Execu/Tech Systems, Inc.
Knowledgebase
Search:
850-747-0581 Email Website
Contents
 
:
IndexBookmarkPrint This Article

Home > Questions and Answers > Data Flow

These are not procedural instructions.  This is simply a description of data flow and a few procedural comments.


GROUPS - from group setup to reservations to check-in to check-out.

When Guests' room and tax charges post to a master folio.  Individual guests do not pay room and tax charges.            

The Group is created.             

  • "Create master folio automatically" is selected, or the folio number is entered into the "folio number" field if there is already a master folio for this group.   
  • "Apply master folio to reservations" is selected.  This post guests' room and tax charges to  the master folio when "Post Room and Tax" is run from the Night Audit menu.
  • Room types are blocked (set aside) or rooms by room number are soft blocked. 
  • The deposit is posted to the master folio (not the reservations).

Individual reservations are made.                            

  • The group code is typed into the "Group code" field or selected from the look-up.
                   
  • If rooms were soft blocked, rooms are assigned using the tape chart (rooms availability grid) to pick up soft blocked rooms.  Note that room numbers (not just room types) must be assigned for a one-button group check-in.
                                   
  • The guests' credit cards are validated if necessary for incidental charges not paid by the group entity.  If not, the "Guarantee code" field must be populated with a valid payment type for a one-button group check-in. 
  • The  "master folio no." will automatically populate with the group's master folio number.

Guests are checked in.                        

  • Guests may be checked in one at a time as they arrive or you may check in the entire group.  Any reservation without a "today" arrival date, a valid payment code, and a room number will not be checked in with the group and must be checked in separately.
                                   
  • If there is a group master folio, the deposit will remain in that folio.  Guest room and tax charges will post automatically to that folio at night audit "Post Room and Tax".  Guest incidental charges will post automatically to the guest folio but POS checks may be closed to ACCOUNT CHARGE with the master folio number as the account /folio number.
Guests are checked out.            
  • Guests may be checked out individually or you may check out the entire group.  If you are using the Group check-out function, you should make sure that all guest folios have zero balances prior to the group checkout.
  • The group master folio does not check out with the group.  You must close the master folio separately, posting any additional charges prior to check-out and additional payments at the time of check-out when you close the master folio.  The folio should have a zero balance when you are finished checking it out.

Reports - Reservations:            

  • Print Reservations Status Reports - Reservations by Group - itemized list of reservations by group.
  • Print Group Pickup Report - Shows rooms blocked versus rooms picked up/ not picked up.
  • Print Group Arrival Report  - Shows list of all groups for the group.
  • Print Guest Deposit Reports - Print by guest advance deposits or by master folio.
Reports - Other
  • Guests in House - by Group
  • Guest History Report Generator - Based on print parameters selected at time of report print.
  • Guest Trial Balance - By guests shows guest balances, by master folios shows master folio balances.
            
           
When Guests' room and tax charges post to guest folios.  Individual guests pay their own room and tax charges.           

The Group is created.                                     
  • "Create master folio automatically" is selected if banquet, meeting room, or other charges should post to a master folio, even if guests are paying their own room and tax charges.                    
        
  • "Apply master folio to reservations" is NOT selected.  Selecting it will cause guests' room and tax charges to post to the master folio when "Post Room and Tax" is run from the Night Audit menu, rather than to the guests' folios.
                   
  • Room types are blocked (set aside) or rooms by room number are soft blocked.

Individual reservations are made.            

  • The group code is typed into the "Group code" field or selected from the look-up.
                   
  • If rooms were soft blocked, rooms are assigned using the tape chart (rooms availability grid) to pick up soft blocked rooms.  Note that room numbers (not just room types) must be assigned for a one-button group check-in.
                   
  • The guests' credit cards are validated if necessary per your policy.  If not, the "Guarantee code" field must be populated with a valid payment type for a one-button group check-in. 
                   
  • The  "master folio no." field should be blank or populated with "0" (zero).
                   
  • Advance deposits are posted for each reservation within each reservation's "deposit" function (if appropriate per your policy).

Guests are checked in.            

  • Guests may be checked in one at a time as they arrive or you may check in the entire group.  Any reservation without a "today" arrival date, a valid payment code, and a room number will not be checked in with the group and must be checked in separately.
  • If there is a group master folio, the deposit will remain in that folio.  Guest room and tax charges will post automatically to that folio at night audit "Post Room and Tax".  Guest incidental charges will post automatically to the guest folio but POS checks may be closed to ACCOUNT CHARGE with the master folio number as the account /folio number.

Guests are checked out.

  • Guests may be checked out individually or you may check out the entire group.  If you are using the Group check-out function, you should make sure that all guest folios have zero balances prior to the group checkout.
  • The group master folio does not check out with the group.  You will need to close the master folio separately, posting any additional charges prior to check-out and additional payments at the time of check-out when you close the master folio.  The folio should have a zero balance when you are finished checking it out.


Reports - Reservations:
  > Print Reservations Status Reports - Reservations by Group - itemized list of reservations by group.
  > Print Group Pickup Report - Shows rooms blocked versus rooms picked up/ not picked up.
  > Print Group Arrival Report  - Shows list of all groups for the group.
  > Print Guest Deposit Reports - Print by guest advance deposits or by master folio.

Reports - Other
  > Guests in House - by Group
  > Guest History Report Generator - Based on print parameters selected at time of report print.
  > Guest Trial Balance - By guests shows guest balances, by master folios shows master folio balances.

 Individuals (not with a Group) - from reservations to check-in to check-out.

The reservation is made. 

The guest's credit card is validated. 

The deposit is applied to the reservation (if this is your policy) and posts to the Advance Deposit Master Folio where it resides until the reservation is checked in. 

Note that you do not need to make a reservation for a walk-in guest.  You can go straight to check-in.

The guest is checked in either from a reservation or as a walk-in. 

If the guest paid an advance deposit, the deposit will move from the Advance Deposit master folio to the guest folio, posting a DEPU debit to the AD master and a DEPU credit to the guest folio, giving you a NET of zero on the payment journal.  If your payment journal does not show matching debits and credits for DEPU then someone posted this code manually (which you should not do), someone ran "Update Advance Deposit Master Folio" from the night audit menu (which you should not do except at its appropriate time during night audit), or something went amiss at check-in.

The "total room and tax less deposit" will display at the bottom right screen.

You should preauthorize the guest's credit card if this is your policy.

If you do not preauthorize credit cards at check-in, you should answer Yes to "post payment now" to post the payment when the check-in is completed.  NOTE:  Do not both preauthorize a credit card and post a payment at check-in.  You can do one or the other but not both.  Doing so will cause the guest's credit card to show a sale transaction AND set aside the amount preauthorized. 

If you need to preauthorize a second card or set up a second payment type, then answer Y to "split folio?".  This will allow you to split the guest's folio into two folio, a primary folio for room & tax charges and a secondary folio for incidental charges.  This is common for direct bill and wholesaler guests.

During the stay -

Restaurant and other charges may be posted to the guest's folio.  If the guest has a split folio, then incidentals will automatically post to the secondary folio. 

Room and tax charges will post nightly when "Post room and tax" is run from the Night Audit menu.  If the guest's rate code is W the room and tax charges will post only once a week, on the day selected at check-in.  If the guest's rate code is M, the room and tax charges will post only once a month, on the day selected at check-in.  If the guest's rate code is P, all package charges will post per the parameters of the package.

If the guest is moved to another room, the guest's folio(s) will move to the new room.  This will noted in the Activity Log printed from the Manager/ Setup menu.

The night auditor or another staff member may print a "guest trial balance" report to make sure that guests have sufficient remaining credit.  Additional funds may be preauthorized on the guest's existing credit card on file if necessary.

At check-out the system should take you straight to the Post Payment screen if the guest folio does not have a zero balance.  This will allow you to process the preauthorized credit card, void the preauthorization and process a new credit card, or receive another form of payment.  You should not go to Post Payment before going to check-out if there is a credit card preauthorization, as it is the check-out process that post transactions against the preauthorization and clears any remaining held funds.

The checked out guest will "sit" in the active folio file and you may reverse the check-out at this time should you need to process any further transactions.  Note that after check-out there is no remaining credit card preauthorization and the approval code has cleared.  You will have to look up the most recent sequence number for this guest.  If you process a credit card after a reverse check-out you will be prompted for a sequence number, as the preauthorization has already been removed.

After night audit Reorganize Files, checked out guest folios and closed master folios will move to Guest History and will not longer be accessible to process transactions.  Once a folio is in Guest History you must open a new folio in order to process additional transactions.

City Ledger (Direct Bill) and General Ledger

City Ledger / Direct Bill transactions and General Ledger transactions are created when "Create City Ledger/Gen. Ledger Postings" is run from the night audit menu.

City Ledger is an accounting sub-ledger where direct billing is handled and is Accounts Receivable.

City Ledger transactions are created then a DB payment is posted to a guest folio.  This typically is done at check-out but may be posted at any time.  The transactions will appear in the City Ledger batch after night audit.  If a DB payment is posted on 12/15/14 prior to night audit, the transactions will not be in the city ledger batch until the postings have been created at night audit. 

The City Ledger transactions will go to one workstation only and should be updated from that work station daily or frequently.  The terminal designation for that workstation is set in the Parameter Record.

If you use Execu/Tech Back Office® Accounting, the transactions will be in your general ledger batch following night audit.  These transactions will be the sum per GL account for all transactions posted to folios during the business day.  The GL batch should match your Final Recap.

If you use one of Execu/Tech's back office interfaces such as DataPlus®, Microsoft GP®, MAS500®, or QuickBooks®, you will import the data into your accounting software.  The data will be in a file inside your Execu/Tech folder.  You will import the file using your third-party software's import function.  The file format depends on your accounting software and the interface that you purchased from Execu/Tech.

 Point of Sale to PMS

When a POS ticket/check is closed, transactions are posted into the POS master folio.  The folio balance should be zero after each check. 

The debits posted to the folio are hotel charge codes and can include product or service sales, taxes, gratuities, and tips. 

The credits posted to the folio are hotel payment codes and can include cash, credit cards, checks posted to guest rooms, checks posted to master folios, and gift cards.

Voided POS checks will create opposite postings in the folio.  Credit POS checks will create opposite postings in the folio.

POS settings must be correct for the transactions to post correctly into the POS master folio.  These will print on the charge and payment journals, the recaps, and the AM & Daily Reports.

When a POS check is closed to a guest or master folio, a credit is posted into the POS master folio and a debit is posted to the guest or master folio.

Checks are closed to master folios if payment will be made at a later time and there is no guest room to post to.  This might occur with a group's POS charges where the group entity is paying.  This also will occur with POS checks closed "Manager". "Admin" etc. 

Some POS outlets close checks directly to City Ledger (direct bill) without going through folios.  This is done as an A/R Charge and the account must exist in city ledger (direct bill).  These post a debit (charge) to the account, to be later offset by payment from the customer.





























 Interfaces
           
Reservations - GDS/CRS, etc. - OTA/HTNG 
           
PBX, Call Accounting, Movie, Keys, etc.














Article ID
 data_flow
Views
 3926
Last Modified
 7/20/2016 10:07 AM