FREQUENTLY ASKED QUESTIONS ON HART PMS
FREQUENTLY ASKED QUESTIONS ON HART
PMS
INDEX
1. INTRODUCTION TO HART PMS
2. HOW CAN I CREATE A NEW
ROOM BOOKING?
3. HOW CAN I CREATE A NEW
GROUP BOOKING?
4. HOW CAN I CHECK IN A ROOM
BOOKING?
5. HOW CAN I CHECK OUT A
ROOM BOOKING?
6. HOW CAN I MANUALLY
CHARGE SOMETHING TO A
CHECKED IN ROOM BOOKING?
7. HOW CAN I MANUALLY PAY
SOMETHING TO A CHECKED IN
ROOM BOOKING?
8. HOW CAN I CLOSE THE HOTEL
DAY?
9. HOW CAN I CANCEL A VAT
INVOICE?
10. HOW CAN I ISSUE A
DEBIT/CREDIT INVOICE?
11. HOW CAN I MAKE A FOLIO
CHARGE?
12. HOW CAN I CREATE A NEW
RATE PLAN?
13. HOW CAN I CONVERT MY
REPORTS AND INVOICES TO
PDF?
14. HOW CAN I SEARCH AND
EXPORT MY GUEST DATA?
15. HOW CAN I CREATE HART
USERS?
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73
89
90
94
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HART is a new experience in working with hospitality software. Its integrated design puts you
in control of your business. The savings that can be achieved, due to its simple and robust
design, are a pleasant surprise. Manage all the operation of your business from a single
application, bringing down costs while increasing efficiency.
HART PMS is a product for hotels of all sizes. It assists and simplifies their daily operation.
Several features are combined to maximize productivity and minimize running cost. One of
the best examples is the workflow definition feature that guarantees consistent level of service
to the client. This is achieved through the product integration that eliminates double data
entries (often resulting in non-consistent data) and enhances co-operation between
departments, in order to deliver a positive guest experience. The guest is at the centre of the
attention, as co-ordination is achieved in a much easier way using a single, fully-integrated
system, which, among other features, includes a full blown POS module.
The operation delivers data whose quality, precision and simplicity is the base of an accurate
and complete reporting system which is the heart of decision processes. Integrating all
business activities of such a complex environment is the main reason why HART PMS is a
unique product.
LOG ON TO HART PMS:
In order for you to logon to the HART PMS environment, you need to double click on the
HART icon on your desktop:
Once you have done that, the log on screen appears in front of you:
There, you need to:
Enter the User ID, given to you by the administrator of the software.
Enter the Password, given to you by the administrator of the software.
Select the Language you want the software to use from the already given drop down
menu.
Optional: If you want to have a training session you need to check on the: ‘I want to
have a training session’ check box.
Optional: If you have multiple hotel access and you must choose the hotel you want
to connect to, you must select the desired hotel from the: ‘I want to connect to’ drop
down menu.
Optional: You can check the: ‘I am working remotely’ check box, if you are indeed
working remotely.
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Optional: You can check the ‘On the Cloud check’ box, if the database you are
working on is on the Software Underground cloud environment.
Then, by pressing the Logon button you can proceed with logging on to the software.
Additional information:
The Exit button closes the Logon window.
The Configure button offers you the opportunity to configure the access to the hotel’s server
and database (in order to be able to do that, you need to enter an Administrator’s User ID to
the Logon screen and then press Configure):
The information you need to enter is the following:
Base Hotel: The name of the property you want to use as your default connection.
Base server: The server name.
Base database: The database name.
Training server: The training server name (if there is one).
Training database: The training database name (if there is one).
Update location: The server name (this is used for automatic updates).
Cloud Database: The cloud database name.
Right underneath the main configure access details, you are able to enter information
regarding your remote hotel connections.
By pressing the Add button (at the bottom of the window) you can add a new row of
information.
By pressing the Remove button (at the bottom of the window) you can remove a row
of information.
By pressing the Save button you can save the information you have just entered.
By pressing the Exit button, you can exit the Configure Access window.
The information necessary for each remote connection, are exactly the same as the ones you
have entered while configuring your default hotel connection.
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USER SETTINGS / PRINTER DEFINITION:
Immediately after you have pressed the Logon button, the first window that appears in front
of you is the User settings window or otherwise, the printer definition window:
Here, at the Printer Name column you can see all active printers connected to your PC. The
Usage column describes which printer does what. You can choose the desired usage from
the existing drop down menu. In particular you can choose:
Report: For printing reports.
Folio: For printing folios.
Information: For printing information.
None: For printing nothing.
Receipt: For printing receipts.
Registration: For printing the hotel’s Door book (applies in Greek regulation).
PDF: For converting your invoices and reports into .pdf files (iconic printer, eg.
Bullzip).
If you want to use one printer for more than one printing usages, you can first select the
printer (by left clicking on it) and then press the Add Usage button at the bottom of the
window. This action creates a clone of the first printer with None usage, so that you can then
select the desired usage by yourself.
The Delete Usage button deletes the selected printer along with its usage.
The Exit button closes the User settings window.
The Continue button allows you to enter the HART PMS software.
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HART PMS MAIN SCREEN DESCRIPTION:
This is the screen you will see in front of you once you have logged on to the HART PMS
software:
As you will see from first glance, HART PMS’s functionalities resemble a lot with Microsoft’s
Windows, software we are all familiar with. Windows open and close, minimize and maximize
the same way as your PC’s windows and have an environment easy to use.
Top part of the screen:
On the top left part of the screen you will be able to see the name of your hotel, the date
and the User ID of the user currently logged on to the software.
Right underneath, lies an assisting menu, which helps you with your everyday tasks. This
menu consists of the following choices:
Actions: Depending on the possibilities of every window of the software, this choice
allows you to see what you are able to do. HART PMS has many actions available
which you can activate either by:
o Selecting them from the Actions menu or
o Choosing one of the icons on the tool bar right underneath or
o Using one of the Function Keys of your keyboard which HART PMS uses as
shortcuts. The most used shortcuts are the following:
F1: Disappears / Appears the main (left) HART PMS menu
Shift + F1: Quick Search
F3: Saves data
Alt + F4: Exits HART PMS
F6: Places every window in Search mode
Shift + F7: Restores toolbar
F8 (or double click): Opens Search Wizard for Accounts, Guests,
Rooms, Rate Plans, Suppliers etc
F9: Clears the window in front of you
F10: Logout of HART PMS
F11: Exits HART PMS
F12: Adds/Removes compulsory fields (compulsory fields are
marked yellow)
Tools: Here you have some helpful tools like:
o Calculator: A mini calculator for your math
o Logout: Logout’s shortcut (F10)
o Quick Search: Quick Searches shortcut (Shift + F1)
o Vouchers: A quick voucher wizard
o Password change: If you want to change your log on password
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o Mail logon: Quick access to your emails
o Web bookings: Quick access to your web bookings
o Restore Toolbar: Restore Toolbar’s shortcut (Shift + F7)
Open Windows: HART PMS works a lot like your windows and you can work with
multiple windows open. If your open windows are one too many, HART PMS hides
them instead of minimising them, so that you don’t have many minimized windows
that interfere with your work. In order for you to find your “hidden” open windows, you
go to the Open Windows menu and choose the one you want from the list.
Help: This is a menu where you can get help regarding the following:
o Update license: Here you can enter your new license codes in order for
HART PMS to work properly. Ask your support team for the codes.
o Online support: Instead of calling your support team you can send a direct
message to them immediately by choosing this option.
o What’s new: Direct link to new release notes published on our website.
o About: Exact details of your HART PMS software (product, version,
company, copyright, installation details).
o Updates: You can choose this option in case there is a new HART PMS
release you have not yet received. Once you select this option, the update of
your software commences immediately. Do not close the window until the
process is completed.
Left part of the screen:
Here lays HART PMS’s main menu separated by the working categories of the hotel. The
categories and their subcategories are the following:
Reservations:
o Account Profile
o Availability
o Facility Booking
o Function Booking
o Function Diary
o Group Booking
o Guest Profile
o Non Resident
o Restaurant
o Room Booking
o Room Rack
Front Desk:
o Arrivals
o Cash Card
o Cashier
o Close Day
o Departures
o Directories
o Guests in House
o House Status
o In House
o Non Residents
o Traces
Sales Office:
o Account
o Account Query
o Competition
o Direct Debit
o Guest Query
o Import Guests
o Marketing
o Membership
o Office Diary
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o Profile Merge
o Rate Matrix
o Rate Plans
o Renewals
o Restrictions
o Room Yield
Materials:
o Deliveries
o Items
o Payroll
o Place Orders
o POS Browser
o Purchase Orders
o Quotations
o Requisitions
o Stocktake
o Suppliers
o Suppliers Merge
o Transfers
Financials:
o Account Browser
o Direct Debits
o Sales Ledger
o Voucher Link
o Vouchers
Configuration:
o Accounts
o Budget
o Facilities
o Financials
o Front Desk
o Functions
o Global
o Housekeeping
o Loyalty
o Maintenance
o Materials
o Memberships
o Outlets
o Profit & Loss
o Report Schedule
o Reservations
o Services
o Translation
Housekeeping:
o Assignment
o Maintenance
o Out of Order
o Quick Status
o Room Status
Reports:
o Financial
o Front Desk
o Golf
o Housekeeping
o Point of Sales
o Sales
o Spa
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2. HOW CAN I CREATE A NEW ROOM BOOKING?
There are two ways through which you can create a new room booking inside the HART PMS
software:
FIRST WAY – ROOM BOOKING:
You get inside the Reservations menu (left menu of the HART PMS software) and you
choose Room Booking. The window that will open is the main window for room bookings.
* The fields in yellow colour are compulsory, in order for the reservation to be saved.
The Room Booking option allows you to create and edit individual room bookings inside the
HART PMS software. Here is what the Room Booking window looks like:
Let’s see what the main part of this window shows us:
Guest: The name of the guest. You cannot type the name of the guest here. You
must always previously search if the guest already exists in the hotel’s archive (Guest
Profile) by double clicking (or pressing F8) inside the Guest field, so that the Guest
Wizard opens:
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You can search for the guest you are looking for by typing at least the three first letters of
his/her name inside the Surname field and then press the Search button (or Enter on your
keyboard).
If the guest you are looking for exists, you will be able to see him/her inside the line of
information on the main part of the Guest Wizard. If the guest does not exist, you will get no
information at all.
Then you can press the New button on the right part of the window and create the guest
profile from scratch, by entering the following information inside the New Guest window:
Surname: The guest’s surname.
Name: The guest’s initial name letter
Title: You can select the guest’s title from the drop down menu.
Country: You can select the guest’s country from the drop down menu.
County: Type the guest’s county.
Post Code: Type the guest’s post code.
Address: Type the guest’s address.
Town: Type the guest’s town.
Email: The guest’s email.
Birthday: The guest’s birthday.
Gender: Select the guest’s gender from the drop down menu.
Office: The guest’s office telephone number.
Home: The guest’s home telephone number.
Mobile: The guest’s mobile telephone number.
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Once you press Save the guest information will be saved not only inside the Room Booking
but also inside the Guest Profile window. The Exit button closes the window.
The Select button selects the guest from the list (you can also press Enter on your keyboard)
and the Filter button allows you to filter your search. The Exit button closes the window.
Shared Guest: The name of the second guest inside the reservation.
Status: The status of the Room Booking (you can select it from the existing drop
down menu).
ID: The reservation ID (by double clicking inside the ID field you refresh the entire
booking).
Arrival: The date that the room booking arrives (date, day, time).
Nights: Type the number of stays or select them from the arrows.
Departure: The date that the room booking departs (date, day, time).
Adults: Type the number of adults that will stay in the hotel.
Children: Type the number of children that will stay in the hotel (if there are any).
Extra Beds: Type the number of extra beds that will be needed (if there are any).
Baby Cots: Type the number of extra beds that will be needed (if there are any).
After you have finished entering the main information of the room booking you can proceed by
entering its Customer Info, its Room Info, its Marketing Info, its Financial & Other Info and its
Origin Info, which are right underneath, separated with each other by discrete lines.
Customer & Rate Info:
Company: Use the Account Wizard (by double clicking or pressing F8) in order to
find the company in charge of the room billing. This is the one who usually pays for
the arrangement of the room (if the billing is Guests Settle Extras or Full Account to
Company).
Contact: You can select the contact person of the Company from the drop down
menu that exists there or add one by pressing the Edit button on your right:
There you can enter:
o Surname: The surname of the contact person
o Name: The name of the contact person
o Title: The title of the contact person, by selecting it from an already existing
drop down menu
o Office: The office name of the contact person
o Email: The email of the contact person
o Fax: The contact person’s fax number
o Mobile: The contact person’s mobile number
o Dear: How you want the hotel to address the contact person
By pressing Save you can save the information you have just entered. By pressing Add New
you can add a new contact person’s details. By pressing Exit the Add Contact Window
closes.
Agent: Use the Account Wizard (by double clicking or pressing F8) in order to find
the agent in charge of the room billing. This is the one who usually pays for the
arrangement of the room (if the billing is Guests Settle Extras or Full Account to
Agent).
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Booker: You can select the booker of the Agent from the drop down menu that exists
there or add one by pressing the Edit button on your right (see instructions right
above on Company Contact).
Rate Plan: Double click inside this field so that the Rate Query window opens. Rate
Query presents all available rate plans for the specific stay. Double click on the
desired rate and press OK.
Discount: Here you can see whether the hotel has given a discount to the
reservation (the discount appears automatically if you have entered it inside the Rate
Query window) and who made it.
Room Rate: The daily room rate.
…: By pressing this button, you can see a room rate breakdown.
Room Info:
Type: The room type appears in this field once you select the specific room in which
the guest will check in.
Upg: Check this check box if you want other HART PMS users to see that you have
made a room upgrade.
Package: The package appears in this field once you have selected a rate plan
(previously)
Room: You can select the room in which the guest will stay in by double clicking
inside the Room field. The Allocation Wizard opens:
Here you can see all available rooms for the accommodation type you have already selected
a rate for. If you want to see all available rooms just press on the All Rooms button.
On the top left part of the window you can see the names of the Guest and the Shared
Guest, which room the guest prefers to stay in (Preferred button), the room in which he/she
stayed the last time he/she came (Last button), the Room Rate, the Room Type and in
which accommodation type the room was sold (Sold As).
The Rooms to Show frame right underneath allows you to see:
o
o
o
Available: The available rooms (chosen by default).
Booked: The booked rooms.
Out of Order: The out of order rooms.
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o
Connecting: The connecting rooms.
Just check in the check box or boxes accordingly.
For each room, you can see the following information:
o
o
o
o
o
o
o
o
o
o
o
Room: The room number.
S: It shows a small star (*) if the room is booked or a minus (-) if the room is out
of order.
Status: The status of the room (VAC for vacant, OCC for occupied usually).
Condition: The housekeeping condition of the room (DRT for dirty, CLN for clean
usually).
Type: The room type.
Fl: The room’s floor.
View: The room’s view.
Features: The room’s features.
From: The starting date for the room’s availability.
To: The ending date of the room’s availability.
Guest: The name of the guest who occupies the room currently.
On the top right part of the window you can see some buttons:
o
o
o
o
o
o
Clear: It clears the Room field inside the Room Booking window.
Search: It searches the information for any of your selections (alternatively press
Enter on your keyboard).
Filter: It allows you to filter your search according to specific parameters.
Select: It selects your choice of room (alternatively double click on the room).
Exit: It closes the Allocation Wizard window.
All Rooms: It shows all rooms.
DNM: You can check the DNM check box if you want the room to have Do Not Move
restrictions.
Group: Here you can see if the room booking is connected to a group. The (+) button
adds the reservation to a group and the (-) removes the reservation from a group.
Marketing Info:
Source: You can select the source of the room booking by selecting it from the
already given drop down menu (you can edit the choices of this drop down menu
from Configuration→ Accounts→ tab Sources*).
Segment: You can select the market segment of the room booking by selecting it
from the already given drop down menu (you can edit the choices of this drop down
menu from Configuration→ Accounts→ top part of the window –for more details
please see the relevant part of this manual).
Subsegment: You can select the market subsegment of the room booking by
selecting it from the already given drop down menu (you can edit the choices of this
drop-down menu from Configuration→ Accounts→ tab Subsegments).
How heard: You can select how the person who made the room booking heard of
your hotel by selecting the source from the already given drop down menu (you can
edit the choices of this drop-down menu from Configuration→ Reservations→ tab
How Heard*).
Financial & Other Info:
Payment: Select from the drop down menu the payment method that the guest
usually chooses to pay your hotel.
Cash: Check this check box if you want to allow the customer to use the hotel’s
facilities (Restaurant, Spa, Golf etc), by paying only with cash.
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Credit Card: Here you can press the Edit button and enter the credit card number of
the guest. Only users with authorization can see the credit card number after you
have saved the information for the first time.
Expiry Date: Type the expiry date of the credit card.
Cr Limit: Type the credit limit of the card.
Purchase No: Type the purchase order number for the specific group booking.
Billing: Choose the billing method for this room booking by selecting it from the
already given drop down menu. You can choose one of the following:
o Full Account to Company: If you want the Company in charge of the billing
to pay for all charges made (arrangement and extras paid by the company).
o Guests Settle Extras: If you want the Agent or Company in charge of the
billing to pay for the room arrangement and individual guests to pay for their
extra consumptions.
o Pay Own Account: If the guests pays for everything (arrangement and
extras paid by the guest).
o Full Account to Agent: If you want the Agent in charge of the billing to pay
for all charges made (arrangement and extras paid by the agent).
o Not Agreed: Choose this option in case the billing method of the room
booking is not yet agreed. Be careful with this choice because if the billing
method is not agreed, then the HART PMS software cannot know who to
charge.
Special Needs: Select if the guest of this room booking has any special needs from
the already given drop down menu (you can edit the choices of this drop-down menu
from Configuration→ Reservations→ tab Special Needs).
Contact Info: Type the guest’s contact information.
Occasion: Select the occasion for which the guest has come to the hotel from the
already given drop down menu (edit the choices of this menu from Configuration→
Reservations→ tab Occasions*).
Origin Info:
Origin: Double click inside this field so that the Account Wizard opens. You can
choose the account from which the room booking originated.
Commission: Double click inside this field so that the Account Wizard opens. You
can choose the account you need to pay commission to.
Web Ref: Here you can see the booking’s web reference (if you have the HART web
booking engine) or you can type it (if you are using another software).
Misc Booking:
Overbooking: This field shows you the number of overbookings made for the
specific room type.
Option Date: In cases of tentative reservations you can select the option date from
this calendar, so that you know when to contact the guest and make the reservation
definite (usually this is done when the deposit is made).
Connected: The connected room or the master reservation ID.
Split: This check box is checked if there is a room split made.
…: By pressing this button, you can see the room splits already made.
Created: Here you can see the date and time that the room booking was saved for
the first time.
Total Rate: The daily rate multiplied with the number of stays gives you the total rate
of the booking (rate changes are included inside the total rate).
Deposit: The total deposits amount.
After you have completed entering all necessary information of the Room Booking you can
press Save.
On the bottom right part of the Room Booking window several important tabs exist. Here is
what each of these tabs does:
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Tab Profile:
On the left part of the window you can see some information about the guest (s). These are
the same information that you have inside the Guest Profile and no matter where you change
it both windows (Room Booking and Guest Profile) are updated.
The information you can enter about the guest are the following:
Surname: The guest’s surname.
Name: The guest’s name.
Title: Select the guest’s title from the drop down menu (you can edit the choices of
this drop down menu from Configuration→ Reservations→ tab Titles*).
Vip: Select the guest’s VIP category from the drop down menu (if he/she is a VIP)
Gender: Select the guest’s gender from the drop down menu.
Post Code: Type the guest’s post code.
Address: Type the guest’s address.
Town: The guest’s town.
County: Select the guest’s county from the drop down menu.
Country: Select the guest’s country from the drop down menu (you can edit the
choices of this menu from Configuration→ Global→ Countries*).
ID: This is the unique ID that HART PMS software gives to the guest once you Save
the information you have entered for the first time.
Line 2: Here you can type whatever you want about the guest, as a reference.
Email: Type the guest’s email.
Fax: Type the guest’s fax number.
Office: Type the guest’s office telephone number.
Home: Type the guest’s home telephone number.
Mobile: Type the guest’s mobile telephone number.
Pref Room: You can select the guest’s room preference from the drop down menu.
Birthday: Type the guest’s birthday.
Dear: Type how you want the hotel to address the guest.
Job Title: Type the guest’s job title.
Reg No: Type the guest’s registration number.
TIP: In case you are searching for fields that do not exist here, you can press the More button
so that more important guest profile fields appear (Title, Nationality, Language, Passport,
Kind, Comms) or you can press the Profile button, so that the Guest Profile window opens.
There you will find anything you want.
On the right part of the window, where it says Booking Notes, you can right click and Add
Entry or press the Insert key on your keyboard in order to write some remarks about the
reservation. All remarks are presented inside the Front Desk Reports, if you select to include
Traces. At the bottom right part of the window you can select the date on which the
reservation actually came (Date Received) to you and then see all of these dates inside the
Option/Date Received report (Front Desk reports).
Tab Billing:
Tab Billing is very important for the room booking because here you can see:
How many folios the booking has on the top part of the window (according to the
billing type you have previously selected).
All charges and payments included in the folios on the bottom part of the window.
Inside this tab you can also charge or/and pay specific folios.
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Folios / Top part of the window:
For each folio here you can see the following information:
ID: The folio ID.
Folio: The name of the folio (eg. Arrangement, Full Credit etc).
Paid by: The name of the payer (the guest or company or agent you have entered
inside the Customer Info frame explained previously).
S/L: This check box is checked if the folio has debtor rights (You can give debtor
rights to a folio by going to: Financials→ Sales Ledger→”call” the account→ Inside
the Credit Related frame, where it says Credit Approval, you choose Granted from
the already given drop down menu).
M: This check box is checked if the folio is the main folio of the group booking.
Unit: The business unit of the hotel. For hotel’s with more than one business units the
user must select the correct one from the drop down menu existing there.
Receipt: Select the receipt type that needs to be issued for the specific folio from the
drop down menu.
Far right field: The folio balance.
ATTENTION:
Here is how you should see your folios according to the billing previously set:
Full Account to Company: Both S/L and M should be checked
Guests Settle Extras: Arrangement should be S/L and Extras should be M
Pay Own Account: Own Account should be M
Full Account to Agent: Both S/L and M should be checked
Not Agreed: Folios are not created in the first place, so you will not have a problem
with that.
On the right part the folios you can see three buttons:
Proforma: This option opens a report that shows you details about the reservation
(Name, Address, Fiscal Code, Fiscal Department, Activity) and the charges that are
going to “fall” inside the billing (Reservation ID, Guest Name, Package, Charge, Rate
etc) according to the rate plans you have given and the rate changes you have made.
Late Charge: This button is used ONLY for charges made after the reservation check
out. This is the button that you must press in order to issue a Credit Note and a Debit
Note (for more instructions on Credit Notes and Debit Notes please see HART PMS’s
Frequently Asked Questions file or ask your support team about it).
Details: By pressing this button you can see the transaction details below.
Charges & Payments / Bottom part of the window:
For each line of information, you can see the following:
Date: The date of the transaction.
Revenue/Payment: In which revenue center the transaction was made.
Debit: The amount that was charged.
Credit: The amount that was paid.
Notes: Charges involving packages usually show notes that describe the package
automatically. The user can change the notes by typing the ones he/she wants.
On the bottom right part of the window you can see several buttons. Here’s what each one
does (described from top to bottom):
Items: If the billing includes charges coming from HART POS, the user can press this
button so that he/she is able to see the items bought by the customer:
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This small window gives the user some information about the customer (name,
arrival, departure and Room No), the order (Order No), the items included in the order
(item name, quantity, amount, date of transaction) and the total of each order.
On its bottom you have some extra choices, like:
o
o
o
o
By Check: If you check this check box and press Retrieve you can see the
order as it appears printed (including its fiscal signature).
Retrieve: Retrieves the information you want to see.
Close: It closes the window.
Print: It gives you a printout of the order.
View: This button offers you a more detailed description on all transactions inside the
billing.
Bill: By choosing Bill a new small window appears offering you the choices described
below:
Info: For printing an Information printout (this is not a VAT Invoice)
Reprint: For reprinting VAT Invoices already issued or converting them to
.pdf files.
VAT: For issuing a VAT Invoice.
Origin: Here you can see the origin of all transactions.
Modify: This is a nice and helpful window if you want to modify all or some
transactions inside the billing of the booking. To put it in simple words Modify
helps you move transactions around, from one folio to another, from one
room to another and from one account to another.
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On the left part of the window you can see all of the transactions inside the booking separated
by the folios inside it. You can see each folio by ID, Payer and Name and you can also see
each transaction by Date, Revenue/Payment and Amount.
On the right part of the window you can see the folios existing inside the booking (Same
Room Folios -top) and you can also search for folios existing in other rooms (Room field
inside the Folio Browser frame -middle) or other accounts (Account field inside the Folio
Browser frame -middle).
Modifying transactions from one folio to another (inside the same booking):
1. Go to the left part of the window and check the transaction(s) you want to transfer.
Press the Select All button (at the bottom of the window) if you want to select all
transactions or the Clear All button (at the bottom of the window) if you want to clear
all selections.
2. Go to the top right part of the window and place the little hand in front of the folio you
want to transfer the selected transaction(s) to.
3. Press the top arrows that exist in the middle of the window.
4. Once you get the “Action completed successfully message” you will know that the
transaction(s) have been transferred.
Modifying transactions from one room to another:
1. Go to the left part of the window and check the transaction(s) you want to transfer.
Press the Select All button (at the bottom of the window) if you want to select all
transactions or the Clear All button (at the bottom of the window) if you want to clear
all selections.
2. Go to the middle right part of the window (where it says Folio Browser) and type the
room number in which you want the transaction to go to inside the Room field.
3. Press the Get Folios button on the right.
4. Right underneath, inside the frame that says Available Folios, all available folios of
the room will appear.
5. Press the bottom arrows that exist in the middle of the window.
6. Once you get the “Action completed successfully message” you will know that the
transaction(s) have been transferred.
18
Modifying transactions from one folio to another:
1. Go to the left part of the window and check the transaction(s) you want to transfer.
Press the Select All button (at the bottom of the window) if you want to select all
transactions or the Clear All button (at the bottom of the window) if you want to clear
all selections.
2. Go to the middle right part of the window (where it says Folio Browser) and type the
account name in which you want the transaction to go to inside the Account field.
3. Press the Get Folios button on the right.
4. Right underneath, inside the frame that says Available Folios, all available folios of
the account will appear.
5. Press the bottom arrows that exist in the middle of the window.
6. Once you get the “Action completed successfully message” you will know that the
transaction(s) have been transferred.
Split: The Split option works almost the same way as the Modify option. The
difference is that Modify transfers specific transactions whereas Split can split a
selected total amount of transactions by percent or by amount according to what the
customer wants.
Let’s take a quick look:
The motif is the same as the Modify window. The only difference is that in the middle of the
window, where you can see the Split Amount frame, you can type an amount or a
percentage (by checking the Percentage box) and split the selected amount to another room
or another folio.
The steps you need to follow are:
√
Go to the left part of the window and check the transaction(s) you want to split. Press
the Select All button (at the bottom of the window) if you want to select all
transactions or the Clear All button (at the bottom of the window) if you want to clear
all selections.
19
√
√
√
√
Go to the middle right part of the window (where it says Split Amount) and type the
amount or the percentage you want to split (check the Percentage check box in case
you want to split by percent)
Find the folio you want the amount or percentage to be split to.
Press the top or bottom arrows accordingly.
Once you get the “Action completed successfully message” you will know that the
split has been done.
Redo: This option undoes your last move inside the billing, eg. If you have modified a
transaction you can undo this modification.
Charging & Paying / Right part of the window:
On the right, you can see two square little windows; the first one is entitled Charge and the
second one Payment. Let’s see what each one does:
- Charge: After having selected the folio you want to charge, you can right click and Add
Entry inside this little window (or press the Insert key on your keyboard), so that several rows
of information will appear:
Then you must enter:
Revenue Center: The revenue center you want to charge can be selected from the
already given drop down menu.
Amount: Type the amount of money you want to charge.
Notes: Here you can type some notes about the charge (ATTENTION: These Notes
are shown on the VAT Invoice).
The Reset button resets the window so that you can start over (before Save).
Press Save in order to save the information you have entered.
- Payment: After having selected the folio you want to pay, you can right click and Add Entry
inside this little window (or press the Insert key on your keyboard), so that several rows of
information will appear:
Then you must enter:
Payment: You can select the payment method of the payment from the already given
drop down menu.
Amount: Type the amount of money the guest has paid.
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Notes: Here you can type some notes about the payment (ATTENTION: These
Notes are shown on the VAT Invoice).
The Reset button resets the window so that you can start over (before Save).
Press Save in order to save the information you have entered.
Tab Arrangement:
Here you can see the room’s arrangement coming from the rate plan you have chosen:
On the left part of the window you can see the package for every day of the stay,
On the top middle part of the window you can see the inclusive service(s),
On the bottom middle part of the window you can see the additional service(s)
On the top right part of the window you can see/add any extra services that the
reservation may include.
On the bottom right part of the window you can see any allowances that the
reservation includes.
Left part of the window:
Here you can see the package details. Specifically you can see:
Date: The date of the package.
Package: The description of the package (as entered inside the rate plan).
Top middle part of the window:
Here you can see the inclusive service(s) details. Specifically you can see:
Date: The date of the inclusive service(s).
Service: The service(s) included
Availability: When the service is offered (as entered inside the rate plan).
Bottom middle part of the window:
Here you can see the additional service(s) details. Specifically, you can see:
Date: The date of the additional service(s).
Charge Type: The charge type added.
Availability: When the service is offered (as entered inside the rate plan).
Top right part of the window:
Here you can see/add any extra services that the guest has requested for the reservation.
Specifically, you can add/see:
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Service: Select the appropriate service from the drop-down menu (the services that
appear here can be configured from: Configuration→ Services→ tab Services→ Add
the service and check the Extra check box).
On Date: Select the date you want the service to take place.
Charge: Key in the amount you want to charge for the service. If the service has a
pre-set price (in Configuration→ Services) then its price appears here automatically.
Charge Date: Here you can see the date that the service will be charged (same as
the On Date).
The Stay button allows you to create entries )for extra services) for the entire stay.
Bottom right part of the window:
Here you can see any allowances that the reservation includes. Specifically, you can see:
Date: The date of the allowance.
Service: The name of the service that the allowance includes.
Outlet: The outlet that the service can take place (if there is one).
Amount: The allowance amount.
Category: The item category of the allowance (if there is one).
Tab Requests:
This tab allows you to enter some of the guest’s Requests as long as the Amenities that the
hotel wants to offer him/her:
Top part of the window / Requests:
Here you can right click and Add Entry (or press the Insert key on your keyboard) in order to
open a new line of information. Then you can enter:
Requests: Select the guest’s request from the already given drop down menu (you
can edit the choices of this drop down menu from Configuration→ Reservations→ tab
Requests* -for more information please visit the relevant part of this manual).
Date: The date on which the request of the guest must be taken care of.
Status: The status of the request (select from the drop down menu: Pending,
Completed or Cancelled).
Requested By: The name of the person who requested the specific request.
At: The date and time that this person made the request.
Press Save.
Bottom part of the window / Amenities:
Here you can right click and Add Entry (or press the Insert key on your keyboard) in order to
open a new line of information. Then you can enter:
Amenities: Select the amenity you want to offer the guest by selecting it from the
already given drop down menu (you can edit the choices of this drop down menu
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from Configuration→ Reservations→ tab Amenities* -for more information please visit
the relevant part of this manual).
Date: The date on which the amenity must be given.
Status: The status of the amenity (select from the drop down menu: Pending,
Completed or Cancelled).
Requested By: The name of the person who requested the specific amenity.
At: The date and time that this person made the request.
Press Save.
Tab Guest Notes:
This tab allows you to enter/see some guest notes about this room booking (left part), but
also see/add some enhanced guest notes for the guest:
Left part of the window / Notes:
Here you can right click and Add Entry or press the Insert key on your keyboard in order to
write some notes about the reservation. All remarks are presented inside the Front Desk
Reports, if you select to include Traces.
Right part of the window / Enhanced:
Here you can add/see some enhanced information on the guest, like:
•
•
•
•
Spa Notes
Golf Notes
Dietary Requirements
Allergies
Tab Traces:
Here you can enter Traces regarding the room booking or/and any Deposits that have been
made for the room booking:
23
Top part of the window / Traces:
Right click and Add Entry or press the Insert key on your keyboard, in order to create a line of
information. Then enter:
Trace: Select the trace from the drop down menu (you can edit the choices of this
drop down menu from Configuration→ Reservations→ tab Traces*).
Date Due: The date on which the trace must be taken care of
Department: Select the department of the hotel which must take care of the specific
trace from the drop down menu.
User: Select the user who must take care of the specific trace from the drop down
menu.
Status: Select the status of the trace from the drop down menu (Pending, Completed
or Status).
Date In: The date and time that the trace was saved for the first time.
Requested by: The user who entered the trace.
Bottom part of the window / Deposits:
Right click and choose Add Entry or press the Insert key on your keyboard, in order to create
a line of information. Then enter:
Reference No: A reference number for the deposit.
Payment: Select the payment method from the drop down menu.
Amount: Type the amount of the deposit.
Guest/Account: Select the name of the payer from the drop down menu.
Date: This is the date you enter the deposit and it is given automatically by the
software
Cheque Date: Select the date of the cheque (if the payment method is by cheque),
so that you will know when to cash it.
Unit: Select the business unit that the deposit is made to (if there is one).
Receipt No: If you have pressed the Receipt button and a receipt for the deposit has
been printed out, here you can see it’s number.
After you have entered all necessary information you can press Save.
On the right part of the window you can see several buttons. Here’s what each one does
(described from top to bottom):
Remove: This option removes the deposit you have already entered. After you have
pressed this button a small window opens:
The Deposit Amount field shows you the total amount of the deposit. If you want to charge
cancellation fees, you can either type the percent you want to charge inside the Charge %
field or the straight amount you want to charge inside the Charge Amount field. Check the
Print Invoice check box if you want to print a VAT Invoice for the cancellation fees.
Press OK for proceeding or Exit for closing the window.
Activate: By pressing this button you can activate deposits that have not been
processed during the check in procedure.
24
Credit Card: By pressing this button you can connect with the Credit Card (Token)
interface (for more information on the CC Interface please contact your support
team).
Receipt: By pressing this button you get a receipt printout of the deposit.
Transfer: You can transfer the deposit by selecting where you want it to go:
You can transfer it to another:
Room Booking
Function Booking
Facility Booking
Group Booking
Non resident Booking
Folio
For each one of these choices you must also type its ID inside the ID field. Then you can
press OK to proceed or Exit to close the window.
Tab Rates:
Here you can see all room charges and services included inside the Rate Plan you have
chosen for this room booking:
The Rates tab is created as soon as you press the first Save of the booking. You can always
visit this tab in order to have a full idea of the rate plan or change the rates/prices (if
necessary) to the ones you want.
You can do that by just typing the new rate/prices and press Save.
Tab Rate Change:
There are cases where a reservation checks in with one rate plan/package/rate but during its
stay this agreement changes. In those cases, you can use the Rate Change tab in order to:
25
Change the already selected rate plan/ package/rate (left part of the window) or/and
Add additional services the guest decides to use during his/her stay (right part of the
window):
Term changes / Left part of the window:
Right click and Add Entry or press the Insert key on your keyboard, in order to make your rate
change. The information you need to enter are the following:
From: The date when the rate change starts.
To: The date when the rate change ends (the ending date must always be the date of
the check out. If you need to enter rate changes in between, you must enter more
than one records of the change).
Adults: Type the number of adults.
Children: Type the number of children.
Extra Beds: Type the number of extra beds.
Cots: Type the number of baby cots.
Room Upgrade: Check this check box if you want to make a room upgrade.
Rate Plan: You need to double click inside this field in order to open the Rate Query
window and select the new rate plan/package/rate (as always, double click on the
rate and press OK).
Package: The package selected (it appears automatically once you have chosen the
Rate Plan).
Sold As: The accommodation type of the room.
Discount: If you have given any discounts (it appears automatically once you have
chosen the Rate Plan).
Taxes: This check box is checked if taxes are included in the rate plan (it appears
automatically once you have chosen the Rate Plan).
Rate: The daily room rate ((it appears automatically once you have chosen the Rate
Plan).
Person: This check box is checked if rates are calculated per person (it appears
automatically once you have chosen the Rate Plan).
Once you have finished entering all necessary information you just press Save.
Sharers / Right part of the window:
Right click and Add Entry or press the Insert key on your keyboard, in order to give the
guest the additional services that he/she has chosen to use during his/her stay at the
hotel.
Guest Name: Double click inside the Guest Name field so that the Guest Wizard
opens. From there you can select the name of the guest who will use the
additional service.
Sold As: Select the service from the already given drop down menu (you can edit
the choices of this drop down menu from Configuration→ Services→ tab
Miscellaneous –for more information please visit the relevant part of this manual).
ATTENTION: Each sharer involves one guest (the name of who you must choose) for the
total of his/her stay.
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Press Save.
Tab Restaurant:
Here you can see any restaurant bookings made for the guest.
Tab Spa:
Here you can see any spa bookings made for the guest.
Tab Newspapers:
This option allows you to enter the preferred newspapers of the guest inside his/her
reservation, so that you are able to bring them to him/her during the stay:
Right click and Add Entry or press the Insert key on your keyboard, in order to add the
newspaper(s):
Newspaper: Select the newspaper from the drop down menu (you can edit the
choices of this drop down menu from Configuration→ Front Desk→ tab Newspapers
–for more information please visit the relevant part of this manual).
Charge: Check this check box if you want to charge the newspaper to the guest.
Press Save.
Tab Cancellations:
If the reservation is cancelled you can visit this tab in order to see why and when the guest
cancelled the reservation. Specifically, you can see:
CXL No: The cancellation number.
Reason: The cancellation reason.
User: The user who cancelled the reservation.
Date Registered: The date and time the user cancelled the reservation.
Tab Documents:
Here you can attach any documents you want to the reservation (in order for the documents
to appear in all the property’s computers, you will need to put them inside a shared folder for
all of them. Otherwise, they will only appear inside the computer they are saved in only):
Document Name: Key in a name for the document, so that you can remember what
it is.
Path: Once you select the document (later) it’s physical path will appear here. If you
double click on the path you will be able to see the document.
…: Press this button to search for the document.
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Saved: The time and time that the document was saved.
By: The user who saved the document.
On the top right part of the Room Booking window you can see several buttons. Here’s what
each one of these buttons does (from top to bottom):
Availability: It opens the Availability report.
Cancel: It cancels the reservation.
Lose: It marks the reservation as lost business.
Copy: This option allows you to copy a reservation. Once you press this button a new
window opens:
On the top part of this window you can see the following information regarding the room
booking you are viewing:
o
o
o
o
Arrival: The arrival date of the booking.
Departure: The departure date of the booking.
Copies: The number of copies for this booking or the number of copies you
want to make.
Room Type: The room type in which the guest stays in or will stay in. You
can select another room type from the drop down menu.
On your right you can see several buttons. Here’s what each one of these buttons does (from
top to bottom):
o
o
o
o
o
Add: It adds a new reservation to the copies.
Delete: It deletes the last copy you have made.
Availability: It shows you the hotel availability after you have added a new
reservation.
Copy: It makes a copy of the already selected reservation.
Exit: It closes the window.
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On the bottom part of the window you can see the hotel’s availability.
In House:
Sort Reg: By pressing this button you can sort a specific day’s arrivals alphabetically.
Check In: By pressing this button you can check in the reservation or cancel the
check in you just made.
Precharge: By pressing this button you can pre charge a reservation instead of
letting the Close Day procedure do it.
Check Out: By pressing this button you can check out the reservation.
Move: This button allows you to complete a room move, once you have previously
done a room split inside the Room Rack window (instructions follow). The scenario
covered with this button is the following:
Let’s say that you have created a reservation (DEF) that will checkin in the future.
This reservation is split inside the room rack (i.e. two days in a dbl room and two days
in a junior suite). On the day that the guest will actually move to the new room, the
Room Booking has no way of knowing about this room change. Therefore, you will
need to open the Room Booking window and press the Move button, in order for the
Room Booking to change the room in which the guest stays to the new one.
Once you press the Move button, both the Room Rack and the Room Booking
window will demonstrate the guest in his/her new room.
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SECOND WAY – ROOM RACK:
The Room Rack is actually the room plan of HART PMS and it looks like this:
On the far left and far right part of the window you can see all of the hotel’s rooms sorted
either by room number or room type (depending on how you want to see them), having a
different color for each room type. At the bottom of these two columns (far left and far right)
you can see the Overflow rooms (ghost rooms used only for cases of overbookings).
Inside top horizontal line (moving from left to right) you can see:
The months of the year.
The year (select the year you want to see by pressing the green arrows).
Filter: A filter button which allows you to select what to see inside the room rack.
Refresh: A refresh button which refreshes the room rack data after you have made
any changes.
Reset: This option removes any filter selections.
Notes: It appears a small window with the reservation notes (if there are any).
A drop down menu from which you can select how you want to see the reservations
inside the room rack. You can see them:
o By Status: The status of the reservation (you can give different a color to
each status from Configuration→ Reservations→ top part of the window –for
more information please visit the relevant part of this manual).
o By Account: The account involved in the reservation (you can give different
a color to each account from Sales Office→ Account→ tab Details -for more
information please visit the relevant part of this manual).
o By Rate: The rate plan selected for each reservation (you can give different a
color to each account from Sales Office→ Rate Plans→ check box color --for
more information please visit the relevant part of this manual).
Print: By pressing this button you can get a printer layout of the rack.
Enhanced: By pressing this button you get an enhanced presentation of the room
rack (Windows Vista 7 & 8).
In the middle, wide part of the room rack you can see all existing reservations. Each square
equals one day (you can see each day/date of the month in light blue color at the top of each
column) and the green vertical line indicates today’s date (this is the HART PMS date and not
the computer date or the actual date).
30
From here you can:
Create a new reservation by left clicking on the date and room number you want to
put the reservation to (this action automatically opens the Room Booking window
where you can start typing the booking information necessary –Arrival date and
Room number are already selected from the point you left clicked).
Edit/View/Move an already existing reservation by right clicking on it. Right click
inside the Room Rack offers a line of choices. These are the following:
o Edit: This option automatically opens the Room Booking window so that you
can see all information regarding this booking and change them (if
necessary).
o Move: This option allows you to move a reservation from one room to
another. For the Move option to be available you need to follow the
procedure mentioned right below:
I. Left click on the reservation on the date you want to do the room
change (arrival date for total room move or desired date for room split).
II. Go to the room you want to move the guest to.
III. Right click and select the Move option from the list.
TIP: Reservations that have been moved are marked with a little star (*) so that you know that
you have made a room Split.
ATTENTION: For reservations that have not yet checked in (DEF), on the day that the guest
actually moves from one room to the other, you must enter the Room Booking window and
press the Move button (top right part of the window). This way both the Room Rack and the
Room Booking window will be informed about the room move/split.
o
o
o
Delete: This option removes the selected date from the room stay.
Clear: This option clears all previous selections.
Info: It appears a small window with the booking’s information (Guest Name,
Arrival, Departure, Package, Company, Agent, Room number, Adults, ID,
Rate, Function, and Group).
If you left click on any already existing booking, HART PMS opens two small yellow windows
on your right where you can see the booking’s general information (Guest Name, Arrival,
Departure, Room Number) and its Stay Grid (for each day of the stay).
A small red square on the bottom right part of each booking means that this specific booking
has moving restrictions (Do Not Move).
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3. HOW CAN I CREATE A NEW GROUP BOOKING?
In order to create a group booking you must go to the Reservations menu and select the
Group Booking option.
The Group Booking option allows you to create and edit group bookings inside the HART
PMS software. You can imagine Group Booking as an “umbrella” under which you can create
edit and manage multiple room bookings quickly and easily. Here is what the Group Booking
window looks like:
Let’s see what the main part of this window shows us:
Name: The name of the group. You can enter the name of the group by typing it. If
you want to previously search for already existing groups, you can double click (or
press F8) inside the Name field, so that the Group Wizard opens. Please have in
mind that the Group Wizard only searches for already existing Group Bookings.
32
You can search for the group you are looking for by typing at least the three first letters of its
name inside the Group Name field and then press the Search button (or Enter on your
keyboard).
If the Group Name you are looking for exists, you will be able to see it inside the line of
information on the main part of the Group Wizard. If it does not exist you will get no
information at all.
The Filter button offers you the possibility to filter your search by specific information, the OK
button accepts each of your actions, the Print button gives you a printout of the Group
Wizard’s results and the Exit button closes the Group Wizard window.
Status: The status of the Group Booking (you can select it from the existing drop
down menu).
Function: If there is a function (event) linked to the group booking you are creating,
you can select it from the drop down menu there.
Arrival: The date that the first booking of the group arrives.
Departure: The date that the last booking of the group departs.
Option Date: If there is an option date for the group you can enter it here by selecting
it from the calendar (in order for you to see all option dates you can go to Reports→
Front Desk→ Option Date).
After you have finished entering the main information of the group booking you can proceed
by entering its Customer Info, its Marketing Info and its Financial & Other Info, which are right
underneath, separated with each other by discrete lines.
Customer Info:
Guest: Use the Guest Wizard (by double clicking or pressing F8) in order to find the
guest in charge of the group billing. This is the one who usually pays for the
arrangement of the group (if the billing is Guests Settle Extras).
Company: Use the Account Wizard (by double clicking or pressing F8) in order to
find the company in charge of the group billing. This is the one who usually pays for
the arrangement of the group (if the billing is Guests Settle Extras or Full Account to
Company).
Contact: You can select the contact person of the Company from the drop down
menu that exists there or add one by pressing the Edit button on your right:
33
There you can enter:
o Surname: The surname of the contact person
o Name: The name of the contact person
o Title: The title of the contact person, by selecting it from an already existing
drop down menu
o Office: The office name of the contact person
o Email: The email of the contact person
o Fax: The contact person’s fax number
o Mobile: The contact person’s mobile number
o Dear: How you want the hotel to address the contact person
By pressing Save you can save the information you have just entered. By
pressing Add New you can add a new contact person’s details. By pressing
Exit the Add Contact Window closes.
Agent: Use the Account Wizard (by double clicking or pressing F8) in order to find
the agent in charge of the group billing. This is the one who usually pays for the
arrangement of the group (if the billing is Guests Settle Extras or Full Account to
Agent).
Contact: You can select the contact person of the Agent from the drop down menu
that exists there or add one by pressing the Edit button on your right (see instructions
right above on Company Contact).
Host: Type the name of the person from the hotel staff who will host the group.
Marketing Info:
Source: You can select the source of the group booking by selecting it from the
already given drop down menu (you can edit the choices of this drop down menu
from Configuration→ Accounts→ tab Sources*).
Segment: You can select the market segment of the group booking by selecting it
from the already given drop down menu (you can edit the choices of this drop down
menu from Configuration→ Accounts→ top part of the window –for more details
please see the relevant part of this manual).
Subsegment: You can select the market subsegment of the group booking by
selecting it from the already given drop down menu (you can edit the choices of this
drop down menu from Configuration→ Accounts→ tab Subsegments).
Manager: You can select the manager of the group booking by selecting it from the
already given drop down menu (you can edit the choices of this drop down menu
from Sales Office→ Marketing→ top part of the window –for more details please see
the relevant part of this manual).
Best Tel: You can type the telephone number of the person best fit to contact for the
specific group booking.
Web: Check this check box if you want the specific Group Booking to be managed
from a web application where all guests of the group can see/edit the details of their
bookings.
How heard: You can select how the person who made the group booking heard of
your hotel by selecting the source from the already given drop down menu (you can
edit the choices of this drop down menu from Configuration→ Reservations→ tab
How Heard*).
34
Financial & Other Info:
Co-ordinator: You can select the coordinator of the group booking by selecting it
from the already given drop down menu (you can edit the choices of this drop down
menu from Sales Office→ Marketing→ top part of the window –for more details
please see the relevant part of this manual).
Purchase Order: Type the purchase order number for the specific group booking.
Billing Notes: Choose the billing method for this group booking by selecting it from
the already given drop down menu. You can choose one of the following:
o Full Account to Company: If you want the Company in charge of the billing
to pay for all charges made (arrangement and extras paid by the company).
o Guests Settle Extras: If you want the Agent or Company in charge of the
billing to pay for the group arrangement and individual guests to pay for their
extra consumptions.
o Pay Own Account: If you want all reservations involved with this group
booking to pay their billings individually (arrangement and extras paid
individually by each guest).
o Full Account to Agent: If you want the Agent in charge of the billing to pay
for all charges made (arrangement and extras paid by the agent).
o Not Agreed: Choose this option in case the billing method of the group is not
yet agreed. Be careful with this choice because if the billing method is not
agreed, then the HART PMS software cannot know who to charge.
Rate Plan: You must double click inside this field so that the Rate Query Window
opens and you are able to select which rate plan you want the group to follow. You
can choose the desired rate plan by double clicking on its name and then pressing
the OK button in the middle of the window.
Package: The package included in the rate you have selected for this group. This
field draws information automatically, once you select the desired Rate Plan (see
previous step).
Discount: This field shows whether you have given a general discount to this group
booking (you can do the discount inside the rate query window using the Discount
field –for more information please visit the relevant part of this manual). The
Percentage checkbox is checked if you have made a percent discount.
After you have completed entering all necessary information of the Group Booking you can
press Save.
On the bottom right part of the Group Booking window several important tabs exist. Here is
what each of these tabs does:
Tab Stays:
Here you can group all the stays that the specific group booking involves. This tab is really
important because it gives you the opportunity to create the reservations of the group, without
having to create them one by one.
What you need to do is create lines of information for each room type sold, by right clicking
and choosing Add Entry or pressing the Insert key on your keyboard.
Then for each line of information you must enter the following:
Arrival: Select the arrival date from the calendar.
Time: Type the time of the arrival if you know it.
Departure: Select the departure date from the calendar.
Time: Type the time of the departure if you know it.
Room Type: Select the room type you are about to sell from the already given drop
down menu (eg. DBL).
Quantity: Select the total number of rooms you will sell for the specific room type (eg.
2).
35
Sold As: Select the accommodation type you want to sell the room from the already
given drop down menu (eg. Double Standard). Here, you have the opportunity to sell
room types by giving them different accommodation types than the ones attached,
eg. You can sell a DBL room as a single room.
After you have finished entering all necessary information press Save.
Tab Bookings:
If you then go to tab Bookings you will see that HART PMS has created all of your bookings
one by one, according to the stays you have entered previously.
The information given to you for each of these bookings is the following:
Guest: The name of the guest. HART PMS uses the Group Member Mr. by default,
until you insert each room booking and change it to the one you want.
Arrival: The arrival date of the booking.
Departure: The departure date of the booking.
P: The number of persons/adults in each booking.
Status: The status of the booking.
Type: The room type given to each booking.
Package: The package included in the room rate.
Room: The room number the guest will check in. This field is by default empty until
you insert each room booking and insert the room number you want.
Sold As: The accommodation type for each booking.
ID: The unique ID of each booking.
Sync Rate: This check box indicates that the specific booking will follow the rate
given to the whole group booking. If you want some of the bookings to have different
rates than the ones given to the group you need to do the following:
o Un-check the Rate check box.
o Press Save.
o Double click on the booking you want to change the rate for, so that the
Room Booking window opens.
o There you can change the rate to the one you want, by double clicking inside
the Rate Plan field –Rate Query, select new rate and save).
TIP: You can see all bookings one by one and edit them only by double clicking on each line
of information. The Room Booking window opens and there you can do all necessary
adjustments.
Tab Billing:
Tab Billing is very important for the group booking because here you can see:
How many folios the booking has on the left part of the window (according to the
billing type you have previously selected).
The inclusive arrangement on the right part of the window.
All charges and payments included in the folios on the bottom part of the window.
In other words, the money is here.
Top part of the window:
Here you can see the group folios.
For each folio here you can see the following information:
ID: The folio ID.
Folio: The name of the folio (eg. Arrangement, Full Credit etc).
36
Paid by: The name of the payer (the guest or company or agent you have entered
inside the Customer Info frame explained previously).
S/L: This check box is checked if the folio has debtor rights (You can give debtor
rights to a folio by going to: Financials→ Sales Ledger→”call” the account→ Inside
the Credit Related frame, where it says Credit Approval, you choose Granted from
the already given drop down menu).
M: This check box is checked if the folio is the main folio of the group booking.
Unit: The business unit to which the transactions of the specific folio will go.
Receipt: Select the receipt type needed to be issued for the specific folio.
Last field on the right: The folio balance.
ATTENTION:
Here is how you should see your folios according to the billing type previously set:
Full Account to Company: Both S/L and M should be checked
Guests Settle Extras: Arrangement should be S/L and Extras should be M
Pay Own Account: Own Account should be M
Full Account to Agent: Both S/L and M should be checked
Not Agreed: Folios are not created in the first place, so you will not have a problem
with that.
At the far right part of this frame you can see a Late Charge button from where you can issue
debit/credit invoices for the previously selected folio.
Bottom part of the window:
Here you can see each folio’s transactions.
For each line of information you can see the following:
Date: The date of the transaction.
Revenue/Payment: In which revenue center the transaction was made.
Debit: The amount that was charged.
Credit: The amount that was paid.
Notes: Charges involving packages usually show notes that describe the package
automatically. The user can change the notes by typing the ones he/she wants.
On the bottom right part of the window you can see several buttons. Here’s what each one
does (described from top to bottom):
Items: If the billing includes charges coming from HART POS, the user can press this
button so that he/she is able to see the items bought by the customer:
37
This small window gives the user some information about the customer (name,
arrival, departure and Room No), the order (Order No), the items included in the order
(item name, quantity, amount, date of transaction) and the total of each order.
On its bottom you have some extra choices, like:
o
o
o
o
•
By Check: If you check this check box and press Retrieve you can see the
order as it appears printed (including its fiscal signature).
Retrieve: Retrieves the information you want to see.
Close: It closes the window.
Print: It gives you a printout of the order.
View: This button offers you a more detailed description on all transactions inside the
billing.
Bill: By choosing Bill a new small window appears offering you the choices described
below:
Info: For printing an Information printout (this is not a VAT Invoice)
Reprint: For reprinting VAT Invoices already issued or converting them to
.pdf files.
VAT: For issuing a VAT Invoice.
Origin: Here you can see the origin of all transactions.
Modify: This is a nice and helpful window if you want to modify all or some
transactions inside the billing of the booking. To put it in simple words Modify
helps you move transactions around, from one folio to another, from one
room to another and from one account to another.
38
On the left part of the window you can see all of the transactions inside the booking separated
by the folios inside it. You can see each folio by ID, Payer and Name and you can also see
each transaction by Date, Revenue/Payment and Amount.
On the right part of the window you can see the folios existing inside the booking (Same
Room Folios -top) and you can also search for folios existing in other rooms (Room field
inside the Folio Browser frame -middle) or other accounts (Account field inside the Folio
Browser frame -middle).
Modifying transactions from one folio to another (inside the same booking):
1. Go to the left part of the window and check the transaction(s) you want to transfer.
Press the Select All button (at the bottom of the window) if you want to select all
transactions or the Clear All button (at the bottom of the window) if you want to clear
all selections.
2. Go to the top right part of the window and place the little hand in front of the folio you
want to transfer the selected transaction(s) to.
3. Press the top arrows that exist in the middle of the window.
4. Once you get the “Action completed successfully message” you will know that the
transaction(s) have been transferred.
Modifying transactions from one room to another:
1. Go to the left part of the window and check the transaction(s) you want to transfer.
Press the Select All button (at the bottom of the window) if you want to select all
transactions or the Clear All button (at the bottom of the window) if you want to clear
all selections.
2. Go to the middle right part of the window (where it says Folio Browser) and type the
room number in which you want the transaction to go to inside the Room field.
3. Press the Get Folios button on the right.
4. Right underneath, inside the frame that says Available Folios, all available folios of
the room will appear.
5. Press the bottom arrows that exist in the middle of the window.
6. Once you get the “Action completed successfully message” you will know that the
transaction(s) have been transferred.
Modifying transactions from one folio to another:
1. Go to the left part of the window and check the transaction(s) you want to transfer.
Press the Select All button (at the bottom of the window) if you want to select all
transactions or the Clear All button (at the bottom of the window) if you want to clear
all selections.
2. Go to the middle right part of the window (where it says Folio Browser) and type the
account name in which you want the transaction to go to inside the Account field.
3. Press the Get Folios button on the right.
4. Right underneath, inside the frame that says Available Folios, all available folios of
the account will appear.
5. Press the bottom arrows that exist in the middle of the window.
6. Once you get the “Action completed successfully message” you will know that the
transaction(s) have been transferred.
Split: The Split option works almost the same way as the Modify option. The
difference is that Modify transfers specific transactions whereas Split can split a
selected total amount of transactions by percent or by amount according to what the
customer wants.
Let’s take a quick look:
39
The motif is the same as the Modify window. The only difference is that in the middle of the
window, where you can see the Split Amount frame, you can type an amount or a
percentage (by checking the Percentage box) and split the selected amount to another room
or another folio.
The steps you need to follow are:
I. Go to the left part of the window and check the transaction(s) you want to split. Press
II.
III.
IV.
V.
the Select All button (at the bottom of the window) if you want to select all transactions
or the Clear All button (at the bottom of the window) if you want to clear all selections.
Go to the middle right part of the window (where it says Split Amount) and type the
amount or the percentage you want to split (check the Percentage check box in case
you want to split by percent)
Find the folio you want the amount or percentage to be split to.
Press the top or bottom arrows accordingly.
Once you get the “Action completed successfully message” you will know that the
split has been done.
Redo: This option undoes your last move inside the billing, eg. If you have modified a
transaction you can undo this modification.
40
Tab Deposits:
Here you can enter any deposits that have been made for the group booking:
Right click and choose Add Entry or press the Insert key on your keyboard, in order to create
a line of information. Then enter:
Reference No: A reference number for the deposit.
Payment: Select the payment method from the drop down menu.
Amount: Type the amount of the deposit.
Guest/Account: Select the name of the payer from the drop down menu.
Date: This is the date you enter the deposit and it is given automatically by the
software.
Cheque Date: Select the date of the cheque (if the payment method is by cheque),
so that you will know when to cash it.
Receipt No: The receipt number for the deposit.
After you have entered all necessary information you can press Save.
On the right part of the window you can see several buttons. Here’s what each one does
(described from top to bottom):
Remove: This option removes the deposit you have already entered. After you have
pressed this button a small window opens:
The Deposit Amount field shows you the total amount of the deposit. If you want to charge
cancellation fees, you can either type the percent you want to charge inside the Charge %
41
field or the straight amount you want to charge inside the Charge Amount field. Check the
Print Invoice check box if you want to print a VAT Invoice for the cancellation fees.
Press OK for proceeding or Exit for closing the window.
Activate: By pressing this button you can activate deposits that have not been
processed during the check in procedure.
Credit Card: By pressing this button you can connect with the Credit Card interface
(for more information on the CC Interface please contact your support team).
Receipt: By pressing this button you get a receipt printout of the deposit.
Transfer: You can transfer the deposit by selecting where you want it to go:
You can transfer it to another:
Room Booking
Function Booking
Facility Booking
Group Booking
Non resident Booking
Folio
For each one of these choices you must also type its ID inside the ID field. Then you can
press OK to proceed or Exit to close the window.
Tab Notes:
Here you can enter any notes regarding the group booking you need to be notified for:
42
Right click and choose Add Entry or press the Insert key on your keyboard, in order to type
your notes.
Tab Rates:
Here you can see all room charges and services included inside the Rate Plan you have
chosen for this group:
The Rates tab is created as soon as you press the first Save of the booking. You can always
visit this tab in order to have a full idea of the rate plan or change the rates/prices (if
necessary) to the ones you want. You can do that by just typing the new rate/prices and press
Save.
Tab Packages:
Here you can see the group’s package coming from the rate plan you have chosen:
43
On the left part of the window you can see the package for every day of the group stay and on
the right part of the window you can see the inclusive service(s).
In particular on your left you can see:
From: The date the package starts.
To: The date the package ends.
Package: The description of the package (as entered inside the rate plan).
Complimentary: The check box is checked if it involves a complimentary package
(complimentary packages are usually not included in the hotel’s revenue).
On your right you can see:
Service: The service included
Complimentary: The check box is checked if it involves a complimentary service
(complimentary services are usually not included in the hotel’s revenue).
Tab Rate Change:
There are cases where a group checks in with one rate plan/package/rate but during its stay
this agreement changes. In those cases you can use the Rate Change tab in order to change
the already selected rate plan/ package/rate:
Right click and choose Add Entry or press the Insert key on your keyboard, in order to make
your rate change. The information you need to enter are the following:
From: The date when the rate change starts.
To: The date when the rate change ends (the ending date must always be the date of
the check out. If you need to enter rate changes in between, you must enter more
than one records of the change).
Agent: The name of the Agent in charge of the group billing (it appears automatically
given from the main group booking).
44
Company: The name of the Company in charge of the group billing (it appears
automatically given from the main group booking).
Rate Plan: You need to double click inside this field in order to open the Rate Query
window and select the new rate plan/package/rate (as always, double click on the
rate and press OK).
Package: The package selected (it appears automatically once you have chosen the
Rate Plan).
Discount: If you have given any discounts (it appears automatically once you have
chosen the Rate Plan).
Authorized: The name of the person who authorized the discount).
Taxes: This check box is checked if taxes are included in the rate plan (it appears
automatically once you have chosen the Rate Plan).
Person: This check box is checked if rates are calculated per person (it appears
automatically once you have chosen the Rate Plan).
Once you have finished entering all necessary information you just press Save.
Tab Activities
Here you can schedule and enter activities related to the group booking. Activities are
referring to the hotel’s inside tasks and management:
Right click and choose Add Entry or press the Insert key on your keyboard, in order to create
your activities. The information you must enter are the following:
Manager: Choose the manager of the activity by selecting him/her from the already
given drop down menu (you can add or edit the hotel’s managers on: Sales Office→
Marketing→ top part of the window (for more information please visit the relevant part
of this manual).
Activity: Choose the nature of the activity from a list given to you in a drop down
menu (you can edit the activities on: Configuration→ Accounts→ tab Activities*).
Completed: Check this check box once the activity is completed.
Purpose: Type the purpose of the activity.
Times: Select the times the activity will start and end.
45
Date due: Type the date on which you want this activity to be completed.
Review: Type the date on which you want this activity to be reviewed.
Notes: Type some relevant notes about the activity.
On the top right part of the Group Booking window you can see several buttons. Here is what
each if these buttons does (from top to bottom):
Availability: It opens the Availability report we have talked about previously (for more
information on the Availability report please visit the relevant part of this manual).
Cancel: This option allows you to Cancel the group booking already saved. Once you
press this button a list of cancellation reasons will appear in front of you:
Double click on the cancellation reason you want or just click on it and Press Continue. Press
Cancel if you want to close the window. The choices of this list can be edited from
Configuration→ Reservations→ tab Lost Business*).
Lose: The same thing as with Cancel.
Check Out: By pressing this button you can check the group out of your hotel. In
order to do that, all bookings included inside the group booking must be already
checked out.
Check: This option checks for any rate changes already made inside the rate plan
given for the group booking.
Restore: This option restores any previous cancellations or loses for this group
booking. The group booking is restored as a Tentative booking.
Guest List: This button gives you a report of all guests coming with this group:
46
The information given to you in this report is:
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
ID: The reservation ID.
Guest: The name of the guest.
SN: Each reservation’s special needs (if there are any).
VIP: The VIP category of the guest.
Room: The room in which each guest will stay.
Time: The time of the guest’s arrival.
Status: The current status of the guest’s reservation.
Arrival: The guest’s arrival date.
Departure: The guest’s departure date.
Type: The room type in which the guest will stay in.
Rate Code: The small code for the Rate Plan given to each booking.
Rate: The daily rate given for each booking.
Package: The package included in each booking, eg. Bed & Breakfast.
ACEB: The number of Adults, Children, Extra Beds and Baby Cots.
Occ: Each reservation’s occasion (if there is one).
Balance: The guest’s financial balance.
On the top part of the report you can select whether you want to see rates and balance in it by
checking or un-checking the Rates and Balance check box.
You can print the Guest List by pressing the small printer icon on HART PMS’s toolbar.
RecheckIn: This option allows you to recheck in the group in case you have checked
it out by mistake.
Proforma: This is a report that shows the daily rates of each booking inside the
group booking:
47
The information shown here is the following:
o
o
o
o
o
o
o
o
o
o
Resas: Each reservation ID.
Guest Name: The name of each guest.
Date from: The date from which the specific rate starts.
Date to: The date in which the specific rate ends.
Package: The package included in the rate.
Adults: The number of adults the rate refers to.
Charge: The accommodation type of the room (sold as).
Nights: The number of room nights.
Rate: The daily rate for each reservation.
Total: The total rate that will come from each reservation.
On the top part of the report you can select whether you want to see it analytically (one by
one) or by reservations, by checking either the Analytical or the By Reservation check box.
You can print the Proforma by pressing the small printer icon on HART PMS’s toolbar.
ATTENTION: A Group Booking is checked in automatically as soon as the first of its
reservations (individual room bookings) checks in. Nevertheless, its check out procedure
must be preformed individually by the user.
After all of the group’s bookings check out, you will need to:
1. Go to Reservations→ Group Booking and find the group.
2. Press the Check Out button on the top right part of the window.
3. Make the group check out the same way as you would check out any other room
booking (add a payment method, issue the invoice and check out the group).
48
4. HOW CAN I CHECK IN A ROOM BOOKING?
In order to check in a reservation, first you will have to see the arrivals of the property for the
day.
One way to see details about your arrivals is through the Arrival List report, which you can
find inside the Front Desk Reports menu.
The second way is by opening the Arrivals window inside the Front Desk menu:
Once you select the Arrivals option the Arrival Wizard opens, where you automatically see
the arrivals for today’s date (that is the HART PMS date and not the computer date or the
actual date), but you can also see the arrivals of another date, by selecting it from the
calendar on the top right part of the window.
By pressing the Search button (or Enter on your keyboard) you can see the results of the
Room Arrivals inside the middle wide part of the window. The information given to you for
each arrival is the following:
Room No: The room number in which the reservation will check in.
Type: The room type of this room.
Guest Name: The name of the guest (as you can see VIP guests appear in red color
marked with a green line).
VIP: The VIP type of the guest (RP for repeater).
Group: If the specific reservation is included inside a group booking, you can see the
name of the group here.
Company: The name of the company in charge of the billing (if there is one).
Agent: The name of the company in charge of the billing (if there is one).
Departure: The agreed departure date of the reservation.
Status: The current status of the reservation (only Definite reservations can check
in).
Cond: The current housekeeping condition of the room (DRT for dirty and CLN for
clean).
ID: The reservation ID.
49
Inside the bottom part of the window, where it says Functions, you can see the function
arrivals for the selected date (if there are any). The information that you can see for each
function is the following:
Function Name: The name of the function.
Guest Name: The name of the guest in charge of the function billing (if there is one).
Company: The company/agent in charge of the function billing (if there is one).
Host: The name of the hotel’s host for this function.
Status: The current status of the function booking.
ID: The function booking ID.
On the top right part of the window you can see several buttons. Here’s what each one of
these buttons does (from top to bottom):
Reservations:
Search: It searches for results on an already selected date.
Filter: It offers you the opportunity to filter your search of arrivals by specific
parameters.
Edit: It opens the reservation previously highlighted so that you can edit it.
Assignment:
Manual: It opens the Allocation Wizard so that you can allocate a room to the
reservation previously highlighted.
Auto: It automatically allocates rooms to the reservations that are not already
allocated.
Clear: It clears the room from an already highlighted reservation.
Check In:
Selected: Checks in the selected reservation.
All: Checks in all reservations.
Function: Checks in the selected function.
Other:
No Show: Turns the previously selected reservation to No Show.
Exit: Closes the Arrival Wizard window.
CHECK IN PROCEDURE:
There are two ways in which you can check in a reservation:
1. The first way is by first selecting the reservation you want to check in and then
pressing the Selected button at the right part of the Arrival Wizard window. Once you
have pressed the button a small window appears that asks you if you want to proceed
with this action.
If you want to proceed you press Yes. If not you press No.
If you press Yes, the room will immediately check in and a small window will inform you about
the action.
50
By pressing OK this small window closes.
2. The second way is by double clicking on the room/guest you want to check in, by
opening his/her reservation first. This way is better, because you will be able to take a
quick last look at the reservation and make sure that all the necessary information is
entered correctly. After you have taken a look at the reservation, just press the Check
In button on the top right part of the Room Booking window. The check in procedure
is exactly the same as described above.
ATTENTION: A Group Booking is checked in automatically as soon as the first of its
reservations (individual room bookings) checks in.
51
5. HOW CAN I CHECK OUT A ROOM BOOKING?
In order to check out a reservation, first you will have to see the departures at the hotel for the
day.
One way to see details about your departures is through the Departure List report, which you
can find inside the Front Desk Reports menu.
The second way is by opening the Departures window inside the Front Desk menu.
The Departures window allows the HART PMS user to see the hotel’s departures for a
specific date:
Once you select the Departures option the Departure Wizard opens, where you
automatically see the departures for today’s date (that is the HART PMS date and not the
computer date or the actual date), but you can also see the departures of another date (if the
reservations have already checked in), by selecting it from the calendar on the top right part
of the window.
By pressing the Search button (or Enter on your keyboard) you can see the results of the
Room Departures inside the middle wide part of the window. The information given to you for
each departure is the following:
B2B: Indicates back to back reservations.
Room No: The room number from which the reservation will check out.
Guest Name: The name of the guest.
Group: If the specific reservation is included inside a group booking.
Company: The name of the company in charge of the billing (if there is one).
Agent: The name of the company in charge of the billing (if there is one).
Balance: The amount total that the guest who will check out must pay. Zero balances
(0) do not mean that the reservation has no charges. In most cases it means that the
Billing is Guests Settle Extras or Full Account to Company/Agent and the guest has
not made any extra consumption, which he/she will have to pay during his/her check
out.
Status: The current status of the reservation (only Checked In reservations can
check out).
52
ID: The reservation ID.
On the right part of the window you can see several buttons. Here’s what each one of these
buttons does:
Search: It searches for results on an already selected date.
Filter: It offers you the opportunity to filter your search of departures by specific
parameters.
Edit: It opens the reservation previously highlighted in order to edit it.
Check Out: It opens the Check Out window in order to for you to proceed with your
check out.
Zero: It automatically checks out reservations which have zero (0) balance (you do
not need to issue an invoice for them).
Exit: Closes the Departure Wizard window.
The Actual check box allows you to see the reservations that have already checked out for
the day.
CHECK OUT PROCEDURE:
There are two ways in which you can check out a reservation:
1. The first way is by just pressing the Check Out button at the right part of the
Departure Wizard window. Once you have pressed the button a small window
appears that asks you for your Logon Password and your Cashier Number, so that
the HART PMS software knows which user is performing the check out.
Enter your credentials and press OK. If you press Cancel the window will close.
Once you have entered your credentials the Check Out window will open and the HART PMS
software will:
Remind you to ask the room key from the guest (‘Please leave your key’).
Ask you whether you want to print an Information for the guest or not (‘Print
Information Printout?’). Press Yes or No accordingly and proceed.
53
On the top part of the window you can see the basic information of the reservation.
Specifically you can see the following:
Guest: The name of the guest.
Room: The number/name of the room in which the guest stayed.
Arrival: The guest’s arrival date.
Departure: The guest’s departure date.
ID: The unique ID of the reservation.
Folio: Whether the reservation has one folio (Own Account) or two folios
(Arrangement and Extras).
Balance: Here you will see any balance the guest has to pay during his/her check out
process.
Paid by: Who has to pay for the specific folio (Company/Agent or guest).
Folio ID: The unique ID of the folio.
S/L: The check box is checked when the folio involves a granted debtor (agent or
company).
M: The check box is checked when the folio is the main folio of the reservation
(guest).
Underneath this information you can see a yellow frame with the title Sales Ledger, that
informs you whether there is a balance due for the agent or company concerning the
reservation (if there is one). If the agent or company has Granted Credit Approval (check on
Financials→ Sales Ledger→ Credit Approval field) the balance will always be zero,
because the HART PMS software automatically considers agents and companies with
granted credit approval as probable debtors.
Inside the red frame with the title To be Paid on Check Out, you see the balance due by the
guest of the property.
In order to perform the payment of this balance, you must right click in the centre part of the
window (Payments tab) and choose Add Entry, so that the HART PMS software opens a
new line of information.
54
The information you must enter in order to proceed with the check out is the following:
•
•
•
•
•
•
ID: This is generated automatically by the software once you press Save.
Payment Method: Select the correct payment method from the drop down menu.
Amount: Key in the amount due.
Credit Card Data: Type the credit card number, if the payment method used is by
credit card.
Expiry: Type the credit card’s expiry date.
Notes: Type some notes about this payment.
After you have entered the necessary data, just press Save (F3). The Balance To be Paid
on Check Out will automatically turn to zero.
Then you must press the VAT Invoice button on the top part of the window, so that your
invoice is printed and then the Check Out button, in order for the reservation to be checked
out.
The Information buttons allows you to issue an Information sheet about the guest’s
consumptions, the Payment button opens a line of information in the middle part of the
window so that you can enter the payment details and the Quick Pay button creates the
payment of the reservation automatically (if you have previously entered a specific Payment
Method inside the Payment field of the Room Booking).
2. The second way is by double clicking on the room/guest you want to check out, by
opening his/her reservation first. This way is better, because you will be able to take a
quick last look at the reservation and make sure that all necessary information is
entered correctly. After you have taken a look at the reservation, just press the Check
Out button on the top right part of the Room Booking window. The check out
procedure is exactly the same as described above.
ATTENTION 1: You need to remember three things here:
√ Greek regulation obliges us to issue a VAT Invoice prior to check out.
√ Greek regulation obliges us to print a plain ΑΠΥ (Απόδειξη Παροχής Υπηρεσιών) for
guests, a ΤΠΥ (Τιμολόγιο Παροχής Υπηρεσιών) for companies and agents who have
a VAT Code and a Δελτίο Φιλοξενίας for complimentary stays. After you have
pressed the VAT Invoice button HART PMS will ask you whether you want to issue a
ΑΠΥ or a ΤΠΥ. Please make sure to issue the correct one.
√ Greek regulation obliges us to print 3 copies of all invoices: One named ΣΤΕΛΕΧΟΣ
which is kept in the hotel’s archives, one named ΓΙΑ ΤΟ ΛΟΓΙΣΤΗΡΙΟ which is sent
to the accountant and one named ΓΙΑ ΤΟΝ ΠΕΛΑΤΗ which you will have to give to
the company/agent/guest.
ATTENTION 2: As far as Group Bookings are concerned their check out procedure must be
preformed individually by the user AFTER all the bookings of the group have checked out.
Specifically, after all of the group’s bookings check out, you will need to:
1. Go to Reservations→ Group Booking and find the group.
2. Press the Check Out button on the top right part of the window.
3. Make the group check out the same way as you would check out any other room
booking (add a payment method, issue the invoice and check out the group).
55
6. HOW CAN I MANUALLY CHARGE SOMETHING TO A CHECKED IN
ROOM BOOKING?
There are two ways through which you can manually charge something to a checked in room
booking:
FIRST WAY – THROUGH THE ROOM BOOKING WINDOW:
Open the Room Booking window and go to the Billing tab.
On the right part you can see two square little windows; the first one is entitled Charge and
from here you can manually charge the existing folios:
After having selected the folio you want to charge, you can right click and Add Entry inside
this little window (or press the Insert key on your keyboard), so that several rows of
information will appear:
Then you must enter:
Revenue Center: The revenue center you want to charge can be selected from the
already given drop down menu.
Amount: Type the amount of money you want to charge.
Notes: Here you can type some notes about the charge (ATTENTION: These Notes
are shown on the VAT Invoice).
The Reset button resets the window so that you can start over (before Save).
Press Save in order to save the information you have entered.
SECOND WAY – THROUGH THE CASHIER:
Go to the Front Desk menu and select Cashier.
When you press the Cashier option HART PMS asks for your credentials:
Once you enter your Logon Password and your Cashier Number and press OK, the main
window of the Cashier opens.
56
In order to charge a room, you have to right click inside the Room Charge tab (it is the
default selection) and choose Add Entry.
The information that you must enter in order to proceed with the room charge is the following:
Room: The number/name of the room from a drop down menu.
Revenue Centre: The revenue centre of the charge from a drop down menu.
Folio: The folio of the charge from a drop down menu.
Amount: Key in the amount of the charge.
Notes: If you want you can add some notes to the charge.
Press Save (F3).
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7. HOW CAN I MANUALLY PAY SOMETHING TO A CHECKED IN
ROOM BOOKING?
There are two ways through which you can manually pay something to a checked in room
booking:
FIRST WAY – THROUGH THE ROOM BOOKING WINDOW:
Open the Room Booking window and go to the Billing tab.
On the right part you can see two square little windows; the second one is entitled Payment
and from here you can manually pay the existing folios:
After having selected the folio you want to pay, you can right click and Add Entry inside this
little window (or press the Insert key on your keyboard), so that several rows of information
will appear:
Then you must enter:
Payment: You can select the payment method of the payment from the already given
drop down menu.
Amount: Type the amount of money the guest has paid.
Notes: Here you can type some notes about the payment (ATTENTION: These
Notes are shown on the VAT Invoice).
The Reset button resets the window so that you can start over (before Save).
Press Save in order to save the information you have entered.
SECOND WAY – THROUGH THE CASHIER:
When you press the cashier button HART PMS software asks for your credentials:
Once you enter your Logon Password and your Cashier Number and press OK, the main
window of the Cashier opens.
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In order to enter your payment you have to right click and choose Add Entry inside the
Payment tab of the cashier.
There you must follow the procedure described:
Accounts: Press the Accounts button and search for the room or guest/account the
payment involves. You do that by keying in the name/number of the room inside the
Room frame or the name of the guest/account inside the Account frame. Once you
press Search a list of results will come up. Choose the correct one by double clicking
on it.
Payment: Select the payment method from a drop down menu.
Amount: Key in the amount.
Notes: If you want you can add some notes to the charge.
Press Save (F3).
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8. HOW CAN I CLOSE THE HOTEL DAY?
In order for you to close any hotel day you need to go to the Front Desk menu and select the
Close Day option.
ATTENTION: The day of the hotel does not change together with the actual day (at midnight).
The day of the hotel must close only after all outlets and facilities of the hotel have been
previously closed.
Once you have selected the Close Day option a passkey check window appears:
There you must enter the Close Day password (it will be given to you by the administrator of
the software). Press OK to proceed or Cancel to close the window.
After you have pressed OK the Close Day window appears:
The information you can see here is the following:
Top left part / Close Day Info:
Closing Date: The date you are about to close.
Last Closed Date: The date of your last Close Day.
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Top middle part / Actions:
OK: Starts the close day procedure.
Backup: Takes a backup of the HART PMS database as it is at the specific moment
ATTENTION: You must always press the Backup button once you enter this window
and before you start the Close Day procedure, so that you always have a backup of
the date closed if anything goes wrong with your server.
The backups are saved inside the server’s hard disk (My Computer / C: / Back_Up
folder). This folder keeps seven back ups, one for each day of the week. The form of
the archive will be for example HotelName1.pbr, HotelName2.pbr etc. Once the
seven days of the week pass the back ups of next week will overwrite the existing
ones.
Our advise is that you should always keep your latest back ups inside a usb stick or
another external hard disk so that you make sure that you have a safe storage room
for your back ups if your server fails for any reason.
Right part / Close Day procedures:
Once you press the OK button you will see that HART PMS goes over the following
procedures one by one:
Cashier Check: Checks all cashiers.
Departure Check: Checks if you have done all your departures (if not the Departure
Wizard opens).
Arrivals Check: Checks if you have done all your arrivals (if not the Arrival Wizard
opens).
Order Check: Checks if all your POS orders have been closed properly. If not the
software will ask you whether you want it to close them for you (There are POS open
orders. Do you want to close them now?). If you select Yes then all your open
orders will automatically be closed but not included in the hotel’s revenue. If you
select No you will need to alert the hotel’s department with the open orders, so that it
proceeds with their closure.
Billing Check: Checks all billings.
Fixed Charges: Once the procedure reaches this point all of the hotel’s stays will
appear on your left:
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The information that you can see for each stay is the following:
o
o
o
o
Function: The name of the function (if any).
Group: The name of the group (if any).
Room: The room number.
Charge: The room rate for the date you are about to close.
On the top left part of the window you can see two buttons:
o
Proceed: Once you press Proceed you get the following message:
If you press Yes the Close Day procedure continues, finalizing the accommodation
charges of the day. If you press No the Close Day procedure stops.
o
Cancel: This button stops the Close Day procedure.
Date Change: It changes the date of the software.
Clear up: It does a quick clear up of the software.
Statistics: It calculates the software’s statistics.
Once the HART PMS has completed all necessary checks and procedures, you will get the
following message:
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When you press OK the software will try and connect to the HART PMS server in order to
search and find any available updates.
If it finds available updates it will start the update immediately. Please do not close the
window until the update is completed.
If it does not find available updates you will get several error messages. Close the windows
and proceed with your work.
The date of the HART PMS software has been changed.
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9. HOW CAN I CANCEL A VAT INVOICE?
You are able to cancel a VAT Invoice, if that VAT Invoice is issued the same day as your
hotel day.
The only thing that you need to remember about cancelling a VAT Invoice is that HART PMS
does cancel the VAT Invoice but it DOES NOT cancel the transactions in it. Therefore after
you have cancelled the VAT Invoice you need to make the necessary adjustments inside it’s
billing, so that you can issue it again correctly.
ATTENTION: Such adjustments can be done only if the reservation is checked in because
after the check out procedure the Room Booking window locks up and you cannot do
anything.
In order for you to cancel a VAT Invoice you need to go to the Front Desk menu and select
Cashier. The HART PMS software then asks you for your Logon Password and your
Cashier Number, so that it knows who is going to make the action.
After you have entered your credentials and pressed OK the main window of the Cashier
opens. There you need to choose the Invoices tab, where (at the bottom part of the
window) you can see a list of all the VAT Invoices issued the same day.
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After you select the VAT Invoice you want to cancel, you just have to press the Cancel
button, which is located right above the main lines of information.
After the VAT Invoice cancellation a Void will be printed out.
Cancelled VAT Invoices appear in red colour.
If you want to see older VAT Invoices just press the Old/New button. Remember that
VAT Invoices of previous dates cannot be cancelled; you can just see them from here.
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10. HOW CAN I ISSUE A DEBIT/CREDIT INVOICE?
The first thing you need to know about debit and credit invoices is that they can be issued
after the issue date of the original VAT Invoice. This means that the status of the reservation
concerning the debit/credit VAT Invoice will always be CHO (Checked Out) and that a VAT
Invoice for this reservation will already exist.
There are three ways in which you can issue a debit/credit invoice.
1. The first way is through Front Desk→ Cashier→ tab Invoices. Inside this window,
you can see the invoices issued on the same hotel day, but if you press the Old/New
button, then you will be able to see all invoices issued from the system for all the days
past:
Search for the invoice you are looking for and press the Credit Note. This action will
immediately open a Cash Card window with all the invoice transactions with a minus (-) in
front of each one of them. Then if you press the VAT Invoice button the credit not will be
issued:
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2. The second way is through the Room Booking window. After you have found the
reservation you are searching for, you must go to the Billing tab, select the folio for
which you want the debit/credit invoice to be issued and then press the Late Charge
button which is located exactly on the right of the folios.
Once you have pressed the Late Charge button, HART PMS asks you for your Logon Password
and your Cashier Number, so that it knows who is going to make the transaction.
After you have entered your credentials and pressed OK the Cash Card window will open, so
that you can issue the debit/credit invoice:
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When the Cash Card window opens, you can already see the Debit line of information, in
which you must select:
Revenue Code: The revenue code concerning the debit/credit invoice.
Amount: The amount of the debit/credit invoice. If your transaction concerns a credit
invoice you need to place a – (minus) in front of the amount. If your transaction
concerns a debit invoice you must only enter the numbers.
Notes: Key in some notes, which will appear on the printed debit/credit invoice.
Press Add Entry.
The Credit line of information will automatically appear. There you must select:
Payment: The payment method.
Amount: The amount appears automatically as it was keyed in above (credit invoices
must have negative posting both in the Debit and Credit line whereas debit invoices
must have positive postings both in the Debit and Credit line).
Notes: Key in some notes, which will appear on the printed debit/credit Invoice.
Press VAT Invoice.
NOTE: The credit note issued from the Room Booking window allows you to amend the
invoice amount in it’s total but also partially (all or part of the amount).
3. The third way is through the Sales Ledger window. This way is useful to you only if
the debit/credit invoice concerns a debtor transaction. In that case, you go to the
Financials menu, you open the Sales Ledger window, you search for the desired
Account Name and then you go to the Transactions tab.
After you choose the transaction you need to issue a debit/credit invoice for, just press the
Charge button.
The procedure from then on is exactly the same as described in way 2.
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11. HOW CAN I MAKE A FOLIO CHARGE?
Often you will need to issue VAT invoices for guests, companies or/and agents regardless of
reservations. In those cases you will need to open a folio directly underneath the profile of the
guest, company or/and agent and enter your charges and payments directly inside this folio.
Here’s the procedure you need to follow in order to make a direct folio charge:
STEP ONE: CREATE THE FOLIO
1. Go to the Financials menu and select the Sales Ledger option.
2. Double click inside the Name field in order to search and find the desired
account through the Account Wizard.
3. After you have found the desired account you must go to the Folios tab and
create a new folio inside the top part of the window (the small narrow part of
the window). The information that you must enter about each folio is the
following:
o ID: The folio ID is generated automatically after you save the
folio for the first time.
o Folio: Key in the name of the folio (ATTENTION: The name of
the folio is used only to help you have a point of reference and it
DOES NOT show on VAT invoices).
o Active: This check box is checked if the folio is active (the folio is
active by default).
o Balance: The folio balance (folio balances for new folios are 0).
o Include in Revenue: This check box is checked if the folio
charges and payments will be included in the hotel revenue (all
folios are included in revenue by default).
o Total Account Balance: Select the hotel’s business unit (in
which the income of the specific folio will go) from the drop down
menu.
4. Press Save.
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STEP TWO: ADD CHARGE(S) TO THE FOLIO
1. Go to the Front Desk menu and select the Cashier option. The first windows that will
open asks for your Logon Password and Cashier Number so that the HART PMS
software knows who is going to make the transaction. Enter your credentials and
press OK.
2. After the Cashier window opens you need to go to the Folio Charge tab. Right click
and Add Entry there in order to open new lines of information. Enter the charge’s
necessary data as follows:
o Revenue Centre: Select the revenue centre you want to make
the charge to from the drop down menu.
o Account: Select the folio you want to charge from the drop down
menu (the results in this drop down menu appear by: Account
Name-Folio Name-Folio ID).
o Amount: Key in the amount you want to charge.
o Notes: Key in some notes about the charge (notes will appear on
the VAT Invoice).
3. Press Save.
ATTENTION: If you want to make multiple charges just follow the same procedure as many
times necessary.
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STEP THREE: ADD PAYMENT(S) TO THE FOLIO
1. Remain inside the Cashier option and go to the Payments tab.
2. Right click and Add Entry there in order to open new lines of information. Enter the
payment’s necessary data as follows:
o Account: Double click inside this field in order for the Folio
Wizard to open. Key in the account name inside the Account
field and press Search. All relevant folios of your search will
appear inside the main part of the window. Double click on the
desired folio in order to select it.
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o
o
o
o
o
Payment: Select the desired payment method from the drop
down menu.
Credit Card No: Key in the credit card number if the payment is
by cc (not necessary).
Expiry: Key in the cc expiry date if the payment is by cc (not
necessary).
Amount: Key in the payment amount.
Notes: Key in some notes (notes will appear on the VAT
Invoice).
3. Press Save.
STEP FOUR: ISSUE THE VAT INVOICE
1. Return to the Financials menu and select the Sales Ledger option once again.
2. Double click inside the Name field in order to search and find the desired account
through the Account Wizard.
3. After you have found the desired account you must go to the Folios tab and highlight
the folio you have previously created.
4. Once you highlight the folio you will see that the charge(s) and the payment(s) that
you have previously made now appear inside the bottom part of the window. Please
check if you have entered the data correctly.
5. Press the Bill button on your right and select VAT inside the new small window that
will open.
6. Your VAT Invoice will be printed out.
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12. HOW CAN I CREATE A NEW RATE PLAN?
HART PMS supports two types of rate plans:
•
Standard Rate Plans: These are seasonal rate plans and work for properties that
have standard rates for particular periods of time (From-To).
•
Daily Rate Plans: These are daily rate plans and work for properties that want to
change their rates day by day.
In this manual you will find steps on how to create both standard and daily rate plans, without
the rest of the information about the rate plans (which you can find in other manuals). This is
just an easy guide to create them. Let’s see how.
NOTE: Fields marked with an asterisk (*) are compulsory.
STANDARD RATE PLANS:
A. CREATE THE RATE PLAN’S BASIC INFORMATION
1. Go to Sales Office→ Rate Plans→ Bedrooms.
2. At the top part of the window you must enter the following information:
•
*Code: A short code for the rate plan.
•
*Name: A full name for the rate plan.
•
*Package: Select the appropriate package from the drop down menu.
•
Group: Select the group in which the rate plans belongs to (if any) from the drop
down menu
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•
Stay Min: Key in the minimum number of stay days for the rate plan to be available.
•
Max: Key in the maximum number of stay days for the rate plan to be available.
•
Lead: Key in the number of days before check in that you want the rate plan to be
available.
•
Order: Key in the order number that you want the rate plan to have inside the rate
query (otherwise alphabetical).
•
Segment: Select the rate plan segment (for UK properties this goes directly inside
bookings, once you select the rate plan).
•
Sub segment: Select the rate plan segment (for UK properties this goes directly
inside bookings, once you select the rate plan).
•
*Type: Select the availability type of the rate plan. That is:
o
Available to all: General availability for all bookings.
o
Travel Agents: Only available for bookings that have an agent involved.
o
Corporate: Only available for bookings that have a company involved.
o
Contracted: Only available for agents/companies that have a contract with
the property (for instructions about contracted rate plans, allotments and
booking position please visit the relevant manual).
•
Category: Select the rate plan category from the drop down menu (if nay).
•
Colour: Double click inside this field and select a colour for the rate plan (seen in
Room Rack).
•
Chargeable: The select the type of charge:
o
Chargeable: For regular rate plans.
o
Comp: For complimentary rate plans.
o
House Use: For house use rate plans.
•
Fixed: Check this if you want the rate plan to keep the check in rate (in cases where
bookings fall on season change).
•
*Range: Select Standard from the drop down menu.
•
*Active: Check this if the rate plan is active.
•
Unit: Select the business unit that the rate plan belongs to (if necessary).
•
Master: If the specific plan is a derived one, you can select its Master rate plan from
the drop down menu and then key in the occupancy percentage discount (%) that the
rate plan must have from its master.
•
Taxes: Check this if the rate plan includes taxes.
•
BAR: Check this if the rate plan is best available rate.
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B. CREATE THE RATE PLAN SEASONS:
1. Press the Edit button at the top right part of the window.
2. The window that will open in front of you allows you to create your seasons. Just
go inside the Add New section and select the starting and ending date of each
period:
ATTENTION: The ending period of the season must be exactly the same as the starting date
of the next season.
3. Press Save and Exit.
ATTENTION: If you have made a mistake on the dates, just double click on the season and
then edit it from the middle right part of the window, where it says Edit.
4. Now you must key in the rates for each season and then each accommodation
type, as well as all other information of the rate plan, like inclusive services,
allowances and miscellaneous charges.
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ROOM RATES: At the top part of the window you must enter the rates for the rooms:
•
*Day: Select the day range of the charge from the drop down menu.
•
*Accommodation Type: Select the desired accommodation type from the drop down
menu.
•
*Charge: Key in the rate of the room,
•
*Type: Select Room if the charge is per room or Person if the charge is per person
(this draws information from the Adults field of bookings).
•
*Revenue Center: Select the revenue center that the charge belongs to from the
drop down menu.
•
Level: Select the rate level from the drop down menu (if there are any). For more
information on levelling please visit the relevant manual.
INCLUSIVE SERVICE(S): At the middle part of the window you must enter information for
any inclusive services. Particularly:
•
*Day: Select the day range of the charge from the drop down menu.
•
*Service: Select the inclusive service from the drop down menu (you can create them
in Configuration→ Services→ tab Services).
•
*Charge: Key in the rate of the service.
•
*%: Check this if the charge is a percentage.
•
*P: Check this if the charge is per person. If you don’t check anything the charge is
an amount.
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•
*Revenue Center: Select the revenue centre that the charge belongs to from the
drop down menu.
•
+: Check this is you want the charge to be added (not included) to the
accommodation rate.
ALLOWANCE(S): At the middle part of the window you can enter any allowances for
inclusive services:
• Category: Select the sales category from the drop down menu.
•
Amount: Key in the allowance amount for the category.
•
Sales Group: Select the POS sales group that the allowance belongs to from the
drop down menu (if any).
MISCELLANEOUS CHARGES: At the bottom part of the window you can enter any extra
charges for the room:
• Day: Select the day range of the charge from the drop down menu.
•
Add On: Select the extra charge from the drop down menu ((you can create them in
Configuration→ Services→ tab Miscellaneous).
•
Charge: Key in the charge for the extra service.
•
Type: Select Amount if the charge is an amount or Percent if the charge is a
percentage added to the room rate.
•
Revenue Center: Select the revenue center that the charge belongs to from the drop
down menu.
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5. After you have finished entering all the above necessary information for the
selected season, you must also do this for the other seasons of the rate plan as
well. The Copy tool, at the top right part of the window, will help you do this. This
is how:
a. Press the Copy button at the top right part of the window:
Inside the new window you can either Copy Seasons (top part of the
window) or Copy an entire Rate Plan (bottom part pf the window):
o
In order to copy a season, you must select the Source Season on the left
part of the window and the Target Season(s) on the right part of the window.
The checkboxes above allow you to select the information you want to copy:
Room Rates: Check this to copy room rates.
o
F&B: Check this to copy inclusive services.
o
Misc: Check this to copy extra charges (miscellaneous).
o
Allowance: Check this to copy allowance(s).
Press the Copy button at the middle right part of the window.
Copy Rate Plan/New Rate Plan
In order to copy the entire rate plan, on the same window you just enter a
Code for the new rate plan (at the bottom of the window) and a Name for it
and then press the Copy button right underneath.
Press Save every time you want to save your actions or Exit in order to close the window.
This is how you can create a standard rate plan.
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DAILY RATE PLANS:
A. CREATE THE RATE PLAN’S BASIC INFORMATION
1. Go to Sales Office→ Rate Plans→ Bedrooms.
2. At the top part of the window you must enter the following information:
C. *Code: A short code for the rate plan.
D. *Name: A full name for the rate plan.
E. *Package: Select the appropriate package from the drop down menu.
F. Group: Select the group in which the rate plans belongs to (if any) from the drop
down menu
G. Stay Min: Key in the minimum number of stay days for the rate plan to be available.
H. Max: Key in the maximum number of stay days for the rate plan to be available.
I.
Lead: Key in the number of days before check in that you want the rate plan to be
available.
J. Order: Key in the order number that you want the rate plan to have inside the rate
query (otherwise alphabetical).
K. Segment: Select the rate plan segment (for UK properties this goes directly inside
bookings, once you select the rate plan).
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L. Sub segment: Select the rate plan segment (for UK properties this goes directly
inside bookings, once you select the rate plan).
M. *Type: Select the availability type of the rate plan. That is:
a. Available to all: General availability for all bookings.
b. Travel Agents: Only available for bookings that have an agent involved.
c.
Corporate: Only available for bookings that have a company involved.
d. Contracted: Only available for agents/companies that have a contract with
the property (for instructions about contracted rate plans, allotments and
booking position please visit the relevant manual).
N. Category: Select the rate plan category from the drop down menu (if nay).
O. Colour: Double click inside this field and select a colour for the rate plan (seen in
Room Rack).
P. Chargeable: The select the type of charge:
a. Chargeable: For regular rate plans.
b. Comp: For complimentary rate plans.
c.
House Use: For house use rate plans.
Q. Fixed: Check this if you want the rate plan to keep the check in rate (in cases where
bookings fall on season change).
R. *Range: Select Daily from the drop down menu.
S. *Active: Check this if the rate plan is active.
T. Unit: Select the business unit that the rate plan belongs to (if necessary).
U. Master: If the specific plan is a derived one, you can select its Master rate plan from
the drop down menu and then key in the occupancy percentage discount (%) that the
rate plan must have from its master.
V. Taxes: Check this if the rate plan includes taxes.
W. BAR: Check this if the rate plan is best available rate.
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B. CREATE THE RATE PLAN DAILY RATES:
1. Press the Edit button at the top right part of the window.
2. The first time you will press the Edit button, the Price Matrix Wizard will open in
front of you immediately, so that you create the days and the rates of the rate
plan:
Specifically, you must enter:
•
Starting-Ending: The starting date of the date plan and the ending date of the rate
plan.
•
Days: Select the days for which you want the rate plan to work.
3. Press the Initialize button in order for the accommodation types to appear at the
top right part of the window. Press Add if you want to add more accommodation
types or/and Delete if you want to delete accommodation types.
4. The information that you must enter for each accommodation type is the
following:
a. Day: Select the day range from the drop down menu.
b. Accommodation Type: Select the accommodation type from the drop
down menu.
c.
Charge: Key in the charge amount.
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d. P: Key in the number of people for which the charge is set. Not putting
anything there means that the charge involves the default number of
people of the room.
e. Type: Select Room or Person according on how you want the system to
charge the room rate.
f.
Revenue Centre: Select the revenue center you want the specific
income to go to.
5. Press the Create button.
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This action leads to creating the daily rates both inside the Daily Rates window…:
…And the Rate Plan window:
C. EDIT / ADD / DELETE:
If you need to extend the days of your rate plan (create new daily seasons), you must enter
the Price Matrix Wizard again and do the procedure described above (with Initialize) once
more.
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If you need to make any changes to already existing days of the rate plan, you must enter the
Price Matrix Wizard again and use the Quick Edit fields at the bottom of the window:
QUICK EDIT (ROOMS) FOR EXISTING SEASONS:
If you need to Add room rates to an existing season (i.e. for 1,3 or 4 pax), Edit or/and Delete
them, you can do this from the Quick Edit board on the left. The information that you must
enter for each one of these actions are:
• Price: The room price.
•
Revenue: Select the appropriate revenue center from the drop down menu.
•
Day: Select the day range from the drop down menu.
•
Type: Select Room or Person from the drop down menu.
•
Room Type: Select the appropriate accommodation type from the drop down menu.
•
Adults: Select the number of adults for which the price is set from the drop down
menu.
Press Add if you want to add the rate (i.e. this works for the number of adults only).
Press Set if you want to change any other information of the rate.
Press Delete if you want to delete the selected dates (from the calendars above).
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QUICK EDIT (F&B) FOR EXISTING SEASONS:
If you need to Add F&B rates to an existing season (i.e. for 1,3 or 4 pax), Edit or/and Delete
them, you can do this from the Quick Edit board on the right. The information that you must
enter for each one of these actions are:
•
Charge: The service charge.
•
Revenue: Select the appropriate revenue center from the drop down menu.
•
Day: Select the day range from the drop down menu.
•
Type: Select Room or Person from the drop down menu.
•
Service: Select the desired service from the drop down menu.
•
Percentage: Check this check box if the charge is a percentage.
•
Add On: Press this check box if the charge is an add on to the room rate.
Press Add if you want to add a service (i.e. this works for the number of adults only).
Press Set if you want to change any other information of the service.
Press Delete if you want to delete the selected service (from the calendars above).
ADDITIONAL INFORMATION FOR THE DAILY RATE PLANS:
The Daily Rates window is the window in which you will later be able to update your daily
rates. You can see the months of the year (horizontally) and the days of the month (vertically).
You can just select the year you want to see daily rates for and press Show. The rest of the
information that you can see at the top part of the window is the following:
•
Year: Select the year you want to see daily rates for and press Show.
•
Rate Plan: It indicates the rate plan name for which you are about to see daily rates.
•
Type: Select the room type for which you want to see daily rates.
•
Pax: Select the number of people you want to see daily rates for. Default refers to 2
people.
If you go back to the main Rate Plan window, you will see that each day of the selected
season (previously set, from the Wizard button) is created.
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From this window you can create the Allowances and the Miscellaneous charges:
ALLOWANCE(S): At the middle part of the window you can enter any allowances for
inclusive services:
•
Category: Select the sales category from the drop down menu.
•
Amount: Key in the allowance amount for the category.
•
Sales Group: Select the POS sales group that the allowance belongs to from the
drop down menu (if any).
MISCELLANEOUS CHARGES: At the bottom part of the window you can enter any extra
charges for the room:
•
Day: Select the day range of the charge from the drop down menu.
•
Add On: Select the extra charge from the drop down menu ((you can create them in
Configuration→ Services→ tab Miscellaneous).
•
Charge: Key in the charge for the extra service.
•
Type: Select Amount if the charge is an amount or Percent if the charge is a
percentage added to the room rate.
•
Revenue Center: Select the revenue center that the charge belongs to from the drop
down menu.
The Copy tool at the top right part of the window will help you copy Allowance and
Miscellaneous entries (but Rooms and F&B as well) from a daily season to others. This is
how:
a. Press the Copy button at the top right part of the window:
b.
Inside the new window you can either Copy Seasons (top left part of the window), Copy
Season to Period (top right part of the window) or Copy an entire Rate Plan (bottom part pf
the window):
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Copy Seasons:
In order to copy a season, you must select the Source Season on the left part of the window
and the Target Season(s) on the right part of the window. The checkboxes above allow you
to select the information you want to copy:
o
Room Rates: Check this to copy room rates.
o
F&B: Check this to copy inclusive services.
o
Misc: Check this to copy extra charges (miscellaneous).
o
Allowance: Check this to copy allowance(s).
o
None: Unselects all seasons.
o
All: Selects all seasons
Press the Copy button at the middle part of the window.
Copy Season to Period:
In order to copy a season to a selected period, you must select the Source Season on the
left part of the window and the Target Period(From-To) on the right part of the window. The
checkboxes above allow you to select the information you want to copy:
o
Room Rates: Check this to copy room rates.
o
F&B: Check this to copy inclusive services.
o
Misc: Check this to copy extra charges (miscellaneous).
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o
Allowance: Check this to copy allowance(s).
o
None: Unselects all seasons.
o
All: Selects all seasons
Press the Copy button at the middle right part of the window.
Copy Rate Plan/New Rate Plan
In order to copy the entire rate plan, on the same window you just enter a Code for the new
rate plan (at the bottom of the window) and a Name for it and then press the Copy button
right underneath.
Press Save every time you want to save your actions or Exit in order to close the window.
UPDATE RATES DAILY:
From now on you can change your rate plan’s rates daily in two ways:
1) Daily Rates window: Either by just clicking inside each cell, keying in the desired
rate and pressing Save.
2) Price Matrix Wizard: Or by using the Wizard again.
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13. HOW CAN I CONVERT MY REPORTS AND INVOICES TO PDF?
In order for you to convert your reports and invoices into PDF, you must either have the
Adode Acrobat PDF Editor (or some relevant program) installed on your computer or you will
need to install a virtual printer on your computer.
HART PMS uses the Bullzip PDF printer.
In order to install the Bullzip virtual printer, just follow the steps indicated below:
1. Go to www.bullzip.com. Press the green ‘Free Download’ button underneath the
‘PDF Printer’.
2. On the page that will open select ‘Download’ inside the ‘Standard’ column.
3. Save the file (Setup_BullzipPDFPrinter….exe) on your desktop.
4. Double click on the file so that the installation begins (Run→Choose Language and
ΟΚ→Next (I accept the agreement)→Next→Next→Next→Install).
5. While logging on to your HART PMS software, stop at the ‘User Settings’ window
(the first one after Logon), find the Bullzip PDF Printer and select PDF as its Usage.
After you have finished the installation of the virtual PDF printer (something you will have to
do just once), you can convert all your invoices and reports to PDF, by just pressing the PDF
icon on your HART PMS toolbar.
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14. HOW CAN I SEARCH AND EXPORT MY GUEST DATA?
In order for you to search and find the desired guest information and then export them to
excel sheets you need to go to the Sales Office menu and select the Guest Query option:
The window that opens in front of you looks like this:
At the top part of the window you can see several tabs which you can use in order to set
specific criteria for your search. These tabs are the following:
Profile
Rooms
Restaurant
Spa
Golf
Memberships
Functions
Spent
Let’s see these tabs one by one:
Profile tab:
Here you can set the following search criteria:
Drop Down Menu on the top left part: Select either guests who do not want any
communication (No Communication), guests to whom you can send an email or
post (Email & Post) or Everyone.
Corporate Address: Check this check box if you want to search for guests with a
corporate address.
Combine Results: Check this check box if you want to combine results.
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Exclude Stayovers: Check this check box if you want to exclude stay over guests
from the query.
Country of Residence: Check the country of residence you want to see results for.
Vip Categories: Check the Vip categories you want to see results for.
Interests: Check the interests you want to see results for.
Nationality: Check the nationality(ies) you want to see results for.
Profession: Check the profession(s) you want to see results for.
The All buttons select all criteria and the Clear buttons clear all criteria selected.
Rooms tab:
Here you can set the following search criteria:
Rate Plans: Check the rate plans you want to see results for.
Segments: Check the segments you want to see results for.
How Heard: Check the how heard information you want to see results for.
Source: Check the booking source information you want to see results for.
Use Room Data in the Current Query: Check this check box if you want to use
room data in your query.
Arrival: Set the arrival date span by typing the dates (From-To) based on room
bookings.
Departure: Set the departure date span by typing the dates (From-To) based on
room bookings.
Agent: Type the name of the agent you want to see results for.
Company: Type the name of the company you want to see results for.
Promotion Guests Only: Check this check box if you want to see results only for
promotion guests.
Rate: Set the rate span (From-To) based on the room bookings.
Visits: Set the visits span (From-To) based on the room bookings.
Revenue: Set the revenue span (From-To) based on the room bookings.
The All buttons select all criteria and the Clear buttons clear all criteria selected.
Restaurant tab:
Here you can set the following search criteria:
Sales Groups: Check the sales groups you want to see results for.
Outlets: Check the outlets you want to see results for.
Use Restaurant Data in the Current Query: Check this check box if you want to use
data from restaurant bookings in your query.
Visits: Set the visits span (From-To) based on the restaurant bookings.
Revenue: Set the revenue span (From-To) based on the restaurant bookings.
The All buttons select all criteria and the Clear buttons clear all criteria selected.
Spa tab:
Here you can set the following search criteria:
Treatments: Check the treatments you want to see results for.
Use Spa Data in the Current Query: Check this check box if you want to use data
from spa bookings in your query.
Arrival: Set the arrival date span by typing the dates (From-To) based on spa
bookings.
Visits: Set the visits span (From-To) based on the spa bookings.
Revenue: Set the revenue span (From-To) based on the spa bookings.
Spa Days Only: Check this check box if you want to see results for spa days only.
Sales Groups: Check the sales groups you want to see results for.
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Outlets: Check the outlets you want to see results for.
The All buttons select all criteria and the Clear buttons clear all criteria selected.
Golf tab:
Here you can set the following search criteria:
Golf Segments: Check the golf segments you want to see results for.
Use Golf Data in the Current Query: Check this check box if you want to use data
from golf bookings in your query.
Dates: Set the date span by typing the dates (From-To) based on golf bookings.
Memberships tab:
Here you can set the following search criteria:
Members On: Insert the date for which you want to see members.
Use Membership Data in the Current Query: Check this check box if you want to
use membership data in your query.
Memberships: Check the memberships you want to see results for.
Membership Status (Current): Check the membership status you want to see
results for.
Payment Terms: Check the Paid Upfront check box if you want to see results for
upfront memberships and the Direct Debit check box if you want to see results for
direct debit memberships.
The All button selects all criteria, the Clear button clears all criteria selected and the Filter
button allows you to filter the criteria by Membership Type. The Reset button there clears all
filters applied.
Functions tab:
Here you can set the following search criteria:
Meeting Types: Check the meeting types you want to see results for.
Use Function Data in the Current Query: Check this check box if you want to use
account membership data in your query.
Arrival: Set the time span (From-To) based on function arrivals.
Visits: Set the visits span (From-To) based on the function bookings.
Revenue: Set the revenue span (From-To) based on the function bookings.
Function Spaces: Check the function spaces you want to see results for.
The All button selects all criteria and the Clear button clears all criteria selected.
Spent tab:
Here you can set the following search criteria:
Revenue Groups: Check the revenue groups you want to see results for.
Use Spent Data in the Current Query: Check this check box if you want to use
payment data in your query.
Arrival: Set the arrival time span (From-To) based on payments.
Revenue: Check this check box if you want to include revenue information in your
search.
The All buttons select all criteria and the Clear buttons clear all criteria selected.
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At the top right part of the window you can see two check boxes and two buttons. Here’s what
they do:
Email: Check this check box if you want to see only emails in the results.
Postcode: Check this checkbox if you want to see only postcode in the results.
Limit: If you have previously checked the Email or/and Postcode checkboxes, you
can press the Limit button in order to see results for guests that do not have emails
or/and postcodes.
BDay: By pressing this button you can select to see guests who have their birthdays
during a specific period of time. Just type in the date span you want to see guests for
(From-To).
After you have finished entering the desired search criteria you must press the Search button
at the bottom right part of the window. By doing that HART PMS starts searching for results
and presents them inside the wide white part of the window (along with all the information
entered by users for each guest).
From there you can either:
Export: Export the results into an excel sheet.
Print: Print the results.
Filter: Filter the results further.
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14. HOW CAN I CREATE HART USERS?
In order for you to create new users and their rights inside the HART PMS software you need
to follow these indicated steps:
1. Configuration → Maintenance → tab Security
On the bottom left part of the window, right underneath the User Role indication, create some
server roles that exist inside your hotel. You will find some ready inside your software, if you
do not want them just delete them and create new ones.
Press Save (F3).
After you have created your User Roles, go to the top center part of the window, right
underneath the Menu Option indication and choose which of the HART menus you want the
User Role to have access to. You must tick the checkbox All if you want the specific User
Role to have access to all sub-menus of the specific menu option.
Press Save (F3).
After you have created the Menu Options go to the bottom center part of the window, right
underneath the Option indication and choose:
The sub-menus of each Menu Option you want the User Role to have access to (if
the checkbox All is not selected) or
The sub-menus of each Menu Option you want the User Role to be excluded from,
by clicking inside the X checkbox.
Press Save (F3).
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2. Configuration → Maintenance → tab Users
Right click and Add Entry, in order to open a new line of data. Inside this new line you must
type in:
User ID: The username of the user (this is what you must type inside the HART logon
window).
User Name: The name of the user.
Password: The password of the user (this is what you must type inside the HART
logon window).
Press Save (F3).
3. Right click and Add Entry underneath the Role indication (on the bottom left part of
the window) so that you can connect each user with their User Role(s).
Press Save (F3).
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