Home > Execu/Suite Hotel PMS > Setup Execu/Suite Hotel PMS > Manager Menu / Setup > Hotel Control Files Setup > Parameter Record
When setting up Execu/Suite for the first time, start with the Parameter Record. It contains various settings to determine how Execu/Suite functions, giving you flexibility.
Go to Manager/Setup > Hotel Control Files Setup > Parameter Record. You should consult Execu/Tech support prior to editing any field in the Parameter Record. The Parameter Record is divided into four sections: Property's address; Reservations/Front Desk; Night Audit; and Other. Two buttons at the bottom of the screen open new windows: Print Options and Passwords. The System Options button is for older systems and is no longer applicable. "Property's Address" will print on your confirmation letter, registration form, folio, and direct bill customer statement. Thirty characters will print for each line. The address may be in any format. "Last guest folio number" sets the next sequential folio number and should never be changed by you once you have started using Execu/Suite. "Last confirmation number" sets the next sequential reservation confirmation number and should never be changed by you once you have started using Execu/Suite. "Last cancellation number" sets the next sequential reservation cancellation number and should never be changed by you once you have started using Execu/Suite. "Payment to calculate at check-in?(O)ne day, (E)ntire stay:" determines whether the amount of room and tax charges for one day only or for the entire stay will display on the check-in screen. Enter O or E in the field. "Ask 'Post payment' at check-in? (Y)es, (N)o, (C)ash only" if set to Y will pop up a "Post payment now?" prompt for all payment types at completion of the check-in process. C will display the prompt for cash payments only. N will not display the prompt. NOTE: When the prompt displays, users may answer No to the prompt and continue the check-in without posting payment. NOTE: You should not set this to Y if your policy is to preauthorize credit cards at check-in. Credit cards that are preauthorized will be charged at check-out and should not be posted at check-in. If you preauthorize credit cards, you should set this field to C (for cash payments only) or to N (not to prompt, regardless of payment type). "Require credit card preauth at check-in?: may be set to Y, N, or X. It should be set to Y if your hotel's policy is to preauthorize a guest's credit card at check-in if a credit card payment type is entered in the "payment type" field on the check-in folio screen. This will force the user to preauthorize a credit card and eliminate the error of allowing a guest with insufficient credit to pay for the stay. Set the field to N if you do not require a credit card to be preauthorized at check-in or if you charge the guest's card at check-in (as opposed to authorizing only). With the N setting, you will see a prompt, "process credit card?" at check-in if the payment type is a credit card and you can select "yes" or "no" to the prompt. If this field is set to X the check-in will proceed without the prompt "process credit card?" although you may still preauthorize a credit card by clicking the "authorize card" button. Note: You should not both preauthorize and charge the same card at check-in. If this field is set to Y make sure to set "Ask 'Post payment' at check-in?" to N or C. "Allow check out with balance due?" should be set to N except for special circumstances. If a folio has a balance at the time of check-out, payment should be posted, adjustments should be charged, transactions should be transferred to a different folio, or the balance should be direct billed (if appropriate). The folio balance should be zero once the guest has departed. Folios should not sit with balances once the guest has checked out. Likewise, group master folios should have zero balances after the group has departed, and the master folios should be checked out. "Allow prior day voids?" should be set to N except for special circumstances. Prior-day voids will put you out of balance for the current day (as you cannot "undo" a prior day's activity) and are discouraged in good accounting practices. Adjustments can be posted to prior-day transactions. "Tape Chart Screen Style (C)ondo, (H)otel, sort by (R)oom, (T)ype" determines how rooms are sorted in the Rooms or Tape Chart display. C sorts the rooms in order of usage (lesser-used rooms to most-used rooms). H sorts by room number. R sorts by room number with an additional button at the bottom of the screen, 'Sort by type/ usage' allowing you to sort by room type rather than by room number. Within the type, lesser-used rooms will display before higher-used rooms . When clicked, the button will change to 'Sort by room number' allowing you to change back to sort by room number. T sorts by room type with an additional button at the bottom of the screen, 'Sort by room number' allowing you to sort by room number rather than type. When clicked, the button changes to 'Sort by type/ usage' allowing you to change back to sort by type. "Default room rate code (1-5,W,M,P) sets the default rate code for new reservations and check-in folios. 1-5 are rate codes typically highest to lowest and are defined in Rooms setup and in Room Types setup. W is weekly. M is monthly. P is package. This field defines the default to populate reservations and folios. Rates are set up in Rooms or Room Types. The rate code may be changed individually for each reservation or folio, if the user's security level allows. "Prompt for source of business code?" should be set to Y. "Verify and store guest's company name?" should be set to Y if you use the Corporate File for setting rates and discounts and if you wish to track these. Setting this to Y will disallow the user to enter a company that does not exist. If you do this, you should train staff to look up companies by name rather than simply entering companies; otherwise, you may end up with ABC Company, ABC, A.B.C, and ABC Co for the same company. This happens because the user sees the message that the company doesn't exist (since the user entered a different spelling than is already in the system) and therefore sets up the company new. To use existing companies set up with the appropriate discounts or rates, make sure users look up and select the companies each time. Setting this field to N will allow the user to enter the company name with no verification, which is useful for information purposes. "Force answer to 'split folio'?" should be set to Y if most of your guests are booked by wholesalers, travel agencies, tour companies, etc. This will create two separate folios - one for the room and tax charges and one for the guest's incidentals. The guest typically does not see the primary folio but does see the secondary folio. This setting does not populate the field in the reservation or folio; it simply makes it a required field. When making a reservation or checking in a guest, the user will answer Y in instances where one entity such as a wholesaler is paying for room and tax charges and the guest is paying for incidentals. "Duplicate previous code in charge/payment posting?" can be answered Y if you post several of the same type of transactions in a row. For example, if you are not using Execu/Touch POS and must post restaurant tickets to guest folios, you will find it convenient if the system remembers the prior code posted so that you do not have to enter it each time. "Force log-in for each transaction posting?" should be set to Y if more than one person uses the same workstation and the users do not log out between transactions. Setting this field to Y will require each user to enter his or her ID when posting transactions, making the users more accountable and allowing the auditor to more easily track activity. "Allow group market segment for each room type?" should be set to N unless it is common for members of the same group to belong to different market segment types. Setting this field to Y will require the user to enter the appropriate market segment code for each room type for the group when entering room blocks. "Allow more group rooms picked up than blocked?" if set to Y will allow more rooms to be reserved than are blocked of this type for the group, regardless if rooms are available or not. If set to N the user will not be able to pick up (reserve) more rooms of each type than are blocked for the group for each day blocked. "Default comp market segment" and "Source of business" allows you to enter a default market segment code and default source of business code for COMP guests. COMP is defined as a guest whose rate code is 6 (regular comp) or 7 (condo owner comp). "Interfaces active? (X=yes, Z=no)" Should be set to X even if you do not have interfaces. "General ledger/ A/R Update terminal (1-8)" determines the workstation/terminal number to which the general ledger and direct bill (city ledger) transactions will go. Both general ledger and direct bill transaction batches should be updated daily or as often as possible, so it is important that they reside on the computer of the person processing general ledger or direct bill. Note that the terminal setting must be one digit, 1 through 8. The terminal numbers for batch purposes cycle after terminal 8 and duplicate terminal switches can occur since all terminal numbers correlate to 1, 2, 3, 4. 5, 6, 7, or 8. Therefore you must be careful when general ledger or city ledger is processed at more than one workstation. See the table below. Only one terminal number should be selected from each column when assigning terminal numbers to GL and DB users.
Look at the lower left area of your Execu/Tech screen. Note the Terminal number: See the table to the right, on this page. Find your terminal number on the table to the right. Follow that column to the bottom row. Note the number at the bottom of the column on which your terminal number is listed. The number you noted goes into "General ledger/ A/R Update terminal (1-8)". For example, if your Execu/Tech Terminal is 36, then you would put 4 in the field.
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