TH2007

Laboratory Exercise
Introduction to the Genesis Property
Management System
Objective:

At the end of the exercise, the students should be able to:

 Identify the parts of the Genesis Hotel Property Management System and its use.

Materials:

 1 Desktop Personal Computer with pre-installed Microsoft Windows operating system

 Genesis Hotel Management System Software
 04 Laboratory Worksheet 1.pdf

Basic Principles:

The Genesis Property Management System is a property management software available for lodging facility
owners and operators. It supports necessary hotel functions such as guest reservation, billing, housekeeping,
and reporting.
Gatessoft is a Canadian-owned software development and hotel and wholesale/retail management consulting
firm based in Manila, Philippines. It specializes in scalable, fully integrated web/software solutions for hospitality,
multi-station/multi-site point of sale, warehousing and inventory, and e-commerce, with engagements in Canada
and South East Asia. Among its clients are Balesin Island Club, Cebu Grand Hotel, The Farm at Carpenter Hill
in Koronadal City, La Piazza Hotel and Convention Center in Legazpi City, My Hotel in Davao City, T’boli Hotel
in General Santos City, and Hotel Felicidad in Vigan.

Parts of the Genesis PMS

I. The Menu Bar - This provides the user with access to the system's various functions, specifically
reservation, front desk, cashiering, housekeeping, sales, accounts receivable (AR), miscellaneous, setup,
utilities, and end of the day.

o Reservation - This menu is used to create reservations and edit or update existing reservation
information. It also includes the following functions:
• Walk-In - It is used to register guests without reservations (walk-in guests).
• Blocking - This is used to block rooms in designated areas of the hotel for group reservations.
• Profile - It allows repeat business tracking and stores guests’ information such as preferences,
notes, and audit trail. This enables the hotel to efficiently serve guests each time they return.
Every reservation must have an individual (or guest) profile attached to it. Profiles can be
simple, with a first and last name and address only, or complex with preferences and notes.
Profiles also simplify and speed up the reservation process for returning guests since their
information is already stored
• Room Plan - It is useful to organize pre-blocked rooms to maximize hotel availability. In the
Room Plan, all in-house and pre-blocked rooms are displayed. This is used to move pre-
blocked reservations due to arrive at rooms expected to depart.
• Floor Plan - It is a visual display of all rooms in the hotel, floor by floor.

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o Front Desk - This menu is used to perform various front desk functions. It includes the following
functions:
• Arrival - It is used to check the guests who are due to arrive. It allows the searching of guests
via several options like room number and last name or first name.
• In-House Guest - This is used to view and modify reservation information and/or profiles of in-
house guests.
• Check Out - This is used to view checked-out and due to check out guests.
• No Show - This is used to check on guests who did not arrive during the date they are expected
to.
• Room Blocking - This shows the rooms that are blocked or reserved for certain guests.
• Gym Members - This is used for logging the in and out of guests who use the gym (applicable
only if the hotel has a gym).
o Cashiering - This menu is used to perform necessary cashiering functions. It includes the following
functions:
• Guest Billing - It is used to open the guest billing window where payments, settlement, and
printing of bills can be performed.
• Departures - It is used to check on the guests who are due to depart for the day.
• Fast Posting - It is used to post one or more charges to any number of guests, without having
to open the Guest Billing screen for each guest individually. This feature is useful, for example,
for quickly posting charges for a service provided to many guests such as laundry or dry
cleaning.
• Foreign Exchange - It is used to add and edit currency equivalents for an easier transaction
when other currencies are used as guests' payment.
• Passers-By - This is primarily used to handle transactions for non-guests when a printed folio
is requested. For instance, a non-guest businessman comes to the front desk and wants to
send a fax to his office. He will pay for the charge on the spot, and a folio can be printed if he
requests it. Similarly, this can be used to handle transactions for in-house guests who wish to
pay for services they do not want to post on their folios.
o Housekeeping - This menu is used to perform housekeeping-related functions. It includes the following
functions:
• Housekeeping - It provides the list of rooms, its status, check-in and check-out date of the guest
(if occupied), the type of bed, the room type, and the room's view. It is used to control daily
housekeeping and room status details. With this, the housekeeping department can determine
which rooms require service and assign them to specific attendants. It is used to change or
update room status codes for individual rooms or multiple rooms, make an entry for repairs,
and assign rooms.
• Discrepancies - At times, the information regarding a room differs between the front office and
housekeeping departments. The discrepancies screen is used to view and resolve such
problems with ease.
• OOO/OOS List - This is used to mark, edit, and delete rooms set aside to prevent these from
being reserved. Out of Order (OOO) and Out of Service (OOS) rooms are the last to be sold
or completely unavailable for sale due to maintenance issues.
• Room Details History - This is used to research on room numbers for many purposes. It allows
the viewing of room occupancy history from any date in the past. With this feature, guests’
claims on lost and found items can be easily performed.
o Sales - This menu is targeted for the sales department when functions/banquets/events are booked in
the hotel. This department is usually the one in-charge in processing such transactions. It includes
features such as Past/Present Booking and Functions, Future Booking and Functions, Function
Information Sheet, and Sales Company Profile.

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o AR (Accounts Receivable) - This is a claim for the hotel's payment against its customers/clients for
goods supplied and/or services rendered. The accounting department usually uses this. This may have
pre-requisites depending on the property. It includes the following features:
• AR Transfer - It is used to view, edit, and print invoices before transferring them to the AR
account. This enables the accounting department to check the companies' accuracy billed for
the invoices before they show up in the account
• AR Maintenance - It allows the creation, editing, and search of AR accounts.
• AR City Ledger - It is used to collect accounts belonging to various companies that utilize the
hotel for meeting space. Instead of billing separately for each service that the hotel provides,
the charges are accumulated in the company's city ledger account. The hotel then periodically
sends the bill to the company. Another component of the city ledger is the credit card accounts.
If a guest uses a credit card, the transaction creates an account receivable for the hotel to be
collected from the credit card company.
• Cashier's Collection - It is used to view and print the cashier's collection report for a certain
period.
o Miscellaneous - This is used for generating reports to view hotel activities. It includes the following:
• HMS Report - It shows the summary of all the transactions performed in the PMS.
• Room Availability - It displays the available rooms in the hotel.
• Room Occupancy - It displays the details of the hotel’s room occupancy. This is presented
visually through the occupancy graph.
• Occupancy Forecast - It displays an occupancy forecast that may guide front desk clerks to
anticipate future occupancies, leading to better selling rooms strategies.
• Availability, Occupancy, and Departure History - It displays details about room availability and
occupancy history.
• Room History - It provides details about a room, the guest who has checked in to that room,
and other details pertinent to the guest's stay.
• House Status - It provides a summarized status of the whole operation.
• Occupancy Graph - It is a visual display of the hotel’s occupancy by date. This graph shows
the hotel’s occupancy in terms of reservations and blocks.
• Guest Complaints - It allows recording, editing, and modifying guest complaints. This can be
used in the future as a guide for desk clerks on how to resolve and avoid the same complaints
to ensure guest satisfaction.
• Traces - It is a feature applicable to the housekeeping department and includes disputes,
requests from guests, the staff involved, and the date the concern is resolved.
• Wake Up Call - It is used to set up wake-up calls as may be requested by guests. It includes
details like the room number of the guest requesting a wake-up call, the time requested, and
the request's date.
• Cashier’s Audit - This is used to generate and print the cashier’s report for a certain period.
• Monthly Report - It is used to generate reports such as Rate Amount Production Report, Daily
Room Revenue Report, Month to Date Report, and Shifting Report.
• Official Receipt - It is used to generate an official receipt report for a specific period.
• Posting Adjustment - It is used to adjust/change posting entries on the system. This feature is
used mostly by the accounting department.
• Cashier Reconciliation - It is used to generate the cashier's report and verify the cash
register's amount as of the closing of the cashier's shift.
• Multi-Parameter - It is used to preview and print reports such as Arrival, Departure, and No
Show reports within a certain period.

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• Profile Production Statistics - It is used to review the number of guests booked by a travel
agency and a report on which countries most guests come from
• Telephone Book - It is used to add, edit, and delete telephone contacts of the
establishments/guests that the property is dealing with.
• Transportation Report - Used to preview the details of transfers (transportation arrangements
between a guest and a hotel from the airport to the hotel).
o Setup - It allows the user to access the following functions:
• Room Setup - It is used to change the details about a room, specifically rates, categories,
features, bed type, room view, and other details pertinent to the room.
• Booking References - It allows the user to add, change, and edit the information that the
establishment wants to acquire from the guest during the booking stage.
• Cashiering - It allows the user to add, edit, and modify cashiering functions such as Discount
Type, Bank Reference, Card Type, and Services.
• Users and Groups - It allows adding, editing, and deleting users of the system (HMS).
• Floor Plan Setup - This feature allows the user to upload the floor plan of the property.
o Utilities - This allows the user to access the following functions:
• System Setup - It enables the user to add and edit details of the property using the system.
• Change Password - This allows the user to change his/her password in accessing the system.
o End of Day - This enables night auditors to perform their night auditing functions so that the transactions
for an entire day can be closed (end day) and to preview night audit logs for a certain period.
o Exit - This allows the user to log off or exit the system.

II. The Toolbar - This is a set of icons located at the top of the main window, which provides shortcuts to the
system's common modules/functions. These icons can be used to perform functions aside from the menu
bar.

III. Status Bar - This shows the user’s information. It also shows the system date and time.

Reference: Gatessoft Corporation. Genesis Hotel Property Management System Software

Procedures:

1. Wait for your instructor to hand you with 04 Laboratory Worksheet 1.

2. Accomplish the given file in 20 minutes.
3. Once done, submit your output for checking.

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