User Manual - JCL Team Business Solutions

User Manual - JCL Team Business Solutions
Advanced Lodging Management Software
v.2.23
User Manual
User Manual
Content
Introduction……………………………………………………………………………………………...6
General Terms……........…………………………………………………………………………….6
Network Configuration Window………......................................................................................8
Activation Window…...………………………………………………………………………………....8
Main Screen……………….………………………………………………………………………….….8
Main Menu Options………….………………………………………………………………………15
Administration……………………………………………………………………………………...15
Users….………………………………………………………………………………………….…15
Change User……………………………………………………………………………………….16
Theme…………………………………………………………………………………………….…16
Options..………………………………………………………………………………………...….16
Backup Copies…………………………………………………………………………………….21
Exit………………………………………………………………………………………………..…22
Configuration……….…………………………………………………………………………..……23
Property Information……………………………………………………………………………..23
Room Types…….....……………………………………………………………………………....24
Rooms………...………………………………………………………………………………….…25
Rate Types………………………………………………………………………………………….27
Extra Service Types………………………………………………………………………………28
Seasons…..…………………………………………………………………………………………29
Cash Boxes…………...…………………………………………………………………………....31
Currency Exchange Rates……………………………...………………………………………..32
Currency Denominations………………………………………………………………………...33
Client Types………………………………………………………………………………………...35
Client Tittle………………………………………………………………………………….………36
Document Types……...……………………….………………………………………………..…37
Payment Type..………………………………………………………………………..…..……….38
Account Type………………………………………………………………………………………39
Countries..…………………………………….……………………………………………..……..40
Business Source Type………………………………………………………………….………..41
Business Sources………..……………………………………………………………………….42
Clients..…………………………………………………………………………….……...………..45
Client’s Report……………........…………………………………………………………….…....52
Accounts…………………………………………………………………………………………....52
Transactions………………………………………………………………………………..……54
Deposits………………………………………………………………………………….……….55
Assign Deposits to Transactions…………………………………………………………....57
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Merge Accounts………………………………………………………………………………...58
Accounts List Report…………………………………………………………………….…….58
Room Locking………….………………………………………………………………….....……58
Economy……………………………………………………………………………………………...61
Rates Configuration………………………………………………………………………………61
Tax Definitions………………………………………………………………………………….…62
Extra Services……………………………………………………………………………………..63
Invoices Center……………………………………………………………………………………64
Payment Center………………………………………………………………………………...…68
Commissions Center…………………………………………………………………………..…70
Open Cash Box…………………………………………………………………………………....70
Close Cash Box……………………………………………………………………………………71
Reservations……………………………………………………………………………………..…..72
New Reservation……………………………………………………………………………….….72
New Group Reservation……………………………………………………………………….…76
Reservation List……..…………………………………………………………………………….79
Group Reservation List…………………………………………………………………………..80
Stay..…...……………………………………………………………………………………………...82
Guests List….…………………………………………………………………………………......82
Stay List………..…….…………………..………….......…………………………………………82
Group Stay List……………….………………………………………………………………...…83
Check-In/Out……………………………………………………………………………………..…..85
Guests Check-in……….…………………………………………………………….……………85
Guests Check-out…...………………………………………………………………………..…..85
Report...……………………………………………………………………………………………....88
Clients.……………………………………………………………………………………………...88
Guests per Country..…...………………………...…………………………………...….……...89
Guests per Business Source..…………...……...………………………………………..……90
Invoices…………………………………………………………………………………………….91
Payments…………..……………………………………………………………………………....91
Commissions per Business Source...………………...……………………………………....92
Cash Box Closing…….……………………………………………………….............………...93
Room Status……………………………………………………………………………………….94
Daily Revenues Forecast………………..……………………………………………………....96
Occupancy per Day..……………………………………………………………………………..96
Occupancy per Room……………………………………………………………………….…...97
Daily Summary……………………………..……………………………………………………...98
Reservation List…….………………………………………………………….………………….99
Guests List….………………………………...……………………………………...…..………100
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Stay List…….……….……………….......……..........……………………………………….....101
Guests Check-in…..………………………...………...…………………………………….…..101
Guests Check-out….……………………...……………...……………………...……..………102
Other Options…...………………………………………………………………………………….…104
View Stay Card……….…………………………………………………………………………….104
Change dates………………………………………………………………………………...…105
Change room…………………………………………………………………………………...105
Change Stay Owner…………………………………………………………………………...106
Change Invoice Recipient…………………………………………………………………....106
View Stay Owner’s Information……………………………………………………………..107
View Invoice Recipient’s Information…………………………………………………...…108
Add Guest……………………………………………………………………………………....108
Add Payment………………………………………………………………………………......109
Add Transfer.…………………………………………………………………………………..109
Add Extra Service……………………………………………………………………............110
Add Invoice………………………………………………………………………………........111
Add Attached Document…………………………………………………………………….112
Change Room…………………………………………………………………………...……..112
Print stay information and registration form report…………………………...………..113
Payment Information………………………………………………………………………….115
Services…………………………………………………………...…………………………….115
Extra Services…………………………………………………………………………….……116
Guests……………………………………………………………………………………....…..117
Payment Details…………………………………………………………………………........118
Invoices…………………………………………………………………………………………120
Split services in multiple invoices………………………………………………...……….123
Merge services in multiple invoices…………………………………………………….....124
Attached Documents……………………………………………………………………...….125
View Group Stay Card…………………...…………………………….………………………..…125
Change Stay Owner………………………………………………………………..………..…126
Change Invoice Recipient……………………………………………………..……………...127
Change Contact…………………………………………………………………..……....….…128
View Stay Owner’s Information………………………………………………..………….....128
View Invoice Recipient’s Information………………………………………..…………..…129
Change Date……………………………………………………………………..…………..….130
Adjust Business Source……...………………………………………………..………….….130
Adjust Payment Information………………………………………………………………....130
Checkout…………………………………………………………………………..………….…131
Add Payment……………………………………………………………………..……………..131
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Add Extra Service………………………………………………………………..………….…131
Print summary of group stay card information……………………………..…………....132
Invoices……………………………………………………………………………..…………...133
View Reservation Card….….…………...………………………………………………………...136
Print reservation information and confirmation report……………………..…………...136
View Group Reservation Card………...………………………………………………………....138
Print group reservation information summary report………………………..………..…139
Help…...…………………….…………………………………………………………………..………140
User Manual……………………………………………………………………………...………....140
Activate Product….……………………………………………………………………….……….140
JCL Hotel website…….………………………………………………………………………....…140
About JCL Hotel……...…………………………………………………………………....………140
User Manual
Introduction
The following manual seeks the target to provide the user useful knowledge and the
ability to control all options offered by JCL Hotel, in a short period of time. To do this, it
has a specific structure where are explained all the software options with images and
supported with practical examples to help you follow the instructions step by step and
interactively.
JCL Hotel is an application that lets you manage all the information generated in a
rented house, cottage, hostel, motel or small and medium hotel (reservations, stays,
clients, guests, services, rates, expenses, incomes, cash counts, invoices, money
collections, currency exchange rates, check in/out previsions, rooms) quickly and
efficiently.
General Terms
Check-in: In the system, this expression is used to confirm that a client is checked into
the hotel, allowing instantly a reservation previously made become in a stay.
Check-out: In the system, this expression is used to confirm that a client left the hotel,
allowing a stay be marked as over.
Room Locking: State a room has in the system, which prevents it from being used for
regular functions in a range of time.
Business Source: Refers to websites, companies or individuals who are promoting the
lodging establishments, responsible for handling the reservation in the name of the
client.
Commission: Money the hotel delivers to the business source that handles the booking,
for overnight stays.
Tax: Money given by the client to the tenant over the assigned rate for a specific service.
Service: Lodging Offers (Diet) which is associated to a room type.
Season: Groups different Rates per periods of time in the system.
Rate: Amount of money associated with a particular service.
Extra Service: Service (not lodging) available at the hotel to be added in reservations
and stays, which will form part of final invoice.
Advance Payment: Payment concept made by client in the moment of making a
reservation or before ending the stay at the hotel.
Invoice: Contains the payments made by client associated to stay’s services in the
hotel.
Payment: Amount of money given by client to create the invoice linked to the contracted
services at the hotel.
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Currency Exchange: Different currencies which the hotel works with and their currency
exchange rates.
Currency Denominations: Definition of currency divisions which the hotel works with
for its future use in the cash box closing action.
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Network Configuration Window
After installing the software, when running for the first time only, it shows the network
configuration window, which has 2 options: connection to the local computer, if in the
installation process was selected to install the data server on the current computer and
the option to connect to data located on a remote computer. In both cases you must
check the connection to the data, so the system can run successfully this first time. If you
choose to connect to a remote computer, you must specify the name or IP address of
the computer where the data server is.
Activation Window
Next it shows the activation window, which has 3 options; while user not purchase the
license on JCL Team Business Solutions website (http://jclteam.com), it will appear with
the possibility user can evaluate the system with 100% of functionality, with the limitation
that will be available only for 30 natural days. Once you purchase the license, restriction
is removed and you can continue using the software with previous data possessed.
Main Screen
The main screen has nine key areas that provide information and perhaps, has the most
important application functionality, which is the scheduling and lodging anticipation. This
option refers to area 1, to view graphically on a timeline, the schedule existing in the
hotel, allowing the graphical representation with a colors legend and shapes to
distinguish several key states as:
 Rooms (available, occupied, locked, reserved, departure today, dirty)
 Reservations (unconfirmed, confirmed, canceled)
 Stays (active, finished)
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 Other (locks)
8
3
4
6
1
5
7
2
9
With just positioning the mouse over any element, it displays quickly and summarizes
the most important data of it.
You can select in the planning view, many days for a room and make a new reservation
with the advanced data of dates, room type and room number.
Right-clicking on items it contains, you can perform different actions described below
according to the item type:
Rooms:
Actions:
 Mark as Clean/Dirty
Unconfirmed Reservation:
Actions:
 View card
 Confirm: Allows you to confirm the reservation.
 Cancel reservation: Allows you to cancel the reservation.
 Delete Reservation: Allows you to delete the reservation, deleting the
associated payment/s.
Confirmed Reservation:
Actions:
 View card
 Check-in: Allows you to confirm client’s entry at the hotel, checks if room is
dirty and alerts user about it.
2.1
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

Cancel reservation: Allows you to cancel the reservation.
Delete Reservation: Allows you to delete the reservation, deleting the
associated payment/s.
Canceled Reservation:
Actions:
 View card
 Confirm: Allows you to confirm the reservation.
 Delete Reservation: Allows you to delete the reservation, deleting the
associated payment/s.
Active Stay:
Actions:
 View card
 Checkout: Allows you to confirm client’s exit from the hotel. The stay can’t
do check-out until all services are paid, corresponding the contracted
services, sets room as dirty in the system.
 Delete stay: Allows you to delete the stay. You can’t delete a stay that had
paid the contracted services and these have been settled. If payments have
not been settled then deletes associated invoices and payments.
Finished Stay:
Actions:
 View card
 Delete stay: Allows you to delete the stay. You can’t delete a stay that had
paid the contracted services and these have been settled. If payments have
not been settled then deletes associated invoices and payments.
Lock:
Actions:
 View card
 Delete: Allows you to delete the lock.
Area 2 refers to filtering options and legend for understanding the schedule chart, which
can be hidden by pressing 2.1, user can also uncheck the different kinds of rooms status
types, reservations, stays and locks, selection will be saved when you open the software
again.
Area 3 has buttons to access the rest of the program most used functions.
New Reservation:
All Reservations:
All Stays:
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Guests Check-in:
Guests Check-out:
Clients Record:
Guests:
Invoices Center:
Payments Center:
Commissions Center:
Close Cash Box:
Options:
Area 4 is made up an alert system (when you open the application, it shows some alerts
for a few seconds at the bottom right of the screen) it remains active while the
application is running, you can also permanently disable accessing options menu,
alerts fires when it detects data corresponding to the following conditions:




Stays did not check-out on time.
Reservations did not check-in on time.
Reservation automatically canceled because they weren’t confirmed on time.
Unconfirmed reservations expiring in the current day.
By clicking over any alert, it displays a list showing detailed information and through
which, by right clicking on the items it contains, can do several actions as described
below:

List of stays did not check out on time
Actions:
 View card
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

Checkout: Allows you to confirm client’s exit from the hotel. The stay can’t
do check-out until all services are paid, corresponding the contracted
services, sets room as dirty in the system.
 Delete stay: Allows you to delete the stay. You can’t delete a stay that had
paid the contracted services and these have been settled. If payments have
not been settled then deletes associated invoices and payments.
List of reservations did not check in on time
Actions:
 View card
 Check-in: Allows you to confirm client’s entry at the hotel, checks if room is
dirty and alerts user about it.
 Cancel reservation: Allows you to cancel the reservation.
 Delete Reservation: Allows you to delete the reservation, deleting the
associated payment/s.

List of reservations automatically canceled
Actions:
 View Card
 Confirm: Allows you to confirm the reservation.
 Delete Reservation: Allows you to delete the reservation, deleting the
associated payment/s.
 List of reservations expire in the current day
Actions:
 View Card
 Confirm: Allows you to confirm the reservation.
 Check-in: Allows you to confirm client’s entry at the hotel, checks if room is
dirty and alerts user about it.
 Cancel reservation: Allows you to cancel the reservation.
 Delete Reservation: Allows you to delete the reservation, deleting the
associated payment/s.
Note: Some of the actions mentioned above may be disabled depending on the characteristics in
reservations and stays.
Area 5 shows the general occupancy level, detailing occupied and reserved rooms
separated by type.
Area 6 indicates the number of available rooms, detailing available rooms separated by
type.
Area 7 indicates the number of locked rooms.
Note: Areas 5, 6 and 7 can be hidden in a similar way like area 2.
Area 8 allows you to change the planning view to one where all hotel room status are
showed for the current day, where you have information about hotel entries and exits as
shown below.
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Here you can also filter the information according to room status.
Right-clicking on the context menu we have the option to print the room list report as
shown next:
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Area 9 allows you to change the number of days of the month shown in the planning
view.
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Main Menu Options
Administration
Users
This option allows you to manage the system user information, to access it go to
main menu Administration/Users.
Note: This option is only available for Administrators group users.
“Administrators” group users will have access to 100% of software functionality,
while the “Users” group users will have access to the hotel operational functions,
but they don’t have access to those that JCL Hotel consider as administrative
functions.
Below is a window with the list of system users.
From this list, using the buttons located at the bottom left of the screen, you can
perform the following actions:

Add user:
To create users press the New User button, then displays a window allowing
you to specify the required data.
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
Edit user:
To edit double-click on a user from the list or select it and press the Edit
User button, a window will be displayed allowing you to modify the data.

Delete user:
To delete a user, select it from the list and press Delete User button or rightclick on it and choose Delete option.
If you delete the last user from the list, the system warns you: login option won’t be
available while opening the system, if you continue, this option is automatically
disabled.
Change user
This option allows you to close the current session and login with another
user to the system without having to close the software and reopen it again.
Theme
Now JCL Hotel is even more customizable and allows changing the visual user
interface of your preference.
Options

General
In this tab allows you to configure 8 system features in general section, as shown
below:
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1. The application is now able to change language, now has the Spanish
version. To apply the language change, user must restart JCL Hotel.
2. Establish position of currency symbol, before or after the value.
3. Establish decimal separator symbol (comma or point).
4. To activate the “Show the login window while opening the application”
option, you need to have at least 1 user added to the system.
5. Allows you to insert reservations with status “confirmed” automatically into
the system.
6. Allows you to activate or disable the alerts system of the hotel operations in
the main screen.
7. Select cash box linked to this pc, to operate the money in the system.
8. Set the system’s invoice identifier in a custom way, being able to set a
prefix and the consecutive number of them.
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
Rent
In this tab 3 very important options related to rental, which determine the use of the
system, are configured:
1. The system allows or not to perform or check-out of stays before departure
date arrives, shrinking the stay, making the necessary adjustments of the
general parameters automatically.
1.1 Eliminate or not “lodging” services affected by the cut automatically.
2. Maintain or not the service "lodging" when the entry and exit is the same.

Display
This window allows you to set some configurations in system’s user interface
for the proper operation of the working process of it.
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1- Alert message when you check-in and no payments have been made in
the reservation previously.

Backups
1. In the backup copies part you can set the path in the system, where will be
saved and restored the backups made with the system data.
2. Also, in this part you can set a schedule in your PC, to execute the creation
of a backup copy of data with specific frequency and automatically.

Weekend
The weekend tab is used to determine which days of the week correspond to the
weekend, to have them automatically in the system when creating rates, which can
be for: (weekdays and weekend). This configuration is revealed in planning chart.

Network Configuration
The network settings tab, which has 2 options: connection to local computer if in
the installation process was selected to install the data server on the current
computer and the option to connect to data located on a remote computer. In both
cases you must check the data connection to the system, so configuration can be
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saved correctly. If you choose to connect to a remote computer you must specify
the name or IP address of the computer where the data server is.

Print Options
In this tab you can configure if print options screens are activated or not when you
are going to print reservations, stays and client’s card respectively.
Is also selected the invoice template (format) with which you want to work in the
system at the moment of display it on screen and print it.

Notice
In this tab you can establish the advisory messages that will form part of the
reports Registration Form, Invoice and Group Invoice, that will be present when
they are printed.
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Backup Copies
This option allows you to manage the system backup copies, to access it go to
main menu Administration/Backups Center.
Below is a window with the list of system backup copies.
From this list, using the buttons located at the bottom left of the screen, you can
perform the following actions:

Create Backup copy:
To create a backup copy press the Create Backup Copy button, then
displays a window allowing you to specify the required data.
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
Restore Backup copy:
To restore double-click on a backup copy from the list or select it and press
the Restore Backup Copy button, a window will be displayed to finish the
requested process.(Function not available in DEMO mode)

Restore backup copy from:
To restore a backup copy from a file double-click on “restore from file” button,
select it and press Open button, a window will be displayed to finish the
requested process.(Function not available in DEMO mode)
System will only restore file if version of data saved previously matches the
system version where data will be restored.

Delete Backup copy:
To delete a backup copy, select it from the list and press Delete Backup
copy button or right-click on it and choose Delete option.
Exit
This option makes possible to close JCL Hotel, to access it go to main menu
Administration/Exit.
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Configuration
The configuration menu and its options is the first place to interact with the software to
configure and assemble the characteristics of each hotel, hostel, motel or house for
rent. Below are detailed each of these functions. Once you have all set to the size you
need, you can start the “productive” part, consisting on reservations, stays, services,
invoices, advance payments, money collections, currency exchange rates, statistics,
reports and operation results of your lodging establishment.
Property Information
It’s allowed to introduce all the contact information of the hotel, which will be
reproduced as head of all reports later in JCL Hotel, to access it, go to
Configuration/Property Information menu.
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Room Types, Rooms, Seasons, Rate types, Cash Boxes, Currency Exchange
Rates and Currency Denominations are essential to configure them to continue the
interaction with the software successfully.
Here are the steps how to configure your software successfully in its initial stage:
1- Add to the system the “Room Types” will have your lodging establishment.
This option allows you to manage the information about hotel room types, to
access it, go to main menu Configuration/Types/Room types.
Next is a window with the room types list.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:

Add room type:
To create a room type press the New Room Type button, next a window will
appear allowing you to specify the required data.
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When you add a room type in the system, it automatically creates the rates
for each room type for each rate type defined in the system, for each existing
season and day (weekdays and weekends), for example: There are 3 room
types, 5 rate types and 2 seasons, what would be 3 x 5 x 2 x 2 equal to a
total of 60 rates, which are explained later in this manual.

Edit room type:
To edit double-click on a room type from the list or select it and press the
Edit room type button, a window will be displayed allowing you to modify the
data.
 Delete room type:
To delete select a room type from the list and press the Delete room type
button or right-click on it and choose delete option.
When you delete a room type in the system, it automatically deletes the rates
for each room type for each rate type defined in the system, for each existing
season and day (weekdays and weekends), for example: There are 3 room
types, 5 rate types and 2 seasons, what would be 3 x 5 x 2 x 2 equal to a
total of 60 rates, which are explained later in this manual.
2- Add to the system the “Rooms” will compose your lodging establishment,
choosing the room type for each room.
This option allows you to manage the information about hotel rooms, to access it
go to main menu Configuration/Rooms.
Note: This option is only available for Administrators group users.
Below is a window with the list of hotel rooms.
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Once stays do check-out, rooms are set automatically as dirty, as shown in
previous image, with an icon on left side of list. The “dirty” state don’t prevent of
doing check-in on a room, although the system always alters about this situation.
It is also the position (order) in which each room will be presented in the
interactive planner, option very useful as you can sort them by type or by the
criteria you require.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:

Add room:
To create a room press the New Room button, next a window will appear
allowing you to specify the required data.
1
From this window:
 Pushing button 1 you can create a new room type, view Main Menu
Options section: Configuration/Types/Room Types/New Room Type.
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
Edit room:
To edit double-click on a room from the list or select it and press the Edit
room button, a window will be displayed allowing you to modify the data.
Here the important thing is that you can set as clean and/or dirty the room.

Delete room:
To delete select a room from the list and press the Delete room button or
right-click on it and choose Delete option.
3- Add each one of the lodging "Rate Types" that will provide the hotel.
This option allows you to manage information about the rate types offered at the
hotel, to access it go to main menu Settings/Types/Rate Types.
Note: This option is only available for users who belong to the Administrators group.
Next is a window with the hotel rate types list.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:
 Add rate type:
To create a rate type press the new rate type button, next a window will
appear allowing you to specify the required data.
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When you add a rate type in the system, it automatically creates the rates for
each room type for each rate type defined in the system, for each existing
season and day (weekdays and weekends), for example: There are 3 room
types, 5 rate types and 2 seasons, what would be 3 x 5 x 2 x 2 equal to a total
of 60 rates, which are explained later in this manual.
 Edit rate type:
To edit double-click on a rate type from the list or select it and press the Edit
rate type button, a window will be displayed allowing you to modify the data.
 Delete rate type:
To delete select a rate type from the list and press the Delete rate type button
or right-click on it and choose Delete option.
When you delete a room type in the system, it automatically deletes the rates
for each room type for each rate type defined in the system, for each existing
season and day (weekdays and weekends), for example: There are 3 room
types, 5 rate types and 2 seasons, what would be 3 x 5 x 2 x 2 equal to a total
of 60 rates, which are explained later in this manual.
4- Add each one of the "Extra services" type that will provide the hotel.
This option allows you to manage information about the extra service types
offered at the hotel, to access it go to main menu Settings/Types/Extra Service
Types.
Note: This option is only available for users who belong to the Administrators group.
Next is a window with the hotel extra service types list.
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From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:
 Add extra service type:
To create an extra service type press the New extra service type button, next
a window will appear allowing you to specify the required data.
 Edit extra service type:
To edit double-click on an extra service type from the list or select it and press
the Edit extra service type button, a window will be displayed allowing you to
modify the data.
 Delete extra service type:
To delete select an extra service type from the list and press the Delete extra
service type button or right-click on it and choose Delete option.
5- Add each one of the "Seasons” available in the hotel for its operation.
This option allows you to manage information about the seasons offered at the
hotel, to access it go to main menu Settings/Seasons.
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Note: This option is only available for users who belong to the Administrators group.
Next is a window with the hotel seasons list.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:
 Add season:
To create a season press the New season button, next a window will appear
allowing you to specify the required data.
Period corresponds to the months when the season will be active within the
duration time so you do not have to repeat the season every year.
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When you add a season into the system, it automatically creates the rates for
each room type for each rate type defined in the system, for each existing
season and day (weekdays and weekends), for example: There are 3 room
types, 5 rate types and 2 seasons, what would be 3 x 5 x 2 x 2 equal to a total
of 60 rates, which are explained later in this manual.
 Edit season:
To edit double-click on a season from the list or select it and press the Edit
season button, a window will be displayed allowing you to modify the data.
 Delete season:
To delete select a season from the list and press the Delete season button or
right-click on it and choose Delete option.
When you delete a season in the system, it automatically deletes the rates for
each room type for each rate type defined in the system, for each existing
season and day (weekdays and weekends), for example: There are 3 room
types, 5 rate types and 2 seasons, what would be 3 x 5 x 2 x 2 equal to a total
of 60 rates, which are explained later in this manual.
6- Cash Boxes
This option allows you to manage the information about the cash boxes existing
in the hotel the system works with, to access it go to Configuration/Cash Boxes
menu.
While no cash box is linked to the pc running the system, it doesn’t allow money
transactions; also you can’t do money collections, invoices, advance payments or
payment to business sources.
Next it’s a window with cash box list existing in the hotel and its respective
exchange rate and also a main currency check mark between them.
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From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:

Add new cash box:
To create a cash box press the new cash box button, next a window will
appear allowing you to specify the required data.
 Edit cash box:
To edit double-click on a cash box from the list or select it and press the
Edit cash box button, a window will be displayed allowing you to modify
the data.
 Delete cash box:
To delete select cash box from the list and press Delete cash box button
or right-click on it and choose Delete option.
7- Configure the Currency Exchange Rates of the hotel system.
This option allows you to manage the information about the currency exchange
rates the hotel works with, also can be updated frequently for a higher accuracy
in money exchanges, to access it go to Configuration/Currency Exchange
Rates menu.
While no currency is added to the system, it will adopt a symbol by default for the
information related with money; also you can’t do money collections, invoices or
advance payments.
Next it’s a window with the currency exchange rate list existing in the hotel and
its respective exchange rate and also a main currency check mark between
them.
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From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:

Add new exchange rate:
To create an exchange rate press the new exchange rate button, next a
window will appear allowing you to specify the required data.
 Edit exchange rate:
To edit double-click on an exchange rate from the list or select it and press
the Edit exchange rate button, a window will be displayed allowing you to
modify the data.
 Delete exchange rate:
To delete select an exchange rate from the list and press Delete exchange
rate button or right-click on it and choose Delete option.
8- Establish the Currency Denominations for the different foreign exchange
existing in the system for its later use in the “Close Cash Box” action.
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This option allows you to manage the information about the currency
denominations of the foreign exchange which the hotel works with, also can be
updated frequently for a higher accuracy in money procedures, to access it go
to Configuration/Currency Denominations menu.
While no currency denomination is added to the system, you can’t settle the
money existing in the hotel cash box.
Next is a window with the currency denominations list established in the hotel
for the foreign exchange which the hotel works with.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:

Add new currency denomination:
To create a currency denomination press the new currency denomination
button, next a window will appear allowing you to specify the required data.
 Edit currency denomination:
To edit double-click on a currency denomination from the list or select it and
press the Edit currency denomination button, a window will be displayed
allowing you to modify the data.
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 Delete currency denomination:
To delete select a currency denomination from the list and press Delete
currency denomination button or right-click on it and choose Delete
option.
Now we are ready to continue using the system at maximum of it possibilities.
Here are some interesting details:
1- Room type can also be called for its creation when adding a new room.
2- The “Client Type” can be called for its creation when adding a new client.
This option allows you to manage the information about client types presented
by hotel (Normal, VIP, Honey Moon, etc.), to access it go to main menu
Configuration/Types/Client types.
Next is a window with the client types list.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:
 Add client type:
To create a client type press the new client type button, next a window will
appear allowing you to specify the required data.
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 Edit client type:
To edit double-click on a client type from the list or select it and press the
Edit client type button, a window will be displayed allowing you to modify
the data.
 Delete client type:
To delete select a client type from the list and press Delete client type
button or right-click on it and choose delete option.
3- The “Client Tittle” can be called for its creation when adding a new client.
This option allows you to manage the information about client tittles the system
has (Mr., Mrs., Professor, etc.), to access it go to main menu
Configuration/Types/Client Tittles.
Next is a window with the client tittles list.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:
 Add client tittle:
To create a client tittle press the new client tittle button, next a window will
appear allowing you to specify the required data.
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 Edit client tittle:
To edit double-click on a client tittle from the list or select it and press the
Edit client tittle button, a window will be displayed allowing you to modify
the data.
 Delete client tittle:
To delete select a client tittle from the list and press Delete client tittle
button or right-click on it and choose delete option.
4- The “Document Type” can be called for its creation when adding a new client.
This option allows you to manage the information about document types
presented by hotel guests (Passport, Id, etc.), to access it go to main menu
Configuration/Types/Document types.
Next is a window with the document types list.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:
 Add document type:
To create a document type press the new document type button, next a
window will appear allowing you to specify the required data.
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 Edit document type:
To edit double-click on a document type from the list or select it and press
the Edit document type button, a window will be displayed allowing you to
modify the data.
 Delete document type:
To delete select a document type from the list and press Delete document
type button or right-click on it and choose delete option.
5- The “Payment Type” can be called for its creation when adding a new advance
payment or adding a new invoice into the system.
This option allows you to manage the information about the payment types
which clients will do at the hotel (cash, credit card, check, etc.), to access it go
to Configuration/Types/Payment Types menu.
Next is a window with the payment types list.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:
 Add payment type:
To create a payment type press the new payment type button, next a
window will appear allowing you to specify the required data.
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Here the system requires that the first payment type is "Cash" and only is
supported one payment type "Cash".
 Edit payment type:
To edit double-click on a payment type from the list or select it and press
the Edit payment type button, a window will be displayed allowing you to
modify the data.
 Delete payment type:
To delete select a payment type from the list and press Delete payment
type button or right-click on it and choose delete option.
6- The “Account Type” can be called for its creation when adding a new account
into the system.
This option allows you to manage the information about the account types the
system will have, to access it go to Configuration/Types/Account Types
menu.
Next is a window with the account types list.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:
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 Add account type:
To create an account type press the new account type button, next a
window will appear allowing you to specify the required data.
 Edit account type:
To edit double-click on an account type from the list or select it and press
the Edit account type button, a window will be displayed allowing you to
modify the data.
 Delete account type:
To delete select an account type from the list and press Delete account
type button or right-click on it and choose delete option.
7- The Country can be called for its creation when adding a new client or a new
currency exchange rate.
This option allows you to manage the information about countries of origin of
hotel guests, to access it, go to main menu Configuration/Countries.
Next is a window with the countries list.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:
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
Add country:
To create a country press the New Country button, next a window will
appear allowing you to specify the required data.

Edit country:
To edit double-click on a country from the list or select it and press the Edit
country button, a window will be displayed allowing you to modify the data.

Delete country:
To delete, select a country from the list and press the Delete country
button or right-click on it and choose Delete option.
8- The “Business Source Type” can be called for its creation when adding a new
business source into the system.
This option allows you to manage the information about the business source
types the system will have, to access it go to Configuration/Types/Business
Source Types menu.
Next is a window with the business source types list.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:
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 Add business source type:
To create a business source type press the new business source type
button, next a window will appear allowing you to specify the required data.
 Edit business source type:
To edit double-click on a business source type from the list or select it and
press the Edit business source type button, a window will be displayed
allowing you to modify the data.
 Delete business source type:
To delete select a business source type from the list and press Delete
business source type button or right-click on it and choose delete option.
9- The Business Source can be called for its creation when adding a new
reservation, on reservation card and/or stay card.
This option allows you to manage the information about business sources
trough which clients can make reservations, to access it, go to main menu
Configuration/Business Sources.
Next is a window with business sources list.
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From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:

Add business source:
To create a business source press the new business source button, next
a window will appear allowing you to specify the required data. At this time
you can create also a money account in the system, which will be linked to
this business source.
The important thing here is that you will select a default commission plan,
which will be paid to the business source for handling the stay of
customers.

Edit business source:
To edit double-click on a business source from the list or select it and press
the Edit business source button, a window will be displayed allowing you
to modify the data, access to history where you can view the commissions
paid and unpaid for the selected business source, also assign an account
to it and view the related deposits.
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Here put as "paid" commissions pressing the button:
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Here put as "unpaid" commissions pressing the button:
Pressing assign account button you can assign an account to the business
source.

Delete business source:
To delete, select a business source from the list and press the Delete
business source button or right-click on it and choose Delete option.
10- The Client can be called for its creation when adding a new reservation and/or
stay.
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This option allows you to manage the information about hotel clients, to access
it, go to main menu Configuration/Clients.
Next is a window with the hotel clients list.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:

Add client:
To create a client press the New Client button, next a window will appear
allowing you to specify the required data. Fields that have an
, are
mandatory when trying to save, so it’s necessary to specify them. At this time
you can create also a money account in the system, which will be linked to
this client.
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
Edit client:
To edit double-click on a client from the list or select it and press the Edit
client button, a window will be displayed allowing you to modify the data,
watch client’s attached documents, the history where you can view
reservation/s, stay/s, payment/s, invoice/s recorded to this client in the hotel
system, assign an account to client, also you can print a customizable report
of this client, as shown below. Fields that have an
trying to save, so it’s necessary to specify them.
, are mandatory when
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Pressing assign account button you can assign an account to client.
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As shown next, this option allows to obtain a detailed report from a client
card in the hotel system.
A window is shown where you can watch the mentioned report and will have
all the print common options, and will be able to save it in several digital
formats also. This window is generated starting from print button on previous
window.
When print button is pressed on client’s card, the print options window
appears, to specify all the data will be available as part of the report as
shown next:
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
Delete client:
To delete, select a client from the list and press the Delete client button or
right-click on it and choose Delete option.
11- The “Account” can be called for its creation when adding a new payment.
This option allows you to manage the information about the accounts in the
system, to access it go to Configuration/Accounts menu.
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Next is a window with the system’s accounts list.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:

Add account:
To create an account press the new account button, next a window will
appear allowing you to specify the required data.
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
Edit account:
To edit double-click on an account from the list or select it and press the Edit
account button, a window will be displayed allowing you to modify the data,
view the deposits and transactions of it.

Delete account:
To delete select an account from the list and press Delete account button or
right-click on it and choose delete option.

View Transactions:
This option allows you to view the information about transactions linked to an
account in the system.
Next is a window with the account’s transactions list.
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From this list, through the buttons located at the bottom right of the screen,
you can perform the following actions:


Pay
This option allows you to pay directly from an account a specific amount of
money of a transaction, without using a deposit linked to the account,
creating at this time the corresponding deposit. Next a window will appear
allowing you to specify the required data.
View Deposits
This option allows you to manage the information about account’s deposits in
the system.
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Next is a window with the account’s deposits list.
From this list, through the buttons located at the bottom left of the screen,
you can perform the following actions:

Add deposit:
To create a deposit press the new deposit button, next a window will
appear allowing you to specify the required data.

Delete deposit:
To edit double-click on a deposit from the list or select it and press the Edit
deposit button, a window will be displayed allowing you to modify the data,
view the deposits and transactions of it.

View deposit:
To delete select an account from the list and press Delete deposit button
or right-click on it and choose delete option.
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
Assign Deposits to Transaction
This option allows you to assign an amount of money to transactions
coming from the deposits to show them as paid in the system.
Next is a window with the transactions list.
In this list, you assign the desired amount in a custom way and through the
Save button located on the bottom right corner of the screen; assignment/s
is/are saved.
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
Merge Accounts:
This option allows you to merge two or more accounts in the system according to
user criteria.
Next is a window with the selected accounts list, and which of them will remain as
result of the combination.

Print:
12- Room Locking
This option allows you to lock the use of hotel rooms for a certain period of time,
to access it, got to main menu Configuration/Room Locking.
After adding a room locking, room will not be available within the range of the
locking dates for: new reservations, stays or make guests moves that may need
that room for those days. Once completed the locking period it will become
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automatically available in the system without having to take any action from the
user.
Note: This option is only available for Administrators group users.
Below is a window with two lists, left side the hotel rooms and to the right the
room locking existing for each one of them.
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From this list, through the buttons located at the bottom left of locks (area 1),
you can perform the following actions:
 Add lock:
To create a lock select a room previously and press the New Lock button,
next a window will appear where you can select the specify data.
If you try to lock a room within a range of dates that matches with planned
reservations or stays, the system will show a warning. If you choose “Yes” you
can access to the affected records list to reallocate the reservations and/or
stays in different rooms or cancel/delete them.
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From the Stays list and doing right-click on it you can perform the following
actions:



View card
Checkout: Allows you to confirm client’s exit from the hotel. The stay can’t
do check-out until all services are paid, corresponding the contracted
services, sets room as dirty in the system.
Delete stay: Allows you to delete the stay. You can’t delete a stay that had
paid the contracted services and these have been settled. If payments
have not been settled then deletes associated invoices and payments.
From the Reservations list and doing right-click on it you can perform the
following actions:





View card
Confirm: Allows you to confirm the reservation.
Check-in: Allows you to confirm client’s entry at the hotel, checks if room is
dirty and alerts user about it.
Cancel reservation: Allows you to cancel the reservation.
Delete Reservation: Allows you to delete the reservation, deleting the
associated payment/s.
 Edit lock:
To edit double-click on a lock from the list or select it and press the Edit room
lock button, a window will be displayed allowing you to modify the data.
 Delete lock:
To delete select a lock from the list and press the Delete lock button or rightclick on it and choose delete option.
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Economy

Rates Configuration
Note: This option is only available for users who belong to the Administrators group.
This option allows, after automatically created in the system the rates will rule
the hotel, be modified by specifying within them the different modalities that can
provide (detailed by day of the week, by season, room type and rate type) with
their respective prices per night or per person, in this way the system can
calculate the amounts ($) while making reservations.
To manage the information concerning rates, to access it go to main menu
Economy/Rates Configuration.
Next is a window with the hotel rates list.
From this list, through the buttons located at the bottom of the screen, you can
perform the following actions:
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 Edit rate:
To edit double-click on a rate from the list or select it and press the Edit rate
button, a window will be displayed allowing you to modify the data.
 Bulk edit:
To edit press the Bulk edit button, a window will be displayed allowing you to
modify the data.

Tax Definitions
This option allows you to manage information about hotel valid taxes, which can
be configured in different ways, to access it go to main menu Economy/Tax
Definitions.
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Here are set the taxes will be active, the name of them, and the value either in
amount or percent. The checkbox "Join taxes", sum taxes to calculate subtotal
amount, if not marked calculates taxes on the total and after calculates the
subtotal. The marks below Tax 2 and Tax 3 make them to be applied
cumulatively, to the subtotal obtained after applying the selected tax, as the
picture show.

Extra Services
This option allows you to manage information about extra services of the hotel,
to access it go to main menu Economy/Extra Services.
Next is a window with the hotel extra services list.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:
 Add extra service:
To create an extra service press the New extra service button, next a window
will appear allowing you to specify the required data.
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 Edit extra service:
To edit double-click on an extra service from the list or select it and press the
Edit extra service button, a window will be displayed allowing you to modify
the data.
 Delete extra service:
To delete select an extra service from the list and press the Delete extra
service button or right-click on it and choose Delete option.

Invoices Center
This option allows you to visualize the invoices generated in the system for
each stay having at least one contracted and invoiced service. They are
composed by payments associated to the stay and the extra services hired by
the client at the hotel.
To manage the information about invoices go to Economy/Invoices Center
menu.
Next is a window with invoices list generated by the system.
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From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:

Add Invoice:
To create an invoice press the New Invoice button, next a window will
appear allowing you to specify the required data.
First system will show a window with the active individual stays and
individual stays that belong to a group who have at least 1 not invoiced
service.
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
Edit Invoice:
To edit double-click on an invoice from the list or select it and press the
Edit invoice button, a window will be displayed allowing you to modify the
data.

Delete Invoice:
To delete select an invoice from the list and press the Delete invoice
button or right-click on it and choose Delete option.

Print Invoice:
To view an invoice data select it from the list and press the Print Invoice
button.
Next are shown the data of an invoice, which can be through template 1 or
template 2:
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Template 1:
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Template 2:

Payment Center
This option allows you to visualize the payments made in the system by the
clients by the concept: price of contracted services in the hotel. A payment can
be a percentage of an invoice or can be the total amount of it.
The settled payments in the hotel cash box (using a cash box closing) can’t be
erased later.
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To manage the information about collections go to Economy/Payment
Center menu.
Next is a window with payments list generated by the system.
From this list, through the button located at the bottom left of the screen, you
can perform the following action:

View payment:
To view, select a payment from the list and press the View payment button
or right-click on it and choose View option.
You can edit all payment’s properties after is made, even if stay did checkout, except the customer, amount, currency and payment type.
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

Delete payment:
To delete, select a payment from the list and press the Delete payment
button or right-click on it and choose Delete option.
Commissions Center
This option allows you to manage the information about commissions of travel
business sources in the system, to access it go to main menu
Economy/Commissions Center.
Next is a window with the commissions list generated by the system.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:
 Pay Commission:
This button is enabled when a commission has not been paid yet. To pay a
commission press Mark as paid button, then the status of selected
commission is changed.
 Set as Unpaid (commission):
This button is enabled when a commission has been paid. To set as unpaid a
commission press Mark as unpaid button, then the status of selected
commission is changed.

Open Cash Box
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This option allows taking place all the work operations with money in the
system. If cash box is not open you can’t generate collections, either introduce
advance payments or the stays invoices.
This action can be executed accessing to Economy/Open Cash Box menu,
in a manual way or its fired automatically when the system detects user wants
to do a money operation and cash box has not been opened previously by the
user.
Next is a window where users do the open cash box action, which can have
an initial amount in main currency, specified by user.

Close Cash Box
This option is in charge of record the withdrawal of all the money existing in
cash box, what is the same, in the hotel. Here the amounts of money are
divided in the concepts: initial amount plus the payment types taking place in
the current opening, being the cash needed to decompose it into the different
currency denominations as the picture below, until the amount of money "cash
balance" equals the amount "closing balance" to perform the closing.
This action can be executed accessing to Economy/Close Cash Box menu.
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Reservation

New reservation
This option allows you to create a new reservation for a hotel room, to access
it go to main menu Reservations/New reservation.
Next is a window with several tabs where you can specify the required data:
On the General tab you must select the room type, set the number of guests
adults and children (the maximum amount to set corresponds to the maximum
quantity of selected room type) will stay and set the dates of entry and exit
from the hotel.
You must select a reservation owner, which is nothing more than a client from
the list, if the client is not registered in the system you can create a new one
pressing button 1, view Main menu options Configuration/Clients/New
client section, by default the invoice’s recipient is filled, with the same name of
the owner, but you can specify another if the recipient is not the same.
Once all data is filled press Next>button, located at bottom right of the screen.
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In the Room and Rate tab a list will be displayed (left side) of the available
selected room type during the proposed dates range. If there is no room
available the system will display a warning, asking if you want to place the
reservation in multiple rooms. If you chose “Yes”, JCL Hotel will attempt to
place the reservation in multiple rooms with the fewest possible of movement
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between rooms. If it’s not possible to do that the system will display a
notification message. This tab also shows the available rates (right) during the
proposed dates range.
In this tab you can specify which of the taxes defined in the system, shall be
exempt from being paid when adding the corresponding lodging services.
Once all data is filled press Next> button.
In the Services tab a list will be displayed with the lodging services selected
with their respective prices and taxes, for the selected rate. You can set in a
manual way the rate type, amount of people, price and tax.
This window displays the rates with their prices in correspondence with the
days of the week of the reservation and the season; the system will
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automatically assign the services corresponding to the available rates for
those days by type. Once all data is filled press Next> button.
In the Payment Details tab you can attach to the reservation since this
moment, a certain amount of money in an advance way, which represents a
part or the total of the money the client should pay, can be in different
currencies.
You can insert them by pressing the button located at the bottom left of the
screen.
Here you can specify the name of the client; also you can choose the payment
type. Once all data is filled press Next> button.
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In the Confirmation tab you can select the business source and set the
commission plan, number of days in advance to confirm the reservation or
confirm it in that moment, write comments and if you are creating a reservation
with entry date less or equal to the system working date you can check in that
moment after saving the reservation. Once all data is filled press Next>
button.
In the Summary tab shows the reservation details to check if the specified
data is correct and also can print the summary by checking the option Print
summary (1). After reviewing the data click on save button, located at the
bottom right of the screen.
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
New Group Reservation
This option allows you to create a new group reservation, for more than one
hotel room, to access it go to main menu Reservations/New Group
Reservation.
Next is a window with several tabs where you can specify the required data:
On the General tab you must specify the group name and define the dates of
entry and exit from the hotel.
You must select a reservation owner, which is nothing more than a client from
the list, if the client is not registered in the system you can create a new one
pressing button 1, view Main menu options Configuration/Clients/New
client section, by default the invoice’s recipient and contact info is filled, with
the same name of the owner, but you can specify another if the recipient or
contact info is/are not the same than owner.
Once all data is filled press Next> button, located at bottom right of the
screen.
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In the Rate and Room tab a list will be displayed (left side) of the available
selected room type during the proposed dates range. If there is no room
available the system will display a warning. This tab also shows the available
rates types (right) during the proposed dates range.
In this tab you can specify which of the taxes defined in the system, shall be
exempt from being paid when adding the corresponding lodging services.
Once all data is filled press Next> button.
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In the Services tab a list will be displayed with the lodging services selected
with their respective prices and taxes, for the selected rate. You can set in a
manual way the rate type, amount of people, price and tax.
This window displays the rates with their prices in correspondence with the
days of the week of the reservation and the season; the system will
automatically assign the services corresponding to the available rates for
those days by type. Once all data is filled press Next> button.
In the Payment Details tab you can attach to the reservation a certain amount
of money in an advance way, which represents a part or the total of the money
the client should pay, can be in different currencies.
User Manual
You can insert them pressing add the button located at the bottom left of the
screen.
Here you can specify the name of the client; also you can choose the payment
type. Once all data is filled press Next> button.
In the Confirmation tab you can select the business source and set the
commission plan, number of days in advance to confirm the reservation or
confirm it in that moment, write comments and if you are creating a reservation
with entry date less or equal to the system working date you can check in that
moment after saving the reservation. Once all data is filled press Next>
button.
User Manual
In the Summary tab shows the reservation details to check if the specified
data is correct and also can print the summary by checking the option Print
summary (1). After reviewing the data click on save button, located at the
bottom right of the screen.
1

Reservation List
This option allows you to search reservations by multiple criteria, to access it
go to main menu Reservation/Reservation List.
Next you will see a window where you can specify some search criteria and
press the Search button, or if you want all reservations press the Search All
button.
User Manual
From the reservations list and doing right-click on it you can perform the
following actions:






View card
Confirm: Allows you to confirm the reservation.
Check-in: Allows you to confirm client’s entry at the hotel, checks if
room is dirty and alerts user about it.
Cancel Reservation: Allows you to cancel the reservation.
Delete Reservation: Allows you to delete the reservation, deleting the
associated payment/s.
Group Reservation List
This option allows you to search group reservations by multiple criteria, to
access it go to main menu Reservation/Group Reservation List.
Next you will see a window where you can specify some search criteria and
press the Search button, or if you want all group reservations press the
Search All button.
User Manual
From the group reservations list and doing right-click on it you can perform the
following actions:





View card
Confirm: Allows you to confirm the reservation, affecting all individual
reservations that belong to the group.
Check in: Allows you to confirm client entry at the hotel, affecting all
individual reservations that belong to the group, checks if any room is
dirty and alerts user about it.
Cancel Reservation: Allows you to cancel the reservation, affecting all
individual reservations that belong to the group.
Delete Reservation: Allows you to delete the reservation, deleting the
associated payment/s.
User Manual
Stay

Guest List
This option allows you to find and control the hotel guests group by dates, to
access it go to main menu Stay/Guest List.
Next you will see a window where you can set the dates range and press the
Search button. The system will display a detailed guests list found by the specified
dates.

Stay List
This option allows you to control and view the hotel stays (active and historical), to
access it go to main menu Stay/Stay List.
Next is a window with a detailed list of active stays according the current date. You
can also select the option search all (Historical) to view all the stays that have
existed.
User Manual
From the Stay list and doing right-click on it you can perform the following actions:




View card
Checkout: Allows you to confirm client’s exit from the hotel. The stay can’t
do check-out until all services are paid, corresponding the contracted
services, sets room as dirty in the system.
Delete stay: Allows you to delete the stay. You can’t delete a stay that had
paid the contracted services and these have been settled. If payments
have not been settled then deletes associated invoices and payments.
Group Stay List
This option allows you to control and view the hotel groups’ stays (active and
historical), to access it go to main menu Stay/Group Stay List.
Next is a window with a detailed list of active group stays according the current
date. You can also select the option search all (Historical) to view all the group
stays that have existed.
User Manual
From the Stays list and doing right-click on it you can perform the following
actions:



View card
Checkout: Allows you to confirm client’s exit from the hotel. The stay can’t
do check-out until all services are paid, corresponding the contracted
services, sets room as dirty in the system.
Delete stay: Allows you to delete the stay. You can’t delete a stay that had
paid the contracted services and these have been settled. If payments
have not been settled then deletes associated invoices and payments.
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Check-In/Out

Guests Check-in
This option allows the do the anticipation of hotel guest’s entries and also you
can find the active reservations by entry date, to access it go to main menu
Check-In/Out/Guests Check-in.
Next is a window where you can set the entries dates range and press Search
button.
From this list and doing right-click on reservations you can perform the
following actions:






View card
Confirm: Allows you to confirm the reservation.
Check-in: Allows you to confirm client’s entry at the hotel, checks if
room is dirty and alerts user about it.
Cancel Reservation: Allows you to cancel the reservation.
Delete Reservation: Allows you to delete the reservation, deleting the
associated payment/s.
Guests Check-out
This option allows the do the anticipation of hotel guest’s exits; also you can
search the active stays by exit date and system reservations, to access it go to
main menu Check-In/Out/Guests Check-out.
User Manual
Next is a window where you can set the exits dates range and press Search
button.
From this list and doing right-click on stays you can perform the following
actions:



View card
Checkout: Allows you to confirm client’s exit from the hotel. The stay
can’t do check-out until all services are paid, corresponding the
contracted services, sets room as dirty in the system.
Delete stay: Allows you to delete the stay. You can’t delete a stay that
had paid the contracted services and these have been settled. If
payments have not been settled then deletes associated invoices and
payments.
User Manual
From this list and doing right-click on reservations you can perform the
following actions:





View card
Confirm: Allows you to confirm the reservation.
Check-in: Allows you to confirm client’s entry at the hotel, checks if
room is dirty and alerts user about it.
Cancel reservation: Allows you to cancel the reservation.
Delete Reservation: Allows you to delete the reservation, deleting the
associated payment/s.
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Report
Note: This menu is only available for Administrators group users. Each report in JCL Hotel can be
printed or saved to a digital known format as PDF.

Clients
This option gives you a detailed report from the list of all registered clients in
the system.
Next you will see a window where you can appreciate that report and will have
the most common print and save in digital format options. This window is
generated from the Print button in the previous window.
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
Guests per country
This option gives you a detailed report containing the total number of guests
who have stayed at the hotel, differentiated by country of origin, to access it go
to main menu Report/Guests per country.
Next is a window where you can select the dates range which you want the
information and when you press Generate button you will obtain the required
report. If you want to print, only need to press the Print button.
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
Guests per business source
This option gives you a detailed report containing the total number of guests
who have stayed at the hotel, differentiated by business source of origin, to
access it go to main menu Report/Guests per business source.
Next is a window where you can select the dates range which you want the
information and when you press Generate button you will obtain the required
report. If you want to print, only need to press the Print button.
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
Invoices
This option gives you a detailed report containing the total number of invoices
recorded in the system, to access it, go to main menu Report/Invoices.
Next is a window where you can select the dates range which you want the
information and when you press Generate button you will obtain the required
report. If you want to print, only need to press the Print button.

Payments
This option gives you a detailed report containing the total number of money
payments recorded in the system, to access it, go to main menu
Reports/Payments.
Next is a window where you can select the dates range which you want the
information and when you press Generate button you will obtain the required
report. If you want to print, only need to press the Print button.
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
Commissions per business source
This option gives you a detailed report containing the total numbers of
commissions per business source, differentiated by commission plan, to
access it go to main menu Report/Commissions per Business source.
Next is a window where you can select the dates range which you want the
information and when you press Generate button you will obtain the required
report. If you want to print, only need to press the Print button.
User Manual

Cash Box Closing
This option gives you a detailed report containing the total number cash box
closing recorded in the system, to access it, go to main menu Report/Cash Box
Closing.
Next is a window where you can select the cash box closing action which you
want the information and when you press Generate button you will obtain the
required report. If you want to print, only need to press the Print button.
User Manual

Room Status
This option displays hotel rooms’ status for a given date, grouped by status. In
the end shows a summary, which is very useful for measuring your business
performance, to access it go to main menu Report/Room Status.
Next is a window where you can select the date which you want the
information and when you press Generate button you will obtain the required
report. If you want to print, only need to press the Print button.
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
Daily Revenues Forecast
This option gives you a detailed report containing the hotel daily revenues, divided
in lodging services subtotals, extra services and taxes, to access it, go to main
menu Report/Daily Revenues Forecast.
Next is a window where you can select the dates range which you want the
information, for stays or reservations that hasn’t checked in at the hotel, when
you press Generate button you will obtain the required report. If you want to
print, only need to press the Print button.

Occupancy per Day
This option displays rooms’ occupancy percentage of the hotel, detailed by
days according de date range selected, which is very useful for measuring
your business performance, to access it go to main menu Report/Occupancy
per Day.
Next is a window where you can select the dates range which you want the
information and when you press Generate button you will obtain the required
report. If you want to print, only need to press the Print button.
User Manual

Occupancy per Room
This option displays graphically on a time scale the hotel rooms occupancy
percentage, defined in a date range, which is very useful for measuring your
business performance, to access it go to main menu Report/Occupancy per
Room.
Next is a window where you can select the dates range which you want the
information and when you press Generate button you will obtain the required
report. If you want to print, only need to press the Print button.
User Manual

Daily Summary
This option gives you a detailed report containing a summary of the selected
day about hotel occupancy, services payments from clients, to access it, go to
main menu Report/Daily Summary.
Next is a window where you can select the day you want the information and
when you press Generate button you will obtain the required report. If you
want to print, only need to press the Print button.
User Manual

Reservation List
This option gives you a detailed report from the list of all registered hotel
reservations.
Then you will see a window where you can view that report and will have the
most common print and save in digital format options. This window is
generated from the Print button in the previous window.
User Manual

Guests List
This option gives you a detailed report from the list of all registered hotel
guests; also you can view hotel current guests.
Then you will see a window where you can view that report and will have the
most common print and save in digital format options. This window is
generated from the Print button in the previous window.
User Manual

Stay List
This option gives you a detailed report from the list of all registered hotel
stays.
Then you will see a window where you can view that report and will have the
most common print and save in digital format options. This window is
generated from the Print button in the previous window.

Guests Check-in
This option gives you a detailed report from the list of anticipation guests’ entry
at the hotel.
Then you will see a window where you can view that report and will have the
most common print and save in digital format options. This window is
generated from the Print button in the previous window.
User Manual

Guests Check-out
This option gives you a detailed report from the list of anticipation guests’ exit
from the hotel.
Then you will see a window where you can view that report and will have the
most common print and save in digital format options. This window is
generated from the Print button in the previous window.
Stays
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Reservations
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Other options
The options described here are not visible from the system main menu and you can´t
access them via shortcuts but are shown from the secondary menu inside the lists
offered by the application in several features.
 View stay card
This option allows you to view a summary of the data composing a stay and also
modify them, to access it do right-click on a stay and choose View card option.
Then a window will be displayed with some tabs.
The General tab shows the relevant information related to the data rate: amount,
taxes and total payable by client. It also presents information about currency
transactions, such as money paid and pending to invoice.
It presents information about dates range, room type, room, season, exempt taxes,
as well as the owner of the stay and the stay invoice recipient.
As well as modify the business source and establish a commission plan (or select
one if necessary) and also writing comment.
Also you can perform the following actions:
1.
2.
3.
4.
Actions button
Change room
Print stay card info report and registration form
Payment information
4
2
1
3
User Manual
1. Actions button

Change dates
When you press this button the system displays a window that allows you to
change dates and lodging services are added automatically again for the
appropriate days.
The system verifies current room availability, in case room is not available, user
will be notify and a window will be show with the Available Rooms (see other
option/View stay card/Change Room) section. After selecting the room the
Services tab will be activated, where services are added for the selected days (if
you set up a longer stay) and also modify the existing ones (see Other
options/View stay card/Modify services) section.

Change room
When you press this button the system will show you a window where is
displayed the available rooms (right) depending on the room type you selected
(left). If there are no rooms available the application provides the ability to locate
the stay in multiple rooms. Once selection is done press the Change button
located on the bottom right of the window. If room is dirty in the moment of
changing, system shows the icon in the list and alerts the user if he/she continues
later to change to a dirty room.
User Manual

Change Stay Owner
When you press this button the system shows you the list of hotel clients and
gives you the ability to select the existing ones and also add a new one.
1
2
To view the actions taken from the buttons in area 1 go to main menu options
Configuration/Clients section. To select an existing client, check the one you
want and press the Accept button (2), located at the bottom right of the window.

Change Invoice Recipient
When you press this button the system shows you the list of hotel clients and
gives you the ability to select the existing ones and also add a new one.
User Manual
1
2
To view the actions taken from the buttons in area 1 go to main menu options
Configuration/Clients section. To select an existing client, check the one you
want and press the Accept button (2), located at the bottom right of the window.

View Stay Owner’s Information
When you press this button the system shows you a window with client’s data
and allows you modify them. To keep the changes click on the Save button,
located at the bottom right of the window.
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
View Invoice Recipient’s Information
When you press this button the system shows you a window with client’s data
and allows you modify them. To keep the changes click on the Save button,
located at the bottom right of the window.

Add Guest
When you press this button the system shows you the list of hotel clients and
gives you the ability to select the existing ones and also add a new one.
1
2
User Manual
To view the actions taken from the buttons in area 1 go to main menu options
Configuration/Clients section. To select an existing client, check the one you
want and press the Accept button (2), located at the bottom right of the window.

Add Payment
Here you are able to change the payment owner, appears the stay owner by
default.
Automatically the payment amount showed is the total unpaid money of the stay,
it can be also modified.
You can select the payment method, directly or making a transaction through an
account in the system.
You can pay the charges in main currency or any alternative currency established
in the system.
Payment type is established with the ability to mark if it is an advance payment or
not.

Add Transfer
The system shows a window, where lodging and/or extra services composing the
transfer are selected, it is necessary to obtain information from active stay who
will assume payments of them by pressing select button.
Once new transfer is saved, the selected services will appear as paid in current
stay, by adding automatically a payment in payment details tab and they are
added as well as an extra service in active stay who assume payment of them,
being necessary that client who assumed those services, pay for them lately.
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
Add Extra Service
Next a window will appear allowing you to specify the required data.
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A window will appear with the available services, select the one you want, you
can add services for the full range of dates or individually, as well as setting a
price manually without taking into account the previously defined service in the
system, also gratuity can be specify.

Add Invoice
It opens the window shown below:
User Manual
Here you are able to change the invoice owner, appears the stay owner by
default. It takes into account or not in the moment of creating the invoice:
payments made, lodging services, and/or extra services. You can invoice the
total or part of them.

Add Attached Document
You can scan or upload to the system, images in the most common formats, to
attach them as extra data to the stay as shown next:
2. Change Room
When you double click over the room the system will show you a window where
is displayed the available rooms (right) depending on the room type you selected
(left). If there are no rooms available the application provides the ability to locate
the stay in multiple rooms. Once selection is done press the Change button
located on the bottom right of the window. If room is dirty in the moment of
changing, system shows the icon in the list and alerts the user if he/she continues
later to change to a dirty room.
User Manual
3. Print stay information and registration form report
When you press the print button in the stay card you can select 2 kinds of
reports: registration form and stay information. For stay information report
appears a window that allows you to configure the data that will be included in
the report lately as shown below:
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4. Payment Information
When the stay is formed, we can take the data from the form of payment that the
customer will pay, example the data from credit card, and be able to charge in
case of no show. When you are adding a new payment, it takes the information
previously established by default, but you can change it on the spot.
Also in the Services tab of the Stay card you can modify the lodging services
assigned to the different days of stay, different types of taxes, as well as add
early check-in and late check-out services as shown in images below:
User Manual
In the Extra Services tab you can put other type of services; all of them will be
included in the final payment of stay.
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:

Add extra service to stay:
To create an extra service press the new extra service button, next a
window will appear allowing you to specify the required data.
User Manual
A window will appear with the available services, select the one you want,
you can add services for the full range of dates or individually, as well as
setting a price manually without taking into account the previously defined
service in the system, also gratuity can be specify.
Here also appear the charges to rooms made in JCL POS, these services
coming from that system cannot be modified and / or remove here, for this
you must cancel the corresponding receipt in the receipt center of that
system.

Edit extra service:
To edit double-click on an extra service from the list or select it and press
the Edit extra service button, a window will be displayed allowing you to
modify the data.

Delete extra service:
To delete select an extra service from the list and press the Delete extra
service button or right-click on it and choose Delete option.
In the Guests tab from the buttons in area 1 you can perform the following
actions:
User Manual
1
Add guest to stay:
Watch Other options/View stay card/Change Stay Owner section.
Delete guest from stay:
To delete select a guest from the list and press the Delete guest button.
The Payment Details tab of stay card displays information of interest about the
money deposits made by client for the contracted services, it can be one or
multiple of them.
Also is allowed to make a transfer of payments to other stay in the system, a
refund of money to client, delete payment in case hasn’t been settled in a cash
box closing and allow to edit the options of it.
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

Refund:
Add payment:
To add a payment press add payment button, next a window will appear
allowing you to specify the required data.
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
Delete payment:
To delete select a payment from the list and press Delete payment button
or right-click on it and choose Delete option.

Edit Payment:
To view and edit double-click on a payment from the list or select it and
press Edit Payment button, change the parameters you want and save
changes.

Add Transfer:
To add a transfer, press the Add Transfer button, next a window will
appear allowing you to specify the required data, as shown in Add
Transfer section of action button, explained previously.
The Invoices tab of stay card displays information of interest about the invoiced
money charged on services, it collects information from advance payments and
payment status of it.
User Manual
From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:

Add Invoice:
Go to Add Invoice section of action button, explained previously.

Edit Invoice:
To edit double-click on an invoice from the list or select it and press the
Edit Invoice button, a window will be displayed allowing you to modify the
data.

Delete Invoice:
To delete, select an invoice from the list and press the Delete Invoice
button or right-click on it and choose Delete option.

Print Invoice:
To print select an invoice from the list and press the Print Invoice button,
which can be through template 1 or template 2
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Template 1:
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Template 2:

Split services in multiple invoices:
To perform a split into multiple invoices is needed that stay has 2 invoices
created previously in the system at least. The goal of this function is to
adjust all invoices using a customizable way, to do it press Split button.
User Manual

Merge services in multiple invoices:
To perform a merge into multiple invoices is needed that stay has 1 service
previously divided at least. The goal of this function is to adjust all invoices
using a customizable way, to do it press Merge button.
User Manual
In the Attached Documents tab you can scan or upload to the system, images
in the most common formats, to attach them as extra data to the stay.
Documents can be added by pressing the new attached document button as
shown below:
 View Group Stay card
This option allows you to view a summary of the data composing a group stay and
also modify them, to access it do right-click on a stay and choose View group
option.
The window shows the relevant information related to the data rate: amount,
money paid and balances to pay by client of each individual stay and information
about money pending to invoice.
User Manual
It presents information about dates range, room type, room, as well as the owner
of the stay and the stay invoice recipient.
As well as modify the business source (or select one if necessary) and also writing
comments.
Also you can perform the following actions:
1.
2.
3.
4.
Actions Button
Group Actions Button
Print summary of group stay card information
Invoices
2
4
3
1
1. Actions Button

Change Stay Owner
When you press this button the system shows you the list of hotel clients and
gives you the ability to select, modify or delete the existing ones and also add a
new one.
User Manual
1
2
To view the actions taken from the buttons in area 1 go to main menu options
Configuration/Clients section. To select an existing client, check the one you
want and press the Accept button (2), located at the bottom right of the window.

Change Invoice Recipient
When you press this button the system shows you the list of hotel clients and
gives you the ability to select, modify or delete the existing ones and also add a
new one.
1
2
User Manual
To view the actions taken from the buttons in area 1 go to main menu options
Configuration/Clients section. To select an existing client, check the one you
want and press the Accept button (2), located at the bottom right of the window.

Change Contact
When you press this button the system shows you the list of hotel clients and
gives you the ability to select, modify or delete the existing ones and also add a
new one.
1
2
To view the actions taken from the buttons in area 1 go to main menu options
Configuration/Clients section. To select an existing client, check the one you
want and press the Accept button (2), located at the bottom right of the window.

View Stay Owner’s Information
When you press this button the system shows you a window with client’s data
and allows you modify them. To keep the changes click on the Save button,
located at the bottom right of the window.
User Manual

View Invoice Recipient’s Information
When you press this button the system shows you a window with client’s data
and allows you modify them. To keep the changes click on the Save button,
located at the bottom right of the window.
User Manual
2. Group Actions Button

Change Date
When you press this button the system shows a window that allows you to
change arrival and/or departure date of the group selected stays.

Adjust Business Source
When you press this button the system shows a window allowing you to adjust
the travel business source for group selected stays.

Adjust Payment Information
When you press this button the system shows a window allowing you to adjust
the payment information for group selected stays.
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
Checkout
When you press this button the system proceed to do the departure of group
selected stays, if departure date is not arrived yet, this option remains disable.

Add Payment
When you press this button the system shows a window allowing you to add a
new payment of group selected stays according three distribution types: Balance,
Proportional and Manual.

Add Extra Service
When you press this button the system shows a window allowing you to add an
extra service to group selected stays.
User Manual
3. Print summary of group stay card information
When you press the print button in the group stay card appears the report as
shown below:
User Manual
4. Invoices
When you press this button, the system shows a window that allows managing
the information about group stay invoices.
Next is a window with the group stay invoices list.
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From this list, through the buttons located at the bottom left of the screen, you
can perform the following actions:

Add Group Invoice:
To create a group invoice press the Add Group Invoice button, next a
window will appear allowing you to specify the required data.
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
Edit Group Invoice:
To edit double-click on a group invoice from the list or select it and press
the Edit Group Invoice button, a window will be displayed allowing you to
modify the data.

Delete Group Invoice:
To delete select one group invoice from the list and press Delete Group
Invoice button or right-click on it and choose delete option.

Print Group Invoice:
To print, select one group invoice from the list and press Print button.
User Manual
 View Reservation card
The Reservation card is very similar to stay card, main differences are that the
reservation doesn’t contain the Guests and Attached Documents. Doesn’t have
either the ability to make invoices, but you have the option of adding payments.
After a reservation is Confirmed or Canceled is possible to restart it as
Unconfirmed by updating the entry and exit dates if is required, if you want to
change the status from Canceled to Confirmed, the system will verify the
selected room(s)is/are available, if there is no room available the system shows
you a warning asking if you wish to change the room for the selected reservation.
It is also possible to change the date of departure and entry of the selected
reservation. In all other aspects and options, the system behaves the same way
as with stays.
Also you can modify the number of days in advance to confirm the reservation
before the system cancels it automatically.

Print reservation information and confirmation report
When you press the print button in the reservation card you can select 2 kinds of
reports: confirmation and information. For reservation information report appears
a window that allows you to configure the data that will be included in the report
lately as shown below:
User Manual
User Manual
 View Group Reservation card
The Group Reservation card is very similar to group stay card, main
differences are that the reservation doesn’t contain the Attached Documents
tab. Doesn’t have either the ability to make invoices, but you have the option of
adding payments.
After a reservation is Confirmed or Canceled is possible to restart it as
Unconfirmed by updating the entry and exit dates if is required, affecting all
individual reservations that belong to the group, if you want to change the status
from Canceled to Confirmed, the system will verify the selected room(s) is/are
available.
It is also possible to change the date of departure and entry of the selected
individual reservations. In all other aspects and options, the system behaves the
same was as with group stays.
User Manual

Print group reservation information summary report
When you press the print button in the group reservation card appears the report
as shown below:
User Manual
Help

User Manual
In this option this user manual is opened in PDF format, with it the user can
evacuate doubts about using JCL Hotel.

Activate Product
In this window you must introduce the name of registered user after buying the
software; you also have to upload to the system “regkey.dat” file, included in “.zip”
package you purchased from our website.

JCL Hotel website
When you click on the link, the browser will open and will present information with
JCL Team BS website (http://jclteam.com).

About JCL Hotel
This User manual is property of JCL Team Business Solutions. All Rights
Reserved © 2011-2015
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