Available Options
+ Another Rate Query. Press the plus key [+] to perform another rate query without leaving the displayed rate
grid. This menu is the same as the No Rates Found? window (refer to No Rates Found on page 1-43).
E Events. If an event has been entered for any date within the time frame of the rate query, Fidelio will display the
letter [E] along with the first event at the bottom of the rate query grid. If more than two events have been entered
for that date, the description will flash. Press [E] to display the window listing all the events.
? Help. A number of additional options are available from this screen. If you press [?] for Help, Fidelio will
display a window with these options.
↵ Save. A very useful feature of the rate query is that you can save the information which you have just entered for
the next reservation you are about to make, including the scratch name, company and agent. All you have to do is
press [Enter] to pick the room type and rate code which you want to sell. Fidelio will issue a short tone to indicate
that your selection is registered. The next time you make a new reservation, the scratch company and name are
displayed as defaults if you entered information in the scratch fields and Fidelio fills in the arrival date, nights,
departure date, number of rooms, number of adults, rate code, rate, room type and even market code and source
code (if the rate code has a default market or source code). You will only need to enter the information on the right
side of the screen as well as the confirmation letter name, if necessary. It is not possible to pick a rate for a day
earlier than the current system date.
With this feature it is very easy to enter telephone reservations directly into the computer without first writing them
down on paper.
Please note: If you select a rate code, the rate query function will check whether the request would cause any of the
days to be overbooked. In that case, you will see the message “House will be/is overbooked within the requested
time period. Do you want to continue? Y/N” with the default set to “Yes.” The system will let you record the rate,
though, if you continue. If you look for alternative dates by pressing the [*] key, the screen will display an “O” for
overbooked on the left-hand side for fully booked dates.
If you select a rate code which has a change of rate during the guest's stay, Fidelio will display the Rate Info
screen, indicating the rate for each day of the projected stay.
/ Rate Info. Press [/] on a selected rate in order to see the value of this rate in another currency. Fidelio will display
a window with all defined currencies, from which you can select one with [Enter]. The Rate Info screen will show
the rate, tax and any extras for each day of the reservation request, the calculated total for the stay and the selected
currency at the bottom.
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Function Keys
Rate Information [F5]
Space Full Rate. (Only with parameter Use Fidelio Multiple Currency System {curr_at_ci} ON.) Press [Space] on
any cell if you wish to see the exact rate amount. Fidelio will display a window with the name of the rate code and
the rate including all decimal places. For example if you see 99 in a cell, the actual rate could be anything from
98,50 to 99,49. In addition, the system will display the currency code pertaining to the selected rate. This is very
useful for hotels working with multiple currencies, as it will help you identify rates configured in different
currencies.
* Alternatives. (for users of rate availability) Pressing [*] will give you detailed information on the availability of
a selected rate. Fidelio will start the display a number of days before the selected arrival day and will show the
availability status of the selected rate for each day a number of days beyond the selected departure date. The
display might look like this:
Figure 1-30 [F5] Alternatives
This function is very useful in conjunction with the [+] key. If your caller is not happy with the available rates you
have quoted to him, you can press [+] to display ALL rates and then press [*] on a closed rate to find out why the
rate is closed. With this information you may be able to offer the caller a better rate if, for example, he is prepared
to stay a day longer or arrive a day later.
Using the * Alternatives function you have the following additional options:
[↑] [↓]. You can move the cursor up and down to another date and press [Enter] to display the rate query
grid for this new arrival date. Just answer [Y] to the message “Display new rate query with arrival date
<date>? Yes/No.” Fidelio will remember all the field entries from the initial rate query, such as number of
nights, persons, etc.
[→] [←]. By using the right cursor you can display the alternative details for the next rate code displayed
on the rate query screen. The left cursor will take you back to the rate code displayed before.
+ All Rates. (for users of rate availability) If you would like to see all rate codes, including the ones that are closed
or not available, press the [+] key from within the grid. Fidelio will display all unavailable rate codes and rates in
red. If you only display a limited number of open rate codes by entering, for instance, the first letter of the rate
code/rate category, Fidelio will also only display all rate codes starting with this letter when you press [+].
I Info. To get a full page of information about the rate code, press [I]. Both the long and the quick information
screens can be configured in FSTAMM in the rates section.
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Function Keys
Rate Information [F5]
- Turnaways. (Only with parameter Record Turnaway Statistics {turnaway} ON.) If your hotel records turnaways,
you can record one with this option. The turnaway function enables you to record turned away business. If, for
example, a guest calls and wants to make a reservation for 17 July, you might press this function key only to find
out that the hotel is full on that date. Press [-], confirm the date, the number of nights and the number of rooms.
Then select the market code (or the advertising code if the parameter Record Turnaways by Advertising Code
{advertturn} is ON) and choose the reason for the turnaway. In this case the reason would be “Hotel Full”, other
reasons, depending on your setup might be “rate too high”, “room type not available” or “no reason given”.
If your hotel records “Regrets” (only with parameter Advanced Turnaway Handling {regrets} ON), you must also
enter the guest’s name and confirm it from the guest list display. The turnaway is then stored as a regret with the
guest profile while updating the turnaway statistics at the same time. If you do not know the name of the guest,
press [Enter] on the Name prompt. Fidelio will then log this record as a normal turnaway.
O Overbooking. You can display the defined overbooking levels by pressing [O]. If the hotel works with room
type overbooking, you can choose between House Overbooking and Overbooking by Room Type, otherwise, the
system will take you straight to the House Overbooking display. You will see the rooms Available, the
Overbooking figures for each day within the selected time frame and the number of rooms Still to Sell. In
addition, the system will calculate the minimum availability for the complete time range and display it.
W Waitlist. (Only with parameter Use Waitlist Reservations {waitlist} ON.) This option enables you to record a
waitlist reservation when you find, for example, that you cannot offer any available rooms. Select the room type/
rate cell which you want to reserve and press [W]. A small window is displayed where you can record the
telephone number of the caller. Next you have to select the reason for putting the reservation on waitlist. You can
also add additional free text to record further details (this information is later displayed on the Guest Info screen
from the Waitlist option). When you press [Esc], Fidelio will issue a short tone to indicate that your selection is
registered. When you go to the Reservation menu now, after selecting a name for a new reservation, Fidelio will
automatically provide all the details of the waitlist reservation, such as arrival and departure time, number of
rooms, room type and rate code into the reservation screen. The market code will be WTL (for waitlist). Complete
further details as required. After exiting the reservation, Fidelio will display the message “Reservation moved to
waitlist.”
H Hurdle Rates. (Only with license code Hurdle Rates {ex_hurdle} ON.) This function is only available if you are
using the hurdle rate integration. The hurdle rate integration enables hotels to use external yield management
software together with Front Office to enhance the rate availability decision process.
Instead of making a suggestion for the status of each rate code, the yield management software determines a hurdle
rate for each day. The rate codes defined in the hotel are compared with the hurdle rate. If they are equal or higher,
they will be available. Otherwise, they will not be offered for the reservation. In the rate grid you will see a red star
(*).
From the rate grid, you can press [H] to display the hurdle settings for each room type each day. The display is
grouped by yield category. You can see for each room type whether the hurdle rate has been changed manually
(Overr. = [Y]), the Ceiling, i.e., the number of times the delta is to be added to the hurdle rate, the number of times
this yield category has been sold since the last update from the yield management software (UpdS.), the number of
times the category can be sold before being closed (MaxS.), the hurdle rate and the delta.
The screen is for your information only, changes to hurdle rates can only be affected in the Setup program and only
with special rights (for detailed information on Hurdle Rates refer to Hurdle Rates on page 3-66 of the Rate
Management Setup Manual).
T Include Tentatives. (Only with parameter Include Tentative Reservations as Default {incl_tent} ON.) Fidelio
defaults the rate grid to [N]. To change the grid to include tentatives or toggle and not include tentatives, press [T].
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Function Keys
Rate Information [F5]
Dynamic Profile Look-up
If your hotel works with the dynamic profile look-up option (only with parameter Rate Code Profile Look-Up
during Rate Query {p_rcodedef} ON), you can search for special rate codes recorded with a given profile with [F5].
As explained above, you can enter Scratch Names for guests, companies and agent profiles. After selecting a rate
code, these names and the rate code are automatically filled in for the next reservation. With the dynamic profile
look-up Fidelio will check the guest file for matching names and display a list of corresponding profiles. If special
rate codes were recorded for a profile, this will be indicated by a single dollar sign [$] for one rate code and by a
double dollar sign [$$] for two and more rate codes to the left of the guest record.
You can move within the list and view the complete profile information by pressing [A]. If you have selected a
profile with [Enter], Fidelio will only display available rate codes that were recorded for this profile. If you have
entered a Scratch Name, a Scratch Company and a Scratch Agent, the displayed rate grid will show rates codes
recorded for the profiles in the sequence of guest, company and agent rate codes. If multiple rate codes have been
recorded for a guest profile, Fidelio will display them according to the sequence numbers assigned to the Rate
Codes in the Options menu on the profile screen. If no special rate codes are found, the rate grid will display in
the usual fashion.
If the hotel works with the dynamic rate look-up, the rate query screen shows additional information in the column
displayed left of the rate code. The column may contain one of the following characters:
‘’
‘C’
‘T’
‘*’
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rate code is attached to the guest profile
rate code is attached to the company profile
rate code is attached to the agent profile
rate code is not attached but matches some other search criteria
(i.e., rate code or rate category) or when no search criterion was specified
Fidelio Front Office V6.20 - User Manual
Function Keys
Rate Information [F5]
No Rates Found
Once the Rate Grid is displayed with your criteria, you can perform another rate query without returning to the
beginning of the query process.
Press the plus key [+] to select another query option, based on your original query.
For example, query for an arrival date of 8 January, 1999, for 3 nights and the rate category of Rack. The Rate Grid
displays the available rates for that query. Press the [+] key to display a menu which allows you to perform more
queries, based on your original criteria. Refer to Figure 1-31 [F5] No Rates Found Message.
Figure 1-31 [F5] No Rates Found Message
Show Requested Rates including Restrictions. This will display the rate grid with all restricted rate codes. This
is similar to pressing [+] from within the grid. However, as Fidelio could not find any rates, all rate codes will show
in red.
Show Requested Rates without Rate Code/Cat Lookup. This menu option will only appear if you were
searching for specific rate codes. If you select this option, Fidelio will ignore rate code information entered in your
query.
Show Requested Rate Code/Cat w/o Profile Look-Up. This menu will only appear if you were searching for rate
codes that were attached to a guest, company or agent profile and specified a rate category. If you select this option,
Fidelio will ignore rate code information on the profiles and only search for rate codes matching your entry in the
Rate Code/Category field.
Show Requested Rates without Promotion LookUp. (Only with parameter Promotions {promotions} ON.) This
menu option will only appear if the promotion code sell/stay dates fall outside those specified, or those rate codes
which would normally be valid for this promotion code have restrictions applied against them.
Show All Rates. This option displays all available rates for the date and number of nights specified. All other
criteria entered is ignored.
Select New Rate Query. This selection will take you back to the rate query screen and the cursor will be
positioned on the first field of the screen, i.e., the Arrival field so you can enter different data and conduct a new
rate query.
Select Other Rate Code/Category. This selection will take you back to the rate query screen and the cursor will
be positioned on the last field, i.e., the Rate Code/Category field.
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Function Keys
Rate Information [F5]
Rates by Room Number/Type
With this option you can select rate codes by room, room type, codes and rate class. The following window is
displayed:
Figure 1-32 [F5] Rates by Room Number/Type
Available Options
By Rate Code. Press [Enter] and fill in the rate code you would like to see or the first characters of a rate code.
Fidelio will show you all the rate codes starting with the characters. If you press [Enter] on any of the displayed
rate codes, the rate code detail is displayed. If you want to see all rate codes, press [Page Down] twice.
By Room Type. If you fill in a certain room type, Fidelio will display all the rate codes that were defined for this
room type.
By Room Number. If you defined special rates for individual rooms, you can fill in the room number here.
Search by Rate Class +-10%. If you want to search for rate codes that come close to or correspond to a certain
amount, select this option and enter the amount. Fidelio will display all available rate codes corresponding to the
amount plus minus ten percent.
Date. Enter only the date if you are interested in all rate codes available at a certain date.
Package Elements
With this option you can look up all presently available package elements. You may need this option if you want to
check how exactly a package element linked to a certain rate code is defined.
If you know all about packages already, you can skip the introduction (for detailed information refer to Package
Elements on page 3-30 of the Rate Management Setup Manual).
The term package is used to refer to an arrangement where the guest in your hotel gets services included in the rate
other than just a room. For example, bed and breakfast is a package. The guest pays a single price but gets both
room and breakfast included. (In this case, breakfast is considered a package element.) A golf package might
consist of a three-night stay with a welcome cocktail upon arrival, a round of golf on the second and third day, gala
dinner on the second night, breakfast buffet every morning and parking. The guest pays one amount for the whole
package (in this package, the elements are welcome cocktail, green fees for two days, dinner one night, breakfast
each day and parking).
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Function Keys
Rate Information [F5]
Because each package is made up from a series of package elements, we can define each package element
individually and then assign them to a rate code. Individual package elements can be used in multiple, different
packages (e.g., if you only have one price for breakfast, then the element breakfast can be used in the B&B package
mentioned above as well as in the Golf package).
The screen displayed here depends on whether your hotel is using the basic package module or the advanced
package module (only with parameter Advanced Package System {par_packag} ON).
Package Lookup. After you have pressed [F5] and selected Package Elements, Fidelio displays a window with
all currently available package elements in your hotel. The screen might look as follows:
Figure 1-33 [F5] Packages Pickbox
Looking at our example, you can see quite easily how different package elements can look. Breakfast inclusive is a
deal where breakfast is included in the rate. With breakfast exclusive, the price for the breakfast would be added to
the rate.
Please note: There can be various package elements with the same package code and different description as in our
TAX example (the descriptions being state tax and city tax.
In order to see what exactly was defined for a certain package element, press [Enter] and Fidelio will display the
packages screen. Depending on whether your hotel is using the basic or the advanced module, you will see
different package screens.
Remember that you do not sell package elements directly. You sell rate codes and rate codes include one or more
packages elements.
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Function Keys
Rate Information [F5]
The Basic Package Module
If you do not work with the Advanced Package Module, Fidelio will display the following screen:
Figure 1-34 [F5] Basic Package Information Screen
Please note: You can only view the fields and not change anything. All changes must be made in the Setup and
Configuration program in the Rate Management menu, Package Elements section.
Field Explanation
Package Code. This is the abbreviation for the package element.
Forecast Code. This field is used to hold a pre-defined forecast code. A forecast code can be attached to any
package element where you want to forecast potential numbers. With the help of this field you can find out, for
example, how many people you are expecting for breakfast on any given day.
Description. This field is used to contain the description for your package element. In this example, it is breakfast.
If you have a choice of breakfasts with multiple rates, you may be able to recognize each item from this
description. Also, if you use the same package code twice (as is often the case with TAX) the description will help
you know which element you are dealing with, for example state tax and federal tax.
Print Separately. The package elements can be printed as a separate line on the guest folio. This is very useful
when the package element is not included in the rate. In our example the print-out would look as follows:
25.01
25.01
Room Rate
Breakfast
136.00
14.00
Add to Rate. The field determines whether or not the value of the package element is to be added to the rate or
considered a part of the rate already. For example, if the breakfast is included in the rate and not printed as a
separate line item, the setting here would be [N] and the folio would look like this:
25.01
Room Rate
150.00
Internally, the breakfast amount will be deducted from the room rate and posted to a department code for breakfast.
(Fidelio posts 136.00 to Room rate and 14.00 to breakfast.)
If, however, the element (i.e., breakfast) is added to the rate, the setting here would be [Y] and the guest folio
would look like this:
25.01
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Room Rate
Fidelio Front Office V6.20 - User Manual
164.00
Function Keys
Rate Information [F5]
In this case, too, the breakfast amount will be deducted from 164.00 and posted to a department code for breakfast.
(Fidelio posts 150.00 to room rate and 14.00 to breakfast.)
If you print a package element separately, you cannot add it to the rate at the same time. In this case Add to Rate is
always [N].
Department Code. This is the department code the system will use when posting the package element (either
internally or to the guest folio). The department code must be between 1 and 899.
Price. This is the actual price of the package element. In our example, 14.00. The currency abbreviation is the
default currency of the property. The currency abbreviation will be displayed with the department code of the
currency (only with the parameter Use Fidelio Multiple Currency System {curr_at_ci} ON).
Currency. The currency of the package element’s price.
Calculation Rule. This field is used to determine how the value of the package element should be posted in
relation to the number of people in the room. There are the following options:
Per Adult
Per Child
Per Person
Flat Rate
(price times the number of adults)
(price times number of children)
(price times number adults plus number of children)
(price posted as flat rate, regardless of number of guests)
In our breakfast example this would probably be per person, unless children eat breakfast for free, in which case
the entry here would be per adult. If the package element was for parking or something similar, a flat rate would
be chosen.
Posting Rhythm. Here you can see when and how often Fidelio should post the package element. The following
options are available:
Figure 1-35 [F5] Posting Rhythm Menu
Most of the options are self-explanatory, however, the Floating Allowance per Stay and the Custom Posting
Schedule require some further explanation.
The Floating Allowance per Stay option creates an allowance at the beginning of the stay containing the sum of
the package elements available for the stay. The guest can make use of the elements anytime during the stay.
Please note: You can only take advantage of this option if you are using the Advanced Package Module (only
with parameter Advanced Package System {par_packag} ON), as you cannot post against allowances with the
Standard Package module.
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Function Keys
Rate Information [F5]
The Custom Posting Schedule gives you the possibility of entering a posting rhythm for 14 days. By entering
zeros and ones for each day when you define the package, you tell the system whether to post (1) or not to post (0)
on a certain day. After 14 days, the schedule starts from the beginning again. Here’s an example:
11001100000000
This posting schedule indicates that Fidelio will post on the first, second, fifth and sixth day of the stay (repeating
after 14 days).
Formula. If the package is so complex that the options described above do not suffice, your supervisor may have
entered a rate formula in this field. These are dBASE type expressions for special splitting formulas.
The Advanced Package Module
This module is only available if you turn the parameter Advanced Package System {par_packag} to ON.
Fidelio's advanced package system allows you to create increased integration between your Point of Sale and your
Fidelio Front Office system. Although it makes most sense to be used with POS, it can also be used with any
package elements which are typically posted by hand.
In most hotels, Point of Sale postings are automatically posted to the guest folio. The handling of these postings
becomes difficult when, for instance, you have guests whose breakfast is included in the room rate whereas others
have to pay for their breakfast separately.
Hotels try to solve this by issuing vouchers or working with elaborate lists in order for the waiter to find out
whether to post the breakfast to a guest's folio or not. The advanced package module handles this process
automatically. Whenever a guest comes to the restaurant and has breakfast, the waiter simply posts the breakfast to
the guest's folio. The waiter does not have to ask for a voucher or check a list.
If the guest's breakfast is included in the rate code, the guest will have a certain allowance for the breakfast. Fidelio
will reduce the guest's allowance instead of posting to the guest's folio until it has been used up. If there are more
postings than covered by the allowance, Fidelio will post them to the guest's folio. The surplus (i.e., the sum of the
postings minus the allowance) is called overage.
The guest does not see the allowance on his folio. The allowance is created by the system internally at check-in or
during the night audit.
Let us assume that the guest has a breakfast allowance for 20.00 (continental breakfast), which is included in the
rate. If he goes to the restaurant and orders continental breakfast, no additional charges will be made to his folio.
If he goes to the restaurant and eats an American breakfast (30.00), Fidelio will use 20.00 to reduce the guest's
allowance and post 10.00 (i.e., the overage) to the guest's folio.
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Function Keys
Rate Information [F5]
If you use the advanced package module, the following screen is displayed after pressing [F5], selecting a package
element and pressing [Enter].
Figure 1-36 [F5] Advanced Package Element Information Screen
The upper half of the screen is identical to that of the basic package module. The lower half displays extra options
for the POS connection.
Field Explanation
POS Account. This field is set to [Y] if items posted to the package are either sent via the POS or from the
standard posting routine. In our example, this breakfast element will be a POS Account, because the charge for
breakfast will come directly from the POS terminal in the breakfast outlet. On the other hand, a package element
that is calculated and posted automatically, like TAX, would not be set up as a POS account because this charge
will never come from a POS terminal.
POS Next Day. If a package element (like breakfast) is to be posted the day before the item defined is actually
consumed, the setting here will be [Y]. This setup is necessary for financial reasons and is further explained in the
Financial Handling of Packages section below.
From Time/To Time. This field shows the time frame during which the allowance is valid. If the fields are blank,
the allowance is valid all day. Let's use our breakfast example again. If breakfast is being served between 07:00 and
10:30, posting the breakfast to the allowance might only be allowed in this period. If a breakfast posting was made
at a later time, the amount would be posted to the guest's folio.
Other Department Codes. If postings from other departments (alternative outlets) are permitted against the
allowance, the department code numbers are displayed here. In the case of breakfast, a typical example of other
department codes would be room service and lobby bar.
Overage Department Code. If you post a higher amount than is covered by the allowance, the overage will be
posted to the guest's folio. You can define special department codes for Overage postings, i.e., Restaurant Overage,
Bar Overage or just a generic F&B Overage. In this case, the overage department code pertaining to the defined
package element will be displayed here. If this field is empty, Fidelio posts the overage to the department code
entered in the field Department Code, unless one of the other department codes is being used, in which case it gets
the overage.
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Function Keys
Rate Information [F5]
Allowance. The allowance is the amount which the guest can consume. The POS will post everything above the
allowance (= overage) to the guest's folio. The allowance does not have to be the same as the price of the package
element (in our breakfast example the 20.00). As it is not completely obvious why this is so, let us give you an
example:
An airline crew has a special room rate of 80.00. Breakfast is included in the rate. Internally, only 15.00 will be
split from the room rate to the breakfast account (this is the price entered in the package element). In the restaurant,
however, the price for breakfast is 20.00 and this is what the waiter will post to the guest's room. If the price
coincided with the allowance, the system would have to post 20.00 - 15.00 = 5.00 overage to the guest's folio which
in this case would not be correct. The overage is calculated from the posted amount minus the allowance.
Rate Availability Grid
This option is only available if the parameter Use Rate Availability Table for Yield Management {par_yield} is ON.
Fidelio's rate availability allows you to create an unlimited number of strategies and techniques for restricting rates
to maximize your hotel revenue. Although you might find the concept of rate availability complicated at first,
chances are you are already using a form of rate availability in your hotel. Fidelio only makes it easier to
implement and easier to control that all reservation clerks make the correct decisions when selling rooms in the
hotel.
After you have selected this option, the following window is displayed:
Figure 1-37 [F5] Rate Availability Grid Filter
Fidelio defaults to today's date. If you want to view the rate availability for another date, simply enter the required
year, month and day. You can search for multiple rate codes or for all rate codes belonging to a certain category. If
you want to search for all rate codes starting with [R], for example, enter [R] in the Rate Code/Category field. If
you are looking for all the rate codes belonging to category FIT, enter [/FIT]. If you leave the field blank, Fidelio
will show you all defined rate codes. If the hotel works with availability per rate category (only with parameter
Rate Availability Based on Rate Categories {rcat_avail} ON) rather than per rate code, you can simply enter the rate
category (without a slash).
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Function Keys
Rate Information [F5]
The availability table displays the rate codes per month or (with parameter Rate Availability Based on Rate
Categories {rcat_avail} ON) the rate categories per month.
Figure 1-38 [F5] Rate Availability Table
Available Functions
↵ Sequence. The position of the rate codes on any availability grid is defined here. The most common rate codes
should have a high position and the least sold rate codes a low position.
S Short Info. A Short Info page can be defined, which will show on all rate grids for that rate code. This is very
valuable as a synopsis for rate codes with special conditions. As it appears on the bottom of the rate grid, it is
advisable to reduce the text to four lines maximum.
I Long Info. Press [I] if you want to display the data that was defined on the rate info template for this rate.
- Year View. If you want to check the availability of a certain rate code or rate category for the whole year, select
the rate code/category and press [-]. The display will change to a yearly view with the months on the left. The
cursor will automatically move to the selected day. In order to get back to the rate code/category display, press
[Esc].
Please note: If you want to carry out global changes for a rate code, you need to have selected the yearly view.
+ Global. From the rate availability screen you can change the availability of a rate code or rate category day by
day by overwriting the current entries. You can also make global changes for rate categories and rate codes (only in
- Year View mode) by pressing [+]. The global change enables you to change the status for a range of dates.
The following status codes apply:
0
1
2-7
C
D
L
Closed (displays as a red dot)
Available
Minimum Length of Stay (LOS) is 2 to 7 nights
Closed to arrival
Open only if day-use reservation
User-defined Length of Stay option (you will only see this option if the systems manager has defined a
LOS number in Hotel Data in the Setup program)
L LOS. User-defined Length of Stay option. The LOS number indicated on the screen is defined in Hotel Data. If
you define zero days, the option will not display on the screen.
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Function Keys
Rate Information [F5]
[Alt+2-7] Minimum Stay-Through. The minimum stay-through (MST) restriction differs from the minimum
length-of-stay (MLOS) in that it is not restricted to the arrival date of the reservation; it applies as long as any part
of your reservation touches the restricted date. For example, if you set a MLOS restriction of 5 days on Wednesday
and all other days for that week are open, the rate will only be available to a guest arriving on Wednesday if he
stays five days or longer. If the guest comes in on Tuesday, he can stay Wednesday and Thursday night only (3
nights) - because the five-night limit only applies to any guest arriving on Wednesday. If you now change this
MLOS to a MST, the scenario changes considerably. If any part of the guest's reservation touches that Wednesday,
he is only offered the rate if the total stay is five days or longer. So if he wants to come in for two nights on
Tuesday, the rate will not be available.
[Space]. This option lets you define rate availability per room type. If you press [Space] on a certain rate code and
day, Fidelio shows you all sellable room types and the status of each room type (open or closed). If you would like
to close the rate code for certain room types, select the room type and press [Enter]. The status changes to
CLOSED. If you would like to reopen it, simply press [Enter] again and the status will be OPEN once more. Rate
availability queries in the main program (during reservation or pressing [F5]) will not display the rate code for the
closed room type. To indicate that room types have been closed for a certain day and rate code/category, the status
code of the day will be displayed with a magenta background.
The rate availability grid is functionally identical to the menu option Rate Availability in the Setup program.
(Please refer to Rate Availability Checks on page 3-25 of the Rate Management Setup Manual for more information
and for examples on the use of rate availability.)
Promotions
Promotions. (Only with parameter Promotions {promotions} ON.) The ability exists to define promotion codes
(with sell and stay dates) which can, if required, be attached to rate codes.
During the reservation process, it is possible to select one or more promotion codes which will then filter the
number of rate codes displayed in the Rate Query grid if specific rate codes are attached to the promotion codes.
The normal rate availability query (LOS, MST Closed, etc.) is applied in exactly the same manner; however, the
initial display would be limited to only those rate codes which have the promotion code(s) attached.
For example, you have special rates for Hertz. To these rates, you have attached the promotion codes “HZ1”, and
“HZ2”. We have all seen that phrase stating, “Please quote XYZ when making your reservation to secure that
special rate”. When a guest calls, he/she could either be quoting the advertisement code or your reservation clerk
uses it as quick access to all Hertz rates. Whichever method you use, the configuration is totally user-definable.
When checking if a promotion is valid (either from within the Reservation screen or by pressing [F5] Rate
Query>Promotions), Fidelio will display a list of promotions that are valid if the following conditions are true:
Promotion booking start date has been reached.
Promotion booking end date has not passed.
Departure is after the promotion stay start date.
Arrival is before the promotion stay end date.
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Function Keys
Rate Information [F5]
The field Prm is displayed next to the Adult/Chld field from within the Reservation screen (refer to Figure 1-39
[F5] Adult/Chld/Prm Field - Reservation Screen) and the [F5] Rate Query>Promotions screen. If an entry is
made in this field, Fidelio will first check that the promotion code entered is valid. If an entry is invalid, Fidelio
displays a list of promotions which are valid for the date(s) of stay. Use the plus key [+] to mark up to three codes
for the rate query.
Figure 1-39 [F5] Adult/Chld/Prm Field - Reservation Screen
Considerations:
-
If the promotion falls outside the selling or stay dates, a warning message displays stating “Promotion Code(s)
not Valid for Selected Booking and/or Stay Dates”. The user is allowed to continue with the promotion code
entered; however, the rate query grid will not display any associated rates.
-
If the promotion code selling/stay dates fall outside those specified or those rate codes which would normally
be valid for this promotion have restrictions applied against them, then Fidelio displays a screen stating “No
Rates Found for This Selection”. The user will then be required to select one of the criteria listed:
Figure 1-40 [F5] Promotion Code Selection Filters
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Function Keys
Rate Information [F5]
-
When viewing the picklist of promotion details from inside the reservation, from within the [F5] Rate Query
or the option, [F5] Promotions, it is possible to see the one-line details showing the code, description and sell/
stay dates, as well as the first 3 lines of the long information. You cannot make any changes from the [F5]
Promotion screen or within the reservation.
Figure 1-41 [F5] Promotion Details Display
-
In addition to those details mentioned above, it is possible to see the details using the following keys:
[Enter]
to display further details pertaining to the promotion
[I]
to view the long information text on the bottom of the screen if the text is more than 3
lines
[*]
to show all promotion codes, irrespective of the dates filtered
[+]
to mark multiple codes for selection (only while making a reservation)
[R]
to view a list of attached rate codes to the selected promotion code
-
When changing existing reservations with promotion codes, Fidelio will only check that the code is valid and
will not attempt to recheck the sell or stay dates.
Please note: If a promotion code does not have any rate codes attached, and assuming the dates are valid, the
promotion code can be applied to all reservations and will not affect the restrictions of rate codes.
Fidelio displays the rate code attached to the profile, even though there are rate codes attached to the promotion
code. However, if the profile rate code is not available, then you will receive the “No Rates Found for This
Selection” message and be asked to choose another rate query.
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Function Keys
Floor Plan [Shift+F5]
Floor Plan [Shift+F5]
[Shift+F5] displays the Fidelio Floor Plan option. What you see after pressing this function key depends entirely
on the setup your Fidelio manager has created. If nothing was designed in the Setup program, nothing will be
displayed here. Ideally, this option will show you a plan of each floor in your hotel including all the rooms
belonging to the floor and a display of the status of each room.
After you have selected this option, a window with all floors designed in the setup program is displayed:
Figure 1-42 [Shift+F5] Floor Menu
Press [Enter] on the floor you would like to view. The floor plan will fill the whole screen. All the rooms on that
floor will be displayed. Depending on the design, you will either simply see all the room numbers in columns or a
layout of the floor with lines distinguishing rooms, walkways, staircases, etc. If it took more than 21 lines to draw
the floor plan, the screen will display it in a special graphic mode (as you can see from our example screenshots,
the display will then look compressed). Ideally, your floor plan option will also have a floor plan listing all rooms of
the entire hotel. This will give you the opportunity to view the status of each room in your hotel at one glance or up
to 800 rooms at once.
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Function Keys
Floor Plan [Shift+F5]
Figure 1-43 [Shift+F5] Floor Layout View
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Function Keys
Floor Plan [Shift+F5]
Figure 1-44 [Shift+F5] Entire Hotel View
Screen Explanation
J
Once you are in a specific floor plan, you will see a blinking face next to one of the rooms (this is hard to see
on our example screenshots). Using the cursor keys you can move the blinking face from room to room and
retrieve additional information about the room by pressing [*] or [Enter].
Please note: If your floor plan is displayed in compressed mode, the additional information retrieved with these two
functions will also be displayed in compressed mode.
If you press the [*] key on a selected room, Fidelio will display the complete room description including any
special features defined for the room.
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Function Keys
Floor Plan [Shift+F5]
Press [Enter] on any room and Fidelio will display the guest information screen for departed, in-house and arriving
guests for this room.
Figure 1-45 [Shift+F5] Guest Information Screen
You can create, read or change a message for the guest on this screen by pressing [M]. Press [L] for locator to enter
where the guest can be found currently. With [E] you can access the Leisure module. (For detailed information on
Leisure, refer to Leisure on page 2-127 of the Reservations User Manual, Reservations section.) With [R] you can
display the right side of the reservation screen. Press [T] if you need to create a trace for the guest. If there is an
open message, an “open” locator, an open trace or a leisure activity recorded for the guest, the [M], [L], [T] or [E]
will blink. You can also read the confirmation letter if the guest has a special one (press [C]) and you can read
remarks from the guest profile on this screen. If a lot of information has been entered for a guest, you can press [Z]
for zooming in the whole Remarks window. You can also view this screen by using the function keys [F6], [F7],
[Shift+F6], [Ctrl+F6], [Ctrl+F7], etc., highlighting the guest and pressing [Enter].
If you press [Enter] on an out-of-order or out-of-service room, Fidelio will display the date range and the reason
for setting the room out of order or out of service.
On the bottom of the screen, all available status codes are displayed in their specific color. The following status
codes are used:
CL/OC
CL/AE
CL/DN
CL/VA
OO/OS
=
=
=
=
=
clean; occupied
clean; arrival expected
clean; departure expected
clean; vacant
out of order or out of service
DI/OC
DI/AE
DI/DN
DI/VA
=
=
=
=
dirty; occupied
dirty; arrival expected
dirty; departure expected
dirty; vacant
If the parameter Additional Room Status INSPECTED {p_inspect} is activated, the following status options will
also be indicated:
IS/OC
IS/AE
IS/DN
IS/VA
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=
=
=
=
inspected; occupied
inspected; arrival expected
inspected; departure expected
inspected; vacant
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Function Keys
Floor Plan [Shift+F5]
If the parameter Use Room Discrepancy Feature {discrepant} is activated, the following status options will also be
indicated:
Skip
Sleep
=
=
Front Office room status is occupied while housekeeping status is vacant
Front Office room status is vacant while housekeeping status is occupied.
Different foreground colors are used to indicate the room status. Different background colors are used to indicate
skips and sleeps. If the room is not discrepant, the background color is black.
Please note: If you are not sure about the meaning of the two-digit room status codes, you can retrieve a help screen
with the descriptions by pressing [?].
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Function Keys
Heartbeat [Ctrl+F5]
Heartbeat [Ctrl+F5]
[Ctrl+F5] gives you Heartbeat, an up-to-the-minute display of the hotel’s performance at a glance. The details
shown are intended to complement those already available in the House Status display.
Figure 1-46 [Ctrl+F5] Heartbeat Screen
The Heartbeat Screen displays the information as of the date and time stated at the top of the screen. If the
parameter Summary Room Types {s_roomtype} is ON, you may select to view the Heartbeat by summary room
type or for all room types (leave field blank to select from picklist). The type selected displays on the top of the
screen.
If you are not using summary room types, the Heartbeat Screen displays the entire hotel’s activity and the room
type is not displayed at the top of the screen.
There are four frames displaying the up-to-the-minute status of the hotel:
Reservation Performance (Frame 1)
Reservation Performance displays the information in two columns: Today and Future. You are able to view the
status of:
Reservations Made for Today/Future
Cancellations Made for Today/Future
Reservation Revenue for Today/Future
Rooms Booked for Today/Future
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Function Keys
Heartbeat [Ctrl+F5]
Potential/Actual for Current Day (Frame 2)
Potential Reservation Revenue: Maximum potential revenue for the day based on rate/rate code in room
configuration. The information is taken from Room Number or Room Type configuration. If they are
empty or no rate or rate code exists in either of these files, Fidelio takes the default rate code “Rack” (if
existing); otherwise, the values will be zero. This includes rooms that have been set to “Out of Order”.
Please note: In order to obtain this potential, the rate codes attached as a default to the room or room type
need to be in the local currency.
Forecast Reservation Revenue: Calculates potential revenue for the day based on rate/rate code in the
reservation or the planned rate if a rate season change would occur during the stay of the reservation. This
includes checked in, arrival and day-use rooms.
Average Length of Stay: Displays the average length of stay for those reservations that are in-house for
the current day based on the number of nights the reservations were booked. This does not include blocks
not picked up.
Hotel Performance (Frame 3)
Hotel Performance displays:
Arrivals in the last 60 minutes
Departures in the last 60 minutes
Rooms on Queue (only with parameter Rooms on Queue {q_rooms} ON)
General Assigned Rooms
Hotel Revenue (Frame 4)
The Hotel Revenue frame displays the current business day’s revenue expenditure (department codes 1-799),
displayed and consolidated by revenue buckets (001-020) assigned to the respective department codes (only
revenue posted that day is displayed; revenue generated by the previous night audit is not included).
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Function Keys
Arrivals [F6]
Arrivals [F6]
[F6] displays all the arrivals for a certain date. Arrivals can be selected by date, room, name, accompanying
guests, first name or agent or company. Once guests have checked in, they will no longer be displayed with this
function key. If you also want to see guests that have checked in already, Fidelio recommends that you use
[Ctrl+F7] instead.
Figure 1-47 [F6] Arrivals
Field Explanation
Date. Fidelio defaults to today's date. Press [Enter] or enter another date.
Name/Partial/Room. Fill in the guest's name (or the first letters) or room number. You can also search by partial
name, e.g., if you enter “HNS”, Fidelio will display all arrivals like “Johnson”, “Hahnsen”, and any others in which
“HNS” occurs.
Accompanying. If you entered the name of accompanying persons with the Options menu in the reservation
screen, you can search for accompanying guests here.
First Name. Enter the guest's first name.
Agent/Company. If a reservation was booked by a reservation service, agency or company, you can look for this
name as well.
Room Type Group. (Only with parameter Summary Room Types {s_roomtype} ON.) If your hotel is using
summary room types, Fidelio also displays the field Room Type Group. In this case, you can restrict the search to
one or several summary room types here.
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Function Keys
Arrivals [F6]
If you want to see all the arrivals of today, you do not have to make an entry in the fields. Just press [Page Down]
after pressing [F6].
Figure 1-48 [F6] List of Arrivals
A list with all arrivals which match the selection criteria for the chosen date is displayed. The information in all
arrival, guest-in-house and departure lists includes room number (if a room was assigned already), reserved room
type, number of persons expected, the guest's name, arrival and departure date, room rate and balance. It also
includes the name of the reservation service, agent, company or group, if any of these made the reservation or were
linked to the reservation and last but not least, the status of the reservation. If the guest has not arrived yet, the
reservation type will be shown under “Status”, other possibilities are “CX” for canceled and “IN” for checked-in.
With the cursor keys, [Page Down] and [Page Up] you can select the guests or page through the arrival list.
Fidelio provides additional information for each guest record, where applicable. For example, you will be able to
recognize share reservations immediately by the asterisk [*] in front of the guest name. If the guest has a message
waiting, this will be indicated by a checkmark [√], open locators are indicated by the locator sign [@].
Available Functions
You can press [Enter] to retrieve the guest info screen (Figure 1-49 [F6] Guest Info), [M] to create, read or change
a Message for the guest, [L] to enter a Locator and [S] to display the name of reservation Shares. For checked-in
guests you can also press [V] to display the virtual number(s) assigned to the guests (only available with license
Virtual Number Assignment {ex_didnr} ON).
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Function Keys
Arrivals [F6]
↵ Enter. If you require more detailed information about a guest, you only have to move the cursor keys to the
guest's name and press [Enter]. Fidelio will display the guest information screen.
Figure 1-49 [F6] Guest Info
You can create, read or change a message for the guest on this screen by pressing [M]. Press [L] for locator to enter
where the guest can be found currently. With [E] you can access the Leisure module (for detailed information on
Leisure, refer to Leisure on page 2-127 in the Reservations User Manual). With [R] you can display the right side
of the reservation screen. Press [T] if you need to create a trace for the guest. If there is an open message, an “open”
locator, an open trace or a leisure activity recorded for the guest, the [M], [L], [T] or [E] will blink. You can also
read the confirmation letter if the guest has a special one (press [C]) and you can read remarks from the guest
profile on this screen. If a lot of information has been entered for a guest, you can press [Z] for zooming in the
whole Remarks window.
M Message. If you want to leave a message for the guest, just press [M]. Fidelio asks you whether you want to add
a message. Then you are guided through a number of defaults that make it easy for you to enter the message. If you
want to enter free text, press [Esc] after confirming the name. After saving the message, a message sign [√] is
inserted in front of the guest's name. It will be removed when the guest receives his message.
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Function Keys
Arrivals [F6]
L Locator. A guest might come to your desk and tell you that he is expecting an important phone call but cannot
remain in his room. Instead, he can be reached in the bar for the next two hours. Press [L] for locator. If defined in
your hotel, a list with standardized locator texts will be displayed (e.g., Lounge, Swimming Pool).
Figure 1-50 [F6] Sample Guest Locators
Choose one and press [Enter] or press [Esc] if you want to enter free text. The Guest Locator window is filled
with the standard or free text. Press [Esc] to leave the windows. Fidelio asks you for how long the given location is
valid. Enter the time and press [Esc] again. Now you can save the location. A locator sign [@] is inserted in front
of the guest's name. Fidelio will keep the locator one hour longer than the expected ending time. Afterwards,
Fidelio will remove the locator automatically. It is not possible to create a locator for more than one day. Enter the
time in European format (0:00 to 24:00). You can only enter one locator per guest at any one time.
Please note: If a guest with a hotel reservation is checked in for a leisure activity, the system automatically creates
a locator for the guest.
E Leisure. This option is only available if your hotel works with the Fidelio Leisure Management module. By
pressing [E] from the guest information screen, you can view, change, create, or delete leisure bookings for the
selected guest. If there is a leisure booking for the guest, the [E] on the screen will blink.
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Function Keys
Arrivals [F6]
If the guest already has leisure bookings, Fidelio will display a pickbox with all existing leisure bookings for the
guest.
Figure 1-51 [F6] List of Guests’ Planned Leisure Activities
The following options are available from this screen.
↵
View. Press [Enter] to view the booking details. You cannot change the booking details here. To change them,
you need to press the [*] key.
DEL Delete. Press [Delete] to delete the leisure booking. There is no difference between deleting and canceling a
leisure booking.
* Plan. With [*] you have access to the main leisure management screen. Use this option if you want to create or
change a leisure booking for the guest. Fidelio will display a list with all defined outlets. Service outlets are
indicated by an [S] on the right, non-service outlets by an [N]. After selecting a service outlet from the pickbox,
you have the option of selecting a particular service or directly viewing the schedule for the specified date. With
non-service outlets you simply need to enter or confirm the date. Next, Fidelio will display the reservation book for
the selected date. Press [Enter] on a selected time slot to create a booking. You have the same options as when you
access Leisure Management with the Leisure option from the Reservation menu (for detailed information, refer to
Leisure on page 2-127 of the Reservation User Manual). The only exception is that any new booking you make is
automatically linked to the reservation on which you were previously working. When you exit the Leisure menu,
you will return to this pickbox. Any new leisure bookings which you just made will show up in the pickbox.
If the guest did not have any leisure bookings, you will see a dialog box saying “No leisure activity on file for this
guest. Add one?” With [Y] you will jump to the main leisure management screen where you can create leisure
bookings for the guest.
R Reservation. Press [R] to view additional reservation details. Fidelio will display the right side of the
reservation screen.
C Confirmation. If you have customized a standard confirmation letter for a guest before sending it (i.e., the letter
name changes to SPECIAL), this option is displayed on the bottom of the screen. Press [C] to view the letter on the
screen.
T Traces. If you need to create a trace for a guest, simply press [T] from the guest information screen. Traces are
similar to messages. However, the difference is that a Trace is a message not to the guest, but to your colleagues
(such as “Guest needs a roll-away bed”), and it requires an instruction and a specific instruction date. After
pressing [T], you must first select a trace department (i.e., who is to be advised). Next, Fidelio presents you with a
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Function Keys
Arrivals [F6]
pickbox of common requests for that department from which you can select one. You can also press [Esc] and type
the request free-form. Next, you will be prompted to enter the trace date. This is very important as the date you
enter here is the date on which Fidelio will notify the responsible department. After creating a trace, you can press
[Enter] to modify it or the date; [Insert] to create a new trace; [Delete] to delete a trace; or [*] to resolve the trace.
You can also create a “smart trace” which automatically carries out the requested change, a so-called action. Let’s
say your guest was given a weekend special rate and then says on Saturday that he wants to stay through until
Tuesday. The “smart trace” can make this change for you. All you have to do is make a trace in exactly the same
manner as above. However, when you are offered the pickbox of trace departments, select Actions instead of a
specific department. Fidelio now lists a series of possible changes. Pick the rate code and press [Enter]. Fidelio
asks you when the rate code is to be changed. Enter Monday’s date. Fidelio will now change the rate immediately
after the night audit on Sunday night.
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Function Keys
Guests in House [Shift+F6]
Guests in House [Shift+F6]
[Shift+F6] displays all the guests in house for a certain day. The function offers the same options as the arrival list
(please refer to Arrivals [F6] on page 1-62 for more information).
Figure 1-52 [Shift+F6] Guests In House Screen
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Function Keys
Departures [Ctrl+F6]
Departures [Ctrl+F6]
[Ctrl+F6] displays all the departures for a certain day. The function offers the same options as the arrival list
(please refer to Arrivals [F6] on page 1-62 for more information).
Figure 1-53 [Ctrl+F6] Departures
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Function Keys
Reservations [F7]
Reservations [F7]
[F7] displays all the reservations from a certain date onwards. The structure of the list corresponds to Arrivals,
Departures and Guests in the House. The only difference is that in reservations not only one date is shown but that
the reservations from the following days are displayed, too.
If you want to cancel a reservation, select it with the cursor keys and press [Delete].
Figure 1-54 [F7] Reservations
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Function Keys
Telephone Book [Shift+F7]
Telephone Book [Shift+F7]
You should use this function for general information like phone numbers of theaters, restaurants, taxi stands,
airlines, churches, other hotels, etc.
You can either search for a number or for a category. Fill in the name or press [Enter] if you want to look for a
certain category. All the defined categories will be shown in a pickbox. Move the cursor on the one you are looking
for and press [Enter]. All the phone numbers belonging to that category will be displayed.
Figure 1-55 [Shift+F7] Telephone Book
Creating a new entry. When you create new numbers, you assign a category to each of them so you can quickly
bring up all phone numbers of a particular category (e.g., all Chinese restaurants in town). Press [Enter] so that the
pickbox with the categories will be shown.
Insert. Press [Insert] to enter the name of the new category and the sequence number. The new entry will be listed
in the category pickbox in the order of the sequence number. Select the new category with the cursor keys and press
[Enter]. You can now insert the new number(s). It is also possible to enter notes for each phone number (up to 10
pages) including, for example, instructions on how to drive to the theater or times of the services at church.
Delete. Press [Delete] to remove an existing category. In order to delete a category, any entries in that particular
category must be deleted first. If entries exist, the message “Cannot delete - there are entries in this category” is
displayed.
+ Sequence. Press [+] to define the sequence in which the item will display in the list.
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Function Keys
Telephone Operator [Ctrl+F7]
Telephone Operator [Ctrl+F7]
This function is mostly used by the telephone operator, who can quickly search for in-house guests, check for
expected or checked-out guests and leave a message for guests and groups.
After you have pressed [Ctrl+F7], the following window is displayed. If you want to see all guests in house, you
do not have to complete anything. Just press [Page Down] and a list with all in-house guests and guests that have
departed today is displayed.
Figure 1-56 [Ctrl+F7] Telephone Operator
Field Explanation
Name/Room. Fill in the guest's last name (or abbreviation) or room number. If you enter the name or the first
letters of a name, this function also shows arriving and departed guests. As a default, Fidelio will only show guests
that are checked in.
Accompanying. If you made use of the Accompanying option in Reservations, you can search for the
accompanying guest here.
Partial Name. If you did not quite get the name of the guest but are sure of some letters, you should enter them
here. If you enter “HNS”, for example, Fidelio will display all guests like “Johnson”, “Hahnsen”, “Ohnsaki” and
any others in which “HNS” occurs.
First Name. Enter the guest’s first name. You can also enter the first name here after entering the guest’s last name
under Name. Usually, it is only possible to fill in one field for the query. For example, if you want to search for all
J. Smiths in the hotel, enter [J] in the First Name field and Smith in the Name/Room field.
Agent/Company. If a reservation was booked by a reservation service, agency or company you can look for this
name as well.
Group. You can enter a group name here or, if you want to enter a message for the tour guide or a group message,
you should enter [PM] for pay master here. Then, Fidelio will show all checked-in pay masters.
Past Check-Outs. You can search for a guest that has departed in the last three days by entering the guest’s name
here.
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Function Keys
Telephone Operator [Ctrl+F7]
Room Type Group. (Only with parameter Summary Room Types {s_roomtype} ON.) If your hotel is using
summary room types, Fidelio also displays the field Room Type Group. In this case, you can also restrict your
search to one or several summary room types here.
After you have entered a query, Fidelio will show you a list with all guests matching the query.
Figure 1-57 [Ctrl+F7] List of Guests in Room Type Group
The information on the screen includes room number, room type, number of persons, the guest’s name, arrival and
departure date, rate and his current balance. It also includes the name of the reservation service, agent, company or
group, if any of these made the reservation or were linked to the reservation; and last but not least, the status of the
reservation. If the guest has not arrived yet, the reservation type will be shown under “Status”, other possibilities
are “CX” for canceled and “IN” for checked-in.
Fidelio provides additional information for each guest record, where applicable. For example, you will be able to
recognize share reservations immediately by the asterisk [*] in front of the guest name. If the guest has a message
waiting, this will be indicated by a checkmark [√], open locators are indicated by the locator sign [@].
Available Functions
With the cursor keys, [Page Down] and [Page Up] you can select the guests or page through the list of guests. You
can press [Enter] to retrieve the guest info screen (also see below), [M] to create, read or change a Message for
the guest, [L] to enter a Locator and [S] to display the name of reservation Shares. For checked-in guests you can
also press [V] to display the virtual number(s) assigned to the guests (only available with license code Virtual
Number Assignment {ex_didnr} ON).
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Function Keys
Telephone Operator [Ctrl+F7]
Enter. If you require more detailed information about a guest, you only have to move the cursor keys to the guest’s
name and press [Enter]. Fidelio will display the guest information screen.
Figure 1-58 [Ctrl+F7] Guest Info
You can create, read or change a message for the guest on this screen by pressing [M]. Press [L] for locator to enter
where the guest can be found currently. With [E] you can access the Leisure module. With [R] you can display the
right side of the reservation screen. Press [T] if you need to create a trace for the guest. If there is an open message,
an “open” locator, an open trace or a leisure activity recorded for the guest, the [M],[L], [T] or [E] will blink. You
can also read the confirmation letter if the guest has a special one (press [C]) and you can read remarks from the
guest profile on this screen. If a lot of information has been entered for a guest, you can press [Z] for zooming in
the whole Remarks window.
If you press [Enter] on a guest record found via the Past Check-Outs query, Fidelio will display the guest’s
history information.
M Message. If you want to leave a message for the guest, just press [M]. Fidelio asks you whether you want to add
a message. Then you are guided through a number of defaults that make it easy for you to enter the message. If you
want to enter free text, press [Esc] after confirming the name. After saving the message, a message sign [√] is
inserted in front of the guest's name. It will be removed when the guest receives his message.
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Function Keys
Telephone Operator [Ctrl+F7]
L Locator. A guest might come to your desk and tell you that he is expecting an important phone call but cannot
remain in his room. Instead, he can be reached in the bar for the next two hours. Press [L] for locator. If defined in
your hotel, a list with standardized locator texts will be displayed.
Figure 1-59 [Ctrl+F7] Guest Locators
Choose one and press [Enter] or press [Esc] if you want to enter free text. The Guest Locator window is filled with
the standard or free text. Press [Esc] to leave the windows. Fidelio asks you for how long the given location is
valid. Enter the time and press [Esc] again. Now you can save the location. A locator sign [@] is inserted in front
of the guest’s name. Fidelio will keep the locator one hour longer than the expected ending time. Afterwards,
Fidelio will remove the locator automatically. It is not possible to create a locator for more than one day. Enter the
time in European format (0:00 to 24:00). You can only enter one locator per guest at any one time.
Please note: If a guest with a hotel reservation is checked in for a leisure activity, the system automatically creates
a locator for the guest.
E Leisure. This option is only available if your hotel works with the Fidelio Leisure Management Module. By
pressing [E] from the guest information screen, you can view, change, create, or delete leisure bookings for the
selected guest. If there is a leisure booking for the guest, the [E] on the screen will blink.
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Function Keys
Telephone Operator [Ctrl+F7]
If the guest already has leisure bookings, Fidelio will display a pickbox with all existing leisure bookings for the
guest.
Figure 1-60 [Ctrl+F7] Guest List
The following options are available from this screen.
↵
View. Press [Enter] to view the booking details. You cannot change the booking details here. To change them,
you need to press the [*] key.
DEL Delete. Press [Delete] to delete the leisure booking. There is no difference between deleting and canceling a
leisure booking.
* Plan. With [*] you have access to the main leisure management screen. Use this option if you want to create or
change a leisure booking for the guest. Fidelio will display a list with all defined outlets. Service outlets are
indicated by an [S] on the right, non-service outlets by an [N]. After selecting a service outlet from the pickbox,
you have the option of selecting a particular service or directly viewing the schedule for the specified date. With
non-service outlets you simply need to enter or confirm the date. Next, Fidelio will display the reservation book for
the selected date. Press [Enter] on a selected time slot to create a booking. You have the same options as when you
access Leisure Management with the Leisure option from the Reservation menu (for detailed information, refer to
Leisure on page 2-127 of the Reservations User Manual). The only exception is that any new booking you make is
automatically linked to the reservation on which you were previously working. When you exit the Leisure menu,
you will return to this pickbox. Any new leisure bookings which you just made will show up in the pickbox.
If the guest did not have any leisure bookings, you will see a dialog box saying “No leisure activities on file for this
guest. Add one?” With [Y] you will jump to the main leisure management screen where you can create leisure
bookings for the guest.
R Reservation. Press [R] to view additional reservation details. Fidelio will display the right side of the
reservation screen.
C Confirmation. If you have customized a standard confirmation letter for a guest before sending it (i.e., the letter
name changes to SPECIAL), this option is displayed on the bottom of the screen. Press [C] to view the letter on the
screen.
T Traces. If you need to create a trace for a guest, simply press [T] from the guest information screen. Traces are
similar to messages. However the difference is that a Trace is a message not to the guest, but to your colleagues
(such as “Guest needs a roll-away bed”), and it requires an instruction and a specific instruction date. After
pressing [T], you must first select a trace department (i.e., who is to be advised). Next, Fidelio presents you with a
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Function Keys
Telephone Operator [Ctrl+F7]
pickbox of common requests for that department from which you can select one. You can also press [Esc] and type
the request free-form. Next, you will be prompted to enter the trace date. This is very important as the date you
enter here is the date on which Fidelio will notify the responsible department. After creating a trace, you can press
[Enter] to modify it or the date; [Insert] to create a new trace; [Delete] to delete a trace; or [*] to resolve the trace.
You can also create a “smart trace” which automatically carries out the requested change, a so-called action. Let’s
say your guest was given a weekend special rate and then says on Saturday that he wants to stay through until
Tuesday. The “smart trace” can make this change for you. All you have to do is make a trace in exactly the same
manner as above. However, when you are offered the pickbox of trace departments, select Actions instead of a
specific department. Fidelio now lists a series of possible changes. Pick the rate code and press [Enter]. Fidelio
asks you when the rate code is to be changed. Enter Monday's date. Fidelio will now change the rate immediately
after the night audit on Sunday night.
Creating a Group Message
Here you can create a group message, which is a message that all group members will receive. Press [Ctrl+F7], go
to the query field Group and enter “PM”. All the checked-in PMs are displayed. You can also enter the group name
and then move to the pay master with the cursor keys. Press [M] for Message and, if other messages were
recorded already, [Insert] for inserting a new message. Fidelio will ask whether you want to create a message for
the whole group. Say [Y] and Fidelio will guide you through the usual message format. After saving the message,
Fidelio displays another window asking you whether you want to send the message to checked-in members only.
You can also define a date range. Then only the group members who are in house during that time will receive the
message. After exiting, Fidelio will insert a message sign [√] in front of every group member that is to receive the
message.
Please note: You cannot modify the group message for individual group members. The message is only stored
once, under the PM account. If you try to modify it, Fidelio displays the message “Master message can only be
changed from Group master.”
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Function Keys
Change User [F8]
Change User [F8]
This function key allows you to change users without exiting the program. This is especially helpful when users
have to leave their workstation for a moment.
Figure 1-61 [F8] Change User Screen
Simply press [F8] and the login window appears on the screen. Whoever wants to use the workstation now, will
have to login with his user ID and password. When you complete a correct login, the menu option that you worked
on before pressing [F8] is unlocked again.
This means practically that you do not have to exit the program to change a user. This can be very useful if a user
does not have rights to execute a certain operation and has to call the manager.
Example: An employee is posting charges to a guest folio. He is not allowed to do corrections. At the point where
he wants to enter [-1] in the Quantity field (for correction), Fidelio will display a message stating that the user has
no rights for this operation. He will have to call the manager. The manager simply presses [F8], enters his user ID
and password, does the correction and presses [F8] again.
Fidelio uses a logfile. Every change a user makes is shown in this file together with the user ID, the date and the
time of the change. Therefore everyone should have their own individual login name and always press [F8] before
leaving the workstation. Then, nobody can work on anyone else’s login.
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Function Keys
Interfaces [Shift+F8]
Interfaces [Shift+F8]
The [Shift+F8] function key displays the Interfaces option which is also available from the main menu Options.
This option will only display if the hotel is working with interfaces and has activated the interface parameter
Interfaces Installed {modinter}. The Interfaces option is used to carry out interface-related functions that are
relevant to the day-to-day Front Office operation. After pressing [Shift+F8], you will see the following window.
Figure 1-62 [Shift+F8] Interfaces Menu
Menu Options
Select the Interfaces option for information on all installed interfaces. You can generate a Booth Telephone Bill,
Print Call Details and create Wake-up Calls for guests.
Interfaces
After selecting the Interfaces submenu, a screen like the following is displayed.
Figure 1-63 [Shift+F8] Interfaces Installed
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Function Keys
Interfaces [Shift+F8]
Instead of our example interfaces and placeholders <Interface C> and <Interface D> you will see a list of all
interfaces installed in your property (i.e., interfaces to your telephone system, point of sales, video system,
door-locking, etc.). When you select one of the interfaces with [Enter], you will receive a number of options. For
example, when you access your telephone interface, you may view the Interface Status in general or the
Telephone Status for all or selected rooms. You may see a screen like the following.
Figure 1-64 [Shift+F8] Interface Status
The options you are offered with each interface depend entirely on the kind of interface you have selected, the
capability of the third-party system and the setup of the interface. They can include the option to lock/unlock
telephones, to create wake-up calls, to view the wake-up call status, they may allow you to print key cards, order
wake-up calls for entire groups, check the status of the POS interface, to turn the message light on or off, to enable
or disable Pay TV, etc.
Please note: For complete information on the Interfaces menu and the installation of interfaces, please refer to the
Fidelio Interface On-Line Help.
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Function Keys
Interfaces [Shift+F8]
Booth Telephone Folio
When a guest makes one or more calls from a telephone cabin, you can use the Booth Telephone Folio to
determine the cost, generate a bill, enter the payment or transfer the call to a room or hotel account.
First enter the telephone number of the booth. Fidelio shows you all call details (date of the call, time and length of
the call, number called and the cost) from this booth which have not yet been taken care of. You need to mark those
phone calls (using the plus key) which you want to charge to the guest.
Figure 1-65 [Shift+F8] Booth Telephone Folio
Once you have selected one or more calls, press [Esc] and select whether or not you want to transfer the calls
directly to a guest room or let the guest pay cash directly. If you choose Transfer to Room, you must enter the
room number or guest name.
If you select to Pay Cash Directly, the system will prompt you to enter your cashier number and password. Next,
Fidelio will ask if you want to print a receipt. The receipt format is entirely user-definable and is set up using the
Standard Texts option in the Setup program.
You can enter the Room number and/or the Guest Name and additional Supplement text for guests with
checked-in room numbers. Alternatively, the system will also allow you to enter a passer-by name.
As payments made with the Booth Telephone Folio option are accountable as real folios they are also stored in
folio history. Please remember that as they were not connected to a real room or guest, you can only find them in
Folio History if you search by folio number.
When you print a Booth Telephone Folio, the system will acknowledge this fact by displaying the message
“Printing Receipt. Please Wait.......”
You can also use this option for faxes which are to be charged to a guest room if the respective line has been set up
as a booth telephone. As the fax machine is often used for non-guest-related business, you will usually get a long
list of calls which have not been taken care of. You must take care to mark only the calls which apply to the guest’s
fax.
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Function Keys
Interfaces [Shift+F8]
Print Call Details
Posted and settled telephone calls can be retrieved and printed with this option. Fill in the Telephone Number (this
entry is mandatory) and optionally the Guest Name and the time range (From and Until). Fidelio defaults to
today's date. The system will list all telephone calls for the selected phone number and time range displaying the
call details, such as date of the call, time and length of the call, number called and the cost of the call.
Figure 1-66 [Shift+F8] Print Call Details
When you press [Esc] to exit the display, Fidelio will ask if you want to print a receipt. The receipt format is
entirely user-definable and is set up using the Standard Texts option in the Setup program. When you print a Print
Call Detail, the system will acknowledge this fact by displaying the message “Printing Receipt. Please Wait.......”
Please note: The call detail information can be retrieved up to sixty days after the departure.
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Function Keys
Interfaces [Shift+F8]
Wake-up Calls
This option allows you to create, edit and view wake-up calls for guests and groups. After selecting Wake-up Calls
the following window is displayed:
Figure 1-67 [Shift+F8] Wake-Up Call Menu
Set Wake-up Calls. Select this option to set a wake-up call. You have the option of defining a wake-up call for
tomorrow, for a certain date, a daily wake-up call and a wake-up call for multiple rooms. Depending on your
selection, you will have to choose a date, a room or multiple rooms before entering the time for which the wake-up
call is requested.
Delete Wake-up Calls. Select this option to delete a wake-up call. You can delete a specific call or all calls
pertaining to a specified room.
Group Wake-up Calls. After selecting this option, Fidelio displays a window with all checked-in groups. After
selecting one with [Enter], you can create the group wake-up call for tomorrow, a certain day, daily and you can
display, modify and delete existing wake-up calls for the group.
View Wake-up Calls. Select this option to view existing wake-up calls. Enter a specific room number or press
[Page Down] for a list of all wake-up calls. Simply press [Delete] in order to delete a call. If you want to change
the wake-up time, press [Enter] and type in the new time.
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Function Keys
E-Mail [Ctrl+F8]
E-Mail [Ctrl+F8]
With [Ctrl+F8] Fidelio displays the electronic mail screen.
Figure 1-68 [Ctrl+F8] E-Mail Screen
With this function you can leave and receive messages. Thus you might want to leave a note for the next shift or for
the manager.
Available Options
Read. Press [Enter] on a highlighted message of the recipient and subject and the message will pop up
automatically in the other window.
INS Write. Press [Insert] and fill in the name of the recipient. On the next line you should fill in the subject of
your message and press [Enter]. The cursor will move to the other window and you can write your message. Do
not forget to sign it with your name. By pressing [Esc] you store the entry and leave the submenu.
+ Change. Move the cursor to the message line and press [+]. Now you can change the recipient, the subject and/or
the message itself. If you just press [Enter], you can only change the message.
DEL Delete. Press the [Delete] key on a highlighted message to delete the message from your e-mail system.
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Function Keys
Calculator [F9]
Calculator [F9]
This function allows you to do calculations directly in Fidelio. Press [F9] and a calculation line will display on the
top of your screen. Now you can enter a calculation.You can enter decimal numbers. Fidelio will round up to two
decimal places. Make sure that you separate the decimals by a point and not a comma. After you have pressed
[Enter], Fidelio will display the result in the top right corner. Hit any key to leave the calculation menu.
Figure 1-69 [F9] Calculator
You can do the four basic arithmetic operations and it is also possible to use parenthesis for order of operations:
Addition
Subtraction
Multiplication
Division
+
*
/
Example
(2+3)*4
2+3*4
(2+3)*4/0.5
=
=
=
20
14
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Function Keys
Paste Calculator Result [Ctrl+F9]
Paste Calculator Result [Ctrl+F9]
With this function you can enter a calculation that you did with [F9] into a special field. This may be helpful when
you have to do a more complicated calculation.
If you want to split a certain percentage from a posting, for example, you can use [F9] for the calculation and leave
the calculation menu. Back at the Amount to Split field press [Ctrl+F9] and the result will be inserted in the field.
Please note: The result of this calculation will stay in the field until you do another one or leave Fidelio. This means
that every time you press [Ctrl+F9], the result will be inserted again.
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Function Keys
Currency Exchange Calculator [Shift+F9]
Currency Exchange Calculator [Shift+F9]
Use this function key to quickly calculate and display an amount of one currency in all other currencies, always
supposing that you have entered all the exchange rates. This function is especially useful for countries participating
in the euro currency and for countries working with multiple currencies.
Figure 1-70 [Shift+F9] Currency Calculator
After you have pressed [Shift+F9] for currency exchange, Fidelio will ask you to select from the pickbox with
available currencies the currency for which you want to calculate the exchange. Next, enter the amount which you
want to convert and determine whether you want to Print the conversion or display it on the Screen.
Fidelio will now use all the exchange rates recorded for the various foreign currencies and display/print the
corresponding amount for each currency. If you work with the euro (only with parameter EURO Functionality
{euro} ON), Fidelio will use the triangular conversion method, i.e., will first calculate the amount in euro currency
and from there, calculated the amount in the other currency.
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Function Keys
Main Menu [F10]
Main Menu [F10]
Instead of pressing [Esc] several times to get back to the Front Office main menu, you can also press [F10] once
from any point in the program. This brings you back to the main menu immediately.
You should always use this function, when you want to get back to the main menu quickly.
Please note: Always press [F10] when you leave your workstation, even if it is only for a few minutes. This way
you avoid locked records or files.
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Function Keys
Program Information [Shift+F10]
Program Information [Shift+F10]
[Shift+F10] gives an overview over all the function keys that are being used by Fidelio and a very short description
of the options they offer. This is very helpful for people who are not yet familiar with the function keys available.
The [Shift+F10] screen also shows which version you are currently using. You should always have that
information available when you have questions about the program or want to make a support call.
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Function Keys
The Note Pad [Ctrl+F10]
The Note Pad [Ctrl+F10]
This function gives you a personal note book where you can enter any important information. The advantage is that
you no longer have to carry around a pad of paper. You can simply press [Ctrl+F10] and write down as much text
and messages as you like.
Figure 1-71 [Ctrl+F10] Note Pad
After you have pressed [Ctrl+F10], Fidelio displays the note pad window which takes half of the screen. Enter any
text you like. [Enter] brings you to the next line. You might, for example, remind yourself of an important phone
call you should make at a certain time and include the phone number. Or write up a To Do list for the day. Or note
anything that you would usually put down on paper or your bulletin board.
If you want to delete some of your entries, move the cursor to the last position of the entry and press backspace
until the entry is deleted. If you want to delete all the information on the note pad, press [Ctrl+Z].
The note pad is private and every user has his/her own.
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Reservation
Overview
Reservation
Overview
This section of the manual explains the Reservations function of the Fidelio Front Office system. Using the
reservations module you can access the Reservation option to enter a new reservation, search, view and modify a
given reservation; the Room Assignment option to assign rooms before check-in for a certain arrival date. You
can use the Groups option to reserve rooms for groups, create rooming lists, assigning rooms to group members
and performing a group check-in. If you work with Group Rooms Control (parameter Front Office Group Rooms
Control {par_allot} ON), you can also create and edit blocks with this option (Block Maintenance) which can be
later picked up for groups or allotment reservations (Pick up from Existing Block). The reservation module also lets
you access the Events option in order to enter all events that could influence occupancy or view, edit and print
Confirmation letters. If your system is configured for the Waitlist function, you can access these reservations as
well. If your hotel works with Fidelio Leisure Management, you will be able to book Leisure activities from this
menu.
In this section
Reservation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Room Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-61
Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-66
Block Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-95
Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-120
Confirmation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-121
Waitlist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-124
Leisure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-127
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Reservation
Reservation
Reservation
The Fidelio reservation module is used for creating and changing non-group reservations. The long reservation
menu is made up of two parts - the upper part is for making new reservations and the lower part is used to search
for and modify existing reservations.
Figure 2-1 Reservation Menu
Searching for a Reservation
The lower part of the reservation menu displayed on the right shows you all the possibilities with which you can
search for a given reservation. Most of the search criteria are quite obvious and do not need any further
explanation. Some are faster than others, though. One very fast search is by confirmation number, for example.
Other queries are first name, partial name, VIP code, cancellation number, city, deposit due date, source of
business, etc. If you search for a reservation by room number, Fidelio shows all reservations for that room starting
from the date specified.
Fidelio provides a cancellation number when you cancel a reservation. These numbers always begin with [X]. If
you want to search for a cancellation, make sure you do not forget the [X]. The cancellation numbers are not
consecutive, which means the odds are low that a guest could guess a cancellation number. The cancellation
number may or may not be used depending on hotel policy. When you search for a canceled record, you can enter
the arrival date to speed up the search. If you do not know the arrival date, no problem; Fidelio will find it anyway
after a few seconds.
There are so many queries that they do not fit on one screen. Select Miscellaneous to see the additional searches.
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Reservation
Reservation
Figure 2-2 Reservation>Miscellaneous Menu
If you work with a central reservation interface, you can quickly locate such a reservation by searching by the CRS
Number. Use the CRS Name List option to search for the individuals. If the property works with member numbers
or club ID numbers (only with parameter Use Club Member Number in Guest File {clubmember} ON), you can also
search for reservations with certain Member numbers or Guest Cards by selecting this option and entering all or
part of the number. If you enter a guest card number you need to prefix it with a forward slash [/]. You can also
locate all or a specific reservation share, by selecting the Share No. option. Enter the arrival date to display all
sharers for that date or leave the date field blank and enter the share number or the first letters of the number to
display all sharers whose share number starts with this number.
One very useful option is the Mass Cancel feature. It is five past six, you are overbooked and there are several
guaranteed 6 p.m. reservations who have not showed up. What do you do? Cancel them! Select the guaranteed six
PM reservation type and all the guaranteed 6 p.m. reservations who have not yet arrived will be canceled. They
even get cancellation numbers.
If all the provided search criteria are still not enough and you would like to search by another criterion, then press
[Page Up]. The arrival date is displayed again and, on the bottom of the screen, a general query field. In this field
you can enter any valid dBASE expression (for more information on dBASE expressions Fidelio recommends you
refer to a dBASE manual).
If Fidelio does not find any reservations matching your selection criteria, it will display the message “No
reservation found”. If you have the respective user rights and if the property works with the Waitlist option (only
with parameter Use Waitlist Reservations {waitlist} ON), the system may also offer the possibility of searching the
Waitlist for a match.
You can search for reservations by promotions, assuming the Promotions {promotions} parameter is switched ON,
through the option Reservation>Room Assignmt.
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Reservation
Reservation
With an existing reservation, you would use the [6] Options>Agent/Company feature to attach an agent/company
or source profile to the reservation. You can search by the member number in order to attach the profile (only with
parameter Use Club Member Number in Guest File {clubmember} ON) (refer to Figure 2-3 Search by Member
Number within an Existing Reservation).
Figure 2-3 Search by Member Number within an Existing Reservation
Extended Reservation Information Display
Figure 2-4 Extended Reservation Display
Three lines on the bottom of the screen display the following additional information:
1st Line
Reservation Remarks
Company Name
2nd Line
Rate Currency
Rate
Sharer Names
Source Name
3rd Line
Q-Time (only with parameter Rooms on Queue {q_rooms} switched ON and if the guest is on
Queue)
Guest Profile Remarks
VIP Code
Preferred Room Number
CRS Name List Functionality
If the parameter Assign Guest Names from CRS Name List {crsnamelst} is switched ON (only necessary for
certain CRS interfaces), then, internally, a file called CRSNAME.DBF exists.
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Reservation
Reservation
Under the menu option Reservation>Miscellaneous, the option CRS Name List has been added. This option
allows you to search and display information from the new CRS Name database. It contains only names and the
link to a CRS number.
Selecting the CRS Name List option will display two entry fields called CRS Number and CRS Guest Name.
Dependent on the entries in these fields, Fidelio will search the new CRS name file (not the Fidelio reservation file)
for corresponding entries. The screen will then display the following entry fields:
Field Name
Description
Last Name
Guest Last Name
First Name
Guest First Name
CRS Number Central Reservation Number
Party
Number in Party
Primary
Primary Name
Using the cursor you are able to position on one of the CRS names. Pressing [Enter] will display the standard
reservation display, listing all reservations filtered by the associated CRS Reservation Number. Pressing [Esc] will
return the user to the previous CRS Name List screen.
As it is possible that a guest could call the hotel quoting a name that was made via the CRS system and happened
not to be the primary name on a multi-room reservation, the message “No reservation found with this name. Search
CRS name list?” will be displayed after using the standard reservation Name Search option without a successful
match.
Assuming you answer Yes, you will be driven to the screen as described above with the exception that the filter on
CRS Name List is driven by the previous name entered. If the user answers No to the “Search CRS Name?”
question, the waitlist message will appear as normal.
When selecting 5 Profile from within the standard reservation screen, the option Select Another Profile has been
enhanced to allow you to select either from the standard names in the Fidelio profile database or a name from the
CRS Name List that has a corresponding CRS Reservation Number from the originating reservation.
Please note: You cannot assign a name from the CRS Name List if the originating reservation was not an arrival for
the current date. Once a name from the CRS Name List is linked to a reservation, Fidelio will use the reservation
number to form an internal link between the two. Those names in the CRS Name List which have been assigned
will be marked with a checkmark (√). If you attempt to assign a name from the CRS Name List that has already
been assigned, a warning message will be displayed, but you will be allowed to continue.
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Reservation
New Reservation
New Reservation
Normally, before entering a new reservation, you will need to check availability. You can do this by using any of
the numerous function keys designed to check the availability of room types on any day (for more information refer
to Function Keys on page 1-1 of the User Manual).
Once you are sure you can accept the reservation, you must select the menu option New Reservation or Agent
Reservation.
If the reservation is coming from a travel agency or a reservation source (e.g., a reservation service like SRS or
Leading Hotels of the World) or from a company (or any combination of the three), then select Agent Reservation.
If the reservation is an individual reservation, select New Reservation.
In some hotels where the majority of reservations come from companies, your system supervisor can turn a
parameter ON which allows you to enter the company name even when you select the New Reservation option.
If in your version a Company field is always displayed when you select New Reservation (only with parameter
Company Prompt even for Single Reservation {alwayscomp} turned ON), you must either skip through this field (if
it is not a company reservation) or select the appropriate company profile.
Fidelio structures the reservation process so that you must select the company and/or travel agent name first, then
enter the guest name before entering any of the actual reservation information. This has the advantage that if the
company or travel agent has any particular rate code or other preferences, Fidelio will use them as defaults.
Furthermore, you will see any remarks and reservation history information of the guest, if this guest is a repeat
customer.
Creating a New Reservation
Usually, if you select New Reservation, the screen looks as follows:
Figure 2-5 Creating a New Reservation, Profile Search
Enter any of the above information to help you find the guest from the guest file. You must at least enter part of the
Last Name.
In the interest of speed and accuracy, it make sense to enter as little data here as possible and have Fidelio show you
the possible matches. For example, if you were making a reservation for a Mr. Simpson, you would enter the letters
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Reservation
New Reservation
“Sim” in the Last Name field and press [Page Down]. Fidelio will show you everyone beginning with “Sim” and
everything thereafter. This means that if he had been entered previously as Simsen or Simsson, you would find him.
Whereas, if you had entered the full name, Simpson, there would be no possible match and Fidelio would say “No
name found! New entry? Yes/No”.
However, if the name is a common one, such as Smith, you might want to enter first name and/or the city to limit
the search.
If the hotel works with member numbers (only with parameter Use Club Member Number in Guest File
{clubmember} ON), you can also search for a profile by entering the respective member number or part of the
number in the # field. You can also use this field to search by Guest Card number or Master Account code. Just
make sure that for the last two you prefix the numbers with a forward slash [/].
When a list of names appears and if one of the names applies to the guest, you can select it with the cursor keys. If
you want to check the guest profile as you are still not completely sure that this is the right guest, you can view and
edit it by pressing [E]. The guest profile with its horizontal menu is displayed. Press [C] for Correct, if you want to
change the profile (refer to Filling in the Guest Profile on page 2-10).
Selecting an Existing Guest
In many cases, there will be more than one guest in the guest file who satisfies the name search condition. In this
case Fidelio will display a pickbox, from which you can select the correct guest.
Figure 2-6 Selecting an Existing Profile
If you need more information about the guests in the picklist in order to determine which one is the guest for whom
you are looking, you can press [E] to see the entire guest profile. From this point you can also select any of the
available menu options as described below in the chapter Filling in the Guest Profile.
If the guest you are looking for is not in the picklist, press [N] to create a new address. You now proceed exactly as
described below in Filling in the Guest Profile.
After selecting the guest with the cursor keys, you can also press [Enter], which brings you directly to the
reservation screen (refer to Entering the Reservation Detail on page 2-17). If none of the displayed names apply,
you should press [N] for New. In this case you will create a new guest profile before entering the reservation.
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2-7
Reservation
New Reservation
Please note: If a company is making a reservation but does not specify the name or names of the guests, then you
can temporarily select the company name as the name of the guest. Later on, in the profile, you can change the
guest name from the company name to the real guest name.
It is possible that the selected profile has been put on blacklist or cashlist. If the profile has been blacklisted, Fidelio
will display an appropriate message and you will not be able to create the reservation unless you have the
appropriate rights. Fidelio will also display a message if the profile was cashlisted. However, you will still be able
to create the reservation.
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Reservation
Agent Reservations
Agent Reservations
If you select the Agent Reservation option instead of the New Reservation option, the screen looks as follows:
Figure 2-7 Searching for a Source/Agent/Company Profile
This screen is used to make reservations that come from a Travel Agent, Source or Company.
Each of the Source, Agent and Company fields function the same way. Move your cursor to the first required field
(say, Agent) and type the first few letters of the travel agent's name. Press [Enter]. Fidelio displays a list of all
existing profiles, from which you can highlight a profile, then press [E] to edit the selected profile. Press [Enter] to
select the profile for the reservation or press [N] to create a new profile, if the agent you want does not exist. (In
some hotels this may not be possible, as only certain people can create new T/A profiles.) If default rate codes have
been recorded for a company, agent or source profile, this is indicated by a single dollar sign ($) for one rate code
and by a double dollar sign ($$) for two or more rate codes. In addition, Fidelio will display the default rate code
with the highest sequence number in the RCode field. Press [R] for Rate Codes if you want to view all default rate
codes recorded for the profile. If you select a profile with a default rate code, Fidelio will also display an
appropriate message.
If Fidelio could not find any records matching the name you entered, you are automatically prompted with “Name
not on file. Create new record?” If you answer [Y], you can fill out the complete profile information before you
come back to continue with making the reservation.
Once you have entered a source, agent or company, Fidelio will propose the same profile the next time you make a
reservation (unless you have left the reservation menu first). This facilitates the process of making several
reservations with the same source/agent/company data at once. If you wish to change or remove the names which
Fidelio proposes, simply overtype the name or press [Ctrl+Y] to delete the contents of the field.
When you have either selected or created a profile, the above screen is returned with the profile name in the
appropriate field (in this case, Agent). You can then either select a company profile as well or move down to the
guest Last Name field.
Enter the name of the guest exactly as described above under New Reservations.
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Filling in the Guest Profile
If Fidelio cannot find any guest profiles which match the name you entered, it responds with the message “No
name found! New entry?”
If you enter [Y], Fidelio opens a new profile and fills in Name, First Name and City with the data which you have
already entered.
The actual layout of this screen may be different in your hotel as this is one of the screens that is defined using
Fidelio's screen generator and is usually customized for each hotel. Guest profiles remain in the system until
explicitly deleted or removed with the Purge Profiles routine. Therefore, you need only enter this information
once for repeat clients. You now have the option to complete the name fields or any other fields before continuing
with the reservation. Of course you can also complete the guest record after entering the reservation data by
selecting Profile from the reservation Options menu.
Figure 2-8 Guest Profile Screen
The fields that are required and those that are optional as well as the “standards” for completing the guest profile
are determined solely by the hotel. Fidelio only requires a guest's last name! In many cases, the hotel will have
established help screens at the important fields, which you can read by pressing [F1].
The following is a list of commonly used fields that appear on most profiles around the world. It is meant only as a
guide. If your hotel has fields that are not explained here, you should ask your supervisor to explain them to you.
Commonly Used Fields
Last Name/First Name. Enter the complete guest name here. Fidelio suggests using upper and lower case letters.
The name is printed on all letters and bills the way you write it here. Later, when you search for the profile or
reservation by name, it does not matter if you use large or small letters except in the case of letters with accents (ä,
ü, ö, é, è, etc.).
Address. Enter the guest's address. This usually includes the fields Street, City, ZIP Code, State, Country and also
Telephone and Fax Number. The fields Street, City, ZIP Code and Country are retrieved for mailings and will be
printed on the bill.
VIP Code. The VIP code of the guest. If you do not enter anything, the default remains “0”. Some properties
define a pickbox from which you can select the applicable VIP codes.
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Language/Salutation Code. You should always enter these two fields immediately during the reservation. The
available language and salutation codes depend on the individual setup of each property. It is sensible to only
define languages that are understood by all staff members. With this code you define the correspondence language
with the guest. From the guest's confirmation letter to the folio, all correspondence will be in this chosen language.
This could, for example, be English (E), Spanish (S) and French (F). In hotels where the vast majority of the guests
speak the same language, a default will be installed so that you only have to press [Enter] past this field unless the
guest speaks another language. Some properties define a pickbox from which you can choose possible language
codes.
Figure 2-9 Salutations Pickbox
The salutation codes change according to the language you enter. If you enter a wrong code, a pickbox with
available codes is displayed from which you can choose the correct code. If you choose English as language, the
pickbox on the right may appear.
Short/Long Salutation. If you entered the salutation code correctly, Fidelio will show the short and long salutation
in these two fields automatically. In our example of the guest profile the salutations are Mr. and Dear Mr. Smith. If
you prefer another salutation, you can overwrite the field.
Save Guest. (Often called “Keep in History”) If you work with the saveguest function, this field will be on your
profile screen. This function helps you keep your guest file in a reasonable size. Normally, guests without an entry
in this field will be removed from the guest file 14 days after departure as long as there are no outstanding
reservations or open balances. The 14-day interval can be changed in the setup program. The guest remains in the
guest file if you enter [Y] in the field.
When you create a profile for a guest who will not be a regular guest in your hotel, you should enter a blank here.
This is very useful with groups.
Last Stay/Last Rate. These entries are automatically made by the system if the guest had previous arrivals.
Rate Code/Special Rate. If the guest has a certain rate code or if you arranged a special rate during the
reservation, you should enter the rate here. The rate is then suggested every time you enter a new reservation for
the guest. It is also possible to enter multiple default rate codes for guests using the Options menu from the Profile
screen. In this case, if the field is not read-only anyway, you should leave it empty as it will be filled automatically.
Last Room/Preferred Room. Which room did the guest have last time? Does he have a special wish for the room?
In this case you should assign the room immediately when you enter the reservation. This does not necessarily have
to refer to a room number. You can also enter a room type, a floor or a special feature like non-smoking (NS).
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Club ID #. If you work with member numbers, this field will be on your screen. Every property will have their own
convention on how to enter the number, how many digits it has, etc. If you enter a number that was already
assigned to somebody else, the message “Member number already exists for: [name of guest], accept same
number? Yes/No” appears.
Statistics. Fidelio calculates this information during the night audit and enters the data into the guest file. The data
includes
Number of arrivals
Number of nights
Cancellations
Extra revenue
Total revenue
The number of previous stays for this guest
The number of nights until today
The number of cancellations for this guest
Total revenue (excluding room and tax)
Total revenue, including room, extras and tax
User ID. If this field is present, Fidelio will record the user ID of the person who creates the profile. If, at a later
stage, another user makes changes to the profile, this field will be replaced with the user ID of this person.
Record Type. The record type is a read-only field. It indicates whether the profile you are working on was
categorized as a travel agent, company, source, group or individual guest. The various types are marked the
following way:
T
C
S
G
=
=
=
=
Travel Agent
Company
Source
Group
G
blank
=
=
Group
Individual
Record Types of individual guests are left blank. The field is therefore not shown on the profile of an individual
guest.
BL/CL Text. If this field (BL_MESSAGE) has been configured on your system, it gives you the option of entering
a short explanation why a certain profile has been blacklisted or cashlisted. This message is then displayed when
you select a profile for a reservation. (The blacklist/cashlist function is available in the Profile option from the
Front Desk main menu. You need special rights for this option.)
Comments. Enter special remarks about the guest here, if they do not refer to a specific reservation only but to the
guest in general. This could be “Needs 2 extra pillows”, for example.
Once the profile is completed, you will see the following menu:
Figure 2-10 Profile Menu Options
Available Functions
PgUp/PgDn. When you edit profiles that are already on file, you can page through the guest profiles which start
with the same character as your original entry by pressing the [Page Up] or [Page Down] key. This is not possible
when you have just created a new guest record, but it is practical when you try to determine which record
corresponds to the guest. (For example, which Jones on file corresponds to the caller who wants to make a
reservation.)
Correction. Allows you to change or enter the profile information on the screen.
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Add. Lets you add another profile. The first letter will be defaulted as the same character as your original entry.
This is useful when you notice that none of the Jones on file corresponds to the caller.
Remarks. Lets you enter a full screen of comments on the guest. If the remarks option blinks, that means remarks
have already been entered.
History. After selecting this option, you can view a window with the following options:
Figure 2-11 History Menu Options
Selecting History for an individual, a travel agent, or source profile displays a list of all the previous stays (= the
reservation history) recorded for this profile, including arrival and departure dates, rate, revenue and number of
persons.
Figure 2-12 Guest History
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Modify. Press [Enter] at any given line and you will see additional details for that stay. For previous stays of a
guest, you can also view, edit and print a copy of the folio for that stay. Press [+] and Fidelio asks you to insert a
disk with the folios of the pertaining date. After you have inserted the disk, the system decompresses the folios of
that day and shows the desired folio on the screen. Press [Enter] to read and [+] to print the folio (refer to Folio
History on page 4-46 in the Cashier User Manual for detailed information).
Selecting History for a company profile gives you a similar display of stay information. In addition, however,
Fidelio displays the guest name for each stay.
If no previous stays have been recorded for this profile, you can create a new record here by entering all pertinent
information of previous stays manually. This option is only necessary if you used another system before converting
to Fidelio.
If your hotel records “Regrets” (only with parameter Advanced Turnaway Handling {regrets} ON), you can also
check whether there are any recorded turnaways for the profile by selecting the Turnaways option. Fidelio will
show you a list of turnaways, including the dates, rooms, market, reason and user ID of the person who entered the
turnaway.
Selecting the Summary option for a guest, company or agent with previous stays gives you an on-line company
statistics including previous years. The window might look like this:
Figure 2-13 Guest Summary
The Summary option is not available for source and group profiles.
The Leisure History option is only available if the hotel uses the Leisure Management module (license code
Leisure Management Module {ex_leisure} = ON). Access this option to view any past leisure activities of the guest.
Fidelio will display date, time, activity, service and price.
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Special Flds. If you select this option, the following fields are displayed. These fields have been separated into a
special menu option so that their accessibility can be secured by user rights. Only users with the appropriate rights
are allowed to enter or change the information of these fields. You can record a special commission percentage
(only available for travel agents), the availability override flag, set the profile on the blacklist or cashlist and record
a corresponding message, and define the A/R account number.
Figure 2-14 Profile Special Fields
Options. This menu enables you to record additional information for each profile, which can then be retrieved for
the individual reservations attached to the profile. After selecting this option, you will see the following window.
Figure 2-15 Profile Options
You can record and view Credit Cards and Guest Cards (only for individual profiles), define a master account
(not for individual profiles), define default rate codes for profiles, view and assign guest awards, assign guest
preferences and permanent guest virtual numbers (only displayed if license code Virtual Number Assignment
{ex_didnr} is ON).
For further details on these options, refer to Profile on page 3-34 of the Front Desk User Manual.
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2nd Address. This option displays if the parameter Additional Address Information {guestaddr2} is ON. Select this
option to view a second address for the group profile. If the appropriate user rights have been assigned, then the
user is able to define a second address for a guest, which can be printed on confirmation letters, deposit receipts,
currency exchange receipts and bills.
Figure 2-16 Second Profile Address
OK. When you are finished with the profile and want to start entering the reservation, press [Enter] on this option.
As a default, the cursor will already be positioned on this option. Press [Esc] if you do not want to enter a
reservation for this guest.
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Entering the Reservation Detail
Once you have entered all the necessary names, you proceed with the reservation data itself. For reservation data
(sometimes called registration data), Fidelio is referring to such data as arrival date, departure date, number of
persons, room number, rates and other information which applies specifically to this one reservation but not to the
guest's permanent data. Some of the guest's permanent data (name, company, city, country, etc.) are shown on the
top of the reservation screen. When you make a new reservation for a guest who stayed at the hotel before, you can
see the last visit, the last rate and the last room of the guest at the top right of the screen.
The screen may look something like the following:
Figure 2-17 Reservation Screen
The exact layout of the screen, in particular the right half of the screen, is variable, depending on the property.
Furthermore, the exact meanings and use of each of the fields may vary from property to property. Fidelio
recommends that each property create help screens for each field on the reservation screen, which are then
accessible by pressing [F1]. The standard input for each field will be explained.
Standard Fields
Arrival. The default arrival date is today's date. Fidelio can use any of five date formats - American, British,
German, Swedish and Southern European. The current date format is defined in the setup program. Fidelio displays
the day of the week to the right of the arrival date.
Nights. Entering the number of nights is often easier than entering a departure date. Therefore, Fidelio gives you
the option of entering either one. The default number of nights is “1”. Changing this default will change the
departure date accordingly. To reserve a day-use room, enter [0] for the number of nights. Fidelio displays the text
Day-use to the right of the Nights field if you enter [0].
Departure. If you entered the number of nights correctly, you will not have to change the departure date. If you do
change the departure date, however, the number of nights changes accordingly. Fidelio shows the day of the week
to the right of the departure date.
If the hotel is working with the Hints option, Fidelio may display one or more informative message windows once
you have filled in the departure date, if the reservation fulfills a user-defined condition. Hints are to help the user
carry out the reservation and may contain selling tips, such as for example, remind you of a special rate code for
guests with a certain length of stay or about the fact that a certain guest is a VIP and should always receive a
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reservation, etc. On the left side of the reservation screen, there are two possible places for hints to display, the first
group after the field Departure and the second after the Rate Code field; on the right side the display of the hints is
user-definable and depends on the screen setup.
The hints will only be displayed if the set condition applies to the reservation on the screen. The hint box will
automatically disappear after approximately five seconds or with the next keystroke. If various hints of one hint
group apply to a reservation, they will be displayed together.
Adult/Chld/Prm. Always enter the number of adults and/or children per room. Fidelio calculates the rates based
on the number of people per room. So if you enter five people and three rooms, Fidelio has no idea what to do. All
the forecasts will be wrong. If a guest reserves two rooms, one for one person and one for two persons, then you
must create two separate reservations. In some countries, you can also enter the number of tax-free adults and
tax-free children so that the end-of-month tax statistics are correct. In such a case, do not enter the people both as
tax and tax-free guests, but only once. The number of persons you enter in the second field (i.e., chld) are not taken
into account in the calculation of the price from the price code.
The Prm field displays only with parameter Promotions {promotions} ON. If an entry is made in this field, Fidelio
will first check that the promotion code entered is valid. If an entry is invalid, Fidelio displays a list of promotions
which are valid for the date(s) of stay. Use the plus key [+] to mark up to three codes for the rate query.
Number of Rooms. Enter the number of rooms requested. If the guest wants two singles or doubles, you can make
one reservation for two rooms. If the guest wants a single and a double, you can either enter ‘2’ under number of
rooms and change the room type later when assigning the rooms. Or you can enter ‘1’ under number of rooms and
do an Add On, by which the reservation gets duplicated and change the room type in one of the reservations.
Default number of rooms is one. This way the room is only subtracted once from availability. If you try to reserve
more than 20 rooms, a window pops up asking you if you are sure. The default answer is NO.
After you have entered the Number of Rooms, one of three possible events will occur:
If your cursor moves directly to the Room Type field, skip to the Room Type (b) entry on page 2-34. (This means
that you are not using Rate Management or the Advanced Group system.)
OR
If a small window appears prompting you to enter the Rate Code, type in the desired code (or leave it empty) and
press [Enter]. Now skip to the Room Type Group entry on page. (This means that you are using the Rate
Management function but not the Advanced Group system.)
OR
If a small menu appears and asks you to select between house and block (meaning that you are using the Rate
Management function and the Advanced Group system) then read on ...
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Figure 2-18 House/Block Room Type
House/Block. In general, every reservation comes from house availability except in the case where the guest
belongs to a group or picks up a room from an allotment. In the latter case, you would select BLOCK. In all other
cases, select HOUSE.
Please note: If you are using Rate Management and make changes to the reservation which could influence
availability (such as arrival, departure or number of rooms), you will be shown through this menu each time in
order to make sure that the given choice is still available.
An exception to this rule is if you wish to assign a “P..” (pseudo) room type to a reservation. In this case, press
[Esc] from the House/Block menu and type in ‘PM’. You should never use this option for other room types.
If you want to select a room from Block Availability (instead of House Availability) skip the following section and
continue reading from Selecting a Room from Block Availability on page 2-29.
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Selecting a Room from House Availability
If you select house availability, then Fidelio displays a small box where you can enter a rate code or a rate category
code.
Figure 2-19 House, Enter a Rate Code or Rate Category Code
If you leave this field empty, Fidelio will search all rate codes. If you enter a rate code or the first few letters of a
rate code, Fidelio will search for all codes which begin with the letters which you enter. If you enter a slash [/]
followed by a three-letter rate category code, Fidelio will show you all codes in the specified group of rate codes.
For example, if you would like to see only the rate code RACK, type ‘RACK’.
Figure 2-20 Example, Enter RACK
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If you have different rates codes like GOLF, GOLF1, GOLFEXP, GOLFPAK and GOLFSPEC and you would like
to see all of them at once, type ‘GOLF’.
Figure 2-21 Example, Enter ‘GOLF’ to display Rate Codes Beginning with Golf
If you have assigned all corporate rates to the rate group COR and you would like to see all of them, type ‘/COR’.
Figure 2-22 Example, Enter ‘/COR’ to display Room Types in the COR Rate Group
Please note: If you are changing an existing reservation which already has a rate code, Fidelio will default this field
with the current rate code. If you are making a new reservation from a company, travel agency or source, any of
which has a contracted rate code, Fidelio will also default this field with that contracted rate code.
Either select a rate code or simply leave the field blank and press [Enter].
Room Type Group. If you are using Summary Room Types, the room type group window will appear, if you are
not using Summary Room Types, skip to the Rate Grid entry (refer to Figure 2-23 Rate Grid for RACK Rate).
Fidelio allows your system supervisor to combine certain room types into what are called Summary Room Types.
For example, you may have three different types of twin rooms and six different types of rooms with double beds
(e.g., King, Queen, Standard, etc.). To make things a little easier for you when you are making a reservation, these
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may have been combined into summary groups (e.g., Twin and Double) that contain all the room types with a
particular bed size. When this window appears, you can select the appropriate Summary Room Type, and only the
rooms for that group will be displayed.
Rate Grid. Once you have made your selection, Fidelio produces a grid showing the available rates:
Figure 2-23 Rate Grid for RACK Rate
Please note: If you had selected a summary room type, say, KING, then only the first five columns of the grid
(above) would appear - as they represent the King bed rooms.
If special default rate codes have been defined for the guest profile, the linked company or agent (using the
Options menu from the Profile screen), then you will only see those rate codes in the grid.
With this grid you can see exactly which room types are available for the arrival and departure dates from the
current reservation as well as what they cost. The numbers of available rooms at the bottom of the grid refer to the
maximum number of rooms which are available during the entire span of dates. In other words, if the reservation is
for three nights and there are 7 KC rooms available on the first night, 4 KC rooms available on the second night and
11 KC rooms available on the third night, this display will show 4, as you can sell at most 4 rooms for the three
nights without overselling. This is similar to the availability calculation in the [F2] function key.
With the cursor keys you can move up, down, left and right. If there are more rate codes than fit on the screen, the
screen will scroll if you try to move below the last rate code on the screen. Pressing [End] moves you to the
right-most room type. Pressing [Home] moves you to the left-most room type.
The numbers inside each cell represent the rate of the room. The rate calculation is based on the number of persons
which you have entered for this reservation. All fields in custom rate formulas are accounted for. Rates are rounded
to the nearest whole number. In other words, if the rate is 89.50, Fidelio shows 89. If the rate is larger than four
digits, Fidelio shows the rate in thousands, followed by a K. 40000 is shown as 40K. The rates displayed do NOT
show any taxes or other items defined as print-separate items in the rate definition.
Once you are scrolling around the grid, quick information about the rate code pops up at the bottom of the screen.
To get a full page of information about the rate code, press [I]. Both the long and the quick information screens can
be configured in FSTAMM in the rates section. You can also record a turnaway by pressing the minus [-] key.
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If you have defined quick information for the Mercedes rate and you move the cursor to the Mercedes line, the
screen may look like this:
Figure 2-24 Rate Grid for RACK Rate
As soon as you move the cursor up or down to another rate, this text disappears. This example also indicates how
the screen might look if you asked only for corporate rates.
If a room type is already sold out for the range of dates or if the reservation you are making would cause the room
type to sell out, Fidelio displays the column in red. In the above example, the TDNS column would be red. If you
tried to make the same reservation but for two rooms, the TDNS and the XNR columns would both be red.
Therefore, the number of rooms displayed is always the number of rooms available not including the pending
reservation.
Any blank cells indicate that the corresponding rate code has not been defined for this specific room type and
arrival date. A red square (n) in any of the cells signifies that the room type has been closed for this particular rate
code on this date. A red star (*) indicates that the rate code is not available for this room type because it was not
equal to or higher than the hurdle rate set for the particular date. This option is only available in hotels using the
hurdle rate integration (only with the license code Hurdle Rates {ex_hurdle} or TopLine Prophet Yield Management
Interface {ex_opus2} ON).
If you have used the rate availability to close some rates or set some restrictions for this day, you might not see all
the rates. You can set the rate availability flags using the [F5] function key or in Rate Management in the Setup and
Configuration Program (FSTAMM). For complete information, refer to that section in the manual.
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If, for example, you have closed your low rack rate as well as your contract rates, the grid from the first example
would look like this:
Figure 2-25 Sample Rate Grid
If you are changing an existing reservation made with a rate code which is closed now but was open at the time the
reservation was made, this rate code will always show up as one of the options in the grid.
If you have set a two night minimum length of stay restriction on the CORP rate and the reservation was for two or
more days, then you would see the CORP rate in the grid. However, if the reservation was only for one night, the
grid would look like this:
Figure 2-26 Sample Rate Grid
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If you have set a closed-to-arrival flag on the RACKMED rate, the grid would reflect that as well:
Figure 2-27 Sample Rate Grid
If the reservation is for two nights and MERCEDES is open on the first night but closed on the second night, then
the rate grid would change again:
Figure 2-28 Sample Rate Grid
If for some reason, there are no rate codes which match your criteria, you will get the message “No rates found on
this date.”
You will then have to consider other main groups of rate codes (if you entered one to begin with) or other dates for
the reservation.
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Rate Grid Functions
In order to find out about all the options available from the rate grid screen, simply press [?] for Help and Fidelio
will display a window with these options.
↵ Save. Once you have selected a rate and room type by positioning the cursor in the appropriate cell, simply press
the [Enter] key. Fidelio inserts the rate code, rate and room type in the reservation. If the rate code has a default
market or source code, Fidelio also fills in the corresponding fields. Then control returns to the regular reservation
screen with the cursor on the Room Type field. If you do not need any other information for this reservation, you
can press [Page Down] here to confirm the reservation. Otherwise you can continue with the reservation.
Please note: If you select a rate code which has a change of rate during the guest's stay, Fidelio will display the
Rate Info screen, indicating the rate for each day of the projected stay.
/ Rate Info. Press [/] on a selected rate in order to see the value of this rate in another currency. Fidelio will display
a window with all defined currencies, from which you can select one with [Enter]. The Rate Info screen will show
the rate, tax and any extras for each day of the reservation request, the calculated total for the stay and the selected
currency at the bottom.
Space Full Rate. Press [Space] on any cell if you wish to see the exact rate amount. Fidelio will display a window
with the name of the rate code and the rate including all decimal places. For example if you see 99 in a cell, the
actual rate will be anything from 98,50 to 99,49.
* Alternatives. (For users of rate availability.) Pressing [*] will give you detailed information on the availability
of a selected rate. Fidelio will start the display a number of days before the selected arrival day and will show the
availability status of the selected rate for each day a number of days beyond the selected departure date. The
display might look like this:
Figure 2-29 * Alternatives
This function is very useful in conjunction with the [+] key. If your caller is not happy with the available rates you
have quoted to him, you can press [+] to display ALL rates and then press [*] on a closed rate to find out why the
rate is closed. With this information you may be able to offer the caller a better rate if, for example, he is prepared
to stay a day longer or arrive a day later.
+ All Rates. (For users of rate availability.) If you would like to see all rate codes, including the ones that are
closed or not available, press the [+] key from within the grid. Fidelio will display all unavailable rate codes and
rates in red.
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I Info. To get a full page of information about the rate code, press [I]. Both the long and the quick information
screens can be configured (refer to Rate Codes on page 3-6 in the Rate Management Setup Manual).
- Turnaway. (Only with parameter Record Turnaway Statistics {turnaway} ON.) If your hotel records turnaways,
you can record one with this option. The turnaway function enables you to record turned-away business. If, for
example, a guest calls and wants to make a reservation for 17 July, you might press this function key only to find
out that the hotel is full on that date. Press [-], confirm the date, the number of nights and the number of rooms.
Then select the market code (or the advertising code if parameter Record Turnaways by Advertising Codes
{advertturn} is ON) and choose the reason for the turnaway. In this case the reason would be “Hotel Full”, other
reasons, depending on your setup might be “rate too high”, “room type not available” or “no reason given”.
If your hotel records "Regrets" (only with parameter Advanced Turnaway Handling {regrets} ON), you must also
enter the guest's name and confirm it from the guest list display. The turnaway is then stored as a regret with the
guest profile while updating the turnaway statistics at the same time. If you do not know the name of the guest,
press [Enter] on the Name prompt. Fidelio will then log this record as a normal turnaway.
W Waitlist. (Only with paramter Use Waitlist Reservations {waitlist} ON.) This option enables you to record a
waitlist reservation when you find, for example, that you cannot offer any available rooms. Select the room type/
rate cell which you want to reserve and press [W]. A small window is displayed where you can record the
telephone number of the caller. Next you have to select the reason for putting the reservation on waitlist. You can
also add additional free text to record further details (this information is later displayed on the Guest Info screen
from the Waitlist option). When you press [Esc], Fidelio will issue a short tone to indicate that your selection is
registered. When you go to the Reservation menu now, after selecting a name for a new reservation, Fidelio will
automatically provide all the details of the waitlist reservation, such as arrival and departure time, number of
rooms, room type and rate code into the reservation screen. The market code will be WTL (for waitlist). Complete
further details as required. After exiting the reservation, Fidelio will display the message “Reservation moved to
waitlist.”
H Hurdle Rates. (Only with license code Hurdle Rates {ex_hurdle} or TopLine Prophet Yield Management
Interface {ex_opus2} ON.) This function is only available if you are using the hurdle rate integration. The hurdle
rate integration enables hotels to use external yield management software together with Front Office to enhance the
rate availability decision process.
Instead of making a suggestion for the status of each rate code, the yield management software determines a hurdle
rate for each day. The rate codes defined in the hotel are compared with the hurdle rate. If they are equal or higher,
they will be available. Otherwise, they will not be offered for the reservation. In the rate grid you will see a red star
(*).
From the rate grid, you can press [H] to display the hurdle settings for each room type each day. The display is
grouped by yield category. You can see for each room type whether the hurdle rate has been changed manually
(Overr. = [Y]), the Ceiling, i.e., the number of times the delta is to be added to the hurdle rate, the number of times
this yield category has been sold since the last update from the yield management software (UpdS.), the number of
times the category can be sold before being closed (MaxS.), the hurdle rate and the delta.
The screen is for your information only, changes to hurdle rates can only be effected in the Setup program and only
with special rights (for detailed information on Hurdle Rates refer to Hurdle Rates on page 3-66 of the Rate
Management Setup Manual).
Once you have finished selecting a room from house availability by choosing a rate code/room type combination
from the rate grid with [Enter], you should skip the following section and continue reading from the Room Type
entry on page 5-36.
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Yield Management Integration
Several changes have been implemented for those properties which have implemented a yield management
interface and have the license code Hurdle Rates {ex_hurdle} activated. In order to digest the statements which are
detailed below, it would be necessary for you to have read the document Hurdle Rate Interface.
-
Fidelio will calculate the rateable value of a rate code across multiple rate details in the event that a reservation
query is conducted which includes a rate change during the stay.
-
The file HURDLE.DBF will no longer update the Updsolds fields for Day-use reservations.
-
In the event of a reservation query being conducted on a date range which spans across multiple rate details
(and therefore potentially has a rate change), Fidelio will use the cost associated for the dates for each part of
the reservation to calculate the rateable value. The one exception to this rule is the stay cost which will be
based on the cost associated with the arrival date.
-
In properties that have the parameter Use Fidelio Multiple Currency System {curr_at_ci} switched ON, the costs
entered on each rate code should be a reflection of the currency setup on the rate code. For example, if the rate
code has been configured in dollars, then the costs need to be entered as a dollar value.
TopLine Prophet Yield Management Interface
The license code TopLine Prophet Yield Management Interface {ex_opus2} for this module will need to be obtained
from our license code department in Neuss, Germany.
This module can only be activated if the license code for Hurdle Rates {ex_hurdle} is turned OFF.
This module will support both daily hurdles and stay pattern hurdles for the interface between Fidelio and TopLine
Prophet Opus 2.
Stay pattern hurdles are generated per room type, per day, per length of stay.
An indifference rate will be stored in the reservation database GRES2.DBF. The indifference rate is defined as
“rate exclusive costs”, i.e., the rate value that is compared against the hurdle value.
On the rate header, the user will have the ability to define per rate code in the field YIELDABLE whether the rate
code is [0] (non-yieldable), [1] (full yieldable) or [2] (stay-pattern yieldable).
The length of stay information will be displayed in the function key [F5] when pressing the [H] key to display the
hurdle information and in Hotel Data under the menu option Rate Mgmt->Hurdle Rates. If the user has the
appropriate rights, the contents of the length of stay field can be changed.
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Selecting a Room from Block Availability
If you select Block instead of House, Fidelio waits for you to enter the name of an existing block code.
Figure 2-30 Block, Enter Room Type
If you leave the field blank, Fidelio will show you a list of all block codes which have already been defined for
these dates in the blocks module. If you would like to see the block MUSIC, type ‘MUSIC’.
Figure 2-31 Example, Enter ‘MUSIC’ Block Code
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If you would like to see all blocks starting with the letter C, type ‘C’.
Figure 2-32 Example, Enter ‘C’ for All Block Codes Beginning With C
If you are changing an existing reservation which already has a block code, Fidelio fills in the Block Code field for
you. Once you have chosen the block, Fidelio shows you the grid of available rooms in the block.
Figure 2-33 Sample Block Rate Grid
On the left you see the dates and the daily totals of available rooms. The dates reflect the dates of the block which
overlap with the dates of the reservation. For example, if the reservation is for arrival date Monday and departure
date Thursday and the block goes from Tuesday to Saturday, Fidelio will only show Tuesday and Wednesday on
the grid, as those are the only two days on which the block and the reservation overlap.
You can use the cursor keys to move up, down, right or left. If the grid is longer than the screen, you can scroll up
and down. Pressing [End] moves you to the right-most room type. Pressing [Home] moves you to the left-most
room type.
All zero (0) figures are displayed in red. If you are changing an existing reservation which already has a room type,
Fidelio will position the cursor on that room type.
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The order of room types is alphabetic by room type code unless the room types were given a specific sequencing
during the setup process. However, if you used the Priorities option in the block module to determine the
placements of room types in the grid, you might see a different arrangement of room types. If, for example, you
selected KTNS and TDS to have priority, the grid would look like this:
Figure 2-34 Sample Block Rate Grid, Sequenced Room Types
Getting More Information About the Block
If you would like more information about a particular cell of the block, position the cursor on that cell and press
[Space].
Figure 2-35 Block Information
The KNS available figure shows the number of rooms available for a particular room type (KNS in this example)
in the house on this day, with the blocked rooms already subtracted. The KNS Tent. res shows the number of
tentative reservations in the house for this room type on this day. The last two lines in the box show the total house
available and house tentative reservations for all room types.
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To change the data, like the rates or the actual block, you must go to the Blocks module.
Selecting a Room Type from the Block Grid
When you have settled on a room type which you would like to assign to the reservation, pick it by pressing
[Enter]. Assuming that there are enough rooms available in this room type for the entire duration of the stay,
Fidelio will insert the room type, rate, rate code (if applicable), block code, market code (if defined in the block),
source code (if defined in the block), group name, company name and travel agent name into the reservation. Then
Fidelio returns you to the reservation screen, where you can fill in fields such as Confirmation Letter and other
fields on the right side of the reservation screen. Of course it is also possible to override some of the defaults which
were inherited from the block definition.
Borrowing a Room Type
Occasionally, it is necessary to sell a room type which is not available in the block. Suppose, using the above
example, that the guest desires a TDNS room. Depending on hotel policy, you may or may not allow for a change
of room type. But in the case of an important or frequent guest, you might make allowances. Position the cursor in
the TDNS column and press [Space] to check the house availability of this room type. Assuming you still want to
go ahead and sell this room type, press [Enter]. Fidelio responds with the message “Not enough rooms left in
TDNS. Do you want to borrow from another room type in this block? Yes/No.” [N] returns you to the grid. [Y]
implies that you want to shift the block around and move some of the available rooms from one room type to
another.
Fidelio then asks you to select the room type from which you want to borrow for each day of the reservation. It
provides you with a pickbox of all room types in the block which still have at least one room available.
Figure 2-36 Borrowing a Room Type
Borrowing from a room type does not increase the total size of the block. It only readjusts the allocation among the
different room types.
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If, for example, you wish to borrow from the KNS room type, select it and press [Enter]. Internally, Fidelio will
rearrange the grid of available rooms so that it looks like this:
Figure 2-37 Borrowing a Room Type (2)
Please note: The number of rooms in KNS has been reduced by one in each day in the grid. The number of rooms
for TDNS increases from zero to one each day. The total number of available rooms in the block remains the same.
Having done the borrowing, Fidelio is now able to insert the TDNS room into the reservation. Along with the room
type, Fidelio inserts the rate, rate code, as well as all the other standard fields. Control then returns to the
reservation screen.
Once you save the reservation, Fidelio updates the grid internally once again:
Figure 2-38 Borrowing a Room Type (3)
You have borrowed from KNS to increase the number of rooms in TDNS but you immediately picked up the
TDNS room, thereby reducing the number of rooms available in TDNS back to zero.
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Let's suppose that you decide to make a reservation from 09.09. till 12.09 for the
room type KC. Fidelio will take the rooms from KC for 09 and 10 September.
As there are no rooms left in this room type for the days after you will receive a
pickbox with available room types from which you can borrow one.
Once you have borrowed a room for the 11th, Fidelio will display the borrowing
pickbox for the 12th. As you can see the list of available room types can vary
from day to day.
Changing the Arrival Date in the Grid
You may find that there are no suitable rooms left in the grid on the arrival date requested by the guest. In certain
circumstances you may want to offer to book the room for a day or more later. All you have to do in this case is
move the cursor down to the new arrival date and press [Enter]. Fidelio will replace the arrival date of the
reservation with the new date which you select. This could happen, in the above example, if the guest wanted a KS
room and was willing to come one day later rather than change room types.
What If There Are No Rooms Left in the Block?
It might happen that there are no rooms left in the grid on a particular day, so that even if you wanted to apply the
borrowing concept, there would be no room types from which you could borrow. Your choices depend on the way
the selected block has been configured. If the block has been marked as elastic, Fidelio can increase the block by
the number of rooms required. However, if the block is not elastic you will not be able to pick up more rooms and
have to press [Esc] from the reservation screen. In this case, you have to go to the Block Maintenance option and
increase the block size before attempting to book the reservation.
Please note: This completes the major portion of the Rate Management section. The manual now continues with
the field descriptions for the reservation screen.
Fields continued
Room Type (a). (For users of rate availability.) If you have selected a rate code from the house availability or a
block code from the block availability, then Fidelio will have automatically filled in the room type for you. You can
override the room type if you wish, but Fidelio will not check if it is available in the block or if a rate exists for this
room type. For that reason, Fidelio does not recommend that you override the room type in this field. If you want to
select another room type, move the cursor up to the Number of Rooms field and press [Enter] to repeat the process
of selecting from the house or the block. If you attempt to override the room type with a non-existent room type or
if you erase the room type, Fidelio will also prompt you through the house and block availability.
Room Type (b). (If you are not using Rate Availability.) Enter the room type requested in this field. You can enter
either a specific, generic or pseudo room type. If you enter an invalid or blank room type, Fidelio displays a
pickbox from which you can select the desired room type.
Once you select the room type, Fidelio displays at the bottom of the screen a mini-inventory of the selected room
type for the selected number of nights:
4
2
-4
6
11
This shows the available number of rooms of each room type for each night of the reservation - in this case four
nights. The negative number means that the hotel has overbooked the room type on this night. Below each negative
number, Fidelio displays the number of expected arrivals on that date. For complete inventory data, press one of the
inventory function keys ([F2], [Shift+F2], [Ctrl+F2], [Shift+F4] or [F5]).
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Room Number. This field is optional when making a reservation but can be used if the guest has a particular room
request. Press [F3] to get a list of all available rooms of this room type. Pressing [Enter] inserts the selected room
into the field. If you enter a room number, Fidelio will change the value in the Number of Rooms field to one when
you leave the reservation menu, regardless of the previous value (for more information about [F3], refer to Vacant
Rooms [F3] on page 1-18 of the Function Keys User Manual).
The Room Number field is an alphanumeric field, which means you can enter letters as well as numbers, with a
maximum of eight characters.
If you type in a room which is already occupied, Fidelio warns you with a message and displays the name of the
other guest, his arrival and departure date and asks you if you want to make the reservation. In addition, Fidelio
will check whether the number of Adults entered on the reservation screen is larger than the number of Maximum
Guests defined in the setup of the particular room. In this case, you will receive a warning message. If you enter a
room number which does not exist, Fidelio also warns you with an appropriate message.
If you enter a room number which does not match the room type already assigned to this reservation, Fidelio will
inform you with the message “Room type changed.” In the case of a block, however, Fidelio will not check to make
sure that this room type is still available in the block. To be on the safe side, you should first select the room type
from the block grid and then enter the room number.
Connecting Rooms. If a guest makes a reservation and a room number is allocated at that time, and that room
number happens to be connected to another room, then Fidelio prompts with an appropriate message to also book
the connecting room, once the user presses [Esc] to exit after finishing the reservation. For example, you have
room 151 configured as a connecting room to room 153. A guest calls and books a reservation, and specifically
requests room 151. When you finish the reservation for room 151, Fidelio prompts the reservationist with the
message “Block Room 153?” If you answer Yes, the routing instructions are implemented. If you answer No, then
room 153 is still available to sell. If the guest does not specifically request the room number and it is assigned
randomly, then Fidelio does not prompt with the connected room message.
Rate Code. (If you are not using Rate Availability.) If you enter a reservation from a company or travel agent
which has its own rate code, Fidelio automatically proposes that same rate code. If the company has no rate code or
if you process a simple reservation, then Fidelio proposes the rate code associated with the selected room type.
Usually all room types have the same rate code, namely RACK. You can overwrite the default rate code. To see
which rate codes are available, press [F5] (for more information about [F5], refer to Rate Information [F5] on page
1-36 of the Function Keys User Manual). If you enter a rate code that does not exist for this room type on this date,
Fidelio warns you with an appropriate message, erases the contents of the field and continues to the next field. If
you want to enter a special rate, simply press [Enter] to accept the rate code and overwrite the rate in the Rate
field. Fidelio then automatically removes the contents of the rate code field.
The rate code SPLIT is used for internal purposes and should not be assigned to a guest.
Rate Code. (For users of rate availability.) If you have selected a rate code from the house availability or a block
code from the block availability with a pre-defined rate code, then Fidelio will have automatically filled in the rate
code for you. You can override the rate code if you wish. Fidelio will check if the new rate code is available. If it is
not available, Fidelio will prompt you with the message “Rate [rate name] not available. Override? Yes/No.” If
you select [Y], Fidelio will update the activity log file to record which user overrode the rate code. If you select
[N], Fidelio will prompt you through the HOUSE/BLOCK grids.
If you erase the rate code and it is a required field, Fidelio will tell you “Rate code required”. The Rate Code field
might be required for some users and optional for others, depending on how the security is set up.
If you enter a non-existent rate code, Fidelio also prompts you through the house/block grids.
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Currency. (Only with parameter Use Fidelio Multiple Currency System {curr_at_ci} ON.) If you quote your rates in
foreign currencies, a field appears to the left of the rate. This field contains the currency code to show in which
currency the rate was quoted.
Please note: The Currency field is not editable from within the reservation.
Rate. Assuming you entered a rate code or accepted the default rate code, Fidelio will supply the rate itself
automatically, as defined in the rate setup program. Although it depends on how the rate is defined, the rate is
usually the room rate exclusive of taxes, unless taxes are always included in the rate already (as in most European
countries). At the bottom of the screen, Fidelio multiplies this rate by the number of nights and shows the projected
total rate.
Please note: Any changes in the rate during the stay (weekend discounts, for example) are not reflected in the
calculation at the bottom of the screen. Fidelio will, however, post the correct rates for each night.
Sometimes, Fidelio does not yet have enough information to determine the exact rate at this point. Certain
information, such as meal plan, number of extra beds, etc., influence the rate. However, you have not yet entered
those fields at this point. You may have to wait until finishing the entire reservation before you quote the rate.
It is possible to specify the currency in which the rate is being quoted if you have the appropriate user rights and if
no rate code was entered on the reservation. If the rate code SPLIT exists, and although you have not entered a rate
code, Fidelio will default the currency code as defined in the rate code SPLIT.
Reservation Type. Each property can use up to nine reservation types. Type 0 is always used for checked-in guests
and cannot be used for reservations. The default reservation type is usually 1, but this can be modified in the Setup
program. Fidelio works with definite and tentative booking types. Tentative reservations are not considered in
availability calculations. They can be provided with a cutoff date by which they either become definite or are
canceled. A typical example of available reservation types is the following:
1
2
3
4
5
6
7
GTD 6:00 PM
GTD Company
GTD Credit Card
GTD Deposit Rcvd
Deposit Expected
Tentative Block
GTD Block
If you enter a number which has not been defined by the property, Fidelio will display a pickbox from which you
can select the required reservation type. Fidelio stores availability information by reservation type, which means
that if the hotel is overbooked on a particular day, you can see how many of the expected arrivals are optional,
guaranteed 6 PM and guaranteed. This will enable you to decide whether or not to accept additional reservations.
If you are not sure at this point which reservation type to use you can always accept the default and change it later.
Time. If the guest tells you his probable arrival time, you should enter it here. You can also enter "late" or "earl" for
early. When you print arrival lists, these two "times" catch your eye immediately. This can be quite useful as you
should have a clean room for an early arrival while it is possible to assign a dirty room to a late arrival in the
morning.
Some properties configure certain reservation types with mandatory arrival time. If you selected such a reservation
type in the previous field, you have to enter the arrival time of the guest in this field.
Block Name. This field is only displayed if the group rooms parameter Front Office Group Rooms Control
{par_allot} is switched ON and is used for individual reservations picking up a room from an allotment block. If
you have selected a room from a block grid, Fidelio will have already filled in the block code. If the reservation is
not connected to a block, this field should remain empty. If you override the contents of this field or delete them,
Fidelio will prompt you through the house/block grids again and update the availability accordingly.
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If you erase the contents of the Block Name field, Fidelio will no longer subtract the reservation from the block
availability (i.e., release the room to the block again). It will, however, retain other defaults carried over from the
block, including group name, travel agent name and company name. If you would like to remove these attributes as
well, refer to the Agent/Company menu item from the reservation options submenu.
Market Code. If your property keeps statistics on reservations by market segment, you will find this field on your
screen. Each property defines their own market codes. Typical market codes are corporate, individual, leisure,
group, package and discount. If the field is present on the screen, an entry is required. If you enter a code which has
not been defined or if you enter blanks, Fidelio will display a pickbox from which you can select the appropriate
market code. If you have selected a rate code with a default market code, this market code will be inserted in this
field. You can change the default, however, Fidelio will display an appropriate warning message.
Source of Business. This field is used in those properties interested in tracking business based on source of
reservation. This is different from the reservation source described above. The source of business code indicates
how the reservation was made, for example airlines, central reservations, walk-in, telephone or other hotel. It is
purely for statistical purposes, whereas the Reservation Source field above is used in cases when a particular
agency receives a commission for handling the reservation. If the Source of Business field is on the screen, an
entry is required. If you make an invalid entry or leave the field blank, Fidelio displays a pickbox from which you
can select the appropriate code. If you have selected a rate code with a default source code, this source code will be
inserted in this field. You can change the default, however, Fidelio will display an appropriate warning message.
As soon as you have entered the source of business code, you can press [Esc] and the horizontal reservation menu
described below will be displayed. All other fields are optional and do not have to be entered at this point. (Method
of payment has to be filled before checking a guest in.) If you press [Esc] now, the reservation will be stored. If you
press [Esc] before completing all fields up to the source of business code, the reservation will be deleted.
Confirmation. If you want to send a confirmation letter or card to the guest, enter the name of the form letter
which you plan to send. If you do not want to send a confirmation, leave this field blank. As guests on different
packages, seasons or languages require a different form letter, it is necessary to indicate the specific letter name.
The letter must already have been defined in the setup or mailing program. If you enter a letter which does not
exist, Fidelio prompts you with a pickbox of available letters. If you want to write a personal confirmation letter,
you might want to enter a standard form letter anyway and then change the text afterwards (for the definition of
Confirmation Letters refer to Confirmation Letter on page 8-71 of the Reports User Manual).
If the guest reservation is linked to a group, agent or company record, Fidelio displays a pickbox titled Send
Confirmation to from which you have to select whether you want to send the confirmation to the individual guest
or the company, agent or group linked to the reservation.
If the parameter Always Show List of Confirmation Letters {showbest} is ON, the pickbox with available
confirmation letters will always be shown and you have to select one of the possibilities. In this case, one of the
choices will be NO LETTER or something similar, so that you can choose this option when you do not need to
send a confirmation letter. This option forces you to decide about sending a confirmation letter every time you
enter a reservation.
Confirmation Number. Fidelio assigns a confirmation number to every reservation. You will see this number on
the right side of the screen with every new and existing reservation. According to hotel policy you might want to
inform the guest of his or her confirmation number. In fact we use this number not only for confirmation number
but also for registration and account number. We also refer to it interchangeably as reservation, confirmation or
registration number. When we interface to central reservations, the central reservation number goes into this field.
Please note: On the same line, you may see a blinking [T] if there is a trace for the guest, a blinking [A] if the guest
has been authorized for city ledger check-out, a blinking [R] if there are routing instructions and a blinking [E] if
leisure activities have been booked.
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Packages. This option is only available if the parameter Advanced Package System {par_packag} is ON (for
detailed information on packages, refer to Package Elements on page 3-30 in the Rate Management Setup Manual).
All Package picklists display the currency code the package element was created in.
A package is an offer made to a guest in your hotel whereby the guest receives, as part of the rate, services other
than just room and tax. Bed and breakfast is a package. A golf package might consist of a three-night stay with a
welcome cocktail upon arrival, a round of golf on the second and third day, gala dinner on the second night,
breakfast buffet every morning and parking. The guest pays a single price and the whole package is included.
Package elements can be selected in the Package field on the Reservation screen if they have been configured in a
different currency than the rate or rate code.
In Fidelio, you create packages as rate codes containing multiple package elements.
Because each package is made up from a series of package elements, we can define each package element
individually and then assign them to a rate code. Individual package elements can be used in multiple, different
packages. (For example, if you only have one price for breakfast, then the element breakfast can be used in the
B&B package mentioned above as well as in the Golf package.)
With the Packages field on the reservation screen it is possible to add or remove package codes from a rate code
for a particular reservation. If you cannot recall the package element codes, there is a pickbox to assist you. Simply
type a letter in the Packages field and press [Enter].
Consider the following examples:
Let us assume that a reservation is made for a certain company and the rate code COMPANY is selected for this
reservation. The package elements TAX and BFST are linked to the rate code. This means that apart from taxes,
breakfast is included into the rate. If you want to make an exception for this reservation and also link the dinner
package element (DINN) to the rate code, simply enter ‘DINN’ in the Packages field. Fidelio will display the
following message “Following packages are defined in rate code. TAX,BFST.” This is to ensure that you do not
enter the same package code twice, accidentally. For this reservation only, the package code DINN is now also
included in the rate code COMPANY.
You can enter multiple package codes in the Packages field. If you want to add tennis and parking to a particular
reservation, enter ‘TENN,PARK’ in the Packages field. (Or type a single letter to prompt the pickbox and mark the
required package elements.)
You can enter package codes in the Packages field even if the reservation does not have a rate code. This gives you
the possibility of creating packages "on the fly" or assigning package elements to guests with non-standard room
rates.
If you enter a package element which is defined to be added to the rate, Fidelio will increase the rate and redisplay
it immediately on the screen in the Rate field. If you enter a package element which is defined to be printed
separately, Fidelio will display this additional amount directly to the right of the rate on the reservation screen. If
you enter a rate code which is defined as being included in the rate, Fidelio will not increase the rate and not print
anything separate on the folio. You can enter a combination of print-separate codes and add-to-rate codes in the
Packages field.
Normally, if you enter a package element to the Packages field, Fidelio applies it to all people in the room or all
adults or all children, according to the calculation rule. In some cases, however, there may be two adults in the
room and only one of them would like to add the TENN (Tennis) package to the reservation. To indicate that the
package code in the Packages field applies to a specific number of persons in the room, you can prefix the code
with a single digit (1-9). In the tennis example, you would enter ‘1TENN’ to ensure that Fidelio would only post
one additional tennis charge to the room. Because of this feature, we do not allow package elements to begin with a
number.
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You can also prefix the package code with a minus [-] sign to indicate that you wish to remove a certain element
from the package codes already included in the rate code. If we take the example above with the rate code
COMPANY, we can remove breakfast from this particular reservation by entering ‘-BFST’ in the Packages field. If
the BFST element was defined as being added to the rate, you will actually decrease the rate by entering ‘-BFST’.
Of course you can only remove elements from the package which are defined as being part of the rate code. You
could not, for example, enter ‘-TENN’ if the rate code is COMPANY.
If you enter ‘-BFST’, you will remove breakfast for all guests in the room. If there are two people in the room and
you wish to remove only one breakfast, you can enter ‘-1BFST’. If there are three people in the room and you wish
to remove two breakfasts, you can enter ‘-2BFST’. If there are two people in the room and you wish to remove one
breakfast but add two dinners, you can enter ‘-BFST,DINN’. You could also enter ‘2DINN’, but this has the same
meaning as DINN in this case, as Fidelio automatically assumes that you want to add dinner for all guests in the
room if you do not prefix the code with a number.
The above element modification can be also handled from within the pickbox. The pickbox is displayed by typing
an invalid package element and pressing [Enter]. When the pickbox is on the screen, you can utilize the following
functions:
1 - 9 Add x Packages. Select the required package element and enter the number of people (1-9) to which the
element applies. If no number is entered, Fidelio assumes the calculation method defined on the element, i.e., if the
breakfast element BFST has been set up Per Person and you enter ‘-BFST’ in the Packages field for a reservation
with three persons, Fidelio will deduct three breakfast package elements.
+ (or ↵ ) Add. Move the cursor to the desired element and press [+] or [Enter] to mark the element for inclusion
in the Packages field. (This is a multiple pickbox, with all selections being added when you press [Esc] to exit the
pickbox.)
- Subtract. If you press [-] on a selected element that is already included in the rate code, it will be removed from
the rate code (i.e., not posted).
Space Info. If you press [Space], you are shown a brief description of what each of the above codes mean. You
will also see that elements already included on the rate code are marked. The value of those marked with an
asterisk (*) is included in the rate and the value of those marked with a slash [/] is exclusive, i.e., not included in
the rate.
Please note: If you make any changes in the Packages field, you have to run the Refresh POS Packages option
under 6 Options.
Non-standard Fields
Up to this point the “standard” fields that would usually be found on most reservations screens have been
discussed. The following section is much more general and deals with some fields that may or may not be on your
screen. The user-definable nature of Fidelio makes it impossible for us to come up with a manual for every
contingency, so if the fields you see are not explained here, ask your systems supervisor or your Fidelio dealer.
The following fields are frequently found in hotels around the world. The names used may differ, but the
functionality is pretty much the same:
Method of Payment. This field is always two characters long and input will be validated against a list of payment
options. Fidelio will prompt you with a pickbox if you enter an invalid method of payment. When you check out
the guest later, Fidelio will automatically propose this method of payment. You can also print lists of guests over
their credit limit, when credit is based on the method of payment. This field might appear only on the check-in
screen and not on the reservation screen.
Please note: If you have recorded credit cards for the guest (using the Options menu from the Profile screen),
Fidelio will display the list of available credit cards if you enter a credit card code as a payment method. Simply
pick the desired one and Fidelio will automatically fill in the fields Credit Card Number and Expiry Date. If no
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credit cards have been recorded yet, you have the option of adding one. Simply enter the card type, card number
and optionally the expiry date and the sequence of display.
Credit Card Number. Enter the credit card number of the guest in this field. This field is not stored in the guest
profile as guests often use a different credit card number on different visits. You can enter this when making a
reservation or at check-in. Fidelio will print this number on the folio at check-out, if the guest indeed pays with this
credit card. It is not necessary to enter the credit card type as it has already been entered in the Payment Method
field and the initial digits of the card determine the type of card in any case.
Please note: If a credit card reader is attached to your workstation, Fidelio will give you the option of swiping the
credit card, if you have selected a credit card as payment method. After you have swiped the card, Fidelio will
automatically fill the fields Credit Card Number and Expiry Date with the correct information.
If your hotel uses the credit code check function, the credit card number is checked against the code you entered
under Method of Payment. If you enter a wrong number, Fidelio displays the message “Invalid credit card
number.” If you enter a credit card code under Method of Payment and then press [Enter] on Credit Card Number,
Fidelio displays the message “Do you want to enter the credit card number? Yes/No.” You do not have to enter a
number at this point, but if you do, it has to be correct or Fidelio will not accept the entry.
Credit Card Expiration. Enter the month and year of the credit card expiration date. When the guest uses this
credit card to make payments or to check out, the expiration date is put in the Supplement field together with the
credit card number. If the Credit Card field is mandatory, this field can be mandatory also. If you have swiped the
credit card, this field will automatically be filled with the correct information.
Approval Code. If you verify the credit card with the credit card company, you usually get an approval code back,
which you can enter for future reference in this field. If you are working with a credit card interface, the approval
code will be entered automatically and this field will be read-only. If you need to enter an approval code manually,
you can do so via the 6 Options menu and choosing Credit Cards.
Complimentary. If you assign a room which should not be taken into account in rate and occupancy statistics,
enter a [Y] in this field. You might want to use this field, for example, if you give a room to a staff member between
the night and the morning shift.
Rate Adjustment. For statistical and other reasons, some hotels do not allow their staff to enter the rate freely. In
these cases the rate is always linked to the price code and nothing can be entered in the rate field. These hotels
usually have an extra field called Rate Adjustment. Here you enter the amount by which the price is to differ from
the rate code. If a guest should pay 20 dollars less than a certain rate code, for example, you enter ‘-20.00’ here. In
the Rate field the final price is displayed (rate code - 20).
Rate Fixed Y/N. This field could be on your screen instead of the Rate Adjustment field. It is especially useful if
the hotel uses rate management and still wants to enable a manual change of the rate in some cases (without losing
the rate code information and any attached package elements, for example with share reservations). If this field is
on your reservation screen, you have the option of changing the rate and setting the Rate Fixed field to [Y]. When
you exit the reservation, Fidelio will give you a warning message and ask you whether you want to change the rate
back to the normal calculation. Answer with [N], if you want to leave the manually changed rate.
This feature is also very helpful if you want to ensure that a rate for a certain guest stays the same, even if there is a
rate update or other change during the guest's stay.
Please note: The rate for a reservation with the Rate Fixed field set to [Y] will only change if an action trace to
change the rate code is set for the reservation. In this case, Fidelio will update the reservation with the new rate
code, modify the rate accordingly and then reset the Rate Fixed field to [Y].
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For those properties that are using the special functionalities associated with the entry field Rate Fixed shown on
the reservation screen, if the Rate Fixed {ratefixed} parameter is switched ON, Fidelio will automatically set the
entry field Rate Fixed to [Y] for the sharer when using the [B] Share option and selecting Zero Rate for Sharing
Guests. When selecting Split Rate Evenly, the entry field Rate Fixed will be set to [Y] for all reservations. This
resembles an override function where you define the sharer’s rate amount and set it to fixed so that it will not be
overwritten if a rate change occurs with the primary reservation.
This can be useful for several reasons. In the case of sharers, the rate can be split evenly with both reservations
containing the rate code and therefore the attached packages. You don't need to worry about the rate changing
during check-in or the night audit. Alternatively, when updating rates for the future, as long as you have entered
[Y] in the Rate Fixed entry field for confirmed reservations, they will no longer automatically be changed if the
rate for the primary reservation or the selected rate code has changed. When you exit the reservation screen, Fidelio
checks if the calculated rate (the rate amount from the rate code) is different from the rate which has been entered
on the reservation. If so, Fidelio provides you with a warning message.
Deposit Requested. If the guest is required to pay a deposit, enter the amount of the deposit in this field. In some
properties Fidelio will automatically propose an amount in this field.
Deposit Due Date. If a deposit is required, enter the due date in this field. Fidelio will not cancel the reservation
automatically if the due date passes without receiving the deposit, but it can print a report of all reservations with
deposits past due. Some properties might have fields for second deposit and second deposit due date.
Deposit Received. If the guest paid his deposit and the amount was entered using the Deposit function from the
6 Options menu, the amount paid will be shown here.
T/A Commission. When reservations are made through a travel agent, the agent usually gets a commission for it.
The percentage is entered in the travel agent's profile. Any reservation linked to the profile will generate the travel
agent commission. In some cases, a travel agent calls and you do not want to give him a commission for a
reservation or perhaps a lower percentage. In these cases, you would enter [0] or another percentage into the T/A
Commission field.
Interest. With this field you can record a special guest interest, i.e., the reason why the guest stayed in your hotel
(such as skiing, tennis, sailing). You can select the interest code from a pickbox. After the guest has checked out,
the interest code will be added to the guest profile (where the interest codes are collected if the guest has more than
one) The codes can later be used for marketing/mailing purposes.
Check-Out Time. You can enter the expected departure time for any guests that request a later check-out. If the
standard hotel check-out time is entered in the Hotel Data screen, then this becomes the accepted check-out time
for each guest. When a guest checks out after that time, a message is sent to the cashier performing the check-out,
advising him/her “Check-out time exceeded.” This is to facilitate the posting of any late check-out penalties. Of
course, if you enter a later time in this field on the reservation, no such message will be sent until this check-out
time has been exceeded.
Bed and Breakfast/American Plan/European Plan. If these fields are present, enter the number of guests
participating in these three meal plans. Normally this will influence the room rate.
Extra Beds. Enter the number of extra beds required in this field. Often this will influence the room rate, which
will be immediately updated on the screen.
Children Age 1 to 5/Children Age 6 to 10. Some hotels with pricing schemes based on the age of children will
use these fields or similar fields.
User ID/Made On. Fidelio automatically enters the user ID logged in at the time of the reservation here. The date
of the reservation is also filled in. Whenever you make changes to the reservation, these changes are recorded in the
user logfile with your ID and the time of the change. In this field, the user that first makes the reservation is
recorded.
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Changed By. Enter you initials here when you change the reservation. This field and the Made By field may be
combined into one field where each operator appends their initials to a long string, as in “KG,PR,BC”.
Channel. If you work with the Advanced Statistics Module 1, this field may display on your screen. Enter a
channel code for the reservation or select one from the pickbox available. Channel codes are used for
cross-reference statistics.
FFP Type/Number/Expiry Date. If your hotel records multiple guest cards (Options menu from the Profile
screen), you will find these fields on your reservation screen. When you press [Enter] on the FFP Type field, a
pickbox will open with all the frequent flyer or frequent guest cards defined for the profile. You can pick one by
selecting it with the cursor and pressing [Enter]. The fields FFP Type, Number and Expiry Date will be filled
accordingly. If no cards have been defined yet, you have the option of adding one. Press [Enter] on the Card Type
and Fidelio will display a pickbox with all available types. For most of the airlines, the number you enter will only
be accepted if it conforms to a validation code.
If you work with the Fidelio Frequent Flyer module (FFF), the information in these fields will be transferred to FFF
for the collection of frequent flyer or guest points.
Specials. The Specials field, if present, enables the user to record special requests or services, such as flowers,
chocolate, an iron or exercise bicycle for a guest reservation. If you know the available specials codes, you can
simply enter them here separated by commas. If you make an invalid entry, Fidelio will display a multiple pickbox.
Mark any desired specials with [+]. When you press [Esc] to exit the pickbox, all marked entries will be inserted
into the Specials field.
Notes. You may have one or two fields on your reservation screen for assigning notes about the reservation. These
may even be filled in automatically with the comments from the guest profile. The contents of the Notes field(s)
are also displayed on foot of the cashier billing screen. This field(s) should not be confused with the Traces feature,
which allows you to define a specific action to be carried out on a specific date.
Please note: If the hotel uses the Rate Management module (only with parameter Use Rate Availability Table for
Yield Management {par_yield} ON), whenever the user presses [Esc] to exit the reservation screen, Fidelio will
check whether there were any changes concerning the rate availability (such as change of arrival and departure
date, room type or number of rooms). In this case, Fidelio will display a warning message and reset the cursor to
the Room Type field.
It is possible that Fidelio displays the optional reservation screen after you have exited the main reservation screen
(only with parameter Automatically Edit Reservation Options Screen {p_resscr2} ON). In this case, you may find
some of the fields described above in this second reservation screen. The optional reservation screen is usually
accessed via the Special Fields from the Options menu.
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The Horizontal Reservation Menu
Once you have finished the reservation, Fidelio displays the horizontal reservation menu at the bottom of the
screen. The horizontal menu is different from the vertical reservation menu. When you use the horizontal menu,
you can only work with the reservation on the screen. The vertical reservation menu is used to find an existing
reservation or make a new reservation. The horizontal menu is virtually the same as when you change an existing
reservation or when you edit a newly created reservation. As usual, you can use the cursor and [Enter] keys to
select a menu option or the initial letter of the option.
Figure 2-39 Horizontal Reservation Menu
Available Functions
1 Correction. This brings the cursor back up to the Arrival field on the Reservation Screen and lets you enter or
change the reservation data.
When you enter or change a reservation, Fidelio will warn you when you are overbooking. This happens as soon as
you enter the number of rooms. The number of rooms shown in the window include the number of rooms of the
reservation you are currently entering or changing.
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2 Cancel. Fidelio asks if you are sure that you want to cancel the reservation. If you say [Y], Fidelio displays a
number of cancellation reasons from which you can pick one. Cancellation reasons might be:
Figure 2-40 Cancellation Reasons Pickbox
When you have chosen a cancellation reason, Fidelio will display the reason with the cancellation number and the
user ID. You can add text freely or overwrite the chosen reason. Some hotels may choose not to work with default
cancellation reasons. In this case, the cancellation window will be shown immediately. After you have pressed
[Esc] to exit the window, Fidelio cancels the reservation, assigns a cancellation number and updates the inventory.
Canceled reservations remain in the system until after the expected departure date. You can always reactivate a
canceled reservation as long as it is still in the system. Just press 1 Correction and Fidelio prompts you with “This
reservation was canceled! Would you like to reactivate it? Yes/No.” If you say [Y], the reservation will be
reactivated. If you say [N], the reservation remains canceled, but the guest information screen is displayed, so that
you can see the reservation data. If you do not have rights to reactivate a cancellation, the guest information screen
is displayed immediately. Fidelio updates the cancellation statistics in the guest, travel agent, source and company
history.
If you have already received a deposit, you cannot cancel the reservation without clearing the deposit in the
cashiering module.
Once the reservation is canceled, you cannot view the standard reservation screen without reactivating the
reservation (only the guest information screen). You can, of course, re-cancel a reactivated reservation.
3 Rate Info. Select 3 Rate Info, select a currency and Fidelio will show you exactly what rate and extra charges
will be charged on each day of the guest's stay. This takes in effect any weekend rates, special package plans which
change the rate on different days, additional taxes and season and day-type changes. In addition, Fidelio will
display any deposits made towards the reservation and deduct the deposit from the total cost for the stay.
Rate info is purely informational. Even if you wish to see the rate in another currency, this has no influence on the
actual type of payment.
The screen displays differently if the reservation that you are positioned on is not in the local currency. This being
the case, exchange rates shown will display against the currency on the reservation and not against the local
currency (only with parameter Use Fidelio Multiple Currency System {curr_at_ci} ON).
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4 Confirmation. If you have entered a form letter name in the field Confirmation above, you can review that letter
and enter additional text by using this option. After you have selected this option, Fidelio asks you to complete the
guest address. Change or complete it as necessary, then press [Esc] or [Page Down]. The confirmation letter is
displayed on the screen. All the codes are replaced with text. If there is a company or agent attached to the
reservation, you can select the profile (i.e., address) to which the confirmation is to be sent.
If you change the letter, these changes are stored only for this guest - the form letter itself does not change. You will
also notice that the entry in the field Confirmation changes to SPECIAL once you have personalized the letter.
If you did not enter a letter name during the reservation, you will get an empty screen after selecting this option.
Here you can write an individual letter for the guest. Press [Esc] when you are finished. The message “Save
changes? Yes/No” is displayed.
After you have completed the address and viewed or edited the letter, the message “Print? Yes/No” appears. Select
[Y] to print the letter.
If your hotel has configured the Fidelio Fax Interface, you can fax a confirmation letter directly from this option.
When selecting a confirmation letter for the guest, make sure that the letter name starts with “Fax.” Fidelio will
check immediately whether a fax number has been entered on the guest's profile. If not, you are asked to enter the
correct number. Next you can view the letter and make changes. Press [Esc] and confirm the message “Send Fax?
Yes/No” with [Y]. Now you can enter the number of printed copies you require for your files. Fidelio will then send
the letter to the fax interface from where it will be faxed to the customer. If you modify a fax confirmation letter for
a guest, the name of the letter will change to FAXSPEC.
5 Profile. If you want to view or change the guest profile or enter additional remarks, then select this option. You
now see the standard guest profile screen and edit it as described above. If you change the address, Fidelio will
update the name at the top of the screen immediately when you return to the reservation. To change any of the
fields, simply select the Correction option and proceed as normal.
If you discover that the guest whose reservation you are working on right now is not the same guest which you see
on the profile, choose the Select Another Profile option. You may, for example, have created a new guest profile
only to find out later that you spelled the name wrong and the correct name was already on file. In such a case you
would choose Select Another Profile, enter the correct name and then pick the correct name from the displayed
pickbox. The reservation which was made earlier for the wrong name is now under the correct name.
Remarks is a free-form area to add information for this guest record. The History option is used to access previous
stay information to the group profile. The Special Fields are used by special user rights to enter or change
information to commissions (only for travel agent profiles), set the availability override flag, set the profile on the
blacklist or cashlist and record a corresponding message, and define the A/R account number, and Options are
used for additional profile information. Selecting [OK] (or [Esc]) returns you to the group reservation windows. If
your property is using the Additional Address Information parameter {guestaddr2}, use 2nd Address to add or
change a second address to the profile.
6 Options. The options menu is identical throughout Fidelio.
Routing Instructions. With the routing instructions menu you can send charges of certain department codes
automatically to the second, third or fourth window or to other folios in other rooms at the time of posting. The
user can choose between the folio and the second address of the profile and make changes to that second
address for the routing instruction if the user right to make changes has been assigned. It is only possible to
select the second profile address for the same room on the routing instruction if the parameter Additional
Address Information {guestaddr2} has been activated. The Info option under Routing Instructions displays the
selected address. You can define a routing period if you would like to restrict the rerouting of postings to a
certain period (for more information on Routing Instructions refer to Billing on page 4-3 of the Cashier User
Manual). If you want to route postings of an individual reservation to a company, agent, group, etc., you should
link the reservation with the company, agent, group, etc. first via the Agent/Company option.
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Agent/Company. With this option you can link a company, travel agent, reservation source or group name to
the reservation. Select this option and search by the agent (company/source/group) name or, if the parameter
Use Club Member Number in Guest File {clubmember} is ON, you can search by the agent or member number.
You can also view and modify the given address, although this information has usually been recorded with the
reservation. Each of the Source, Agent and Company fields function the same way. Move your cursor to the
first required field (say, Agent) and type the first few letters of the travel agent's name. Press [Enter]. Fidelio
displays a list of existing profiles from which you can highlight a profile and press [E] to view or edit the
selected profile. Press [Enter] to select the profile for the reservation or press [N] to create a new profile, if the
agent you want does not exist. If default rate codes have been recorded for a company, agent or source profile,
this is indicated by a single dollar sign ($) for one rate code and by a double dollar sign ($$) for two or more
rate codes. In addition, Fidelio will display the default rate code with the highest sequence number in the
RCode field. Press [R] for Rate Codes if you want to view all default rate codes recorded for the profile. If
you select a profile with a default rate code, Fidelio will also display an appropriate message.
Fixed Charges. Here you can view, modify and enter any fixed charges. Fidelio posts fixed charges as well as
room and tax automatically during the night audit and when you print an advance folio.
Charges that are entered to an existing reservation through [6] Options>Fixed Charges will always be posted
in the local base currency of the system. Fidelio displays the currency abbreviation code next to the Total field
(only with parameter Use Fidelio Multiple Currency System {curr_at_ci} ON).
Special Fields. If you have defined any fields in the extra reservation fields screen, then you can view and
modify them here if you have the rights to do so. It is possible that Fidelio displays this optional reservation
screen automatically each time when the main reservation screen has been edited (only with parameter
Automatically Edit Reservation Option Screen {p_resscr2} ON).
Deposit. Here you can enter a deposit towards a reservation before the guest has checked in. After selecting
this option, you have to enter your password. Fidelio will display pertinent information about the guest,
including deposits requested and deposits paid. Select the method of payment from the pickbox and enter the
amount received. Fidelio will then ask whether you want to print a receipt.
Now you can change the reservation type. Let's assume that the guest had “non-guaranteed deposit expected”.
Of course, you would want to change the reservation type to “guaranteed deposit received”. All available
reservation types are displayed in a pickbox. Choose one and press [Enter] or press [Esc] if you do not want to
change it. The deposit amount will automatically be transferred to the guest folio at check-in.
Delete. Deleting a reservation removes the data completely from the system. This is used when you have made
a complete mistake while entering a reservation and would prefer to re-enter the entire reservation rather than
correct the first one. This action does not update the guest, agent or company history. Fidelio acts as if the
reservation never existed. You cannot delete a reservation which has a deposit. You must first clear the deposit
in the cashiering module.
Please note: You can delete canceled reservations as well as active reservations.
Auth. Direct Bill. If the guest wants to check out and have his balance transferred to a city ledger account, city
ledger check-out must be authorized with this option, first (only if parameter Use City Ledger Check -Out
Authorization {chkclauth} is ON).
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Package Options. (Only with parameter Advanced Package System {par_packag} ON.) If you work with the
advanced package module, Fidelio displays the following window:
Figure 2-41 Package Options Menu
Show Posted POS Items. This displays a list of all package elements for which an allowance has been created.
The creation of the allowance is done automatically by the system at check-in and during the night audit.
Please note: Allowances are only created for the same day. This means that if a guest has a breakfast package,
you will only see the allowance for the current date and the previous days, but not for the next day.
Refresh POS Packages. This option checks and updates any changes you made to POS packages concerning
the reservation. It is necessary to run this option if you attach a new POS package code to the reservation
change or remove an attached package code or when you change the rate code to another rate code with
different POS packages. It is only necessary to refresh POS packages if the guest has checked in already.
Route Packages. (Only with parameter Allow Package Routing {p_packrout} ON.) If the property works with
package routings, the options Route Packages and Display Routings are displayed here. The Package
Routing option allows you to redirect package allowances from one account to another. For example, all group
member package allowances could be directed to the group master folio or the children's charges could be
directed to the parents' room. This facilitates the posting of charges to one account while considering multiple
rooms.
Select the Route Packages option to redirect the package allowances to another guest or room. You can route
packages to reservations and checked-in guests that do not already have a routing to another room and whose
arrival and departure dates correspond to the date range of the reservation for which you want to add the
package routing. If the reservation for which you want to add a package routing is already checked in, then
only checked-in rooms are available for selection.
When you have selected the target room, Fidelio will display the message “Use other allowances on target
room?” Here you determine whether the target room can exceed its own allowance and use allowances that
might be available from the other source rooms. This might apply in the case of a family, where the package
allowance from the children are routed to the parents' room, but certainly not in the case of a group.
Please note: Fidelio will only redirect package allowances to a checked-in room. If the target room is not
checked in at the time of posting, Fidelio will post to the source room and remove configured package routings.
During the check-in of a guest, Fidelio will make sure that the target room for the package routing has already
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checked in. Otherwise the system will display an appropriate warning message and allow the user to cancel the
check-in or to remove the package routing.
If you have already routed the package postings to a reservation once, it is not possible to re-route them to
another reservation. For example, if you have routed the package postings from room 108 to 113, it is not
possible to redirect the charges from room 113 to 120. Fidelio will display the message “This reservation has
packages routed from other reservations. Package routing not possible.”
When you Route Packages, you redirect the package allowances for all POS package postings connected to
this room. The system will add up all package allowances accumulated on the target room in order to produce
a total for the particular department code allowance. (For more detailed information refer to Package Elements
on page 3-30 in the Rate Management Setup Manual.)
Display Routings. Selecting the Display Routings option for a reservation, you can identify whether the
reservation serves as a source or target room, i.e., if the reservation has package routings to another room or if
the room receives package allowances from other rooms.
For target rooms, the Display Routing option displays a list of guests who have a package routing set to the
selected room/reservation. The information includes guest name, room number, arrival and departure date, the
status of the reservation and whether other allowances on the target room can be used ([Y] in the column
Other). You can press [Delete] to remove a package routing. Fidelio will go through the standard checks for
the deletion.
Virtual Numbers. (Only with license code Virtual Number Assignment {ex_didnr} ON.) This option is only
displayed if the hotel uses virtual number pools. In this case, you can select the Virtual Numbers option to
assign a virtual number to a guest in house, view, modify or remove it. You cannot assign virtual numbers to
reservations. The use of this option depends on how the hotel has set up the virtual number pools and is usually
determined by the functionality of your telephone system. Up to five number pools are available. They can be
room-based or guest-based and can have various assignment rules.
Fidelio can assign virtual numbers automatically at check-in or prompt the user to assign numbers at check-in
or you can assign numbers with this option only. After selecting this option, Fidelio will either display any
virtual numbers that have been assigned to the guest or display the message “No virtual number assigned for
this reservation. Do you want to assign one? Yes/No.” With [Y] you will receive a list of active virtual number
pools (for example phone, fax, mobile) from which you pick the required line pool with [Enter]. Next, Fidelio
will display a list with numbers from which you can pick one. If the guest has a permanent number linked to
his guest profile, Fidelio will indicate this number and suggest it for selection. If the room has not been
activated for the selected number pool, Fidelio will display an appropriate message. Once you have picked a
number, Fidelio will display the selected pool and number in a picklist. You can insert a new number by
pressing [Insert] or remove a virtual number assignment by selecting the number and pressing [Delete].
Please note: You can only assign one virtual number per reservation and pool. Therefore if you have to change
a virtual number, you first have to remove the existing number and then assign a new one.
If you assign a room-based virtual number for a share reservation, Fidelio will apply this number to all
associated checked-in sharers. If you remove a virtual number with an assignment-required pool, you will not
be able to exit the option without assigning a new number.
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Break Share. Using this function you can break an existing share reservation. You will need to use this option,
as Fidelio will not simply let you remove the share number from the room number field in order to split a share
reservation. Breaking a share reservation means that you can separate two (or more) shared reservations and
form two (or more) individual reservations, thus influencing the availability. To do this you place the cursor on
one of the “share” reservations and select this option. A screen like the following is displayed:
Figure 2-42 Shared Guests Display
You can see all reservations sharing the selected reservation (marked with an asterisk * in the list). If you
require more information, press [Enter] on any of the records to display the guest info screen. If you want to
break apart all listed share reservations, press [A] for Break All. Fidelio will check availability, remove the
share links and finally display the message “Share break successful.” If you only want to separate one of the
share reservations, select that reservation and press [S] for Break This One.
Please note: Fidelio will only let you carry out an individual break if this will not result in breaking the
complete share.
If you attempt to break a share reservation which is attached to a block, Fidelio checks whether there are
enough rooms in the block and if necessary, makes use of the borrowing technique. If there are not enough
rooms in the block, Fidelio will increase the block by the number of rooms required for the break of the share,
if the block has been marked elastic. If the block is not elastic and there are not enough rooms left in the
allotment to break the share, then Fidelio will not let you break the share.
For further details regarding the handling of share reservations refer to Handling of Share Reservations on page
2-58.
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Combine Share. This option allows you to combine two individual reservations into two shared reservations.
When you want to combine reservations, select one of the reservations and then select this option. You can
enter the name of the sharing guest or press [Page Down] for a list of all reservations available for the share.
Fidelio will display a list of reservations with overlapping dates and/or the same block code. On the top of the
window you can see the details of the selected reservation.
Figure 2-43 Combine Guests
Select the other reservation with [Enter]. Fidelio will ask “Share with [guest name]? Yes/No?” If you answer
[Y], Fidelio will build the share, assign the internal share number, update the availability accordingly and
finally display the message “Guests now sharing in room S/nnn. Please check rate and persons.”
If you combine two block reservations into a share, Fidelio will update the available rooms in the allotment and
add the freed room to the block again.
Show Share. If you want to see all reservation shares of a highlighted share reservation (marked with *), select
the Show Share option. Fidelio will display the details of the selected guest on top and a list with
corresponding share reservations below. The information includes share number, room type and number (if
assigned), name, arrival and departure dates, rate, balance, any attached profiles and the reservation status. For
this display, the asterisk in front of the guest name indicates the reservation that you have currently selected.
Traces. This function is similar to Messages in that you can create a message and attach it to a guest
reservation. However, the difference is that a Trace is a message not to the guest, but to your colleagues and it
requires an action and a specific action date. Let's look at an example. Suppose you are making a reservation
for a guest and the guest says “I will need a roll-away bed for my young son.” What do you do? Well, somehow
you need to advise Housekeeping that they need to put a roll-away bed in the room. But the guest is not coming
for a week and you do not know which room he will be in. This is where the traces can really help. Since you
have the reservation in front of you, select the Options option and then select the Traces option. If there are no
other traces for this guest, Fidelio tells you this and asks if you want to make one. You must first select a trace
department (i.e., who is to be advised). Fidelio shows you all the available trace departments. Select
Housekeeping. Next, Fidelio presents you with a pickbox of common requests from Housekeeping -if Requests
Roll-away is there, all you have to do is select it. If it is not, you need to press [Esc] and type the request
free-form. When you have either typed or selected the text, press [Enter] and you will be prompted to enter the
trace date. This is very important as the date you enter here is the date Fidelio will notify Housekeeping (by the
Trace Report) that a roll-away bed is needed. You also see the text you entered/selected. At this point you can
change it, if necessary. Press [Enter] to complete the trace. Fidelio shows you your completed trace. At this
point you can press [Enter] to modify the trace or the date; [Insert] to create a new trace; [Delete] to delete a
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trace; or [*] to resolve the trace (This means that you have done whatever was requested and you are marking
the trace as completed.) To exit this function, press [Esc] and you return to the menu.
There is a special type of trace called action. This could be thought of as a “smart trace” as it is used to
automatically change guest information. Let's say your guest plans to stay from Friday to Tuesday. On Friday
and Saturday he is eligible for a special weekend rate. On Sunday and Monday his rate must change to a
corporate rate. This means that the rate code and thus the rate, must be changed on Sunday. You could make a
note to change the rate on Sunday morning, but the “smart trace” can make this change for you automatically.
All you have to do is select the Options menu. Select Traces and make a trace in exactly the same manner as
above. However, when you are offered the pickbox of trace departments, select Actions instead of a specific
department. Fidelio now lists a series of possible changes. You can elect to change the market code, the source
code, the rate code, the actual rate or the number of adults or children. Pick the rate code and press [Enter].
Fidelio asks you when the rate code is to be changed. Enter Sunday's date. Fidelio will now change the rate
immediately after the night audit on Saturday night. When you use this function, there can be no mix-ups,
mis-postings or rebates because of someone forgetting to manually change the rate.
Credit Cards. You can only access this option if you are using the credit card interface (also known as EFT
interface). When you select this option, Fidelio offers you the following choices:
Figure 2-44 Credit Cards Menu
Menu Options
Enter Approval Code. This option is only used if your credit card interface is down and you need to enter an
approval amount and approval code manually by calling the credit card company. You are asked to enter first
the Approval Amount and then the Approval Code (provided by the credit card company). Fidelio will log any
entries made into these fields into your user logfile.
Please note: If the connection to the EFT company is temporarily not working when you check in a guest,
Fidelio strongly recommends that you use this option instead of changing the payment method to an off-line
method, because if the payment method is not changed back to on-line, Fidelio will never go out for any
authorization nor settlement.
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Authorization Rule. This feature only works for EFT interfaces which support preauthorization and where the
parameter Auth./Settlement at Check-Out in the Functionality Setup from the Credit Card Interface option is
set to [N]. Users with the right to change the authorization rule can choose between the standard rule as defined
in the Setup program and the following two special rules at any time prior to or during the guest's stay. As the
cost of accommodation is often paid not by the guest but by the company, it is useful if the hotel can set a lower
authorization amount, for example by excluding the cost of accommodation from the calculated authorization
amount. Simply enter the corresponding number for changing the authorization rule or enter [0] for a pickbox.
Rule 5 Amount
The field Amount will default to the value as defined in the configuration program,
but you can overwrite the amount any time. The entry in Precalculated Amount will
then be replaced by this value.
Rule 6 Percentage
Here you enter a percentage and Fidelio will then calculate an amount based on the
formula LOS * rate * percentage to arrive at the entry for Precalculated Amount.
However, you can overwrite the field, if necessary.
During the night audit, the procedure CC_AUTH checks whether a special authorization rule has been defined,
calculates the amount to be approved accordingly and goes out for authorization.
Additional Authorization. This option is used when you want to get approval for an additional amount - above
what the credit card company has already approved. For example, if a guest's account balance is $1,000.00 and
you originally got approval for $1,100.00 from his credit card company, but now he comes to the desk and
wants to send various expensive packages overseas, you will need to increase the approval to, say, $1,400.
When you select this option, Fidelio shows you the Current Authorized Amount as well as the Guest Balance.
The third field is where you enter the new approval amount. If you enter ‘1400.00’ here, the Credit Card
Interface will request a total approval for $1,400.00, i.e., $300.00 more than previously approved (not
$1,400.00 more).
When you press [Enter], the Fidelio Interface contacts the EFT system with the approval request. If the
amount is approved, a message is displayed showing the approval code and the new approval amount. (These
fields are automatically updated on the reservation record.) If, for some reason, the approval was not given, the
credit card company will send back a message to advise you of the reason, i.e., insufficient funds or even ask
you to hold the card.
Courtesy Card Handling. If courtesy card handling is supported by your interface, you can swipe courtesy
cards with this option to collect the guest points or stay information for a guest. The system will default an
expiry date of 00/00 for all cards. In addition, by pressing the [+] key, you can display the actual number of
points which the guest has collected. During the night audit after the guest's check-out, Fidelio will send the
accumulated guest stay information to the credit card processor.
View/Change Card Type. This option will only display if the function Credit Card Usage Choice has been
activated. When selecting this option you can see whether the selected card is handled as a credit card, a debit
card or a special card.
Accompanying. What you see here depends on the setup in your hotel. You may have the option of entering
the names and birth dates of up to three accompanying persons for this reservation. If the parameter Detailed
Accompanying Guest Registration {accompany} is switched to ON, you can record registration details for
accompanying guests with this option. This includes name, first name, address, nationality, date/place of birth
and passport information. If you select this option and no accompanying guest has been recorded for this guest
yet, Fidelio will ask you whether you would like to add one. Otherwise you will be shown any recorded
accompanying guests and you need to press [Insert] to add a new one. Fidelio will default the profile
information of the guest into the name and address fields for the accompanying guest. This is very useful when
you record family members. In this case you only have to change the first name and add the passport details.
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Use the Accompanying option instead of the Share function if the sharing guests do not need separate folios
and recording the reservation history is important for only one or neither of the sharing guests. If a couple has
different last names, for example, but they require only one folio and arrive and depart together, you should
only create one guest profile for one of the guests. Then select the Accompanying menu item from the
Options menu. If someone calls on the telephone, you can find the accompanying guest by entering the name
in the Accompanying field in the telephone operator function [Ctrl+F7]. If the two guests want to pay
separately after all, you can split the folio charges into two windows.
Leisure. This menu option is only available if your hotel works with the Fidelio Leisure Management module.
With the Leisure option, you can view, change, create or delete leisure bookings for the selected guest.
If the guest already has leisure bookings, Fidelio will display a pickbox with all existing leisure bookings for
the guest.
Figure 2-45 Existing Leisure Bookings
The following options are available from this screen:
* Plan. With [*] you have access to the main leisure management screen. Use this option if you want to create
or change a leisure booking for the guest. Fidelio will display a list with all defined outlets. Service outlets are
indicated by an [S] on the right, non-service outlets by an [N]. After selecting a service outlet from the
pickbox, you have the option of selecting a particular service or directly viewing the schedule for the specified
date. With non-service outlets you simply need to enter or confirm the date. Next, Fidelio will display the
reservation book for the selected date. Press [Enter] on a selected time slot to create a booking. You have the
same options as when you access Leisure Management with the Leisure option from the Reservation menu
(refer to Leisure on page 2-127 of this manual). The only exception is that any new booking you make is
automatically linked to the reservation on which you were previously working. When you exit the Leisure
menu, you will return to this pickbox. Any new leisure bookings which you just made will show up in the
pickbox.
DEL Delete. Press [Delete] to delete the leisure booking. There is no difference between deleting and
canceling a leisure booking.
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↵ View. Press [Enter] to view the booking details. You cannot change the booking details here. To change
them you need to press the [*] key.
If the guest did not have any leisure bookings, you will see a dialog box saying “No leisure activities on file for
this guest. Add one?” With [Y] you will jump to the main leisure management screen where you can create
leisure bookings for the guest.
Guest Awards. (Only with parameter Guest Awards {awards} ON.) This option allows you to attach active
reservations to Award schemes. These schemes are user-definable and set up within configuration.
After selecting the Guest Awards option and a start date is entered, Fidelio will display those awards currently
attached to the displayed reservation. Using the [Insert], [Enter] or [Delete] keys, awards can be inserted,
modified or deleted. You can define within the configuration the number of points associated with each award
type (the Quantity field) and the start/end dates when awards can be redeemed.
The following entries can be made from within this option. Those marked with an asterisk [*] are required.
Type*
User-defined code.
Quantity*
Number of awards/vouchers to be consumed/taken.
Date*
Valid date within the range of the reservation.
Text
Voucher/Award Number/Remarks (free form text).
Card Type
Loyalty program type from attached guest cards. Fidelio will default with the card
type having the lowest sequence number.
Member Number
Membership number for loyalty program which will default dependent on card type
entered. If card type is blank, a user-defined number may be entered.
All awards assigned to a guest profile for both historical and future reservations can be displayed from within
the Front Desk>Profile>Options menu. This option is for display purposes only and modifications cannot be
made. It is possible to view the guest awards associated with a particular historical reservation by selecting the
Front Desk>Profile>History>History option from within the profile and using the minus sign [-] to view
awards.
In the event that Guest Awards have been attached to the booking and the reservation incurs a date change,
Guest Awards with a date falling outside the new span of the reservation will be prompted with a warning
message and the award entry deleted. This will affect the following areas:
Room Plan [Ctrl+F3]
Standard reservation date changes
Group reservation date changes applied to other members
Conducting an Early Departure and Awards for later dates
Deleting a Share reservation
Fidelio will not copy the Guest Award details when conducting an A Add-On reservation or moving a booking
to the waitlist.
Merging or deleting profiles will automatically either update the Guest Awards to the new profile or delete as
appropriate.
Please note: Once a reservation has been moved to history it is no longer possible to modify, insert or delete
Guest Awards associated with the stay. Also, if awards have been deleted due to a cancellation or no-show, the
awards will not show in the history.
Please note: If the license code CIS Integration {ex_cis} is activated, Fidelio will move Guest Awards for
checkouts of the day to the file CISAWARD.DBF. Details in this file will be reviewed and marked as processed
by the CIS Interface.
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7 Message. You will encounter this option again and again throughout the whole Fidelio program. You can leave a
message for the guest with this option. When you check in the guest, the system automatically shows you any
messages the guest has. You can keep an unlimited number of messages for every guest, you can mark the
messages as received or not and you can print the messages in a user-definable format. With the appropriate
interfaces, the messages will trigger the message-waiting lamp on the telephone to turn on or will send the message
directly to the video system so that the guest can call it up on the video screen.
If you want to enter a message, Fidelio guides you through a few questions to help create the text of the message as
easily as possible:
The Message For field defaults to the salutation, first name and last name of the name on the reservation record. If
the message you wish to take is indeed for this guest, simply press [Enter]. If the message is for another name in
the same room, overwrite the Message For field with the appropriate name.
The Language field defaults to the guest's language from the guest profile. You can enter messages in as many
languages as you define in the installation program. If you enter a language which does not have its own message
format defined, then Fidelio will use the default language as defined in the installation.
The next step is to select the Salutation of the person who left the message. The four options for salutations are
definable in the installation. If there is no salutation appropriate, press [Esc] to get to the Name field.
In the Name field, enter the name of the person or company who left the message. This should normally not be left
blank. After the Name field you can enter an optional Company Name to which the person who left the message
belongs. The next step is to choose the action from one of four actions defined in the configuration. Then choose
whether the message requires a Call Back. The default is YES if you choose the first action. Decide whether the
message is Urgent or not. Default is NO. Finally, enter the Telephone Number to be called back, if appropriate.
Once you have completed these steps, Fidelio creates a complete message containing the information you just
selected. You can edit this message as you like. Press [Esc] when you are done. Fidelio now asks you if you wish to
Save, Print and Send, Print or Throwaway this message. If you decide to print the message immediately, Fidelio
will also save the message for later printing. Only the Throwaway option removes the message permanently.
The print-out which follows uses the format as defined in the installation program.
Once you have saved a message for a guest, you can browse through them in a standard Fidelio pickbox. There are
several possible status codes. Received, Printed, Received on Video and Message Lamp On.
You can manually change the status to received by pressing the [*] key. Pressing it again turns the received status
off. Press [L] to indicate the message lamp is turned on. Pressing [L] will not turn the lamp OFF or ON. It will only
indicate that you have turned the lamp on manually via your telephone system. If you have a message-waiting
system, then you should not press [L] as the interface will take care of it automatically when you create the
message.
Any not-yet-received messages pop up at check-in, check-out and whenever you make a change to an in-house
guest. The messages stay in the system until you physically delete them or in the night audit after the check-out.
8 Check-In. If the arrival date is today, the room number has already been assigned and the reservation is not
canceled, you can check in the guest directly from the reservations screen. However, Fidelio generally recommends
that you use the check-in function from the Arrival module to perform all check-in operations (for detailed
information on checking a guest in, refer to Arrival on page 3-2 of the Front Desk User Manual).
9 History. Here you can view the details of all previous stays, if on file. You can also check whether there are any
recorded turnaways for the guest, if the parameter Advanced Turnaway Handling {regrets} is switched ON. This is
identical to the history option from the profile screen.
0 Changes. You can view changes to the current reservation with this option. If the reservation has never been
changed, you will get the message “No changes recorded.” If, for example, you changed the departure date of the
reservation, you will see the old reservation data with the original departure date. Cancellations and reactivations
are also shown here.
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Changes are only recorded in the changes log when you change the arrival or departure date, rate, number of
rooms, number of people, room number, block name, routing instructions or reservation type. In other words, all
the changes affecting the inventory, rates or people are recorded.
A Add On. The option Add On will create a duplicate reservation for one room with the same name, including
payment method, billing instructions and remarks. You should use this option if a client calls and says “I'll need
two rooms instead of one.” Another possibility is that the client asks for an identical reservation for a week later.
Use the Add On option, just make sure that you change the arrival and departure date from the reservation copy. If
you add on to a reservation of two or more rooms, the new reservation will have only one room. Fidelio will only
let you create the duplicate if the rate code of the reservation is still available.
If you use the Add On option for a block reservation, you do not increase the size of the block but pick up a single
reservation from the block. If all rooms available in the block have been picked up and you carry out an Add On,
Fidelio will only let you carry on, hereby increasing the size of the block, if the block has been marked elastic.
Copying Reservations
You can quickly copy reservations. Fidelio not only allows you to enter a new arrival and/or departure date
immediately, but also allows you to perform this on checked-in reservations to add a future stay.
When you choose the Add On option from within an active reservation, Fidelio will propose the arrival date,
number of nights and departure date according to the reservation on which you are currently positioned. In the
event that the existing reservation is checked in on a previous day, Fidelio will default the proposed arrival date to
the system date.
However, the approval code and approved amount are not copied. The message “Reservation copy made. Please
remember to modify the copied Reservation” displays.
B Share. Select the B Share option if you need to make a reservation for two or more guests who will share a room
but the guests require separate folios, guest profiles and stay detail records. Fidelio will create an identical
reservation to the first reservation, including billing instructions and reservation remarks, but with a different
name. You can easily identify share reservations by the unique share number which is displayed in the Room
Number field and next to the confirmation number on the screen. In addition, on all guest lists, you can recognize
sharers by the asterisk in front of the guest name.
When you select B Share, Fidelio will prompt for the last Name and First Name of the sharing guest and the
number of Persons. If you enter the details, Fidelio will automatically create a guest profile containing this
information for the sharer. If you would rather select an existing profile from the guest file, only enter the first letter
and press [Page Down] for a list of matching profiles and select the respective profile with [Enter].
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If various people share a room, there is always the question of who pays the bill or what kind of rate sharing is to be
entered. Therefore, once you have selected the name of the sharer, Fidelio will ask you how you want to share the
rate. There are three choices:
Figure 2-46 Shared Guests Rate Assignment Menu
If you select Zero Rate for Sharing Guests, Fidelio will remove the rate code and the rate for all guests in a room
except for the first one. If you are using rate codes, Fidelio will then add up the total number of people in the room
and store this number in the first record. The number of people (adults, children) in all other records are set to zero.
Finally, Fidelio recalculates the rate for the first guest based on the total number of people in the room.
If you choose Split Rate Evenly among All Shares, Fidelio will do just that. It will also remove the rate code if
you are using one. The rate will be divided as evenly as possible. If you split a $100 rate among three guests, the
first two will pay $33.33 and the third guest will pay $33.34. As the rate code is removed in this case, you should
be sure to enter any packages included in this rate code in the Packages field in the reservation file (for more
information about this field, refer to page 2-38).
If you use the Full Rate for Each Guest option, Fidelio will simply leave the original rate code and rate for each
guest. The rate might change for some of the sharers if you modify the number of people in the sharing record (for
further details refer to Handling of Share Reservations on page 2-58).
R Regcard. With this option you can print a registration card for the selected reservation. Usually, you will print
your registration cards in a batch for all guests with a certain arrival date (option Registration Forms from the
Mailings menu). The Regcard option is especially useful for walk-in guests, where reservation and check-in take
place at the same time. After taking down the information from the guest, simply press [R] and confirm that you
want to print and Fidelio will print the registration card for this guest.
Please note: This option only works if you have defined the registration card with the text name MELDE in the
Standard Text option in the setup program.
W Waitlist. (Only with parameter Use Waitlist Reservations {waitlist} ON.) This option will only be displayed if
your system is configured for waitlists. When you select this option, you are asked if you want to move the
reservation to the waitlist. If you answer [Y], the entire reservation is moved to a separate database where it in no
way affects your occupancy or availability status. The record is stored here until it is re-activated into the live
system or is deleted two days after the expected departure date.
Please note: You cannot access this record from either Reservations or Front Desk until it has been re-activated (for
more information on the waitlist function refer to Waitlist on page 2-124).
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Handling of Share Reservations
If you require to make a reservation for two or more guests who will share a room but the guests require separate
folios, guest profiles and stay detail records, you create a share reservation.
Sharers are a minimum of two guests that have reservations spanning over any date range, but must have at least
one day overlapping in the same room. The following three reservations, for example, could be sharers:
Smith arrival 24th - depart 28th April
Jones arrival 27th - depart 30th April
Wells arrival 29th - depart 10th May
If guests want to share a room but do not require a separate folio, separate guest profiles and the recording of stay
details, you may consider using the Accompanying option instead of the Share option.
Throughout the program, you can easily identify reservation shares from any of the guest display options by the
asterisk [*] in front of the guest name.
In addition, Fidelio assigns a unique share number to reservation shares. You can see the share number in the Room
Number field (prefixed by S/), as long as the room has not been assigned. The share number is also displayed next
to the confirmation number on the reservation, arrival and guest-in-house screens, as well as on the guest info
screens, for example Conf./Share 44628/330.
When you use the B Share option from the horizontal reservation menu in order to create a new share reservation,
Fidelio creates an identical reservation to the first (and highlighted) reservation, including billing instructions and
reservation notes but with a new name and separate guest profile.
Locating Share Reservations
There are various options for locating reservations shares.
From the Reservation search menu, you can select the Miscellaneous search option and then press [Enter] on
Share No.
-
Enter the date to display all share reservations with this arrival date.
-
Leave the date prompt blank and enter the share number if you are searching for a particular reservation
share. If you enter only the first part of the number, Fidelio will display all shares starting with that
number, e.g., 45 would display 451, 452, etc.
-
If you leave both prompts empty and simply press [Page Down], Fidelio will display all share reservations.
From any of the guest info screens (i.e., [F6], [Ctrl+F7], etc.) as well as from the Room Assignmt option on the
Reservation menu and from the Check-in option (menu heading Menu), you can display the share reservations of
a highlighted guest record by pressing [S] for Shares. This will display all share reservations of the selected record
including the name information, arrival and departure dates, rate, balance, any attached profiles and the reservation
status. For this display, the asterisk in front of the guest name highlights the reservation that you have currently
selected.
The identical information is available when you select the Show Share function from the Options menu on the
reservation, arrival and in-house screens or by selecting I Show Share from the Billing menu.
Updating Share Reservations
If you assign a room number to a share reservation, this room number will automatically apply to all sharers.
Whenever you change the room number or room type, Fidelio will prompt you to “Move other sharing guests as
well?” Not moving other sharers will automatically result in a break share.
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Entering the Reservation Detail
Whenever you change share reservations concerning any availability-sensitive fields such as arrival, departure,
nights, room type, etc., Fidelio will display the question “Change other sharing guests as well? Yes/No.” With [Y]
all sharing reservations will be synchronized and receive the same change. If you answer [N] to the question,
Fidelio will conduct an automatic break share.
Be careful when you carry out such a change for share reservations with different arrival and departure dates. If
you extend a share reservation for one night, for example and apply this to all other sharers, all share reservations
will receive the same arrival and departure dates. Of course, if one of the sharers has already arrived, Fidelio will
not change the arrival date for this guest, but will update the departure date correspondingly.
If you update a share reservation by either removing or attaching a block code, Fidelio will always apply the
change to all sharers. The reason for this is that if one reservation is attached to a block, all linked reservation
shares also have to belong to the same block code.
Please note: Whenever you update share reservations, Fidelio will make sure that the changes will not conflict with
the availability situation in the house. If that is the case, you will only be allowed to carry out the change if you
have special rights to do so. When updates to share reservations concern blocks, Fidelio checks whether the
respective block is elastic or non-elastic in order to ensure that a sufficient number of rooms is available. This is
necessary to allow you to increase the block or borrow further rooms, if necessary.
Combining and Breaking Shares
Using the functions Combine Share and Break Share (Options menu on the Reservation, Arrival and In-house
screens) you can combine two individual reservations into two shared reservations, as well as split up a share
reservation into two separate reservations again.
Whenever a break or combine share is conducted, Fidelio will automatically make an entry in the userlog. This will
make it easy to identify the movement of such reservations.
Combine Share. This function is used when you want to assign a room number that is already occupied/
pre-allocated to a reservation and the reservation dates overlap or when you want to combine two or more
reservations.
A Combine Share does not just apply when you select the respective menu option. For instance, when you use a
room move to put a guest into the room with another guest in house, these guests will become sharers. Fidelio
therefore recommends using the option Combine Share rather than the option C Move in cases like this.
Break Share. This option is used in order to split a share reservation. Fidelio will not simply let you remove the
share number from the Room Number field in order to split a share reservation. When you attempt to do this, an
appropriate message will be displayed asking you to use the Break Share option instead.
Whenever you use the options Delete, Break Share and Cancel for share reservations, Fidelio will display a list
with all sharers and allow you to break the share individually or for all sharers.
As combining and breaking shares affects the availability of the hotel, Fidelio takes extra care to safeguard against
any potential problems when you select these options or when another user action, such as a room move or a
change of the departure or arrival date might result in a combine or break share.
For example, when you increase the number of nights on an in-house reservation (using the In House option or
[Ctrl+F3]), Fidelio will check whether the room number has been pre-allocated for the respective dates. As this
would effectively result in an unwanted combine share operation, Fidelio will not let you proceed. You will first
have to remove the room assignment before being able to extend the stay.
Let us take another look at our example share reservations.
Smith arrival 24th - depart 28th April
Jones arrival 27th - depart 30th April
Wells arrival 29th - depart 10th May
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Entering the Reservation Detail
If you attempt to use the option Break Share and S Break This One on the Jones reservation, Fidelio will provide
a warning message and inhibit the function, as breaking the share would mean that the remaining two reservation
would no longer have any overlapping dates. In a scenario with various sharers and different arrival and departure
dates, you have to break either the beginning or end sharer first or use the A Break All option and then recombine
the remaining share reservations.
The same controls would apply if you attempt to update the Jones reservation to depart on 29th April as this would
have the same effect.
Whenever you carry out a change for one sharer and choose not to “Change other sharing guests as well” Fidelio
will automatically break the respective share reservation. This applies, for example, in all the following cases.
-
Moving a reservation to another room via [Ctrl+F3]
Moving a reservation to another room with C Move
Changing room assignments and not applying them to all sharers
Changing the arrival date of one sharer to a date after the departure date of an attached sharer
In each case, Fidelio will inform you of the break, remove the share number from the reservations and update
availability accordingly.
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Room Assignment
This option is used to assign room numbers easily and rapidly before checking in. When you select the Room
Assignment option the following screen is displayed:
Figure 2-47 Room Assignment Guest Search
Field Explanation
Fidelio offers a number of selection criteria that help you determine which of the arrivals will display for room
assignment. If you simply want to see all arrivals, press [Page Down].
Arrival Date. The date prompt in this field always defaults to today's date. If you want to assign rooms for a future
date, simply enter the date here.
Group Order. In this field you decide whether you want to display all guests in group order, i.e., alphabetically
within the group to which they belong (enter [Y]) or whether you want to display all arriving guests for this day in
alphabetical order (leave the default [N]).
Please note: The display will be considerably faster if you display the guests by their respective groups.
Vacant Room Window. Here you decide whether you want Fidelio to help you search for a room (leave the default
[Y]) or if you simply want to type in the room numbers for each arriving guest. In this case, you should enter [N]
here. If you leave the default, when you assign a room by pressing [Enter] on a selected guest, Fidelio will lead
you through the available room function ([F3]) and let you specify special room features.
Rate Code. If you want to assign rooms only to arriving guests with a particular rate code, enter that rate code here
or select it from the pickbox available with an invalid entry.
Market. If you want to assign rooms only to arriving guests with a particular market code, enter that code here or
select it from the pickbox available with an invalid entry.
Minimum Length of Stay. You can reduce the display of arrivals by entering the minimum number of days that
the reservation is to be in house.
Room Type. If you want to assign rooms belonging to a certain room type only, you can enter the room type here
or select it from the pickbox available with an invalid entry.
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Specials. This field is useful if you want to assign rooms to guests that require special features of a room, for
instance non-smoker rooms. Enter the Specials code here. If you want to specify more than one, separate them by
commas or select them from the multiple pickbox available for this field.
Promotions. This field will only display if you have the parameter Promotions {promotions} ON. Enter a
promotion code in this field to display arriving guests reserved for a particular promotion.
Group Name. This field will only display if you have entered [Y] in the Group Order field. If you want to display
the arriving guests for a particular group only, enter the group name here.
This option also offers a General Query field which allows you to search for a set of rooms with the help of a
dBASE formula. You can retrieve this hidden search function by pressing [Page Up].
After you have made your selection, Fidelio will display a list like the following, with all arrivals of the specified
day or group.
Figure 2-48 Display of Arrivals Matching Search Criteria Entered
Fidelio shows the room type, assigned room numbers, guest name, scheduled arrival time, rate, number of rooms,
number of adults and persons and the departure date. You can immediately recognize share reservations by the
asterisk [*] in front of the guest name. In addition, Fidelio may display the following room status options in front of
assigned room numbers.
Room is assigned and dirty
Room is assigned and out of service
Room is assigned and clean (displays only if the property works with the additional status
Inspected (only with parameter Additional Room Status INSPECTED {p_inspect} ON)
With the cursor keys you can choose the guest to whom you would like to assign a room number. As you move
from guest to guest, Fidelio may use the two lines on the bottom of the screen to show the VIP Code, any
Remarks from the guest profile or Notes from the reservation record if this information was recorded for the
highlighted guest.
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Available Options
↵
Enter. Select a guest with the cursor keys and [Enter]. You can change the room type, assign a room number
and change the number of persons as well. If you enter a room number that belongs to another room type, Fidelio
will change the room type automatically and will check the availability.
If you have left the Vacant Room Window (Y/N) default on [Y], you have all options that are also available when
you use the vacant room function key [F3].
Figure 2-49 Search for Available Rooms
Fidelio will automatically fill the date, the number of days and the room type from the reservation detail of the
selected arrival. As a default the room Status is clean (unless the hotel works with the additional inspected room
status (only with parameter Additional Room Status INSPECTED {p_inspect} ON) in which case the default status
is IS for inspected). If you want to see all available rooms, simply press [Page Down] from here. Otherwise, you
can further specify a specific arrival time for the reservation. The system will then look for rooms that will be
vacated before this time. All departure rooms whose check-out time is earlier or was left blank will be displayed. In
addition, you can enter special room Attributes to further reduce the display of rooms.
Fidelio will display a list of rooms that match the criteria that you have entered. You can select a room by
highlighting it with the cursor keys and pressing [Enter]. The selected room number will be filled into the Room
number field on the room assignment screen. If you press [Esc] at this point, the room number will not be stored.
Press [Enter] again to move to the next field and complete the entries for this guest record or [Page Down] if you
want to move to the next guest record.
Please note: You cannot assign rooms to reservations with a generic room type. The system will not be able to offer
any room numbers. You will first have to type in a proper room type for the reservation.
As soon as you have assigned a number, this room will be blocked for the respective period of time and taken out of
the pool of available rooms.
If you assign a room number to a share reservation, the system will automatically assign this number to all
reservation shares.
If you decide to change the room number of a share reservation using this option, Fidelio will ask you whether you
want to update the other reservation as well. With [Y], all share reservations will receive the changed room number.
If you answer [N] this implies that the reservations will no longer share. In this case, Fidelio will carry out the
Break Share function and update the availability accordingly.
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If you try to assign a room which has already been assigned to another reservation, Fidelio will inform you with an
appropriate message and ask you to select the Combine Share option for this operation.
Please note: When you assign rooms for share reservations, the default Date on the vacant room window may
differ from the arrival date of the selected reservation. This is because Fidelio needs to take the arrival and
departure dates of all linked share reservations into account and will try to find a room for the whole reservation
span, i.e., the earliest arrival date of the first sharer through to the latest departure date.
If you want to assign rooms for a reservation valid for more than one room, Fidelio will split the reservation before
assigning the rooms.
If you assign a room for a block reservation with this option and the selected room number belongs to a room type
which is either not available in the block or exceeds the number of available rooms, Fidelio will allow you to
borrow a room. For your information, you will see the grid with available rooms in the block. Press [Enter] on the
requested room type and date in the grid. Fidelio will display the message “Not enough <room type code> left in
the block on <date>. Borrow from another room type? Y/N.” With [Y] Fidelio will display a list with available
room types in the block from which you can borrow one by selecting it and pressing [Enter].
Further Options
C Check-In. If the guest has an assigned room number, you can check him in by pressing [C]. The system will go
through all the checks that are also carried out when you use the regular check-in option. If all the required
information has been provided, Fidelio will display the message “Check-in successful”, print the keycards for the
room and unlock the telephone for the room. At this point, Fidelio also displays any unreceived messages for the
guest.
If the hotel requires the entry of the payment method before checking a guest in (only with parameter Require
Method of Payment at Check-In {askpmethod} ON), if no payment method has been recorded for the reservation,
Fidelio will display a Payment Method/Credit Card Entry window in which you have to enter the payment method
code and, if required, the credit card number and expiry date.
If the parameter Require Method of Payment at Check-In {askpmethod} is ON and the method of payment box
appears during the check-in process, and if a credit card interface is active, the user will have the ability to swipe a
credit card. With the previous conditions met, Fidelio has the following functionality:
-
Allows the ability to swipe the card.
-
Allows the entry of the issue and start date (if required).
-
If the EFT interface is on, and the EFT parameter Credit Card Type Check is Y, then Fidelio will go out to
the EFT company for the card type.
-
Fidelio will proceed with obtaining authorization details at check-in.
Please note: If you check in a sharer, Fidelio will ask whether the other sharer should also be checked in.
If the hotel works with virtual numbers (only with license code Virtual Number Assignment {ex_didnr} ON), and
depending on the setup, the system will assign virtual numbers and display them for this reservation (with
automatic assignment activated) or prompt you to select a number. If the guest has a permanent virtual number,
Fidelio will display it.
If the room is dirty (DI) or has not been inspected (only with parameter Additional Room Status INSPECTED
{p_inspect} ON), Fidelio will issue an appropriate warning message. You can still perform the check-in or abort it.
If you work with room discrepancy and according to housekeeping the rooms is still occupied (i.e., the room is
marked as a SLEEP), Fidelio displays a warning message before checking the guest in.
A Profile. By pressing [A], you can retrieve the guest profile screen. You can look up the guests's profile, select
another profile, look up remarks or check the reservation history.
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I Info. Press [I] to retrieve the standard guest info screen. You can create, read or change a message for the guest on
this screen by pressing [M]. Press [L] for locator to enter where the guest can be found currently. With [E] you can
access the Leisure module. With [R] you can display the right side of the reservation screen. Press [T] if you need
to create a trace for the guest. If there is an open message, an “open” locator, an open trace or a leisure activity
recorded for the guest, the [M], [L], [T] or [E] will blink. You can also read the confirmation letter if the guest has
a special one (press [C]) and you can read remarks from the guest profile on this screen. If a lot of information has
been entered for a guest, you can press [Z] for zooming in the whole “Remarks” window.
S Share. You can display detailed information on all guests sharing a reservation by pressing [S] on a sharer
reservation. Share reservations are immediately recognizable by the asterisk [*] in front of the guest name. Fidelio
will display a list with all guests sharing the selected reservation, the share number, the individual arrival and
departure dates and all other pertinent reservation information.
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Groups
Groups
After selecting this option, the following selection menu is displayed:
Figure 2-50 Groups Menu
Fidelio offers two different methods of handling group reservations. The Standard Group Module (described
here) and the Advanced Group Module.
The major difference of the Advanced Group Module is that in order to define a group or an allotment, you first
create a block (with option Block Maintenance). Once the block has been defined including detailed information
such as varied selection of room types, rates, etc., it is opened for pickup. In order to pick up rooms, you can use
the option Pick up from Existing Block (for groups) or pick up single reservations via the normal Reservation
option (for allotments).
(For more detailed information on the conceptual differences between Standard Groups and Blocks, please refer to
the section on Block Maintenance, beginning on page 2-95.)
In the following, the Standard Group Module will be discussed. Many of the basic options, such as the Group
menu, are identical for the Advanced Group Module. Therefore, in the next chapter Pick up from Existing
Block, page 2-91, only the differences to the advanced module will be described.
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Standard Group Module
The Group Module is generally used to make reservations for five or more guests who have some features in
common - e.g., they are all from the same company and are arriving on approximately the same dates or they are all
members of an organized tour, etc. This module is specifically designed to manage reservations with various
similar needs. Each group consists of two primary elements - a pay master, i.e., the original group reservation, and
the reservations for the individual group members.
When you select the Standard Group Module option from the Groups menu, the following screen is displayed:
Figure 2-51 Group Search Criteria
Use this screen select the group profile. At this time you can also link the group reservation to either a source, agent
or company. If the group is not linked to any of these additional record types, it is sufficient to enter the name of the
group for which you want to create the new reservation.
After entering the name of the group, press [Enter]. If the group has never been created before, the message
“Group name not on file. Create new group record? Yes/No” appears. Answer [Y]. Fidelio displays an empty
group profile.
or
If the group profile already exists, you will see a list from which to select the required profile. If you select the
profile and press [E] to check that it is actually the profile you require, a screen similar to the following will appear:
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Figure 2-52 Sample Group Profile
Remember, this is only a sample of a group profile screen. Your screen may look significantly different. However,
your profile probably contains most of the following information.
Typical Fields
Key Name. Typically an abbreviation for the group name which makes the group easier to search for. For example,
if the name of the group is Walt Disney World European Consortium, the search name could be Walt Disney
Europe. On the other hand, if the group is part of a series, you might call it DWEC0105 (0105 might be the series
number or the date the group arrives).
Group Name. This is the complete name of the group, as it should appear on their correspondence, etc. This field
is usually quite large (about 60 characters) to allow the entry of the full name of the group (or tour company).
Address. This is the address of the group. Typically this section of the screen includes the Street, State, Country
and ZIP Code. Once the country has been filled in, the name of the country appears at the bottom of the screen.
Usually, fields for Telephone, Fax and/or Telex number are included somewhere on this screen.
Master Acct. This option is only used by some properties. If you work with it, you will only find it on the travel
agent/company/source screen. Let us assume that your hotel has a lot of guests from the various subsidiaries and/or
branches of the company IBM. In order to make reservations and guest file handling easy, it will make sense to
have different files for every branch or subsidiary that makes reservations. For your company statistics, however, it
is useful to see what your total revenue of IBM is. For this purpose, you use the Master Account field.
If you enter a new record for IBM Germany, you would link the record to the complete company statistics by
entering the code of the master account in this field. If you do not know whether a master account was defined for
this company, enter a letter or number in the field and press [Enter]. A pickbox with all available master accounts
is displayed. Choose the correct one or press [Esc], if none of them coincide with your company.
Routing Instructions. This field is only displayed for travel agent/company/source profile and only works with
the company profile. Here you enter which department codes the company usually pays for when it makes a
reservation for a guest. The following entry would be typical:
RT,TL,200
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This would mean that the company pays room and tax, telephone and breakfast for the guest. The rest of the
charges would remain on the guest's folio. When a reservation is linked to the company and you enter Routing
Instructions under 6 Options, Fidelio displays the message “Company has default routing instruction. Do you
want to insert them? Yes/No.” If you say [Y], Fidelio inserts the default into the guest's billing instructions. In our
case, room and tax, telephone and breakfast would be billed directly to the company (for more information on how
to set billing instructions refer to Billing on page 4-3 of the Cashier User Manual).
Group Contact. The last name of the person who is the contact for the group.
First Name, Salutation, etc. Again, these fields relate to the group contact and indicate the contact's first name as
well as the form of address to be used in any correspondence. (You may also have a Language and/or VIP code
attached to the group contact.)
Billing Contact. This field is used to identify to whom any financial correspondence for the group should be
addressed. For example, you might put something like "Attention Accounts Department" here.
Comments. This single, long field can be used to hold any special information you need to record on the group
profile.
Commission. This field shows the commission percentage that will be paid to the travel agent for this particular
group (if you are using the Fidelio Travel Agent Processing module, this field would contain the commission
code).
Last Activity/Last Rate. This is filled in by the system during night audit if the group has had any prior stays in
the hotel.
Potential. This field is where you can record the potential number of rooms you think this group may provide. The
figure can serve as a comparison with actual materialization later on.
Group Rate. If you have quoted a special group rate for this group, you can enter the rate code here and this will be
assigned to each of the group members when the rooming list is entered later on.
A/R Number. If this group has an A/R number, it will be displayed here.
Statistics. This information is completed during the night audit and remains permanently attached to the group. It
can include:
Arrivals
Room Nights
No-Shows
Cancellations
Revenue
Number of arrivals expected for this group
Number of nights generated by this group
Number of no-shows produced by this group
Number of cancellations generated by this group
Revenue generated by this group
Record Type. All group records have record type [G], which is used to distinguish the information from other
record types - travel agent, source, etc.
Once you have completed this information, the line at the bottom of the screen appears with the possible options.
Available Functions
PgUp. Pressing [Page Up] scrolls forward through the Group profiles.
PgDn. Pressing [Page Down] scrolls backwards through the Group profiles.
Correction. If you select Correction and press [Enter], you can access the profile to make any necessary changes.
Remarks. If you select the Remarks option and press [Enter], you can add (or modify) a remarks notation to this
group profile. Once remarks have been put on the group profile, the Remarks option will blink whenever the
profile is displayed.
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Reservation. Selecting Reservation and pressing [Enter] allows you to create or modify a reservation for the
group.
2nd Address. (Only with parameter Additional Address Information {guestaddr2} is ON.) Select this option to view
a second address for the group profile. If the appropriate user rights have been assigned, then the user is able to
make changes to the second address.
Esc. Pressing [Esc] aborts the process and returns to the Reservation menu.
To continue creating a new reservation, press [Enter] on Reservation and the reservation screen displays with the
Group menu behind it. The group reservation screen is identical to the regular reservation screen seen when
making a New Reservation (see explanation beginning on page 2-17). However, there are two small differences:
Adults/Children/Room. In this field you must enter the number of adults and children that will be occupying each
room (of the type defined in the field Room Type), not the total number of persons in the group. So, if you are
defining the doubles and the singles separately, you will make two reservations. For the doubles you will enter 2
here and for the singles you would enter 1.
Number of Rooms. This is the number of rooms of this room type that the group will have.
Fidelio will pick the default rate from the company, agent or source (if this was defined) and use it for the group.
Similarly, if you defined a rate on the group profile, this rate will be used for all related reservations. If the rate
code you are using produces a different rate (depending on the number of guests in a room), Fidelio will adjust the
rate accordingly when the rooming list is entered.
When you have completed all the fields on the screen, the reservation screen will disappear. On the screen will now
be the Group windows.
Figure 2-53 Group Windows
The reservation you have just created will appear in the top window. The top window will hold the group masters
and any as yet unsplit group records (i.e., those records that are still contained as a single reservation, without guest
names). Once the individuals have been split from the group master, their reservations will appear in the bottom
window in arrival date order. This way you can see exactly what has been picked up and what is still available.
Press [Tab] to move from window to window.
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The information shown for each reservation in the group window includes:
Column Explanation
Name. The name (i.e., key name) of the group.
First Arrival. This is the date when the first group guest will arrive.
Departure. The date that the last group guest will depart.
#People. The number of people per room.
#Rooms. The number of rooms (of the specific room type) that have been reserved for this group.
Room Type. The room type for this reservation.
Room #. The room number assigned to a group member or posting master. This will only appear in the bottom
window, once a rooming list has been entered.
Rate. This is the rate associated with this particular reservation.
Status. The current status of the reservation - is it checked in, canceled, still reserved, etc.
Group Menu
Once the group reservation has been completed, press [M] for Menu or [Space] to display the Group menu. The
menu options are speed key, which means the options on the menu can be accessed by typing the letter or number
of the option from the group reservations windows. If you cannot remember the menu option, simply press [M] for
menu or [Space], select the option by typing the letter or number of the option or highlight the menu option and
press [Enter].
Figure 2-54 Group Menu
Whichever record is highlighted when you choose a menu option in Groups is the record which will be affected.
For example, if you press [Tab] and move to one of the reservations for an individual in the group and then choose
option 3 Rate Info, the individual reservation rate information will display. Remember to highlight the record you
wish to receive information about.
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Menu Options
1 Correction. Highlight the record you would like to correct and press [1] for Correction. The reservation for the
record will appear. Changes can be made by moving the cursor to the field you would like to change and making
the change. If you make changes to the group reservation fields and exit the screen, Fidelio shows the following
window:
Figure 2-55 Apply Changes Menu
If the change should only apply to the guest, choose option one; if you want to affect the entire group, choose the
second option. The third option can be helpful when you work with a block from which rooms are picked up at
different times. You may want to increase the rates for all group members arriving the weekend of a special event,
but not for others. You can also apply the change to Only Non-Sharing Guests, Only Sharing Guests, Only
Guests with same Room Type or Selected Group Members.
Changes to group members will only be made to those records where the original information of the field exactly
matches the original information in the record that was changed.
Some examples have been provided to help you better understand how these criteria selections will work.
1. Let us assume, for example, that you change the rate code of one group member from GRP_1 to CORP1 and
then apply the changes to Only Non-Sharing Guests. Fidelio will check each group member that does not
have a sharer number and has the rate code GRP_1 and change it to CORP1. Those group members which have
either a sharer number or a different rate code will be ignored.
The principle described above is applied in all cases. As you can imagine the examples are endless if multiple
modifications are made at the same time. The rules are exactly the same.
2. In the case where the user selects the option Selected Group Members, Fidelio will display a list of all the
group members that would be eligible for at least one of the modifications. For instance, you picked a group
member and you changed the member’s Reservation Type from 1 to 4, and at the same time modified the Rate
Code from GROUP1 to GROUPBB. Then you selected Selected Group Members. Fidelio displays a list of
the group members that either had a Reservation Type of 1 or a Rate Code of GR.
Please note: Fidelio will only apply changes to those group records where the original information in the field
exactly matches the original information of the record that was changed.
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More examples:
3. Let us assume, that of a group with ten guests five group members have the rate code RACK and the other five
have the rate code GRP_SPEC. You modify one of the RACK reservations by changing the rate code to CORP.
If you select to apply this change to the entire group, Fidelio will update the five reservations with the RACK
rate code to CORP and will not change the remaining five.
4. If you carry out changes to fields that influence the availability, such as rate, room type or arrival and departure
dates, Fidelio will only let you update the entire group if there are enough rooms available. For share
reservations and changes influencing availability, Fidelio will first display the message “Change other sharing
guests as well?” and then display the standard Apply Changes window. Take special care not to contradict
your own choices, such as answering [N] to the prompt “Change other sharing guests as well?” and then
selecting [Y] to “Change all members of the group?”
Please note: The Apply Changes window will be displayed whenever you make a change to any of the group
members, record or change a message, add a trace or action trace or use any of the other Group menu options to
modify a given group reservation.
Once you have finished the correction or changes, press [Esc] to exit the record and the screen returns to the two
group windows.
2 Cancel. Highlight the record you would like to cancel and press [2] for Cancel. If the cursor is on the group
master, the message “Cancel entire group? Yes/No” is displayed. If it is on a group member, the message “Cancel
this reservation? Yes/No” appears. If you say [Y], a pickbox with cancellation reasons is displayed from which you
have to choose one. The cancellation reason will appear together with the date, time, cancellation number and the
user ID. As in Reservations, all cancellation numbers start with an [X]. Press [Esc] to leave the cancellation
window. The status of the reservation will now change on the screen to CX. If you subsequently try to correct this
reservation, the message “This reservation was canceled, do you want to reactivate it? Yes/No” appears. When you
choose [Y], the reservation will return to an active status.
3 Rate Info. Highlight the record for which you would like to display the rate information and press [3]. Fidelio
will display a window with all defined currencies, from which you can select one with [Enter]. The Rate Info
screen will show the rate, tax and any extras for each day of the reservation request, the calculated total for the stay
and the selected currency at the bottom. In addition, Fidelio will display any deposits made towards the reservation
and deduct the deposit from the total cost for the stay.
4 Confirmation. Highlight the record for which you would like to preview the confirmation letter and press [4] for
Confirmation. The confirmation letter for this record will now display on the screen. You can change the letter in
this screen. After you have pressed [Esc], the message “Do you want to store changes? Y/N” appears. If no
confirmation letter is specified in the reservation, nothing will be printed.
5 Profile. Highlight the record for which you wish to see the guest profile and press [A]. This record is the exact
information that was used to create the information at the beginning of the reservation process. The menu options
displayed at the bottom of the screen include:
Correction
Special Fields
Select Another Profile
Remarks
History
OK
Options
Using Correction you can make changes or corrections to the group profile displayed on the screen. Select
Another Profile is to attach a different group profile to the group. Remarks is a free-form area to add information
for this guest record. The History option is used to access previous stay information to the group profile. The
Special Fields are used by special user rights to enter or change information to commissions (only for travel agent
profiles), set the availability override flag, set the profile on the blacklist or cashlist and record a corresponding
message, and define the A/R account number, and Options are used for additional profile information. Selecting
[OK] (or [Esc]) returns you to the group reservation windows. If your property is using the Additional Address
Information parameter {guestaddr2}, use 2nd Address to add or change a second address to the profile.
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6 Options. The Options menu is identical throughout Fidelio.
Routing Instructions. With the routing instructions menu you can send charges of certain department codes
automatically to the second, third or fourth window or to other folios in other rooms at the time of posting. The
user can choose between the folio and the second address of the profile and make changes to that second
address for the routing instruction if the user right to make changes has been assigned. It is only possible to
select the second profile address for the same room on the routing instruction if the parameter Additional
Address Information {guestaddr2} has been activated. The Info option under Routing Instructions displays the
selected address. You can define a routing period if you would like to restrict the rerouting of postings to a
certain period (for more information on Routing Instructions refer to Billing on page 4-3 of the Cashier User
Manual). If you want to route postings of an individual reservation to a company, agent, group, etc., you should
link the reservation with the company, agent, group, etc. first via the Agent/Company option.
Agent/Company. With this option you can link a company, travel agent, reservation source or group name to
the reservation. You can also view and modify the given address, although this information has usually been
recorded with the reservation. Each of the Source, Agent and Company fields function the same way. Move
your cursor to the first required field (say, Agent) and type the first few letters of the travel agent's name. Press
[Enter]. Fidelio displays a list of existing profiles from which you can highlight a profile and press [E] to view
or edit the selected profile. Press [Enter] to select the profile for the reservation or press [N] to create a new
profile, if the agent you want does not exist. If default rate codes have been recorded for a company, agent or
source profile, this is indicated by a single dollar sign ($) for one rate code and by a double dollar sign ($$) for
two or more rate codes. In addition, Fidelio will display the default rate code with the highest sequence number
in the RCode field. Press [R] for Rate Codes if you want to view all default rate codes recorded for the profile.
If you select a profile with a default rate code, Fidelio will also display an appropriate message.
Fixed Charges. Here you can view, modify and enter any fixed charges. Fidelio posts fixed charges as well as
room and tax automatically during the night audit and when you print an advance folio.
Special Fields. If you have defined any fields in the extra reservation fields screen, then you can view and
modify them here if you have the rights to do so. It is possible that Fidelio displays this optional reservation
screen automatically each time when the main reservation screen has been edited (only with parameter
Automatically Edit Reservation Option Screen {p_resscr2} ON).
Deposit. Here you can enter a deposit towards a reservation before the guest has checked in. After selecting
this option, you have to enter your password. Fidelio will display pertinent information about the guest,
including deposits requested and deposits paid. Select the method of payment from the pickbox and enter the
amount received. Fidelio will then ask whether you want to print a receipt.
Now you can change the reservation type. Let's assume that the guest had “non-guaranteed deposit expected”.
Of course, you would want to change the reservation type to “guaranteed deposit received”. All available
reservation types are displayed in a pickbox. Choose one and press [Enter] or press [Esc] if you do not want to
change it. The deposit amount will automatically be transferred to the guest folio at check-in.
Delete. Deleting a reservation removes the data completely from the system. This is used when you have made
a complete mistake while entering a reservation and would prefer to re-enter the entire reservation rather than
correct the first one. This action does not update the guest, agent or company history. Fidelio acts as if the
reservation never existed. You cannot delete a reservation which has a deposit. You must first clear the deposit
in the cashiering module.
Please note: You can delete canceled reservations as well as active reservations.
Auth. Direct Bill. If the guest wants to check out and have his balance transferred to a city ledger account, city
ledger check-out must be authorized with this option first (only if parameter Use City Ledger Check-Out
Authorization {chkclauth} is ON).
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Package Options. (Only with parameter Advanced Package System {par_packag} ON.) If you work with the
advanced package module, Fidelio displays the following window:
Figure 2-56 Package Options Menu
Show Posted POS Items. This displays a list of all package elements for which an allowance has been created.
The creation of the allowance is done automatically by the system at check-in and during the night audit.
Please note: Allowances are only created for the same day. This means that if a guest has a breakfast package,
you will only see the allowance for the current date and the previous days, but not for the next day.
Refresh POS Packages. This option checks and updates any changes you made to POS packages concerning
the reservation. It is necessary to run this option if you attach a new POS package code to the reservation
change or remove an attached package code or when you change the rate code to another rate code with
different POS packages. It is only necessary to refresh POS packages if the guest has checked in already.
Route Packages. (Only with parameter Allow Package Routing {p_packrout} ON.) If the property works with
package routings, the options Route Packages and Display Routings are displayed here. The Package
Routing option allows you to redirect package allowances from one account to another. For example, all group
member package allowances could be directed to the group master folio or the children’s charges could be
directed to the parents’ room. This facilitates the posting of charges to one account while considering multiple
rooms.
Select the Route Packages option to redirect the package allowances to another guest or room. You can route
packages to reservations and checked-in guests that do not already have a routing to another room and whose
arrival and departure dates correspond to the date range of the reservation for which you want to add the
package routing. If the reservation for which you want to add a package routing is already checked in, then
only checked-in rooms are available for selection.
When you have selected the target room, Fidelio will display the message “Use other allowances on target
room?” Here you determine whether the target room can exceed its own allowance and use allowances that
might be available from the other source rooms. This might apply in the case of a family, where the package
allowance from the children are routed to the parents' room, but certainly not in the case of a group.
Please note: Fidelio will only redirect package allowances to a checked-in room. If the target room is not
checked in at the time of posting, Fidelio will post to the source room and remove configured package routings.
During the check-in of a guest, Fidelio will make sure that the target room for the package routing has already
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checked in. Otherwise the system will display an appropriate warning message and allow the user to cancel the
check-in or to remove the package routing.
If you have already routed the package postings to a reservation once, it is not possible to re-route them to
another reservation. For example, if you have routed the package postings from room 108 to 113, it is not
possible to redirect the charges from room 113 to 120. Fidelio will display the following message “This
reservation has packages routed from other reservations. Package routing not possible.”
When you Route Packages, you redirect the package allowances for all POS package postings connected to
this room. The system will add up all package allowances accumulated on the target room in order to produce
a total for the particular department code allowance (for more detailed information refer to Package Elements
on page 3-30 of the Rate Management Setup Manual).
Display Routings. Selecting the Display Routings option for a reservation, you can identify whether the
reservation serves as a source or target room, i.e., if the reservation has package routings to another room or if
the room receives package allowances from other rooms.
For target rooms, the Display Routing option displays a list of guests who have a package routing set to the
selected room/reservation. The information includes guest name, room number, arrival and departure date, the
status of the reservation and whether other allowances on the target room can be used ([Y] in the column
Other). You can press [Delete] to remove a package routing. Fidelio will go through the standard checks for
the deletion.
Virtual Numbers. (Only with license code Virtual Number Assignment {ex_didnr} ON.) This option is only
displayed if the hotel uses virtual number pools. In this case, you can select the Virtual Numbers option to
assign a virtual number to a guest in house, view, modify or remove it. You cannot assign virtual numbers to
reservations. The use of this option depends on how the hotel has set up the virtual number pools and is usually
determined by the functionality of your telephone system. Up to five number pools are available. They can be
room-based or guest-based and can have various assignment rules.
Fidelio can assign virtual numbers automatically at check-in or prompt the user to assign numbers at check-in
or you can assign numbers with this option only. After selecting this option, Fidelio will either display any
virtual numbers that have been assigned to the guest or display the message “No virtual number assigned for
this reservation. Do you want to assign one? Yes/No.” With [Y] you will receive a list of active virtual number
pools (for example phone, fax, mobile) from which you pick the required line pool with [Enter]. Next, Fidelio
will display a list with numbers from which you can pick one. If the guest has a permanent number linked to
his guest profile, Fidelio will indicate this number and suggest it for selection. If the room has not been
activated for the selected number pool, Fidelio will display an appropriate message. Once you have picked a
number, Fidelio will display the selected pool and number in a picklist. You can insert a new number by
pressing [Insert] or remove a virtual number assignment by selecting the number and pressing [Delete].
Please note: You can only assign one virtual number per reservation and pool. Therefore if you have to change
a virtual number, you first have to remove the existing number and then assign a new one.
If you assign a room-based virtual number for a share reservation, Fidelio will apply this number to all
associated checked-in sharers. If you remove a virtual number with an assignment-required pool, you will not
be able to exit the option without assigning a new number.
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Break Share. Using this function you can break an existing share reservation. Breaking a share reservation
means that you can separate two (or more) shared reservations and form two (or more) individual reservations,
thus influencing the availability. To do this you place the cursor on one of the “share” reservations and select
this option. A screen like the following is displayed.
Figure 2-57 Break Share
You can see all reservations sharing the selected reservation (marked with an asterisk * in the list). If you
require more information, press [Enter] on any of the records to display the guest info screen. If you want to
break apart all listed share reservations, press [A] for Break All. Fidelio will check availability, remove the
share links and finally display the message “Share break successful.” If you only want to separate one of the
share reservations, select that reservation and press [S] for Break This One.
Please note: Fidelio will only let you carry out an individual break if this will not result in breaking the
complete share.
If you attempt to break a share reservation which is attached to a block, Fidelio checks whether there are
enough rooms in the block and if necessary, makes use of the borrowing technique. If there are not enough
rooms in the block, Fidelio will increase the block by the number of rooms required for the break of the share,
if the block has been marked elastic. If the block is not elastic and there are not enough rooms left in the
allotment to break the share, then Fidelio will not let you break the share.
For further details regarding the handling of share reservations refer to Handling of Share Reservations on page
2-58.
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Combine Share. This option allows you to combine two individual reservations into two shared reservations.
When you want to combine reservations, select one of the reservations and then select this option. You can
enter the name of the sharing guest or press [Page Down] for a list of all reservations available for the share.
Fidelio will display a list of reservations with overlapping dates and/or the same block code. On the top of the
window you can see the details of the selected reservation.
Figure 2-58 Combine Share
Select the other reservation with [Enter]. Fidelio will ask “Share with [guest name]? Yes/No?” If you answer
[Y], Fidelio will build the share, assign the internal share number, update the availability accordingly and
finally display the message “Guests now sharing in room S/nnn. Please check rate and persons.”
If you combine two block reservations into a share, Fidelio will update the available rooms in the allotment and
add the freed room to the block again.
Show Share. If you want to see all reservation shares of a highlighted share reservation (marked with *), select
the Show Share option. Fidelio will display the details of the selected guest on top and a list with
corresponding share reservations below. The information includes share number, room type and number (if
assigned), name, arrival and departure dates, rate, balance, any attached profiles and the reservation status. For
this display, the asterisk in front of the guest name indicates the reservation that you have currently selected.
Traces. This function is similar to Messages in that you can create a message and attach it to a guest
reservation. However, the difference is that a Trace is a message not to the guest, but to your colleagues and it
requires an action and a specific action date. Let's look at an example. Suppose you are making a reservation
for a guest and the guest says “I will need a roll-away bed for my young son.” What do you do? Well, somehow
you need to advise Housekeeping that they need to put a roll-away bed in the room. But the guest is not coming
for a week and you do not know which room he will be in. This is where the traces can really help. Since you
have the reservation in front of you, select the Options option and then select the Traces option. If there are no
other traces for this guest, Fidelio tells you this and asks if you want to make one. You must first select a trace
department (i.e., who is to be advised). Fidelio shows you all the available trace departments. Select
Housekeeping. Next, Fidelio presents you with a pickbox of common requests from Housekeeping -if Requests
Roll-away is there, all you have to do is select it. If it is not, you need to press [Esc] and type the request
free-form. When you have either typed or selected the text, press [Enter] and you will be prompted to enter the
trace date. This is very important as the date you enter here is the date Fidelio will notify Housekeeping (by the
Trace Report) that a roll-away bed is needed. You also see the text you entered/selected. At this point you can
change it, if necessary. Press [Enter] to complete the trace. Fidelio shows you your completed trace. At this
point you can press [Enter] to modify the trace or the date; [Insert] to create a new trace; [Delete] to delete a
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trace; or [*] to resolve the trace (This means that you have done whatever was requested and you are marking
the trace as completed.) To exit this function, press [Esc] and you return to the menu.
There is a special type of trace called action. This could be thought of as a “smart trace” as it is used to
automatically change guest information. Let's say your guest plans to stay from Friday to Tuesday. On Friday
and Saturday he is eligible for a special weekend rate. On Sunday and Monday his rate must change to a
corporate rate. This means that the rate code and thus the rate, must be changed on Sunday. You could make a
note to change the rate on Sunday morning, but the “smart trace” can make this change for you automatically.
All you have to do is select the Options menu. Select Traces and make a trace in exactly the same manner as
above. However, when you are offered the pickbox of trace departments, select Actions instead of a specific
department. Fidelio now lists a series of possible changes. You can elect to change the market code, the source
code, the rate code, the actual rate or the number of adults or children. Pick the rate code and press [Enter].
Fidelio asks you when the rate code is to be changed. Enter Sunday's date. Fidelio will now change the rate
immediately after the night audit on Saturday night. When you use this function, there can be no mix-ups,
mis-postings or rebates because of someone forgetting to manually change the rate.
When you apply an action trace (ACT) for the Entire Group, for example a market code change, room rate
change, etc., Fidelio will check whether the group members already have such a trace applied for the same date
and display appropriate messages accordingly, such as “Traces added” or “Members already have this trace.”
When you apply an action trace for the Entire Group, Fidelio will not apply the trace to group members
whose departure date is the following day, as they will no longer be in house when the trace will take effect.
Credit Cards. You can only access this option if you are using the credit card interface. When you select this
option, Fidelio offers you the following choices:
Enter Approval Code. The only time this option is used is if your credit card interface is down and you need to
enter an approval amount and approval code manually by calling the credit card company. You are asked to
enter first the approval amount and then the approval code (provided by the credit card company). Fidelio will
log any entries made into these fields into your user logfile.
Authorization Rule. This feature only works for EFT interfaces which support preauthorization and where the
parameter Auth./Settlement at Check-Out in the Functionality Setup from the Credit Card Interface option is
set to [N]. Users with the right to change the authorization rule can choose between the standard rule as defined
in the Setup program and the following two special rules at any time prior to or during the guest's stay. As the
cost of accommodation is often paid not by the guest but by the company, it is useful if the hotel can set a lower
authorization amount, for example by excluding the cost of accommodation from the calculated authorization
amount. Simply enter the corresponding number for changing the authorization rule or enter [0] for a pickbox.
Rule 5 Amount
The field Amount will default to the value as defined in the configuration program,
but you can overwrite the amount any time. The entry in Precalculated Amount will
then be replaced by this value.
Rule 6 Percentage
Here you enter a percentage and Fidelio will then calculate an amount based on the
formula LOS * rate * percentage to arrive at the entry for Precalculated Amount.
However, you can overwrite the field, if necessary.
During the night audit, the procedure CC_AUTH checks whether a special authorization rule has been defined,
calculates the amount to be approved accordingly and goes out for authorization.
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Additional Authorization. This option is used when you want to get approval for an additional amount - above
what the credit card company has already approved. For example, if a guest's account balance is $1,000.00 and
you originally got approval for $1,100.00 from his credit card company, but now he comes to the desk and
wants to send various expensive packages overseas, you will need to increase the approval to, say, $1,400.
When you select this option, Fidelio shows you the Current Authorized Amount as well as the Guest Balance.
The third field is where you enter the new approval amount. If you enter ‘1400.00’ here, the Credit Card
Interface will request a total approval for $1,400.00, i.e., $300.00 more than previously approved (not
$1,400.00 more).
When you press [Enter], the Fidelio Credit Card Interface contacts the credit card company with the approval
request. If the amount is approved, a message is displayed showing the approval code and the new approval
amount. (These fields are automatically updated on the guest record.) If, for some reason, the approval was not
given, the credit card company will send back a message to advise you of the reason, i.e., insufficient funds or
even ask you to hold the card.
Courtesy Card Handling. If courtesy card handling is supported by your interface, you can swipe courtesy
cards with this option to collect the guest points or stay information for a guest. The system will default an
expiry date of 00/00 for all cards. In addition, by pressing the [+] key, you can display the actual number of
points which the guest has collected. During the night audit after the guest's check-out, Fidelio will send the
accumulated guest stay information to the credit card processor.
View/Change Card Type. This option will only display if the function Credit Card Usage Choice has been
activated. When selecting this option you can see whether the selected card is handled as a credit card, a debit
card or a special card.
Accompanying. What you see here depends on the setup in your hotel. You may have the option of entering
the names and birth dates of up to three accompanying persons for this reservation. If the parameter Detailed
Accompanying Guest Registration {accompany} is switched to ON, you can record registration details for
accompanying guests with this option. This includes name, first name, address, nationality, date/place of birth
and passport information. If you select this option and no accompanying guest has been recorded for this guest
yet, Fidelio will ask you whether you would like to add one. Otherwise you will be shown any recorded
accompanying guests and you need to press [Insert] to add a new one. Fidelio will default the profile
information of the guest into the name and address fields for the accompanying guest. This is very useful when
you record family members. In this case you only have to change the first name and add the passport details.
Leisure. This menu option is only available if your hotel works with the Fidelio Leisure Management module.
With the Leisure option, you can view, change, create or delete leisure bookings for the selected guest.
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If the guest already has leisure bookings, Fidelio will display a pickbox with all existing leisure bookings for
the guest.
Figure 2-59 Leisure Booking of a Group Guest
Available Options
* Plan. With [*] you have access to the main leisure management screen. Use this option if you want to create
or change a leisure booking for the guest. Fidelio will display a list with all defined outlets. Service outlets are
indicated by an [S] on the right, non-service outlets by an [N]. After selecting a service outlet from the
pickbox, you have the option of selecting a particular service or directly viewing the schedule for the specified
date. With non-service outlets you simply need to enter or confirm the date. Next, Fidelio will display the
reservation book for the selected date. Press [Enter] on a selected time slot to create a booking. You have the
same options as when you access Leisure Management with the Leisure option from the Reservation menu
(refer to Leisure on page 2-127 of this manual). The only exception is that any new booking you make is
automatically linked to the reservation on which you were previously working. When you exit the Leisure
menu, you will return to this pickbox. Any new leisure bookings which you just made will show up in the
pickbox.
If the guest did not have any leisure bookings, you will see a dialog box saying “No leisure activities on file for
this guest. Add one?” With [Y] you will jump to the main leisure management screen where you can create
leisure bookings for the guest.
DEL Delete. Press [Delete] to delete the leisure booking. There is no difference between deleting and
canceling a leisure booking.
↵ View. Press [Enter] to view the booking details. You cannot change the booking details here. To change
them you need to press the [*] key.
Guest Awards. (Only with parameter Guest Awards {awards} ON.) This option allows you to attach active
reservations to Award schemes. These schemes are user-definable and set up within configuration.
After selecting the Guest Awards option and a start date entered, Fidelio will display those awards currently
attached to the displayed reservation. Using the [Insert], [Enter] or [Delete] keys, awards can be inserted,
modified or deleted.
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The following entries can be made from within this option. Those marked with an asterisk (*) are required.
Type*
Quantity*
Date*
Text
Card Type
Member Number
User-defined code.
Number of awards/vouchers to be consumed/taken.
Valid date within the range of the reservation.
Voucher/Award Number/Remarks (free form text).
Loyalty program type from attached guest cards. Fidelio will default with the card
type having the lowest sequence number.
Membership number for loyalty program which will default dependent on card
type entered. If card type is blank, a user-defined number may be entered.
In the event that Guest Awards have been attached to the booking and the reservation incurs a date change,
Guest Awards with a date falling outside the new span of the reservation will be prompted with a warning
message and the award entry deleted. This will affect the following areas:
-
Room Plan [Ctrl+F3]
Standard reservation date changes
Group reservation date changes applied to other members
Conducting an Early Departure and Awards for later dates
Deleting a Share reservation
Merging or deleting profiles will automatically either update the Guest Awards to the new profile or delete as
appropriate.
Please note: Once a reservation has been moved to history it is no longer possible to modify, insert or delete
Guest Awards associated with the stay. Also, if awards have been deleted due to a cancellation or no-show, the
awards will not show in the history.
7 Message. You will encounter this option again and again throughout the whole Fidelio program. You can leave a
message for the guest with this option. When you check in the guest, the system automatically shows you the
message. You can keep an unlimited number of messages for every guest, you can mark the messages as received
or not and you can print the messages in a user-definable format. With the appropriate interfaces, the messages will
trigger the message-waiting lamp on the telephone to turn on or will send the message directly to the video system
so that the guest can call it up on the video screen. Enter the given defaults or press [Esc] to enter free text. You can
also create specific group messages by pressing [Ctrl+F7] (for more information, refer to Telephone Operator
[Ctrl+F7] on page 1-72 of the Function Keys User Manual).
8 Check-In. This option is used to individually check in members of the group. Once the group has been split
through the Rooming List option and a room assigned, the individual group members can be checked in. Highlight
the individual you would like to check in. Press [8] for Check-In or [M] for Menu and type [8] or highlight
8 Check-In and press [Enter]. The message “Checking in the guest now” appears on the screen. Availability is
updated and when you press [Enter], the guest is checked in. The status on the informational line about the
individual has changed to IN.
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If the hotel works with virtual number pools (only with license code Virtual Number Assignment {ex_didnr} ON),
Fidelio may assign virtual numbers automatically during the check-in process or prompt you to assign a number for
this group member. In this case, a screen like the following will be displayed.
Figure 2-60 Check-in Group with Virtual Number Room
In this example there is a phone pool with an Auto Assign rule. The system will therefore automatically assign a
number from this pool to every check-in and display the number. In addition, the cursor will position on the
number field of the fax pool, as it is set to Prompt to Assign. You can select a number from the pickbox available
upon pressing [Enter] or enter one manually. Alternatively, you can leave the field blank by pressing [Esc] either
from the field prompt or the pickbox.
If a pool is set to Do Not Assign, Fidelio will display the message “No VN Assigned” in the place of the virtual
number field. If the Assignment Required rule has been activated for a pool, Fidelio will not let you complete the
check-in of the guest without assigning a number.
If a guest has permanent virtual number assignments, the check-in will be handled the same way as above. For the
Auto Assign pool, the system will automatically select and display the permanent virtual number attached to the
profile. With the Prompt to Assign pool, the system will display the pickbox and position the cursor on the
permanent virtual number.
Please note: If you use a profile with permanent virtual number assignments for different reservations staying at the
same time, Fidelio will use the permanent virtual numbers for the first reservation that checks in. If a guest with a
permanent virtual number is checked into a room which is not set up for the numbers from this pool, then Fidelio
will take the room configuration as the controlling factor and not assign the number.
If sharers are checked in and the second sharer to check in has a permanent number assignment for a room-based
pool, Fidelio will ignore the assignment and the virtual number issued for the first sharer will be used.
During the check-in of sharers, Fidelio will assign the identical virtual number to all the reservations staying in the
same room for room-based virtual pools. This is irrespective of whether or not the pool was set to Prompt to
Assign. If the first sharer is checked in and not assigned a room-based virtual number and at a later stage the
second sharer is checked in and provided with a virtual number, this number will apply to all sharers.
For guest-based pools, the system will assign a new virtual number for each sharer reservation, unless the pool has
been set to Do Not Assign.
Please note: It is not possible to assign the same virtual number to two or more sharers if the pool is guest-based.
Fidelio cannot allocate virtual numbers to guests checked into pseudo rooms (except “PY” and “PI”) irrespective of
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whether or not they have a permanent virtual number assigned to their profile or if the options auto assign or
assignment required have been activated. The same applies if, for one reason or the other, a regular room has not
been activated for a virtual number pool.
9 History. Highlight the record you would like to see the statistics for. This information includes any past stays and
future reservations, including their arrival date, departure date, revenue and extra revenue. When reservations are
created for this guest and after the guest has stayed in the hotel, the information is transferred to their history file.
Statistics can be added for the guest if prior stay information is missing or if the hotel is a conversion and will be
updating all the guest information. If you work with the parameter Advanced Turnaway Handling {regrets}, you can
also view any turnaways for the selected profile.
0 Changes. If you want to see a record of all the changes made to the selected reservation, press [0] and a window
displaying all the changes recorded will appear on the screen.
A Add On. If you want to add a reservation to the reservation which has already been created, use this menu
option. All the information from the first reservation will be duplicated. This menu option is particularly useful for
groups with multiple room types. All of the information on the reservation is the same and you would simply have
to change the information in the Room Type field on the second reservation. If you add on to a reservation of two
or more rooms, the new reservation will have only one room. Fidelio will only let you create the duplicate if the
rate code of the reservation is still available.
If you use the Add On option for a block reservation, you do not increase the size of the block but pick up a single
reservation from the block. If all rooms available in the block have been picked up and you carry out an Add On,
Fidelio will only let you carry on, hereby increasing the size of the block, if the block has been marked elastic.
B Share. If you want to share an individual in a group after the rooming list has been created, use this option. The
number of rooms on this shared reservation will be one and you can complete the information as you need to in
regards to the guest name, etc.
C Rooming List. This menu option is used to split the group master reservation into the individual reservations.
After you have selected this option, a window appears at the bottom of the screen displaying the total number of
rooms to be split from the group master.
Figure 2-61 Rooming List
The maximum number of rooms which can be split at any one time is 15. Either accept the number of rooms to split
by pressing [Enter] or change the number to the number of rooms you would like to split.
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Please note: What number Fidelio displays for the maximum number of rooms to split depends on the reservation
highlighted by the cursor. If you have positioned the cursor on the PM reservation, the number of rooms displayed
will be according to the size of the group (or the block). If you try to start the rooming list rooms from a group
member reservation, Fidelio will warn you that you are not on the group master record and ask whether you wish to
continue. With [Y], the maximum number of rooms to split is the actual Number of Rooms on the group member
reservation minus one. Therefore, if the reservation is for only one room, you cannot split off any rooms and an
appropriate warning message will be displayed.
Fidelio asks you whether there is a regular number of people sharing each room (With Sharing (1-4)). If you
would like to put exactly two, three or four people in each room, enter 2, 3 or 4. The screen will then divide itself
into groups of the appropriate size.
Please note: Fidelio will alter the rate accordingly (if necessary) based on the number of guests in the room.
Then, the system asks “Check profile” - answer [Y] to search the guest file for guests who have stayed in the hotel
before. Fidelio lets you page through the guest file with the [Page Up] and [Page Down] keys. Answer [N] if you
do not want to check if the guests have stayed in the hotel before. After the information has been completed at the
bottom of the screen, the rooming list appears on the screen.
You can also enter rooming lists which are not sorted by singles, doubles and triples but are listed in any random
order with this option:
Just enter [1] in the With Sharing (1-4) field for a flexible number of people per room. You can enter up to 19
guests at a time. You will see a new column at the right side of the screen called S/W. In normal cases you would
leave this field blank. However, if you wish to indicate that the guest shares with the guest above, enter [S] in this
field (actually any non-blank character will do). Fidelio displays an up-arrow to show that the guest is sharing with
the one above.
You can put many people in the same room by entering an [S] in the S/W field for as many guests as you like. As
soon as you enter a guest with a blank S/W field, you have started a new room.
If various people share a room, there is always the question of who pays the bill or what kind of rate sharing is to be
entered. If you enter a rooming list with sharing, Fidelio asks you how you want to share the rate. There are three
choices:
If you select Zero Rate for All Sharing Guests, Fidelio will remove the rate code and the rate for all guests in a
room except for the first one. If you are using rate codes, Fidelio will then add up the total number of people in the
room and store this number in the first guest. The number of people (adults, children) in all other records are set to
zero. Finally, Fidelio recalculates the rate for the first guest based on the total number of people in the room.
If you choose Split Rate Evenly among All Guests, Fidelio will do just that. It will also remove the rate code if
you are using one. The rate will be divided as evenly as possible. If you split a $100 rate among three guests, the
first two will pay $33.33 and the third guest will pay $33.34. As the rate code is removed in this case, you should
be sure to enter any packages included in this rate code in the PACKAGES field in GRES2.DBF (for more
information about this field, refer to page 2-38, Packages field).
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If you use the Full Rate for Each Guest option, Fidelio will simply leave the original rate code and rate for each
guest. The rate might change for some of the sharers if you modify the number of people in the sharing record.
Figure 2-62 Full Rate for Each Guest
For each split room, you have the opportunity of completing the last name, salutation code, arrival and departure
date, room number, room type and number of persons. If you do not enter the first name, the group name appears in
parentheses on the display.
Please note: If the group reservation is linked to a block code and you enter a room type which was not allocated
for the original block reservation, Fidelio will automatically lead you through the borrowing routine. If no more
rooms are available in the block, Fidelio will check whether the block has been marked elastic. In this case, you
will be able to increase the block and continue adding group reservations. Otherwise, Fidelio will not let you pick
up any more reservations.
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Rooming List Options
[Ctrl+L] More Fields. If you need to enter the number of Children, the VIP code, Comments and/or Specials
codes (if configured) for any guest on the rooming list screen before splitting the reservations, simply highlight the
required name and press [Ctrl+L]. The following window is displayed:
Figure 2-63 Rooming List, More Fields
The Specials field, if present, enables the user to record special requests or services, such as flowers, chocolate, an
iron or exercise bicycle for a guest reservation. If you know the available specials codes, you can simply enter them
here separated by comma. If you make an invalid entry, Fidelio will display a multiple pickbox. Mark any desired
specials with [+] and press [Esc] when you are done.
[Ctrl+B] View Grid. Press [Ctrl+B] to view the grid of rooms available for the group (only for standard groups
linked to a block). This is especially useful when you start borrowing room types when entering the group rooming
list.
[Ctrl+N] Block Maintenance. Assuming that you have the appropriate user rights, you can access the Block
Maintenance option directly from the rooming list by pressing [Ctrl+N]. This can be very helpful as it enables you
to make required changes to the block, such as adding rooms, changing room types or changing the time range for
the block, without having to backtrack out of the group. If you press [Ctrl+N] Fidelio will display the Block
Maintenance selection menu.
When you press [Enter] on the Block Name or the Full Name, Fidelio will automatically default the proper entry
for the group from which you have accessed Block Maintenance (for detailed information refer to Block
Maintenance on page 2-95).
When you have completed the information, press [Enter] or [Page Down] after the last field. The message “Split
Group? Yes/No” appears on the screen. If you do not want to split the group, answer [N], and the system will abort
creating the rooming list. If you answer [Y], in the lower window, the number of rooms you just split will appear
individually and in the top window, the PM will appear with the number of rooms remaining to be split, if the split
was not for the entire group reservation.
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Figure 2-64 Check In Group
D Check-In Group. Use this menu option to check in the group all at once. Prior to using this option, rooms must
have been assigned to the group members. Press [D] for Check-In Group or press [M] for Menu and press [D] for
Check-In Group or highlight [D] for Check-In Group and press [Enter]. Members of the group with the same
arrival and departure dates will be checked in simultaneously. Members of the group with different arrival and
departure dates will not be checked in. The status of the group members changes from the booking type to IN.
This is not the only way to check in the group members, they can also be checked in individually from the Arrivals
option on the Front Desk menu. However, this is the most efficient way to check in the whole group.
When checking in the group guests, Fidelio goes through a number of checks and may display some of the
following messages.
If a room number has been assigned to a reservation record, you can also check in the guest directly by selecting
the option 8 Check-In, without calling the reservation detail.
If the room status is dirty (DI) at check-in, Fidelio issues a warning “Room is dirty. Do you still want to perform the
check-in? Yes/No.” Answering [N] aborts the check-in but keeps the room assigned to the guest.
If the hotel works with the inspected room status (only with parameter Additional Room Status INSPECTED
{p_inspect} ON) and you check in a group, Fidelio will prompt you with various warnings, if some of the group
rooms have not been inspected.
If you work with room discrepancy and according to housekeeping the rooms is still occupied (i.e., the room is
marked as a SLEEP), Fidelio displays a warning message before checking the guest in.
If the hotel uses virtual number pools (only with license code Virtual Number Assignment {ex_didnr} ON), Fidelio
may assign virtual numbers automatically during the check-in process or prompt you to assign numbers. The use of
this option depends on how the hotel has set up the virtual number pools and is usually determined by the
functionality of your telephone system. Up to five number pools are available. They can be room-based or
guest-based and can have various assignment rules.
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For the group check-in, once you have selected D Check-In Group, Fidelio will display the question “Show
assigned virtual numbers for each group member?” With [Y] the normal virtual number assignments will take
place just as during regular check-in, i.e., the system will display the assigned virtual numbers for auto-assign pools
and prompt for assignments for prompt-to-assign pools. With [N], the system will not display anything but
automatically assign the virtual numbers for Auto-Assign pools and ignore Prompt-to-Assign pools. Fidelio will
then continue to roll through the complete check-in without stopping for prompts. If a pool is marked as Prompt to
Assign and Assignment Required and the user selects not to display the virtual numbers for each group member,
Fidelio will also allocate virtual numbers to these guests.
E Filter. This menu option allows you to sort the rooming list display of group members on the screen by name and
arrival date, by room number, just by name or by order of entry. In addition, you can further customize the display
with the filter options All Guests, Guests Not in House, Guests in House, Departed Guests, Reservation
Canceled, Not Canceled and Sorted by Date. The E Filter option is particularly useful when you are viewing a
large group where the group members do not all fall into the same category.
Your selection will remain active until you return to the reservation screen or if you press [Tab] to move the cursor
between the upper and lower windows. For blocks it will remain active until you [Esc] back to the block name
prompt.
F Auto Room Assignment. Use this menu option to automatically assign room numbers to your group members
and a PM account to the group master. Option C Rooming List must have been completed prior to this option.
When you press [F] for Auto Room Assignment, the first query appears at the bottom of the screen asking for the
arrival date. It defaults to the arrival date on the PM reservation. This is used to assign rooms to group members
with different arrival dates. You can assign all group members arriving today and not tomorrow, etc. Press [Enter]
to move to the next query. In Features, you specify which room features the group rooms must have. If they are all
supposed to be on the first floor, the feature can be specified here. Once you have pressed [Enter] through the
features, Numbers of Persons per Room is the next query. This should be left at 1.
Press [Enter] and Fidelio will ask you if you want to assign only vacant rooms (i.e., no due-out (DP) rooms) and
then if you only want to assign clean rooms. If today is the day the group will arrive and you know you have clean
rooms available, then you can answer [Y] to the prompt. If this is not the day the group will check in, then you can
answer [N] to both the vacant and clean rooms prompts. Then the system assigns rooms to the group members
based on which features and clean or dirty specification you made. Once the room assignment has been completed,
press [Esc] to remove the Group menu from the screen. Beside each of the group members will be their assigned
room and beside the group master is the PM account which has been assigned.
Please note: If you have assigned occupied rooms, Fidelio will not allow the group guest to be checked into these
until they have been vacated by the previous guest (or you make the two guests share).
If the hotel works with the inspected room status (only with parameter Additional Room Status INSPECTED
{p_inspect} ON) and you assign rooms for a group arriving today with the option F Auto Room Assignment ,
Fidelio asks the following questions: “Assign inspected rooms only?” If you answer [N], the question “Assign
clean or inspected rooms only?” is displayed. The last prompt will ask “Assign vacant rooms only?” These
prompts also appear when you use the option D Check-In Group.
Please note: Fidelio will conduct the room assignment in numerical order, i.e., ascending room numbers and will
not first assign IS rooms and then the CL rooms.
Once Auto Room Assignment has been completed, the group check-in can be done.
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H Miscellaneous. The Miscellaneous option from the Groups menu houses a number of additional options
available for groups and blocks. When you
press [H], the following selection window is displayed.
Figure 2-65 Miscellaneous Menu
You do not have to select H Miscellaneous each time you want to access one of these menu options. If you know
the respective activated menu letters/speed key, you can access each of the options directly, simply by typing the
letter.
G Automatic Room Type Assignment Option. This menu option is for Generic room types. If the group
reservation was made with Generic Room Types, Automatic Room Type Assignment will replace the Generic
Room Types with those room types that make up the Generic Room Type category.
The group reservation should have been split prior to using this menu option. To use this menu option, press [G] for
Automatic Room Type Assignment or highlight Automatic Room Type Assignment and press [Enter]. The
arrival date on the group reservation appears on the screen. Press [Enter] to accept the default date. Then the
system removes the Generic room type category from the individual group member reservations and replaces them
with non-generic room types. Once this menu option has been completed, the automatic room assignment is
possible.
I Room Status. This menu option shows the status of the rooms for the group. If no guests are checking in today,
the message “No guests with assigned rooms are checking in today.” If there are guests checking in today, then a
display appears with the guests' last name, assigned room number and the room status. This option is for display
purposes only. Nothing on the display can be changed.
J Delete. If you want a reservation to disappear from the system with no trace of the reservation activity, you
should use this option instead of cancel. Highlight the record you would like to delete. If the cursor keys are on the
group master record, Fidelio asks whether you would like to delete the whole group reservation. On all other
records only the individual group reservation is deleted. Press [J] for Delete. The message “Delete this
reservation? Yes/No” appears. If you want to delete an individual reservation, you can also use Delete in Options.
In-house guest records cannot be deleted.
K Print Keys. This menu option is used to print the labels for the key packets for the group members.
L New Posting Master. Use this option to create a new posting master for the group or block.
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N Block Maintenance. Assuming that you have the appropriate user rights, you can access the Block
Maintenance option directly from the Groups menu by pressing [Ctrl+N]. This can be very helpful as it enables
you to make required changes to the block, such as adding rooms, changing room types or changing the time range
for the block, without having to backtrack out of the group. If you press [Ctrl+N] Fidelio will display the Block
Maintenance selection menu.
When you press [Enter] on the Block Name or the Full Name, Fidelio will automatically default the proper name
entry for the group from which you have accessed Block Maintenance (for detailed information refer to Block
Maintenance on page 2-95).
O Group Statistics. This menu option displays the activity for the group by day. The first column of the display is
the date, starting with the first arrival date for the group. The second column of information is the number of
rooms/people in specific room types. The last column of information is the total number of rooms/people for this
date for all room types.
Figure 2-66 Group Statistics
This information is for display purposes only and cannot be changed.
Pick Up from Existing Block
In the following chapter only the differences between this and the Standard Group Module will be described and,
wherever necessary, refer you to that chapter for additional information.
Once you have selected the Pick up from Existing Block, you can type in the block code or the first few letters of
the block code from which you want to pick up reservations. The block code must have been previously defined in
the blocks section.
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Fidelio then presents you with a list of all blocks which are open for pickup. In this display, you will not see any
blocks which are in the initial phase or blocks which have been canceled.
Figure 2-67 Pickup From Existing Block
Press [Enter] to select the block with which you would like to work. If you have not yet entered a group profile in
the blocks program, Fidelio will tell you that you cannot proceed until you do so. You can, however, pick up
reservations from this block using the individual reservation program without creating a group profile (for detailed
information refer to the section on Blocks, beginning on page 2-95).
Unlike the standard group arrangement, where Fidelio displays the master reservations at the top and the single
reservations at the bottom, Fidelio shows the available block at the top and all reservations associated with the
block at the bottom.
Figure 2-68 Associated Reservations Shown
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The first time you try to pick up from an existing block, Fidelio will search for a posting master - a reservation with
room type PM. If Fidelio does not find one, it will create one automatically and bring up the PM reservation on the
screen. Fidelio will default certain fields in the posting master with information out of the block header, including
arrival date, departure date, rate code, market code and source code.
Contrary to the Standard Group Module, you do not have to enter a number of rooms in the PM reservation as
you have already selected the number of rooms and room types in the block module. You should fill in any fields
on the reservation screen which should be carried over to all members of the block, for example meal plan, color,
method of payment, flags or package codes.
If you did not define a rate or rate code in the block header but selected rates for the various blocked room types in
the grid, the Rate field of the PM reservation remains empty. Even if you enter something there, the rate codes
selected in the grid will still take precedence.
Press [Esc] when you have entered all necessary information. You can now call the Groups menu (refer to Group
Menu on page 2-71) and from here on, all the options are identical to standard groups, except Add On and
Rooming List.
Add On with Existing Block
When you use standard groups, you need to create master reservations with, for example, 50 double rooms, 30
single rooms and 4 suites. Whenever you entered a rooming list using the standard groups, Fidelio would
automatically subtract from the number of rooms in the master reservation. When you pick up from an existing
block, you should not create such master reservations. The group block determines the numbers of rooms reserved.
Whenever you do a pickup or enter a rooming list, Fidelio subtracts from the block.
Therefore, unlike the standard groups, the menu option Add On is merely a pickup of a single reservation. It does
not increase the size of the block. Instead, adding one single reservation decreases the number of rooms available
in the block. However, if all rooms available in the block have been picked up and you carry out an Add On,
Fidelio will let you carry on, hereby increasing the size of the block, if the block has been marked elastic.
Before selecting to add on, position the cursor on an already existing reservation which is most similar to the one
you wish to add on. The reason for this is that most of the fields from the current reservation will be copied to the
added-on reservation as defaults.
Once you press [A] for Add On, Fidelio prompts you to enter a name, first name or city so that you can search for
the guest in the guest file. If Fidelio finds a similar name, you can select it from a pickbox. Otherwise, you can
create a new profile. The process is similar to that in regular reservations.
After you have selected the name, Fidelio shows the available rooms grid once again and lets you scroll with the
cursor to the room type which you would like to select. You can also see rates, initial block, total house availability,
cutoff date and other information by pressing [Space] on any given cell on the grid.
Although the length of the grid is determined by the arrival and departure date of this reservation, you can change
the arrival date for this reservation by positioning the cursor on a different date.
Once you have selected the room type and arrival date, press [Enter] to confirm your choice. If you attempt to
select a room type which does not have any rooms available for this block, Fidelio will prompt you through the
borrowing technique (for more information on the borrowing technique, refer to Borrowing a Room Type on page
2-32).
If you are trying to add on a reservation with a PM room type or another room type which begins with P, just press
[Esc] to exit the grid. Fidelio will leave the room type from the original reservation on the screen, which you can
then overwrite.
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Having selected the room type, Fidelio brings up the standard reservation screen, in case you want to fill out or
change any of the fields on the right side of the screen. Once you exit the reservation screen (with [Esc] or [Page
Down]), you will notice that Fidelio has automatically adjusted the grid of available rooms to reflect the new
reservation.
Rooming List with Existing Block
When you enter a rooming list with a standard group, you can only split as many rooms as you have in your master
reservation. There are no such master reservations when you use existing blocks and you can enter any number of
rooms up to 19. Rather than defaulting the number of rooms to the number of rooms in the master reservation,
Fidelio defaults to zero rooms. The word "split" is also confusing as you are not splitting an existing reservation.
Instead you are entering a rooming list, which, in turn, decreases the number of rooms available in the block.
Please note: Fidelio recommends that before you enter the rooming list, you position the cursor on the existing
reservation which is most similar to the reservations on the rooming list which you are about to enter. The reason
for this is that most of the fields from the current reservation will be copied to the new reservations as defaults.
The rooming list screen itself looks very similar to that of the standard groups. However, there are a number of
differences.
When you create a block, you can reserve as many different room types as are available in the hotel. Therefore,
Fidelio will not suggest a room type when you pick up rooms from an existing block. When you enter a room type,
the system will check immediately whether this room type has been reserved for the block and is available for the
indicated stay of the guest.
If you are not sure what room types are available for the block, press [Ctrl+B] from the rooming list screen in order
to view the block and see which number of room types and rooms have been blocked for the group.
If you attempt to enter a room type which does not exist in the block or if you attempt to overbook a particular
room type in the block, Fidelio will automatically offer the borrowing routine.
Let us assume that the following rooms are available in the block.
Figure 2-69 Block Rate Grid
Let's suppose that you decide to make a reservation from 09.09. till 12.09 for the
room type KC. Fidelio will take the rooms from KC for 09 and 10 September.
As there are no rooms left in this room type for the days after you will receive a
pickbox with available room types from which you can borrow one.
Once you have borrowed a room for the 11th, Fidelio will display the borrowing
pickbox for the 12th. As you can see the list of available room types can vary
from day to day.
If no more rooms are available in the block, Fidelio will let you increase the block, if it was marked elastic.
Otherwise, you will only be able to make a rooming list for the number of rooms available in the block.
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Once you have entered and confirmed the rooming list, Fidelio updates the display of available rooms in the block
to reflect the rooming list which you have just entered.
Please note: If you have made use of the borrowing technique and then aborted the group split, Fidelio will not
restore the borrowed room types, i.e., the borrowed room types will now display as available in the block grid.
Please note: If you pick up rooms from the block using the individual reservation program, these reservations will
show up in the group screen as well.
Please note: For operational reasons, some properties like to use both the blocks and the conventional groups
option concurrently. Therefore, Fidelio allows you to create group reservations with multiple rooms and attach
these to a block. For these cases, you can use the C Rooming List option from either Standard Groups or Pickup
from Existing Block. Just take special care that you position the cursor on the multiple-room reservation before
selecting C Rooming List. Otherwise, Fidelio will attempt to deduct the rooms from the block header.
Create New Posting Master
This is useful when you have a block for which various groups are arriving with different dates. After you have
selected this option, Fidelio automatically creates a copy of the pay master reservation. You can then insert all
particulars of a subgroup with a certain arrival date into the specially created pay master.
Using Block Codes in Standard Groups
There are certain types of groups where you might want to create a block using the blocks program but pick up the
reservations using the standard groups program. This happens in the cases where you have a long block or
allotment and several subgroups, all of which must subtract from the block. Use the standard group program as
normal, but enter the appropriate block code in the Block field on the reservation screen for all reservations master and otherwise.
You will not see the availability of the block on the screen as you do in the pickup from existing block program.
However, you can view the availability of the block in the blocks module or using the function keys [Ctrl+F2] or
[Shift+F2] and pressing the asterisk [*] to see the available blocks on any given day.
Block Maintenance
The Blocks function is a very powerful way to handle groups and other room allotments. The term blocks was
chosen because of the wide usage possibilities for this function. It can be used for handling regular groups, travel
agent allotments, tour series and convention bookings as well. Throughout this section you may encounter the
words block, group and allotment. As far as Fidelio is concerned, these three terms mean much the same thing.
The Blocks Module and all items related to blocks are controlled by the parameter Front Office Group Rooms
Control {par_allot} in the Setup program. If you want to use the blocks module, you need to turn this parameter to
ON.
Group Rooms Control Module Versus the Standard Groups Module
How do you decide whether or not the Blocks function will be of use to your hotel? Consider the following
questions:
1. Does your hotel work with travel agent allotments and do you wish to track those allotments through Fidelio?
2. Does your hotel deal with convention groups where group members call and pick up their reservations
individually?
3. Does your hotel need a high degree of control over the number of rooms blocked for the group, the number of
rooms picked up and other group statistics and reports?
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4. Does your hotel ever have group bookings with staggered arrivals and departures, different numbers of rooms
booked on each day or rates which change during the group booking?
If you answered “yes” to any of these questions, then Fidelio recommends you use the Blocks function (Advanced
Group Module).
The Block Header
The block header is required for every block and contains basic information including the block code, the full name
of the block, the first arrival and last departure dates, the default rate, market and source codes and the reservation
type. The block code will be the key to accessing the block throughout the program.
If you created a block using a rate code in a currency other than your local currency, all revenue statistics are
displayed converted to your local currency when you select Block Maintenance>Block Name>6 Summary and
any of the three summary options (only with parameter Use Fidelio Multiple Currency System {curr_at_ci} switched
ON).
For example, your local currency is the British Pound and a block was created using a US rate code. Now, you wish
to display summary information regarding that block. Select Reservations>Groups>Block Maintenance and
search for the block name. Select the block and view the block header. Next, select the options 6 Summary and
choose to view Block Statistics, Daily Breakdown or Block Information.
The revenue figures in the Potential frame are displayed in the reference currency (the rate code currency instead of
the local currency). The Summary frame, however, displays those same revenue figures converted to your local
currency. This allows conversion information at a glance.
Profiles
You can attach up to four profiles to every block - the group master profile, the company profile, the travel agent
profile and the source profile. All profiles are optional. However, a block without a group profile cannot be
accessed in the Groups menu with the option Pick up from Existing Block. In addition, all blocks which are
accessed in the Pick up from Existing Block option also require a PM reservation or pay master. Details on
creating and changing the various profiles can be found in subsequent sections of this chapter. Here is a brief
introduction to the purpose of the block header and the various profiles.
The Group Profile
The group profile contains the name, address and phone number as well as other profile information on the group
coordinator or organization. In some cases, you could use the travel agency or company itself as the group profile.
In other cases, a subdepartment of the company or agency is responsible for the group booking, in which case it is
advisable to create a new group profile for the block. A group profile must be selected in order to access the group
through the menu option Pick up from Existing Block under Groups. The only case where a group profile is not
required is a travel agent allotment where each guest is handled separately and no group rooming list or group
billing is required.
The Company Profile
If the block is made through a company and you wish to maintain statistics on this company, you should attach a
company profile to the block. If the same company generates several different blocks, you will probably want to
use the same company profile every time but a different group profile for each one. If you select a company profile,
you will be able to search for group members by entering the company name as well as the block name.
The Travel Agent Profile
If the block is made through a travel agency, you should attach the travel agency profile to the block in order to
maintain accurate statistics for the travel agent. You will also be able to search for group members using the travel
agent name, if you attach a travel agent profile to the block.
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The Source Profile
If the block is made through a reservation service, you should attach the source profile to the block in order to
maintain correct statistics. You will also be able to search for group members with the name of the reservation
source.
The PM or Pay Master Reservation
The PM reservation is also required for any group reservations which require a group profile. The PM reservation
is the only header which cannot be accessed through the blocks module. Instead, it is accessed through the group
pickup module. It contains default values for virtually all fields on the reservation screen, in particular those on the
right side of the reservation screen. If, for example, all group members should share the same flag texts, you would
enter the flag text on the PM reservation. All individual guest reservations which are picked up through the Add
On or Rooming List menu options in the group pickup module will inherit the flag texts (as well as all other fields)
from the PM reservation. Furthermore, if there is any sort of group billing requirement, you will need to check in
the PM room (normally into a room in the 9000 range or another room number which belongs to room type PM)
and route the billing from the group members to the PM reservation. For this reason, the PM reservation is often
referred to as a pay master.
Picking up from the Group Block
There are basically two ways to pick up a reservation from a block: through regular reservation and through Pick
up from Existing Block under the main menu item Groups. Although it is possible to view pickups in the block
module, it is not possible to do a pickup.
Pick up from Existing Block is generally used in the following instances:
1.
2.
3.
4.
Tour group.
Group where certain charges should be routed to a master folio.
Group with a rooming list.
Group where certain operations should apply to all members, such as flags or payment methods.
Pick up through regular reservation is usually used in the following cases:
1.
2.
3.
4.
Pickups from travel agent allotments.
Convention groups where the guests come and go on different days and may belong to different companies.
Reservations in which you prefer to enter the arrival and departure date before selecting the group.
Groups in which members pay for themselves and do not necessarily share the same conditions as all other
members in the group.
Experience and hotel operations will show you which method works best for your groups. Of course you can use
both methods simultaneously, even for the same group.
The most important common feature in both cases is that in each method the number of allotted rooms in the block
is reduced with each pickup.
Reservation Types and Blocks
A special note should be made about reservation types. Each block is assigned a reservation type. The reservation
type, depending on the setup, could be Allotment, Definite Block, Tentative Block or even Waitlist. The allotted
rooms will be subtracted from the availability in different ways, depending on whether the reservation type is
considered definite or tentative.
Once you pick up a room from a block, the new reservation does NOT inherit the reservation type of the block.
Instead, it gets the default reservation type as defined in the Hotel Data in the setup program.
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Here is an example of the availability breakdown by reservation type for a
given day, as shown in [Ctrl+F2]. Reservation types Deposit Req and
Tentative Block are set up as tentative in this example. The hotel has 100
rooms.
Rms avail. = 100 - 20 - 30 - 10 = 40
Min avail. = 100 - 20 - 5 - 30 - 10 = 35
Now let's suppose that you create a block of 15 rooms with reservation type
“Tentative Block”. The availability breakdown now looks like the
following:
Rms avail. = 100 - 20 - 30 - 10 = 40
Min avail. = 100 - 20 - 5 - 30 - 15 - 10 = 20
The number of rooms available remains at 40 because the tentative block
rooms are not subtracted from the availability.
Now suppose one guest calls in to pick up a reservation from this new
block. The default reservation type for a regular reservation is
“Guaranteed”.
Rms avail = 100 - 21 - 30 - 10 = 39
Min avail = 100 - 21 - 5 - 30 - 14 - 10 = 20
The process of picking up a reservation from a tentative group reduces the
number of rooms available. The minimum number available remains the same, because tentative rooms are always
subtracted in the minimum availability figure.
You will find detailed information about how to pick up the reservations through the regular reservations module in
the chapter on reservations. You will find detailed information on picking up the reservations from an existing
block in the chapter on group reservations.
Phases of the Block
A block in Fidelio can be in either of two phases - Initial Phase or Open for Pickup. In addition, a block can have
a canceled status, in which case it is neither in initial phase nor open for pickup.
If the hotel has the parameter Offers/Options in Blocks {offeropt} ON, Fidelio gives two more phases: Offers and
Options. Only these two phases may be assigned a tentative reservation type.
In general, the phases follow the general pattern in which a block is handled in the hotel. At the first inquiry, a
representative from the group requests, for example, fifty rooms for a certain week. Nothing is definite, no contract
has been signed and no deposit has been received. You agree to keep the rooms blocked for a week or so in order
that the other sales people in the hotel do not sell those same rooms. You also want to indicate to the system that
you are still in the initial phase of the contract and you certainly do not want to accept any pickups from the block
yet. You may still need to make periodic changes to the number of rooms blocked, the rates offered and the dates of
the block. Finally, after a few days, weeks or months, the official contract is signed and the block goes definite and
reaches the next phase - open for pickup.
The two phases are independent of reservation type. You may assign a tentative reservation type in the initial
phase and change it to a definite reservation type in the open for pickup phase. You may also keep the reservation
type definite in both phases or tentative in both phases. Fidelio will not automatically change the reservation type
when the group goes into the open for pickup phase (to find out how to change the status of a block, refer to the
Change Status option on page 2-116).
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Block Business Logic
With the Block Business Logic table it is possible to see the status of blocks as per the hotel’s user-definable short
and long text descriptions rather than the words Offer, Initial, Open for Pickup, etc. Assuming that the parameter
Block Business Logic {buslogic} is switched ON and that the appropriate reservation type/block status filters are
configured, then Fidelio will handle the rest automatically.
This functionality, for all intents and purposes, is transparent to the everyday user and provides a user-defined
business logic step.
Fidelio uses the internal block status, plus the reservation type on the block header, for a match against the
descriptions entered in the block logic table. This description is displayed in place of the words Initial Phase, Open
for Pickup, Canceled, Offer, or Option. In the event that a matching status and reservation type does not exist, then
Fidelio does not allow a status change.
The areas in Fidelio which also display the user-defined text are as follows:
-
When creating a block for the first time, and if the parameter Offers/Options in Blocks (offeropt) is switched
ON, the description text Offer, Option, and Blocked appears rather than Offer, Option and Initial.
-
The description at the top of the Block Header screen reflects the user-defined long status description.
Normally this only occurs after the block header has been entered for the first time, as the block Res Type is
required to determine it.
-
When searching a block either from within the option Block Maintenance or from Pickup From Existing
Block, the user-defined long status description is shown under the Status column.
When using the option A Change Status, the messages that Fidelio displays are a reflection of the business
logic that the block is moving from and to. For example:
If the current block resembles the following:
Business Logic
Res Type
- Block Pending (internal block status “I”)
- 6 (Block)
and you select the option A Change Status, the block will be moved as follows:
Business Logic
Res Type
- Block Available (internal block status “O”)
- 6 (Block)
The message will display “Status is Block Pending. Do you want to change it to Block Available?”
When using the [*] from within the function key [Shift+F2] Control Panel, [Control+F2] Detail Availability,
or [Shift+F4] Forecast, the Status column will reflect the user-definable short status description.
In order to allow you to display blocks of a certain criteria that are currently not available to conduct a pickup, the
Search option from Block Maintenance>Initial Block displays a picklist of the summarized long block
descriptions that have been marked in the business logic table as the internal status F, P or I. Using the plus sign [+]
it is possible to mark those blocks you wish to review.
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Searching for Blocks
After selecting the option Blocks from the main menu, a small block search menu appears that helps you search for
blocks using various criteria.
Figure 2-70 Block Search Filters
Available Options
Block Name. In most circumstances, you will search for a block using the block code, an alphanumeric code of up
to ten characters. If you search by block name and only enter a few letters, Fidelio will start the display with the
blocks whose block codes begin with those letters.
Full Name. You can also search for blocks by their full name or by entering the first letters of the full name. This
can be especially helpful when the block code starts with another letter than the full name. Fidelio will display all
blocks matching the letters of your entry.
Date. If you search by date, Fidelio will show you all blocks whose date range include the search date.
User ID. Searching by user ID will show you all blocks created by a certain user. This is useful in organizations
where individual sales representatives “own” their bookings.
Initial Blocks/Open Blocks. The initial block and open block searches show all blocks in the initial phase and
open for pickup phase, respectively.
First Arrival. If you search by first arrival, Fidelio will show you only those blocks whose beginning dates match
your search date exactly.
Traces. From this menu you can also view all the traces that have been recorded for a certain date by selecting the
Traces option and selecting the required date. Traces can be created for each block by using the 8 Traces option
from the block header menu.
Cutoff. (Only with parameter Give Block Rooms back to House after Cutoff {blktohouse} OFF.) Select the Cutoff
option if you want Fidelio to go through all blocks with a cutoff date before today and check whether there are still
rooms available to be picked up. If there are, Fidelio will cut off these rooms and thus release them to house
availability again. This can be very useful in high occupancy situations, as it may free up some rooms from block
reservations with cancellations during the day or when there have been date changes for blocks.
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Please note: If the house is not full and you have enough rooms to sell, you can wait until the next night audit, when
all group rooms will be released automatically if the cutoff date has been exceeded and not all rooms have been
picked up. For cutting of a particular block, use the D Cutoff option from the Block Maintenance menu.
If you want to see all existing blocks, select Block Name and simply press [Enter] without entering a block name.
Once you have made your search selection, you will see a pickbox with all blocks matching your selection.
Figure 2-71 Existing Blocks Display
Available Options
↵ Select. Highlight the desired block and press [Enter] to display the block header record (see below).
Ins Insert/N New Block. Pressing [Insert] or [N] allows you to create a new block header record.
* Show Reservations. When you select a block with the cursor and press [*], all the reservations currently
associated with that block will be displayed (right). If there have been no reservations for the block yet, Fidelio
tells you “No reservation found.”
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Figure 2-72 Individual Reservations from Selected Block
Creating a New Block
There are two ways to enter a new block into the system. You can either press [Insert] from the pickbox of existing
blocks or you search by block name and enter the name of a block which is not yet defined in the system. Fidelio
will ask if you want to insert it as a new block. If you do not yet have any blocks in the system, the second method
is the only way to add a new block.
The typical order in which you would enter a new block is the following:
1.
2.
3.
4.
5.
6.
7.
Complete block header.
Complete group profile (optional).
Attach company profile (optional).
Attach travel agent profile (optional).
Enter the number of rooms blocked in the initial grid.
Enter the rates for each room type and date in the rates grid (optional).
Make changes to block and rates as necessary. (It can take a few weeks until all the group essentials are
definite.)
8. Change the status to open for pickup.
This is not the only order in which you can process your blocks, but it is the most logical. Your operation may, of
course, dictate a different order.
Please note: The sequence of items in the block menu does not necessarily correspond to the recommended order in
creating a block. Instead, the menu items follow the Fidelio standards (1 = change, 2 = cancellation, etc.).
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Position the cursor on an existing block and press [Enter] if you want to work on the block.
Figure 2-73 Block Header
Field Explanation
Block Code. The block code is the identifying code which is used throughout the life of the block. The block code
can contain up to 10 alphanumeric characters and must be unique. If you are planning to have the same block for
three years in a row and you want to create the whole block in one go, you will have to create a name like
SUPERBOWL1, SUPERBOWL2 and SUPERBOWL3. Approximately one month after a block has finished, you
can reuse the block code. Fidelio suggests using something which is easy to remember. If you are setting up a tour
series, the block code can only be up to six characters long, as Fidelio adds a four-character date to each group in
the series.
Status. The Status field cannot be changed using the Change menu item. You need to use the Change Status
menu item. There are three possible status options which the group could have:
Initial Phase
Open for Pickup
Canceled
Each new group is automatically in initial phase. Read the section above on phases of the block for more details.
Full Name. In this field you can enter a name of up to 30 characters for the group. If the block code is “SPEEDIX,”
you might enter “Speedix Computer Annual Christmas Party” as the full name. If you want to attach the block to a
group profile and the group profile already exist, use the same name as the group profile for the full name. Full
Name is a required field.
Starting Date. Enter the first arrival date of the block. It is still possible to pick up rooms from this block even if a
guest is arriving earlier than the starting date. At least one night of the guest's stay must fall between the starting
and ending date of the block.
Once you have blocked rooms for a certain date, it is not possible to change the starting date to a date after which
you have already blocked rooms. For example, suppose you create a group from Monday to Friday. Using the
Grids menu item, you then block a certain number of rooms for Monday. Afterwards it is no longer possible to
change the starting date from Monday to Tuesday without first deleting the Monday block.
Nights. As in regular reservations, entering the number of nights is an alternative to entering the ending date. If the
starting date is on Friday, 24 June and you enter 4 in the Nights field, Fidelio will automatically fill in the ending
date with Tuesday, 28 June. Number of nights must be 1 or larger. It is not possible to create a day-use block.
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Ending Date. The ending date should be the last departure date of the group. No rooms can be blocked on the
ending date. If you entered the number of nights, Fidelio will fill in the ending date automatically. If you change the
ending date, Fidelio will automatically change the number of nights. As with starting date, it is not possible to
change the ending date so that certain blocked rooms are then outside of the range of the block.
Rate Code. This is an optional field. If you would like to assign a particular pre-defined rate code to a block,
simply enter it here. Fidelio will display a pickbox with available rate codes in alphabetic order upon an invalid
entry. Any time you pick up a reservation from this block, the rate code will automatically be inserted into the
reservation record. All standard conditions and formulas attached to the rate code will apply. If you enter a rate
code in this field, you will not be able to customize the rates for this block.
Within the block header, the currency abbreviation code is displayed when a rate code is selected. The abbreviation
code is also displayed next to the rates in the Block Grid.
In addition, rates which are stored within a block grid from the block header rate code calculate the rate, including
multiplication and addition formulas that have been added to the rate code header.
Please note: References to fields and files such as GAESTEST.DBF and RATEDIFF.DBF will be ignored during
the calculation process in the block.
If you do not enter a rate code, you have the option of individually entering the rates for each room type for each
day of the block. This is done in the Rates option under 4 Grids.
If you want to create a custom rate for a block which is similar but not exactly the same as a pre-defined rate code,
enter the rate code anyway. Fidelio will fill the pre-defined rates into the rate grid. Later, when you want to
customize the rates, remove the entry from the Rate Code field and change the rates using the rate grid. For more
information, refer to the section on grids.
Please note: If you change or add a rate code after blocking rooms, Fidelio will remind you that you need to run the
B Refresh Rate option in order to bring all the rates in the grid up to date. The selected rate code may not
necessarily be attached to all the room types allocated for the block. In these cases, Fidelio will display the message
“Not all room types have a rate connected. Please check the rate code!” after running the B Refresh Rate option.
If you delete a rate code from the block header, Fidelio will remind you to check the rate codes attached to the
allocated room types manually.
Note to users of Rate Availability. You can enter any defined rate code, even if it is closed according to the rate
availability table. The reasoning for this is that certain rates are always closed to individual guests but are available
for group guests.
Reservation Type. Enter the reservation type for the block. Fidelio will default to the Default Res. Type for blocks
as defined in the hotel data section of FSTAMM. Fidelio recommends that you use certain reservation types only
for blocks and other reservation types only for individual guests. This way, when you look at your availability
breakdown by reservation type, you can see exactly how many block and non-block rooms are reserved.
The reservation type applies only to the non-picked-up rooms in the block. When you pick up a room out of a
block, the reservation type for the picked-up reservation changes to the Default Res. Type for individual
reservations (refer to Reservation types and blocks above for more details).
Market Code. (Only with parameter Use Market Segments for Revenue Analysis {segments} ON.) If you are
using market codes, then you have to enter a default market segment for this block. This is to ensure that your
market forecast is correct. Whenever you pick up a reservation from this block, Fidelio will insert this market
segment into the individual reservation. You can still override the market code when you pick up an individual
reservation.
Please note: The default market code in the block header takes precedence over the default market code with the
rate.
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Source Code. (Only with parameter Source of Business Statistics {sourceob} ON.) If you work with the Source of
Business field, you have to enter a default source of business code for the block. As in the market code field, the
Source of Business field will transfer to all individual reservations and can be changed in the individual
reservation.
Channel. If you work with the Advanced Statistics Module 1, this field may display on your screen. Enter a
channel code for the block or select one from the pickbox available. Channel codes are used for cross-reference
statistics.
Cutoff Date. Every block can have a specific cutoff date, a rolling cutoff date, a fixed number of days before every
arrival date or no cutoff date at all.
If you enter a cutoff date, the Fidelio night audit program will release the not-yet-picked-up rooms from the block
on the night of the cutoff date. Fidelio releases the rooms by reducing the number of allotted rooms until it equals
the number of picked-up rooms, thereby leaving zero rooms remaining in the block. The original block does not
change so you can see how many rooms were originally blocked even after the cutoff date.
Here is an example of the actual, picked-up and available block before and after the cutoff date:
Actual Blocked
KC
TDS
Picked up
XNR
KC
TDS
Rooms Available
XNR
KC
TDS
XNR
13.06.99 Thu
5
12
1
2
12
1
3
0
0
14.06.99 Fri
2
6
1
2
6
1
0
0
0
15.06.99 Sat
3
7
1
1
6
1
2
1
0
This is what the block looks like immediately after the cutoff date has passed:
Actual Blocked
KC
TDS
Picked up
XNR
KC
TDS
Rooms Available
XNR
KC
TDS
XNR
13.06.99 Thu
2
12
1
2
12
1
0
0
0
14.06.99 Fri
2
6
1
2
6
1
0
0
0
15.06.99 Sat
1
6
1
1
6
1
0
0
0
Please note: The picked-up grid does not change and the actual blocked grid now equals the picked-up grid.
Because the Rooms Available grid is only the difference between actual and picked-up, the rooms available are all
zeros after the cutoff date. The rooms are, of course, returned to house availability and can be picked up by
non-block guests. It is still possible, if desired, to increase the block after the cutoff date has passed.
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If you want to take advantage of this automatic cutoff feature of Fidelio, you must be sure the procedure
DELALLOT is defined in the night audit sequence. If you enter a cutoff date, you should leave the Cutoff Days
field blank.
Cutoff Days. Cutoff days is basically the same as cutoff date with one important difference. If you use a cutoff
date, the entire block will be released on the same night. If you use cutoff days, the night audit will release only one
day of the block at a time. If you enter a [7] in the Cutoff Days field, the night audit will release the rooms one
week before each arrival date. This is useful for travel agent allotments, where the travel agent has, for example, up
to 14 days before arrival to pick up the reservations, after which they are returned to the hotel availability.
If you enter a number of cutoff days, you should leave the Cutoff Date field blank. If you leave both fields Cutoff
Days and Cutoff Date blank, Fidelio interprets it as cutoff days equal zero. In other words, the rooms will be held
up until the night audit of each arrival date.
Elastic Block. With this field you decide whether the size of a block and the starting and end dates of a block are
fixed or flexible. If you enter a [Y] in this field, you designate that the size of the block is not fixed but can be
increased if insufficient rooms are available for the required dates. This also means that a reservation for this block
can arrive prior to the starting date and leave after the end date.
Before physically increasing the size of an elastic block, Fidelio will first make full use of the borrowing
technique. Only when no more rooms are available to borrow will the system increase the block by the required
number and display an appropriate message. For example, if the elastic block has 50 rooms and you are now trying
to reserve the 51st room, Fidelio will increase the size to 51, your reservation will pick up the room and again there
will be no more rooms available in the block. If a block is increased or rooms are picked up with a start or end date
outside the block's original dates, the block and the block statistics will be updated accordingly.
If the field Elastic Block has been marked [N] for a block, the borrowing technique will still be available for the
block. However, once all rooms have been picked up, the block cannot be increased. This also means that
reservations for this block cannot exceed the defined start and end dates. The only exception to this rule is if the
block has been cut off and a checked-in guest (whose reservation was picked up from this non-elastic block) wants
to extend his/her stay. In this case, Fidelio will allow the extension, take the extra room from house availability and
increase the block accordingly.
PAX per Room. In this field you should enter the average number of guests per room for the block. If you expect
the block to consist mostly of double-occupied rooms, enter a [2] in this field. If the block will be mostly single
rooms, enter a [1]. If the spread is about 50/50, type in 1.5. Fidelio will use these figures to make person forecasts
and revenue forecasts taking into account the block rooms.
The PAX per Room figure is used for forecasting purposes and is very important when the property tries to
determine how many people will be in the block and consequently, what kind of revenue can be expected from the
block. Let us give you an example.
Rate Code
RACK
STW
SUI
PAX
300.00
PAX 1 1000.00
PAX 2 350.00
PAX 2 1500.00
As you can see, the potential revenue will change considerably depending on whether you sell your STW and SUI
room types to the block for one or for two persons per room.
But how does Fidelio calculate the potential revenue with these figures if you enter [1.5] in the PAX per Room
field? The system uses the following calculation formula:
<sum of 1 PAX rates> + (<PAX per Room - 1> * <difference between 1 PAX and 2 PAX
rate>) = total potential revenue
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This looks extremely complicated and requires further explanation. First you take the rate amounts that have been
defined for one person and add them (in our example 300 + 1000). Next, you find out the difference between the
one-person rates and the two-person rates and sum it up.
Difference between the 2 PAX rate and 1 PAX rate
STW
350.00
300.00
SUI
1500.00
1000.00
Sum
=
=
=
50
500
550
You multiply the actual entry in the PAX per Room field minus one (1.5 -1) with this sum. Finally, you add this to
the first sum and so arrive at the total potential revenue. So the formula for our example would look as follows.
300.00
+
1000.00
+ ((1.5-1) * 550)
=
1575.00
Package Items. This field is optional. If you want to add certain package elements to the block, you should enter
them here. Each time you pick up a reservation from the block, the package element will automatically be inserted
into the reservation record.
Booking ID. If you are using the Fidelio Sales & Catering Program (S&C) and wish to identify the block as part of
a larger booking in that system, you can enter the booking ID from the S&C program here. If you are not using
S&C, you can enter any reference number (tour series number, for example) which identifies the block for
reference purposes. This field is optional.
Created By, Created On, Group Master. Created By and Created On contain the user ID who first entered the
block and the date on which it was created. They will be filled in by the system automatically. The group master
shows the full name of the group master record, if defined. If you have not yet attached a group master to the block,
this field will be empty. To attach a group master, you have to use the menu option Profile.
The Block Menu
Once you have selected a block from the pickbox or once you create a new block, you will see the block header on
the screen with the three-line block menu below.
Figure 2-74 Block Header Menu
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Menu Options
1 Change. This option is used to change the block header. In the case of a new block, this function is accessed
automatically with the cursor placed in the first field of the block header. Refer to the previous chapter for a field
by field explanation of the block header.
2 Cancel. If you wish to cancel an entire block, select this option. Fidelio will display a pickbox from which you
can select a cancellation reason. You are also given the option of adding free text. The reason will be inserted into
the Info field. If you have already picked up some rooms from a block, it is not possible to cancel the block. In such
a case, you would have to cancel the individual reservations first or remove the block code from those reservations.
The cancellation function releases all rooms blocked in the grid immediately and changes the block status to
"Canceled." The cancellation will be noted in the block Info option and in the User Logfile. The note also indicates
the number of rooms that were canceled with the block.
In order to reinstate a block, select the Cancel option again, even though the block is already canceled. Fidelio will
ask you if you wish to reinstate the block.
Please note: After you have reinstated the block, you have to re-enter the rooms and rates in the block grids.
3 Info. Using the info feature, you can type in approximately ten screens full of additional information and notes
about the block. Once you have entered something, the Info menu item blinks to remind you that something is
there. In addition, the first eight lines of text will be displayed in the Pick up from Existing Block menu when the
cursor highlights this record. The Info field will also display when you pick up a room from this block with the
Reservation menu (by entering a Block Name for an allotment reservation).
4 Grids. This function gives you access to the grids. The Grids menu option is the heart of the block module. You
use this option to enter the room blocks, customize the rates and view the pickups, available rooms and pickup
percentage.
Fidelio offers seven different grids or views of the block.
Figure 2-75 Block Rate Grid Options
If the block is in initial phase, the only two grids accessible are Initial Block and Rates. The cursor defaults to the
Initial Block option.
If the block is in the open for pickup phase, all grids are accessible. The picked up, pickup percentage and changes
to initial grid are for viewing only. The other grids allow user input. The Initial Block grid is also for viewing only
if the block is already in Open for Pickup phase.
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The Initial Block Grid. Typically, the first action you will do for a new block is to enter the room block in the
Initial Block Grid.
Figure 2-76 Initial Block Grid
The left-hand side of the screen shows the dates of the block while the room types are listed across the top. Next to
the date, you can see the total of rooms allotted to the block for each day. The grid scrolls in all directions. If you
have more room types than fit on the screen, the grid scrolls right to left. If the block is longer than two weeks, the
grid scrolls up and down. Furthermore, in the case that the block is longer than two weeks, Fidelio asks the user at
which date to start viewing the block. Pressing the [Home] and [End] key advances the cursor to the first and last
cell respectively on the current row.
Available Functions
↵ Change. Pressing [Enter] allows you to change the contents of a cell. The first time you look at the initial grid
for a new block, all cells are blank. You need to position the cursor on a date and room type for which you wish to
block rooms. By pressing [Enter] you can enter the number of rooms to block for that room type on that day. If you
continue to press [Enter], Fidelio fills in the same number of rooms for the same room type on each subsequent
day of the block.
When you enter the number of rooms for room types within the grid, Fidelio will make sure that the rate code
specified on the block header is available for these room types. For example, if the selected rate code CORP is only
available for room type STW, you will not be able to assign rooms to other room types in the grid. If you have been
changing rate codes around and now end up with assigned rooms for a room type for which the rate code is no
longer valid, Fidelio will allow you to continue modifying this particular room type.
When you enter rooms in the grid, Fidelio will also check the rate availability status to determine whether the rate
code is open or closed. If the rate code is open, Fidelio will check whether the room types are also open. If the
respective rate code or room type is closed, will only allow you to continue with the selection if you have the user
right to Override Closed Rates Codes.
DEL Delete. If you place the cursor in any given cell and press [Delete], the contents of the cell will be deleted
once you have confirmed the delete with [Y].
* Reservations. If you press [*] anywhere on the grid, you can display all the reservations for the selected group.
Please note: Fidelio will not display group members which are expected to depart on the day on which the cursor is
positioned.
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INS Rolling Block. Pressing [Insert] allows you to create a rolling block from the selected group. A rolling block
is most commonly used to create wholesale allotments. A rolling block requires only one block header (whereas a
tour series makes one header per new date). See Creating a Rolling Block on the following page.
- Delete Range. If you want to delete a range of dates, you can press the minus [-] key and enter a range of dates.
The delete range function only applies to the room type selected with the cursor. After confirming the delete with
[Y], Fidelio will delete the range of dates specified for the selected room type.
Alt 1 - 8 Switch Grid. Once you are familiar with the grid numbers, you can switch between them by pressing
[Alt] plus the grid number you want to view. The grids are numbered in exactly the same order in which they
appear in the grid menu. Initial Block is grid number one, Actual Block is grid number two, Available three,
Picked up four, Pickup Percentage five, Changes to Initial six and Rates seven. Therefore, by pressing [Alt+2]
you jump directly into the Actual Block. By pressing [Alt+7] you jump directly into the rate grid. Grid eight is
only available if you work with the Sales & Catering integration (if parameter Sales & Catering Front Office
Integration {p_scinteg} is ON) and displays the S&C Confirmed Grid.
Figure 2-77 Block Details
Space All Details. Regardless of which grid you are currently viewing and your cursor position, you can press
[Space] to see information from all grids at once. A window containing information similar to that shown on the
right is displayed.
In this example, the “KC available” figure shows the number of KC type rooms available on this day. This is
in-house availability, with the blocked rooms already subtracted. The “KC tent. res” shows the current number of
tentative reservations for this room type on this day. The last two lines in the box show the total house available and
house tentative reservations for all room types.
R Rates. If you press [R] from any cell in the grid, you will see the rate to be charged for the selected room type on
the selected day.
Please note: Once a block becomes open for pickup, the initial grid is frozen and can no longer be changed. Only
the last initial status is saved. The very first entry is not saved, but could be recalculated, if necessary, by examining
the changes to the block and counting backwards.
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Creating a Rolling Block. There is a faster way to enter rooms for a long or "rolling" block. Instead of pressing
[Enter], position the cursor on the room type of the block which you want to block. Press [Insert] and you will see
the following screen:
Figure 2-78 Creating A Rolling Block
Here you can enter the number of rooms of this room type which you wish to block for a range of dates. At the
same time, you can confirm the cutoff date or days for this range of date and, if desired, overwrite the block
defaults. If you did NOT enter a rate code in the block header, you can now enter the rates for one through four
persons. Finally, you can indicate exactly on which days of the week you wish to block the rooms. The default is
every day of the week, but if you enter an [N] for certain days, you can eliminate these rooms from the booking.
At this point Fidelio may display the message “Override automatically in case the rate code is not available? Yes/
No” for users with rights to override restricted rates. With [Y], Fidelio will insert the rolling block for all days,
even if the respective rate code or room type is closed. With [N], the system will prompt for an override command
for each day that the selected rate code or room type is restricted. Without the rights to override you will not be able
to create the rolling block for closed days.
You can also use the Rolling Block option to increase or decrease the number of rooms allotted to a certain room
type. Simply enter the required number in the Increase/Decrease Rooms field. For a decrease, enter a minus sign
in front of the number.
Please note: When you create a Rolling Block, Fidelio will record your action in the User Logfile. In addition, if
you use the Sales & Catering integration (only with parameter Sales & Catering Front Office Integration
{p_scinteg} ON), the system will update the S&C ceiling accordingly.
The Rates Grid. The Rates grid works in the same way that the Initial Block grid works, except that each cell
shows the rate for one person instead of the number of rooms blocked. Furthermore, when you press [Enter] you
can enter the rates for one to four persons. As the cell can only show up to four digits, all rates of more than 9,999
are displayed in thousands followed by a [K]. A rate of 24,000 is displayed as 24K. As soon as you press [Enter]
on such a rate, the full rate is displayed.
Another way to look at the rates for a particular room type on a particular day is to press the letter [R], regardless of
the grid you are in.
Remember that if you have entered a rate code in the block header, it is not possible to modify the rates using the
rate grid. Fidelio will insert the correct rates for you automatically. If you want to modify the rates, you must first
remove the rate code from the block header.
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The Actual Block Grid. The Actual Block grid shows the number of rooms currently blocked. This figure
includes both picked-up and non-picked-up rooms. Any figures in red mean that there are no more rooms available
for that room type on that day. You can block rooms in the Actual Block simply by positioning the cursor on a
particular cell and pressing [Enter]. It is not possible to reduce the size of the actual block to a number LOWER
than the number of rooms already picked up for that room type on that day. Any changes to the Actual Block grid
will be recorded in the block changes log.
The Available Grid. The Available grid, as the name implies, shows the number of rooms still remaining to be
picked up. As long as you have not picked up any rooms, the Available grid will be identical to the Actual Block
grid. You can also reduce or increase the block using the Available grid. Changes to the Available grid will affect
the Actual Block grid as well. Suppose you have eight rooms blocked in a given cell in the Actual Block grid and
five rooms available in the same cell in the Available grid. If you then change the number of available rooms from
five to four, Fidelio will automatically change the number of rooms in the Actual Block grid from eight to seven.
The Picked Up Grid. Each cell in the Picked Up grid shows the number of rooms picked up on each day. Two
shares count as one room. It is not possible to change the numbers in this grid. The numbers change only when you
make a reservation through the regular or group reservation modules. A quick way to see the rooms picked up is to
press the asterisk [*]. In certain cases where a guest arrives more than seven days before the date which you are
looking at but stays through that day, Fidelio will not show this reservation.
If you add the numbers in the Picked Up grid to the numbers in the Available grid, you will get the numbers in the
Actual Block grid.
The Pickup Percentage Grid. This grid simply shows the number of picked-up reservations divided by the
number of rooms in the actual block in percentage form. It is not possible to change the numbers in this grid.
Changes to Initial Grid. The Changes to Initial grid shows the actual block less the initial block. This is useful to
see what changes you have made to the block since the block became open for pickup. If you have decreased the
block because you assumed that some rooms would not materialize, you will see a negative number in the Changes
to Initial grid. It is not possible to change any numbers in this grid. If you change the actual block, the changes will
be reflected in the Changes to Initial grid.
5 Profile. In this menu option, you attach the group profile, company and travel agent to the block. All entries are
optional, but the group profile is required if you want to use the Pick up from Existing Block feature in the groups
module.
The default name for the group profile is the same as the full name of the block. Fidelio suggests that you keep
these names the same, where possible, to keep things simple.
When you enter a name, Fidelio shows you a picklist of companies, agents or group profiles. Press [Enter] to
select the profile and edit the information on the screen. Fidelio will carry out the same profile checks as when you
attach a profile to an individual reservation. For instance, if the selected profile has been cashlisted or blacklisted,
you will receive an appropriate warning message.
Once you have attached a profile, next time you select this option, Fidelio will display the attached profile name.
If you attach a travel agent or company to the block, all guests picked up from this block will inherit the same
information.
6 Summary. The Summary option enables you to access and retrieve statistics for the selected block. You can
select the options Block Statistics, Daily Breakdown and Block Information.
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The Block Statistics option generates a rooms and revenue summary for the block and displays Potential and
Actual figures and a % percentage column. The potential figures are calculated based on the assumption that every
room materializes and each guest pays the single person rate. The actual figures show only the current pickups.
Figure 2-79 Block Statistics
The Daily Breakdown is similar to the information in the [Space] display, except that it covers the whole screen
and is repeated for every day. Subtotals are shown after every day. The total of available room types is not the total
of the figures in the column, but the availability of all rooms in the hotel, regardless of whether or not the room
type belongs to the block.
Figure 2-80 Daily Breakdown
The Block Information option allows you to print a block information sheet including all relevant information
about the block, including full address, contact names, attached profiles, routing instructions, allotted rooms per
day with rate and revenue subtotals and totals, plus any remarks from the Remarks or Info options. As with every
Fidelio report, you have the option of retrieving the Block Information sheet on the screen, to print it or to store it
to a file. If you select File, Fidelio will automatically suggest a file name which you can accept by pressing [Enter]
or overtype, if you prefer another name.
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7 Delete. Delete is similar to the cancel function but it deletes the entire block header as well. The cursor returns to
the previous menu and it is no longer possible to reinstate the block except to re-enter it manually.
8 Traces. Traces are comparable to messages. However, they are not written for the guest, but for one of your
colleagues and they usually require some action and an action date. You can use traces for both past events and
future reminders. You may want to use the traces to keep track of each telephone conversation which you have had
with the contact person. You may also want to use traces to remind yourself of activities for certain days in the
future. If, for example, you are supposed to cancel the block if you do not receive a deposit by a certain date, you
should enter this as a trace.
If you select the Trace option and you have not yet created any traces, Fidelio will ask if you want to add a new
trace. If you have already added traces, you will see a pickbox of the traces already on record. The pickbox starts
with the traces for the current day, but you can scroll up to see earlier traces.
Figure 2-81 Block Traces
Please note: As you move the cursor up and down, the trace text changes. To edit the text or the date of an existing
trace, position the cursor on that trace and press [Enter]. To add a new trace, press [Insert]. To delete a trace, press
[Delete]. Fidelio never automatically purges the traces.
You have the option of viewing all the traces that have been recorded for a certain date by selecting the Traces
option directly from the main Block Maintenance menu before selecting a particular block.
9 Tour Series. The Tour Series option helps you duplicate a particular block, which recurs on a regular basis.
Suppose you have a contract with a travel agency to book rooms for a tour series, where they need thirty rooms
from Monday through Wednesday every two weeks for the entire year. Step one is to enter the first occurrence of
this block with the information that can be duplicated for each reservation (i.e., dates, room types, rates, etc.). The
dates should be the dates of only the first tour - in this example Monday through Wednesday in the first week of the
year. Make sure you attach the group, company and travel agent profile, if necessary.
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When the entry is complete, select the Tour Series menu option. Fidelio will ask you whether you want to create a
standard or a custom tour series. Select the Standard option. The following window is displayed:
Figure 2-82 Tour Series
Field Explanation
Tour Code. The tour code defaults to the first six characters of the original block code. Fidelio appends four digits
to each tour code to determine the block code for each occurrence. Because the maximum length for a block code
is 10, the tour code cannot be longer than six characters.
Frequency. Enter the spacing between each tour in terms of weeks. If the tour needs rooms every week, enter 1. If
the tour needs rooms every 3 weeks, enter 3, etc.
Next Tour. Your original block is really the first occurrence of the tour series. Therefore, when you enter the dates
of the First Tour, you should enter the dates of the first tour after the original block which you have already
defined.
Please note: For Next Tour you can only enter a date which is the same day of the week as the day of the week on
which the original tour starts.
Last Tour. Enter the starting date of the last occurrence of the tour series. Again, this date must be the same day of
week as Next Tour.
Cutoff days. A tour series is generally not cut off all at once. Instead, each individual occurrence of the tour has its
own cutoff date, often one or two weeks before arrival. If each tour should be cut off one week before arrival, enter
[7] in the Cutoff Days field. If the tour should never be cut off, enter [0].
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Figure 2-83 Created Tour Series
Once you have filled in the above information, Fidelio creates the entire series. You will then have a separate block
with a block header for each occurrence of the tour series. The blocks are all identical except for the arrival and
departure dates and the block codes. In the example (above) the original tour was called "KLM" so then each
additional tour is now called "KLM-02," "KLM-03," "KLM-04," etc. This way, the individual blocks will always
appear in chronological order, even if they are listed in alphabetical order.
If you have a tour series with more than nine blocks, Fidelio creates the first nine with leading zeros (KLM-01,
KLM-02, etc.) in order to maintain the chronological order.
If you have a tour series which repeats every week with just a few exceptions, you may still want to create the
entire tour series and then simply delete or modify those occurrences of the tour series which are exceptions.
If you have a tour series with continually changing arrival dates, you can select the Custom tour series option.
Fidelio will display a window with the columns Tour Code and Arrival Date. Enter a separate tour code for each
tour and the respective arrival date. Fidelio will then create these blocks using the information from the block
header, just like with the Standard tour series.
0 Changes. Pressing [Enter] for changes shows the date, time and user ID of the creation of the block, any changes
of block status and any changes to the rates or the numbers of rooms blocked. This information remains in the
system until several weeks after the block is finished.
A Change Status. If the block is in Initial Phase, you can change it to Open for Pickup phase by selecting the
Change Status menu item. If you have not yet created a grid, Fidelio will warn you but allow you to change the
status anyway. Once you have changed the status, it is not possible to change it back to Initial Phase. The date,
time and user ID of the person who changes the status is recorded in the block changes log.
If the block is already in Open for Pickup phase, it is not possible to change the status again. If you want to cancel
the block, use the Cancel menu option. For more information about the phases of the block, read the introduction
at the beginning of the chapter on blocks.
B Refresh Rates. If you enter or change rate codes in the block header AFTER you have created all or part of the
block grid, you need to select this option in order to bring all block statistics and summaries up to date. If you are
using a pre-defined rate code which changes rates during the course of the block, you do not need to refresh rates.
Please note: A new rate code setting for the block header may not necessarily apply to all the room types allocated
for the block. In these cases, after running the B Refresh Rates option, Fidelio will display the message “Not all
room types have a rate connected. Please check the rate code!”
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If you import blocks from a Sales & Catering system (only with license code Fidelio Third-Party Software S&M
Import Routine {ex_scint} ON), Fidelio will deny you access to the standard block maintenance options, as long as
the blocks are still in external control or in S&C control. However, in order to ensure that rate and room type
updates from the external system are also reflected in Fidelio, you have access to the B Refresh Rates option.
C Priorities. Whenever Fidelio displays a grid, the room types are displayed in alphabetical order by room type
abbreviation. If a particular block uses room types with ending letters of the alphabet, you may find it convenient to
change the order in which the room types display in the grid. Fidelio calls this prioritizing the room types for a
particular block. Selecting this menu option shows you a list of all room types together with the minimum number
of rooms available in the house for the entire date range of the block. This means that if the block lasts three days
and you have 15, 9 and 21 rooms available on each of those three days, Fidelio will show a 9 in the priorities list,
because 9 is the minimum number of rooms which are available on all days. Fidelio also shows the number of
tentative reservations on that same day.
Figure 2-84 Block Priorities
To select a room type as a priority room type, simply position the cursor on that room type and press [Enter].
Fidelio shows a check mark next to each room type marked as priority. Next time you view a grid, all room types
marked with priority will show up on the left side of the grid. All other room types will follow.
In general, Fidelio does not recommend this feature, unless you have many room types. It is simpler when all grids
have the same view, as users are accustomed to finding each room type at a given spot on the screen without having
to look in a different column for every block.
D Cutoff. In addition to letting Fidelio do the automatic cutoff in the night audit (see Cutoff Date above), you can
choose to release the block at any time during any day. The process is identical to that which would happen in the
night audit. You may have some blocks which do not have an official release date. Instead you would like to look at
the pickups each day and simply release the block when it looks like no more reservations will materialize from the
block. There is no way to undo a cutoff without manually adding to the rooms in the block.
E Move Group. As long as you have not had any pickups and a future starting date, you can move an entire block
to another starting date. The complete block information will remain unchanged except for the starting date, ending
date and cutoff dates which will all change by the same amount as the starting date. In addition, Fidelio will move
all traces along. Traces with a past date will remain as originally entered.
After you have moved the block, Fidelio will update the house availability accordingly.
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If you have already picked up a room from the block, it is not possible to move the block. Fidelio does not
recommend to move an occurrence in a tour series, as it does not update the block code and could lead to some
confusion.
Block History
If the parameter Front Office Group Rooms Control {par_allot} is ON, the option Groups>Block History will be
displayed. This feature allows you to view historical block statistics, assuming that the procedures BLKSTAT and
DELALLOT which collect and move the information, are running in the night audit. Details are available to view
initial rooms blocked, rooms allotted after block confirmation and prior to cutoff, reservations picked up, and
canceled/no-show rooms. Two days after the end date of the block, it is moved to Block History. Canceled and
No-Shows count for the block only after the cutoff date.
In addition to the room information, revenues shown will be split into Accommodation, Food & Beverage and
Other.
After selecting Block History, the search criteria as shown below will be available to find the historical blocks:
- Block
- Full Name
- Date
- User ID
- Block Number
Please note: The Status shown on the block header will be a representation of how it stood when it was active; i.e.,
Canceled, Offer, etc., with one exception. The status description Open for Pickup will show as Picked Up. If you
have chosen to use the parameter called Block Business Logic {buslogic}, the status will be that as defined in the
business logic table.
Having positioned the cursor on one of the blocks it will then be possible to display more detailed information
using the options as described below:
1. Info. Free format user information which was created on the original block header.
2. History Grid. Grid display of information taken from the block statistic collected during the night audit. Grid
options available are:
- Initial Rooms Block
- Allotted Rooms Before Cutoff
- Picked Up Rooms
- Pickup Percentage Against Initial
- Pickup Percentage Against Allotted
- Changes to Initial
- Changes to Allotted
- Cancellation Rooms
- No-Show Rooms
Pressing the [Space] on any given day/room type while inside the grid will display other information in
addition to the above options:
- Cutoff Date
- Cancellation Rooms/Persons
- No-Show Rooms/Persons
- Room Revenue
- F&B Revenue
- Other Revenue
- Total Revenue
- Total Rooms Blocked for the Day
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You may toggle between the respective grid displays as is currently the case with the [Alt] key in the option Block
Maintenance.
3. Profile. Profiles originally attached to the block header. If the profile for some reason has been deleted or
purged, etc., then the message “Profile No Longer Exists” will be displayed. This screen is purely for
information and is not allowed to be changed.
4. Summary. This option will display Block Statistics and Daily Breakdown.
The Block Statistics will include:
- Room Nights - Rooms/Persons
- Cancellations - Rooms/Persons
- No-Shows - Rooms/Persons
- Early Departures - Rooms/Persons
- Complimentary - Rooms/Persons
- House Use - Rooms/Persons
- Day Use - Rooms/Persons
- Room Revenue - Gross/Net
- F & B Revenue - Gross/Net
- Other Revenue - Gross/Net
- Total Revenue - Gross/Net
- Average Room Rate - Gross/Net
Please note: If the parameter VAT Excluded on Folio {vatexclude} is switched ON then the revenues shown in
the gross and net columns will be equal, as revenue is already posted NET.
Daily Breakdown will include:
- Date
- Room Type
- Initial Rooms (Init.)
- Allotted Rooms (Allt.)
- Pickup Rooms (Pick)
- Change to Initial (Change Init.)
- Change to Allotted (Change Allt.)
- Average Room Rate
Please note: For the daily breakdown the revenues which have been attributed are a representation taking into
consideration routing instructions. In the event that you create a block and use either the [2] Cancel or [7]
Delete options within the Block Maintenance menu to completely remove the block, the details will not be
transferred to Block History and no records will be kept.
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Events
Events
In this part of the program you can enter events which can influence your availability and occupancy and with that
the price you can charge. The events entered here for every day will be shown in all the availability displays.
For example:
Christmas
Fairs
Events
In the survey of room types there are only 7 positions available for those dates. It is therefore necessary to enter the
dates briefly and clearly.
In case there are several dates on one day, Fidelio writes a [+] to the left of the first event. The other events are
displayed below underneath the availability display.
The following screen displays:
Figure 2-85 Events
Press [Insert] to enter new dates.
To delete data you have to choose the correct date and press [Delete]. Fidelio prompts “Are you sure? Yes/No.”
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Confirmation
Confirmation
With this option you can assign confirmation letters to guests, change them individually, select the mailing address,
complete the address and print the confirmation letters. If you are working with the Fidelio Fax Interface, you can
also fax confirmation letters directly from this option.
Although you can do all these steps from here, it is more usual to assign a confirmation letter to the guest during the
reservation.
You cannot write a standard confirmation letter here. This is done in Standard Texts (refer to Standard Texts on
page 6-2 in the Text + Folio Setup Manual). All the codes which you can use inside the text of a confirmation letter
are listed in Codes on page A-2.
After selecting this menu option, you see the following screen:
Figure 2-86 Confirmation Letter Filter
You can enter a specific name, an asterisk [*] or press [Enter] for a list of guests which might receive a
confirmation letter. If you enter an asterisk, Fidelio will print all the confirmation letters which have been assigned
to guests and not been printed yet, if:
- the mailing address is selected
- the address is complete
- the arrival date is not today.
After printing the letters, Fidelio produces a final sheet with a report of guests whose confirmation letter could not
be printed because the address was incomplete, the special text not found, etc.
Press [Enter] to receive a list of guests who might receive a confirmation letter.
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Figure 2-87 List of Guests Due a Confirmation Letter
The information includes the guest's name, arrival and departure date, reserved room type, room number if
assigned already, reservation type, the name of the confirmation letter (if selected) and the address it goes to (X =
individual, G = group, T = travel agent, C = company).
Available Function
↵ Enter. Press [Enter] to print the confirmation letter of an individual guest. If you have not selected a letter yet,
the message “No confirmation letter entered for this reservation” appears. If there is more than one possibility for
the mailing address, that is, if the guest reservation is linked to a group/agent or company record, the message
“Please select confirmation address” is displayed. After you have selected the letter and confirmed the address, a
window with the guest's address displays. Complete or change the guest's address as necessary. Then Fidelio asks
you whether you want to change the letter. If you say [Y], the selected confirmation letter is shown and you can
edit it. You can save the changes (the name of the letter changes to SPECIAL). Then, you can print the letter. The
date of the print-out is displayed in the Printed column.
- Letter. Press [-] to select a confirmation letter from the list of names displayed in a pickbox. After you have made
your selection, the name of the letter is indicated in the Letter column.
+ Mailing Address. Press [+] to select the mailing address of the confirmation letter. Usually, this is the guest
address you entered in the guest profile. However, if the guest reservation is linked to a group, agent or company
record, you have to select, which address the letter is to go to before printing the letter. It is not possible to change
the address when you have edited the confirmation letter and the name has changed to SPECIAL. If a change of
address is not possible, the message “No possibility to change address” is displayed.
Press [Esc] to exit or [F10] to go back to the main menu.
It is possible to print a confirmation letter for a guest twice, but not when you use the asterisk option.
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Faxing a Confirmation Letter
If your hotel has configured the Fidelio Fax Interface, you can fax a confirmation letter directly from this option.
When selecting a confirmation letter for the guest, make sure that the letter name starts with “Fax...” Fidelio will
check immediately whether a fax number has been entered on the guest's profile. If not, you are asked to enter the
correct number. Next, you can view the letter and make changes. Press [Esc] and confirm the message “Send Fax?
Yes/No” with [Y]. Now you can enter the number of printed copies you require for your files. Fidelio will then send
the letter to the fax interface from where it will be faxed to the customer. If you modify a fax confirmation letter for
a guest, the name of the letter will change to FAXSPEC.
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Waitlist
Waitlist
The Waitlist option is controlled by the parameter Use Waitlist Reservations {waitlist}. If this parameter is turned
OFF, you will see no reference to waitlists anywhere in the system. However, if it is turned ON, the Waitlist option
appears on the Reservations menu and on the horizontal reservation menus. If the hotel wants to be able to record
regrets in a similar way (and has added the field WAIT_REG {C, 1} to WAITLIST.DBF), you will also be able to
view and store regrets using this menu option.
After selecting Waitlist from the Reservation main menu, you will receive different options depending on
whether you work with waitlisted reservations only or if you also use the extended regrets function. If the hotel
uses regrets, you will see the following prompt:
Figure 2-88 Waitlist Menu
If you work with waitlists only, Fidelio will act as if you had selected Waitlist immediately and prompt you to enter
the name or the arrival date for the required waitlist reservation. Let us explain the difference between waitlist
reservations and regrets.
The Waitlist function allows you to take all the reservation details for a potential guest (even though you cannot
accept the reservation at this time!) and place the “reservation” in a completely separate database. If the occupancy
situation changes and you find that now you can accept the reservation, all you have to do is find the reservation
record (using this option) and transfer it to the reservation system.
The Regrets function works in exactly the same way as waitlist. The difference between the two options is based
more on handling than on functionality. Generally, regrets are seen as reservation business that you as the hotel had
to turn away for one reason or the other. This means that reservations that have been marked as regrets are
considered turned-down business and should no longer be activated. You can record all the reservation details for
regrets for later statistical evaluation of your turnaway business.
Please note: All waitlist reservations are deleted on the night audit of the arrival date. If the hotel uses the regrets
function, however, Fidelio will automatically turn waitlisted reservations into regrets on that day and store them as
such until they are manually removed.
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Waitlist Reservations / Regrets
The functionality of the Waitlist and the Regrets option is identical. When you select the Waitlist option or
Regrets, the following prompt appears:
Figure 2-89 UR88 Waitlist Prompt
You can search for a waitlisted reservation by name or by arrival date (or both). If you leave both fields blank, you
can see all reservations that are currently waitlisted.
Figure 2-90 Waitlisted Reservations
Fidelio will display all waitlist reservations along with the name, arrival and departure date, room type, number of
rooms and persons, rate, market code, reservation type and the date the waitlist reservation was created. As you
move the cursor keys up or down and highlight different guests, Fidelio will display information about the guest on
the bottom of the screen, such as the VIP code of the guest, the name of the attached company or agent or an open
deposit.
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Available Options
R Reservation. Select the required guest with the cursor and press [R] to view the reservation screen for the
waitlist reservation.
↵ Info. If you need to see the guest information screen, highlight the reservation and press [Enter].
A Profile. If you want to look at the guest profile, highlight the required guest and press the letter [A].
M Move to Reservation. If you want to move this reservation back to the reservations database (i.e., make it an
active reservation), all you have to do is highlight it with the cursor and press [M]. Fidelio asks “Transfer this
record to the reservation file? Yes/No.” Before letting you move the waitlist reservation, Fidelio will check the rate
availability and the overbooking levels and display appropriate messages and proceed according to the respective
user rights, if applicable. With a block reservation, the system will first verify the room availability of the
respective block.
C Cancel. You can simply cancel a waitlist reservation by selecting the guest and pressing [C]. Just like with a
regular reservation, Fidelio will display a pickbox from which you can select a cancellation reason. You can also
press [Esc] if you want to enter free-format text. The canceled record will be moved back to the reservation file and
will receive the status canceled reservation (CX).
Recording Waitlist Reservations or Regrets
You can record a waitlist reservation by proceeding in exactly the same way as when creating a normal reservation.
Once the reservation is completed, select the W WL option on the horizontal reservation menu. Fidelio asks “Move
this reservation to waitlist? Yes/No.” If you answer [Y], the reservation is moved from the reservation database to
the waitlist database. This means that it can only be found by using this Waitlist option.
You can also record a waitlist reservation by pressing [W] from the rate query [F5] screen or record a regret by
pressing [R]. In this case, the system will save the selected rate code and room type and issue a short tone. You will
still have to complete the reservation by filling out the remaining reservation details. Fidelio will default the market
codes to “WTL” for waitlist and “RGT” for regrets, depending on the user selection. When you leave the
reservation, Fidelio will display the message “Reservation has been moved to waitlist/regrets.” You can now only
access the waitlist reservations and regrets from the main Waitlist option on the Reservation menu.
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Leisure
Leisure
If your hotel works with the Fidelio Leisure Management module, you will see the Leisure option at the bottom of
the Reservation menu. The Leisure module is controlled by the license code Leisure Management Module
{ex_leisure} in the Setup program. In order to turn this parameter ON, a special license code is required.
Fidelio Leisure Management is an integrated module to Fidelio Front Office which allows you to make bookings
for tennis courts, squash courts, golf tee times, massage, tennis lessons, horseback riding and any other single
resource event. Fidelio offers the definition of two different leisure outlets, outlets without services and outlets with
services. Outlets without services include such activities as tennis and squash court rental. Typical service outlets
are hairdressing or spa. When booking service outlets, in addition to booking the main resource, you will also have
to choose the kind of service the leisure guest requires (e.g., massage, facials, aromatherapy).
For a detailed introduction to leisure management, refer to Leisure on page 2-127 in the Reservation Setup Manual.
With the Leisure option you can make, change and cancel leisure bookings.
Please note: Access to this option and the ability to view and change bookings depends on your user rights.
Selecting an Outlet
When you select the option, Fidelio will display a pickbox with all defined leisure outlets. On the very right, each
outlet is marked as a service outlet (= S) or a non-service outlet (= N). If no leisure outlets have been defined, you
will see a message to that effect and then return to the menu. In this case you will first have to define some leisure
outlets, activities, services and main resources in the setup program before continuing.
Figure 2-91 Leisure Outlets
After choosing a non-service outlet, you will see a list of all leisure activities that are available within that outlet.
For example, in the outlet court rental, you may find the activities tennis, squash and badminton. After you have
selected an activity, Fidelio asks you to enter a date or confirm today's date with [Enter]. After you have specified
the date, Fidelio will open the leisure reservation book for the activity or service outlet for this date.
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When you select a service outlet, the following prompt is displayed:
Figure 2-92 Service Outlet Menu
You can open the leisure reservation book for a particular day by selecting View Schedule and entering the
required date. If you want to make a leisure booking for a specific service, you can first Select the Service before
opening the reservation book. In this case, Fidelio will display a list of all services available with this outlet.
Figure 2-93 Leisure Services List
Move the cursor to the desired leisure service and press [Enter] to select it or [I] for additional information. After
selecting the service, specify the required date for the leisure booking.
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Leisure Booking Screen
After you have selected an activity, service outlet or service and specified the date, Fidelio will open the leisure
reservation book for the required date. A screen like the following will be displayed.
Figure 2-94 Leisure Booking Screen
The leisure booking screen is modeled after the standard reservation book often used in leisure centers. You can see
one day per screen. Down the left hand side of the screen you can see the time slots. The times increment by the
default booking interval as defined in the Setup program. Across the top of the screen are the main resources within
the activity or service outlet. The width of each column is determined by the default display width for this activity
as defined in the Setup program.
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If any time slots have already been booked, you will see the name of the guest in the appropriate time slot for the
item booked. Next to the name you will see a star ( ) if there are any notes attached to the booking. For activities,
Fidelio will also display the number of persons in that booking. For services the service ID will be shown so that
you can see which service has been booked from the main resource. If any time slots are closed as per the weekly
schedule, they will appear in magenta. As you move the cursor from time slot to time slot, on the bottom of the
screen, Fidelio will display information pertaining to this time slot, such as the name of the leisure guest, the
duration of the activity or service and the type of service for service bookings.
If you have selected a particular service before opening the booking screen, Fidelio will only display the main
resources that are able to perform the service. In addition, the display width of each column may differ from the
width usually shown with the outlet.
Please note: The setup of leisure management allows the hotel to make use of different color codings. For example,
it is possible to assign a color to each type of leisure guest (guest with reservation, member, outside guest or staff
member). In addition, the hotel can define different blocking types, such as lunch break, maintenance, cleaning,
etc., and assign different colors to each of the types. Therefore, depending on the setup, the colors used on your
booking screen may denote special blocking types or guests or both. Ask your System Manager for help if you are
not sure.
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Available Options
Using the cursor keys and [Page Up] and [Page Down] you can scroll in all directions.
Please note: If there are more time slots than can be shown on one screen, you can scroll below the end of the
screen. If there are more activities than can fit on the screen, you can scroll beyond the right edge of the screen. The
standard arrow keys move the cursor one cell to the left, right, up and down. [Page Up] and [Page Down] move the
cursor up or down by an entire screen.
Press [?] for a Help screen which will show you all possible options available from the reservation book.
↵ View/Make a Reservation. Press [Enter] on an empty time slot to create a new leisure booking. In order to
view or change an existing booking, press [Enter] on a reserved time slot. You cannot make a new reservation on a
time slot which is either removed from availability or not open for bookings. (See below for more information
about making leisure bookings.)
[Delete] Delete Leisure Booking. By positioning the cursor on an existing booking and pressing [Delete], you can
delete the leisure booking.
Please note: Fidelio simply deletes the booking. It does not keep a trace of deleted bookings, nor does it assign a
cancellation number. However, the deletion is noted in the User Logfile. The time slot is now free for new
bookings. Pressing [Delete] on an empty time slot does not do anything.
Ctrl+← Shrink Columns. Each time you press [Ctrl+←], you decrease the width of the columns by one
character. This may be important if you have more items than fit on one screen. You may wish to scan a whole day
for an open slot. In such a case it would be advantageous to see as many items on one screen as possible.
Please note: The description at the top of the screen changes from the long description to the short description and
then to the ID as the column widths get smaller. If you always want the columns narrower, you should decrease the
default display width for this activity in the setup program.
Ctrl+→ Expand Columns. Each time you press [Ctrl+→], you increase the width of the columns by one
character. When the columns are wider, you can see more characters in the guest name and the number of persons
expected for this booking. If you need to scan a long page for a particular name, it might be important to make the
columns wider. If you always want the columns wider, you should change the default display width for this activity
in the setup program.
> or < Advance/Go Back One Day. The greater and less-than signs advance and decrease the date by one day.
Please note: As you press these keys, the date in the top left corner of the booking screen changes. If you would
like to change to a date far in the future or the past, it is faster to press [Esc] and re-enter this activity with a new
date.
L M C O Remove/Restore from Availability. Each of the letters displayed here stands for a user-defined blocking
type and can be pressed to remove a time slot of a main resource from availability. Our example letters might stand
for L = Lunch Break, M = Maintenance, C = Cleaner, O = Out of Order. If you would like to block a particular
main resource at a certain time for maintenance reasons, you would simply press [M]. The time slot will change
color (according to the user-defined setup) to indicate that it cannot be booked. You may use the blocking types for
barring individual time slots of main resources. Pressing [M] one more time makes the time slot available again.
Please note: If the time slot is always closed every day or every week, you do not need to use a blocking code to
change the availability. Instead you can use the timetable in the Setup program to set the default weekly availability
plan.
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+ Move. Pressing the [+] key on an existing booking allows you to move the booking to another time, date or main
resource. Once you press the [+] key, the booking name blinks. You can then move this name to a new time slot by
using the cursor keys. You can also move the booking to a new date by pressing the [<] or [>] keys. Once you have
found a new location for the booking, press the [+] key again. The booking is now in its new location. The move is
noted in the User Logfile. Moving bookings here works the same way as when you move a reservation or a guest
to another room in the room plan ([Ctrl+F3]).
If you move a booking for an activity with a special price table or if the price was changed manually for the
booking, Fidelio will check whether the price would change in the new time slot. In this case, the user is asked
whether the old price is to remain valid or whether the price should change according to the price entered in the
price table for this time slot.
Please note: If you want to move a service booking to another main resource, it is recommendable to select the
service before opening the leisure booking screen so that only main resources able to carry out the required service
are displayed. If you try to move a service booking to a main resource not able to perform the requested service,
Fidelio will display the message “Service not available for <main resource>. Select new service? Y/N.” You can
either select a new service or move the booking to a main resource capable of performing the service.
- Change Booking Type. Press [-] if you want to change the guest type for a leisure booking. For example, if you
have a leisure booking for a guest with a profile and the guest has checked into the hotel, you may want to link the
booking to the reservation. In this case, select the leisure booking, press [-], select the option Select from
Reservation File and select the guest's name from the list of guests. The message “Replace Guest Name with
<name of guest>? Y/N” is displayed. Confirm with [Y] in order to change the booking type, press [N] to cancel the
change.
I Information about this Resource. The [I] key retrieves information for this outlet/activity and main resource. If
you have entered information about both the outlet/activity in general and the main resource specifically, you will
see both texts separated by a line. If there is more text than can fit in the box, you can scroll up and down. You
cannot change the text here. Press [Esc] to leave the information box.
The information box may contain special charging instructions, special rules and regulations for the activity or any
other information pertaining to the activity or the item. To change the text for either the activity or the item, please
use the setup program.
* Check in Leisure Booking. Use this option to check guests in when they have arrived for the leisure activity.
Simply select the leisure booking and press [*]. The message “Leisure booking now checked in” is displayed.
When you look at the leisure booking screen, you can tell which bookings have been checked in by the asterisk in
front of the name (*). If you have accidentally checked a leisure booking in, simply press [*] again to cancel the
check-in.
If you check in a leisure guest with an active front office reservation, Fidelio will automatically create a locator for
this guest. The locator will display the leisure outlet, the main resource, the service or activity that was booked and
the duration.
SPACE Information about the Guest. If you need additional information about a guest, simply press [Space].
Depending on the guest type, Fidelio will display varying screens. For guests with a reservation, you can view the
reservation screen, for members the profile screen, for outside guests and staff members nothing will be displayed.
D View/Change Diary. With the diary, you can record any important events that concern the whole outlet. Simply
press [D] from the leisure booking screen for the particular day to view any notes made in the diary or to modify
text or enter new notes. You can use this to keep reminders for other staff members who work in a different shift or
for any notes that are not connected to a particular leisure booking but to the outlet in general on a particular day.
Whenever you enter text and exit the diary again, Fidelio will ask you whether you want to save the changes.
$ Calculate Expected Revenue. Press the dollar sign [$] in order to find out exactly how much daily revenue you
can expect for the service outlet or the activity on the selected day. Fidelio will add up the price for each leisure
booking reserved for the day and display the total daily revenue at the bottom below the leisure booking screen.
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? View this Help Screen. As mentioned above, you can press [?] to display all the functions available from the
leisure booking screen.
Esc. Pressing [Esc] returns you to the activity picklist or service outlet, from where you can pick another activity,
pick the same activity with a different date or press [Esc] again to exit Leisure Management. You can also press
[F10] if you want to return to the main menu.
Making a Leisure Booking
By pressing [Enter] on an empty time slot, you can make a new leisure booking. Fidelio will first ask you to select
the type of guest for whom you are making the booking.
Figure 2-95 Leisure Booking Menu
Select from Reservation File. If the guest who wishes to make a leisure booking also has a hotel booking, either in
house or due to arrive, Fidelio suggests that you select this option. Once you connect a leisure booking to a hotel
guest, you can access the guest's leisure reservations directly from the hotel reservation screen and guest
information screen. Fidelio will also cancel the leisure booking if you cancel the hotel reservation.
Select from Member File. If the guest who wishes to make a leisure reservation is not a guest in the hotel but has
a guest profile, then we suggest that you select this option from the menu. In future releases of Fidelio, the guest
profile database may evolve into a club management system. Fidelio will also keep a leisure history of all leisure
bookings by guests who have profiles. This option may be used by hotels with frequent leisure bookings by
non-hotel guests or club members. If you choose this option, Fidelio will ask you to enter a guest name or member
number and select from a list of profiles. If the Leisure Default Member Number Required for Member Bookings
has been set to [Y], you will only be able to select this guest type if you enter the member number of the guest.
Outside Guest. If the guest has neither a profile nor a hotel reservation, you can use this option. If you choose
Outside Guest, you will not attach the booking to any profile. Fidelio suggests you use this option for guests for
whom you do not need a profile. If the hotel operates a hair salon which is open to outside business, you may not
require a guest profile for every customer of the hair salon. If you choose this option, Fidelio will ask you to enter a
name and an optional telephone number. You will not have to select from a list of existing reservations or profiles.
Staff. If your leisure activities are made available to members of staff, you can select this guest type. As with
outside guests, Fidelio will ask you to enter a name and an optional phone number.
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Once you have selected a guest or entered the name of an outside guest, you can enter the booking details. On the
top of the booking screen you can see the outlet or activity that you have selected (in our example SPA), on the
bottom of the screen, the selected main resource is displayed (e.g., Janet).
Figure 2-96 Leisure Booking Details
Field Explanation
Name. The contents of the Name field default to the name which you selected from the reservation or profile list or
which you entered for the outside guest. You can, however, change the name. You may change the name, for
example, if the leisure guest is the child of the hotel guest. In such a case you may override the name with the name
of the child. Remember that the leisure booking remains linked to the reservation or profile, even if you change the
name. If you would like to link the reservation to an entirely different reservation or profile, you will have to delete
the booking and make it again. Of course you can change the name of an outside guest without any problem, as that
leisure booking is not linked to anything.
Date. The date defaults to the date which was in the upper left corner of the leisure booking screen before you
pressed [Enter] to make the booking. You can change this date here, if necessary. However, it is better to first
choose the appropriate date before making the booking. If you would like to change the date, it is better to move
the booking to the desired date with the [+] key rather than simply changing the date here, as the [+] key will also
show you if the new date is available.
Service. This field is only available for service outlets. If you selected a particular service before opening the
leisure reservation book, this field will display the ID of this service. In addition, the booking screen will be filled
with the typical duration and price of this service.
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If you have not selected a service yet, pressing [Enter] on this field will display a pickbox with all the services that
the selected main resource is capable of performing. Our example main resource, Janet, can perform the following
services.
Figure 2-97 Main Resource Services
This is the main difference between a service outlet and a non-service outlet. When you book a non-service outlet,
i.e., an activity such as tennis or squash court, you only specify the main resource (e.g., court 1, court 2, court 3),
confirm or change the standard duration defined for the activity and have the price calculated accordingly.
With service outlets, in addition to the main resource you also book a particular service for the leisure guest.
Irrespective of the standard booking times on the leisure booking screen for the outlet, each service can have its
own duration and its own price. Once you have selected the service, the fields Duration, End Time and Price will
be filled according to the information defined for the service.
Please note: Once you have selected the service for the booking, Fidelio will check that the time required for this
service will not conflict with bookings that have been made for the resource for a later period. If the times overlap,
Fidelio will not let you make the booking.
Start Time. This field indicates the starting time for the leisure activity. This defaults to the time on which the
cursor was located when you pressed [Enter] to make the booking. You cannot change the start time from this
screen. Use the [+] key to move a booking from one time slot to another.
Booking Type. This field is for information only and cannot be changed. It indicates the type of guest for whom
you have made the booking. The following four different booking types are available.
Guest selected from reservation file
Guest selected from guest file
Outside guest
Member of staff
Please note: If you need to change the booking type, you can do so by selecting the leisure booking from the
booking screen and pressing [-].
Duration (Minutes). The duration defaults to the standard duration for this activity as configured in the setup
program. With service outlets the duration depends on the selected service. You can override this duration here.
End Time. This field indicates the end time for the booking. This field cannot be changed directly. However,
changing the duration of the booking automatically changes the end time.
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Persons. The Persons field defaults to the standard number of persons as configured in the setup program for the
activity. You can override the number of persons here.
Please note: The number of persons is not recorded for services.
Discount. If you would like to give the guest a percentage discount on the leisure booking, enter this percentage
here. The default is 0 percent (no discount).
Price. The price is calculated automatically based on the activity, date, time, duration, persons and discount. You
can accept the price or modify it here (for detailed information on how prices are determined, refer to Leisure
Management on page 2-51 in the Reservation Setup Manual).
If you modify the duration, persons, discount, date or time of this booking in such a way that the price changes,
Fidelio will warn you that the price has changed.
Prices are only in the hotel's base currency. It is not possible to define or override prices in a different currency.
Phone. This field is displayed for club members, guests from outside and members of staff. The phone number
defaults to the phone number in the guest profile. However, you can override this with any other phone number or
contact information you require.
Room/Arrival/Departure. The room number and respective arrival and departure dates of the leisure guest can
only be displayed for a guest with a reservation at the hotel.
User/Created on. The two read-only fields User and Created On display the user ID of the person who carried out
the leisure booking and the date when the booking was made.
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Notes. Here you can enter any special notes pertaining to this leisure booking. Once you have attached notes to the
booking, a sign ( ) appears next to the name on the booking screen. Press [Esc] to exit the Notes field.
Please note: Once you have made the leisure booking for a guest or a member, Fidelio will check whether the guest
has any bookings overlapping with the selected time slot. In this case, the message “Guest already has a booking at
this time for <name of activity or service outlet>” will be displayed.
Changing a Leisure Booking
There are two ways to change a leisure booking: you can use the [+] key or press [Enter] on the existing booking.
If you would like to change the service, the duration, persons, price, notes, name or phone number, you should
position the cursor on the booking and press [Enter]. You will see the booking detail screen where you can change
any of the fields.
If you would like to change the starting date, time or selected main resource, you should use the [+] key to move
the booking from place to place on the booking screen. Please remember that with service outlets not all main
resources will be able to perform the same services (Janet may be able to do the back, neck shoulder massage,
Harriet might not be). Therefore you should be careful about moving service bookings (unless you have selected
the service before opening the reservation book), while it is perfectly safe to move an activity booking to another
main resource.
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Overview
This section of the manual explains the Front Desk function of the Fidelio Front Office system. Using the Front
Desk module you can access the Arrival option to search for arriving guests, view the reservations and check the
guests in. You edit the record of a checked-in guest with the In House option or search, view and modify the guest
Profile and the guest reservation history. The Accounts option allows you to register accounts for guests with no
hotel room and the Messages option displays all the messages in the system.
In this section
Arrival . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
In House . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-20
Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-34
Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-51
Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-52
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Arrival
You can use the arrival program to check in guests with and without reservations. It is also possible to check in
guests directly in Room Assignment or the Reservations option. Groups would be checked in with the Groups
Module.
After selecting Arrivals, you receive a screen similar to the Reservations Query Screen. As in Reservations, you
can search for the guest by a number of criteria (refer to Figure 3-1 Arrivals Menu). The more data you enter, the
more thoroughly Fidelio will search for the guest.
Figure 3-1 Arrivals Menu
Among other things, you can search for a partial name. If you enter “HNS”, for example, Fidelio will display all
arrivals like “Johnson”, “Hahnsen”, “Ohnsaki”, and any others in which “HNS” occurs.
If the property works with member numbers or club ID numbers (only with parameter Use Club Member Number
in Guest File {clubmember} ON), you can also search for arrivals with certain Member numbers or Guest Cards by
selecting this option and entering all or part of the number. If you enter a guest card number you need to prefix it
with a forward slash [/].
If a credit card reader is attached to your workstation, you will see the option Swipecard Search. If you swipe a
guest's card, Fidelio will search for the guest according to the name information on the card.
In the event that you have guests who check in early on the planned arrival date, Fidelio includes the facility to
allow you to place the reservation on a check-in Queue. With the parameter Rooms on Queue {q_rooms} ON, the
option Q-Rooms displays on the Arrival menu to filter guests arriving today who have been placed on the check-in
queue. With menu options and prompts displayed, it will act as a reminder to both the Front Desk clerks and
Housekeeping personnel.
If all the provided search criteria are still not enough and you would like to search for something else, then press
[Page Up]. The arrival date is displayed again and, on the bottom of the screen, a general query field. In this field,
you can enter any valid dBASE expression (for information on proper dBASE expressions refer to a dBASE
manual).
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In this option, Fidelio only shows you guests arriving today. Sometimes, however, it is necessary to view old or
future reservations, too. Somebody might come to the front desk and ask when Mr. Smith arrives, for example. In
this case, you would enter the name and an asterisk (*) behind it.
Smith*
Fidelio will then show a list with all Smiths that checked out today, are expected or have a future reservation.
Cancellations and no-shows will be shown, too. The [*] function works with Name, Company, Agent, Group and
Member Number.
When Fidelio does not find a guest with the normal search criteria, it displays the message “No guest found. Search
all arrival dates? Yes/No?” If you say [Y], Fidelio will perform the same search as if you had entered a (*) behind
the name, company, etc.
Whenever you enter a search criterion, the computer displays a pickbox of all the guests who fulfill the criteria.
Fidelio also displays the horizontal Reservation menu described below. It is identical to the one displayed in the
Reservation menu.
Figure 3-2 List of Arrivals
Available Functions
1 Correction. You can select the guest with the cursor keys and pressing [Enter]. The guest's reservation record
appears on the screen (for a detailed description of the reservation screen, refer to Entering the Reservation Detail
on page 2-17 in the Reservations User Manual). Before checking the guest in you should make sure that the
reservation record contains all essential data. You may want to cross check the name of the guest, the arrival and
departure date and ask the guest for the payment method if it has not been entered yet.
On the top right of the screen (next to the confirmation number), you may see a blinking [T] if there is a trace for
the guest, a blinking [A] if the guest has been authorized for city ledger check-out, a blinking [R] if there are
routing instructions and a blinking [E] if leisure activities have been booked.
If no room number has been assigned to the guest, Fidelio will assign a room number automatically when you
move the cursor to the Room No field. When you have completed going through the reservation record or if you
press [Esc] anywhere after assigning the room number, Fidelio will automatically suggest to check in the guest, if
the arrival date equals the Fidelio date. With [Y] the guest is checked in and the message “Check-in successful” is
displayed. When Fidelio has displayed this message, the keycards for the room are printed and the telephone is
unlocked. At this point, Fidelio also displays any unreceived messages for the guest.
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If the hotel requires the entry of the payment method before checking a guest in (only with parameter Require
Method of Payment at Check-In {askpmethod} ON), if no payment method has been recorded for the reservation,
Fidelio will display a Payment Method/Credit Card Entry window in which you have to enter the payment method
code and, if required, the credit card number and expiry date.
If there are one or more share reservations that have not yet checked in, Fidelio will display the message “Guest is
sharing with <guest>Check this guest in as well? Yes/No.” With [Y] the sharer is checked in as well.
Please note: If you check in a sharer and the other sharer has checked in already, Fidelio automatically suggests the
same room number. If you select a room number occupied by a guest who is not a sharer of the selected
reservation, Fidelio will not let you proceed and will ask you to select the Combine Share option for this
operation.
If a room number has been assigned to a reservation record, you can also check in the guest directly by selecting
the option 8 Check-In, without calling the reservation detail.
If the room status is dirty (DI) at check-in, Fidelio issues a warning “Room is dirty. Do you still want to perform the
check-in? Yes/No.” Answering [N] aborts the check-in but keeps the room assigned to the guest. If the hotel uses
the additional inspected room status (only with parameter Additional Room Status INSPECTED {p_inspect} ON),
Fidelio will display a warning message if the room status of the selected rooms has not been inspected (IS).
If you work with room discrepancy and according to housekeeping the rooms is still occupied (i.e., the room is
marked as a SLEEP), Fidelio displays a warning message before checking the guest in.
Virtual Numbers during Check-in
This functionality only applies if the hotel uses virtual number pools (only with license code Virtual Number
Assignment {ex_didnr} ON). In this case, Fidelio may assign virtual numbers automatically during the check-in
process or prompt the user to assign a number. The use of this option depends on how the hotel has set up the
virtual number pools and is usually determined by the functionality of your telephone system. Up to five number
pools are available. They can be room-based or guest-based and can have various assignment rules.
Upon the arrival of a guest, Fidelio goes through the normal check-in procedure and displays the virtual number
assignment screen as the very last screen of the check-in process. The screen might look as follows.
Figure 3-3 Virtual Number Assignment
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In this example we have a phone pool with an Auto Assign rule. The system will therefore automatically assign a
number from this pool to every check-in and display the number. In addition, the cursor will position on the
number field of the fax pool, as it is set to Prompt to Assign. You can select a number from the pickbox available
upon pressing [Enter] or enter one manually. Alternatively, you can leave the field blank by pressing [Esc] either
from the field prompt or the pickbox.
If a pool is set to Do Not Assign, Fidelio will display the message “No VN Assigned” in the place of the virtual
number field. If the Assignment Required rule has been activated for a pool, Fidelio will not let you complete the
check-in of the guest without assigning a number.
If a guest has permanent virtual number assignments, the check-in will be handled the same way as above. For the
Auto Assign pool, the system will automatically select and display the permanent virtual number attached to the
profile. With the Prompt to Assign pool, the system will display the pickbox and position the cursor on the
permanent virtual number.
Please note: If you use a profile with permanent virtual number assignments for different reservations staying at the
same time, Fidelio will use the permanent virtual numbers for the first reservation that checks in. If a guest with a
permanent virtual number is checked into a room which is not set up for the numbers from this pool, then Fidelio
will take the room configuration as the controlling factor and not assign the number.
If sharers are checked in and the second sharer to check in has a permanent number assignment for a room-based
pool, Fidelio will ignore the assignment and the virtual number issued for the first sharer will be used.
During the check-in of sharers, Fidelio will assign the identical virtual number to all the reservations staying in the
same room for room-based virtual pools. This is irrespective of whether or not the pool was set to Prompt to
Assign. If the first sharer is checked in and not assigned a room-based virtual number and at a later stage the
second sharer is checked in and provided with a virtual number, this number will apply to all sharers.
For guest-based pools, the system will assign a new virtual number for each sharer reservation, unless the pool has
been set to Do Not Assign.
Please note: It is not possible to assign the same virtual number to two or more sharers if the pool is guest-based.
Also, Fidelio cannot allocate virtual numbers to guests checked into pseudo rooms (except “PY” and “PI”)
irrespective of whether or not they have a permanent virtual number assigned to their profile or if the options Auto
Assign or Assignment Required have been activated. The same applies if, for one reason or the other, a regular
room has not been activated for a virtual number pool.
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Arrival Options cont.
2 Cancel. Fidelio asks if you are sure that you want to cancel the reservation. If you say [Y], Fidelio displays a
number of cancellation reasons from which you can pick one. Cancellation reasons might be:
Figure 3-4 Cancellation Reasons
After choosing a cancellation reason, Fidelio will display the reason with the cancellation number and the user ID.
You can add text freely or overwrite the chosen reason. Some hotels may choose not to work with default
cancellation reasons. In this case, the cancellation window will be shown immediately. After you have pressed
[Esc] to exit the window, Fidelio cancels the reservation, assigns a cancellation number and updates the inventory.
Canceled reservations remain in the system until after the expected departure date. You can always reactivate a
canceled reservation as long as it is still in the system. Just press 1 Correction and Fidelio asks you “This
reservation was canceled! Would you like to reactivate it? Yes/No.” If you say [Y], the reservation will be
reactivated. If you say [N], the reservation remains canceled, but the guest information screen is displayed, so that
you can see the reservation data. If you do not have rights to reactivate a cancellation, the guest information screen
is displayed immediately. Fidelio updates the cancellation statistics in the guest, travel agent, source and company
history.
If you have already received a deposit, you cannot cancel the reservation without clearing the deposit in the
cashiering module.
Once the reservation is canceled, you cannot view the standard reservation screen without reactivating the
reservation (only the guest information screen). You can, of course, re-cancel a reactivated reservation.
3 Rate Info. Highlight Rate Info, select a currency and Fidelio will show you exactly what rate and extra charges
will be charged on each day of the guest's stay. This takes in effect any weekend rates, special package plans which
change the rate on different days, additional taxes and season and day-type changes. In addition, Fidelio will
display any deposits made towards the reservation and deduct the deposit from the total cost for the stay.
Rate info is purely informational. Even if you wish to see the rate in another currency, this has no influence on the
actual type of payment.
4 Confirmation. With this option you can always check the exact contents of the confirmation letter a guest
received. This can be very helpful if a guest comes to your desk to check in and tells you that he received different
information in his confirmation letter from what is being offered now. Select this option. If a confirmation letter
was printed for this guest, Fidelio will display it.
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5 Profile. If you want to view or change the guest profile or enter additional remarks, then select this option. You
now see the standard guest profile screen and you can edit it as described in the Profile option (refer to Profile on
page 3-34). If you change the address, Fidelio will update the name at the top of the screen immediately when you
return to the reservation. To change any of the fields, simply select the Correction option and proceed as normal.
If you discover that the guest whose reservation you are working on right now is not the same guest which you see
on the profile, choose the Select Another Profile option. You may, for example, have created a new guest profile
only to find out later that you spelled the name wrong and the correct name was already on file. In such a case you
would choose Select Another Profile, enter the correct name and then pick the correct name from the displayed
pickbox. The reservation which was made earlier for the wrong name is now under the correct name.
Remarks is a free-form area to add information for this guest record. The History option is used to access previous
stay information to the group profile. The Special Fields are used by special user rights to enter or change
information to commissions (only for travel agent profiles), set the availability override flag, set the profile on the
blacklist or cashlist and record a corresponding message, and define the A/R account number, and Options are
used for additional profile information. Selecting [OK] (or [Esc]) returns you to the group reservation windows. If
your property is using the Additional Address Information parameter {guestaddr2}, use 2nd Address to add or
change a second address to the profile.
Press [Esc] to return to the Arrival menu.
6 Options. The options menu is identical throughout Fidelio.
Routing Instructions. With the routing instructions menu you can send charges of certain department codes
automatically to the second, third or fourth window or to other folios in other rooms at the time of posting. The
user can choose between the folio and the second address of the profile and make changes to that second
address for the routing instruction if the user right to make changes has been assigned. It is only possible to
select the second profile address for the same room on the routing instruction if the parameter Additional
Address Information {guestaddr2} has been activated. The Info option under Routing Instructions displays the
selected address. You can define a routing period if you would like to restrict the rerouting of postings to a
certain period (for more information on Routing Instructions refer to Billing on page 4-3 of the Cashier User
Manual). If you want to route postings of an individual reservation to a company, agent, group, etc., you should
link the reservation with the company, agent, group, etc. first via the Agent/Company option.
Agent/Company. With this option you can link a company, travel agent, reservation source or group name to
the reservation. You can also view and modify the given address, although this information has usually been
recorded with the reservation. Each of the Source, Agent and Company fields function the same way. Move
your cursor to the first required field (say, Agent) and type the first few letters of the travel agent's name. Press
[Enter]. Fidelio displays a list of existing profiles from which you can highlight a profile and press [E] to view
or edit the selected profile. Press [Enter] to select the profile for the reservation or press [N] to create a new
profile, if the agent you want does not exist. If default rate codes have been recorded for a company, agent or
source profile, this is indicated by a single dollar sign ($) for one rate code and by a double dollar sign ($$) for
two or more rate codes. In addition, Fidelio will display the default rate code with the highest sequence number
in the RCode field. Press [R] for Rate Codes if you want to view all default rate codes recorded for the profile.
If you select a profile with a default rate code, Fidelio will also display an appropriate message.
Fixed Charges. Here you can view, modify and enter any fixed charges. Fidelio posts fixed charges as well as
room and tax automatically during the night audit and when you print an advance folio.
Special Fields. If you have defined any fields in the extra reservation fields screen, then you can view and
modify them here if you have the rights to do so. It is possible that Fidelio displays this optional reservation
screen automatically each time when the main reservation screen has been edited (only with parameter
Automatically Edit Reservation Option Screen {p_resscr2} ON).
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Deposit. Here you can enter a deposit towards a reservation before the guest has checked in. After selecting
this option, you have to enter your cashier ID and password. Fidelio will display pertinent information about
the guest, including deposits requested and deposits paid. Select the method of payment from the pickbox and
enter the amount received. Fidelio will then ask whether you want to print a receipt.
Now you can change the reservation type. Let's assume that the guest had “non-guaranteed deposit expected.”
Of course, you would want to change the reservation type to “guaranteed deposit received.” All available
reservation types are displayed in a pickbox. Choose one and press [Enter] or press [Esc] if you do not want to
change it. The deposit amount will automatically be transferred to the guest folio at check-in.
Delete. Deleting a reservation removes the data completely from the system. This is used when you have made
a complete mistake while entering a reservation and would prefer to re-enter the entire reservation rather than
correct the first one. This action does not update the guest, agent or company history. Fidelio acts as if the
reservation never existed. You cannot delete a reservation which has a deposit. You must first clear the deposit
in the cashiering module.
Please note: You can delete canceled reservations as well as active reservations.
Auth. Direct Bill. (Only with parameter Use City Ledger Check-Out Authorization {chkclauth} ON.) If the
guest wants to check out and have his balance transferred to a city ledger account, city ledger check-out must
be authorized with this option first.
Package Options. (Only with parameter Advanced Package System {par_packag} ON.) If you work with the
advanced package module, Fidelio displays the following window:
Figure 3-5 Package Options
Show Posted POS Items. This displays a list of all package elements for which an allowance has been created.
The creation of the allowance is done automatically by the system at check-in and during the night audit.
Please note: Allowances are only created for the same day. This means that if a guest has a breakfast package,
you will only see the allowance for the current date and the previous days, but not for the next day.
Refresh POS Packages. This option checks and updates any changes you made to POS packages concerning
the reservation. It is necessary to run this option if you attach a new POS package code to the reservation
change or remove an attached package code or when you change the rate code to another rate code with
different POS packages. It is only necessary to refresh POS packages if the guest has checked in already.
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Route Packages. (Only with parameter Allow Package Routing {p_packrout} ON.) If the property works with
package routings, the options Route Packages and Display Routings are displayed here. The Package
Routing option allows you to redirect package allowances from one account to another. For example, all group
member package allowances could be directed to the group master folio or the children's charges could be
directed to the parents' room. This facilitates the posting of charges to one account while considering multiple
rooms.
Select the Route Packages option to redirect the package allowances to another guest or room. You can
Route Packages to reservations and checked-in guests that do not already have a routing to another room and
whose arrival and departure dates correspond to the date range of the reservation for which you want to add the
package routing. If the reservation for which you want to add a package routing is already checked in, then
only checked-in rooms are available for selection.
When you have selected the target room, Fidelio will display the message “Use other allowances on target
room?” Here you determine whether the target room can exceed its own allowance and use allowances that
might be available from the other source rooms. This might apply in the case of a family, where the package
allowance from the children are routed to the parents' room, but certainly not in the case of a group.
Please note: Fidelio will only redirect package allowances to a checked-in room. If the target room is not
checked in at the time of posting, Fidelio will post to the source room and remove configured package routings.
During the check-in of a guest, Fidelio will make sure that the target room for the package routing has already
checked in. Otherwise the system will display an appropriate warning message and allow the user to cancel the
check-in or to remove the package routing.
If you have already routed the package postings to a reservation once, it is not possible to re-route them to
another reservation. For example, if you have routed the package postings from room 108 to 113, it is not
possible to redirect the charges from room 113 to 120. Fidelio will display the following message “This
reservation has packages routed from other reservations. Package routing not possible.”
When you Route Packages, you redirect the package allowances for all POS package postings connected to
this room. The system will add up all package allowances accumulated on the target room in order to produce
a total for the particular department code allowance (for more detailed information refer to Package Elements
on page 3-30 in the Rate Management Setup Manual).
Display Routings. Selecting the Display Routings option for a reservation, you can identify whether the
reservation serves as a source or target room, i.e., if the reservation has package routings to another room or if
the room receives package allowances from other rooms.
For target rooms, the Display Routing option displays a list of guests who have a package routing set to the
selected room/reservation. The information includes guest name, room number, arrival and departure date, the
status of the reservation and whether other allowances on the target room can be used ([Y] in the column
Other). You can press [Delete] to remove a package routing. Fidelio will go through the standard checks for
the deletion.
Virtual Numbers. (Only with license code Virtual Number Assignment {ex_didnr} ON.) This option is only
displayed if the hotel uses virtual number pools. In this case, you can select the Virtual Numbers option to
assign a virtual number to a guest in house, view, modify or remove it. You cannot assign virtual numbers to
reservations. The use of this option depends on how the hotel has set up the virtual number pools and is usually
determined by the functionality of your telephone system. Up to five number pools are available. They can be
room-based or guest-based and can have various assignment rules.
Fidelio can assign virtual numbers automatically at check-in or prompt the user to assign numbers at check-in
or you can assign numbers with this option only. After selecting this option, Fidelio will either display any
virtual numbers that have been assigned to the guest or display the message “No virtual number assigned for
this reservation. Do you want to assign one? Yes/No.” With [Y] you will receive a list of active virtual number
pools (for example phone, fax, mobile) from which you pick the required line pool with [Enter]. Next, Fidelio
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will display a list with numbers from which you can pick one. If the guest has a permanent number linked to
his guest profile, Fidelio will indicate this number and suggest it for selection. If the room has not been
activated for the selected number pool, Fidelio will display an appropriate message. Once you have picked a
number, Fidelio will display the selected pool and number in a picklist. You can insert a new number by
pressing [Insert] or remove a virtual number assignment by selecting the number and pressing [Delete].
Please note: You can only assign one virtual number per reservation and pool. Therefore if you have to change
a virtual number, you first have to remove the existing number and then assign a new one.
If you assign a room-based virtual number for a share reservation, Fidelio will apply this number to all
associated checked-in sharers. If you remove a virtual number with an assignment-required pool, you will not
be able to exit the option without assigning a new number.
Break Share. Using this function you can break an existing share reservation. Fidelio will not simply let you
remove the share number from the room number field in order to split a share reservation. Breaking a share
reservation means that you can separate two (or more) shared reservations and form two (or more) individual
reservations, thus influencing the availability. To do this you place the cursor on one of the “share” reservations
and select this option. A screen like the following is displayed:
Figure 3-6 Break Share
You can see all reservations sharing the selected reservation (marked with an asterisk * in the list). If you
require more information, press [Enter] on any of the records to display the guest info screen. If you want to
break apart all listed share reservations, press [A] for Break All. Fidelio will check availability, remove the
share links and finally display the message “Share break successful.” If you only want to separate one of the
share reservations, select that reservation and press [S] for Break This One.
Please note: Fidelio will only let you carry out an individual break if this will not result in breaking the
complete share.
If you attempt to break a share reservation which is attached to a block, Fidelio checks whether there are
enough rooms in the block and if necessary, makes use of the borrowing technique. If there are not enough
rooms in the block, Fidelio will increase the block by the number of rooms required for the break of the share,
if the block has been marked elastic. If the block is not elastic and there are not enough rooms left in the
allotment to break the share, then Fidelio will not let you break the share.
For further details regarding the handling of share reservations refer to Handling of Share Reservations on page
2-58 of the Reservations User Manual.
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Combine Share. This option allows you to combine two individual reservations into two shared reservations.
When you want to combine reservations, select one of the reservations and then select this option. You can
enter the name of the sharing guest or press [Page Down] for a list of all reservations available for the share.
Fidelio will display a list of reservations with overlapping dates and/or the same block code. On the top of the
window you can see the details of the selected reservation.
Figure 3-7 Combine Share
Select the other reservation with [Enter]. Fidelio will ask “Share with [guest name]? Yes/No?” If you answer
[Y], Fidelio will build the share, assign the internal share number, update the availability accordingly and
finally display the message “Guests now sharing in room S/nnn. Please check rate and persons.”
If you combine two block reservations into a share, Fidelio will update the available rooms in the allotment and
add the freed room to the block again.
Show Share. If you want to see all reservation shares of a highlighted share reservation (marked with *), select
the Show Share option. Fidelio will display the details of the selected guest on top and a list with
corresponding share reservations below. The information includes share number, room type and number (if
assigned), name, arrival and departure dates, rate, balance, any attached profiles and the reservation status. For
this display, the asterisk in front of the guest name indicates the reservation that you have currently selected.
Traces. This function is similar to Messages in that you can create a message and attach it to a guest
reservation. However, the difference is that a Trace is a message not to the guest, but to your colleagues and it
requires an action and a specific action date. Let's look at an example. Suppose you are making a reservation
for a guest and the guest says “I will need a roll-away bed for my young son.” What do you do? Well, somehow
you need to advise Housekeeping that they need to put a roll-away bed in the room. But the guest is not coming
for a week and you do not know which room he will be in. This is where the traces can really help. Since you
have the reservation in front of you, select the Options option and then select the Traces option. If there are no
other traces for this guest, Fidelio tells you this and asks if you want to make one. You must first select a trace
department (i.e., who is to be advised). Fidelio shows you all the available trace departments. Select
Housekeeping. Next, Fidelio presents you with a pickbox of common requests from Housekeeping -if Requests
Roll-away is there, all you have to do is select it. If it is not, you need to press [Esc] and type the request
free-form. When you have either typed or selected the text, press [Enter] and you will be prompted to enter the
trace date. This is very important as the date you enter here is the date Fidelio will notify Housekeeping (by the
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Trace Report) that a roll-away bed is needed. You also see the text you entered/selected. At this point you can
change it, if necessary. Press [Enter] to complete the trace. Fidelio shows you your completed trace. At this
point you can press [Enter] to modify the trace or the date; [Insert] to create a new trace; [Delete] to delete a
trace; or [*] to resolve the trace (This means that you have done whatever was requested and you are marking
the trace as completed.) To exit this function, press [Esc] and you return to the menu.
There is a special type of trace called action. This could be thought of as a “smart trace” as it is used to
automatically change guest information. Let's say your guest plans to stay from Friday to Tuesday. On Friday
and Saturday he is eligible for a special weekend rate. On Sunday and Monday his rate must change to a
corporate rate. This means that the rate code and thus the rate, must be changed on Sunday. You could make a
note to change the rate on Sunday morning, but the “smart trace” can make this change for you automatically.
All you have to do is select the Options menu. Select Traces and make a trace in exactly the same manner as
above. However, when you are offered the pickbox of trace departments, select Actions instead of a specific
department. Fidelio now lists a series of possible changes. You can elect to change the market code, the source
code, the rate code, the actual rate or the number of adults or children. Pick the rate code and press [Enter].
Fidelio asks you when the rate code is to be changed. Enter Sunday's date. Fidelio will now change the rate
immediately after the night audit on Saturday night. When you use this function, there can be no mix-ups,
mis-postings or rebates because of someone forgetting to manually change the rate.
Credit Cards. You can only access this option if you are using the credit card interface (also known as EFT
interface). When you select this option, Fidelio offers you the following choices:
Figure 3-8 Credit Cards Menu
Field Explanation
Enter Approval Code. This option is only used if your Credit Card Interface is down and you need to enter an
approval amount and approval code manually by calling the credit card company. You are asked to enter first
the Approval Amount and then the Approval Code (provided by the credit card company). Fidelio will log any
entries made into these fields into your user logfile.
Please note: If the connection to the EFT company is temporarily not working when you check in a guest, we
strongly recommend that you use this option instead of changing the payment method to an off-line method,
because if the payment method is not changed back to on-line, Fidelio will never go out for any authorization
nor settlement.
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Authorization Rule. This feature only works for EFT interfaces which support preauthorization and where the
parameter Auth./Settlement at Check-Out in the Functionality Setup from the Credit Card Interface option
is set to [N]. Users with the right to change the authorization rule can choose between the standard rule as
defined in the Setup program and the following two special rules at any time prior to or during the guest's stay.
As the cost of accommodation is often paid not by the guest but by the company, it is useful if the hotel can set
a lower authorization amount, for example by excluding the cost of accommodation from the calculated
authorization amount. Simply enter the corresponding number for changing the authorization rule or enter 0 for
a pickbox.
Rule 5 Amount
The field Amount will default to the value as defined in the configuration program,
but you can overwrite the amount any time. The entry in Precalculated Amount will
then be replaced by this value.
Rule 6 Percentage
Here you enter a percentage and Fidelio will then calculate an amount based on the
formula LOS * rate * percentage to arrive at the entry for Precalculated Amount.
However, you can overwrite the field, if necessary.
During the night audit, the procedure CC_AUTH checks whether a special authorization rule has been defined,
calculates the amount to be approved accordingly and goes out for authorization.
Additional Authorization. This option is used when you want to get approval for an additional amount - above
what the credit card company has already approved. For example, if a guest's account balance is 1000.00 and
you originally got approval for 1100.00 from his credit card company, but now he comes to the desk and wants
to send various expensive packages overseas, you will need to increase the approval to, say 1400.00. When you
select this option, Fidelio shows you the Current Authorized Amount as well as the Guest Balance. The third
field is where you enter the new approval amount. If you enter 1400.00 here, the Credit Card Interface will
request a total approval for 1400.00, i.e., 300.00 (not 1400.00) more than previously approved.
When you press [Enter], the Fidelio Interface contacts the EFT system with the approval request. If the
amount is approved, a message is displayed showing the approval code and the new approval amount (these
fields are automatically updated on the reservation record). If, for some reason, the approval was not given, the
credit card company will send back a message to advise you of the reason, i.e., insufficient funds or even ask
you to hold the card.
Courtesy Card Handling. If courtesy card handling is supported by your interface, you can swipe courtesy
cards with this option to collect the guest points or stay information for a guest. The system will default an
expiry date of 00/00 for all cards. In addition, by pressing the [+] key, you can display the actual number of
points which the guest has collected. During the night audit after the guest's check-out, Fidelio will send the
accumulated guest stay information to the credit card processor.
View/Change Card Type. This option will only display if the function Credit Card Usage Choice has been
activated. When selecting this option you can see whether the selected card is handled as a credit card, a debit
card or a special card.
Accompanying. What you see here depends on the setup in your hotel. You may have the option of entering
the names and birth dates of up to three accompanying persons for this reservation. If the parameter Detailed
Accompanying Guest Registration {accompany} is switched ON, you can record registration details for
accompanying guests with this option. This includes name, first name, address, nationality, date/place of birth
and passport information. If you select this option and no accompanying guest has been recorded for this guest
yet, Fidelio will ask you whether you would like to add one. Otherwise you will be shown any recorded
accompanying guests and you need to press [Insert] to add a new one. Fidelio will default the profile
information of the guest into the name and address fields for the accompanying guest. This is very useful when
you record family members. In this case you only have to change the first name and add the passport details.
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Use the Accompanying option instead of the Share function if the sharing guests do not need separate folios
and recording the reservation history is important for only one or neither of the sharing guests. If a couple has
different last names, for example, but they require only one folio and arrive and depart together, you should
only create one guest profile for one of the guests. Then select the Accompanying menu item from the
Options menu. If someone calls on the telephone, you can find the accompanying guest by entering the name
in the Accompanying field in the telephone operator function [Ctrl+F7]. If the two guests want to pay
separately after all, you can split the folio charges into two windows.
Leisure. This menu option is only available if your hotel works with the Fidelio Leisure Management module.
With the Leisure option, you can view, change, create or delete leisure bookings for the selected guest.
If the guest already has leisure bookings, Fidelio will display a pickbox with all existing leisure bookings for
the guest.
Figure 3-9 Existing Leisure Bookings
The following options are available from this screen:
* Plan. With [*] you have access to the main leisure management screen. Use this option if you want to create
or change a leisure booking for the guest. Fidelio will display a list with all defined outlets. Service outlets are
indicated by an [S] on the right, non-service outlets by an [N]. After selecting a service outlet from the
pickbox, you have the option of selecting a particular service or directly viewing the schedule for the specified
date. With non-service outlets you simply need to enter or confirm the date. Next, Fidelio will display the
reservation book for the selected date. Press [Enter] on a selected time slot to create a booking. You have the
same options as when you access Leisure Management with the Leisure option from the Reservation menu
(refer to Leisure on page 2-127 of the Reservations User Manual). The only exception is that any new booking
you make is automatically linked to the reservation on which you were previously working. When you exit the
Leisure menu, you will return to this pickbox. Any new leisure bookings which you just made will show up in
the pickbox.
DEL Delete. Press [Delete] to delete the leisure booking. There is no difference between deleting and
canceling a leisure booking.
↵ View. Press [Enter] to view the booking details. You cannot change the booking details here. To change
them you need to press the [*] key.
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If the guest did not have any leisure bookings, you will see a dialog box saying “No leisure activities on file for
this guest. Add one?” With [Y] you will jump to the main leisure management screen where you can create
leisure bookings for the guest.
Guest Awards. (Only with parameter Guest Awards {awards} ON.) This option allows you to attach active
reservations to Award schemes. These schemes are user-definable and set up within configuration.
After selecting the Guest Awards option and a start date is entered, Fidelio will display those awards currently
attached to the displayed reservation. Using the [Insert], [Enter] or [Delete] keys, awards can be inserted,
modified or deleted. You can define within the configuration the number of points associated with each award
type (the Quantity field) and the start/end dates when awards can be redeemed.
The following entries can be made from within this option. Those marked with an asterisk [*] are required.
Type*
Quantity*
Date*
Text
Card Type
Member Number
User-defined code.
Number of awards/vouchers to be consumed/taken.
Valid date within the range of the reservation.
Voucher/Award Number/Remarks (free form text).
Loyalty program type from attached guest cards. Fidelio will default with the card
type having the lowest sequence number.
Membership number for loyalty program which will default dependent on card type
entered. If card type is blank, a user-defined number may be entered.
In the event that Guest Awards have been attached to the booking and the reservation incurs a date change,
Guest Awards with a date falling outside the new span of the reservation will be prompted with a warning
message and the award entry deleted. This will affect the following areas:
Room Plan [Ctrl+F3]
Standard reservation date changes
Group reservation date changes applied to other members
Conducting an Early Departure and Awards for later dates
Deleting a Share reservation
Merging or deleting profiles will automatically either update the Guest Awards to the new profile or delete as
appropriate.
Please note: Once a reservation has been moved to history it is no longer possible to modify, insert or delete
Guest Awards associated with the stay. Also, if awards have been deleted due to a cancellation or no-show, the
awards will not show in the history.
Please note: If the license code CIS Integration {ex_cis} is activated, Fidelio will move Guest Awards for
checkouts of the day to CISAWARD.DBF. Details in this file will be reviewed and marked as processed by the
CIS Interface.
7 Message. You will encounter this option again and again throughout the whole Fidelio program. You can leave a
message for the guest with this option. When you check in the guest, the system automatically shows you any
messages the guest has. You can keep an unlimited number of messages for every guest, you can mark the
messages as received or not and you can print the messages in a user-definable format. With the appropriate
interfaces, the messages will trigger the message-waiting lamp on the telephone to turn on or will send the message
directly to the video system so that the guest can call it up on the video screen.
If you want to enter a message, Fidelio guides you through a few questions to help create the text of the message as
easily as possible:
The Message For field defaults to the salutation, first name and last name of the name on the reservation record. If
the message you wish to take is indeed for this guest, simply press [Enter]. If the message is for another name in
the same room, overwrite the Message For field with the appropriate name.
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The Language field defaults to the guest's language from the guest profile. You can enter messages in as many
languages as you define in the installation program. If you enter a language which does not have its own message
format defined, then Fidelio will use the default language as defined in the installation.
The next step is to select the Salutation of the person who left the message. The four options for salutations are
definable in the installation. If there is no salutation appropriate, press [Esc] to get to the Name field.
In the Name field, enter the name of the person or company who left the message. This should normally not be left
blank. After the Name field you can enter an optional Company Name to which the person who left the message
belongs. The next step is to choose the action from one of four actions defined in the configuration. Then choose
whether the message requires a Call Back. The default is YES if you choose the first action. Decide whether the
message is Urgent or not. Default is NO. Finally, enter the Telephone Number to be called back, if appropriate.
Once you have completed these steps, Fidelio creates a complete message containing the information you just
selected. You can edit this message as you like. Press [Esc] when you are done. Fidelio now asks you if you wish to
Save, Print and Send, Print or Throwaway this message. If you decide to print the message immediately, Fidelio
will also save the message for later printing. Only the Throwaway option removes the message permanently.
Once you have saved a message for a guest, you can browse through them in a standard Fidelio pickbox. There are
several possible status codes: Received, Printed, Received on Video and Message Lamp On.
You can manually change the status to received by pressing the [*] key. Pressing it again turns the received status
off. Press [L] to indicate the message lamp is turned on. Pressing [L] will not turn the lamp OFF or ON. It will only
indicate that you have turned the lamp on manually via your telephone system. If you have a message-waiting
system, then you should not press [L] as the interface will take care of it automatically when you create the
message.
Any not-yet-received messages pop up at check-in, check-out and whenever you make a change to an in-house
guest. The messages stay in the system until you physically delete them or in the night audit after the check-out.
8 Check-in. If the arrival date is today, the room number has already been assigned and the reservation is not
canceled, you can check in the guest directly with this option.
If the parameter Require Method of Payment at Check-In {askpmethod} is ON and the method of payment box
appears after completing the check-in, then Fidelio will from this point on handle the following functionality:
-
Allow the ability to swipe the card.
Allow the entry of the issue and start date (if required).
If the EFT interface is on, and the EFT parameter Credit Card Type Check is [Y], then Fidelio will go out
to the EFT company for the card type.
Fidelio will proceed with obtaining authorization details at check-in.
9 History. Here you can view the details of all previous stays, if on file. You can also check whether there are any
recorded turnaways for the guest, if the parameter Advanced Turnaway Handling {regrets} is switched ON. This is
identical to the History option from the profile screen.
0 Changes. You can view any changes to the current reservation with this option. If the reservation has never been
changed, you will get the message “No changes recorded.” If, for example, you changed the departure date of the
reservation, you will see the old reservation data with the original departure date. Furthermore, cancellations and
reactivations are also shown here.
Changes are only recorded in the changes log when you change the arrival or departure date, rate, number of
rooms, number of people, room number, allotment, routing instructions or reservation type. In other words, all the
changes affecting the inventory, rates or people are recorded.
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A Add On. The option Add On will create a duplicate reservation for one room with the same name, including
payment method, billing instructions and remarks. You should use this option if a client calls and says "I'll need
two rooms instead of one." Another possibility is that the client asks for an identical reservation for a week later.
Use the Add On option, just make sure that you change the arrival and departure date from the reservation copy. If
you add on to a reservation of two or more rooms, the new reservation will have only one room. Fidelio will only
let you create the duplicate if the rate code of the reservation is still available.
If you use the Add On option for a block reservation, you do not increase the size of the block but pick up a single
reservation from the block. If all rooms available in the block have been picked up and you carry out an Add On,
Fidelio will only let you carry on, hereby increasing the size of the block, if the block has been marked elastic.
Please note: When you choose the Add On option from within an active reservation, Fidelio will propose the
current system date as the arrival date, number of nights and departure date according to the reservation on which
you are currently positioned. Additionally, Fidelio will ask the question “Copy Payment Details?” Answering Yes
will copy the details of the payment method, credit card number, expiry date, start and end dates (if required) and
the authorization rule and factor.
However, the approval code and approved amount are not copied. The message “Reservation copy made. Please
remember to modify the copied Reservation” displays.
B Share. Select the B Share option, if you need to make a reservation for two or more guests who will share a
room but the guests require separate folios, guest profiles and stay detail records. Fidelio will create an identical
reservation to the first reservation, including billing instructions and reservation remarks, but with a different
name. You can easily identify share reservations by the unique share number which is displayed in the Room
Number field and next to the confirmation number on the screen. In addition, on all guest lists, you can recognize
sharers by the asterisk in front of the guest name.
When you select B Share, Fidelio will prompt for the last Name and First Name of the sharing guest and the
number of Persons. If you enter the details, Fidelio will automatically create a guest profile containing this
information for the sharer. If you would rather select an existing profile from the guest file, only enter the first letter
and press [Page Down] for a list of matching profiles and select the respective profile with [Enter].
If various people share a room, there is always the question of who pays the bill or what kind of rate sharing is to be
entered. Therefore, once you have selected the name of the sharer, Fidelio will ask you how you want to share the
rate. There are three choices:
Figure 3-10 Shared Guests Rate Assignment Menu
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If you select Zero Rate for Sharing Guests, Fidelio will remove the rate code and the rate for all guests in a room
except for the first one. If you are using rate codes, Fidelio will then add up the total number of people in the room
and store this number in the first record. The number of people (adults, children) in all other records are set to zero.
Finally, Fidelio recalculates the rate for the first guest based on the total number of people in the room.
If you choose Split Rate Evenly among All Shares, Fidelio will do just that. It will also remove the rate code if
you are using one. The rate will be divided as evenly as possible. If you split a $ 100 rate among three guests, the
first two will pay $ 33.33 and the third guest will pay $ 33.34. As the rate code is removed in this case, you should
be sure to enter any packages included in this rate code in the Packages field in the reservation file (for more
information about this field, refer to page 2-38 of the Reservations User Manual).
If you use the Full Rate for Each Guest option, Fidelio will simply leave the original rate code and rate for each
guest. The rate might change for some of the sharers if you modify the number of people in the sharing record (for
further details, refer to Handling of Share Reservations on page 2-58 of the Reservations User Manual).
R Regcard. With this option you can print a registration card for the selected reservation. Usually, you will print
your registration cards in a batch for all guests with a certain arrival date (option Registration Forms from the
Mailings menu). The Regcard option is especially useful for walk-in guests, where reservation and check-in take
place at the same time. After taking down the information from the guest, simply press [R] and confirm that you
want to print and Fidelio will print the registration card for this guest.
Please note: This option only works if you have defined the registration card with the text name MELDE in the
Standard Text option in the setup program.
W Waitlist. (Only with parameter Use Waitlist Reservations {waitlist} ON.) This option will only be displayed if
your system is configured for waitlists. When you select this option, you are asked if you want to move the
reservation to the waitlist. If you answer [Y]. the entire reservation is moved to a separate database where it in no
way affects your occupancy or availability status. The record is stored here until it is re-activated into the live
system or is deleted two days after the expected departure date.
Please note: Once you have moved a reservation to the waitlist, you cannot access this record from either
Reservations or Front Desk until it has been re-activated (for more information on the waitlist function, refer to
Waitlist on page 2-124 in the Reservation User Manual).
Please note: If you accidentally checked in a guest and you want to restore the reservation with the original
reservation type, go to option In House from the Front Desk menu, enter the guest's name and select Cancel
Check-In.
Q Q-Rooms. (Only with parameter Rooms on Queue {q_rooms} ON.) Select [Q] to place the guest in a Check-In
Queue. This is necessary when a guest arrives before the check-in time and the room is not ready for occupancy.
Placing a guest on the queue alerts the Front Desk personnel as well as housekeeping of a guest waiting to check in
to a room.
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Those reservations on queue have the Queue Time displayed on the third line of the information remarks shown on
the bottom of the screen. The queue time is calculated based on the time placed on queue and the current system
time.
Considerations
In the event that a check-in is on queue, Fidelio provides users with appropriate warning messages during
the check-in process of other reservations if they have been allocated the same room type, unless the
check-in on queue was allocated a room number.
When selecting the option Front Desk>Arrival>Walk-In and if check-ins are on queue, then the following
message is displayed: “There are rooms on queue. Do you want to continue?”
Should you cancel the check-in of a room that was previously on queue, Fidelio will prompt with the following selections:
Put Back in Old Queue Position (sets the queue time to the original time),
Put at End of Queue (sets the queue time to current time), or
Remove From Queue (removes the check-in from the queue).
Please note: You cannot place a reservation on queue that is not today’s arrival date or a reservation that has more
than one room assigned to the reservation.
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In House
Use this option to view and modify reservation information and/or profiles of guests in house. You can change any
of the reservation information except the arrival date, cancel a check-in, move a guest to another room and perform
various other actions also offered in the horizontal reservation menu like creating billing instructions, leaving a
message, entering fixed charges, etc.
Figure 3-11 In House Menu
After you have selected this option, a query window shows you all the possible selection criteria. This is basically
identical to the reservation query screen. As you only search for in-house guests here, criteria like “No-Show,”
“Cancellation,” “Deposit,” etc., are not listed.
From the Miscellaneous option you also find the search options Complimentary, City, Country, Color Code,
Market Code, Source of Business, Vip Code From/To, Time of Arrival and Member/Guest Cards (the
Member/Guest Cards option only displays with parameter Use Club Member Number in Guest File {clubmember}
ON).
Please note: The Country query makes it very easy for you to find all guests for whom no country code has been
entered. Remember that all profiles of in-house guests need to have a country code assigned in order for the night
audit to run without interruption.
If all the provided search criteria are still not enough and you would like to search for something else, then press
[Page Up]. The arrival date is displayed again and, on the bottom of the screen, a general query field. In this field,
you can enter any valid dBASE expression. For information on proper dBASE expressions refer to a dBASE
manual.
After you have entered a search query, Fidelio will display a list of all the guests in house that match the criteria.
Highlight the desired name and press [Enter]. The guests-in-house screen appears.
It is very similar to the reservation screen and shows all available reservation data for this guest. In addition, in the
top part of the screen, you will see recorded profile details, such as the guest address, the VIP number and the
member number. Plus, on the bar separating the profile information from the reservation information, you can see
the complete description of the room type and the room number. On the right, below the bar (next to the
confirmation number), you may see a blinking [T] if there is a trace for the guest, a blinking [A] if the guest has
been authorized for city ledger check-out, a blinking [R] if there are routing instructions and a blinking [E] if
leisure activities have been booked.
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The horizontal menu displayed on the bottom of the screen varies from the reservation menu and contains the
following options:
Figure 3-12 Reservation Menu Options
Available Functions
1 Correction. This option brings the cursor to the Nights field and lets you change the reservation data (for a
detailed description of the reservation screen, refer to Entering the Reservation Detail on page 2-17 of the
Reservations User Manual).
2 CXL Check-In. If you accidentally checked in the wrong guest, you can undo the check-in and restore the
reservation including the original reservation type with this option.
Please note: Cancel Check-In only works on the day of arrival and as long as no charges have been posted on the
guest's account.
After you have selected [2] for Cancel Check-In, Fidelio displays the message “Are you sure? Yes/No.” If you
answer [Y], the message “Block room <roomnumber of guest>? Yes/No” appears. Fidelio needs to know whether
the room stays assigned to the guest or not. After answering this question, the system gives you the possibility to
change the room status to dirty with the message “Change room status to dirty? Yes/No”. If the hotel uses the
additional inspected room status (only with parameter Additional Room Status INSPECTED {p_inspect} ON), you
receive the choice of changing the room status to dirty, to clean or to leave the room status unchanged. After this
message, the cursor goes back to the Room Number or Name prompt (depending on your previous selection) and
you can select another checked-in guest for changes. The reservation of the guest is restored.
If you select to cancel the check-in for a shared reservation, Fidelio will display a pickbox with all the sharers and
their reservation status. You have the option of cancelling all checked-in sharers by pressing [A] or you can cancel
the check-in for the sharer on which your cursor is positioned by pressing [S]. After making your selection, Fidelio
will prompts you for the room status.
Fidelio will automatically unlink any virtual numbers assigned to a guest in house if you cancel the check-in (only
applicable with license code Virtual Number Assignment {ex_didnr} ON).
3 Rate Info. Highlight this option, select a currency and Fidelio will show you exactly what rate and extra charges
will be charged on each day of the guest's stay. This takes in effect any weekend rates, special package plans which
change the rate on different days, additional taxes and season and day-type changes.
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5 Profile. If you want to view or change the guest profile or enter additional remarks, then select this option. You
now see the standard guest profile screen and you can edit it as described in the Profile option (refer to Profile on
page 3-34). If you change the address, Fidelio will update the name at the top of the screen immediately when you
return to the reservation. To change any of the fields, simply select the Correction option and proceed as normal.
If you discover that the guest whose reservation you are working on right now is not the same guest which you see
on the profile, choose the Select Another Profile option. You may, for example, have created a new guest profile
only to find out later that you spelled the name wrong and the correct name was already on file. In such a case you
would choose Select Another Profile, enter the correct name and then pick the correct name from the displayed
pickbox. The reservation which was made earlier for the wrong name is now under the correct name.
Remarks is a free-form area to add information for this guest record. The History option is used to access previous
stay information to the group profile. The Special Fields are used by special user rights to enter or change
information to commissions (only for travel agent profiles), set the availability override flag, set the profile on the
blacklist or cashlist and record a corresponding message, and define the A/R account number, and Options are
used for additional profile information. Selecting [OK] (or [Esc]) returns you to the group reservation windows. If
your property is using the Additional Address Information parameter {guestaddr2}, use 2nd Address to add or
change a second address to the profile.
6 Options. The options menu is identical throughout Fidelio.
Routing Instructions. With the routing instructions menu you can send charges of certain department codes
automatically to the second, third or fourth window or to other folios in other rooms at the time of posting. The
user can choose between the folio and the second address of the profile and make changes to that second
address for the routing instruction if the user right to make changes has been assigned. It is only possible to
select the second profile address for the same room on the routing instruction if the parameter Additional
Address Information {guestaddr2} has been activated. The Info option under Routing Instructions displays the
selected address. You can define a routing period if you would like to restrict the rerouting of postings to a
certain period (for more information on Routing Instructions refer to Billing on page 4-3 of the Cashier User
Manual). If you want to route postings of an individual reservation to a company, agent, group, etc., you should
link the reservation with the company, agent, group, etc. first via the Agent/Company option.
Agent/Company. With this option you can link a company, travel agent, reservation source or group name to
the reservation. You can also view and modify the given address, although this information has usually been
recorded with the reservation. Each of the Source, Agent and Company fields function the same way. Move
your cursor to the first required field (say, Agent) and type the first few letters of the travel agent's name. Press
[Enter]. Fidelio displays a list of existing profiles from which you can highlight a profile and press [E] to view
or edit the selected profile. Press [Enter] to select the profile for the reservation or press [N] to create a new
profile, if the agent you want does not exist. If default rate codes have been recorded for a company, agent or
source profile, this is indicated by a single dollar sign ($) for one rate code and by a double dollar sign ($$) for
two or more rate codes. In addition, Fidelio will display the default rate code with the highest sequence number
in the RCode field. Press [R] for Rate Codes if you want to view all default rate codes recorded for the profile.
If you select a profile with a default rate code, Fidelio will also display an appropriate message.
Fixed Charges. Here you can view, modify and enter any fixed charges. Fidelio posts fixed charges as well as
room and tax automatically during the night audit and when you print an advance folio.
Special Fields. If you have defined any fields in the extra reservation fields screen, then you can view and
modify them here if you have the rights to do so. It is possible that Fidelio displays this optional reservation
screen automatically each time when the main reservation screen has been edited (only with parameter
Automatically Edit Reservation Option Screen {p_resscr2} ON).
Deposit. Here you can enter a deposit towards a reservation before the guest has checked in. After selecting
this option, you have to enter your cashier ID and password. Fidelio will display pertinent information about
the guest, including deposits requested and deposits paid. Select the method of payment from the pickbox and
enter the amount received. Fidelio will then ask whether you want to print a receipt.
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Now you can change the reservation type. Let's assume that the guest had “non-guaranteed deposit expected.”
Of course, you would want to change the reservation type to “guaranteed deposit received.” All available
reservation types are displayed in a pickbox. Choose one and press [Enter] or press [Esc] if you do not want to
change it. The deposit amount will automatically be transferred to the guest folio at check-in.
Delete. Deleting a reservation removes the data completely from the system. This is used when you have made
a complete mistake while entering a reservation and would prefer to re-enter the entire reservation rather than
correct the first one. This action does not update the guest, agent or company history. Fidelio acts as if the
reservation never existed. You cannot delete a reservation which has a deposit. You must first clear the deposit
in the cashiering module.
Please note: You can delete canceled reservations as well as active reservations.
Auth. Direct Bill. If the guest wants to check out and have his balance transferred to a city ledger account, city
ledger check-out must be authorized with this option, first (only with parameter Use City Ledger Check-Out
Authorization {chkclauth} ON).
Package Options. (Only with parameter Advanced Package System {par_packag} ON.) If you work with the
advanced package module, Fidelio displays the following window:
Figure 3-13 Package Options
Show Posted POS Items. This displays a list of all package elements for which an allowance has been created.
The creation of the allowance is done automatically by the system at check-in and during the night audit.
Please note: Allowances are only created for the same day. This means that if a guest has a breakfast package,
you will only see the allowance for the current date and the previous days, but not for the next day.
Refresh POS Packages. This option checks and updates any changes you made to POS packages concerning
the reservation. It is necessary to run this option if you attach a new POS package code to the reservation
change or remove an attached package code or when you change the rate code to another rate code with
different POS packages. It is only necessary to refresh POS packages if the guest has checked in already.
Route Packages. (Only with parameter Allow Package Routing {p_packrout} ON.) If the property works with
package routings, the options Route Packages and Display Routings are displayed here. The Package
Routing option allows you to redirect package allowances from one account to another. For example, all group
member package allowances could be directed to the group master folio or the children's charges could be
directed to the parents' room. This facilitates the posting of charges to one account while considering multiple
rooms.
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Select the Route Packages option to redirect the package allowances to another guest or room. You can
Route Packages to reservations and checked-in guests that do not already have a routing to another room and
whose arrival and departure dates correspond to the date range of the reservation for which you want to add the
package routing. If the reservation for which you want to add a package routing is already checked in, then
only checked-in rooms are available for selection.
When you have selected the target room, Fidelio will display the message “Use other allowances on target
room?” Here you determine whether the target room can exceed its own allowance and use allowances that
might be available from the other source rooms. This might apply in the case of a family, where the package
allowance from the children are routed to the parents' room, but certainly not in the case of a group.
Please note: Fidelio will only redirect package allowances to a checked-in room. If the target room is not
checked in at the time of posting, Fidelio will post to the source room and remove configured package routings.
During the check-in of a guest, Fidelio will make sure that the target room for the package routing has already
checked in. Otherwise the system will display an appropriate warning message and allow the user to cancel the
check-in or to remove the package routing.
If you have already routed the package postings to a reservation once, it is not possible to re-route them to
another reservation. For example, if you have routed the package postings from room 108 to 113, it is not
possible to redirect the charges from room 113 to 120. Fidelio will display the following message “This
reservation has packages routed from other reservations. Package routing not possible.”
When you Route Packages, you redirect the package allowances for all POS package postings connected to
this room. The system will add up all package allowances accumulated on the target room in order to produce
a total for the particular department code allowance (for more detailed information refer to Package Elements
on page 3-30 in the Rate Management Setup Manual).
Display Routings. Selecting the Display Routings option for a reservation, you can identify whether the
reservation serves as a source or target room, i.e., if the reservation has package routings to another room or if
the room receives package allowances from other rooms.
For target rooms, the Display Routing option displays a list of guests who have a package routing set to the
selected room/reservation. The information includes guest name, room number, arrival and departure date, the
status of the reservation and whether other allowances on the target room can be used ([Y] in the column
Other). You can press [Delete] to remove a package routing. Fidelio will go through the standard checks for
the deletion.
Virtual Numbers. (Only with license code Virtual Number Assignment {ex_didnr} ON.) This option is only
displayed if the hotel uses virtual number pools. In this case, you can select the Virtual Numbers option to
assign a virtual number to a guest in house, view, modify or remove it. You cannot assign virtual numbers to
reservations. The use of this option depends on how the hotel has set up the virtual number pools and is usually
determined by the functionality of your telephone system. Up to five number pools are available. They can be
room-based or guest-based and can have various assignment rules.
Fidelio can assign virtual numbers automatically at check-in or prompt the user to assign numbers at check-in
or you can assign numbers with this option only. After selecting this option, Fidelio will either display any
virtual numbers that have been assigned to the guest or display the message “No virtual number assigned for
this reservation. Do you want to assign one? Yes/No.” With [Y] you will receive a list of active virtual number
pools (for example phone, fax, mobile) from which you pick the required line pool with [Enter]. Next, Fidelio
will display a list with numbers from which you can pick one. If the guest has a permanent number linked to
his guest profile, Fidelio will indicate this number and suggest it for selection. If the room has not been
activated for the selected number pool, Fidelio will display an appropriate message. Once you have picked a
number, Fidelio will display the selected pool and number in a picklist. You can insert a new number by
pressing [Insert] or remove a virtual number assignment by selecting the number and pressing [Delete].
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Please note: You can only assign one virtual number per reservation and pool. Therefore if you have to change
a virtual number, you first have to remove the existing number and then assign a new one.
If you assign a room-based virtual number for a share reservation, Fidelio will apply this number to all
associated checked-in sharers. If you remove a virtual number with an assignment-required pool, you will not
be able to exit the option without assigning a new number.
Break Share. Using this function you can break an existing share reservation. Fidelio will not simply let you
remove the share number from the room number field in order to split a share reservation. Breaking a share
reservation means that you can separate two (or more) shared reservations and form two (or more) individual
reservations, thus influencing the availability. To do this you place the cursor on one of the “share” reservations
and select this option. A screen like the following is displayed:
Figure 3-14 Break Share
You can see all reservations sharing the selected reservation (marked with an asterisk * in the list). If you
require more information, press [Enter] on any of the records to display the guest info screen. If you want to
break apart all listed share reservations, press [A] for Break All. Fidelio will check availability, remove the
share links and finally display the message “Share break successful.” If you only want to separate one of the
share reservations, select that reservation and press [S] for Break This One.
Please note: Fidelio will only let you carry out an individual break if this will not result in breaking the
complete share.
If you attempt to break a share reservation which is attached to a block, Fidelio checks whether there are
enough rooms in the block and if necessary, makes use of the borrowing technique. If there are not enough
rooms in the block, Fidelio will increase the block by the number of rooms required for the break of the share,
if the block has been marked elastic. If the block is not elastic and there are not enough rooms left in the
allotment to break the share, then Fidelio will not let you break the share.
For further details regarding the handling of share reservations refer to Handling of Share Reservations on page
2-58 of the Reservations User Manual.
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Combine Share. This option allows you to combine two individual reservations into two shared reservations.
When you want to combine reservations, select one of the reservations and then select this option. You can
enter the name of the sharing guest or press [Page Down] for a list of all reservations available for the share.
Fidelio will display a list of reservations with overlapping dates and/or the same block code. On the top of the
window you can see the details of the selected reservation.
Figure 3-15 Combine Share
Select the other reservation with [Enter]. Fidelio will ask “Share with [guest name]? Yes/No?” If you answer
[Y], Fidelio will build the share, assign the internal share number, update the availability accordingly and
finally display the message “Guests now sharing in room S/nnn. Please check rate and persons.”
If you combine two block reservations into a share, Fidelio will update the available rooms in the allotment and
add the freed room to the block again.
Show Share. If you want to see all reservation shares of a highlighted share reservation (marked with *), select
the Show Share option. Fidelio will display the details of the selected guest on top and a list with
corresponding share reservations below. The information includes share number, room type and number (if
assigned), name, arrival and departure dates, rate, balance, any attached profiles and the reservation status. For
this display, the asterisk in front of the guest name indicates the reservation that you have currently selected.
Traces. This function is similar to Messages in that you can create a message and attach it to a guest
reservation. However, the difference is that a Trace is a message not to the guest, but to your colleagues and it
requires an action and a specific action date. Let's look at an example. Suppose you are making a reservation
for a guest and the guest says “I will need a roll-away bed for my young son.” What do you do? Well, somehow
you need to advise Housekeeping that they need to put a roll-away bed in the room. But the guest is not coming
for a week and you do not know which room he will be in. This is where the traces can really help. Since you
have the reservation in front of you, select the Options option and then select the Traces option. If there are no
other traces for this guest, Fidelio tells you this and asks if you want to make one. You must first select a trace
department (i.e., who is to be advised). Fidelio shows you all the available trace departments. Select
Housekeeping. Next, Fidelio presents you with a pickbox of common requests from Housekeeping -if Requests
Roll-away is there, all you have to do is select it. If it is not, you need to press [Esc] and type the request
free-form. When you have either typed or selected the text, press [Enter] and you will be prompted to enter the
trace date. This is very important as the date you enter here is the date Fidelio will notify Housekeeping (by the
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Trace Report) that a roll-away bed is needed. You also see the text you entered/selected. At this point you can
change it, if necessary. Press [Enter] to complete the trace. Fidelio shows you your completed trace. At this
point you can press [Enter] to modify the trace or the date; [Insert] to create a new trace; [Delete] to delete a
trace; or [*] to resolve the trace (This means that you have done whatever was requested and you are marking
the trace as completed.) To exit this function, press [Esc] and you return to the menu.
There is a special type of trace called action. This could be thought of as a “smart trace” as it is used to
automatically change guest information. Let's say your guest plans to stay from Friday to Tuesday. On Friday
and Saturday he is eligible for a special weekend rate. On Sunday and Monday his rate must change to a
corporate rate. This means that the rate code and thus the rate, must be changed on Sunday. You could make a
note to change the rate on Sunday morning, but the “smart trace” can make this change for you automatically.
All you have to do is select the Options menu. Select Traces and make a trace in exactly the same manner as
above. However, when you are offered the pickbox of trace departments, select Actions instead of a specific
department. Fidelio now lists a series of possible changes. You can elect to change the market code, the source
code, the rate code, the actual rate or the number of adults or children. Pick the rate code and press [Enter].
Fidelio asks you when the rate code is to be changed. Enter Sunday's date. Fidelio will now change the rate
immediately after the night audit on Saturday night. When you use this function, there can be no mix-ups,
mis-postings or rebates because of someone forgetting to manually change the rate.
Credit Cards. You can only access this option if you are using the credit card interface (also known as EFT
interface). When you select this option, Fidelio offers you the following choices:
Figure 3-16 Credit Cards Menu
Field Explanation
Enter Approval Code. This option is only used if your Credit Card Interface is down and you need to enter an
approval amount and approval code manually by calling the credit card company. You are asked to enter first
the Approval Amount and then the Approval Code (provided by the credit card company). Fidelio will log any
entries made into these fields into your user logfile.
Please note: If the connection to the EFT company is temporarily not working when you check in a guest, we
strongly recommend that you use this option instead of changing the payment method to an off-line method,
because if the payment method is not changed back to on-line, Fidelio will never go out for any authorization
nor settlement.
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Authorization Rule. This feature only works for EFT interfaces which support preauthorization and where the
parameter Auth./Settlement at Check-Out in the Functionality Setup from the Credit Card Interface option
is set to [N]. Users with the right to change the authorization rule can choose between the standard rule as
defined in the Setup program and the following two special rules at any time prior to or during the guest's stay.
As the cost of accommodation is often paid not by the guest but by the company, it is useful if the hotel can set
a lower authorization amount, for example by excluding the cost of accommodation from the calculated
authorization amount. Simply enter the corresponding number for changing the authorization rule or enter 0 for
a pickbox.
Rule 5 Amount
The field Amount will default to the value as defined in the configuration program,
but you can overwrite the amount any time. The entry in Precalculated Amount will
then be replaced by this value.
Rule 6 Percentage
Here you enter a percentage and Fidelio will then calculate an amount based on the
formula LOS * rate * percentage to arrive at the entry for Precalculated Amount.
However, you can overwrite the field, if necessary.
During the night audit, the procedure CC_AUTH checks whether a special authorization rule has been defined,
calculates the amount to be approved accordingly and goes out for authorization.
Additional Authorization. This option is used when you want to get approval for an additional amount - above
what the credit card company has already approved. For example, if a guest's account balance is 1000.00 and
you originally got approval for 1100.00 from his credit card company, but now he comes to the desk and wants
to send various expensive packages overseas, you will need to increase the approval to, say 1400.00. When you
select this option, Fidelio shows you the Current Authorized Amount as well as the Guest Balance. The third
field is where you enter the new approval amount. If you enter 1400.00 here, the Credit Card Interface will
request a total approval for 1400.00, i.e., 300.00 (not 1400.00) more than previously approved.
When you press [Enter], the Fidelio Interface contacts the EFT system with the approval request. If the
amount is approved, a message is displayed showing the approval code and the new approval amount (these
fields are automatically updated on the reservation record). If, for some reason, the approval was not given, the
credit card company will send back a message to advise you of the reason, i.e., insufficient funds or even ask
you to hold the card.
Courtesy Card Handling. If courtesy card handling is supported by your interface, you can swipe courtesy
cards with this option to collect the guest points or stay information for a guest. The system will default an
expiry date of 00/00 for all cards. In addition, by pressing the [+] key, you can display the actual number of
points which the guest has collected. During the night audit after the guest's check-out, Fidelio will send the
accumulated guest stay information to the credit card processor.
View/Change Card Type. This option will only display if the function Credit Card Usage Choice has been
activated. When selecting this option you can see whether the selected card is handled as a credit card, a debit
card or a special card.
Accompanying. What you see here depends on the setup in your hotel. You may have the option of entering
the names and birth dates of up to three accompanying persons for this reservation. If the parameter Detailed
Accompanying Guest Registration {accompany} is switched ON, you can record registration details for
accompanying guests with this option. This includes name, first name, address, nationality, date/place of birth
and passport information. If you select this option and no accompanying guest has been recorded for this guest
yet, Fidelio will ask you whether you would like to add one. Otherwise you will be shown any recorded
accompanying guests and you need to press [Insert] to add a new one. Fidelio will default the profile
information of the guest into the name and address fields for the accompanying guest. This is very useful when
you record family members. In this case you only have to change the first name and add the passport details.
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Use the Accompanying option instead of the Share function if the sharing guests do not need separate folios
and recording the reservation history is important for only one or neither of the sharing guests. If a couple has
different last names, for example, but they require only one folio and arrive and depart together, you should
only create one guest profile for one of the guests. Then select the Accompanying menu item from the
Options menu. If someone calls on the telephone, you can find the accompanying guest by entering the name
in the Accompanying field in the telephone operator function [Ctrl+F7]. If the two guests want to pay
separately after all, you can split the folio charges into two windows.
Leisure. This menu option is only available if your hotel works with the Fidelio Leisure Management module.
With the Leisure option, you can view, change, create or delete leisure bookings for the selected guest.
If the guest already has leisure bookings, Fidelio will display a pickbox with all existing leisure bookings for
the guest.
Figure 3-17 Existing Leisure Bookings
The following options are available from this screen:
* Plan. With [*] you have access to the main leisure management screen. Use this option if you want to create
or change a leisure booking for the guest. Fidelio will display a list with all defined outlets. Service outlets are
indicated by an [S] on the right, non-service outlets by an [N]. After selecting a service outlet from the
pickbox, you have the option of selecting a particular service or directly viewing the schedule for the specified
date. With non-service outlets you simply need to enter or confirm the date. Next, Fidelio will display the
reservation book for the selected date. Press [Enter] on a selected time slot to create a booking. You have the
same options as when you access Leisure Management with the Leisure option from the Reservation menu
(refer to Leisure on page 3-127). The only exception is that any new booking you make is automatically linked
to the reservation on which you were previously working. When you exit the Leisure menu, you will return to
this pickbox. Any new leisure bookings which you just made will show up in the pickbox.
DEL Delete. Press [Delete] to delete the leisure booking. There is no difference between deleting and
canceling a leisure booking.
↵ View. Press [Enter] to view the booking details. You cannot change the booking details here. To change
them you need to press the [*] key.
If the guest did not have any leisure bookings, you will see a dialog box saying “No leisure activities on file for
this guest. Add one?” With [Y] you will jump to the main leisure management screen where you can create
leisure bookings for the guest.
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Guest Awards. (Only with parameter Guest Awards {awards} ON.) This option allows you to attach active
reservations to Award schemes. These schemes are user-definable and set up within configuration.
After selecting the Guest Awards option and a start date is entered, Fidelio will display those awards currently
attached to the displayed reservation. Using the [Insert], [Enter] or [Delete] keys, awards can be inserted,
modified or deleted. You can define within the configuration the number of points associated with each award
type (the Quantity field) and the start/end dates when awards can be redeemed.
The following entries can be made from within this option. Those marked with an asterisk [*] are required.
Type*
Quantity*
Date*
Text
Card Type
Member Number
User-defined code.
Number of awards/vouchers to be consumed/taken.
Valid date within the range of the reservation.
Voucher/Award Number/Remarks (free form text).
Loyalty program type from attached guest cards. Fidelio will default with the card
type having the lowest sequence number.
Membership number for loyalty program which will default dependent on card type
entered. If card type is blank, a user-defined number may be entered.
All awards assigned to a guest profile for both historical and future reservations can be displayed from within
the Front Desk>Profile>Options menu. This option is for display purposes only and modifications cannot be
made. It is possible to view the guest awards associated with a particular historical reservation by selecting the
Front Desk>Profile>History>History option from within the profile and using the minus sign [-] to view
awards.
In the event that Guest Awards have been attached to the booking and the reservation incurs a date change,
Guest Awards with a date falling outside the new span of the reservation will be prompted with a warning
message and the award entry deleted. This will affect the following areas:
Room Plan [Ctrl+F3]
Standard reservation date changes
Group reservation date changes applied to other members
Conducting an Early Departure and Awards for later dates
Deleting a Share reservation
Fidelio will not copy the Guest Award details when conducting an A Add-On reservation or moving a booking
to the waitlist.
Merging or deleting profiles will automatically either update the Guest Awards to the new profile or delete as
appropriate.
Please note: Once a reservation has been moved to history it is no longer possible to modify, insert or delete
Guest Awards associated with the stay. Also, if awards have been deleted due to a cancellation or no-show, the
awards will not show in the history.
Please note: If the license code CIS Integration {ex_cis} is activated, Fidelio will move Guest Awards for
checkouts of the day to CISAWARD.DBF. Details in this file will be reviewed and marked as processed by the
CIS Interface.
7 Message. You can leave a message for the guest with this option. When you check in the guest, the system
automatically shows you the message. You can keep an unlimited number of messages for every guest, you can
mark the messages as received or not and you can print the messages in a user-definable format. With the
appropriate interfaces, the messages will trigger the message-waiting lamp on the telephone to turn on or will send
the message directly to the video system so that the guest can call it up on the video screen. Enter the given defaults
or press [Esc] to enter free text.
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0 Changes. You can view any changes to the current reservation with this option. If the reservation has never been
changed, you will get the message “No changes recorded.” If, for example, you changed the departure date of the
reservation, you will see the old reservation data with the original departure date. Furthermore, cancellations and
reactivations are also shown here.
Changes are only recorded in the changes log when you change the arrival or departure date, rate, number of
rooms, number of people, room number, allotment, routing instructions or reservation type. In other words, all the
changes affecting the inventory, rates or people are recorded.
C Move. Select this option if you want to move a guest to another room. The computer will display the window:
“Move to room no.:” Fill in the new room number and press [Enter]. If you do not know which room number to
choose, press [F3] for the vacant room function. Fidelio defaults to the guest's previous room type and number of
days. Either change the defaults or press [Page Down]. A list with all corresponding rooms is shown. Select one
and press [Enter]. The room number is automatically entered in the Move to room no.: field. Press [Enter] again
and the guest with all postings and interface charges made up to that time will be transferred to the new room.
Fidelio will ask whether the room status of the original guest room should be changed to dirty (= DI). If the hotel
works with the inspected room status (only with parameter Additional Room Status INSPECTED {p_inspect} ON),
you will have the following possibilities.
If the status of the room from which you are moving the guest is IS, the following options will be available:
Change Room Status to Dirty
Change Room Status to Clean
Do Not Change Room Status
If the status of the room from which you are moving the guest is CL, the following options will be available:
Change Room Status to Dirty
Do Not Change Room Status
With [Page Up] and [Page Down] you can page through the reservation data of all guests in house. [Esc] brings
you back to the menu.
Creating or breaking a share reservation. Fidelio will not let you use the C Move function to move one guest into
a room which is already taken by another guest. Instead, the system will ask you to use the Combine Share option
for this operation.
When you use the C Move function to move one sharer to another room, Fidelio will display the message “Change
other sharing guests as well? Yes/No.” With [Y] all share reservations will move along, just like with a regular
room move. With [N], you are breaking a share reservation. In this case, Fidelio will carry out a Break Share
operation and only move the selected share reservation to the new room.
Please note: Fidelio will not let you move share reservations that are attached to a block with this option. Use the
reservations or groups menu for such cases (for further information on share reservations refer to Handling of
Share Reservations on page 2-58 of the Reservations User Manual).
Please note: Moving Guests to PX Rooms. If the parameter Check-Out without Closing Folio (PX) {openfol_co} is
ON, it is not possible to move a guest.
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Room Moves and Virtual Number Assignment. This functionality only applies if the hotel works with virtual
number pools (only with license code Virtual Number Assignment {ex_didnr} ON).
When you move guests with virtual numbers to another room, using C Move from the guest-in-house screen or
with [Ctrl+F3], a screen like the following will be displayed.
Figure 3-18 Room Move with Virtual Number Assignment
We have moved our example guest from room 113 to 144. The system moved the virtual number from the phone
pool to the other room. In addition, the system enables you to assign a virtual fax number from the
prompt-to-assign fax pool.
Room moves to a vacant room. If you move a guest to a vacant unshared room, Fidelio will carry out the standard
move functions such as changing the room status, updating availability, etc., and then display the virtual number
activity. If the target room is set up the same way, the system will move all numbers across, irrespective of whether
or not the pool is room or guest-based. You can always see from the display what has happened.
If the target room is set up differently, for instance not activated for the fax pool, then the action description for the
source room will state that the virtual number was “Unassigned” and the action for the target room will read “No
VN Assigned.”
When sharers are involved, the action depends on whether the pool is guest-based or room-based. For guest-based
pools, virtual numbers will always follow the guest and be moved to the new room accordingly (always assuming
the new room is set up for the respective number pools). When moving a sharer with room-based pool numbers, the
virtual number will stay with the room. Accordingly, the action for the source room will read “Stays in room.”
Fidelio will either automatically assign a new virtual number for the target room, prompt the user to enter a number
or continue without assigning a number, depending on the assignment rule of the pool.
Room moves to an occupied room. This happens when you carry out the Combine Share function. This is no
problem with guest-based number pools. They will simply move along with the guest, always assuming the target
room is set up the same way.
However for room-based virtual pools the situation is different. If the target room has an assigned room-based
virtual number, then the virtual number of the target room will also be applied to the guest moving into the room.
The virtual number display will show “Unassigned” for the source room and “Existing VN” for the target room. If
the moving guest had no previous virtual number assignment, then the screen will read “No VN assigned” for the
source room and “Existing VN” for the target room.
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If the target room has no assigned room-based virtual number and the moving guest also has no assignment, the
standard assignment rules as configured for each pool will apply. The source room will display “No VN assigned”
and Fidelio will either automatically assign a new virtual number to the target room, prompt the user to enter a
number or continue without assigning a number depending on the assignment rules.
If a guest with a permanent number was, for some reason, checked into a room not set up for the respective virtual
number pool, Fidelio will attempt to re-assign this number with the room move.
When conducting a room move from a pseudo room to an actual guest room Fidelio will proceed in exactly the
same manner as described in the situations above. Moving between pseudo rooms (except for PI or PY room types)
will not bring up any dialogue boxes as these rooms cannot have virtual numbers.
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Profile
Profile
This section of the program gives you access to all profiles contained in the system at the present time. You can
view the profile of a certain guest, company, agent or source, modify records, view the reservation history and
future stays, add new records and delete records.
Fill in the guest's, the company's, the agent's or the source's name or partial name. You can also enter the address
and the city.
From within the option Front Desk>Profiles, it is possible to conduct a general query to search for profiles. For
example, you can search for all Travel Agent profiles without IATA numbers, or all Individual profiles from the
city of Naples.
Press [Page Up] at the Profile Search screen and the General Query field displays. Enter a dBASE expression or
formula on which you need to find profiles, using the GAESTEST.DBF Data Dictionary for the field names
needed.
Example 1:
Begin your expression with:
memo=”T”.and.empty(membernr)
This will return Travel Agent profiles without a member number.
Example 2:
empty(memo).and.upper(ort)=”NAPLES”
This will return individual profiles from the city of Naples.
If the hotel works with member numbers (only with parameter Use Club Member Number in Guest File
{clubmember} ON), you can also search for a profile by entering the respective member number or part of the
number in the # field. You can also use this field to search for individual profiles by entering the Guest Card
number and for companies, agents and sources by Master Account code. Just make sure that for the last two you
prefix the numbers with a forward slash [/].
If the system finds more than one name matching your criteria, it will show you a pickbox with the possible
choices. Fidelio also shows you the record type in the pickbox.
T = Travel Agent
C = Company
S = Source
G = Group
blank = Individual
Choose the name from the choices or press [N] for new. For a new profile, Fidelio first shows a pickbox with all
available record types. Select one and press [Enter].
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Depending on your individual configuration, your company, agent or source screen may look different from the
screen shown here.
Figure 3-19 Guest Profile Screen
Screen Explanation
The actual layout of this screen may be different in your hotel as this is one of the screens that is defined using
Fidelio's screen generator and is usually customized for each hotel. Guest profiles remain in the system until
explicitly deleted or removed with the Purge Profiles routine. Therefore, you need only enter this information
once for repeat clients. When making a reservation, a user is first shown this profile and has the option to complete
the profile information before continuing with the reservation. It is also possible to complete the profile later with
this option.
The required and optional fields are as well as the standards for completing the guest profile are determined by the
hotel. Fidelio only requires a guest's last name! In many cases, the hotel will have established help screens at the
important fields, which you can read by pressing [F1].
The following is a list of commonly used fields that appear on most profiles around the world. It is meant only as a
guide. If your hotel has fields that are not explained here, you should ask your supervisor to explain them to you.
Commonly Used fields
Last Name/First Name. Enter the complete guest name here. Fidelio suggests using upper and lower case letters.
The name is printed on all letters and bills the way you write it here. Later, when you search for the profile or
reservation by name, it does not matter if you use large or small letters except in the case of letters with accents (ä,
ü, ö, é, è, etc.).
Address. Enter the guest's address. This usually includes the fields Street, City, ZIP Code, State, Country and also
Telephone and Fax Number. The fields Street, City, ZIP Code and Country are retrieved for mailings and will be
printed on the bill.
VIP Code. The VIP code of the guest. If you do not enter anything, the default remains "0." Some properties define
a pickbox from which you can select the applicable VIP codes.
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Language/Salutation Code. You should always enter these two fields immediately during the reservation. The
available language and salutation codes depend on the individual setup of each property. It is sensible to only
define languages that are understood by all staff members. With this code you define the correspondence language
with the guest. From the guest's confirmation letter to the folio, all correspondence will be in this chosen language.
This could, for example, be English (E), Spanish (S) and French (F). In hotels where the vast majority of the guests
speak the same language, a default will be installed so that you only have to press [Enter] past this field unless the
guest speaks another language. Some properties define a pickbox from which you can choose possible language
codes.
The salutation codes change according to the language you enter. If you enter a wrong code, a pickbox with
available codes is displayed from which you can choose the correct code. If you choose English as language, the
pickbox below may appear.
Figure 3-20 Salutation Codes
Short/Long Salutation. If you entered the salutation code correctly, Fidelio will show the short and long salutation
in these two fields automatically. In our example of the guest profile the salutations are Mr. and Dear Mr. Smith. If
you prefer another salutation, you can overwrite the field.
Save Guest. (Often called “Keep in History”) If you work with the saveguest function, this field will be on your
profile screen. This function helps you keep your guest file in a reasonable size. Normally, guests without an entry
in this field will be removed from the guest file 14 days after departure as long as there are no outstanding
reservations or open balances. The 14-day interval can be changed in the setup program. The guest remains in the
guest file if you enter [Y] in the field.
When you create a profile for a guest who will not be a regular guest in your hotel, you should enter a blank here.
This is very useful with groups.
Interests. This field records special guest interests, such as skiing, tennis, windsurfing, sailing, etc. It is very useful
for targeted mailings. The available interests codes are defined in a pickbox. If configured, you will also find it on
the reservation screen where the user has the option to record one special interest for the guest's stay. On the guest
profile, Fidelio can store more than one interest code. For example, if a guest comes to the hotel in winter to ski,
you would record this interest on the reservation screen. If the guest visits you in summer for tennis, you would
record tennis. The Interests field on the profile will automatically be updated after the guest's check-out each time
an additional code is added on the reservation screen. Each interest code will only be collected once. In our
example, both codes, for skiing and tennis, will be displayed.
Last Stay/Last Rate. These entries are automatically made by the system if the guest had previous arrivals.
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Rate Code/Special Rate. If the guest has a certain rate code or if you arranged a special rate during the
reservation, you should enter the rate here. The rate is then suggested every time you enter a new reservation for
the guest. It is also possible to enter multiple default rate codes for profiles using the Options menu (see below). In
this case, if the field is not read-only anyway, you should leave it empty, as it will be filled automatically.
Last Room/Preferred Room. Which room did the guest have last time? Does he have a special wish for the room?
In this case you should assign the room immediately when you enter the reservation. This does not necessarily have
to refer to a room number. You can also enter a room type, a floor or a special feature like non-smoking (NS).
Club ID #. If you work with member numbers, this field will be on your screen. Every property will have their own
convention on how to enter the number, how many digits it has, etc. If you enter a number that was already
assigned to somebody else, the message “Member number already exists for: [name of guest], accept same
number? Yes/No” appears.
Spouse/Spouse DOB. Here you can enter the spouse's name or any other name and birth date which is important
for the guest.
Statistics. Fidelio calculates this information during the night audit and enters the data into the guest file. The data
include:
Number of arrivals
Number of nights
Cancellations
Extra revenue
Total revenue
How many arrivals has the guest had so far
The number of nights until today
How many times were reservations canceled
Revenue apart from room and tax
Revenue including room, extras and tax
Record Type. The record type is a read-only field. As explained above, it indicates whether the profile you are
working on was categorized as a travel agent, company, source, group or individual guest.
Record Types of individual guests are left blank. This field is therefore not shown on the profile of an individual
guest.
BL/CL Message. If configured (BL_MESSAGE {C, 20} in GAESTEST.DBF), this field gives you the option of
entering a short explanation why a certain profile has been blacklisted or cashlisted (e.g., heavy gambler). This
message is then displayed when you select a cashlisted/blacklisted profile for a reservation. (See Special Flds
below for an explanation of the blacklist/cashlist function).
Comments. Enter special remarks about the guest here if they do not refer to a specific reservation only, but to the
guest in general. This could be “Needs 2 extra pillows”, for example.
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On the bottom of the screen, the following menu is displayed:
Figure 3-21 Profile Menu
Available Functions
[Page Up] [Page Down]. Lets you page through the guest records of the hotel alphabetically.
Correction. Selecting this option brings the cursor to the first field of the screen. You can then edit or change the
field contents of the profile.
Delete. You can delete an individual guest profile from the guest file by selecting the Delete option for this guest.
Before deleting the profile, Fidelio will make sure that there are no active reservations linked to the profile, that no
permanent virtual number assignments exist and that the profile is not required by activated add-on modules or
integrated applications, such as Travel Agent Processing, Fidelio Frequent Flyer or by the Sales & Catering
integration. Fidelio recommends that the property use the Purge Profiles option available from the Miscellaneous
menu in the Setup program on a regular basis. This option allows you delete profiles according to your specified
criteria. Using Purge Profiles you can also delete group, company, travel agent and source profiles.
Merge. With this option you can merge the revenue, the room nights, cancellations and other statistics of two
profiles. When you select this option, Fidelio asks you to enter the name to which you would like to transfer the
guest data. After you have entered the name, Fidelio will show you a list of guests with the same or a similar last
name. Confirm with [Enter] and the system transfers all data to the new name and then deletes the old record. If
you use the field User ID on the profile to record who has created the profile, it will be replaced with the ID of the
user who carried out the merge.
Please note: The profile merge option will check all add-on programs such as Sales & Catering, Travel Agent
Processing, etc. If the profile to be merged is in use in any of the add-on modules, a merge will not be possible.
Please note: You can only merge profiles of the same type, i.e., two individual profiles, two company profiles, but
not an agent profile to a source profile. If you require to carry out such a merge, you need to change the profile type
first, which can only be done in the Fidelio Utilities Program (F_UTIL, Reorganize GAESTEST.DBF, option
Change Profile Record Type). Ask your supervisor for help.
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Future. Shows all future reservations for this guest, with arrival and departures date, reserved room type, room (if
assigned) and status (expected, canceled, etc.). If you select this option for a company, source or agent profile,
Fidelio displays a window with the next twelve months, listing reserved room nights and expected revenue per
month.
Please note: The revenue calculation is based on the rate that is active on the day of arrival of the guest. No rate
changes are taken into consideration.
History. After selecting this option, you can view a window with the following options:
Figure 3-22 History Menu
Selecting History for an individual, a travel agent or source profile displays a list of all the previous stays (= the
reservation history) recorded for this profile, including arrival and departure dates, rate, revenue and number of
persons.
Figure 3-23 Guest Stay History
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Enter. Press [Enter] at any given line and you will see additional details for that stay. For previous stays of a guest,
you can also view, edit and print a copy of the folio for that stay. Press [+] and Fidelio asks you to insert a disk with
the folios of the pertaining date. After you have inserted the disk, the system will decompress the folios of that day
and show the desired folio on the screen. Press [Enter] to read and [+] to print the folio (refer to Folio History on
page 4-46 of the Cashier User Manual for detailed information).
For individual guest profiles you can also press the asterisk [*] to View Revenue Details. This will display a
breakdown of the revenue details for the guest's stay according to the revenue buckets defined for the Department
Codes. Any tax postings for the revenue buckets will be listed using the revenue groups 089-089. For example,
with a room rate of $100 with an inclusive breakfast of 10 plus 17.50% tax, the revenue breakdown would be as
follows:
$90 Room
$10 Breakfast
001
002
081
Dept. code 100
Dept. code 200
Room
Food
Tax 1
Revenue bucket 001 (Room)
Revenue bucket 002 (Food)
$90.00
$10.00
$17.50
Selecting History for a company profile gives you a similar display of stay information. In addition, however,
Fidelio displays the guest name for each stay.
If no previous stays have been recorded for this profile, you can create a new record here by entering all pertinent
information of previous stays manually. This option is only necessary if you used another system before converting
to Fidelio. Fidelio will only accept a manual entry, if you specify at least the arrival and departure dates and the
room number.
If your hotel records “Regrets” (only with parameter Advanced Turnaway Handling {regrets} ON), you can also
check whether there are any recorded turnaways for the profile by selecting the Turnaways option. Fidelio will
show you a list of turnaways, including the dates, rooms, market, reason and user ID of the person who entered the
turnaway.
Selecting the Summary option for a guest or company with previous stays gives you on-line company statistics
including previous years. The window might look like this:
Figure 3-24 Guest Summary
The Summary option is not available for source and group profiles.
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The Leisure History option is only available if the hotel uses the Leisure Management module (only with Leisure
Management Module license code {ex_leisure} ON). Access this option to view any past leisure activities of the
guest. Fidelio will display date, time, activity, service and price.
Remarks. On the profile screen, there is a special field for remarks. If you need more space to enter comments
concerning a guest, you can do this here. Selecting this option gives you an empty screen, into which you can enter
as much text as you need. Once you have entered text here, whenever this profile is accessed, the Remark option
will flash to indicate that special comments have been recorded for this profile.
Special Flds. If you select this option, the following fields are displayed. These fields have been separated into a
special menu option so that their accessibility can be secured by user rights. Only users with the appropriate rights
are allowed to enter or change the information of these fields.
Figure 3-25 Special Fields
You can record a special commission percentage (only available for travel agents), the availability override flag,
set the profile on the blacklist or cashlist and record a corresponding message and define the A/R account number.
If you want a certain travel agent always to receive a certain commission, you should enter the percentage in the
Comm.% field.
The overbooking override will probably only be used by some properties. If the hotel is overbooked to a point
defined by your manager, you will not be able to accept any more reservations. Certain guests or companies may be
so important that you would like to give them a room regardless of how overbooked the hotel is. If you type in a
[Y] in the Avail. Override field, you will be allowed to continue to overbook the hotel for this guest. Fidelio will
provide you with an appropriate message and will let the user complete the reservation, even if they do not have
rights to overbook the hotel.
The Blacklist/Cashlist option is a very useful feature and it affects several other functions in the program. If you
have a client - agent, company or individual guest - whom you want to put on the blacklist for any particular
reason, you should type a [B] into the Blacklist/Cashlist field. Once the profile is on the blacklist, whenever you
select this profile in the reservation module, Fidelio indicates (unless you have rights to change manager fields)
that you have no rights to make this operation and then displays the message “Guest is blacklisted, reservation not
possible.” If you enter a [C] for cashlist, Fidelio will provide a message saying “Guest is on the cashlist, do you
still want to make this reservation?” To indicate a Credit-OK status, set the Blacklist/Cashlist field to blank again.
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Blacklist guests should not be allowed to make reservations or to check in at all. A Cashlist profile is a guest where
payment must be made in full with cash or credit card upon check-in. Of course, it is up to each hotel to decide
exactly how it should be handled.
If you do not have rights to change the status to blacklist or cashlist, then you also do not have rights to make a
reservation for a blacklist company, agent or guest.
Please note: In the BL/CL Message field, you have the option of entering the reason for the
cashlisting/blacklisting, if it has been configured (BL_MESSAGE {C, 20}). This message is then displayed each
time a cashlisted/blacklisted profile is selected for a reservation.
Only some hotels will work with the field A/R Account (AR_NUMBER {C, 8}). You can enter the accounts
receivable number for any guest, company, agent or source. If you do not work with this field, it will not display on
the screen (for more information, refer to parameter A/R Account Number Required for Direct Bill {ar_require} on
page 5-3 in the Manager Setup Manual).
2nd Address. This option displays if the parameter Additional Address Information {guestaddr2} is ON. Select this
option to view a second address for the group profile. If the appropriate user rights have been assigned, then the
user is able to define a second address for a guest, which can be printed on confirmation letters, deposit receipts,
currency exchange receipts and bills.
Figure 2-26 Second Profile Address
Please note: At the present time, the information stored in GSTADDR.DBF will not be uploaded to an external
system.
After selecting the 2nd Address option, the user can modify the second address by pressing the [Enter] key, or
delete the second address by pressing the [Delete] key.
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Options. This menu enables you to record additional information for each profile, which can then be retrieved for
the individual reservations attached to the profile. After selecting this option, you will see a window similar to the
following:
Figure 3-27 Individual Profile Options
Credit Cards. Using this option, you can record multiple credit cards for a profile. You will probably use this
option mostly for individual guests. After selecting Credit Cards, Fidelio will display a window with all cards that
have been defined for the profile. Press [+] to edit an existing record, [Delete] to delete and [Insert] to insert a
record. If no cards have been defined, you have the option of adding one.
Figure 3-28 Add Credit Card to Profile
When you press [Enter] on the Card Type field, a pickbox will open with all the defined credit card codes. You can
pick one by selecting it with the cursor and pressing [Enter]. Next enter the Card Number.
Please note: Fidelio validates the numbers and will only accept correct numbers. For a complete entry, you should
also enter the Expiry Date and the Sequence number which determines the order of display.
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During the reservation process, when entering a credit card code as a Payment Method, Fidelio will display a
pickbox with all the credit cards defined for the profile. The user can pick one of these cards for the reservation or,
if required, add a new one. Fidelio will automatically fill the card type, number and expiry date information into the
corresponding fields.
Guest Cards. (only for individual profiles) This option works similar to the Credit Cards option and allows you to
record multiple frequent flyer, frequent guest and guest membership cards for each profile. This can be very useful
as business guests today belong to various loyalty programs and may want to use different cards with each stay.
After selecting the Guest Cards option, Fidelio will display a window with all cards that have been defined for the
profile.
Figure 3-29 Guest Cards Attached to Selected Profile
Press [+] to edit an existing record, [Delete] to delete and [Insert] to insert a record. If no cards have been defined,
you have the option of adding one. The following screen is displayed.
Figure 3-30 Insert New Guest Card
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When you press [Enter] on the Card Type field, a pickbox will open with all the frequent flyer or frequent guest
cards which the hotel supports and has defined in the Setup program (option Guest Cards in the Reservations
setup menu). You can pick one by selecting it with the cursor and pressing [Enter]. Next enter the Card Number.
Please note: Fidelio validates the numbers for the following airline cards and will only accept the number if it
conforms to the validation check.
6Y
AA
AC
AM
AN
AS
AV
CF
CM
CO
DL
EH
GP
GU
HP
LA
LB
LH
Nica
American Airlines
Air Canada
Aeromexico
Ansett
Alaska Airlines
Aviana
Faucett
Copa
Continental Airlines
Delta Airlines
Saeta
Gemini Airlines
Aviateca
America West
Lan Chile
Lloyd Aero
Lufthansa
LP
LR
MH
MX/LM
NW
OZ
PA
SK
SQ
SR
TA
TR
TW
UA
UC
US
VX
Latin Pass
Lacsa
Malaysia Airlines
Mexicana
Northwest
Asiana
Passages
SAS
Singapore Airlines
Swissair
Taco
Transbrasil
TWA
United Airlines
Ladeco
US Airways
Columbia Airlines
In addition to the card types listed above, the hotel may be accepting other cards. In this case you will find the cards
in the pickbox.
Please note: The card numbers can consist of any alphanumeric string, i.e., can contain numbers and characters.
For a complete entry, you should also enter the Card Expiry date. As some guest loyalty cards have no expiry date,
however, the entry in this field is optional. If the loyalty program uses various membership or card levels, you can
record the level of the respective card by selecting it from the pickbox for the Card Level field. The Sequence
number determines the order of display in the list of cards.
During the reservation process, when pressing [Enter] on the FFP Type field, a pickbox displays with all cards
defined for the profile. The user can pick one of these cards for the reservation or, if required, add a new one.
Fidelio will automatically fill the card type, number and expiry date information into the corresponding fields.
Once a card has been recorded for the reservation, you can search and find this reservation by the guest card
number.
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Master Account. (Only for company, source and travel agents.) This option is used to define a Master Account
number and a corresponding description for a company, source or agent profile which is to serve as a master
account.
Figure 3-31 Master Account (Company/Travel Agent/Source or Group Profile)
In order to create combined company statistics, some hotels use the master accounts feature. This feature allows
you to assign a master company to which, for reporting purposes, any “branch” or subsidiary offices will be linked.
Let us assume that your hotel is in Europe and does considerable business with IBM. Your guests, however, come
from IBM Paris, IBM London, IBM New York, etc. In order to make reservation and guest profile handling easier,
it makes sense to have different files for each IBM office making the reservations. But, for your company statistics,
it is more important to see your total production from IBM as a whole. For this purpose, you would set up a master
account for IBM.
Master accounts are set up by creating a Master Account code or number for each master company and then
assigning this code to the appropriate company profiles. After selecting the Master Account function from the
profile Options menu, you can enter the Master Account number and the Description of the master account.
Fidelio will ask you whether you want to create a new master account. If you confirm with [Y], Fidelio will check
whether this account number is already in use and if so, display an appropriate message. Otherwise, the new
account number will be added to the pickbox with existing master account numbers.
-
If no Master Account is linked to a profile under the option Options>Master Account and the user presses the
[Enter] key, a list of all existing Master Accounts will be displayed, starting from the first existing Master
Account.
-
If the user has entered a letter, the list with all Master Accounts will appear on the screen, positioned on the
first Master Account found for that letter entry.
-
If no Master Account exists and the user presses the [Esc] key to exit out of the list, Fidelio will ask if a new
Master Account should be created.
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Rate Codes. This option is used to record multiple default rate codes for a profile. After selecting Rate Codes,
Fidelio will display a window with all the rate codes that have been entered for the profile. Press [+] to edit an
existing record, [Delete] to delete and [Insert] to insert a record. If no default rate codes have been defined, you
have the option of adding one.
Figure 3-32 Add Rate Code to Profile
Type in the Rate Code which you want to assign to the profile. If you want to check for available rate codes, press
[F5]. Next enter the Sequence for the default rate code. The rate code with the lowest sequence number is written
into the Rate Code field on the Profile screen (if available). To show that a rate code has been recorded for a
profile, a [$] sign will display in the top right-hand corner of the screen. The sign will blink if more than one rate
code has been attached.
If the hotel uses the dynamic profile look-up option (only with parameter Rate Code Profile Look-Up during Rate
Query {p_rcodedef} ON), you can search for special rate codes recorded with a given profile using [F5] Rate Query
(when you enter a scratch name, company or agent) or when displaying the rate grid from within the Reservation
option. Fidelio will then only display the rate codes that have been defined for the attached guest, company or
agent profile.
Guest Awards. (Only for individual profiles and with parameter Guest Awards {awards} ON.) This option allows
you to attach active reservations to Award schemes. These schemes are user-definable and set up within
configuration.
After selecting the Guest Awards option and a start date is entered, Fidelio will display those awards currently
attached to the displayed reservation. Using the [Insert], [Enter] or [Delete] keys, awards can be inserted,
modified or deleted. You can define within the configuration the number of points associated with each award type
(the Quantity field) and the start/end dates when awards can be redeemed.
The following entries can be made from within this option. Those marked with an asterisk [*] are required.
Type*
Quantity*
Date*
Text
Card Type
Member Number
User-defined code.
Number of awards/vouchers to be consumed/taken.
Valid date within the range of the reservation.
Voucher/Award Number/Remarks (free form text).
Loyalty program type from attached guest cards. Fidelio will default with the card
type having the lowest sequence number.
Membership number for loyalty program which will default dependent on card type
entered. If card type is blank, a user-defined number may be entered.
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In the event that Guest Awards have been attached to the booking and the reservation incurs a date change, Guest
Awards with a date falling outside the new span of the reservation will be prompted with a warning message and
the award entry deleted. This will affect the following areas:
Room Plan [Ctrl+F3]
Standard reservation date changes
Group reservation date changes applied to other members
Conducting an Early Departure and Awards for later dates
Deleting a Share reservation
Merging or deleting profiles will automatically either update the Guest Awards to the new profile or delete as
appropriate.
Please note: Once a reservation has been moved to history it is no longer possible to modify, insert or delete Guest
Awards associated with the stay. Also, if awards have been deleted due to a cancellation or no-show, the awards
will not show in the history.
Please note: If the license code CIS Integration {ex_cis} is activated, Fidelio will move Guest Awards for checkouts
of the day to CISAWARD.DBF. Details in this file will be reviewed and marked as processed by the CIS Interface.
Guest Preferences. (only for individual profiles) These may be configured to display on the reservation if a
preference is attached to a guest profile.
For instance, when creating and making a correction on a reservation, if the guest preference NS (Non-Smoking) is
attached to the guest’s profile, that preference is now displayed on the bottom line of the reservation, providing the
preference was marked in Configuration as Hint=Y.
Profile Preferences attached to profiles are stored in the database called PR_PREF.DBF, related to the profile
database GAESTEST.DBF.
There are two types of preferences available to attach to a guest profile:
Room Preferences
- For example, Smoking/Non-Smoking Preference, View/Floor Preference and Room Attribute
preferences.
- Assigning preferences from these categories will be directly reflected during all pre-assignment and
check-in routines. Fidelio will, in all cases (unless the fields are blanked out), attempt to allocate a
room according to the guest room preferences.
- You can only assign one Smoking preference and one View/Floor preference per guest. As many
Room Attributes as you require can be assigned. Remember, Fidelio can only suggest rooms where all
guest preferences match a room. If no room is found when you are assigning a room to a guest with
preferences, Fidelio displays the message “No Room Found. Search without Features? Yes/No”.
Reservation Preferences
- For example, Specials (Newspaper, Flowers, Wine in Room, Slippers, Petitfors, Fruit Basket) and
Guest Interests (Fine Dining, Museums, Tennis, Golf, Theatre).
Guest preferences, which in Configuration have been marked as [Y] in the Hint column and are attached to the
guest profile, will always be displayed at the bottom of the profile, reservation and waitlist screens. In addition, if
specials have been marked as [Y] in the Auto-Field column and are attached to the guest profile, the Specials field
will auto-populate when a reservation is made for that guest. This feature also includes group members when you
create a rooming list and select the option Check Profile, which can be viewed with [Ctrl+L]. You can add,
change and delete codes in the Specials field as required for each reservation; however, the codes attached to the
profile remain the same until they are changed within the profile.
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Profile
Preference Displays in the Function Keys and Room Assignments
The function keys [F3] Vacant Rooms and [Ctrl+F3] Room Plan, as well as the options Reservation Room
Assignment, Group Auto Room Assignment and the Assign option in Housekeeping will all display the fields
called Smoking, View/Floor and Attributes. Blanking the fields out, or in the case of check-in, if Fidelio finds no
rooms with matching preferences, the “No Rooms Found. Search without Features?” message is displayed and all
rooms matching the appropriated status are displayed.
Use the asterisk key [*] for room information from within either the Room Plan or Floor Plan. Details are
included on the preferences that can be attached to the room.
Please note: During the night audit process on the day of departure, those checked out guests which have an interest
placed in the Interest field on the reservation will have the interest code attached back to the profile (if the code
does not already exist as one of the guests interest preferences).
Virtual Numbers. (Only for individual profiles and with license code Virtual Number Assignment {ex_didnr} ON.)
This option is only displayed if the hotel uses virtual number pools. In this case, you can select the Virtual
Numbers option to assign a permanent virtual number to an individual guest profile.
You can assign permanent (or fixed) virtual numbers to a guest profile at any time by selecting this option. In hotels
where personal service is the key factor, specific line numbers are reserved in advance for certain regular VIP
guests. These permanent numbers, attached to the guest profile, are no longer part of the general pool and will only
be used when the VIP guest is in house. This is useful for regular business travellers who can essentially have an
office in a hotel, with a permanent telephone or fax number, regardless of which room they stay in. The respective
number will be attached to the profile and will be used as and when a reservation attached to the profile checks in.
Once a virtual number has been linked to a profile permanently it is marked as reserved and cannot be used for any
other assignments.
When you select the Virtual Numbers function from the profile Options menu, Fidelio will display the configured
pools, any virtual numbers permanently linked to the profile and in the case of a checked-in guest, the current room
number. You will see a screen like the following:
Figure 3-33 Assign Virtual Numbers to Guest Profile
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Profile
Select the required line pool and press [Enter] in order to assign a permanent virtual number to the guest profile.
Fidelio will display a list of numbers available from the selected number pool. Move the cursor to the desired
number and press [Enter] to select it. If you want to unlink a permanent number from a guest profile again, simply
select the respective pool and press [Enter] again. Fidelio will display the message “Unassign Permanent Virtual
Number?” With [Y] the number is unlinked and restored to the list of available number pools.
If a guest has permanent virtual number assignments, upon check-in of the guest, Fidelio will automatically select
and display the permanent virtual number for Auto Assign pools. With Prompt to Assign pools, the system will
display the pickbox and position the cursor on the permanent virtual number.
Please note: If you use a profile with permanent virtual number assignments for different reservations staying at the
same time, Fidelio will use the permanent virtual numbers for the first reservation that checks in. If a guest with a
permanent virtual number is checked into a room which is not set up for the numbers from this pool, then Fidelio
will take the room configuration as the controlling factor and not assign the number.
If sharers are checked in and the second sharer to check in has a permanent number assignment for a room-based
pool, Fidelio will ignore the assignment and the virtual number issued for the first sharer will be used.
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Accounts
Accounts
This option registers accounts for guests who do not have a room. The Accounts option can be used for the billing
of conferences and posting masters. You can charge to this account just like any other folio.
After you have selected this option, the computer prompts for a guest or company/agent name. Enter the complete
name or the first letter(s) and press [Enter]. You may also enter the guest's first name or the initials of the first
name if you would like to restrict the search and press [Enter] again. A list of names will appear on the screen.
Select the desired name with the cursor keys and press [Enter]. If the name has not been registered yet, first create
a profile and then come back to this option.
After you have selected the name, the following window will be displayed:
Figure 3-34 Guest Accounts
Field Explanation
Account Until. Default will be tomorrow's date. Enter the date until which the account will be valid.
Market Code. Enter the market code of the guest. Press [Enter] to see a pickbox from which you can select
available market codes.
Source Code. Enter the source code of the guest. Press [Enter] to see a pickbox from which you can select
available source codes.
After completion of the entries, Fidelio displays the account number the guest has been checked in with. If you do
not enter both market and source code, the account will not be created unless the parameters Use Market Segments
for Revenue Analysis {segments} and Source of Business {sourceob} are turned OFF, in which case market and
source codes are not required.
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Messages
Messages
One of the nicest features of the Fidelio program is the multiple guest messages. You can send messages to all
guests individually, by group and by other distinctions. You can keep an unlimited number of messages for every
guest, mark the messages as received or not and print the messages in a user-definable format. With the appropriate
interfaces, the messages will trigger the message-waiting lamp on the telephone to turn on or will send the message
directly to the video system so that the guest can call it up on the video screen.
Any not-yet-received messages pop up at check-in, check-out and whenever you make a change to an in-house
guest. The messages stay around in the system until you physically delete the messages or until the completion of
the night audit after the guest's check-out.
A very similar option to messages is the Trace function within Fidelio. Just like with messages, you can create a
trace and attach it to a guest reservation. However, the difference is that a Trace is a message not to the guest, but
to your colleagues and it requires an action and a specific action date. For example, if you are making a reservation
for a guest and the guest says “I will need a roll-away bed for my son,” you need to advise housekeeping that when
the guest arrives in a week they need to put a roll-away bed in the room. You inform housekeeping by creating a
trace with this information which will be forwarded to the responsible departments in form of a trace report. In
addition to normal traces you can create action traces which will automatically change certain reservation data,
such as the rate code, market code, number of adults, etc., on the specified date.
The Messages option from the Front Desk menu allows you to control the handling of all guest messages and
send messages to certain guests or groups. In addition, you can display and control all traces. When you select this
option, the following window is displayed.
Figure 3-35 Messages Menu
You have the choice of displaying all messages, of creating and sending messages and of displaying all traces.
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Messages
Display Messages
After selecting the Display Messages option you will see the following window.
Figure 3-36 Message Display Options
First you need to choose which kind of messages you want to see. After making your selection, the messages will
be displayed in the screen below. If no records match your criteria, an appropriate message will be displayed. If you
choose All Not Received Messages, for example and Fidelio does not find any open ones, the message “All
messages received” appears.
The screen shows the date and the time each messages was taken, the status of the message (Video lamp
on/received, printed, received, etc.) and the time and the date the indicated status was entered. The user ID is
shown and, of course, the recipient's name.
Figure 3-37 Sample Guest Message
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Messages
A message sent to a guest will be displayed every time you access information about the guest, whether you call the
guest information screen via one of the function keys ([F6], [Shift+F6], [Ctrl+F6], [F7], [Ctrl+F7]), access the
guest's folio or check the guest in, etc. Fidelio will not remind you of the message anymore once you have turned
its status to received (*), printed or [R] received on video.
Available Functions
↵
Modify. Press [Enter] to modify a given message.
DEL Delete. Press [Delete] to delete a message.
+ Print. Press [+] to print a message. The status line will change to "Printed."
- Lamp. If you have a telephone system with message lamps and an interface to Fidelio, you can press [-] to turn
the lamp on.
* Received. After giving a message to a guest, you can change the status of the message to "Received" by pressing
[*].
P Print All. If you press [P], all the messages displayed in the window will be printed.
R Receive All. If you press [R], the status of all the messages displayed in the window will be changed to
“Received.”
Please note: This option does not send a message to the interfaces and should therefore only be used by properties
that do not work with interfaces.
Please note: When you delete a reservation, any messages attached to this reservation are deleted automatically.
Send Messages
After selecting the Send Messages option you will see the following window.
Figure 3-38 Message Send Options
Fidelio will display all the available groups of guests to whom you can send messages. Select one with [Enter].
Another selection window allows you to restrict the receiving group further by VIP code and/or language. You can
either enter all language codes which should be included in the mailing or, if you leave the Language field empty,
you can enter the languages which you want excluded from the mailing in the Except field.
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Messages
If you select the option Group Guests, your selection criteria are different:
Figure 3-39 Send Message Filter
Enter the group name or press [Enter] for a list of available groups. Arrival and departure dates will be filled
accordingly. By default, the message only goes to checked-in group members. If you want all group members to
receive the message, enter [N] in that field.
Once the message is written, you have the choices of Save, Print and Throwaway explained above. Fidelio informs
all message-waiting interfaces and video-service interfaces that there is a new message for the guest if you choose
either save or print.
Here are some additional notes about the slightly ambiguous choices. Guests Arriving Today only includes guests
who have not yet checked in. Guests Departing Today only includes guests who have not yet checked out.
Guests in House includes all guests who are currently checked in, regardless of arrival and departure day. Guests
in House Tomorrow include all guests who will be in house tomorrow night, regardless whether arrival date is
today, tomorrow or earlier. If you want to send a message to all guests in house tonight, Fidelio suggests you first
send a message to all guests in house and then send the same message to all guests arriving today. That way you
can be sure that all guests in house tonight will receive the message.
Display Traces
In addition to displaying all guest messages and sending messages, you can choose to Display Traces. You can
view resolved traces, unresolved traces or all traces in the system. This can be very useful for the tracking of the
different departments responsible for taking care of the traces.
After making your selection, you can enter a Trace Date and a Trace Department. The date defaults to today's
date. If you want to see the traces for a different date enter it here or, if you would like to see all traces, you can
blank the date field by pressing [Ctrl+Y]. As a default, the Trace Department field is empty. If you want to view
the traces of some departments only, you can specify them here. With an invalid entry Fidelio will display a
multiple pickbox from which you can select all required trace departments with [+].
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Messages
A screen like the following is displayed.
Figure 3-40 Trace Screen
The screen shows the guest name, room number (if assigned), arrival, departure date and reservation type of the
guest. In addition you can see the trace date, i.e., the date when the trace has to be carried out or, in the case of
action traces, the date when the change will automatically be effected through the night audit. As you move the
cursor from record to record, the lower window displays detailed information about each trace, i.e., the trace date,
trace department and the trace text. It will also include any free-form text which the user entered when creating the
trace.
If you need more information about the guest, press [Enter] on the corresponding trace. Fidelio will display the
guest info screen.
You can also mark a trace as having been resolved by selecting it and pressing [*]. Fidelio will insert your user ID
in the Resolved column and indicate the time the trace was resolved on the very right.
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Cashier
Overview
This section of the manual explains the Cashier function of the Fidelio Front Office system. Using the Cashier
module you can access the Billing function to select any guest folio and post, modify or transfer charges, print an
information copy of the folio and perform the check-out. Using the Posting option you can post transactions to
multiple guest folios. The Passer-By option allows you to produce a folio for a customer (usually not an in-house
guest) immediately after the transactions are posted. The Cashier option offers cashier management functions,
which are not used as frequently such as closing the cashier or changing a user password. Using the Batch Post
option you can post single charges to multiple rooms, all rooms in a group, or all rooms associated with one travel
agent. Receivables allows you to view and control the activity of your city ledger and credit card accounts and
Quick Check-Out is where you can quickly check out guests without printing a folio.
In this section
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3
Postings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-33
Passer-By. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-39
Cashier. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-40
Batch Post . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-48
Receivables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-50
Quick Check-Out. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-57
Fidelio Front Office V6.20 - User Manual
Cashier
Introduction
Introduction
In order to maintain proper control, each desk clerk in the hotel environment should be assigned a cashier number.
There should be exactly one number per physical cash drawer in the hotel. In large hotels each user has his own
cash drawer. In smaller hotels, several people might share the same drawer. All cashier functions are based on the
cashier number and the user ID. By logging in with your user ID and password, Fidelio can determine whether you
have rights to Cashier options and knows your cashier number automatically.
The first time you use a Cashier menu option each day, Fidelio opens it automatically. There is no special opening
routine. However, at the end of your shift, you should close your cashier. If you do not, then the night audit
program will close your cashier, but it assumes that since you did not do a shift drop, all the money is still in your
cash drawer the next day.
You can close your cash register (refer to Close Cashier on page 4-40 for the closing routine) and perform a shift
drop up to 99 times a day, as determined in the Setup program. A night auditor can open the cashier in the evening
before the night audit and perform the shift drop the following morning.
Opening Your Cashier
In order to access any of the Cashier options, you must have rights to the options. Depending on your
configuration, Fidelio may still want to see your password to verify that no-one else works with your user ID in this
module. Any transaction which you perform in the Cashier module will be marked with your cashier number and
user identification. You do not have to choose a special option to open your cashier. You can open your cashier by
pressing [Enter] on any of the options in the Cashier module.
In general, the front office manager is responsible for assigning cashier numbers and passwords to the desk clerks.
You do not have to enter the cashier number as Fidelio can identify it through your password unless you were not
assigned a specific cashier number (for more information on assigning cashier numbers, refer to Cashiers on page
4-18 in the Accounting Setup Manual).
For testing purposes or in very small hotels you can configure Fidelio so that it requires no passwords. Fidelio does
not recommend this.
If you open a cashier for the first time in the day or if the cashier has been closed already, Fidelio asks you to
confirm the opening. After you entered your password, the message appears “Cashier has been closed. Do you
want to open it? Yes/No.”
If you enter the wrong password, Fidelio tells you with an appropriate message. Fidelio then gives you another
chance to open your cashier. Press the [Esc] key at any time to abort the cashier opening routine and return to the
main menu.
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Cashier
Billing
Billing
The billing module is Fidelio's central point for guest ledger administration. Inside the Billing option, you can
select any guest, view the complete folio, post additional charges, correct existing charges, adjust earlier charges
and perform the check-out as well as many other guest-related actions.
Explanation of Folio Windows
In order to make best use of the billing module, you need to understand Fidelio's concept of folio windows. As
soon as you check in a guest, Fidelio assigns exactly one folio. But you can maintain up to four windows on this
folio. You might, for example, use window one for room and tax and window two for incidentals. Or you could use
window one for all charges for which the guest pays with credit card and window two for cash payments. Or
perhaps a couple might wish to use window one for the wife, window two for the husband, window three for the
children and window four for the room and tax, which get billed to the travel agency.
When you select a guest in the billing module, you will see the windows in separate areas on the screen. If you are
using only windows one and two, then only those two windows are visible. If you are using windows three or four,
then all four windows will be visible (see figure below). You can, of course, use different amounts of windows for
different guests at the same time. You will see the charges belonging to each window in their respective window.
You can print the charges and apply payments to each of the windows separately. Because the charges are all
attached to the same folio, you can freely move them from one window to the other.
Figure 4-1 Sample Four Folio Windows
By default, all charges are routed to window one. In other words, after you check in a guest and post charges, all
charges will go directly to the top left window. There are two possibilities of moving charges to the other windows,
i.e., manually and automatically with routing instructions. Moving Postings explains how to move a charge from
one window to another manually. The section entitled Routing Instructions explains how Fidelio can
automatically route charges to a certain window based on your instructions.
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Cashier
Billing
Selecting a Guest
Once you are inside the billing module, you must select a guest. You can enter either name, room number, or a
group name. Do not enter both name and room number. If you enter both, Fidelio searches by room number only.
Figure 4-2 Search for In-House Guest
In the billing module, Fidelio can only find guests who have already checked in. Fidelio will also find guests who
have checked out today as well as guests who checked out earlier but who have balances unequal to zero. Guests
who checked out on a previous day with zero balance can no longer be found in this module. (Please refer to Folio
History on page 4-46 for detailed information.)
Please note: If you need to locate a guest who has checked out today with zero balance, then you can only find that
guest by entering the name. This is a safety feature which diminishes the possibility of a desk clerk accidently
posting charges to a guest folio which is already checked out.
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Cashier
Billing
If you enter a name or a room number which does not uniquely identify the guest, then Fidelio will show you all
matching entries in a pickbox. In other words, if you enter “Smith” in the Name field, Fidelio may find two or more
Smiths in the hotel, in which case you must identify which one you want to work with. If you enter a room number
and there are two or more guests in that room, Fidelio will ask you to select from a list of those guests.
Figure 4-3 List of Guest In House
If Fidelio does not find the guest or group name you are looking for, you will get an appropriate message and you
can try again. Press [Esc] to return to the main menu.
Once you have successfully selected a guest, Fidelio makes three internal checks. First, Fidelio checks to see if
there are any open charges from an interface, such as telephone, which have not yet been posted to the folio. If
there are any, Fidelio posts them at this point. Secondly, Fidelio posts day-use charges to a folio for any day guest
where the room charge has not yet been posted. Finally, Fidelio makes sure that the room and tax from the last
night audit were successfully posted. If they were not posted for any reason (system failure during night audit, for
example), then Fidelio posts the room and tax now. These procedures ensure that the folio is completely up-to-date.
Finally, if there are any open messages for the guest, Fidelio will display them.
If your hotel works with a default check-out time (entered in the Hotel Data option in the Setup program) and a
guest comes to your desk to check out after this time, Fidelio will display a warning message “Warning, check-out
time exceeded.”
If the hotel makes use of the Check-Out Message option (from the Text+Folio menu in the Setup program), and
the condition for the message applies to the selected guest folio, Fidelio will display the message at this point. The
check-out message is to help you with a guest's check-out and could contain such information as “VIP guest, call
duty manager” or “Guest has to return safe key.” If the check-out message is too long to fit into one window, you
can scroll with the cursor keys or [Page Up] or [Page Down]. Press [Esc] when you have finished reading.
If you selected a group, Fidelio will show you all group members with open folios in a screen similar to the Quick
Check-Out screen. You can check out all group members with zero balance by pressing [+]. As in Quick
Check-Out no folio will be printed. If you press [Enter] on one of the group members, you can check them out
individually, and the folio with the complete Billing menu will be shown. When you are finished with the
individual check-out, press [Esc] and Fidelio brings you back to the list of group members.
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Cashier
Billing
Browsing through the Folio
Once you have selected a guest, Fidelio will show the detail of that guest's folio on the screen. You will see either
two or four windows, depending on the routing instructions and the windows which are in use.
Figure 4-4 Browse Folio
The bar at the top of the windows indicates the arrival and departure date, the room rate and the number of people.
On the right side of the bar, you may see a blinking [T] if there is a trace for the guest, a blinking [A] if the guest
has been authorized for city ledger check-out, a blinking [R] if there are routing instructions, and a blinking [E] if
leisure activities have been booked. At the top of each window, Fidelio displays the billing address assigned to that
window and the balance of the charges listed inside the window. The billing address of the top left window is
always the guest name. If other windows show no billing address, then any folios printed from those windows will
use the guest’s name and address. At the bottom left, the room number displays along with the salutation, title, last
and first name of the guest and the guest's status. Fidelio indicates whether the guest is “Checking out today,”
“Checked out,” “Extended” (departure date earlier than today, but balance not zero), or “Checked In” (checking out
on some future date). At the bottom right Fidelio displays the total balance - the sum of all windows.
The first posting in the top left window is highlighted with a long cursor bar. You can select other charges in that
window by using the standard cursor keys. Notice the arrows which appear in the top left and bottom left corners of
each window, when there are additional charges in that window. To move from window to window press [Tab] or
the cursor key. Press [Backspace] or [Shift+Tab] to return to the previous window. The [Tab] and [Shift+Tab]
keys work in a circular fashion, meaning that if you press [Tab] at the fourth window, the cursor returns to the first
window. Whenever you move to a new window, Fidelio redraws that window and places the cursor on the first
posting in the window.
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Billing
Viewing, Correcting, Changing
In order to see additional information about a posting, select that posting with the cursor keys and press [Enter].
You will see the following information:
Figure 4-5 View/Correct/Change Posting
The information in the posting detail includes the guest name and his room number. If the guest was moved from
another room or if the posting was transferred, the old room number is shown, too. If the guest moved from room
310 to 248, for example, the display would show “310->248”. In the next line, the cashier number and the user ID
are shown. The cashier number is the number of the cashier who made the posting. Some automatic postings like
fixed charges (room and tax) and telephone charges might not contain a cashier number. The folio number is
assigned to each posting during the check-out. The time and date are the time and date when the posting was made.
Fidelio advances the business date only after the completion of the night audit, which means there may be some
charges made after midnight which show the previous day's date. On the next line the billing name is displayed.
When the folio window is routed to another guest or company, the name is shown here. On the following line the
department code, the price, quantity, amount and, if selected, the arrangement code are displayed. The Arrang.
field can be used to group various postings into one arrangement. If, for example, the hotel uses an arrangement
code [01] for Business Dinner, you can group a guest’s restaurant postings by entering [01] for each posting and
then selecting one of the Arrangement Folio Styles. The postings will then be printed as one line with the
description Business Dinner on the folio.
In addition you see the text and the supplementary text on the posting detail. The Reference # field (only available
if parameter Reference Number for Posting {referpost} ON) can be used by interface postings and can represent the
posting period or the outlet. This field can also be used for manual references. If your interface sends COVER
information pertaining to F&B postings, the number of covers are updated in Front Office and can be displayed
here.
If you have rights to change postings, you can change the supplementary text and, if you made the posting today
and it is not a payment, you can change the amount posted, by changing the quantity or the price. Any time you
make a change, you must enter a reason for the change. Fidelio stores this reason in the Supplementary Text field
so that you can view it later. You can also enter or change the arrangement code for this posting (see also
Arrangement Summary on page 4-21). Press [Page Down] or [Esc] to return to the folio screen.
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Cashier
Billing
Deleting Charges
From the folio screen, you can delete a posting as long as the posting was made today and was not a payment
posting. Place the cursor over the posting which you wish to delete and press the [Delete] key. You must enter a
reason for deleting the posting. Fidelio records this deletion in the list of corrections, which is printed during night
audit.
If Fidelio responds with the message “Cannot delete,” then you are either attempting to delete a posting from a day
earlier than the current business day, you are attempting to delete a payment, or you have no rights to delete
postings.
Changing the Number of Windows
At any given time you will see either two or four windows. Whenever you select a new guest, Fidelio will
automatically show the optimal number of windows for that particular guest. You can, however, change from two
to four and from four to two by pressing the asterisk (*). Notice that the text of the menu at the bottom of the screen
changes, depending on the number of windows. If you currently see two windows, the text at the bottom right
shows “* 4 box”. If you currently see four windows, the text changes to “* 2 box”.
Moving Postings
You can move postings from one window to another very easily with Fidelio. First select the posting or postings
which you wish to move by placing the cursor on the posting and pressing the plus key [+]. Fidelio indicates that
the posting is marked by displaying a checkmark next to the posting [√]. Pressing the plus key again unmarks the
posting.
Once you have marked all the charges which you would like to move, move the cursor into the window into which
you would like to insert the postings and press the [Insert] key. Fidelio will redraw all the windows and all marked
postings will appear in the new window. These postings will no longer be marked.
Please note: You can mark postings from several different windows at once and move them all into a new window.
When you move postings manually and select Routing Instructions via the Billing menu and exit saying [Y] on
the message “Refresh windows? Yes/No,” all the moved postings will be moved again according to the defined
billing instructions.
Moving postings can be very useful for the check-out, when a guest does not want certain postings on one of his
bills. Often, one guest only needs two or three windows. In these cases you can use the fourth window to move all
double postings, counter postings and other corrections or adjustments there and so avoid any visible mistakes on
the printed guest folios.
Please note: It is not possible to move postings to another room by entering a routing instruction, partial posting
transfer or group posting transfer when the parameter Do Not Allow Reprinting of Postings on New Folio {noreprint}
is activated and a bill number has been assigned to the posting.
Partial Split
In order to understand the purpose behind partial splitting, you should consider a common example. Suppose a
guest has a restaurant charge of $100. He would like $75 to go to his company folio and $25 to stay on his own
folio. Furthermore, let us assume that window number two has been set up for the company folio and that the $100
charge is currently in window one. The logical solution is to split the $100 into two separate postings of $25 and
$75 and then move only the $75 to window number two.
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To split a posting into two separate postings, select the posting and press [-]. Now enter the amount of one of the
new postings ($25, for example). Fidelio calculates the difference automatically, creates two new postings and
deletes the old posting. Except for the amount, both postings are identical. It is possible to split postings which
were posted earlier than the current business day.
If you want to split a certain percentage from a posting, you can use the calculator function key [F9], enter the
calculation, press [Enter] and then by pressing [Ctrl+F9], insert the result of the calculation into the Amount to
Split field.
The Billing Menu
You can access all the additional check-out functions through the billing menu or by using the speed keys. To see
the menu, press either the letter [M] or [Space] from one of the folio windows. The menu pops up immediately.
From this point you can select any menu option by using the cursor and pressing [Enter] or by pressing the first
character of any menu option. This initial character is always unique. Pressing [Esc] from the menu returns you to
the folio windows.
Figure 4-6 The Billing Menu
Once you become familiar with the menu options and their initial characters, you can immediately access any of
these options by typing the initial character from the folio window. For example, the key [4] is the first character of
the New Posting menu option. Instead of pressing [M] for the menu and then [4] for new postings, you can just
press [4] and Fidelio jumps right into the new postings. This speed-key technique is also used in Fidelio's group
reservation module.
Menu Options
1 Check-Out. (Only with Check-out without Closing Folio (PX) {openfol_co} ON.) If your hotel works with open
folio check-out you will receive the options Check-Out and Check-Out without Closing Folio after selecting this
function. If you check out a guest without closing the folio, you go through the same procedure as when checking
out a guest normally, the guest will no longer appear on the in-house screens or departure reports and the guest's
room will become available again. In order to find such a guest again, enter the guest name or PX plus the original
room number. The guest can be checked out at a later time.
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The Check-Out option is window-dependant. That means that Fidelio performs all subsequent actions only in the
window where the cursor is positioned. After you press the check-out key, Fidelio checks to see if the balance on
the window in question is zero. If not, then Fidelio prompts you to enter payments until the balance reaches zero. If
you entered a method of payment when you checked in the guest, then Fidelio will default to this method of
payment. If you also entered a credit card number and expiration date, Fidelio remembers this information and fills
in the scrolling Supplement field with the number and the expiration date. If you select a foreign currency as a
payment method, you will also see the exchange rate next to the Supplement field.
Figure 4-7 Checking Out a Guest
Fidelio will always default to the amount required to bring the balance of the window to zero. Suppose the balance
of a particular window is 200 and the guest would like to pay 50 cash and 150 with credit card. Select cash,
overtype the 200 with 50 and press [Page Down]. Now select the appropriate credit card. Fidelio suggests 150
automatically. You only need to press [Page Down] and the balance is zero. As soon as the balance is zero, Fidelio
prints the folio on the folio printer. Fidelio will print every posting from the current window but no others. If you
wish to abort the check-out process before completing the payments, simply press [Esc]. You cannot print a regular
folio unless the balance of the window is zero. You can print an information folio even if the balance is not zero.
This is covered in the next section. Once the folio is finished and you return to the folio windows, you will see an
additional posting or postings reflecting the payments you just posted. These payments will appear in the current
window.
If the guest only tells you now that he wants to pay with a credit card, choose the correct card, enter the amount and
then the credit card number. If the number is not correct, Fidelio will display the message “Invalid credit card
number.” If you do not enter a credit card number and just press [Enter] on the field, Fidelio will ask “Do you
want to enter credit card number? Yes/No.” If you say [N], Fidelio will accept the payment, too.
Please note: If a guest has postings in two or more folio windows, and you have checked out one window, then
Fidelio will keep asking you whether you want to check out the next window, too, until all folio windows have
been checked out. If you want to stop after printing the first window, simply enter [N].
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If you try to check out a guest before the departure date, Fidelio asks you to select among three options:
Figure 4-8 Check Out Guest Before Departure Date
Select Early Departure if the guest wants to leave the hotel at this moment, even though the scheduled departure
date is in the future. Fidelio will first change the departure date to the current business date and then perform the
check-out as normal.
If the guest wants to settle the balance of a particular window but not leave the hotel until a later date, then select
Interim Folio. Fidelio will ask for payments as usual and print the folio, but the guest will remain checked in.
If the guest is departing on the next day but would like to pay for the entire folio now, then select Advance Folio.
If the guest is staying only one more night, Fidelio will post room and tax and any other fixed charges for that
night. If the guest is staying at least two more nights, then Fidelio will ask if you want to post the fixed charges for
tonight only or for every night until the day of expected departure. Afterwards Fidelio will ask for the necessary
payment and print the folio as usual. Once Fidelio posts the fixed charges for some future day, it never posts the
room and tax again for that day. Keep in mind that all room revenue posted through the Advance Folio option
belongs to the current business day revenue.
Please note: If the hotel works with the Fidelio Frequent Flyer program, the system will calculate the bonus points
awarded to the guest upon check-out. If the FFF night audit or reorganization happens to be running at the same
time, the respective FFF function will hold (and lock) the award record. In this case, Fidelio will display the
message “Frequent Flyer database in use. Points recalculation is not possible at this time” and produce an entry
for the User Logfile.
The guest status changes to “Checked out” only after all windows have zero balance, departure date is the current
date and you have printed a regular folio. If your property produces expense folios for the guests (only with
parameter Print Expense Folio at Check-Out {p_folexp} ON), you can select to print an additional expense folio
after the regular folio (printed according to the selected folio style). Both folios will be stored in Folio History for
later reference, if required.
If the hotel works with virtual number pools (only with license code Virtual Number Assignment {ex_didnr} ON),
Fidelio will deactivate all virtual numbers upon check-out. The only exception to this rule is room-based virtual
numbers assigned to share reservations. Fidelio will only deactivate these numbers if all associated share
reservations have also checked out.
Please note: After checking out the guest it is possible to access the guest's folio again until the next night audit by
entering the guest's name. As the guest is checked out, you cannot access the folio via the room number.
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If the parameter Revision Number on Folio {foliorevno} is switched ON, then the following features are activated
from within the Cashiering area of Fidelio:
-
In the Checkout menu Early Departure, Interim Folio and Advance Folio options within Billing, Fidelio
validates whether a folio number had already been assigned to any of the postings for the respective window.
•If this was true, then the message “New Folio?” or “Correcting Folio?” displays.
• If you select the option New Folio, all postings which had not previously been issued a
folio number would be assigned the next available number and the folio would print
with the new folio number at the top of the bill. *FN lists the associated folio numbers
for the window being printed.
• If you select Correcting Folio, all postings which had not previously been issued a folio
number would be assigned the highest folio number and the revision number assigned to
all the postings would increment by one (1) on the highest folio number. The *FN code
lists the associated folio numbers for the window being printed.
-
If the folio has already been assigned a folio number, then you are restricted from using the + Mark, - Split and
↵ Modify options. The D Transfer option is also restricted unless the entire folio is selected, or all postings
are marked.
Fiscal Folio/Standard Folio
If the parameter External Folio Printing {extfolio} is turned ON, a new menu option will appear once the user has
entered the payment method and the payment amount during check-out.
Figure 4-9 Interim Folio Menu
The user will have the ability to choose the option Standard Folio in the event that a “normal” Fidelio Check-Out
needs to be performed and Fidelio will assign the bill number and print the folio of the guest. If the user wants to
print a folio for the guest through an external system, the option Fiscal Folio should be selected. Fidelio will
execute a file called “EXTFOLIO”. Fidelio recommends that a batch file EXTFOLIO.BAT be created. When the
user returns to Fidelio from the external executable, Fidelio will check whether or not the guest can be checked-out
(depending on the guest balance) and if this is the case, the check-out process will be completed as normal.
When bills are stored in the bill history, Fidelio stores an indicator as well, identifying whether the second address
was used for the bill or not (only with parameter Additional Address Information {guestaddr2} ON). This identifier
is required for the new FOLIOTAX procedure for Greece to obtain the correct address information.
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2 Information Print-out. If you would like a print-out of the current postings in a window but without entering a
method of payment and without creating a folio number, then select this option. Instead of the word “Invoice”,
Fidelio prints the word “Information”. If the guest has been in the hotel longer than six nights, the system offers a
date range. If you only want to print the information for a certain amount of days, fill in the dates.
3 Pay Only. Using this option, you can enter payments without having to print the folio. The payments which you
post here appear in the current window. Fidelio does not default to the balance of the window but to zero instead.
If you entered a method of payment when you checked in the guest, then Fidelio will default to this method of
payment. If you also entered a credit card number and expiration date, Fidelio remembers this information and fills
in the Supplementary Text field with the number and the expiration date.
If the guest only tells you now that he wants to pay with a credit card, choose the correct card, enter the amount and
then the credit card number. If the number is not correct, Fidelio will display the message “Invalid credit card
number.” If you do not enter a credit card number and just press [Enter] on the field, Fidelio will ask “Do you
want to enter credit card number? Yes/No.” If you select [N], Fidelio will accept the payment, too.
4 New Posting. If you want to post additional charges to a guest folio, press [4], select the department code, enter
the price and optionally, the supplementary text and the window to which the posting should be routed.
Figure 4-10 New Posting
If you enter an incorrect department code, Fidelio prompts you with a window of all department codes. If you want
to search for a particular department code by name, enter the first 1, 2, or 3 letters in the Department Code field
and Fidelio will show you a list of all department codes whose description begins with the same letter or letters.
In some instances, the department code has a fixed price, such as Pay TV. In such cases Fidelio will default the
price of the article. You can still override this price. You can also enter a quantity. This is useful, for example, in the
case of green fees. One person may cost $25, which means Fidelio will propose $25 and you enter the number of
people in the Quantity field. Fidelio will calculate quantity and price and print the result on the folio.
Normally you will not override the department code description. However, you can enter supplementary text
whenever additional explanation is required. Fidelio also prints out the supplementary text on the folio.
If you want to enter an adjustment, you must enter a negative quantity. You cannot enter a negative price. You must
enter some explanation in the Supplement field after making an adjustment.
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You can also post articles instead of department codes. Many hotels have one department code for minibar, but post
article numbers so that they can keep track of minibar articles posted. Likewise, department codes such as health
club, gift shop and even restaurant, might be split up into individual articles.
Most hotels use two-digit articles. In order to enter the two-digit article number, enter a space and then the two
digits in the Department Code field. Fidelio will interpret this to be an article number. If an article exists for this
number, Fidelio will translate the number to the associated department code number and display this number in
place of the article number. The text and price will be based on the article. If you enter an article number which
does not exist, you can select a correct number out of a pickbox. As with regular department codes, you can search
for articles by article name. Enter a space and then the first letter or first two letters of the article name. You can
then select the article from a pickbox.
Some hotels require four-digit article numbers. The entry field is only three characters, however. You must first
enter a period [.] and then [Enter]. This expands the field to four characters. You can now enter the four-digit
article number. If you press [Esc] before entering the article number, the field size returns to three characters.
When you are finished posting, press [Esc] at the Department Code field. When you return to the folio windows
screen, you will see that all postings which you just made appear in the current window. The New posting option
ignores any routing instructions. Instead, Fidelio inserts all new postings directly into the window which you
indicate during posting. If you leave the default 0, the postings will go into the top left window.
Please note: If you work with the advanced package module (only with parameter Advanced Package System
{par_packag} ON), and you make a posting to a department code to which an allowance exists, Fidelio displays the
following message “Do you want to post this to the package? Yes/No.” The message displays after you have
entered the department code, the price and the quantity. If you would like to post the item to the allowance, confirm
with [Enter]. The item will then be posted to the guest's folio. If the posted amount is higher than the allowance,
Fidelio will post the difference to the guest's folio. You can also enter a negative number in the Quantity field in
order to make a correction to the package. When the allowance is complete, Fidelio will post directly to the guest's
folio (refer to Profile on page 3-34 of the Front Desk User Manual).
5 Profile. As used throughout Fidelio, this feature allows you to view and change the guest profile. Using this
option you can edit the standard guest profile screen as described in the Profile option (refer to Profile on page
3-34 of the Front Desk User Manual). To change any of the fields, simply select the Correction option and proceed
as normal.
If you discover that the guest whose reservation you are working on right now is not the same guest which you see
on the profile, choose the Select Another Profile option. You may, for example, have created a new guest profile
only to find out later that you spelled the name wrong and the correct name was already on file. In such a case you
would choose Select Another Profile, enter the correct name and then pick the correct name from the displayed
pickbox. The reservation which was made earlier for the wrong name is now under the correct name.
Remarks is a free-form area to add information for this guest record. The History option is used to access previous
stay information to the group profile. The Special Fields are used by special user rights to enter or change
information to commissions (only for travel agent profiles), set the availability override flag, set the profile on the
blacklist or cashlist and record a corresponding message, and define the A/R account number, and Options are
used for additional profile information. Selecting [OK] (or [Esc]) returns you to the group reservation windows. If
your property is using the Additional Address Information parameter {guestaddr2}, use 2nd Address to add or
change a second address to the profile.
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6 Guest Information. This option displays the guest info screen. You can create, read, or change a message for the
guest on this screen by pressing [M]. Press [L] for locator to enter where the guest can be found currently. With [E]
you can access the Leisure module (for detailed information on Leisure refer to Leisure on page 2-127 of the
Reservation User Manual). With [R] you can display the right side of the reservation screen. Press [T] if you need
to create a trace for the guest. If there is an open message, an “open” locator, an open trace, or a leisure activity
recorded for the guest, the [M], [L], [T], or [E] will blink. You can also read the confirmation letter if the guest has
a special one (press [C]) and you can read remarks from the guest profile on this screen. If a lot of information has
been entered for a guest, you can press [Z] for zooming in the whole “Remarks” window.
7 Change Reg. Info. This option displays a screen almost identical to the reservation screen. Here you can change
the departure date, number of adults, rate, rate code, or any of the displayed fields. In addition, Fidelio displays the
fields Personal1 and Personal2. If you want to add personal comments to a folio, enter them in these fields before
printing the folio. The text is then printed on the folio. (This only works if the codes *P1 and *P2 have been added
on the folio format.)
8 Optional Fields. If you have defined any fields in the extra reservation fields screen, then you can view and
modify them here.
9 Routing Instructions. The routing instructions module is one of the most powerful and unique features of the
Fidelio Front Office program. With it you can send charges of certain department codes automatically to the
second, third, or fourth window or to other folios in other rooms at the time of posting. You can also define a
routing period if you would like to restrict the rerouting of postings to a certain period. The routing instruction
screen is organized like the windows themselves.
Entering Routing Instructions. In each window, except the first, you can enter a list of department codes, an
optional name and an optional room number. In order to enter or modify the instructions for a particular window,
enter the number of the window (2, 3, or 4). There are many possibilities for the entry of department codes. You
can select the department codes from a pickbox which appears by pressing [Enter] on the Dept. field. Mark all
department codes that should be transferred with [+]. If certain department codes should be excluded, mark them
with [-]. For an explanation of the various combination possibilities please read the following description.
Figure 4-11 Entering Routing Instructions
You can also enter department codes manually, separated by commas:
100,110,120
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This means that all charges of department codes 100, 110 and 120 will be routed to the second window. These three
codes might stand for room and tax, in which case you would use them very often in routing instructions. In order
to simplify entry, you can define (in the Setup program) two-character routing instruction abbreviations for the
most commonly used groups of codes. Depending on your installation, you might have the following definitions:
RT
FB
BQ
100,110,120
300,305,310,415,500
600,660,690
(room and tax)
(food and beverage)
(banquet)
This means that instead of entering 100,110,120, you only need to enter RT. You can combine abbreviations with
actual department codes. If you would like to route food and beverage as well as Pay TV (department 700, for
example), you can use the following:
FB,7000
If you would like to route food and beverage and banquet, you can use the following:
FB,BQ
The minus sign in front of a code signifies exclusion of that code. If you would like to route all of food and
beverage except for minibar (department 500 in this example), use the following:
FB,-500
The asterisk (*) signifies all departments. If you want to transfer every posting to a certain window, simply enter:
*0
in the Department Code field. You can combine this with other codes, such as:
*,-400,-500
which means all charges except for 400 and 500. It is not possible to enter department codes larger or equal to 900
in the routing instructions.
If you do not know yet what charges are to be transferred, you can leave this field blank for now and enter only the
name for the window, as described later.
Once you have entered the department codes to be transferred, you must decide whether or not the charges stay in
this folio or get transferred to another folio.
If you select Same Room, then Fidelio asks you to select the name for the window. Fidelio prints this name and
address on the folio when you print this window. In order to help you enter this name, Fidelio proposes the most
likely possibilities, namely the company name (if available), the travel agent name (if available), the reservation
source name (if available) and the guest name itself. If you want to select a name not on this list, choose the Other
name option. The system prompts you to enter a name. You can also just enter an initial letter, press [Enter] and
select the rest of the other name out of the guest file.
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Figure 4-12 Select Second Address
If you selected Same Room , you may also have the option of selecting from the profile address or the second
address if you have the parameter Additional Address Information {guestaddr2} ON, and if a second address exists
for the profile name selected. The user can only view the second address of the profile unless the user right to make
changes has been assigned, and it is only possible to select the second profile address for the same room on the
routing instruction. The Info option under Routing Instructions displays the selected address.
If you select Other Room, Fidelio asks you to enter the other room number or name to which you would like to
route the postings.
Please note: If the instructions are in window number two, for example, the charges will not necessarily appear in
window two of the target folio, but rather in the correct window according to the routing instructions of the target
guest.
This brings you back to the window menu. It is recommended that if you need routing instructions in only one
window that you use window number two. Only use three and four if two is already in use. If you need to route
some charges to another room and some charges to another window on the same folio, then use window number
two for the charges for the same folio and window number three or four for the charges which are to be routed to
another room.
Notice that the message in window one changes from “All postings” to “All other departments” once you have
entered department codes in one of the other windows.
The routing instructions are invoked whenever anyone uses the normal posting routine in Fidelio, during the night
audit and from all interfaces. Whenever a charge is routed from one folio to another, the routing instructions are
checked twice - once for the original guest and once for the target guest. The same charge will not be automatically
routed from the target guest to yet another guest.
Entering a Routing Period. In some cases, you will want to route the postings of a guest to another window or
folio for only a certain time period. A guest might come with a certain group and want to stay a couple of day
longer, for example. For the time of the groups stay, room and tax would be paid by the group master, the
remaining days by the guest himself. In these cases you would enter a routing period.
In the routing instructions screen, press [D] for Dates. Then enter the date range during which the routing
instructions should be valid. The routing period applies for all windows.
Please note: The date range is inclusive; if the date range is Monday to Wednesday, all postings from Wednesday,
including those in the night audit, will be routed.
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Info. You can look up the complete billing address in the routing instruction screen. Go to Info and press [Enter],
or simply press [I]. The billing address for each window with routing instructions is displayed. In addition, Fidelio
will display the accounts receivable number of the linked profile (if the hotel uses A/R numbers). Any key brings
you back to the normal screen.
Routing From. If there are routing instructions from another room to the folio which you currently have on the
screen, you can find out with this option. If there are, Fidelio will display the guest name, room number, arrival and
departure date and the department codes which have been routed.
Upon exiting from the routing instruction screen from the check-out program, Fidelio asks if you would like to
refresh windows. If you enter [Y], Fidelio will check each of the postings already on the folio and put them in the
correct window according to the routing instructions. This is very useful if you did not enter the instructions at
check-in but would like to route the postings retroactively to the appropriate windows. Of course, if you manually
moved postings from one window to another (see Moving Postings above), then Fidelio will restore them to their
original windows, unless the routing instructions indicate that they belong into a new window.
Please note: The refresh windows option will not actually transfer postings to other rooms. You must do this with
the transfer option described below.
Please note: During the automatic posting routines, and in the event that routing instructions have been entered to
redirect the room charges, Fidelio will use the exchange rate on the original room in order to convert the charge
before posting on the Target room (only with parameter Use Fidelio Multiple Currency System {curr_at_ci} ON).
Please note: It is not possible to move postings to another room by entering a routing instruction, partial posting
transfer or group posting transfer when the parameter Do Not Allow Reprinting of Postings on New Folio {noreprint}
is activated and a bill number has been assigned to the posting.
0 Agent/Company. If you would like to view, modify, or enter the company name, travel agent, reservation source,
or group name, select the Agent/Company option. Normally, this information is entered when the reservation is
made. If you are printing one window of the folio to the company, you can use this option to check the company
address before printing the folio.
A Fixed Charges. Here you can view, modify and enter any fixed charges. Fidelio posts fixed charges as well as
room and tax automatically during the night audit and when you print an advance folio. Normally you enter the
fixed charges when making the reservation or the check-in. At check-out, it is usually too late to make any changes
which affect the folio.
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B Telephone Detail. With this option you can view the detail of every phone call made including time, number
dialed, length and price. In order not to have an excessive number of postings on the folio, Fidelio consolidates all
telephone calls for each day into one posting. However, it is possible to see the detail with this option. If the guest
wants a print-out of the detail, transfer all telephone calls to one window and print the folio for the window.
Figure 4-13 Telephone Detail
C Deposit Information. Throughout the program, one can see the deposits requested and paid with this option.
Any reservation deposit which the guest made is transferred to the folio automatically at check-in. Once the guest
checks in, it is no longer possible to change the requested deposit. At check-out, this is used only for informational
purposes.
D Transfer. This option allows you to transfer charges from the current folio to another folio or from another folio
to the current one. There are three possible transfer options. Transfer to Another Room, Transfer from Another
Room and, (available on Group Masters only) Transfer from All Group Rooms.
These options enable you to transfer all postings, postings selected by department codes, arrangements and/or a
certain period from all the individual group members to the pay master's folio.
After selecting the direction of the transfer, enter the room number of the other folio and press [Enter]. Now you
must select what you want to transfer.
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Figure 4-14 Transfer Menu
Transfer Options
Grouped Postings. If you want to post all charges of a certain department code or all charges from a particular
date, then you should select Transfer Grouped Postings. Fidelio will then show the following screen:
Figure 4-15 Group Postings Transfer
Department Codes. You should enter the department codes you want to transfer into this field. If you only want to
transfer the charges of department code 600 and 620, for example, enter:
600,620
Press [Page Down] and Fidelio begins to transfer the postings. Fidelio also fills in the supplement text with room
number and the name of the original guest. If you transfer the same charge twice, Fidelio overwrites the
supplement text with the name of the second guest who had the posting.
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Exclusive (Y/N). Default is NO. If you want to transfer every department code with the exception of one or two,
enter those department codes in the Account Number field and change the default of Exclusive to [Y].
Arrangement. You can also transfer arrangements, just enter the code here.
List of Rooms. Enter all the room numbers from which you want to transfer the department codes. This is handy
when you want to post a certain department code from all of a group's members to the pay master, for example.
Period. Enter the date range for which the transfer instructions are valid. Default is the arrival and departure date of
the guest.
Entire Folio. This transfers all postings from the source guest to the target guest. When you do an entire bill
transfer in the check-out program, Fidelio pops a dialogue box with the question “Are you sure?”
All Marked Postings. If you would like to transfer specific postings to another room, then you must mark the
posting with the plus key before entering the transfer module. Select the option All Marked Postings. Fidelio will
only transfer the postings which you marked.
If you want to transfer postings from another room to the current folio, the third menu option will be Individually
Selected. If you select this option, Fidelio will show a pick list of all the postings on the other folio. You can then
mark any of these postings with the [Space], [+] or [Enter] key. After you have pressed [Esc], Fidelio will transfer
the postings.
Partial Posting. Partial posting is used to transfer only part of a posting to another room. Suppose that the guests
from room 202 and 303 ate in the restaurant together, and the room 202 signed the check. Later on, the guest in 303
agrees to pay for half of this restaurant charge. Bring up room 202's folio. Select [D] for transfer, transfer to another
room and enter 303. Select Partial Posting. In the pickbox on the bottom right, you look for the restaurant posting
that you want to split and press [Enter]. If the original amount was 120, enter 60 as the amount to transfer. Fidelio
then moves 60 over to the folio in room 303 and reduces the current charge by half.
After making your selection, Fidelio will transfer all corresponding postings to the other folio and display an
appropriate message. When you call the guest folio to which the charges where transferred and view the posting
detail of a transferred posting, the Supplement text will display the room number, the title and the name of the
guest from whom the charge was transferred.
Please note: You cannot transfer postings to a guest who has checked out. Also note it is not possible to move
postings to another room by entering a billing instruction, partial posting transfer or group posting transfer when
the parameter Do Not Allow Reprinting of Postings on New Folio {noreprint} is activated and a bill number has been
assigned to the posting.
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E Consolidate Postings. This option will physically combine all postings of a selected range of time and
department codes. The following criteria are displayed:
Figure 4-16 Consolidate Postings
Postings can only be consolidated for prior dates. This is useful for long-stay guests who settle their folio at the end
of each month. After printing the detail of the month, you can combine all the postings together so that the
following month's folio will not be so long. It is not possible to remove postings from the system without checking
out the guest. If the guest's folio looks like this:
24/04/99
24/04/99
24/04/99
25/04/99
25/04/99
26/04/99
26/04/99
Room Charge
Restaurant
Room Charge
Room Charge
Telephone
Room Charge
Restaurant
200.00
5.00
200.00
200.00
4.40
200.00
20.00
and you consolidate the postings from the 24th to the 26th, the resulting folio will look like this:
25/04/99
26/04/99
26/04/99
Telephone
Room Charge
Restaurant
4.40
800.00
65.00
The dates for each charge will be the most recent date posted of each department within the folio. The
supplementary text will include the range of the consolidation.
Important! You CANNOT unconsolidate postings
once you have consolidated them!
If you want to print the folio in consolidated form but not actually consolidate the postings, then use the folio
styles. But, if a folio grows very long and the guest is no longer interested in the detail, then it is advantageous to
consolidate the folio for speed of processing.
It is not possible to consolidate postings which were posted on the same business day and to consolidate payments.
It is possible, however, to consolidate postings which are already consolidated together with other postings.
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F Folio Style. By default, Fidelio prints all folios in detail form - in other words, one line per posting with room
number, date, text, supplementary text and credit or debit amount. The standard default displays all the postings
sorted by department code per day. In some cases, however, you might want to print the folio in another style,
where similar postings are grouped together.
Figure 4-17 Folio Styles
Fidelio places a checkmark in front of the currently selected folio style. If you were to print a folio or an
information folio at this point, Fidelio would use the Arrangement Summary per Day style. This would remain
the currently selected folio style until you change it or you exit the check-out module.
Each folio uses the folio format as defined in the Setup program, including the correct translation for guests of
different languages. The only part that changes are the posting lines themselves. There are nine available folio
styles. Here is an explanation of each of the styles:
Available Options
2 Department Code Summary per Day. This option combines all postings of the same department code and the
same day on one line. If two or more postings are combined, then the Supplementary Text field will contain the
number of postings which were combined to make up the total. If there is only one posting of a department code on
a certain day, then Fidelio prints the original supplement text on the folio. This option is useful for making a very
long folio somewhat shorter, yet still very readable. This is also useful to combine all telephone or minibar postings
of a single day together. Payments are always printed separately on all folio styles.
3 Department Code Summary per Stay. This is similar to the department code summary per day except that in this
style, all postings of the same department code during the entire stay are grouped together. The date on the posting
is the most recent date of the postings in the group. This is useful to give to a guest in a resort hotel who stayed for
a week or two weeks and wants a quick summary of all the departments. The print-out of the folio will be in
department order.
4 Arrangement Summary per Day. Fidelio offers the user the ability to group any arbitrary postings together. You
can do this by means of the arrangement code (see Viewing, Correcting, Changing above). If you assign the
arrangement code 1 to a room charge and a breakfast charge on the same day, for example, Fidelio will combine the
amounts of these charges together and print them as one line on the folio. The text for each arrangement code is
determined in the Setup program. This is useful for creating packages on the fly. Any postings which do not belong
to an arrangement will be printed separately on the folio.
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5 Arrangement Summary per Stay. This is equivalent to the arrangement summary per day, but here all postings
during the entire stay with the same arrangement code are grouped together. With this option you can group, for
example, the room charge of one night together with the breakfast of the next day. Just make sure you give them the
same arrangement code.
6 One Line per Day. With this style Fidelio combines all postings of each day (except payments) and prints them
on a single line. The text for each of these lines is the day of the week.
7 Daily Summary for Groups. This is roughly equivalent to the department code summary per day, but in this case
postings are grouped together only if the department code, the date and the price are identical. The supplementary
text is filled in automatically with the number of postings and the unit price. Suppose a group folio looks like this in
detail form:
28/05/99
28/05/99
28/05/99
28/05/99
28/05/99
29/05/99
29/05/99
29/05/99
29/05/99
Room charge
Room charge
Room charge
Room charge
Room charge
Room charge
Room charge
Room charge
Room charge
120.00
88.00
88.00
120.00
120.00
120.00
88.00
88.00
120.00
If you print this out using the Daily Summary for Groups style, it will look like this:
28/05/99
28/05/99
29/05/99
29/05/99
Room charge
-> 3 x 120.00
Room charge
-> 2 x 88.00
Room charge
-> 2 x 120.00
Room charge
-> 2 x 88.00
360.00
176.00
240.00
176.00
This option can also be used for regular guests, but it is most practical for group masters.
8 Person Summary for Groups. When you use this style, Fidelio prints out one line on the folio for each guest
whose postings have been transferred to the group master. Using the above example folio, Fidelio might produce
the following print-out:
28/05/99
28/05/99
28/05/99
28/05/99
28/05/99
201 Smith
202 Lamois
203 Filser
204 Ohnsaki
205 Schmidt
240.00
176.00
240.00
120.00
176.00
Both the daily summary for groups and the room summary for groups shows only those postings which are actually
on the group master, not those that are on the individual guest folio.
9 Detail Folio Sorted by Room. With this folio style the line-by-line detail is sorted by room number. This folio
style is useful for groups, who need to have the information in room number order.
0 Detailed Folio Sorted Chronologically. With this folio style the line-by-line detail is sorted chronologically in
the order of posting.
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A Resort Hotel Folio. This folio style is especially useful for resort hotels where some guests stay for long periods
and have rate changes. The resort hotel folio style indicates any rate changes clearly as you can see on the
following example:
20/01/99
23/01/99
28/01/99
20/01/99
20/01/99
21/01/99
21/01/99
27/01/99
Ski Package 3 x 2000.00
Ski Package 5 x 1800.00
Ski Package 2 x 1600.00
Minibar
Bike rental
Telephone
Telephone
Dinner extras
6000.00
9000.00
3200.00
130.00
80.00
18.50
9.00
40.00
Please note: The room rate lines are summarized by rate. If the rate never changed from the first day on, the first
line of the folio would read:
Ski Package
10 x 2000.00
20000.00
All room rate lines come first, followed by a detailed chronological listing of all other charges. Under Hotel Data in
the Setup program (FSTAMM) you can enter 11 as the default folio style if you would like to make this style your
standard.
B Room+Breakfast. This folio style automatically consolidates the room charge with the breakfast charges of the
next day. The text for the folio is always the same as the room charge. This means that the breakfast charge is not
displayed on the folio at all. Some business guests may prefer this folio style if they only get reimbursed for room
but not for breakfast. (This folio style only works if your Systems Manager has entered a [B] in the Subfunction
field of the Department Code option in the Setup program for all breakfast department codes.)
C Arrangement Summary Chronological. This folio style is similar to the Arrangement Code per Day style.
However, in addition to summarizing by arrangement code, Fidelio sorts all other postings chronologically. This
folio style takes a little longer than the other ones.
D Summary by Check No. This folio style is useful if the hotel is working with the MICROS 8700 Hotel
Management System. It will group into one line all POS postings with the same POS check number and sort the
folio by date, except the telephone charges will not be summarized. In addition, Fidelio will print the arrangement
text as the folio description for department codes with a default arrangement code.
E Group Folio Subtotal by Date. This folio style is useful for group folios. It prints subtotals by date. In addition,
this folio style will not automatically print decimal places.
F Group Folio Subtotal per Guest by Date. This folio style is useful for group folios. It generates subtotals by
guest and by date. In addition, this folio style will not automatically print decimal places.
G Group Folio Subtotal per Dept. Code by Date. This folio style is useful for group folios. It generates subtotals
by department code and by date. In addition, this folio style will not automatically print decimal places.
H Group Summary Folio. The folio style Group Summary Folio is special because it prints several different folio
pages one after the other and because it requires a special setup. It can ideally be used for a group member bill, as it
prints a summary of all charges routed to the account on page one. Although we have called it group summary, it
can in fact be printed for any room.
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The first page of a group summary folio includes a list of all the charges on the room that were not posted directly
to the room, i.e., transfers and routings. In the case of a group account, you will see the charges of all group
members. The charges will be summarized in columns. Up to ten columns are available. Which charge appears in
which column and how many columns are used depends on what has been entered in the field Group Folio (0-9) in
the Department Codes setup screen. For example, if the hotel wants to split the transactions into the revenue
groups Room, F&B, Phone and Extras, you will only see groups one through four, plus the last column (group
nine) which is reserved for payment methods. (For setup details please refer to the Text+Folio Setup Manual.)
The next page(s) of the group summary folio will list a summary of the telephone charges on the room that were
not posted directly to the account. This includes all Department Codes that have been marked [T] for Dept.
Function.
This will be followed by folio pages of all charges posted directly to the room, summarized by page by main
department group.
The page called “Summary of Postings” will list the total of all the charges on the account summarized by
department code.
The last and final page called “Master Summary” summarizes all charges by main department group.
Please note: With the amount of data that needs to be processed it may take a few moments to print a group
summary folio.
When a posting is made, the register number of the reservation on which the revenue has been generated will be
stored in the field ORG_REGIST in GLGAST.DBF. During the night audit, the procedure MAINLOOP will fill the
fields ORG_GASTNR and ORG_ZIMMER in GLGAST.DBF with the guest number and the room number of the
guest that has checked out, if postings of the guest reside on a PM account. Then it will be ensured the correct room
number and guest name is printed on the Group Summary Folio.
G Preview Folio. With this option you can preview a folio. You can see what the folio looks like before you print
it as all the codes are replaced with the corresponding text. If a guest has stayed longer than six days, you can also
enter a date range, in order to view part of a very long folio.
H Miscellaneous. The Miscellaneous menu gives you various other options which are helpful for processing the
folio of a guest.
Figure 4-18 Miscellaneous Menu
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Available Options
Disable/Enable Phone Detail. Here you decide whether you want to enable or disable the printing of the telephone
numbers on the folio, depending on whether the parameter Print Telephone Numbers Called on Folio {tel_on_fol} is
ON or OFF. If you generally do not print telephone numbers on the folio, but a particular guest asks for the
telephone numbers, select Enable Phone Details in this option. From now on, for this particular guest Fidelio will
print the telephone details on the folio. If by default you always print the telephone numbers on the folio, but a
particular guests asks you to remove them, then select Disable Phone Details.
Posting History. Select this option to view any changes to postings or to the reservation of a guest during the stay.
Depending on what you would like to see press [Enter] on Posting Changes or Reservation Changes. If no
changes were made, Fidelio will display the message “No Changes Recorded.”
View Arrangements. On the folio left of the posting, Fidelio usually displays the department code of the posting.
Hotels that frequently use default arrangements may prefer to display the arrangement code instead. In this case,
press [Enter] on this option. The text will change to “View Department Code.” When you exit back to the folio
screen, the department codes will disappear and Fidelio will display any arrangement codes defined for the existing
postings.
Department Code. When you exit back to the folio screen, the department codes will disappear and Fidelio will
display any arrangement codes defined for the existing postings.
Pro-Forma Invoice. If you select this option, Fidelio will print a pro-forma invoice for the entire stay of a guest.
This means that the program calculates all room charges and prints them as information folio without actually
posting anything to the folio. Use this option (instead of Advance Folio) if you want to send a travel agent a bill for
the stay of a guest without posting the whole room sum on that day, i.e., without falsifying your average room rate
for the day.
If you would like to print a number next to the pro-forma invoice, you need to add the field PROFORMA {C, 8} to
GRES2.DBF. Whenever you reprint a pro-forma invoice, Fidelio will use the same number. This number is not
related to any other folio number as it is not a real folio.
Credit Cards. You can only access this option if you are using the credit card interface. When you select this
option, Fidelio offers you the following:
Enter Approval Code. The only time this option is used is if your credit card interface is down and you need to
enter an approval amount and approval code manually or if you need to call the credit card company in order to
receive the approval over the phone. You are asked to enter first the approval amount and then the approval code
(provided by the credit card company). Fidelio will log any entries made into these fields into your user logfile.
Additional Authorization. This option is used when you want to get approval for an additional amount - above
what the credit card company has already approved. For example, if a guest's account balance is $1,000.00 and you
originally got approval for $1,100.00 from his credit card company, but now he comes to the desk and wants to
send various expensive packages overseas, you will need to increase the approval to, say, $1,400. When you select
this option, Fidelio shows you the Current Authorized Amount as well as the Guest Balance. The third field is
where you enter the new approval amount. If you enter ‘1400.00’ here, the Credit Card Interface will request a total
approval for $1,400.00, i.e., $300.00 more than previously approved (not $1,400.00 more).
When you press [Enter], the Fidelio Credit Card Interface contacts the credit card company with the approval
request. If the amount is approved, a message is displayed showing the approval code and the new approval
amount. (These fields are automatically updated on the guest record.) If, for some reason, the approval was not
given, the credit card company will send back a message to advise you of the reason, i.e., insufficient funds, or
even ask you to hold the card.
Courtesy Card Handling. If courtesy card handling is supported by your interface, you can swipe courtesy cards
with this option to collect the guest points or stay information for a guest. In addition, by pressing the [+] key, you
can display the actual number of points which the guest has collected. During the night audit after the guest's
check-out, Fidelio will send the accumulated guest stay information to the credit card processor.
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Adjustments. What you see when selecting this option, depends on the setting of the parameter Room Charge
Rebates Including Tax Rebates {co_tax_reb}. If it is ON, a menu with the options Manual Room and Tax Posting
and Quick Rebates is displayed. If the parameter is OFF, you will get directly into the Quick Rebate menu after
selecting Adjustments.
Manual Room and Tax Posting. If your hotel is in a country where the tax items, such as city tax and state tax, are
printed as separate lines on the folio (in Fidelio these items are defined as package elements), you will be using this
option for any adjustment or manual postings to room and tax. Simply enter the amount of the adjustment (e.g.,
“-20” if you want to give a rebate of 20) and enter a short description or reason in the Supplement text. Your user
ID and the cashier number will be stored with the posting. Fidelio will calculate the correct adjustment for each
related department code automatically and add the adjustment postings to the folio.
Please note: Fidelio will post the adjustment in the same way the package items have been set up for the rate code,
i.e., the tax items will be posted on top of the amount you enter with exclusive taxes. In addition (if the hotel has
defined rate codes in multiple currencies), Fidelio will check and display the currency of the rate code and post the
adjustment in that currency.
Quick Rebates. This option enables you to enter a global rebate for any department code on the guest folio. The
following window is displayed. Select a guest folio and then select Miscellaneous>Adjustments>Quick
Rebates. This feature allows you to enter a discount code rather than a department code (if your billing
instructions have been configured for Discount). For instance, for all loyalty club members, you allow a 10%
discount on lodging and the Breakfast package element. You would set up a discount code in Configuration.
Figure 4-19 Quick Rebate
Field Explanation
From Date. The system date is defaulted.
Until Date. The system date is defaulted.
Department/Discount Code. Enter a department code that already exists on the guest’s folio or a discount
code (which encompasses a group of department codes). This is the code from which charges are subtracted.
You may display the picklist of department and discount codes.
Discount. This field may be auto-populated if the discount code chosen was configured with a discount
amount. If you chose a discount code that was not configured with a discount amount, then enter the amount of
the discount.
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Discount Dep. Code. This field may be auto-populated if the discount code chosen was configured with a
discount department code. If you chose a department code or a discount code that was not configured with a
discount department code, then enter the discount department code to which the charge will be adjusted.
Window. Enter the number of the guest’s folio window from which the charge is to be adjusted.
Supplement. Enter any supplemental information needed.
Total Amount. Displays the total amount to be adjusted.
Discounted Amount. This field is auto-populated if the discount code chosen was configured with a discount
amount. If you chose a department code or a discount code that was not configured with a discount amount,
then verify the default value or enter a new value for the total discount.
If you display the pickbox from the Department/Discount Code field, an overview of all the department codes
and discount codes is displayed. Select a discount code and Fidelio may automatically populate the Discount
and Discount Department Code fields from the information set up in Configuration. If you had entered the
discount percentage and the discount department code in Configuration, you will notice that these fields cannot
be changed. The Total Amount and Discounted Amount fields can also populated and cannot be changed.
However, you can edit the guest’s folio window to which the discount is to be applied as well as an adjustment
reason in the Supplement field.
-
A new user logfile entry is written for the reservation stating that an instant discount was conducted, the
discount code used and the calculated or entered discount amount.
Please note: If you have selected to enter department codes to calculate discounts, if you have the parameter
VAT Excluded on Folio {vatexclude} switched ON, then Fidelio will not allow the entry of department codes
881-889.
Please note: Fidelio does not allow the entry of department codes 800-849, independent of the parameter.
Manual Rate Code Posting. Selecting this option allows you to manually post the rate code on the folio which has
been assigned to the reservation, a specified number of times. This, for example, could be used in the case of a pay
master account where you wish to post the inclusive day delegate charges. If the Advanced Package System
{par_packag} parameter is switched ON, then the message “Post POS Packages against Allowance?” displays.
Dependent on the user’s answer, and on the packages attached to the rate code, one of two things will take place:
-
Answer Yes to create POS allowances. The packages attached to the rate code that have been marked as “POS
Account=Y” will be created and the internal posting will be distributed to the appropriate department codes.
-
Answer No to create POS allowances. Irrespective of the “POS Account” configuration, allowances will not be
created and the internal postings will be distributed to the appropriate department codes.
Please note: In the event that you choose to create POS allowances, and then select the option Refresh POS
Packages, Fidelio will remove the allowances outstanding for the manually created rate code postings. In addition,
if you enter a [-] for the number of rate codes to post, which indicates that you are in fact removing postings,
Fidelio will handle the allowances and internal postings in exactly the same manner, except the values will be
reversed. The message which appears confirming the entry states “Remove POS Allowances.”
Show Posted POS Items. This displays a list of all package elements for which an allowance has been created.
The creation of the allowance is done automatically by the system at check-in and during the night audit.
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Please note: Allowances are only created for the same day. This means that if a guest has a breakfast package, you
will only see the allowance for the current date and the previous days, but not for the next day. The window might
look like this:
Figure 4-20 Show Posted POS Items
You can see the package code, the description of the package, the date for which the allowance was created and the
amount of the allowance. In addition, the system shows you whether postings have been made to the allowance. As
you can see, several postings can be made to one and the same allowance during the day.
Refresh POS Packages. This option checks and updates any changes you made to POS packages concerning the
reservation. It is necessary to run this option if you attach a new POS package code to the reservation change or
remove an attached package code, or when you change the rate code to another rate code with different POS
packages. It is only necessary to refresh POS packages if the guest has checked in already.
Route Packages. (Only with parameter Allow Package Routing {p_packrout} ON.) If the property works with
package routings, the options Route Packages and Display Package Routings are displayed here. The Package
Routing option allows you to redirect package allowances from one account to another. For example, all group
member package allowances could be directed to the group master folio or the children's charges could be directed
to the parents' room. This facilitates the posting of charges to one account while considering multiple rooms.
Select the Route Packages option to redirect the package allowances to another guest or room. You can route
packages to reservations and checked-in guests that do not already have a routing to another room and whose
arrival and departure dates correspond to the date range of the reservation for which you want to add the package
routing. If the reservation for which you want to add a package routing is already checked in, then only checked-in
rooms are available for selection.
When you have selected the target room, Fidelio will display the message “Use other allowances on target room?”
Here you determine whether the target room can exceed its own allowance and use allowances that might be
available from the other source rooms. This might apply in the case of a family, where the package allowance from
the children are routed to the parents' room, but certainly not in the case of a group.
Please note: Fidelio will only redirect package allowances to a checked-in room. If the target room is not checked
in at the time of posting, Fidelio will post to the source room and remove configured package routings. During the
check-in of a guest, Fidelio will make sure that the target room for the package routing has already checked in.
Otherwise the system will display an appropriate warning message and allow the user to cancel the check-in or to
remove the package routing.
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If you have already routed the package postings to a reservation once, it is not possible to re-route them to another
reservation. For example, if you have routed the package postings from room 108 to 113, it is not possible to
redirect the charges from room 113 to 120. Fidelio will display the following message “This reservation has
packages routed from other reservations. Package routing not possible.”
When you Route Packages, you redirect the package allowances for all POS package postings connected to this
room. The system will add up all package allowances accumulated on the target room in order to produce a total for
the particular department code allowance (for more detailed information refer to Package Elements on page 3-30 in
the Rate Management Setup Manual).
Display Package Routings. Selecting the Display Routings option for a reservation, you can identify whether the
reservation serves as a source or target room, i.e., if the reservation has package routings to another room or if the
room receives package allowances from other rooms.
For target rooms, the Display Routing option displays a list of guests who have a package routing set to the
selected room/reservation. The information includes guest name, room number, arrival and departure date, the
status of the reservation and whether other allowances on the target room can be used ([Y] in the column Other).
You can press [Delete] to remove a package routing. Fidelio will go through the standard checks for the deletion.
Add-On Reservation. If you want to add a reservation to the guest’s bill, use this menu option. Have the cursor on
the room charge you would like to copy. Go to H Miscellaneoust5>Add-On Reservation to duplicate that
reservation. All the information from the first reservation will be duplicated. Fidelio will propose the arrival date,
number of nights and departure date according to the reservation on which you are currently positioned. In the
event that the existing reservation is checked in on a previous day, Fidelio will default the proposed arrival date to
the system date.
I Show Share. If you want to see all reservation shares of a highlighted share reservation (marked with *), select
the Show Share option. Fidelio will display the details of the selected guest on top and a list with corresponding
share reservations below. The information includes share number, room type and number (if assigned), name,
arrival and departure dates, rate, balance, any attached profiles and the reservation status. For this display, the
asterisk in front of the guest name indicates the reservation that you have currently selected.
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J Combine Share. This option allows you to combine two individual reservations into two shared reservations.
When you want to combine reservations, select one of the reservations and then select this option. You can enter
the name of the sharing guest or press [Page Down] for a list of all reservations available for the share. Fidelio will
display a list of reservations with overlapping dates and/or the same block code. On the top of the window you can
see the details of the selected reservation.
Figure 4-21 Combine Share
Select the other reservation with [Enter]. Fidelio will ask “Share with [guest name]? Yes/No?” If you answer [Y],
Fidelio will build the share, assign the internal share number, update the availability accordingly and finally display
the message “Guests now sharing in room S/nnn. Please check rate and persons.”
If you combine two block reservations into a share, Fidelio will update the available rooms in the allotment and add
the freed room to the block again.
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Postings
Postings
With this option you can post items to rooms and accounts, cancel or modify them and display them on the screen.
After you have chosen this option, Fidelio will ask for your password (if defined). Postings contains the following
submenu options:
Figure 4-22 Posting Menu
Available Options
Posting. Used to quickly do multiple postings to multiple rooms without displaying the folios.
Journal. Display the postings made by cashier number or department codes to make corrections, delete postings or
split postings.
Read Interface Charges. Used to post interface charges all at once.
Credit Card Settlements. For credit card interface users only. Used to settle batch credit card payments.
Clearances. For American market only. All negative postings done here are interpreted as corrections and not
adjustments.
Courtesy Cards not Processed. For courtesy card handling only. Allows access to unprocessed courtesy cards.
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Postings
Posting
When you choose Posting and press [Enter], the following screen appears:
Figure 4-23 Postings Screen
At the top of the screen you see the user-definable posting help text. You have to enter the following fields to
complete a posting:
Field Explanation
Room. The room number the charge will post to. If you do not the room number, you can enter the first letter of the
guest's last name and press [Enter] to display a pickbox of checked-in guests. Select the guest name and press
[Enter]. The room number will be placed in the Room Number field.
In the box below the posting help, the last name of the guest, the current folio balance and the arrival and departure
dates will appear as soon as you have chosen the guest. Every time you enter a posting, the balance is newly
calculated.
If the guest for whom you want to post an item happens to be on the blacklist or cashlist, Fidelio will give you an
appropriate warning.
Dept. Once the room number has been entered, you must complete the department code to which the postings are
charged. This works as postings in the guest folio works, whereby if you do not know the department code number,
you can enter the first letter of the department code description and/or the first number of the department code to
display a pickbox of choices.
If you defined four-digit article numbers and want to post these here, first enter a period [.] and then the article
number or, for a list of article numbers, enter a space and then the first letter of the article. In both cases the
Department Code field takes four digits.
Price, Quantity, Text, Supplement and Window. These features are also similar to posting in the guest folio (refer
to Billing on page 4-3 for more details).
Once you have completed all of the above entries and pressed [Enter], the cursor moves to the next postings. On
the bottom right corner of the screen, the amount posted in this session displays.
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Postings
The default for subsequent postings is the last room number and department code to facilitate posting multiple
charges to the same room or the same charges to multiple rooms. Once you have completed the postings, press
[Esc] to return to the posting menu.
Please note: If you work with the advanced package module (only with parameter Advanced Package System
{par_packag} ON), and you make a posting to a department code to which an allowance exists, Fidelio displays the
following message “Do you want to post this to the package? Yes/No.” The message displays after you have
entered the department code, the price and the quantity. If you would like to post the item to the allowance, confirm
with [Enter], otherwise enter [N]. The item will then be posted to the guest's folio. If the posted amount is higher
than the allowance, Fidelio will post the difference to the guest's folio. You can also enter a negative number in the
Quantity field in order to make a correction to the package. When the allowance is complete, Fidelio will post
directly to the guest's folio.
If you post a paid-out (department codes 800-899), Fidelio will ask you if you would like to print a receipt.
Journal
With this option you can retrieve a selective posting journal on the screen, view the posting details, adjust, split and
delete postings. The following selection screen is displayed:
Figure 4-24 Journal Selection Criteria
Field Explanation
Cashier Number. Fill in the cashier number of the desired postings. Separate the numbers with a comma or a
space. [Enter] defaults to all cashiers.
Department Codes. Fill in the department code numbers you would like to retrieve. Again you have to use a
comma or a space to separate the codes. [Enter] means all department codes.
Arrangements. Enter the arrangement codes for which you would like to see the postings. [Enter] means no
selection of the arrangement.
List of Rooms. You can retrieve the postings for certain rooms by filling in the desired room numbers. [Enter]
means no selection of rooms.
Ref. #. This field is only available if the hotel works with reference numbers for postings (only with parameter
Reference Number for Postings {referpost} ON). In this case, you can enter a reference number here.
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Postings
Date From/To. Selection by date, from and to. Default is today's date.
A window similar to the following will appear. The postings displayed here depend on the selection you made.
Figure 4-25 Postings Matching Selection Criteria Entered
At the bottom of the display is the total number of postings meeting the selection criteria and the total amount of
the postings. When you press [Esc], the system returns to the query screen, not to the main menu, so that it is easier
to do more than one query.
Press [Enter] to view or modify a posting. The posting detail is displayed.
Figure 4-26 View/Modify Posting
Press [Delete] to delete a posting. You can only delete postings made today and if you have rights to do so.
Press [-] to split postings. Fill in the amount you would like to split and press [Enter]. A new line appears for the
split posting. The original amount will be reduced accordingly. Now you can transfer the difference to the
requested account, if necessary.
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Postings
Please note: If you moved a guest from one room to the other, all the postings are transferred to the new room and
the journal lists the postings by the new room number. In addition, the original room number is shown in
parenthesis.
Read Interface Charges
This option reads all interface charges which have not been posted to guest folios yet and posts them. When you
select this option, the message “Open telephone history file” is displayed. When the file has been read and all
charges have been posted, Fidelio indicates the number of postings that have actually been made.
Credit Card Settlements
If your hotel works with a credit card interface which uses batch settlement, you will use this option to view or
modify the records waiting to be settled and send them to the credit card system for settlement.
With batch settlement credit card payments are no longer considered part of city ledger, but rather cash payments,
as it is possible to get payment for the outstanding amount almost immediately. Usually, this option is run once at
the end of the day by the night auditor. However, you can run this option as often as you want to, for example at the
end of each shift.
If your hotel is not using a credit card interface which uses batch settlement, this option will not be available. If you
select it, Fidelio displays the message “No credit card interface installed.”
After you have selected Credit Card Settlements, Fidelio displays the following selection window:
Figure 4-27 Credit Card Settlements Menu
View/Modify Settlement Records. When you select this option, Fidelio asks you to enter the date for which you
want to view or modify credit card payments.
After you have entered the date, Fidelio will display a window with all records to be settled for this day. The
information includes guest name, room number, folio number, credit card number, expiration date, approval code
and the amount to be settled.
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Postings
Usually, you will not need to use this option. However, for example, if the wrong expiration date has been
recorded, the settlement will not be processed. In these cases, you can select this option, press [Enter] on the
respective record and correct the expiration date, the approval code and even the amount, as required.
Settle Postings. After you have selected this option, Fidelio asks you to enter the date for which you want to settle
credit card payments. The settlement is always for one day. This means that if you have not settled your credit card
payments for a number of days, you will have to select this option once for every single day.
After you have selected the date, Fidelio will send all credit card payments to the credit card interface, which takes
care of the settlement. If there is a problem with sending the payments, the message “Some credit card payments
were not processed” will be displayed. If all credit cards have been settled for the indicated date, Fidelio will
display an appropriate message.
Clearances
This option is only used on the American market and only appears if you entered “USA” in the Country field of
Hotel Data. Any negative postings that should not be interpreted as adjustments are done here.
After choosing this option, an identical posting screen is displayed. Enter all the negative postings in the same way
as you would do under the posting option (for further explanation, refer to Postings on page 4-33).
Please note: Clearances can only be made on accounts or pseudo rooms where the room type begins with “P”.
Fidelio allows the user to do corrections in price, quantity and description on all postings of the same day. This
would be done in the Journal option described above, or directly in the guest folio. After the night audit it is no
longer possible to do a correction. You have to enter a counter-posting, i.e., a negative posting. This is a so-called
adjustment. You can even print out reports which distinguish between corrections and adjustments.
In some hotels, postings are split afterwards to account for the different origin of the revenue. A restaurant bill of
$500, for example, might be split into two parts: 200 for food and 300 for beverage. A counter posting, i.e.,
clearance for the amount posted first (in this case $500 with quantity -1) will have to be entered. In order for these
counter postings not to be interpreted as adjustments, they are entered under the menu option Clearances.
Courtesy Cards not Processed
This option is only displayed if the hotel works with courtesy cards and has activated the function Courtesy Card
Handling in the Credit Card Interface option.
With this option you can access courtesy cards which were not processed by the system. This can be due to invalid
card information or to an interface failure. You can specify the Date for which you want to access unprocessed
cards. As a default, the system will use today's date.
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Passer-By
Passer-By
Passer-by folios should be used for those guest transactions where the guest is charged for a transaction, pays the
bill immediately and wants a printed folio. This option can be used for the guest who comes to the Front Desk and
wants to send a fax to his office. He will pay for the fax charge immediately and wants a folio.
When you highlight Passer-By on the Cashier menu and press [Enter], Fidelio will ask for your password (if
defined). Enter the guest's last name and press [Enter]. The computer will display a list of guest files with similar
last names. If the guest is already on file, highlight the guest name and press [E] for Edit. The guest profile will be
displayed. You can also press [Enter] if you want to post immediately.
If the guest is not on file yet, press [N] for New. The system takes the name from the one you typed in and asks
“Add new guest? Yes/No” and afterwards “Is this a company name? Yes/No.” Answer the prompt as appropriate.
Then, the blank Guest Profile screen will display and you should complete it to the level that is necessary for this
guest. If you complete the address, it will also be printed on the passer-by folio.
Please note: The Remarks field will contain “Passerby on XXXX date.”
Once you have completed the guest profile, the following options are displayed on the bottom of the screen:
Correct, Add, Remarks, History, Special Fields, Options and OK (for a detailed description refer to Filling in
the Guest Profile on page 2-10 of the Reservation User Manual).
Press [Enter] on OK to create the passer-by folio. The posting window, as in Billing, appears. This is to post the
charge to the folio. Complete the department code of the charge, the price, quantity, text and supplementary text, as
necessary. The window will always default to 1 and cannot be accessed. When you have completed posting the
charges, press [Esc].
The pickbox of the payment methods appears on the screen. Choose the payment method the guest will use to pay
his charges and press [Enter]. The default value for this payment will be the full amount of his charges, but if the
guest is going to use more than one payment method, you simply have to change the amount to the appropriate
amount for this payment method. Press [Enter] to complete the payments.
If the guest wants to pay with a credit card, choose the correct card, accept the amount and then enter the credit
card number. If the number is not correct, Fidelio will display the message “Invalid credit card number.” If you do
not enter a credit card number and just press [Enter] on the field, Fidelio will ask “Do you want to enter credit
card number? Yes/No.” If you select [N], Fidelio will accept the payment, too.
When the balance is zero, the message “Folio printing” will appear and the folio will print. The prompt returns to
the Name prompt. You can then prepare another passer-by folio or you can press [Esc] and return to the Cashier
menu.
Please note: You are not allowed to change the window number in the passerby folio while posting. You may
reopen and reprint passer-by folios through the check-out module.
The format of the passerby bill is as flexible as the regular bills. You can define the format in Folio Format in the
Setup program (refer to Text Format on page 6-17 of the Text+Folio Setup Manual).
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Cashier
Cashier
The cashier submenu contains those functions which are infrequently used.
Figure 4-28 Cashier Menu
Close Cashier
The Close Cashier option enables you to view your closing balances, confirm your shift drop, print your daily
reports and close your cash register. The cash register can be opened and closed up to 99 times a day, depending on
the setup in the parameter program.
Please note: The cashier closure is the closure of a cashier and not for a user who is using this cashier number!
Once the cashier is closed, the same user can use another cashier.
After you have selected this option, Fidelio asks for your password (if defined). Afterwards you will get a dialogue
box with the question “Show Postings?” If you want the system to give you an overview of the postings which
were made with this cashier number, select [Y], otherwise confirm by pressing [Enter], and the program will
continue. Fidelio shows all the sum of postings by department codes and displays the number of postings made per
department code.
Now, the system shows you the amount of cash, checks (if configured) and foreign currencies, which you should
have in your cash drawer. You should now count your money and enter the amount that actually is in the cash
drawer.
Please note: If you enter foreign currency, you have to enter the amount in the foreign currency and not the amount
converted to your local currency, e.g., if you have 20,000 Japanese Yen, enter 20000 and not the equivalent amount
in your local currency.
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Fidelio asks you if you really want to close your cash register. If you confirm with [Y], Fidelio shows the following
screen:
Figure 4-29 Cashier Closure
Field Explanation
Beginning Balance. This is the amount you started with when you opened your cash register.
Received Today. This is the amount of cash, checks and foreign currency you received today. This amount is the
amount you should have in your cash drawer. This figure contains all foreign currency converted into your local
currency.
Short/Over. The system will display the word Short if you entered less money than you are supposed to have on
the left side of the screen. The amount is the difference between the amount you should have and the amount you
entered. If you entered more than what you should have, the system will display the word Over.
Minimum Stock. This is the amount which you must have in your cash drawer after you close your cash register. It
is the same as the amount which is entered in the cashier parameter program.
Shift Drop. This is the amount which you must deposit in the safe in order that your starting balance tomorrow is
minimum stock.
If you are not satisfied with the amount of your shift drop and would like to recount your money, press [Esc].
Fidelio returns to the cashier submenu without closing the cash register.
Assuming you are satisfied with the shift drop, press [Enter], which causes Fidelio to close the cash register. You
can now decide whether or not you would like to print the final cashier reports. Most hotels require that these
reports be printed. The reports contain a title page with the closure number, time of opening and time of closing
followed by detailed lists of each payment transaction of the day, including amount short or over and the shift drop
itself.
Please note: If you are over or short, Fidelio will add or subtract this amount to the lifetime difference of the cash
register. This lifetime difference does not affect the cash balance on the following day but can be used for
informational purposes.
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Cashier
Hotel Cashier
In a small hotel it is quite common that a desk clerk must pay cash for outside services which are not charged to a
particular guest. For example, the front desk might be responsible for buying newspapers for the hotel, running
small errands by taxi, paying postage costs for small packages and other general hotel purchases. They may even
receive money.
Figure 4-30 Hotel Cashier Accounts
The Hotel Cashier option is useful for such paid-outs (or paid-ins) which apply to the hotel in general and not to
any guest folio. Fidelio also allows you to group the expenditures by accounts. These accounts can be defined in
the setup program under the option Hotel Accounts. After selecting an account, choose whether you paid or
received money, and then enter the amount itself. This amount must always be positive.
Change Currency/Check
This program registers the exchange of checks or currencies for control purposes. After entering your password,
you can choose between Check Exchange and Currency Exchange.
Check Exchange. Fill in the guest name (optional, only necessary if the guest wants a receipt) and the check
amount. The Text field will automatically be filled with “Check”. Use the Supplement field to enter the check
number. After you have completed the entry, Fidelio will ask whether you want to print a receipt. If the entry is not
completed correctly, the message “Transaction Canceled” is displayed.
The check is posted with department code 901. When you check the posting detail in the journal, the Price and the
Amount field display the amount of the check. The Text field indicates the form of the transaction (Check/Check
exchange). And the supplement you entered is shown in the Supplement field.
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Currency Exchange. After choosing this option, you have to select which foreign currency you want to exchange.
The following window is displayed:
Figure 4-31 Currency Exchange
After you have entered the amount to be changed, Fidelio calculates and displays the respective amount in the local
or foreign currency. A window pops up. Enter the room number and the guest's name. If you just press [Enter] on
both fields, Fidelio will default to “Passant” (passer-by) and you can enter a name there. Then, you can decide
whether you want to print a receipt or not. When you look for the posting in the journal, the posting detail shows
the amount of the foreign currency in the Price field, the exchange rate in the Quantity field, and the received
amount in the Amount field. The Text field indicates the foreign currency (in this example German Mark DM) and
the Supplement field the form of the transaction (currency exchange).
Housebank
After entering your cashier number and user name, you can choose between Transfer from Housebank and
Transfer to Housebank. The Housebank is the main stock of cash. If you run out of cash during your shift and you
get more cash from the head cashier, you can enter the amount under Transfer from Housebank.
When you have a lot of money in your cashier and would like to transfer most of it to the housebank without
closing your cashier, you can use option Transfer to Housebank. If you do not enter the amount here, you will
have problems during your cashier closure because you do not have the same amount in your cash drawer as the
computer has calculated.
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Reservation Deposit
Use the Reservation Deposit option to input any deposit towards a reservation before the guest has arrived in the
hotel. If a guest arrives and makes an advanced payment towards the guest folio, you must enter this amount with
the Billing option.
After you have entered your cashier number and password, Fidelio displays the following window:
Figure 4-32 Reservation Deposit
Enter the confirmation number, if it is available, the name of the guest for which you would like to post the
reservation deposit, the company, or travel agent and the date of arrival. You do not have to fill all the fields.
Once you confirm the guest name from a pickbox, Fidelio shows you all pertinent information about this guest,
including deposits requested and deposits paid. You must now select the method of payment from another pickbox
and enter the amount received. Fidelio will then ask whether you want to print a receipt.
Now, you can change the reservation type. Let's assume that the guest had “non-guaranteed deposit expected”. Of
course, you would now want to change the reservation type to “guaranteed deposit received”. All available
reservation types are displayed in a pickbox. Choose one and press [Enter], or press [Esc] if you do not want to
change it.
The deposit amount, along with any other deposits for the same guest, will be automatically transferred to the guest
folio at check-in. Press [Esc] to enter a reservation deposit for another guest.
Exchange Rates
Here you can change the exchange rates. Choose the requested foreign currency and change the rate. Changes to
the exchange rates are recorded in the user logfile. In the event your property works in a zero decimal environment,
Fidelio displays exchange rates as numeric values. Depending on your configuration, you might be able to change
the Fixed Charges Exchange Rate here as well.
It is not possible to define new foreign currencies here. This can only be done in the Setup program.
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Cashier Status
Fidelio displays a list of all cash registers with number, current status, the maximum times they may be opened,
how often they were opened since the last night audit and the last date and time they were opened and closed.
Cashier Reports
Using this option, you can display on the screen or print several different cashier reports containing the postings of
the day for your cashier. If you print these reports after closing your cashier, Fidelio will not reopen the cashier.
Figure 4-33 Cashier Reports Menu
When you close your cash register (refer to Close Cashier on page 4-40 for the closing routine), Fidelio prints out
all of these reports automatically with the exception of the city ledger report.
Change Password
In this option, you can change your user password, i.e., the password that you log in with.
After you enter your current password, Fidelio asks you to enter your new password twice. If everything is OK, the
new password goes into effect. If not, your old password remains. If you just press [Enter] without typing a new
password, the old password remains as well, as Fidelio does not accept a blank password.
Post Covers
This feature allows the user to manually enter the number of restaurant covers associated with selected department
codes. The department codes displayed will be dependent on the department code configuration. After selecting
this option, the user will be shown a list of department codes along with the current day’s daily revenue totals.
Pressing [Enter] enables the user to enter appropriate cover information.
Please note: You are only able to enter covers for the current date. Those values entered will be stored against the
department code during the night audit. Although many Point of Sale systems (POS systems) are able to send cover
information per transaction through an interface, this detail is only available against the individual guest postings
and not consolidated to the department code level. Reasons such as split checks (department code and room), group
postings and off-line terminals have necessitated user intervention.
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Folio History
Fidelio stores a mirror image of every folio which has ever been printed. In the folio history module, you can recall
these images. Because these images require a considerable amount of disk space. Fidelio has immediate access
only to the most recent folios. If you want to see an older folio, Fidelio will ask you to insert a floppy disk
containing the older images.
Please note: If you check out a guest with the Quick Check-Out option, Fidelio does not print a folio. This means
that there will be no image stored in the folio history.
After you have selected Folio History, the following window is displayed:
Figure 4-34 Folio History
Field Explanation
Date of Printing. In order to find the image, you must enter the date on which the folio was printed.
Folio Number. If you know the folio number, enter it here.
Last Name. Enter the name of the guest here. Fidelio will then search for all folios with matching guest name and/
or matching folio name.
Press [Page Down] after completing your selection. As Fidelio has immediate access only to the most recent folios,
unless they are stored on another drive or on a optical disk, you will be prompted to insert a disk with the message
“Insert disk with folios from <selected date>.” Insert the disk and press any key.
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If Fidelio does not find the folio which you are looking for on the disk, the message “not found” will be displayed.
Otherwise, you will see a screen similar to the following.
Figure 4-35 Sample Guest Folio History
The window at the top right shows the folio number, the main name on the folio, the guest name in the case of a
company folio and the folio date. In the large window, you see the top lines of one folio. If a guest used four folio
windows, they are shown here as four folios. In these cases the number in the display on the left of the folio name
is identical four times.
Available Functions
↵
Read. By pressing [Enter] you can view the entire folio. Use the cursor keys including [Page Up], [Page
Down], [Home] and [End] to view the entire folio. Press [Esc] to return to the folio selection screen.
+ Print. Press the plus key to print the folio. Fidelio will print the folio exactly as you see it on the screen.
* Print Range. You can print many folio images automatically. Enter a range of folio numbers. Fidelio will print
all folios which fall in this range.
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Batch Post
Batch Post
Batch Post is used to post single charges to multiple rooms, all rooms in a group, or all rooms associated with one
travel agent. An example of the use of this option would be to charge all group members for baggage handling on
the day of their arrival.
To access this menu option, highlight Batch Post and press [Enter]. The computer prompts for your cashier
number and optional user ID and password. After you have completed these entries, press [Enter].
The following screen will appear:
Figure 4-36 Batch Posting Entry
Field Explanation
Department Code. Enter the department code to which you would like to charge, or press [Enter] to select the
desired code from the pickbox with available department codes. The entry in this field is mandatory.
Amount. Enter the amount of the charge or accept the default amount from the department code. This entry is
mandatory.
List of Rooms. Enter the list of rooms to which you would like to charge this amount. Enter the room numbers
with spaces or commas as separators.
Group. Enter the name of the group to which you would like to charge this amount.
Travel Agent. Enter the name of the travel agent whose linked guest accounts you would like to charge.
Posting Text. This defaults from the text for the department code, but can be changed as you would like the text to
print on the folio.
Supplement. This text is the supplementary text you would like to have for this charge.
Multiply by Number of Adults? The default here is NO. If you want the posted amount to be multiplied with the
number of adults in the room, you should enter [Y] here. This option is very useful for posting items such as
welcome cocktail or dinner supplement, as the charge of these items depends on the number of people in the room.
Include Guests Checking out Today? The default here is NO. If you overwrite this with [Y], the amount is also
posted to guests checking out today.
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Batch Post
Once all the information is completed, press [Page Down]. On the right side of the screen a window will appear
listing the room numbers and names of all the guests to which the charge has been posted.
If you do not enter a list of rooms, group or agent name, Fidelio asks you whether you really want to charge the
amount to ALL guests in house. If you say [Y], the amount will be posted to every checked-in guest.
Once the charges are posted, another window will display the total number of charges posted. Press [Enter] to
continue.
If there is no room, no group and no travel agent information or if the system is unable to post the charges (perhaps
because the departure date was today), then the message “No postings made” will display. The screen returns to the
prompts for Batch Post. Press [Esc] to return to the Cashier menu.
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Receivables
Receivables
The internal Receivables module is no longer recommended. Fidelio recommends the user activate the parameter
External Accounts Receivable Module {par_far} and use the add-on module. All future enhancements are to be
implemented in the External Accounts Receivable Module. Please refer to the Front Office Accounts Receivable
Manual.
The internal Receivables option lets you control your city ledger accounts and your credit card accounts. After
entering your password, you have to decide whether you want to work on Accounts Receivable or on Credit Card
Accounts.
Accounts Receivable
If you select Accounts Receivable, Fidelio displays the following screen:
Figure 4-37 Filter/Search A/R Accounts
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Receivables
In order to find a particular city ledger account, fill in the city ledger name, the invoice number, the date or the
amount (from/to). If you want to see a list of all the city ledger accounts on your screen with the exception of credit
cards, simply press [Page Down].
Figure 4-38 List of City Ledger Accounts
Available Options
1 Pay. Use this option when you receive a payment towards a city ledger account. Choose the requested city ledger
charge with the cursor keys and press [1]. If there have already been payments, a screen appears where they are
listed with date and amount. A screen with the defined ways of payments comes up on the screen. Choose the
requested payment method and press [Enter]. Now you can fill in the settled amount.
2 Delete. Normally, Fidelio keeps zeroed city ledger accounts in the system for sixty days. However, you can
selectively remove zeroed charges which are at least one day old with the delete option. Select the charge with the
cursor keys and press [2]. If the charge is not zero or if payments were made towards this charge on the same day,
then you cannot remove it.
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3 Transfer. Fidelio gives you the ability to transfer a charge from one account to another. Select the charge which
you would like to transfer and press [3]. Now you see the following screen:
Figure 4-39 Transfer Screen
You can enter any name from the guest file. You will have to confirm that choice later. In Amount, Fidelio defaults
to the whole amount of the charge. You can, however, enter a lower amount which means Fidelio will perform a
partial transfer. You may also override the booking text.
4 Adjustment. You can correct the amount of a city ledger charge. Select the charge and press [4]. Again, a
window appears. Fill in the department code or select one from the available pickbox and enter the amount. The
amount will be posted as revenue of the day. Filling in a negative (-) figure reduces the amount.
5 Profile. You can view and edit the profile of the city ledger account. Press [5] and the normal guest profile will be
shown.
6 Statement. The Statement option is used when you have to print a statement of all charges (or a selection of
charges) for a company or travel agent. Like the Compress option, you have to select the city ledger folios by
name and then mark the folios with the [+] or [-] key. Select the Statement option. After selecting the option, you
have the possibility to write four lines of individual text, which appear on the bottom of the statement. If you do not
want to enter text, just press [Page Down] or [Esc]. The computer will start printing the statement.
7 Delete all 0. Usually Fidelio keeps zeroed city ledger accounts for sixty days. With this option, however, you can
delete all folios with balance 0.00. When you type [7], Fidelio displays the message “Remove zeroed postings older
than how many days?” Default date is a week before today's date. Type the date and press [Enter]. The message
“Delete all paid City Ledger Accounts? Yes/No” is displayed. If you select [Y], all zeroed accounts before that date
will be deleted.
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8 Compress. The compress function enables you to compress two or more city ledger charges into one charge. To
achieve this, you will have to select the city ledger account by name. Fidelio will only allow you to compress
charges with the same name.
Figure 4-40 Mark Names to Compress Charges
You can select the charges you want to compress by highlighting them with the cursor keys and then marking them
by pressing [+]. A star [*] appears after the name. By pressing [-] you can mark all lines at once. If you want to
unmark one or all the lines, just press [+] again to unmark one line, or the minus key again to unmark all lines.
After you marked the lines, press [5] to start compressing.
9 View Folio. If the highlighted charge is connected to a particular folio, you can view that folio with this option.
Press [9]; the same screen as in bill history will display. In the top right window folio names are displayed sorted by
folio number. The highlighted folio will be the one connected to your charge. Press [Enter] to view the folio.
0 Status. Like the statement and the compress function, this option can only be chosen if you select the account by
name or invoice number. When you press [0], a pickbox with the following three choices appears:
Figure 4-41 Status pickbox
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The default is Cash OK. If you are expecting payment for the account and sent your first reminder, you might put
the guest's name on the cashlist. If the guest tries to make a reservation then, Fidelio will display the following
message “Guest is on the Cashlist, do you still want to make this reservation? Yes/No”. If, after a couple of
reminders, the account has still not been paid, you can set the guest on the blacklist. When you enter the guest
account then, the very visible Blacklist sign will flash on the screen. If the guest tries to make a new reservation,
only users with manager rights will be able to create the reservation.
A Aging. This option gives you an overview of the account's balance and shows you the age of the outstanding
amount. The following window is displayed:
Figure 4-42 Aging
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Credit Card
This menu item is used to view and control the activity on credit cards. Credit card payments are consolidated here
and transferred to the city ledger where they are shown in one line. This option allows you to view the single
payments, to print and consolidate them. Credit card postings are between department codes 910 and 940.
Please note: If your hotel is using a credit card interface with batch settlement, you will probably not see any credit
card payments here, as they can be considered cash payments (this depends on the department code setup of the
credit card in the setup program).
After you have selected this option, the following window is displayed:
Figure 4-43 Credit Cards
Field Explanation
Credit Card Company. The name of the credit card company for which you would like to display the information.
By pressing [Enter], the system will show a pickbox of possible entries. Highlight the name of the credit card
company and press [Enter]. You can also type the name of the company, if you know it.
Invoices from. The beginning date of the period for which you would like to see the settlements to credit cards.
The default is one month earlier than the system date, but it can be changed.
Invoices to. The ending date of the period for which you want to view the credit card settlements. The default is the
Fidelio date, but this can also be changed.
Commission. You can enter the commission percentage for which you would like to see the display. If you enter a
value and Fidelio does not find any entries for this percentage level, the system will display the information based
on the date and credit card company criteria. The percentage is defined in the setup program.
When you have filled in all the criteria, press the [Enter] key to display the information. You now have the
following options:
Available Functions
↵
Mark/Unmark Individual. Use [Enter] to mark and unmark the lines individually.
+/- Mark/Unmark All. Use [+] to mark all the lines at once and [-] to unmark all of the lines.
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P Print. Press [P] to print the marked lines. When you press [P], the system displays a window where it is possible
to enter comments, which will appear on the bottom of the print-out. Fidelio asks “Start consolidating Credit
Cards? Yes/No.” With [Y] the printed lines will be removed from the journal. All lines are consolidated to one
single line which will now appear in the City Ledger, when the credit card company name is entered in the Debitor
prompt. The period of the consolidated entries are displayed, too. You cannot unconsolidate the entries once you
have consolidated them.
I Print Marked. Press [I] to print the marked lines for informational purposes. You can enter text on the display,
which will be printed on the bottom of the print-out.
If the credit card company does not have any address, the message “No Address Found” will appear.
The logical order for completing action on credit cards is:
1. Mark the lines you want to control.
2. Press [I] for the marked lines.
3. Press [P] for the marked lines.
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Quick Check-Out
Quick Check-Out
Quick Check-Out is used to quickly check out guests without printing folios. If you use this option to check out a
guest, the folios are not stored in Folio History. Therefore, they cannot be retrieved at a later date via the Folio
History option under Cashier. Also, no bill number is created for quick check-outs.
To access Quick Check-Out, highlight Quick Check-Out from the Cashier menu and press [Enter]. The system
prompts for the Cashier Number and optional User Id and Password.
The prompt “Group or Enter for all Departing Guests” appears on the screen. If you are doing a quick check-out
on members of a specific group only, type the name of the group. If you want to see the list of all departing guests,
press [Enter]. The information on the screen includes the guest's last name, room number, outstanding balance,
status and group name.
Figure 4-44 Quick Check-Out of Guests Departing Today
If you would like to check out all guests with zero (0) balances, press [+]. All the guest names with 0 balances will
disappear from the screen and they are now checked out.
If you want to check out an individual, highlight the individual's name and press [Enter]. The payment method
window appears. The default payment method comes from the guest's reservation. If necessary, another payment
method can be chosen. Complete the payment process until the balance on the account is 0.00. The screen returns
to the list of departing guests, so you can easily continue to check guests out. When all the guests are checked out,
the screen will return to the Cashier menu.
Please note: Fidelio checks the telephone interface and posts any telephone calls to the room which you are about
to check out. It locks the telephone after the check-out is complete.
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Rooms Management
Overview
This section of the manual explains the Rooms Management function of the Fidelio Front Office system. Using this
module you can survey the House Status (with preview until the end of the day), you can access the
Housekeeping functions in which you can do such things as change status codes for the rooms, rhythm for change
of linen or make an entry for repairs and room assignment. Using the Out of Order option you can take a room out
of order (and as such, out of availability) or out of service for a certain amount of time. The Overbooking option
allows you to define the number of rooms which may be overbooked on any given day of the year, whereas the
Room History option displays the name, arrival and departure day of the people that occupied any given room in
the hotel on any given date. The Graphics option shows you a graphic representation of your 30-day forecast. With
the Maintenance option, you can record room maintenance requests, display them and resolve them.
In this section
House Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
Housekeeping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-4
Out of Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-16
Overbooking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-18
Room History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-25
Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-26
Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-27
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House Status
House Status
The House Status is a survey of all movements of today, i.e., arrivals, departures, available rooms, housekeeping
status and expected occupancy for the night. You should use this option every morning to see how much activity
can be expected during the day. The following screen is displayed:
Figure 5-1 House Status Screen
Screen Explanation
House Status allows the ability to select for a future date and, if desired (assuming the parameter Summary Room
Types {s_roomtype} is switched ON), the status by summary room. New forecasts and actuals will be shown for the
following:
-
VIPs will be shown for each of the statistics segmentations
-
Forecasted average rate
-
Forecast occupancy percentage, less out of order rooms
-
Breakdown of house use and complimentary rooms/persons
Please note: If on a shared reservation you mark one guest as complimentary and the other as house-use, Fidelio
will show one room in each column.
Room Summary
Total Rooms. All the rooms the property has.
Out of Order Rooms. All out-of-order rooms. All out-of-order rooms are automatically subtracted from the
number of rentable rooms when you calculate the house status.
Rentable Rooms. All rooms minus out-of-order rooms (OO).
Out of Service Rooms. All out-of-service rooms. They are not subtracted from availability.
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House Status
End-of-day Projection
This frame displays statistics by room, persons and VIPs.
Available Tonight. Number of available rooms.
Occupied Tonight. Number of all rooms checked in plus number of all rooms which are expected to be checked in.
The number of persons is shown in the right column.
Occ.% - OO Rooms. Forecasted occupancy percentage minus out-of-order rooms.
Average Rate. Forecasted average rate.
Blocks not picked up. The total number of rooms that were allotted to blocks and have not been picked up yet.
Individual Rooms. Number of rooms reserved individually and number of individual guests.
Group Rooms. Number of rooms/persons attached to a group profile.
Block Rooms. Number of rooms/persons attached to a block reservation.
House-Use Rooms. Number of house-use rooms booked plus persons.
Complimentary Rooms. Number of complimentary rooms booked plus persons.
Current Movement
This frame displays statistics by room, persons and VIPs.
Departures Expected. Number of rooms/persons that still have to be checked out.
Departures Actual. Number of rooms/persons checked out already.
Arrivals Expected. Number of rooms/persons that still have to be checked in.
Arrivals Actual. Number of rooms/persons checked in already.
Extended Stays. Number of rooms/persons with an extended stay.
Early Departures. Number of rooms/persons with an early departure.
Day Rooms. Shows all expected and checked-in day rooms (rooms with an identical departure and arrival date).
Checked-out day rooms are not included.
Walk-In Rooms. Number of rooms/persons that checked in without previous reservation, i.e., the check-in is
carried out at the same time as the reservation.
Housekeeping Status
This frame displays statistics for occupied and vacant rooms.
Dirty Rooms. Number of dirty rooms divided into dirty occupied rooms and dirty vacant rooms.
Clean Rooms. Number of clean rooms divided into clean occupied rooms and clean vacant rooms.
Inspected Rooms. (Only with parameter Additional Room Status INSPECTED {p_inspect} ON.) Number of
inspected rooms divided into inspected occupied and inspected vacant rooms.
Out of Order. Number of rooms which are out of order, i.e., subtracted from availability.
Out of Service. Number of rooms which are out of service, but fully counted in availability.
Please note: The house status is not automatically updated every time you press [Shift+F3]. This is why the time
blinks so that you know that this status is not necessarily up to date. If you want to make sure that the house status
is up-to-date, you will have to create a new one from Rooms Mgmt>House Status.
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Housekeeping
Housekeeping
The Housekeeping option allows you to display and control room status and room conditions for all the rooms in
the hotel. You can also assign rooms, change the linen cycle and quick-clean rooms.
After you have selected Housekeeping from the menu and pressed [Enter], the following window appears:
Figure 5-2 Housekeeping Menu
All, Inspected, Clean, Dirty, OO, OS, Rooms by Section, Assign Rooms
If you choose either All Rooms, Inspected, Clean, Dirty, Out of Order, Out of Service, Search by Section or
Assign Rooms you receive additional selection criteria.
Figure 5-3 Additional Housekeeping Filters
With the first part of the submenu you can further restrict the display of rooms by selecting the following criteria.
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Housekeeping
Search Options
All Rooms. Displays all rooms which matched the criteria chosen in the first window.
Vacant Rooms. Displays all vacant rooms matching the criteria chosen in the first window.
Occupied Rooms. Displays all occupied rooms matching the criteria chosen in the first window.
Arrivals Expected. Displays all arrivals which have not checked in yet and match the criteria chosen in the first
window.
Depart Not Paid. Displays all rooms not checked out yet which match the criteria chosen in the first window.
Depart Paid. All checked-out rooms matching the criteria chosen in the first window.
Arrivals Expected + Vacant Rooms. Displays all vacant rooms and rooms with expected arrivals for the day
matching the criteria chosen in the first window.
Arrived. All checked-in rooms matching the criteria in the first window.
Vacant Rooms by Room Type. Displays a list of vacant rooms sorted by room type.
Room Number. Displays a list of all rooms starting from the room number you enter in the prompt and which
match the criteria chosen in the first window.
Vacant Rooms Not Allocated. This option displays rooms without arrivals expected, depending on the other
criteria selected for assigning rooms (dirty, inspected, etc.). The new display enables you to assign rooms without
worrying if they have previously been assigned.
After you have made your selection and pressed [Enter], a screen with all rooms matching the chosen criteria is
displayed:
Figure 5-4 Rooms Matching Selection Criteria
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Housekeeping
Room Conditions
IS
CL
DI
OO
OS
=
=
=
=
=
Inspected (only displayed with parameter Additional Room Status INSPECTED {p_inspect} ON)
Clean
Dirty
Out of Order
Out of Service
Move the cursor to highlight the room number you would like to change the condition for. Every time you press
[Enter], the system will ask you whether you want to change the status to dirty or clean, depending on the current
status of the room.
If the hotel works with an additional inspected room status (parameter Additional Room Status INSPECTED
{p_inspect} ON), Fidelio will only offer inspected rooms for assignment during check-in. This option is useful if,
for example, the housekeeper always does an additional room check after the room attendant has reported the room
to be cleaned. In this case, each time you press [Enter] to change the room status, Fidelio will display a pick with
the two choices you have. For example, when you press [Enter] on a clean room (room status = CL), the system
will display the following dialog box:
Figure 5-5 Change Room Status Dialog Box
Select your choice and press [Enter]. The status display for the room will change according to the rotation.
Please note: The default in the pickbox changes according to the following status cycle:
Dirty
Clean
Inspected
->
->
->
Clean
Inspected
Dirty
Using the Housekeeping option, you can only change the room status from dirty to clean to inspected (if
applicable) and vice versa, from inspected to dirty or clean. If you want to take a room out of order (OO) or out of
service (OS), you have to do that with the menu option Out of Order. It is impossible to take an occupied room out
of order. Out-of-order rooms are closed rooms that cannot be sold and are taken out of availability. Out-of-service
rooms are closed rooms which are not subtracted from availability.
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Housekeeping
Please note: If an out-of-order room is changed to the status CL via the telephone interface, Fidelio will change the
status back to OO in the night audit. If the room really is no longer out-of-order, you have to manually remove the
record in the out-of-order section.
Room Status Options
OC
AE
DI
DN
DP
=
=
=
=
=
Occupied
Arrival Expected
Arrival Checked in
Departure Not Paid
Departure Paid
Several criteria may combine for one room, e.g., OC DP = occupied, departure paid.
Available Options
Statistics. To retrieve a statistic of the room status, press [S]. The following window will be displayed:
Figure 5-6 Housekeeping Statistics
DI
CL
IS
OO
OS
AE CL
AE DI
DP CL
DP DI
=
=
=
=
=
=
=
=
=
Dirty Room
Clean Rooms
Inspected Rooms
Out of Order
Out Of Service
Arrivals Expected Clean Rooms
Arrivals Expected Dirty Rooms
Departure Paid Clean
Departure Paid Dirty
Print. Press [P] if you want to print a housekeeping report with all the rooms currently displayed on your screen.
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Housekeeping
Quick Cleaning Rooms
The Quick Clean options allow you to enter a number of room numbers, a range of rooms numbers or a
housekeeping section. Fidelio will then change the status of all these rooms to clean (= CL) or inspected (=IS; only
with parameter Additional Room Status INSPECTED {p_inspect} ON). This is a quick and easy way of changing
the status if your hotel does not have the option of doing so over the phone. There are three slightly different
options:
Please note: If the hotel works with the additional inspected status, for all three choices you first have to select
whether you want to change the status of the selected rooms to cleaned (= CL) or to inspected (= IS).
If you select one of the quick clean options to clean a range of rooms or a housekeeping section respectively, then
Fidelio will only update rooms that have a dirty status. For example, if you select Change Status to Clean for a
housekeeping section where some rooms already have been inspected and have the status IS, Fidelio will only
change the room status to CL for the dirty rooms. The IS rooms will remain unchanged.
Quick Clean. After selecting this option, you are prompted to enter a room number. If the room number exists,
Fidelio will immediately indicate that the status of the room is now clean/inspected and prompt you to enter the
next room number. The Quick Clean option is very helpful if you are crossing cleaned rooms off a list one by one.
Quicker Clean. After selecting this option, you are prompted to enter a range of rooms. This gives you the
possibility to enter a starting room number and an ending room number. Fidelio will then change the status of all
rooms in between to clean/inspected. For example, if you enter 101 in From room and 110 in To room, Fidelio
will “quick-clean” room numbers 101,102,103 and so on including 110.
Quickest Clean. This option allows you to enter a housekeeping section. Fidelio will then “quick clean” the status
of all rooms belonging to the indicated section. (Each room can be assigned to a housekeeping section in the
Rooms option in the Setup and Configuration program [FSTAMM]).
You can also use this option to change the status of all rooms for the entire hotel in one go. Simply leave the
housekeeping section empty. Fidelio will ask you to confirm that you want to change the status of all rooms. If you
press [Y], the system will change the status of all rooms to clean or inspected, depending on your selection.
Change Linen
In FSTAMM you define the rhythm of changing linen, for example, towels every day, and linen every second day.
In Housekeeping you can change the rhythm to be guest-specific.
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Housekeeping
When you highlight Change Linen and press [Enter], the following screen appears:
Figure 5-7 Change Linen Screen
Highlight the guest you would like to change the linen cycle for and press [Enter]. The cursor moves to the number
in the linen column. Change the number as desired and press [Enter]. The cursor moves to the towel column.
Change the number and press [Enter]. You have completed changing the linen cycle for one guest and can move to
the next guest or press [Esc] to leave the screen.
Assign Rooms
With the Assign Rooms option you can block rooms and assign reason codes for blocking the rooms. After
selecting the Assign Rooms option you can first select which rooms you want the system to display like with the
other Housekeeping options, i.e., all, inspected, clean, dirty, out of order and out of service rooms, vacant rooms,
occupied, etc.
Fidelio will then display the rooms matching your criteria for the Assign Rooms option. There are two different
room assignment groups, housekeeping assignments and general assignments.
General Assignment. A general assignment is used to block a room from normal check-in. A room with a general
assignment will not be displayed when users press [F3] to search for vacant rooms. It is still possible, however, to
override the room assignment and to rent an assigned room by manually entering the room number in the Arrival
option. General assignment reasons might be show room (SHR), air-conditioning check (AIR), etc. The general
assignment option has no effect on the occupancy and availability figures.
Housekeeping Assignment. A housekeeping assignment is not used for blocking the room from assignment, but to
indicate to the housekeeper and the front desk that the room will be prepared in a certain way, for example for
double occupancy (DOU), triple occupancy (TRI), etc. This means that a room with a housekeeping assignment
will not be blocked from check-in. When you press [F3] for vacant rooms, Fidelio will display the reason code for
rooms with housekeeping assignment on the very right.
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Housekeeping
When you select the Assign Rooms option, you receive the regular housekeeping room selection prompts. Fidelio
will then display a list of rooms according to your selection.
Figure 5-8 Assign Rooms
Available Options
↵ Assign/Unassign General. Select the requested room number with the cursor keys. Press [Enter] to create a
general assignment for this room. Fidelio prompts you to enter the reason code. You can type it in directly or
choose one from the pickbox available after an invalid entry. Once you have assigned the room, Fidelio will display
the reason code on the very right and the word ASSIGNED next to it. If you want to unblock the room and make it
available for the [F3] key again, simply press [Enter] one more time and the assignment will be canceled.
Please note: You can view all rooms with general assignments via the room plan function key [Ctrl+F3]. Simply
enter XXX in the Attribute field and Fidelio will display all assigned rooms blocked from check-in.
Space to Assign/Unassign Housekeeping. If you want to create a housekeeping assignment for a room, select the
room with the cursor keys and press [Space]. Fidelio prompts you to enter the reason code. You can type it in
directly or choose one from the pickbox available after an invalid entry. Once you have assigned the room, Fidelio
will display the reason code on the very right of the window and, in addition, the feature XYZ to indicate that this
is a housekeeping assignment. If you want to cancel the housekeeping assignment for the room, simply press
[Space] once more.
Please note: You can view all rooms with housekeeping assignments via the vacant room function key [F3]. Simply
enter XYZ in the Attribute field. Fidelio will display all rooms with housekeeping assignments and the
corresponding reason codes.
F Filter. You can sort the display of rooms with the help of various filter options which become available when you
press [F] and select the desired option.
Show Assigned Housekeeping. Select this option for a list of all rooms with housekeeping assignments.
Fidelio will display the reason codes for the assignment on the very right, for example, TRI or QUA.
Show Assigned General. Select this option for a list of all rooms with general assignments. Fidelio will
display the reason codes for the assignment on the very right, for example, SHW for Show Room and the
word ASSIGNED next to it.
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Housekeeping
Show All Assigned. Select this option for a display of rooms with housekeeping assignments and/or
general assignments.
Show Unassigned Housekeeping. This option displays all rooms without housekeeping assignments.
Show Unassigned General. This option displays all rooms without general assignments.
Show All Unassigned. This option displays all rooms without assignments.
Show All. Select this option for a list of all rooms, irrespective of whether they have a room assignment or
not.
Attendant Points
Using this option you can award points to each of your room attendants on a daily basis. This can be used as a
special incentive if attendants work extra rooms on certain days or for a general room attendant bonus scheme. You
will only be able to use this option if the room attendants in your hotel have been defined in FSTAMM (pickbox
RMP in the User-defined Pickbox option in the Miscellaneous Setup Manual).
After you have selected the Room Attendant option, the following prompt will be displayed:
Figure 5-9 Attendant Search
You can confirm today's Date with [Enter] or type in a previous date. If you want to display or modify the points
for a particular room attendant, enter the attendant's code in the Room Attendant field. If you accept the defaults
with [Page Down], Fidelio will display a list with all the room attendants that were assigned points for the selected
day.
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Rooms Management
Housekeeping
You can edit records with [Enter], insert records with [Insert] and delete records with [Delete]. If you press
[Enter] to modify an existing record or [Insert] to create a new record, a window like the following will be
displayed.
Figure 5-10 Attendant Points
Field Explanation
Date. This is the date for which the room attendant has been rewarded points.
Room Attendant. This is the code of the selected room attendant. You cannot change this code. If the hotel works
with many temporary room attendants, there will probably be a number of codes, such as TM1, TM2, etc., for the
temps.
Attendant's Name. This is the name of the room attendant. You can change this field by overtyping the default.
This is useful when working with temps, as you can simply select one of the standard codes for temps and type in
the proper name of the room attendant.
Points. Here you enter the number of points that you want to record for the room attendant for this day. What you
need to enter here depends on the way the hotel uses this function. If all cleaned rooms are recorded for each room
attendant, you will probably enter a number for each cleaned room here, i.e., “11” for eleven cleaned rooms. If the
function is used to record additional rooms or additional time that has been spent (for a bonus scheme), you may
have to enter points for all extra rooms cleaned or time for extra hours spent.
Room Discrepancy
In the day-to-day operation of a hotel, the housekeeping status may differ from the Front Office status. The room
attendant may go into a room to clean it and find that the guest has already departed. Thus, the housekeeping status
of the room would be vacant. However, if the guest did not check out officially, the Front Office status of the room
would still show as occupied. This case is called a skip. The other possibility is that the Front Office status is vacant
and you find out that there are still suitcases in the room or other indications that the room is currently occupied.
Consequently, the housekeeping status would be occupied. This case is called a sleep.
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Rooms Management
Housekeeping
This option allows you to enter the housekeeping status of a room, compare it to the current Front Office status and
find out room discrepancies. It is only available if the parameter Use Room Discrepancy Feature {discrepant} has
been switched ON. After selecting Room Discrepancy, you can choose the following options:
Figure 5-11 Room Discrepancy Menu
After you have made your selection, a window with all rooms matching the chosen criteria will be displayed. In the
case of Show All Rooms it might look as follows:
Figure 5-12 Room Display
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Rooms Management
Housekeeping
Column Explanation
Fidelio shows the Room number, the housekeeping status (HskSt), the Front Office status (FoSt), the number of
persons recorded for the room by housekeeping (HskPs) and by Front Office (FoPs), the room status (RmSt) and
possible room discrepancies (Discr).
SLEEP. This is displayed if the housekeeping status is occupied (OCC) and the Front Office status
indicates that the room should be vacant (VAC).
SKIP. This is displayed if the housekeeping status is vacant (VAC) and the Front Office status indicates
that the room should be occupied (OCC).
Available Options
↵ Hskp Status. Press [Enter] to change the housekeeping status. You cannot change the Front Office status from
here. It changes automatically if you check in or check out a guest.
+ Room Status. Change the Front Office room status from dirty to clean and vice versa by pressing [+]. If the
property uses the inspected room status (only with parameter Additional Room Status INSPECTED {p_inspect}
ON), you can change the room status from dirty to clean to inspected back to dirty again, all in this order.
0-9 Change No. Prs. Housekeeping can record the number of persons that are in a room by entering the figures
one through nine here. This can be useful to detect person discrepancies for rooms, for example Front Office has
recorded one person for a room, however, it is obvious to housekeeping that there are at least two people using the
room.
Please note: Although you can change the housekeeping status manually and then see if there are any
discrepancies, it is more convenient if the housekeeping status can be updated directly from the rooms. This is
possible if the hotel has a telephone interface with a room status feature. Instead of having two codes (CL and DI),
there are now four codes. CL OCC, CL VAC, DI OCC and DI VAC (and even six if you work with the inspected
room status IS OCC IS VAC).
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Rooms Management
Housekeeping
Q-Rooms
This function is active with parameter Rooms on Queue {q_rooms} ON.
From within this menu option, Fidelio displays all rooms not yet checked in that are on Queue. Details will include
room numbers (if any), Name of Guest, Departure Date, Time on Queue, Room Status (only if a room number was
allocated), Number of Adults and Children and VIP status.
Figure 5-13 Queue Room Status Screen
At the bottom of the screen is displayed a summary of the pending Queue status of all room types. Press [Enter] to
change the room status or press [P] to print a report outlining the details displayed.
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Rooms Management
Out of Order
Out of Order
Fidelio gives you the option to change the room status for rooms to Out of Order (OO) and Out of Service (OS).
Both status codes prevent you from assigning these rooms to reservations. The difference between Out of Order
and Out of Service is that the out-of-order rooms are taken out of the availability while out-of-service rooms will
stay in the availability.
There are various reasons for using Out-Of-Order and Out-Of-Service rooms. A room is typically out of order
when it is renovated, repaired or cannot be used in general. The status Out-Of-Service is used if you want to block
a floor or wing in the hotel due to low season, cleaning, etc. The out-of-service rooms stay in the availability, of
course, because you can always sell them, when necessary.
It is possible to block the rooms for any given date or period in the future.
With this option you take the room out of order or out of service and enter a reason for doing so. In the room plan
(press [Ctrl+F3]) the reasons are indicated for every day that the room is out of order. Out-of-order rooms are also
shown in the house status and in the availability breakdown (press [Shift+F2]). If you try to assign an out-of-order
room to a guest, Fidelio will display the message “Room is out of order.”
Please note: It is not possible to take an occupied or reserved room out of order. If you try to do that, Fidelio will
display an appropriate message.
When you select this option, Fidelio prompts for the room number and the date. Default is always today's date. You
can enter a specific room number. Fidelio will then show you all out-of-order rooms starting from that room
number. If no rooms are out of order, you will receive an empty screen. If you want to see all the rooms out of
order, simply press [Page Down].
Press [Insert] to create a new entry. The following window is displayed:
Figure 5-14 Create Out-Of-Order Room
Field Explanation
Room Number. Enter the room number of the room you want to take out of order.
Lock Room On. Enter the day as of which the room can no longer be sold.
Sell Room Again On. Enter the first day on which the room can be sold again.
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Out of Order
Status. Fidelio will default to OO (Out-of-Order). You can also use OS (Out-of-Service).
Reason. Enter an out-of-order/service reason. Reasons could range from “Carpet Being Cleaned” to “Low
Season”. If your entry is not correct, a pickbox with all available reasons is displayed.
Remarks. After you have entered the reason, the Remarks field will automatically be filled with the description
pertaining to the reason. You can also overtype the field.
Status after Return. Decide whether the status of the room should be clean or dirty after it is taken back into
service. If the hotel uses the inspected room status (only with parameter Additional Room Status INSPECTED
{p_inspect} ON), you can choose between inspected, clean and dirty.
Available Functions
↵
Enter. Press [Enter] if you want to edit an entry. Apart from the room number you can change all fields.
INS Insert. Press [Insert] to create a new out-of-order or out-of-service room.
DEL Delete. Press [Delete] if you want to delete an entry. The message “Are you sure? Yes/No” is displayed. If
you delete an out-of-order room for a future date, the status of the room will remain as it is currently. If you delete
or change an active out-of-order setting (i.e., for today), Fidelio will use the Status after Return setting for the
room.
+ Similar Rooms. Sometimes you will need to shut down a whole floor or a number of rooms. The carpet cleaner
might come to clean the whole third floor at once, for example. In this case you create only one entry and then
press [+] to enter all room numbers that will be out of order at the same time.
- Insert Range. Here you can enter a range of rooms which will be out of order or service. Room 400 up to 410
might have their yearly maintenance day, for example. Press [-] and enter the first and last room number that will
be out of order, then enter the date, the status and the reason as described above.
* Delete Range. This option allows you to change a range of out of order or out of service rooms back to the
available status, either to dirty (DI) or clean (CL).
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Rooms Management
Overbooking
Overbooking
This option lets you control the overbooking of the hotel for every day. You have the option of setting an
overbooking level for the entire hotel. In addition, you can specify overbooking levels per room type if the
parameter Overbooking Limit by Room Type {katoverb} has been activated.
In order to use the option, you need to know what overbooking is and how it is used in Fidelio. Almost all hotels
tend to sell more rooms than are available. The amount of rooms to overbook for a given date varies, depending on
the number of expected cancellations between the current date and the projected date and the number of expected
no-shows. The goal, of course, is to reach one hundred percent occupancy on high demand days and not to
undersell the hotel simply because of cancellations and no-shows.
How Much to Overbook for a Given Day
There is no straightforward answer to this question. You should review the manager reports from each night audit
in order to predict the number of no-shows and cancellations. Also, consult the market code statistics for the
number of walk-in guests each day, if you use a market code for walk-ins. Finally, run the Fidelio Graphics
Program no-show and cancellation graphs. These graphs display the cancellation and no-show patterns for each
day of the week. There are also graphs which show the lead time pattern for cancellations (how many days in
advance of arrival did the guest cancel).
Let's examine some common scenarios.
A. On high-demand days your cancellation rate is constant at 10 rooms. No-shows are constant at 5 rooms.
Walk-ins are 0. In this case, set the overbooking level to 12 rooms per day. Do not set it to 15 because you need
to leave some room for error. Most hotels would prefer to undersell the hotel rather than send guests with guaranteed reservations to another hotel for the night.
B. Take the above example but assume that the cancellation rate is 20 on Mondays and Wednesdays. Set the overbooking level to 16 on Monday and Wednesday and 12 on all other days.
C. Take example one, but assume that walk-ins average 8 rooms per day. Set the overbooking level to about 5
rooms per day. Taking walk-ins into consideration is extremely important for hotels with a complicated rate
structure. These hotels generally charge the highest rate to the walk-in guests. They would prefer to leave a few
rooms unsold until the day of arrival when they are sold at the highest rates to the walk-ins instead of to guests
with cheaper contract rates.
D. Suppose the number of cancellations for each day is constant at 20 rooms, but further analysis shows that the
cancellations are all made two or more weeks in advance (consider holiday resorts with deposit requirements).
In this case, set the overbooking level to about 16 until two weeks in advance when you change the level to 0.
Of course, to be more accurate you may want to start with a level of 20 rooms 22 weeks in advance. Reduce the
number by one each week.
Please note: In most hotels the pattern of no-shows and cancellations changes for each day of the week. Business
travelers during the week tend to change plans a lot. Leisure guests with weekend packages tend to cancel less. In a
city hotel the number of arrivals tends to be higher at the beginning of the week than at the end. The number of
cancellations per day is often a percentage of the number of arrivals.
As you can see from the “D.” example, the optimal way to handle the overbooking level is to check the availability
each day and modify the levels accordingly.
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Overbooking
What Changes in Fidelio if You Set an Overbooking Level?
The availability screens [Ctrl+F2] and [Shift+F4] display the number of rooms which can be overbooked on the
given day. The Fidelio Control Panel [Shift+F2] not only displays the number of rooms which can be overbooked,
but allows users to change the levels as well (if they have the rights to do so) by pressing [H]. If the hotel has
specified overbooking levels per room type (only with parameter Overbooking Limit by Room Type {katoverb}
ON), you can view these overbooking levels from [Shift+F2], [Ctrl+F2] and from [Shift+F4] by pressing [0].
Whenever you make a reservation, Fidelio checks if you are overbooking the hotel (or the room type) by more than
the allowable limit. As long as you have not yet exceeded the limit, no warning appears. As soon as you try to
overbook the hotel (or room type) by more rooms than you are allowed, Fidelio warns you. If you have the user
rights to exceed the overbooking limit, you can continue to make the reservation. If you do not have the rights, you
will not be allowed to save the reservation.
Please note: If you make a reservation for longer than 40 days, Fidelio does not check for overbooking. The reason
is that the overbooking check can be very slow and usually unnecessary.
If you pick up a reservation from a block, Fidelio ignores the overbooking limit as the availability of the block has
priority over the rest (house) availability.
Entering Overbooking Levels
After you have selected this option, you will receive different menus depending on whether you work with house
overbooking only or if you also set overbooking levels per room type (only with parameter Overbooking Limit by
Room Type {katoverb} ON).
If the parameter has been activated, Fidelio will display the following window:
Figure 5-15 Overbooking Menu
If you only work with house overbooking, Fidelio will act as if you had selected House Overbooking immediately
and prompt you for the Starting Date.
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Rooms Management
Overbooking
House Overbooking
After you have selected the House Overbooking option, Fidelio will default to today's date. Accept the Starting
Date by pressing [Enter], or enter a future date.
Fidelio will display the twelve days following the date you entered including the day of the week and events of the
day. In addition, to the very right you see the house overbooking level which has been set for each day.
Press [Enter] if you want to change the amount of overbooking for one particular day and type in the number of
rooms by which you want to enable overbooking. If you want to enter the amount of overbooking for a week or
more, press [Insert]. The following window will be displayed:
Figure 5-16 Define House Overbooking
Field Explanation
From Date. Fidelio prompts to today's date. You can enter any other future date or accept the default by pressing
[Enter].
Until Date. Fidelio defaults to a week later. You can overwrite this with a future date. Just make sure that it is later
than the first date entered.
Mon - Sun. Accepting the defaulted dates or entering new dates opens the fields Monday until Sunday. You can
enter the amount of overbooking you want to allow for every day here.
Please note: You can also enter negative numbers.
After the completion of the entry, Fidelio will update availability according to your entry and show the dates with
the amount of overbooking in the overbooking screen.
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Rooms Management
Overbooking
Please note: When you press [Insert] to enter the overbooking level for a range of days, there is a difference
between entering a zero and entering a blank. Zero means to set the limit to zero for the selected dates. Entering a
blank means to leave the overbooking level the way it is for the selected dates and not replace it with zeros. For
example, suppose you enter the overbooking limit in the following way:
Figure 5-17 Sample Overbooking Limit
At some later time, you decide to change the overbooking level to zero on Fridays and 14 on Sundays.
To do that, press [Insert] and enter the following:
Figure 5-18 House Overbooking Example 2
Fidelio will replace the overbooking limit on all remaining Fridays in 1999 with 0 and on all remaining Sundays
with 14. All other days will remain the same.
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Rooms Management
Overbooking
You can also set the overbooking limit to a negative number. This may be useful in the cases where, as reservation
manager, you do not want the reservation clerks to sell the entire hotel. You may be expecting some special
business for those extra rooms which will not materialize until shortly before the arrival date. This feature is
especially useful if you are working with overbooking per room type, as you can make sure that there are always
some rooms left in one or two special room types.
All changes to the overbooking limits are logged with the user name who made the changes.
Overbooking by Room Type
If the hotel has activated the Overbooking Limit by Room Type {katoverb} parameter, you can also define
overbooking levels per room type. After selecting this menu option, Fidelio will prompt for today's date. Accept
the date by pressing [Enter], or enter a future date.
Fidelio will display the room type overbooking grid with a record for each day and room type with a defined
overbooking level. In addition, you can see the day of the week, any events of the day and to the very right, the
overbooking level which has been set for the room type.
Press [Enter] if you want to change the overbooking level for a particular room type. If you want to specify the
overbooking levels of a room type for a range of dates, press [Insert]. The following window will be displayed:
Figure 5-19 Overbooking by Room Type
Field Explanation
From Date. Fidelio prompts to today's date. You can enter any other future date or accept the default by pressing
[Enter].
Until Date. Fidelio defaults to a week later. You can overwrite this with a future date. Just make sure that it is later
than the first date entered.
Room Type. Enter the room type for which you would like to set the overbooking level. If you make an incorrect
entry, Fidelio will display a pickbox with all available room types.
Mon - Sun. After you have specified the room type, the fields Monday until Sunday will open. Enter the number of
overbooked rooms you want to allow for this room type.
Please note: You can also enter negative numbers.
After the completion of the entry, Fidelio will update availability according to your entry and show the dates and
room types with the amount of overbooking in the overbooking screen.
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Overbooking
Include Room Type Overbooking in Rate Query Calculation of Available Rooms
If you are working with room type overbooking (only with parameter Overbooking Limit by Room Type {katoverb}
ON) you have the option of displaying the room type overbooking in the rate query by switching ON the parameter
Show Room Type Overbooking in Rate Grid {p_gridover}. With Show Room Type Overbooking in Rate Grid
{p_gridover} ON, Fidelio will display the line INCLUDE O/B in addition to the AVAILABLE line on the rate query
([F5]) screen. Both details will display the number of available rooms per room type that will at least be available
for the given time range of the query (excluding tentative reservations). The INCLUDE O/B detail will include
overbooking levels and the AVAILABLE line will exclude overbooking levels.
This number is always obvious when the rate query is for only one night. However, as soon as you query for two or
more nights, the situation is more difficult, as each day may have a different room type overbooking level. It would
not be correct if Fidelio took the highest number of rooms available and added the highest room type overbooking
level. Instead, Fidelio calculates the smallest common denominator. Fidelio looks at the availability figures for the
whole stay, finds the lowest number of rooms available without overbooking and writes this figure into the
AVAILABLE line (this is excluding tentative reservations). Next, the system includes the overbooking per room
type figures for each day, arrives at the smallest maximum in the reservation range and writes this figures into the
line INCLUDE O/B. The following examples will help demonstrate how Fidelio arrives at the figures displayed on
your screen. For reasons of simplicity, we limit our example to one room type (STW).
Scenario 1: availability for a one-night stay
STW available on 27/05: 20
Overbooking level: 2
Max to sell: 22
For a one-night stay, 20 STW rooms are available. Fidelio calculates the number of available rooms plus
overbooking level (20+2=22) and displays the following rate query grid:
27/05/99
1 Nts. 1 Rms. 1 Pers.
Rate1
Rate2
Rate3
AVAILABLE
INCLUDE O/B
STW
150
110
210
20
22
Scenario 2: availability for a two-night stay
Rate query for TWO nights with different overbooking levels.
STW available on 27/05: 20
STW available on 28/05: 17
Overbooking level: 2
Overbooking level: 3
Max to sell: 22
Max to sell: 20
For the first day Fidelio's calculation yields a maximum of 22 STW rooms to sell including overbooking. For the
second night the maximum is smaller, i.e., 17+3=20. In order to make sure that you do not exceed the maximum
number of rooms to sell for the reservation, Fidelio takes the smaller result (i.e., 17 and 17+3) and displays these
figures in the AVAILABLE and the INCLUDE O/B lines of the table. The minimum number of STW rooms
available for the two-day query therefore is 17, and, including overbooking is 20. The grid will look as follows.
27/05/99
2 Nts. 1Rms. 1 Pers.
Rate1
Rate2
Rate3
AVAILABLE
INCLUDE O/B
STW
150
110
210
17
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Rooms Management
Overbooking
Scenario 3: availability for a two-night stay (swapped overbooking levels)
Same reservation request for two nights with swapped overbooking levels
STW available on 27/05: 20
STW available on 28/05: 17
Overbooking level: 3
Overbooking level: 2
Max to sell: 23
Max to sell: 19
Again, Fidelio adds the number of available rooms plus the overbooking level to arrive at the maximum number of
rooms for each day. There are less rooms available on 28 May, and this is why Fidelio uses the availability and
overbooking figures from 28 May to determine the availability for a reservation for two nights with the 27/05
arrival date. The grid will look as follows.
27/05/99 2 Nts. 1 Rms. 1 Pers.
Rate1
Rate2
Rate3
AVAILABLE
INCLUDE O/B
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STW
150
110
210
17
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Rooms Management
Room History
Room History
Room History is used to display the history of activity for a room. You can use this option to determine when Mr.
Smith stayed in room 512, to locate the owner of a lost article and to find out which guest was probably responsible
for the ruined carpet of room 415.
After you have selected this option, the date one month prior to the Fidelio date appears in the prompt as the default
date. This date is the date from which you would like to view the room activity until now. You can change this date
if you would like to view an earlier or a later period. When you have entered the date, the system prompts for the
room number. Enter the room number for which you would like to see the activity. If no such room number exists
in the hotel, or if no activity information has been recorded for the room, Fidelio displays the message “Not
found.” If you do not enter a room number, the system returns to the Rooms Mgmt menu. When you have
completed the prompts, the following display appears:
Figure 5-20 Room History
The display shows the room number, the last name of each guest that stayed in the room during the selected period,
the arrival and departure date of each guest and the revenue which was generated during the guest's stay.
Available Options
↵
View Details. Press [Enter] on any of the displayed records in order to view additional reservation history
information for a guest's stay.
+ View Folio. Press the [+] key if you want to see the guest's folio. Fidelio will ask you to insert a disk with the
folios of the pertaining date, if necessary. After you have inserted the disk, the system decompresses the folios of
that day and shows the desired folio on the screen. Press [Enter] to read and [+] to print the folio (refer to Folio
History on page 4-46 of the Cashier User Manual for detailed information).
* Profile. You can also view the guest's profile from here by pressing the [*] key. If the guest's profile has been
deleted from the guest file, Fidelio will display the message “Profile has been purged.”
The display in the Room History option is for information only. You cannot change any of the data shown here,
only look at the information. The Room History of a guest's stay only becomes available after the night audit of
the day the guest has checked out.
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Rooms Management
Graphics
Graphics
This option shows you the reservations of 31 days in a graphic display. After selecting Graphics, you enter the
starting date, which will then be the first day shown in the display. Default date is today's date. You can also decide
whether you want to include tentative reservations. The default is that they are not included. The default to include
Tentatives is set to [Y] or [N] depending on the parameter Include Tentative Reservations as Default {incl_tent}. If
the parameter is active, the default displayed would be [Y].
When you have completed the entry or pressed [Page Down] to accept the defaults, the following graphic will be
displayed:
Figure 5-21 Graphic 31-Day Forecast
On the X axis, the occupancy is shown in a percentage. On the Y axis, the next 31 days are displayed as of the
entered starting date. For each date the weekday is shown. You can use the cursor keys to move to single days.
Overbooked rooms blink.
In the top right corner Fidelio displays to which extent the individual room types are occupied per day. If the vector
displayed on the right of a room type goes all the way to the right of the box, this room type is certainly booked out.
Move right and left with the right and left cursor keys, and the detail changes. A little pointer at the bottom shows
you which date you are looking at in the detail.
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Maintenance
Maintenance
Use this option to record maintenance requests for your guest rooms. Maintenance requests can be anything from
changing a light bulb to repairing a dripping tap, or checking the air conditioning. With the Maintenance option
you can record maintenance requests, view them and resolve them.
After selecting the Maintenance option, Fidelio prompts for the Room Number. If you want to view or insert a
maintenance request for a particular room number, you can enter the number here. Otherwise, simply press [Page
Down] and Fidelio will display a list with recorded maintenance requests starting with the lowest room number for
which a request was entered. A screen like the following is displayed.
Figure 5-22 Room Maintenance Request
The top window shows the recorded maintenance requests with the room number, room type, room status, the
maintenance code and text. Resolved requests are marked with a star [*] to the very right of the entry. As you move
the cursor from request to request, in the bottom window, you can see any additional comments that were recorded
for the selected request, when the entry was last changed and by whom. If the maintenance request has already
been resolved, then you will see the corresponding date and the ID of the user who entered that the request was
resolved.
Available Options
↵ Modify. Press [Enter] to modify a given request.
Please note: You can only change the text of the maintenance request. The code will remain unchanged. If you
change a maintenance request, the system will overwrite the original user ID and date with your user ID and the
date of the change.
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Rooms Management
Maintenance
INS. Press [Insert] to insert a new request. Fidelio asks you to enter the Room Number for which the maintenance
is required. After selecting the room number, Fidelio displays a list with standard maintenance requests that have
been defined using option Room Maintenance from the Reservations menu in FSTAMM.
Figure 5-23 Maintenance Requests List
Select one with [Enter] or press [Esc] if none of them correspond to the request that you need to record. After your
selection, Fidelio will display the request to you, including the creation date and the user ID. You have the option of
adding any free-format comments that are required to explain the problem in more detail. When you have finished,
press [Esc] and Fidelio will include the new request into the list with the others.
Please note: You cannot record maintenance requests for pseudo rooms. The only exception to this rule are rooms
belonging to the pseudo room types PI or PY.
DEL. Press [Delete] to delete a request. You should only use this when a request has been wrongly recorded.
Otherwise, when a problem has been solved you should use the *Resolved function.
* Resolved. When a room maintenance request has been carried out, you can use the [*] key to mark the request as
Resolved. If you find out later that the request has not been resolved after all, simply press [*] again to mark it as
outstanding again.
/Show All. Press the [/] key in order to view all recorded maintenance requests. You will usually receive this
display anyway when selecting the Maintenance option without entering a particular room number. However, this
key is helpful after you have pressed [+] or [-] to restrict the display to all resolved or all open requests.
+/- Show Resolved/Unresolved. Press [+] in order to view all maintenance requests that have been resolved and
[-] in order to view all maintenance requests that are still open.
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Options
Overview
This section of the manual explains the Options menu of the Fidelio Front Office system. From this menu you can
access the Reports function, which means that you can access the program for reports, mailings, registration cards,
letters, etc. You can also access the Fidelio Word Processing module to create letters, form letters and memos.
The Printer option allows you to define a printer setup for every workstation and the System Info option provides
information about the system and workstation being used. The User Logfile option is where you can view all the
changes made to reservations, postings, parameters, etc., with a certain user ID. From the Batch Folios option you
can print batch folios according to various criteria. The Interfaces option is only available when the parameter
Interfaces Installed {modinter} is turned ON. It is used to send instructions to the currently running interfaces and
enables the printing of telephone booth folios and call details.
In this section
Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
Word Processor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3
Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-6
System Info . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-8
User Logfile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-9
Batch Folios. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-15
Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-21
Fidelio Front Office V6.20 - User Manual
Options
Reports
Reports
When you select the option Reports from the Options menu, the Lists and Reports Program (FLIST) displays on
your screen. You can also run FLIST directly from DOS or from the Novell menu.
The Reports menu gives you the following options:
Figure 6-1 FLIST Main Menu
Available Options
Reports. Print out or display all reports.
Mailings. Print out mailings and labels as well as registration forms.
Confirmation Letter. Print out reservation confirmations determined in the Reservations module.
Letters. Create standard letters for use in the Reservations module.
Exit. Exit the Report module.
Highlight the desired menu option with the cursor keys and press [Enter] or type the first letter of the option.
For a complete description of the report functions refer to Reports on page 8-2 of the Reports User Manual.
6-2
Fidelio Front Office V6.20 - User Manual
Options
Word Processor
Word Processor
The Fidelio Front Office program contains two similar text editors. Both text editors, the Word Processor (here)
and the Standard Text Generator (in FSTAMM and in FLIST), work exactly the same way; however, the texts
created by each editor have quite different purposes.
The Word Processor option accessed here should be used to write individual letters to single addresses.
The Standard Text Generator is used to write form letters for mailings, reservation confirmations and registration
cards.
When you select the Word Processor option, the following screen appears:
Figure 6-2 Word Processor Prompt
Since you assign a name to each text you define, the system prompts to enter the name of a specific text you wish
to modify first. If you know the name, you can enter it here. However, if you simply press [Enter], after editing the
Your Name field, Fidelio will display a list of all existing texts, from which you can select the one you want to
view or edit by pressing [Enter].
Fidelio defaults your user ID in the Your Name field. However, you may decide to enter your initials. If your hotel
is set up this way (with parameter Initials in Word Processing {initialswp} ON), your abbreviation is printed
automatically after the date of the letter.
If you entered a text name which does not exist, Fidelio will display the message “Text not found. New entry? Yes/
No.” By answering [Y] you are prompted to enter an optional text description and then the actual text itself.
Fidelio Front Office V6.20 - User Manual
6-3
Options
Word Processor
If you enter a known file name, the selected document will be displayed on the screen. On the bottom of the screen
the following options are displayed:
Figure 6-3 Word Processor Options
Available Functions
PgUp PgDn. Paging forward/backwards in the text.
Text. Retrieval or modification of a text. You can page in the text with [Page Up] and [Page Down], [↑] and [↓],
[←] and [→], [Home] and [End]. Normally, you overtype the words. With the [Insert] key you can insert text.
By pressing [Insert] again you leave the insertion mode. [Enter] causes a line feed.
Format. Modification of a text's layout. Each text has a standard format. This is defined under Text Format in the
Setup and Configuration Program (FSTAMM). If you want to have an individual format for a letter, i.e., change the
margins, the font, etc., you can do this here (refer to Text Format on page 6-17 of the Text + Format Setup Manual).
Print. Printing the text. Fill in the number of copies you require. If you only need one copy, press [Enter].
New. Creates a new text (see New Text on page 6-5).
Import. Imports a created text from another word processor to the Fidelio word processor. The imported text has to
be in an ASCII format.
Export. Export a text which has been created in Fidelio. The text is stored in ASCII format. Other word-processing
programs can import this ASCII format file.
Delete. Delete a text on the screen. Fidelio will ask for confirmation.
Please note: After you have deleted the text, the next one appears on the screen. If you choose Delete again, this
text will be deleted as well.
Group-Delete. Deleting a group of texts. Fidelio prompts “Delete all with ....” If you enter [M], for example, the
computer deletes all text with a file name beginning with [M].
Show. With this option you can retrieve any of the defined texts on the screen. Select the desired text with the
cursor keys and [Enter].
Fax. This option is only available if you work with the Fidelio Fax Interface (parameter Fax Interface {fax_ifc} ON;
see below for a detailed description). Simply select this option if you want to fax the selected text. Fidelio asks you
to enter the required number of printed copies and to enter the fax number.
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Fidelio Front Office V6.20 - User Manual
Options
Word Processor
Text Processing Tips
If you want to center a line, put a > (greater than sign) at the beginning of the line. If you want to insert a page
break, put a % (percent sign) at the beginning of the line. If you want to suppress a line if no valid entry was made,
insert a ~ (tilde) sign. If you want to print landscape (for HP only), insert the dBASE expression {dr_land} at the
beginning of the text (for further available codes, refer to Codes on page A-2 in Appendix A).
New Text
The following screen is displayed when you select New from the options on the bottom of the screen:
Figure 6-4 Blank Text Screen
Fill in a name for the letter. Then you have the option of entering the last name and then the first name of a guest if
you want Fidelio to check these names with existing names on the guest file. If you do not want to import the
address from the guest file, simply leave these two fields empty. You can also enter three text modules. A text
module is a standard part of a letter, i.e., the salutation, a reminder, etc.
After you have entered the information, Fidelio will display a list of guest records from the guest file, from which
you can select a name by pressing [Enter]. Fidelio will fill in the address, place, date and title. Any indicated text
modules will be integrated automatically.
Fidelio Front Office V6.20 - User Manual
6-5
Options
Printer
Printer
In this module you can define a printer setup for every single workstation. You use this option when your printer
breaks down and you need to choose another one. With the parameter Log Changes on Printer {logprint} turned ON,
when accessing the Printer option in Fidelio Front Office, a sub-menu displays the options Standard Printer
Options and Reset Log Printer.
Figure 6-5 Options>Printer Submenu
Standard Printer Options
Under the option Standard Printer Options all the defined setups display on the screen.
Figure 6-6 Defined Printer Setups
If the parameter Log Changes on Printer {logprint} is turned ON, the Queue Change Log option will be
incorporated into the list as its own printer.
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Fidelio Front Office V6.20 - User Manual
Options
Printer
Column Explanation
Station. Workstation number or network address. The network address is made up from a combination of numbers
and letters. Fidelio reads this number from the network card.
Operation. Here, Fidelio lists all print jobs that could possibly be printed from your workstation. A guest bill, a
certain list, a confirmation letter, a telephone bill, etc. Depending on the port you choose, the particular print job
will be printed out on any of the available printers in your hotel.
Emulation. Emulation of a printer. Not every printer has its own emulation. Most printers are able to work with
HP, EPSON, or IBM emulations. You can assign an emulation to each printer.
Port. Printer port on the PC. Printer ports can be simulated in a network. This means you do not require a physical
printer port on your PC.
On the bottom of the screen you are shown which workstation you are working on. If the workstation location has
not been defined in FSTAMM, then the line will say *UNDEFINED*. You can modify the emulation and the
printer port of all these operations for each workstation individually.
Available Functions
↵
Modify Emulation. Choose the print job with the cursor keys and press [Enter]. On the bottom right of your
screen Fidelio displays a list of available emulations. Select the requested one with the cursor keys and press
[Enter].
+ Modify Port. By pressing [+] or [-] you can change the port for a selected print job. You can choose between
LPT1 - LPT9, COM1 and COM2. Using [+] or [-] repeatedly cycles you through the available ports (ascending
direction for [+] and descending for [-]). In most versions with one workstation the use of LPT1 or COM1 is
common.
Reset Log Printer
This function is active with parameter Log Changes on Printer {logprint} ON.
Under the option Reset Log Printer, the user will have the ability to reset the page in the event that a paper jam or
a technical problem occurred on the printer.
Figure 6-7 Reset Log Printer
In the event that multiple printers are defined in the setup for the Change Log, the user will be able to select the
printer that needs to reset the page.
Fidelio Front Office V6.20 - User Manual
6-7
Options
System Info
System Info
This menu option provides valuable information about the system and is used to clarify versions, system date, etc.,
for support questions.
When you highlight System Info and press [Enter], the following screen appears:
Figure 6-8 System Information
Field Explanation
Fidelio Version. Version number of Fidelio and the language of the program files.
Date. Day and date from the network. This is always today's date and should not be confused with Fidelio's date.
Memory. The amount of RAM available now on this workstation.
Disk Space. The amount of hard disk space available now on this workstation.
DOS Version. The version of DOS at this workstation.
DOS Memory. The amount of memory available to DOS.
Environment. Whether or not the system is installed on a single user workstation or in a network environment. If
it is a network, the serial number of the network card of this workstation will also display.
Server Serial ID. Fidelio indicates the ID number of the server here.
Video Type. The type of monitor attached to this workstation. Typically VGA or EGA.
All this information is for display purposes only and cannot be changed.
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Fidelio Front Office V6.20 - User Manual
Options
User Logfile
User Logfile
The user logfile notes all crucial changes that a user makes to reservations, blocks, postings, the company profile
and to parameters. This helps you keep track of important changes and to find out, when necessary, which user ID
or which workstation was used for a certain change.
After selecting this option, you can enter the user whose changes you want to view and the date. Fidelio
automatically defaults to the user that is currently logged in and today's date. Independent of the current Fidelio
date, the logfile always uses the real system date. If you want to see the changes of all users, overtype the default
name with spaces (or press [Ctrl+Y]). If you want to see all changes of a certain user or all users regardless of date,
blank out the Date field. Now you have to select the type of changes.
Figure 6-9 User Logfile Menu
Depending on your selection, the system will display the changes of just one area or All Changes. After making
your selection, all changes made that day by a certain user or by all the users will be displayed chronologically.
First, the user ID is indicated, then the time of the change. If the change includes a reservation or guest profile, the
name of the guest will be displayed as well. Finally, a text line indicates what kind of change was made.
Fidelio Front Office V6.20 - User Manual
6-9
Options
User Logfile
Figure 6-10 Sample User Logfile
Press [Page Up] and [Page Down] to page through the logfile, press [Esc] or [F10] to go back to the main menu.
You can also find out from which workstation a change was carried out by pressing [Enter] on the selected change.
Fidelio will display the workstation number and the workstation description if it was defined in the Setup program
(option Workstation Location from the Miscellaneous menu).
The user logfile does not record each and every step a user takes in the program. Following is a list of all the
changes which are recorded here.
Please note: The Interface Messages option currently lists check-in or check-out denials made when using remote
check-in or remote check-out.
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Fidelio Front Office V6.20 - User Manual
Options
User Logfile
User Logfile
Activity
Type of Change
Reservation Changes
ALMT
ARRCH
AUTH_CL
AWARD
BLACKLST
CANCRES
CHECKOUT
CHGBA
CONFIRM
DEP_AUTH
DEPAUTH
DEPOT
DLLEI
DLRES
IFC_KEY
LEICHA
LEICIX
LEINEW
LOSCH
MELDE
MESSAGE
N_RMCH
NEWNAME
O_O_ORD
O_O_SERV
OVERB
OVERRIDE
PACKROUT
PERCH
PMETHOD
PROMO
RATECH
RATECHNG
REACT
REGRETS
REINSTAT
Allotment/block code changed.
Arrival date changed.
Authorize for direct bill.
Changes to awards attached to reservations.
Blacklist overwrite.
Reservation canceled.
Check-out.
Reservation type changed/checked in.
Confirmation letter printed.
Unauthorized departure.
Guest authorized for departure.
Deposit taken.
Number of deleted Leisure records.
Delete reservation.
Creation of key at check-in.
Leisure booking changed.
Leisure booking check-in canceled.
New leisure booking created.
Length of stay changed.
Registration card printed.
Message deleted.
Number of rooms changed.
Another profile selected.
Check-in into an out-of-order room.
Check-in into an out-of-service room.
Reservation taken when overbooked.
Overbooking overrides.
Changes to package routing instructions.
Number of persons changed.
Payment method changed.
Changes to promotions attached to reservations.
Rate changed.
Rate recalculation after change.
Reservation reactivated.
Reservation moved to regrets.
Reinstatement of a previously marked-for-release authorization amount to
EFT.
Release of authorized amounts to EFT.
Room changed or allocated.
Room type changed.
Routing instructions added/changed.
Any important change to a share reservation.
Waitlist canceled.
Reservation placed on waitlist.
Walk-in reservation.
RELEASE
RMCH
RMTPCH
ROUTING
SHARE
WAITCANC
WAITLST
WALKIN
Fidelio Front Office V6.20 - User Manual
6-11
Options
User Logfile
User Logfile
Activity
Type of Change
Posting Changes
AUTOSETL
FFF_NOPT
POSTCORR
POSTDELE
POSTSPLT
POSTTRAN
Automatic settlement N/A.
Miles/Points not calculated at check-out.
Posting corrected.
Posting deleted.
Posting split.
Posting transferred.
Profile
CREDITLIM
CTS_CHG
Credit limit changed.
Attaching and detaching travel agent profiles to/from reservations or blocks.
Creation and deletion of additional address.
Profile created or changed.
Remarks created or changed.
GSTADDR
GUESTFIL
Changes to Blocks
6-12
BLOCKMOV
BLOCKS
Moving of block to another date.
Variety of changes carried out from Blocks Maintenance, i.e., create a
block, change, cancel, open for pickup, import [Delete] from the block grid
includes the number of deleted rooms.
[-] to Delete Range includes the number of rooms deleted for the respective
room type plus start and end date.
Changing the number of rooms allocated in the grid.
Changing the rates from zero to a value greater than zero.
SC_BLOCK
S&C block import.
Fidelio Front Office V6.20 - User Manual
Options
User Logfile
User Logfile
Activity
Type of Change
Configuration
ACCESS
ARPURGE
ARTICLE
BUSLOGIC
CASHIER
CCSUM
CHKAT
CITYLEDG
DAYTYPE
DELINTER
DEP_CODE
EXCHANGE
F_UTIL
FOLIOTAX
Access to Fidelio ON/OFF.
Account purged from Enhanced A/R.
Article created.
Any change to the configuration of the Business Logic Table.
Cashier created/changed/deleted.
Credit card summary.
Room type changed/created/deleted.
Folio corrected/consolidated in A/R.
Day type changed.
Remove inactive interfaces in F_UTIL.
Dept. code changed/created/deleted.
Exchange rates changed.
Dept. code transfer in F_UTIL.
Any change to the condition field in the Night Audit Sequence for the night
audit procedure FOLIOTAX.
Details changed in hotel data.
Hurdle rate/override flag changed.
Reset of Log Printer.
Market code created/changed/deleted.
Changes to Multi Hotel Setup.
Room placed out of order.
Room type overbooking level changed/created/deleted.
Overbooking levels changed.
Package code changed/created/deleted.
Parameter changed to ON/OFF.
Rate code override.
Rate code changed/created/deleted.
Room status changed.
Room number created/changed/deleted.
Changes to Source Code Setup.
Start day in Fidelio changed.
User ID created/changed/deleted.
User group created/changed/deleted.
HOTELDAT
HURDLE
LPRRESET
MARKETS
MULTCONF
O_ORDER
OVERB_RT
OVERBOOK
PACKAGE
PARAM
RATEOVER
RATES
RM_STAT
ROOMS
SOURCEOB
STARTDAY
USER
USERGRP
Credit Card*
Interface
Fiscal Period *
Reporting
CC_IFC
CC_IFC
CC_IFC
CC_IFC
CC_SET
CC_SET
Manually entered approval Code.
Changes to existing credit card approvals within the reservation menu or
during the night audit.
Release of authorized amounts.
Change in room nights for courtesy cards.
Credit card settlement started when batch settlements are configured.
Credit card settlement not processed when batch settlements are configured.
CC_SETT
CC_SETT
Changes to credit card interface configuration.
Manual authorization approval.
FP_PEALL
FP_PER
FP_MANBU
FP_MARBU
FP_REVBU
Inserting a fiscal period range.
Adding, changing and deleting a period configuration.
Entering manager budget statistics.
Entering market budget statistics.
Entering revenue budget statistics.
Fidelio Front Office V6.20 - User Manual
6-13
Options
User Logfile
User Logfile
Activity
Type of Change
Utilities*
F_UTIL
Text according to selected F_UTIL option.
Virtual*
Numbers
VNDELPL
VNDELNUM
VNASGP
VNUNASGP
VNUNASGR
VNASGR
Deleting a virtual number pool.
Deleting a virtual number attached to a pool.
Assigning a permanent virtual number.
Unlinking a permanent virtual number.
Unlinking a virtual number to a reservation.
Assigning a virtual number to a reservation.
Interface Messages
RCKIFAIL
Remote Check-In: General Error.
Remote Check-In: Night Audit.
Remote Check-In: Invalid Res. No.
Remote Check-In: Res. Already Checked In.
Remote Check-In: No-Show Reservation.
Remote Check-In: Res. Canceled.
Remote Check-In: Arr. Date Not Today.
Remote Check-In: Res. Room Rate Changed.
Remote Check-In: Room Type Changed.
Remote Check-In: Dep. Date Changed.
Remote Check-In: Disabled for this Reservation.
Remote Check-In: Remote Check-in Not Active.
Remote Check-In: Invalid Payment Method.
Remote Check-In: Timeout.
Remote Check-In: Station Not Set Up.
VCKOFAIL
Remote Check-Out: General Error.
Remote Check-Out: Night Audit.
Remote Check-Out: Invalid Room.
Remote Check-Out: Room Vacant.
Remote Check-Out: Invalid Account.
Remote Check-Out: Account Not Checked In.
Remote Check-Out: Account Checked Out.
Remote Check-Out: Account Locked.
Remote Check-Out: Dep. Date Not Today.
Remote Check-Out: Dep. Invalid Payment Method.
Remote Check-Out: Balance Mismatch.
Remote Check-Out: Not Allowed.
Remote Check-Out: Credit Limit Exceeded.
Remote Check-Out: Folio Check-out Not Possible.
Remote Check-Out: Not Activated.
Remote Check-Out: Processing of Request Currently Not Possible.
Remote Check-Out: More than 1 Guest Checked In.
Remote Check-Out: Timeout.
Remote Check-Out: Invalid Station.
* These activities are displayed from Configuration and via the All Changes option.
Please note: The activity codes of the respective changes are not displayed in the User Logfile option. They are
used for reporting purposes.
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Fidelio Front Office V6.20 - User Manual
Options
Batch Folios
Batch Folios
This option allows you to print information folios, either as interim or advance bills, for all guests in house and
guests departing today or tomorrow. In addition, you can store unprinted folios in your folio history or print
periodic folios for long-stay guests.
This can be very useful for hotels that like to give the folios to their guests the night before check-out or like to
inform their guests about their balance. Also, it can make check-out of guests with credit cards really fast. If a guest
has given you his credit card number, for example, you can slip an advance bill through his room door the night
before check-out. The guest can now check his folio and, if he approves, simply sign it. In the morning, he can
simply check out by putting his signed folio on the check-out desk. Some hotels prepare special mail boxes for
signed folios that are paid with credit cards. Then, the guest simply drops his signed folio in the box and can check
out any time he wants to.
You are able to print batch folios for not only reservations with a Credit Card payment method but also for all other
payment method types of Cash, Misc., or All Types.
Selections available are:
All Payment Methods
Cash Payments
Miscellaneous Payments
Credit Cards
Another advantage of the Batch Folio option is that you can access this menu item during night audit. During night
audit it is not possible to access the billing section and print a regular folio for a guest. But Fidelio allows you to
print an information folio from here. After you have selected this option the following window will display:
Figure 6-11 Batch Folio Menu
Fidelio Front Office V6.20 - User Manual
6-15
Options
Batch Folios
If you select the options Folios for Guests Departing Tomorrow, Folios for Guests Departing Today, or Folios
for all Guests, you can select from the following options:
Figure 6-12 Advance Departure Folio Menu
If the parameter Revision Number on Folio {foliorevno} is switched ON, then the option Batch Folios would
prompt the question “New Folio?” or “Correcting Folio?”
If the fiscal requirements in your country demand that the hotel has to allocate one fixed folio number for a guest's
stay (only with parameter Fixed Bill Number per Guest per Stay {fixbillnr} ON), you will receive the following
options:
Figure 6-13 Advance Departure Folio Menu with Fixed Bill Number per Guest per Stay {fixbillnr} ON
If you select the option Advance Folio with Number, Fidelio will store the advance folio (including the fixed folio
number) in Folio History just like a regular check-out folio.
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Fidelio Front Office V6.20 - User Manual
Options
Batch Folios
Next, you have to decide whether you want to print the folios in room number order or sorted by name. You can
print folios for all guests, all VIPs, all group members and all non-group guests. Then you have to select whether
the folios should be printed for all payment methods, or only for guests paying with credit cards. Finally, you may
choose whether you want to print all windows or only those windows which are billed to the guest.
Now that you have selected the guest range, you may also select a particular folio style for all the folios which your
are about to print.
Figure 6-14 Folio Styles Menu
For a detailed description of the various folio styles and their function, refer to Billing on page 4-3 of the Cashier
User Manual.
If you select Folio for One Guest, you have to enter the room number or the name. A pickbox with all guests
matching the criteria is shown. After you have pressed [Enter] on the correct guest, a standard folio will be printed.
You are not offered various folio styles here. If you want to print a special folio for one particular guest, you should
go to Billing and choose one of the folio options offered there.
After selecting the folio style, Fidelio will start sorting and printing the folios. The system displays a window
indicating all guests whose folios are currently being printed. Press [Esc] if you want to stop printing the folios.
The cursor goes back to the first selection made after the system sent the batch job to the printer.
Store Unprinted Folios in Folio History
As you may know, Fidelio stores copies of checked-out guest folios in folio history. This means that if a guest calls
some time after departure and requires a copy of his/her folio, you can retrieve a copy with the Folio History
option from the Cashier submenu.
A folio, however, only is printed and stored when you settle the folio window and check it out with the Billing
menu. For example, if you open an account and settle the balance without going through the Billing option, no folio
is printed and consequently the folio is not stored in folio history.
Fidelio Front Office V6.20 - User Manual
6-17
Options
Batch Folios
In order to make sure that all your folios are actually saved to folio history, you can use the Save Unprinted Folios
in Folio History from the Batch Folio option. After selecting this menu item, the following window is displayed:
Figure 6-15 Store Unprinted Folios in Folio History Menu
If you want to have a printed copy of all folios of checked-out guests that were not printed, select the option Print
and Store in Folio History. Fidelio will make a print-out of all unprinted folios while at the same time storing
them in folio history. If you only want to make sure that the unprinted folios are stored in folio history, choose the
second option Store in Folio History Only.
When printing and storing to folio history, Fidelio takes normal folio numbers from the pool and assigns them to
these folios. Some hotels want to mark these folios with a special number. In this case, you will also see the
following selection window (add field FOLHISTNR {C, 8} to GFIRM.DBF):
Figure 6-16 Special Folio Numbers when Printing and Storing in Folio History
If you choose Assign New Folio Number, Fidelio will assign a normal sequential folio number. If you choose Use
Special Folio Number, the folio numbers will be preceded by the letter [H].
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Fidelio Front Office V6.20 - User Manual
Options
Batch Folios
Last, you can select the requested folio style before all the folios are stored in folio history in that format and
printed (if you selected to print, too).
Please note: Fidelio recommends using the Store Unprinted Folios in Folio History option once a day, preferably
before night audit (before the folios of the day are zipped and stored in folio history and the details of unprinted
folios deleted). This option will ensure that you can still retrieve all the required folio information, should you need
it.
Periodical Folios
If you frequently have long-term guests, the Periodical Folio Print option may be very useful to you. It allows you
to print information folios weekly, monthly, or for user-defined periods. After selecting this option, you first choose
whether to print a weekly folio, a monthly folio or a folio for a user-defined period. Accordingly, Fidelio will
display a pickbox with all guests who have been at the hotel for the selected period. From the pickbox you can
mark the guests for whom you would like to print a periodical folio. When you have selected the guests and pressed
[Esc], Fidelio will print the folios.
Once the folio has been printed, Fidelio will store the print date (in the field L_FOLPRT in GRES2.DBF). This
ensures that you do not keep reprinting periodical folios for the same guest and period. Fidelio will only let you
print another periodical folio for the guests once they have stayed for another week (month, or user-defined
period).
If a guest has already received a periodical folio, Fidelio will summarize the postings of the previous folio into one
line. The details will only be printed for the days following the last print-out. The second periodical folio for a
guest might look as follows:
Arrival:
05.01.00
Depart:
24.01.00
Room
Date
Description
Amount
------------------------------------------------------------420
08.01
Balance until 09.01.00
560.00
->05.01.00 - 08.01.00
10.01
Room Charge
140.00
11.01
Room Charge
140.00
12.01
Room Charge
140.00
13.01
Room Charge
140.00
14.01
Room Charge
140.00
------------------------------------------------------------Balance
1260.00
$
Total including VAT
1260.00
$
Folio amount net
1223.30
$
36.70
$
VAT 3.00 %
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Options
Batch Folios
City Account Folio Print
This option is only available if the field L_FOLTYPE {C, 3} has been added to GAESTEST.DBF. In this case, this
field would also be on the guest profile screen, where the user can record special city ledger account types for
individual guests. These account types might be used, for example, for long-stay guests who will settle their guest
folio via city ledger.
The option City Account Folio Print enables the hotel to settle these charges on a regular basis without having to
access the Billing option for each of these guests.
Simply select this option and enter the City Account Type. Fidelio will find all guests with this account type,
evaluate all charges on window one, post a corresponding city ledger payment for that amount and move the settled
charges to window four.
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Options
Interfaces
Interfaces
This option will only display if the hotel is working with interfaces and has activated the interface parameter
Interfaces Installed {modinter}. The Interfaces option, which is also available on the function key [Shift+F8], is
used to carry out interface-related functions that are relevant to the day-to-day Front Office operation. After
selecting this option with [Enter], the following window is displayed.
Figure 6-17 Interfaces Menu
Select the Interfaces option for information on all installed interfaces. You can also generate a Booth Telephone
Bill, Print Call Details and create Wake-up Calls for guests.
Interfaces
After selecting the Interfaces submenu, a screen like the following is displayed.
Figure 6-18 List of Active Interfaces
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Options
Interfaces
Instead of our example interfaces and placeholders <Interface C> and <Interface D> you will see a list of all
interfaces installed in your property. (i.e., interfaces to your telephone system, point of sales, video system, doorlocking, etc.) When you select one of the interfaces with [Enter], you will receive a number of options. For
example, when you access your telephone interface, you may view the Interface Status in general or the
Telephone Status for all or selected rooms. You may see a screen like the following.
Figure 6-19 Sample Telephone Interface Menu
The options you are offered with each interface depend entirely on the kind of interface you have selected, the
capability of the third-party system and the setup of the interface. They can include the option to lock/unlock
telephones, to create wake-up calls, to view the wake-up call status, they may allow you to print key cards, order
wake-up calls for entire groups, check the status of the POS interface, to turn the message light on or off, to enable
or disable Pay TV, etc.
Please note: For complete information on the Interfaces menu and the installation of interfaces, please refer to the
Fidelio Interface On-Line Help.
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Options
Interfaces
Booth Telephone Folio
When a guest makes one or more calls from a telephone cabin, you can use Booth Telephone Folio to determine
the cost, generate a bill, enter the payment, or transfer the call to a room or hotel account.
If you have marked the 900 department code (Cash) from within Configuration as Disabled for Billing, then you
will not be allowed to use the option Pay Cash Directly.
First enter the telephone number of the booth. Fidelio shows you all call details (date of the call, time and length of
the call, number called and the cost) from this booth which have not yet been taken care of. You need to mark those
phone calls (using the plus key) which you want to charge to the guest.
Figure 6-20 Booth Telephone Folio
Once you have selected one or more calls, press [Esc] and select whether or not you want to transfer the calls
directly to a guest room or let the guest pay cash directly. If you choose Transfer to Room, you must enter the
room number or guest name.
If you select to Pay Cash Directly, the system will prompt you to enter your cashier number and password. Next,
Fidelio will ask if you want to print a receipt. The receipt format is entirely user-definable and is set up using the
Standard Texts option in FSTAMM (refer to Standard Texts on page 6-2 of the Text+Folio Setup Manual).
You can enter the Room number and/or the Guest Name and additional Supplement text for guests with checked-in
room numbers. Alternatively, the system will also allow you to enter a passer-by name.
As payments made with the Booth Telephone Folio option are accountable as real folios they are also stored in
folio history. Please remember that as they were not connected to a real room or guest, you can only find them in
Folio History if you search by folio number.
When you print a Booth Telephone Folio, the system will acknowledge this fact by displaying the message
“Printing Receipt. Please Wait.......”
You can also use this option for faxes which are to be charged to a guest room if the respective line has been set up
as a booth telephone. As the fax machine is often used for non-guest-related business, you will usually get a long
list of calls which have not been taken care of. You must take care to mark only the calls which apply to the guest's
fax.
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Options
Interfaces
Print Call Details
Posted and settled telephone calls can be retrieved and printed with this option. Fill in the Telephone Number (this
entry is mandatory) and optionally the Guest Name and the time range (From and Until). Fidelio defaults to
today's date. The system will list all telephone calls for the selected phone number and time range displaying the
call details, such as date of the call, time and length of the call, number called and the cost of the call.
Figure 6-21 Print Call Details
When you press [Esc] to exit the display, Fidelio will ask if you want to print a receipt. The receipt format is
entirely user-definable and is set up using the Standard Texts option in FSTAMM. When you print a Print Call
Detail, the system will acknowledge this fact by displaying the message “Printing Receipt. Please Wait.......”
Please note: The call detail information can be retrieved up to sixty days after the departure.
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Options
Interfaces
Wake-up Calls
This option allows you to create, edit and view wake-up calls for guests and groups. After selecting Wake-up Calls
the following window is displayed:
Figure 6-22 Wake-Up Calls Menu
Set Wake-up Calls. Select this option to set a wake-up call. You have the option of defining a wake-up call for
tomorrow, for a certain date, a daily wake-up call and a wake-up call for multiple rooms. Depending on your
selection, you will have to choose a date, a room or multiple rooms before entering the time for which the wake-up
call is requested.
Delete Wake-up Calls. Select this option to delete a wake-up call. You can delete a specific call or all calls
pertaining to a specified room.
Group Wake-up Calls. After selecting this option, Fidelio displays a window with all checked-in groups. After
selecting one with [Enter], you can create the group wake-up call for tomorrow, a certain day, daily, and you can
display, modify and delete existing wake-up calls for the group.
View Wake-up Calls. Select this option to view existing wake-up calls. Enter a specific room number or press
[Page Down] for a list of all wake-up calls. Simply press [Delete] in order to delete a call. If you want to change
the wake-up time, press [Enter] and type in the new time.
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Options
Interfaces
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Fidelio Front Office V6.20 - User Manual
Menu
Overview
This section of the manual explains the function of the Menu option of the Fidelio Front Office system. From this
menu you can use the Menu option to exit from Front Office and return to the system prompt or your main menu.
The Check-Out option allows you to see all in-house guests that have not yet departed, while the Check-In option
shows you all reserved guests that have not yet checked in. The Canceled option displays all canceled reservations
for today's arrival date. Using the Cashier option you can view all currently open cashiers. Finally, the Other
Programs option will allow you (if so configured) to access selected external programs.
In this section
Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2
Check-Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
Check-In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4
Canceled . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5
Cashier. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-6
Other Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-7
Fidelio Front Office V6.20 - User Manual
Menu
Menu
Menu
With this option, you can leave the Fidelio Front Office program and move back to the main menu. If no main
menu was installed, this option will bring you back to the DOS prompt. Depending on how your menu is defined,
you will be able to access other programs such as Maintenance, Reports, etc., from there.
You do not have to choose this option in order to quit the Front Office application. You can also press [Esc] until
the following screen is displayed:
Figure 7-1 Exit Fidelio
Confirm with [Y] if you want to exit the program. Otherwise, press [N].
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Fidelio Front Office V6.20 - User Manual
Menu
Check-Out
Check-Out
This option gives you a display of all guests who still have to be checked out today. Please choose this option
before starting the night audit to determine which guests need to be checked out or have their departure date
extended.
Figure 7-2 Guests Due Out Today
You can page through this screen with [Page Up] and [Page Down].
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7-3
Menu
Check-In
Check-In
This option gives you a display of all expected guests who have not checked in.
Choose this option before starting the night audit. If guests are displayed on the screen, check whether they have
not been checked in or whether the reservation has been canceled.
Once the necessary cancellations and check-ins have been made, any reservations remaining on this display will
register in the night audit as no-shows.
Figure 7-3 Guests Due to Arrive Today
Highlight the guest with the cursor keys. Press [Enter] to see the guest information screen, or [Delete] to cancel
the reservation. Fidelio displays the message “Are you sure? Yes/No.”
If the reservation has an asterisk [*] to the left of the name, the user can press [S] to show shared reservations.
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Menu
Canceled
Canceled
This option gives you a display of all canceled reservations with today's date as arrival date.
Figure 7-4 Canceled Reservations with Today’s Arrival Date
If you want to reactivate one of the canceled reservations, go to the Reservation menu, search for the guest with
any of the standard search criteria, and press [1] for Correction. The system will prompt for you to reactivate the
reservation.
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7-5
Menu
Cashier
Cashier
This option gives you a display of all open cashiers. You can verify when the cashiers were opened and closed and
how many times they were opened today.
You should check whether all cashiers are closed before starting the night audit. If you do not want them to be
closed automatically during the night audit, go to the Cashier submenu and close them.
Figure 7-5 Cashiers Open
If all cashiers are closed, the message “All Cashiers Are Closed” displays.
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Menu
Other Programs
Other Programs
If you configure external programs in your system (for setup information refer to External Progs on page 5-46 of
the Manager Setup Manual), this option will display all of the programs which can be accessed directly from the
Front Office menu. Press [Enter] on the program you would like to use. When you exit from that program, you
will return to the Fidelio menu.
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Menu
Other Programs
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Fidelio Front Office V6.20 - User Manual
Reports
Overview
This section of the manual explains the Lists and Reports module (FLIST) of the Fidelio Front Office system. The
reports module consists of four subfunctions. These are Reports, used to print or display reports; Mailings, used to
print mailings and labels as well as registration forms; Confirmation Letter, from which you can print reservation
confirmations; and Letters, used to create standard letters for use in the Reservations module. Choose Exit to leave
the program.
In this section
Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2
Mailings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-55
Confirmation Letter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-71
Letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-73
Fidelio Front Office V6.20 - User Manual
Reports
Reports
Reports
To make finding a specific report a little easier, Fidelio's reports are separated into groups. Each of these groups is
the same throughout the world, however, the reports that may be found in each group differ from hotel to hotel.
After selecting the Reports option from the Front Office Options menu or from your hotel main menu and
pressing [Enter] on the Reports main menu option, the following window is displayed:
Figure 8-1 Reports Menu
Menu Options
Guests in House. In this submenu, you may find reports about guests who are checked in, will check out today or
have checked out today. Examples are sorted alphabetically, by room number, groups, only guests who still have to
check out, credit limit reports, rate control reports, birthday reports, etc.
Reservations. Examples of reservation reports include arrival reports selected differently, reservations for a
specific period of time, open deposits, reports of reservation forecasts, allotment availability, cancellations, etc.
Profile. If you need information about guests who have stayed in the hotel before, you can select this option.
Examples include reports of birthdays, type of guests, inactive profiles (no expected reservation), incomplete
addresses, etc.
Financial. The revenue of guests who have stayed in the hotel as well as revenue forecasts, all changes in the cash
balance selected by cashier number, department codes or period of booking are included here. You can also have
information about payments with credit cards, city ledger and deposits.
Night Audit. You can retrieve all reports of the last night audit. This includes manager's reports, credit reports,
department code journal, etc.
Statistics. This section includes statistical reports such as statistics on market codes, source codes, etc.
Shift Reports. In this section you can print groups of reports at once. Examples are housekeeper reports, morning
shift reports, etc.
Configuration. This section should contain all reports that show the configuration of your hotel, such as all defined
room types, defined rate codes, defined packages, etc.
Special. This section includes miscellaneous reports which do not quite fit in any of the other categories.
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Reports
Reports
FFF Reports. (Only with license code Fidelio Frequent Flyer Module {ex_fff} ON.) All reports linked into this
report group can be generated directly from the Fidelio Frequent Flyer program (select Reports from the FFF
Options main menu).
TAP Reports. (Only with parameter Fidelio Travel Agent Processing {par_tap} ON.) All reports linked into this
report group can be generated directly from the Fidelio Travel Agent Processing program (select Reports from the
TAP Options main menu).
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Reports
Reports
Printing or Displaying Reports
When you select one of the above groups and press [Enter], you will be presented with a menu containing the
available reports. The following example was taken from the Guests in House option:
Figure 8-2 Printing/Displaying Reports
This list will most likely be quite different in your hotel - as it differs from hotel to hotel. However, the principle is
the same world-wide.
In this menu you can move the cursor up and down to find the desired report (they are listed alphabetically). When
you have found the report you require, press [Enter] once again.
The screen you will see may simply have three options - print, screen or file.
Figure 8-3 Print Options
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Reports
Reports
Or, you may have a more complex selection prompt as well as the three options.
The actual prompt you will see depends entirely on the report, the common feature to most reports, however, is the
output selection. You can usually Print a report, view the report on your Screen or send it to a File on disk (for
retrieval later).
Field Explanation
Print. The report will be formatted and sent to the printer. Depending on the report the messages “Preparing data,
Searching,” and/or “Printing” may appear on the screen. If the system does not find data corresponding to the
search criteria, then “No records found” appears. Before a report is printed, Fidelio asks you how many copies you
want to have. The default is 1.
File. You can store a report in a file so that you can access the report later. First, a name for the file is requested.
The file will have an automatic extension of .PRN. The printing of the report is possible with the reports system or
at the level of the operating system.
Screen. If you want to display a report on the screen without printing it, choose this option. The preparation is
identical to the Print option, however, when the preparation is complete, a report similar to the following example
appears on the screen:
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8-5
Reports
Reports
Figure 8-4 Print Report to Screen
Available Functions
PgUp. Scrolls the report backward one page at a time.
PgDn. Scrolls the report forward one page at a time.
ESC. Exits the display.
Home. Jumps to the beginning of the line containing the cursor.
End. Jumps to the end of the line containing the cursor.
[↑], [↓]. Moves the cursor one line/field up or down.
[Alt+S]. You can press [Alt+S] to search for specific names or any other string and search for appears on the top of
the screen. Fill in a desired name, press [Enter] and the computer will search for this specific name in the report.
The cursor will move to the first letter of the name. If a name (or a sequence of characters or numbers) happens to
occur more often than once in a file, use [Alt+N] to look for the next occurrence of the name. This combination can
be used repeatedly to go to the requested key word. Please use the correct spelling.
On the right side of the display, a small grey rectangle marks your horizontal position in the report. When you first
see the screen, the rectangle is in the top right corner. When you get to the last page, it is on the bottom right of the
screen.
Filter. This field is not offered with every selected report. When setting up a report, you can decide whether it
should have an extra filter or not. The filter is used to enter dBASE expressions as a special query for your report.
You can also leave the field blank, which means only the standard filter as defined in the report configuration will
be used. If an invalid expression or response is given, then the message “Illegal Search Condition” will appear.
After the invalid response has been corrected, the choice is given between printer (Print), screen (Screen) or file
(File) as destination for the report.
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Reports
Reports
One of the options on the menu is the Night Audit option. From here you can actually reprint the reports from the
previous night's night audit. When you select this option, you will see a display similar to that on the right (except
that your reports may differ). The words “Night Audit” appear beside the report name meaning that the report was
generated from the Night Audit process.
Figure 8-5 Night Audit Reports
If you select a Night Audit report and press [Enter], you have only two choices, Print or Screen. This is because
the report has already been compiled (during the night audit) and stored in a file.
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8-7
Reports
Reports
Shift Reports. One option you must be very careful with is the Shift Reports option. You can do no harm here, but
if you set a shift report running, you cannot stop it until all the reports are printed - so you may waste quite a lot of
paper!
The Shift Reports option, however, is very useful. It allows you to group together a series of reports and then print
them all together. The first obvious use of this function is for Down Time or Security reports. These reports are
what you need if your system has to be shut down for some reason (i.e., maintenance or power problems). Other
uses are tailored to the hotel's specific needs. For example, the night audit produces reports for all departments, so
it is often useful to set up each department (and their reports) as a shift. Then when they need to run the “Morning
Reports” for each department, they only have to select one menu entry - and Fidelio does the rest.
When you select the Shift Reports option, a menu will appear. Depending on how your hotel has defined shift
reports, it may (or may not) look similar to this.
Figure 8-6 Shift Reports
This is where you have to be careful. If you select one of the items on the Shift Reports menu and press [Enter],
the reports begin processing. You actually see Fidelio running through the same steps as you would if you were
requesting the reports manually.
That is, the menus change, the cursor moves to a new report, etc. Only when the complete cycle has completed
does it return to this menu - where you can press [Esc] to exit this function.
You can link a report into a shift report by specifying the letter of the shift report in the Shift field on the report
definition.
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Reports
Reports
Report Procedures
To make listing easier and faster, some reports are hard-coded. Only the titles, the affiliation to a group and the
field Protect are definable. If you want to create a report with a procedure, enter the description, the group to which
the report is to belong and the Protect field. Then enter the procedure name under List Name and, last but very
important, do not forget to enter a [P] in the Type field (Report/Lbl/Proc/Shift/(D)File).
When you select one of the procedure reports, the selection criteria displayed on the screen vary from the query of
normal reports. You may have to decide on quite a number of query options before the report is actually processed.
They may vary from procedure to procedure, however, all report procedures conform to a certain standard, and all
of them offer a number of standard options which we will explain briefly before detailing each individual report.
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8-9
Reports
Reports
Procedure Standards
Let us point out some of the standards visible on a report printout, common selection criteria that you will
encounter when you select to generate a report procedure, plus further information which applies to all report
procedures.
Report Header. Each procedure contains a report header. The header will be printed on each page. It will detail the
following:
Page number
Date and actual time of printing the report. This is the Fidelio date not the system date
License name of the property
Name of the report (taken from the Description field on the report definition)
Selection criteria. If the report offers additional selection criteria, the header will specify the selection of
the user (e.g., time range, including tentative reservations, selection of summary room types, etc.)
Column Header. Like the report header, the column explanation will be printed on each page of the report.
Headings for numeric fields will be right-aligned, headings for character fields will be left-aligned.
Share Reservations. Whenever a sharer name or room is displayed on the report, this will be indicated by an
asterisk [*]. Usually, the guest name will be preceded by an asterisk to indicate the share status. If the report only
shows the room number, then the room number will be preceded by an asterisk.
Report Generation. Each report procedure will offer the option to send the report to the Screen, to Print the
report, or to send it to a File. As a default, the report is sent to the printer and one copy is printed.
Figure 8-7 Report Generation
Screen. If you select this option, the report will be prepared and then displayed on your screen.
If you retrieve a report to the screen, you have the option of searching for a character string by pressing [Alt+S],
entering the characters, and pressing [Enter]. The system will look for the string and position the cursor after the
first occurrence that it finds. With [Alt+N], you can search for the next occurrence.
Print. If you select the Print option, the system will send the report to the printer specified for Lists and Reports in
the Printer setting from the Options main menu. Before printing, you can specify the required number of printed
copies. The default is one.
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Reports
Reports
Print Options. All reports can be printed on the paper sizes US or legal. The system calculates a maximum of sixty
lines for portrait and forty lines for landscape format. If the report prints in portrait, the user has the option of
changing this to landscape by entering DR_LAND in the Font field on the report definition.
As a default, all reports are printed using the printer definition variable DR_KLEIN. How the report is printed, i.e.,
what point size is actually used for the print-out, depends on the setting of the respective printer file (*.PRT).
Usually, DR_KLEIN results in a small type setting, e.g., Courier five or six.
File. You can also send a report directly to file by selecting this option. In this case, Fidelio will prompt you to enter
the file name. If you do not enter a file extension, Fidelio will automatically attach the file extension *.PRN to the
name that you have specified.
Once you have determined all available query options and sent the report off (to the screen, printer, or file), the
system searches and collects all the data pertaining to the selected report. During this time various messages, such
as “Please Wait” or “Printing”, are displayed, or you may see records from the database that are currently
evaluated. At any time during the report generation, you can abort the generation process by pressing [Esc]. The
system will then display or print the data that has been evaluated up to that point and let you go back to the report
prompt.
Shift Reports. All procedures can be linked into shift reports unless expressly stated otherwise. When procedures
are linked into a shift report, all the query options will be processed with the standard default values.
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Reports
Reports
Standard Selection Criteria
Include Parlor Rooms. Report procedures with room displays will offer this query option. Parlor rooms stand for
rooms with the pseudo room types PI, PY and PZ. These room types are assigned to rooms which are not counted
in the availability yet can be sold separately on occasion. You may therefore want to include them in some of your
room reports. In this case, you should change the default to [Y].
PI rooms are used for pseudo rooms which are to be treated as regular rooms by the interfaces when they are
occupied (e.g., turning on and off the phone lines). Guests checked into PZ rooms are counted in the nationality
statistics although the rooms are not counted in availability figures. PY rooms receive check-in and check-out
messages from the interfaces but do not count in the nationality statistics.
Select Summary Room Type. (Only with parameter Summary Room Types {s_roomtype} ON.) This query option
will be offered with room reports for which a summary room type selection might be advantageous, if the hotel
works with summary room types. The user can enter one or various room types or select them from a multiple
pickbox. As a default, the reports generate for all room types.
With/Without Rate Change. Usually, you will not see this query option. As a standard, Fidelio includes all rate
changes in the revenue calculation for the report procedures. This means that it checks the rate for each day of a
guest's stay. What is considered a rate change? Rate changes are changes in the guest room rate which can occur in
the following cases:
Differing packages allowances for some days of the stay (according to the configured package posting
rhythm).
Season or date changes on the rate code during the guest’s stay.
Special weekend rates apply to the rate code attached to the reservation.
For historic reasons, Fidelio offers to generate the report procedures B_FOR, MARKFAST, MONTHFOR and
HIST_FOR without rate changes, i.e., displays this query for these procedures.
Package Rate/Net Room Rate. As a default, the system bases the figures on the Net Room Rate, i.e., the rate
amount defined on the rate detail, excluding packages and/or extra fix charges. Packages that are part of the rate
(package included) are subtracted. For example, if a guest has a rate of 100 and this includes a breakfast package of
10, the report would display 90 for the net revenue. If you want to include the package revenue in the calculation of
the revenue figures, select the option Package Rate.
Please note: The net room rate selection for reports does not exclude tax. The revenue displayed on the reports
includes VAT. Net room rate in this context only means that packages are excluded from the revenue calculation.
The only exception to this rule is, when the hotel activates the parameter VAT Excluded on Folio {vatexclude}, in
which case the VAT will be excluded in general.
Local Currency/Reference Currency. (Only with parameter Use Fidelio Multiple Currency System {curr_at_ci}
ON) This is only displayed if you work with multiple currencies and lets you determine whether you want to print
the report in your local (default) or your reference currency. If you select to print the report for a Reference
Currency, the system displays a pickbox from which you can select the department code for the respective foreign
currency. As a default, the pickbox will suggest department code 950.
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Reports
How is the revenue calculated when you work with one or more foreign currencies?
Example 1 Local Currency DM
Rate Code RACK of 110.00 is set up in French Francs
Fixed Charges Exchange Rate is 0.50
10 rooms are reserved with RACK
The forecasts will base their revenue calculations on the following.
Local Currency DM
Reference Currency FF
(10 * 110.00) * 0.50
10 * 110.00
= 550.00
= 1100.00
Example 2 Same scenario as example 1
In addition, user selects British Pounds for Reference Currency.
Fixed Charges Exchange Rate is 1.50.
The forecasts will base their revenue calculations on the following.
Local currency DM
Reference currency £
(10 * 110.00) * 0.50
550.00/1.50
= 550.00
= 366.67
Please note: The calculation of the exchange rate may vary for checked-in reservations (remember that forecast
reports may include today's figures). If the rate code was defined with the field Rate Fixed = Y, the system will use
the exchange rate stored in the field EXCH_RATE in GRES2.DBF for checked-in reservations with that rate code,
instead of the normal exchange rate from GLEIS.DBF.
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Reports
Available Procedures
Available Procedures
Following is an alphabetical list of all procedures that can be generated using the reports program.
Please note: The assignment of each report into a reports group is only a suggestion. Report procedures can be
linked into any of the reports groups.
ARRIVE
Reports Group
Short description
Reservations
Arrival Report
Selection filters
From Date
Agent /Group /Source /Company
Resv. Type 0 = All
Canceled (Y/N)
Checked in (Y/N)
Left Margin (0-9)
Include Parlors
Print List of Free Rooms
Select Summary Room Type (only with parameter Summary
Room Types {s_roomtype} ON)
The report prints a list of all arrivals corresponding to the specified criteria. The display includes room, room type,
number of reservations, name, number of nights, number of adults, rate, city, VIP code, reservation type, check-in
time and company name. In addition as a default, the system will print a list of vacant rooms (clean and dirty) for
the selected day. The system will display the rooms in columns and separate floors (a change of the first digit) by
lines.
ARRIVE2
Reports Group
Short description
Reservations
Arrival Report including departure date
Selection filters
From Date
Agent/Group/Source/Company
Resv. Type 0 = All
Canceled (Y/N)
Checked in (Y/N)
Left Margin (0-9)
Include Parlors
Print List of Free Rooms
Select Summary Room Type (only with parameter Summary
Room Types {s_roomtype} ON)
Print in Room Number Sequence
The report prints a list of all arrivals corresponding to the specified criteria. The report is identical to ARRIVE. In
addition, the departure date is printed for each arrival. The display includes room, room type, number of
reservations, name, number of nights, number of adults, rate, city, VIP code, reservation type, check-in time and
company name. In addition as a default, the system will print a list of vacant rooms (clean and dirty) for the
selected day. The system will display the rooms in columns and separate floors (a change of the first digit) by lines.
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Reports
Available Procedures
ARRIVE3
Reports Group
Short description
Reservations
List of all arrivals for a specified date
Selection filters
Date
Include parlors
This arrival report displays a list of all arrivals of the selected day divided by individuals and groups. ARRIVE3 is
the sister report of the DEPART procedure. All arriving guests, irrespective of whether they are expected or have
already checked in, will be listed. Day-use rooms are also included in the calculation. Individual guests are listed
with room number, name, number of adults, children and number of adults and children that are tax-free. If the
room is a share, the report will also provide the share number. In addition, sharer rooms are indicated by an asterisk
in front of the guest name. Each room is separated by an extra line feed.
Please note: Groups are listed in a condensed form below the individual bookings. The report simply displays the
group name and on the following lines all group rooms scheduled for arrival on that date. Sharer room numbers are
prefixed by an asterisk.
Please note: This arrival report is strongly based on room number. For instance, arriving group members are not
printed if no room number has been assigned. Therefore we recommend generating it after the rooms have been
assigned for the day.
AUSSENST
Reports Group
Short description
Financial
Trial Balance Report
Selection filters
None
Comments
The report is immediately calculated and sent to the screen
after selection.
The twin night audit procedure AUSSENST generates a
print-out of the trial balance each night audit.
The AUSSENST procedure generates a summarized financial picture of the three sections guest ledger, deposit
ledger and city ledger. This report is essential for the manager, as it checks whether all the important figures
balance. Each section shows the opening balance for the ledger, a summary of the transactions of the day and the
closing balance. The section for deposit ledger is only displayed if the parameter Deposit Ledger Trial Balance
{depotrial} is ON, the section for city ledger is only displayed if the parameter City Ledger Trial Balance {citytrial} is
ON.
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Reports
Available Procedures
B_FOR
Reports Group
Short description
Reservations
Occupancy forecast for a selected time period
Selection filters
Calculate New Forecast/Reprint Last Forecast
From Date/Until Date
Include Parlors
Select Summary Room Type (only with parameter Summary
Room Types {s_roomtype} ON)
With/Without Rate Change
Package Rate/Net Room Rate
Local Currency/Reference Currency (only with Use Fidelio
Multiple Currency System {curr_at_ci} ON)
Comments
Enter DR_LAND in the Font field for landscape print
Generation can take considerable time with large amounts of
data.
The B_FOR report gives a reservation forecast, one line per day, for the selected time period (the system defaults
one month starting on the system date). B_FOR is generated by retrieving the information stored in GBELG.DBF,
a temporary database which is filled each time you generate B_FOR. The layout of the report is user-definable and
stored in GBELG.FRM. This means that although this is a procedure, you can determine the look and the data
displayed on this report by changing GBELG.FRM. You are only restricted to the fields available in GBELG.DBF.
BLKGRID
Reports Group
Short description
Reservations
Block rooms grid for selected block (only with parameter
Front Office Group Rooms Control {par_allot} = ON)
Selection filters
Block
Initial Block vs. Picked Up/Actual Block vs. Picked-up
The BLKGRID procedure prints out the blocked rooms grid and the rates per room grid for a selected block. You
can display the initially blocked rooms or the actually blocked rooms compared to the picked-up rooms.
Please note: The report is generated for the complete duration of the block. This means that with some blocks, e.g.,
yearly allotments, the print-out may extend to hundreds of pages.
BLKLST
Reports Group
Short description
Statistics
Block productivity statistics
Selection filters
From Date/To Date
Block
Detailed Report/Summary Report
BLKLST displays daily block statistics based on the user-entered date range. The report generates statistics for
blocks with a first arrival date prior to today’s date, for blocks that are currently in house, and for blocks that have
departed prior to today’s date. Blocks with arrival dates after today’s date are not included in the report.
BLKLST works in conjunction with the night audit procedure BLKSTAT. BLKSTAT gathers block statistics on a
daily basis, which are then included in this procedure report.
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Available Procedures
BLKOSUMM
Reports Group
Short description
Reservations
Block overview summary report
Selection filters
From Date/Until Date
Block
Include/exclude various options (Initial Phase, Open For
Pickup, [Offer, Option (only with parameter Offers/Options
in Blocks {offeropt} ON)], [S&C Ceiling (only with
parameter Sales & Catering Front Office Integration
{p_scinteg} ON)])
Definites/Tentatives
Select some/all status group types (only with pickbox STA)
The BLKOSUMM procedure (only with parameter Front Office Group Rooms Control {par_allot} ON) generates
a block forecast, displaying a daily summary of all blocks falling on the day. The information includes block code,
block name, number of original, actual and picked-up rooms, and number of rooms available in block. In addition,
you see the cut-off date, group type, block status, reservation type, the rates for one to four persons as defined on
the rate grid, and the next future trace date, if recorded for the block. For a more graphical display of the expected
group business for a certain time range, we recommend the use of the BLOCKLST procedure.
BLOCKLST
Reports Group
Short description
Reservations
Block forecast report
Selection filters
From Date/Until Date
Definites/Tentatives
Include/exclude various options (Initial Phase, Open For
Pickup, [Offer, Option (only with parameter Offers/Options in
Blocks {offeropt} ON)], [S&C Ceiling (only with parameter
Sales & Catering Front Office Integration {p_scinteg} ON)])
Select group type (only with STATUS field in GAESTEST.DBF)
Sort selections (Date, Block Code, Name, Status+Block Code,
Status+Name, Status+Date, Status+Res. Type, Status)
Actual Blocked/Available/Picked Up
The BLOCKLST procedure (only with parameter Front Office Group Rooms Control {par_allot} ON) generates a
block forecast, one column per day, for the selected time period (the system defaults to the next month). The report
includes block code, block name, rate code, reservation type and the block status. For each day, you can display the
number of rooms in the block that are actually blocked, that are still available, or the rooms that have been picked
up. The report gives a graphic overview on the expected business from each group during the selected time range.
For a daily overview of group business, we recommend the use of BLKOSUMM.
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Reports
Available Procedures
BS_BOOK
Reports Group
Short description
Reservations
Business on the books forecast
Selection filters
Calculate New Forecast/Reprint Last Forecast
From Date/Until Date
Include Parlors
Select Summary Room Type (only with parameter
{s_roomtype} ON)
Individuals/Groups
Definites/Tentatives
Waitlist Individuals (only with Use Waitlist Reservations
{waitlist} ON)
Include/exclude various options (Initial Phase, Open For
Pickup, [Offer, Option (only with parameter Offers/Options
in Blocks {offeropt} ON)]
Package Rate/Net Room Rate
Local Currency/Reference Currency (only with parameter
{curr_at_ci} ON)
This procedure forecasts business on the books for the next 12 months from the system date month.
Within the specified date range you can create a forecast report by adding the appropriate numbers according to
business trends to give you an accurate forecast to prepare for orders and staffing needs. Select the appropriate
filtering criteria for the forecast.
BS_CBOOK
Reports Group
Short description
Reservations
Business on the books - comparison
Selection filters
Calculate New Forecast/Reprint Last Forecast
From Date/Until Date
Include Parlors
Select Summary Room Type (only with parameter
{s_roomtype} ON)
Individuals/Groups
Definites/Tentatives
Waitlist Individuals (only with Use Waitlist Reservations
{waitlist} ON)
Include/Exclude various options (Open for Pickup/ Initial
Phase/ [Option/Offer (only with parameter {offeropt} ON)])
Package Rate/Net Room Rate
Local Currency/Reference Currency (only with parameter
{curr_at_ci} ON)
This procedure allows you to compare the actual business on the books to what has been forecasted for the selected
date range and other filter criteria. You can enter the planned rooms, planned double occupancy percentage, the
planned revenue and the planned average room rate to give a more accurate picture of your business.
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Reports
Available Procedures
BUSBOOK
Reports Group
Short description
Reservations
Business on the books forecast report
Selection filters
Calculate New Forecast/Reprint Last Forecast
From Date/Until Date
Include Parlors
Select Summary Room Type (only with parameter Summary
Room Types {s_roomtype} ON)
Individual/Group
Definite/Tentative
Waitlist Ind. (Include/exclude waitlisted individual or
include/exclude reservations with reservation type 9 (e.g.,
group waitlist) (only with parameter Use Waitlist
Reservations {waitlist} ON)
Show All Excluded Figures/Suppress Excluded Figures/Select
Columns for Printing
Package Rate/Net Room Rate
Local Currency/Reference Currency (only with parameter Use
Fidelio Multiple Currency System {curr_at_ci} ON)
Comments
This report requires the database BUSBOOK.DBF. If printed
with all columns, this report will only print completely on
Epson matrix printers or on A3 paper. Depending on the
amount of data to be calculated, forecast reports may take
quite some time to create.
The BUSBOOK report is a business on the books report displaying a forecast, one line per day, for a selected future
date range (default one month starting today). The information includes individual and group reservations, definite
and tentative block reservations, waitlisted individual and group reservations, total number of reserved rooms, out
of order and service rooms, turnaways, available rooms, occupancy in percent, overbooking level, projected
occupancy in percent, number of guests in house, double occupancy in percent and the individual and group
revenue and average rate.
CHKRTDET
Reports Group
Short description
Reservations
Checks reservations for invalid rate details
Selection filters
From Date/Until Date
The CHKRTDET procedure checks the rate code of all reservations for the selected time range and lists all
reservations which do not have a valid rate details.
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Reports
Available Procedures
CNTRLST
Reports Group
Short description
Statistics
Revenue by country. A guest’s profile, which lists the guest’s
country of origin, is displayed in this report.
Selection filters
For Date
The CNTRLST procedure displays daily country statistics based on a user-entered date. The report provides daily,
monthly, and yearly figures.
CNTRLST works in conjunction with the night audit procedure CNTRSTAT. CNTRSTAT gathers daily country
statistics which are then included in this procedure report.
COMMISS
Reports Group
Short description
Financial
Commission report for agents, sources and companies
Selection filters
Source/Agent/Company
From Date/Until Date
Name
Package Rate (Y) Net Room Rate(N)
VAT % for Commission
Page Eject
Left Margin (0-9)
Include 0 Commissions
Daily Totals
The COMMISS procedure produces a commission report for agents, companies or sources. The bill-like print-out
per profile lists guests that had a stay during the selected time range, stay details, the commission percentage
applied for the stay and the resulting commission. For each profile the report sums up the totals for fixed charges,
room nights, bed nights and average rate, and indicates the total outstanding commission.
Please note: Many hotels will prefer to use Fidelio Travel Agent Processing (TAP) for calculating the outstanding
commissions, as it offers much more flexibility for setting up percentages and the general handling of
commissions.
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Available Procedures
COMPANY
Reports Group
Short description
Profile
Monthly reservation statistics for company, source, or agent
profiles
Selection filters
Actuals to Current day only
Company/Agency/Source
Individuals/Groups (enter Name)
Master Account from Guest Profiles/Master Account from
Guest Cards/Rates (enter Master)
Consolidate Master Accounts (Y or N)
Country, ZIP From/Until, Minimum Revenue, Minimum
Nights, Filter
From Month and Year/Until Month and Year
Include All Records/Include Only Club Members (only with
parameter Use Club Member Number in Guest File
{clubmember} ON)
Sorted Alphabetically/by Room Nights/by Revenue
Package Rate/Net Room Rate
Local Currency/Reference Currency (only with parameter Use
Fidelio Multiple Currency System {curr_at_ci} ON)
Print in 6 Month Format/12 Month Format
Detailed Report/Summary Reports (choose one or several
details or choose a summary option)
The COMPANY procedure produces a monthly reservation statistic for all or selected companies, agents and
sources for a user-defined time period. It calculates room nights, average room rate, net room revenue, F&B
revenue, extra and total revenue, number of persons, room and tax per person, net room revenue per person, F&B
revenue, extra and total revenue per person and day-use rooms. In addition, cancellations and no-shows are
displayed.
COREV
Reports Group
Short description
Financial
Displays revenue breakdown by guest according to checkout
dates
Selection filters
By Date (For Date) /Month (Month/Year)/Date Range (From
Date/To Date)
Include Parlors
Include Tax Buckets
Include Payment Buckets
Club Members (only with parameter Use Club Member
Number in Guest File {clubmember} ON)
Airline Members
COREV displays revenue breakdown by guest, based on checkout dates. Dates can be displayed as a specific day,
month, or date range. The revenue and tax buckets are displayed for each guest on each date specified. To use this
procedure report, it is necessary to assign revenue buckets to all department codes.
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Reports
Available Procedures
DAILYST
Reports Group
Short description
Statistics
User-defined manager report
Selection filters
Start Date
Cross-checks
This report has a twin procedure in night audit called
TAGSTATS. The data is retrieved from GSTAT, the report
format from TAGSTATS.DBF. Contrary to TAGSTATS
DAILYST does not display forecast figures, as the report is
always generated for a past date.
The DAILYST procedure generates the manager report for any past date. The look of the report and the statistical
lines included are determined in the option Define Manager Report from the Miscellaneous menu in the Setup
program. The report displays the daily, month-to-date and year-to-date figures for each statistical detail, and prints
a last year's comparison, if available.
DEPART
Reports Group
Short description
Guests in House
List of all departure rooms for a specified date
Selection filters
Date
Include Parlors
This departure report displays all the room numbers of regular guests and group members who are scheduled to
depart on the departure date indicated by the user. The DEPART procedure is the sister report to ARRIVE3. All
departing guests, irrespective of whether they are checked in or not, will be listed. Day-use rooms are also included
in the calculation. Individual guests are listed with room number, name, number of adults, children and number of
adults and children that are tax-free. If the room is a share, the report will also provide the share number. In
addition, sharer rooms are indicated by an asterisk in front of the guest name. Each room is separated by an extra
line feed.
Groups are listed in a condensed form below the individual bookings. The report simply displays the group name
and on the following lines all assigned group rooms scheduled for departure on that date. Sharer room numbers are
prefixed by an asterisk.
Please note: This report is strongly based on room number. For instance, groups with the selected departure date
will only be displayed for group members with assigned rooms.
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Available Procedures
DOUBLE/ DOUBLE2
Reports Group
Short description
Profile
Locate possible double entries in guest file
Selection filters
All Records/Double Member Numbers (only with parameter
Use Club Member Number in Guest File {clubmember} ON)
Comment
Fidelio recommends using DOUBLE or DOUBLE2 once or
tw