Professional Documents
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Free User Manual Current en
Free User Manual Current en
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Go
to
http://new.kwhotel.com/en/downloaden/category/kwhotel/kwhotel-free.html?id=37 and download KWHotel
a)
Free.
b) Run the setup file. Installation is pretty much straightforward so simply proceed
through the setup screens untill installation process is finished.
After 30 days you will be prompted to do a free of charge registration of
KWHotel software. It will be used only for statistical record.
1.1
In KWHotel Free each room has basic equipment i.e. bathroom, TV or fridge.
To create your in-house assortment and room equipment you need to:
1.
2.
3.
1.2
Creating Room groups enables you to assign the same parameters for many rooms, but it
is not necessary to have any Room groups in your Room base. A Room group might be
created when in the accommodation site there are rooms of the same standard, or
rooms have the same price or number of beds. If you wish to add a new single room to a
current Group, simply assign it there. No need for filling in all parameters separately.
Please NOTE! If you assign the Room to a Room group, you can not change its price
separately. In such case you may either edit and modify the Room group price, move the
Room into another group or do not assign it anywhere at all.
Go to Rooms tab and in the section Advanced view select Room groups.
2.
Please note! If the option Fixed number of beds in the Room Group is not
marked, you can modify the number of beds in each room separately.
3.
Click Add.
Set the dates on the calendar.
3.
4.
If you want to modify the price later on, click on Edit and change
the rate.
Finally click on Apply and add another to save the new Room group and move on to
creating a new one; if you do not want to add any more Groups for the moment click
Cancel.
4. Fill in other tabs with the information on seasonal pricing, equipment, discounts or price
increases, etc.
5. Click on Apply and add another and then Cancel if you do not want to create new Group.
6. Go to Rooms again.
7. Create a new room to represent a single bed. On the Basic tab enter the room (bed) number
it should begin with the room number and end with the bed number; next assign the room
(bed) to correct Room group (Single bed in the room sleeping 6 people).
Example of beds numeration:
The numbers for single beds located in the room number 01 would be as follows:
01 - 1 (first Bed in Room number 01)
01 - 2 (second Bed in Room number 01)
01 - 3 (third Bed in Room number 01).
01 - 4 (fourth Bed in Room number 01)
01 - 5 (fifth Bed in Room number 01)
01 - 6 (sixth Bed in Room number 01)
If you want to create a new single room, follow the steps below, but if you
want to add room to a Room group, assign the room to the correct Group and
the required information automatically gets filled in.
When there are less than 99 rooms on the Room list in your
accommodation site, at the beginning of one-digit numbers put 0
or space (e.g. 02 and 11).
When there are more than 100 rooms on the list, at the beginning
of one-digit numbers put 00 or double space , and at the
beginning of two-digit numbers add 0 or space (e.g. 002 and
011).
The floor number (the field is not obligatory).
The number of single beds (SB), double beds (DB) and extra beds.
Description extra comment.
Select one of the default payment types:
Fixed rate per room regardless of number of people
accommodated; fill in the rate value.
Hotel Packages are used for calculating the number of days and price automatically. You
can create Weekend packages, Holiday packages and other, special occasion packages. To
create a new package in Rooms select Hotel packages and then click Add new
package.
Package name,
Description,
Package price,
10
Please NOTE! If you mark option Changing the number of days is disabled for
reservations with hotel packages, the booking period must be the multiplication of the
Package validity, e.g. if the Package is valid 2 days, you can book it only for 2, 4, 6 days.
Moreover if you fill in the field Exact name of the room group connected with the
package, you can book a Package for the room group having particular word in their
name, e.g. when the Package is valid for the room group type standard, you can choose
the Package for the room group standard double room.
If you want to see Hotel package that you created, go to Calendar.
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On the left the room list with the number of their beds (extra beds are
indicated after the + sign) and information on cleanliness status.
You can change the cleanliness status by double clicking on the colourful
dot; choose the correct status.
In the middle the Calendar (Saturdays are marked blue, Sundays are
highlighted in red, past days are grey).
On the left hand side the scroll bar to change days, months and
years on the Calendar.
In order to move faster to the other date please left click and hold on the
button which is located on the right side of the date to move forward or on
the left side of the date to move back. The same applies to months and
years.
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b.
c.
d.
e.
Before printing the Calendar check on its printing preview. Make appropriate changes to the
printing page using Calendar Width and Calendar Height bars.
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Room number
To select the room number open the scroll-down menu and choose from the list.
14
The default rate is set when creating a room, however you can change the rate in
Payment options in the reservation.
Thanks to Equipment bar you can view complete list of equipment present in the given
room while Description allows you to include more details regarding the room.
2.
To set the date, click on the scroll-down arrow next to the calendar icon and select days
on the calendar; todays date is marked with blue colour.
Another possibility to set the reservation date is to type it into the check-in and check-out
date fields (e.g. 1st of February 2013, type in as: 1.2.13., confirm by clicking Enter).
Days
15
Days field reflects how long the customer stays at the accommodation site. When you
set the check-in date and enter the number of days the system modifies the check-out
date adequately.
3.
This part of the window is used for entering basic customer data (the person who makes
the reservation); fill in the name and surname, telephone number and E-mail address. If
the name is already on your customer list, the system shows the appropriate message.
If you want to provide more detailed information on the customer or when the booking is
made by more than one person, click Add customer and the Customers window
pops-up.
To find the name of existing customer in the Customer base, follow the steps in the table
below.
In Customers window, you need to fill in all the necessary information either for the
private person or for the company. At the bottom of the window you can select the
customer status: a child, a regular customer or a blacklisted one.. Moreover, there is a
possibility to issue Hotel ID Card by clicking on the icon below the statuses.
To add companys information to the private person`s profile, click on the yellow plus
sign on the right of the Company field.
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If the customer already exists in the system, after typing in first four letters the program
feeds the name in the Customer search field. When you click on the name, customer
data gets filled in automatically.
The Reservation history field is a record of all previous visits and bookings made by the
customer in the accommodation site.
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IMPORTANT
If the customer name already exists in the Customer base the system informs you about it
by showing the following message:
In order to add another customer to one reservation, create a brand new customer record
by clicking on Add Customer.
When the reservation is made for more than one customer, only the name that is
highlighted in the New Reservation window will be visible in Calendar module. You can
not select both customers as they will not be displayed together.
If you want to check which user created the given reservation, open it and look for
information in the top-left corner. The person will be named in brackets next to
reservation name.
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4.
Reminders
The Program allows you to set the reminder for any reservation; e.g. the reminder
regarding wake-up call for the customer. To set the reminder mark the box on the left of
the date field and select the date on the calendar. After some time, a reminder window
pops-up; in the window you can quickly edit the reservation accordingly. It is
recommended to enter the reason for the reminder in the comments field. The comment
is then shown in the reminder window.
Reservation comments
Provides you with additional place to write down more information regarding given
reservation.
Attaching documents
When there is a need, it is possible to save additional comments in a separate text file
and enclose it in the reservation (e.g. text of a legal agreement with the customer).
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5.
Exclamation icon; when you mark the exclamation icon next to comments
field, first line of remarks will be shown at the beginning of reservation
information in Calendar module. If you dont want other comments to be
visible in Calendar, separate them with Enter. It is a useful way of emphasizing
important information about a reservation.
There are three payment options available (to select an option, mark the circle next to it
or enter the price). These options can be viewed on the next page of the manual.
20
Number of adults
Number of children
Room rate per night (it may be different than default rate
which was set up for the room before)
21
The room rate depends on the number of people accommodated. You need to fill in the
rate and in the Room Base window enter:
Number of adults
Number of children
Rate per adult
Total price per night for children and pensioners if the rates are
different than adults rates.
22
Hotel Package
When selecting Package payment option, you just need to set the check-in date for the
package.
When making a new reservation or editing an existing one, a message in red may be seen:
Standard rate different than default. It means that either the payment option or the rate
values are different than default. When clicking on Default, the system restores the default
payment option and default rates for the room. However, you can save the new payment
23
If the number of people accommodated exceeds the number of beds in the room, the
program asks you for confirmation before saving the reservation.
6.
Documents tab
The Documents tab is used for issuing fiscal documents, i.e.: Invoices, Receipts, Pro
Formas. When issuing a document in Reservations, it is visible both in Reservations and in
Bills module. But when raising a document in Bills module, it is not attached to
corresponding reservation. Therefore it is recommended to issue documents in
Reservations.
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7.
On Credit card tab you can store information regarding customers credit cards.
However, before entering the credit card data, make sure to create the Encryption keys
in: Tools-->Configuration-->Security
On Other tab enter On-line reservation number and the information where the
customer comes from to your accommodation site.
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9.
The Reservation status depends on the reservation dates and payment made by the
customer. When you set the status the reservation changes its colour in Calendar
module. There are three types of statuses:
Past statuses (left column) if the check-out date is before current date the
available statuses are: Vacant not paid, Vacant, Vacant excess
payment.
Current statuses (middle column) if the customer has already checked-in and
not yet checked-out the statuses are Occupied.
If the customer has not made any payment for the reservation yet, the statuses are:
confirmed, not confirmed, cancelled.
If you mark the reservation cancelled and hit Save, the reservation gets deleted.
If you fill in the Advance payment field, the status of the reservation changes to
Advance paid.
If the full amount of money was paid, the status of the reservation changes to
Reservation paid full.
26
In case of any questions or doubts, go to Help on statuses (bottom right corner of the
reservation window).
10.
If the advance payment due date is set on particular day, the system shows a reminder.
When the advance payment due date is before current date, the reservation gets
highlighted red on the Calendar.
11.
27
Issue documents icon is used for issuing: Invoices, Pro forma invoices, Receipts,
Advance VAT invoices, Advance Pro Forma invoices and Booking confirmations.
To enable Check-in icon, go to Tools-->Configuration-->Other-->Obligatory Check-in
If the reservation was modified many times, you can preview its basic form, before any
revision was made. When you complete filling in the information in the New
reservation window, click Save.
If you point over a reservation in Calendar module you can view the most important
information and comments about it.
To add a new Group booking, mark the reservation period or select the check-in date in
Calendar module and click Add group booking at the bottom of the window.
To set the dates, click on the scroll-down arrow next to the calendar icon and mark the
days on the calendar; todays date is highlighted in blue.
28
If you need to change the month, click on the left or right-side arrow next to the months
name. Another option is to click on the months name and choose from the list.
Days field reflects how long the customer stays at the accommodation site. When
you enter the check-in date and fill in the number of days the system automatically
adjusts the check-out date.
2.
At the top of the room list there are options and filters used for searching and
selecting the rooms.
29
Enter the rates and children rates. If the default rates were set for the rooms
before, the program fills the rates automatically. However, it is possible to
modify the default rates at this point, just enter the new value into the table.
Check-in and check-out dates get transferred from Reservation dates, you
can not modify them in the table.
Next five grey columns of the Room list table are not editable. These are
default room rates that were set for the rooms before.
It is obligatory to set the reservation dates first and then select the rooms when creating a
Group booking. If you want to book different rooms for different dates in one Group Booking,
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If you look at the Room list table now, you can see that each room has the correct reservation
date assigned.
When clicking on a reservation that belongs to a Group booking in Calendar module, it is
possible to view either a Single reservation window or a Group booking window (screen
shot below):
A Group booking window is usually used when adding a new reservation. When the
guests arrive and you need to enter their data, you rather edit each reservation
separately.
32
If you enter a value into Amount paid or Advance fields in Group booking, the
payment gets divided by the number of guests or rooms and it is transferred into each
reservation separately.
E.g. There is a Group booking for 3 single rooms (100 Eur per night/room) for 10 days;
full payment for the Group booking equals 300 Eur. If the customer paid 1500 Eur
advance, there is 1500 Eur payment left. When opening any single reservation, the
Amount paid comes out as 500 Eur (1500 Eur divided by 3 rooms).
The calculation gets more complicated if you select different payment options for
different rooms in one Group booking (room rate per night or price per person).
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In the top toolbar you can find the following selection of features:
a.
b.
c.
d.
Customers who arrived on, also mark the date on the calendar.
Reservations for
e.
Each view can contain different data regarding customers or reservations, just
tick the box next to the information that you want to be included in the view.
Additional facilities in the Logbook are: Customers report and Group
Report.
f.
In the Logbook you can view data of all customers who made the reservation and are
registered in the system.
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a.
b.
c.
d.
e.
You can add a meal to a reservation when creating new or editing an existing one. To
view Edit Meals window, click on Meals icon at the bottom of the New
reservations window. Now you can fill in the information such as: the number of people
eating full/half meal, the meal types and their prices (the system automatically calculates
total price). Moreover it is possible to create different combinations of meals on
particular day by entering adequate numbers into white/blue fields of the table.
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37
This module is mainly created for issuing documents and creating the assortment base.
There are different types of documents available, i.e.: Invoices, Pro Formas, Receipts,
Invoice Corrections and Cash Receipts (cash released, cash accepted, bank released, bank
accepted).
When the document is created, it can be easily printed. Click Save to call out Print
options. Here you can select if you wish to print either original invoice, its copy or both of
them.
Each type of document can be paid according to different payment option; moreover it is
possible to join different forms of payment in one document.
In Bills module go to Add invoice to create a new invoice. After filling in the necessary
information and saving the invoice, the printing option automatically comes out. If you do
not want to print the document at this stage, hit Close.
If option Paid at the bottom of the invoice window is unmarked and the due date is
before current date, the invoice gets highlighted red on the list of invoices.
38
When Pro Forma is paid, you can issue the document simply by clicking on Invoice at
the bottom of its window.
On the list of invoices the number of Pro Forma gets highlighted in different colour
depending on its status:
39
When correcting an Invoice it is important to delete the present data first and next input
the correct information into the field.
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Cash accepted
Cash released
Bank accepted
Bank released
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In KWHotel it is possible to create different assortment groups (e.g. goods, services) and
an in-house assortment to facilitate your work in the accommodation site. You can select
the assortment when creating documents.
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by different rooms,
by days,
by months.
Statistics overview
Statistics overview additionally contains Total Cash Inflow divided by different types
of payment; moreover it is possible to check on the cashiers name.
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Shift Reports
They contain information about proceedings that take place during a specific shift. It
enhances communication between different shifts so that each shift can assess work that
was completed and determine how to proceed.
46
On Menu bar go to Tools and then Configuration.
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In Calendar Configuration you can change the calendar design. It is possible to set unique
colour codes for the reservations, choose frame colour and shape for the strips, decide
on the room list colour. You can also add additional information to the Calendar, i.e.:
Number of people making reservation, Address, Comments, just tick the box next
to selected feature. For Hotel packages you can set thickness of the reservation strip
frame. Restore defaults option reverses the modifications back into basic layout. You
can also select Sharpen Edges and Shaded Colour options to enhance the
representation of data.
On Taxes tab you can set standard tax rate for the Room rate per day, Meals, Products.
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Finally decide on the method of calculation for VAT invoices (Gross or Net prices).
In Taxes Configuration it is possible to set the calculation method and value of Local tax.
On Invoices tab you can decide on the invoice numbering method (annual numeration,
monthly numeration) and set up the default prefixes for invoices and receipts.
Moreover you can enter your in-house invoice names for accommodations, meals and
advance payments. Additionally make sure the invoices contain your company logo.
In the bottom left field select the payment type and on the right enter the address for
issuing invoices.
50
In Meals Configuration it is possible to give meals your in-house names; moreover you
can set the default meal prices.
51
Users tab is used for setting up access rights for different KWHotel Users. There are
four options available: Guest, Junior Receptionist, Receptionist, Administrator.
You can find detailed information on access rights in the program.
52
In E-mail Configuration you can decide on default E-mail sending option. You can choose
either your personal E-mail application or KWHotel E-mail client. Selecting the second
option requires filling in the required data in the system.
The program enables you to send Booking confirmation E-mails. If this option is selected
in Configuration, the feature Issue document in Reservations gets highlighted either
red when the confirmation was not sent, or green when the confirmation was sent.
Confirmation E-mails may be sent out automatically as well.
53
When sending the confirmation from your default E-mail application, the system pastes
the confirmation text directly into the body of the message. Therefore confirmation
layout may be damaged. Another option is to send the confirmation in the attachment as
PDF file. In order to do this, go to E-mail Configuration and mark the option Send E-mail
from KWHotel mail client, then enter the required information into the system.
On request, KajWare can also prepare your individual in-house Booking confirmation with
company logo, location map and many more (requires extra charge).
KWHotel enables you to establish default names for Invoices & Pro Formas, Booking
Confirmations, and Hotel ID Cards. You can modify documents layout and save your
preferences regarding 0% VAT ID usage as well.
If you want your in-house Guest policy to be attached to each Booking confirmation, type
it in the Layout Configuration window.
To minimalize risk of losing your database current progress, KWHotel Security
configuration offers you a variety of security options. You can either force program to
54
automatically create database backup every 30 minutes or before closing the application.
Additionally you can enable option to ask you upon program shutdown, whether you
wish to back up your database. There is also an On-line backup option. If you wish to
enable it, please contact KWHotel Support Team.
Both Primary and Secondary keys must be entered by the User. The Primary key has to
contain 8 characters and the Secondary key, 6 characters.
Primary key is stored on your workstation but the Secondary key is not and has to be
typed in every time you encrypt or decrypt the Credit Card number.
Other
On Other tab you can set up default names for 3 different age ranges.
Moreover you can decide on the Overbooking option, which means booking the same
room more than once. If you mark Yes the reservations in Calendar could overlap.
When saving a reservation the system additionally asks for the confirmation for
overbooking. The following message appears:
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Enabling obligatory check-in and check-out options forces user to manually perform
check in and check-out actions to successfuly complete reservation process.
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