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Summary Slide

Property Management System DiagramThe Guest Account Guest Registration Menu DiagramGuest Accounting Menu Display Check-in Illustration Steps 1 to 10 Registration Card Diagram Registration Card PMS Hierarchy DiagramPMS Hierarchy Internet Exercise
Figure 8-1

Property Management System


Within the guest ledger, PMSs divide the guest account into two separate menus: Guest Registration Menu Guest Accounting Menu The registration menu contains information specific to the guest stay. The accounting menu tracks all debits and credits.
Figure 8-2

The Guest Account Two Parts of the Same Whole

Guest Registration Menu

Guest Accounting Menu

Figure 8-3

Guest Registration Menu

Figure 8-4

Guest Accounting Menu Display


Guest Name: M/M Jones Arrival Date: 12/1 Departure Date: 12/3
Line # 1 2 3 4 5 6 7 8 9 10 11 Date 12/1 12/1 12/2 12/2 12/2 12/2 12/3 12/3 12/3 12/3 12/3 Room/Acct 123 123 123 123 123 123 132 132 123 123 123

Figure 8-5

Room Number: 123 Payment Billing Method : CA/SRT Reservation Status: I


Reference Credit Debit Room Rate 100.00 Room Tax 6.00 Room Serv. 38.50 Movie 8.00 Room Rate 100.00 Room Tax 6.00 Gift Shop 12.95 Gift Shop (132) 12.95 (TR) Bar 10.00 Bar 10.00 (CO) Check Out 258.50 Balance Due: Empl. AI AI JB KM AI AI JB JB SD SD

Check-in Illustration
The actual check-in of a guest is a very good way to illustrate the guest registration menu within PMS. The following slides illustrate the registration of a walk-in guest, that is, a guest without a reservation. What factors might a front office manager take into consideration when setting that days walk-in rate?
Figure 8-6

Step 1 is to identify the arrival and departure information, and if need be, verify with management the availability of sleeping rooms.

Figure 8-7

Step 2 is to identify the room type the guest prefers. Agents should do their best to match the guests room preferences with what is available.

Figure 8-8

Step 3 is to use the PMS system to determine what available rooms in the hotel inventory match the guests room preferences.

Figure 8-9

Step 4 is to assign a specific room number based on what PMS indicated was available.

Figure 8-10

Step 5 is to determine the tax status of the guest. If the guest works for agencies of the government, or certain not-for-profit organizations, he or she may be tax exempt.

Figure 8-11

Step 6 is needed to determine method of payment.

Figure 8-12

Step 7 In this step, the front desk agent is able to make notes relevant to the guest for other employees. Because this guest is paying by check, a good practice is to note the check number in the registration menu. Also, another note was made indicating that this disabled guest may need assistance later.

Figure 8-13

Step 8 is to gather personal identification information, such as name, address, phone, and company name, if applicable. A drivers license or some other proper form of identification should be shown.

Figure 8-14

Step 9 is to verify the market code. The market code is needed to serve as a check and balance to the sleeping room rate assigned. The market code should match the rate. This is needed to uncover any possible fraud by front desk employees (e.g., reducing a rate for a friend).

Figure 8-15

Step 10 is the final step. The rate is typically assigned at the time a market code is issued. However, since this was a walk-in, and the walkin rate changes, this rate was assigned last.

Figure 8-16

Registration Card
A registration card summarizes much of the information contained in the guest registration menu of PMS. The information on the card is used to verify the accuracy of information in PMS, such as:
Arrival/departure information Spelling of the guests name Assigned rate
Figure 8-17

The Registration Card


Room Number_________

Figure 8-18

Nice Hotel and Towers


123 Nice Avenue, Anywhere, USA

Card # 001

Arrival Date______Departure Date_______ Payment________ Room Preference________ Rate___________ Signature___________________


(By signing above, I hereby confirm all details contained herein are correct and agree to abide by hotel policies) Check-in Time is 3PM (15:00) Check Out Time is 12:00

Guest Name __________________________ Company Name _______________________ Address _____________________________ Telephone ______________

PMS Hierarchy
The organization of the menus within PMS and their inter-relationship is called a PMS hierarchy. The primary menu is the front office menu. Subsequent menus are:
Reservations Menus Registration Menu Night Audit Menu Housekeeping Menu Uniform Services Menu
Figure 8-19

PMS Hierarchy Front Office Menu

Reservations Menu

Registration Menu

Night Audit Menu

Housekeeping Menu

Uniform Services Menu

Make a Reservation Post Advance Deposit Group Bookings

Guest Registration Guest Accounting Print Daily Registration Cards

Trial Audit Market Segmentation POS Menu

Room Status Update Guest Registration Room Blocking

Guest Locator Guest Message Center

Travel Agent Commissions


Room Forecasts Reservations Reports Guest Message Center

Charge Routing
Room Blocking Guest Message Center Front Desk Reports

Room Status Update


Final

Guest Message Center


Housekeeping Reports

Figure 8-20

PMSInternet Exercise
This exercise exposes you to a different PMS system.
Step Step Step Step Step Step Step Step 1: 2: 3: 4: 5: 6: 7: 8: Go to the web site www.execu-tech.com Download the Hotel Demo Download 30-Day Evaluation Fill Out Basic Information Complete Download Begin Exploring the Program Navigate the Main Menu Create Your Own Reservation
Figure 8-21

Property Management Systems Web Sites


Hospitality Technology Solutions http://www.innhanse.com TPE Research http://www.tperesearch.com Multi-Systems Inc. http://www.msisolutions.com InnSystems http://www.innsystems.net/index.html Resort Systems Inc. http://www.resortsystemsinc.com/index.html TCS Systems http://www.guesttracker.com Hotel Data Systems http://www.hoteldata.com Micros http://www.micros.com/ Aremissoft http://www.aremissoft.com Metropolis Technologies http://www.metropolis-tech.com Ramesys Hospitality http://www.us.ramesys.com
Figure 8-22

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