Hotel Management System

INTRODUCTION
The project is basically meant to computerize the actual room booking, billing related to it. So as
to gain accuracy, processing speed, data consistency, data integrity, better error handling,
availability status and online help.

The hotel is offering different plans and room types. Master data of these plan,
room, room types is maintained so that whenever there is any addition,
modification, deletion in room and bookings the master data is updated
accordingly.

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EXISTING SYSTEM
The present system is a manual front office system. All the works and function which are
described below are being computerized. Here is the brief description about front office.

Front office is the most important department of the hotel because of its
revenue generating capacity. Front office is the place where the customer is
referred to as a guest. The front office is responsible for allocating room for
use. Room tariff is the rate charged per room.
The front office is comprised of the following section
Reservation
Registration
Service Utilization
Payment

Reservation

Rooms
Guests can request for in advance. Booking can be done through telephone
or in person. Availability of the rooms will be checked by referring to the
occupancy chart. At the time of booking room type, plan is confirmed.
Booking is not confirmed unless and until advance payment is made. Once
advance is paid a advance receipt is given to the customer.
Booking can be preponed, postponed or cancelled. If cancellation is made
then no money is refunded back.
Conference hall
Sales executive gives the quotation to the company. Sales executive accepts
company details. Accordingly to companys requirements availability of
conference hall is checked with the help of occupancy chart. Required rate
negations are done. Both sides give a written confirmation.

Hotel Management System

Registration
At the time of check-in customer has to show advance payment receipt. The customer
may be a

Indian
Foreigner
Company
The customer will fill guest folio. If customer is a foreigner then the customer has to fill
form C. This form will be given to the nearest police station within 24 hours as well as
one copy will remain with the hotel. If customer is a company then rooming list will be
accepted by the receptionist. According to rooming list room group will be prepared
depending upon the occupancy type i.e. Single, double or triplet.

Service Utilization
If customer wants to transfer his room, then availability of room
will be checked and accordingly new room is given to the
customer.
During the stay various fixed services as per plan, optional services such as laundry,
telephone, sightseeing will be provided as per requirement of the customer. Considering
all service bills, final bill is prepared. Complaints and suggestions from the customer are
accepted and action may be taken on them.

Payment
Billing and check-out
At the time of checkout, final bill is given to the customer. When a customer
makes final payment a final payment receipt will be given to the customer.
Front office cashier handles payment. Payment can be made by cash or
check

Hotel Management System

Hotel Management System

SCOPE OF THE SYSTEM

1.ENQUIRY

Hotel Management System

When the customer is making an enquiry, the related information is supplied to him but
data about that customer is not maintained.

2.ROOM MANAGEMENT
Dealing with addition of new rooms or existing status of rooms as well as
type of room, looking after room occupancy, room transfer and also to attend
at duties to particular room.

3.BOOKING
Computerizing the booking so as to reduce manual work, human errors regarding
availability. An occupancy chart will be referred while booking. If the rooms are available
as per customers requirements booking will be confirmed and advance payment is accepted
or else the customer will be listed on waiting list.

4.BOOKING STATUS TRANACTION

The period and check-in booking can be preponed, postponed or cancelled. If the booking
is cancelled the money is not refunded back.

5.CHECK-IN
At the time of check-in customer s data will be updated. Customer may be a foreigner or
Indian or from a company. Foreigners information is stored in separate form called
form c which is forwarded to the police. If customer is from a company then a letter
from the company is accepted and room list from them and then accordingly generation
of room group considering occupancy type such as single, double, triple.

6.SERVICES TO GUESTS
Providing fixed services as per plan providing optional service such as
laundry, telephone, sight seeing or transport with additional charges Looking
after better guests satisfaction by prompt room services. Maintaining

Hotel Management System

separate bills for each service, providing room transfer activities as per
customer requirements

7.COMPLAINTS AND SUGGESTIONS

Recording different complaints and suggestions expressed by customer. Answering to
complaints with valid reasons and consideration of suggestion for future policies and
decision-making.

8.BILLING
Preparation of final bill by considering the various service transaction such
as telephone charges, laundry or other optional services .

9.CHECK OUT
Final bill is given to the customer. Receiving payment from guests and
giving receipt with refund if any. Keeping track of damages if any and
further follow up in a respective matter.

Hotel Management System

HARDWARE AND SOFTWARE

SPECIFICATIONS
HARDWARE

Processor
RAM
Disk and Drives
Monitor
Mouse
Printer
UPS

p-1 and above

128 MB and above
HDD 20GB and above, 1.44FDD
SVGS etc color
Logitech serial mouse
80 Character Dot Matrix, HP inkjet color printer
one

SOFTWARE

Operating System
Front end
Back end

WIN 98
VB 6.0
Oracle 8

Hotel Management System

REPORTS GENERATED
Customer type wise customer report
Daily booking report
Daily Check-in report
Daily advance payment report
Booking type wise booking report
Booking status report
Plan wise room report
Monthly complain and suggestion