Home > Execu/Suite Hotel PMS > Setup - Execu/Suite PMS > Preparation/Installation > Data Preparation
Data must be entered into the computer by the customer. Execu/Tech provides the computer programs and a skeleton of specialized codes that are necessary for the system to run, but the actual input of the information (rooms, room types, etc.) is done by the customer. (For a fee, Execu/Tech can enter the setup information for you, but you must provide the data.)
The following data must be input into the system:
PARAMETER RECORD - This is the first screen that must be set up upon installation. Use this screen to tailor the system to your individual property's requirements and to set or reset the guest folio number, reservation confirmation number, and reservation cancellation number. Once set, these numbers are incremented automatically by the system. These parameters help define how your system functions - for example, whether you require credit card preauthorization at check-in. Additional parameters are available that are set up in a configuration file called MENUINI.FIL .
ROOM TYPES - A list of the type of rooms in the property must be prepared. If you use a franchise's reservation system, use their room types. If not, you may set up room types, up to four characters each.
ROOMS - A list of all rooms with description, status and room type must be prepared. Use numeric room numbers if you are using an interface such as call accounting or electronic keys. If in doubt, consult with your Execu/Tech representative. Room numbers can be three or four positions in length. If three digits are used, the room number 10 would be entered as 010. If four numbers are used the room number 10 would be entered at 0010. Enter any special features of the room (handicapped, non-smoking) in the room description field. The Comment field allows up to 10 characters to be viewed on the Tape Chart.
USER IDS - User IDs may be used in one of two ways:
MENU LEVEL PASSWORD - Within HOTEL you can set up passwords on specific menu items, preventing anyone without the password from entering into these areas of the software that are secure, such as Night Audit or Manager Menu. The password is assigned to the program, not to the employee; each employee needing to access the program would need the password. Alternatively you can set up user ID's with specific permissions to allow or restrict program access.
CONFIRMATION and CANCELLATION LETTERS - A brief letter for confirmation of reservations and cancellation of reservations must be created. Execu/Tech will put this letter into the computer once it is completed. Please have your existing confirmation and cancellation letter ready for review. Your initial confirmation and cancellations, as well as guest registration forms, will be provided without charge; however, you will be charged a fee for later edits or new forms. If you wish to edit your letters yourself, you can do so.
MARKET SEGMENT CODES - Compile a list of all market segments needed by the sales department. The system can handle as many market segments as you require. Up to four characters may be used. All reservations and in-house guests must be given a market segment. The market segment can be the demographic or the reason the guest is staying at your hotel. SOURCE OF BUSINESS CODES - Compile a list of all business sources you might want to track. The system can handle as many as you require. Up to four characters may be used. The source of business tracks how the guest heard about your hotel or how the guest was channeled to your hotel.
RESERVATIONS - A complete list of all future reservations and advance deposits needs to be compiled. The reservations must be entered into the computer as soon as possible, beginning with the reservations that are first to arrive. It is possible that Execu/Tech can import this from your existing system, contingent upon the approval of your existing property management system provider and the format of the data. Charges may apply for this import. This will need to be addressed with your sales person at least 60 days prior to the installation date. Set up a special payment code such as ADV for advance deposits already received. Do not use DEP or a payment code that would indicate a new payment.
CHARGE CODES - A list of all charges that will be posted to folios must be compiled. Up to four characters may be used. Some codes are already pre-assigned by Execu/Tech. They are:
TAX CODES - All room tax codes must begin with RT and all non-room tax items must begin with ST.
PAYMENT CODES - A list of all types of payments must be compiled. Up to four characters may be used. The codes commonly used by our customers are listed below; some are required.
If you are using our Shift4 or Worldpay Credit Card Interface, please refer to our Credit Card User Guide on how to post credit card payments.
MASTER FOLIOS - The following master folios will be required by the system. Charges that do not post to guest folios will post to the master folios.
IN-HOUSE-GUESTS - The day the system goes "live", all in-house guests must be checked in and their folio balances entered. Set up a special charge code such as "BB" (beginning balance) or BFWD.