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Home > Execu/Suite Hotel PMS > Execu/Suite Hotel PMS Setup > Installation > Data Preparation

Data Preparation

 Install – 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. The following data must be input into the system:  If you wish, Execu/Tech will enter the setup information for you, for a fee.  You must provide the data.  

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.

SECURITY CODES - Security codes (User ID's) may be used in one of two ways:

(1)  As an employee ID. This allows each employee to sign into the system and be responsible for his own balancing. Each employee will have a user ID and password.  You might consider the employees initials as the ID for easy identification on reports, etc.  If Time and Attendance is being used, limit the ID to 1 – 3 characters.  Employee ID's can limit employee permissions and access to various programs.

(2)  As a shift ID. This allows the shift (day, night, or audit) to be responsible for balancing.  This is not recommended if you wish to be able to see who posted transactions, checked guests, made or changed reservations, etc. 

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:

  • RC Room charge
  • RCTE Room charge tax exempt
  • RT Room tax
  • DEPU Advance deposit applied to guest
  • LC Local phone call
  • LD Long distance phone call
  • TD Transfer Debit
  • TC Transfer Credit
  • P/O Cash paid-out
  • REF Guest refund

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.

  • CA Cash (and optionally check)
  • DS Discover Card
  • CK Check
  • DC Diner's Club/ Carte Blanche
  • AX American Express
  • DB Direct Bill (with city ledger)
  • DR Direct Bill (no city ledger)
  • MC Master Card
  • VS Visa Card
  • DEP Advance Deposit

If you are using our Shift4 or Element PS 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.

  • Advance Deposits
  • Food & Beverage POS Clearing (Execu/Touch)
  • Retail POS Clearing (Execu/Touch)
  • Gift Cards (Execu/Gift)
  • Groups - as many as you require
  • Cash Sales if applicable
  • Admin & Management - as many as you require
  • Adjustments and Corrections if applicable

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. 

Personnel Preparation

During the installation, it will be necessary to over-staff the property. This will make it easier for all personnel to receive adequate training and the property's business to continue in a normal manner.

Each person who will be using the computer needs to review this Help website prior to going live.

Each person who will be using the computer should to have a working knowledge of Windows.

Management must appoint one individual who is responsible for the computer system. This key employee will be given the title of Computer Systems Coordinator. This person should have knowledge of computers, if possible. This key employee should attend all training sessions to act as the primary interface to Execu/Tech. In addition, this person will assist in on-the-job training of all personnel during the training period. Once the system is operational, this person will be the authorized interface to Execu/Tech if problems arise.

Computer systems are most successful when everyone is excited and ready. It is the responsibility of the property's management to include all personnel, as much as possible, in the installation process. Everyone should understand the advantages. All conversations concerning the computer system should be upbeat and positive. Personnel who are opposed to management's decision might best be moved to other areas of the property where they can continue as valued employees.

Training will be in several phases. These phases may be altered to fit the property's work schedule; however, the overall success of the computer requires that time for training be set aside. This is why the property is over-staffed during training. The exact dates and times of training must be scheduled with Execu/Tech prior to arrival of Execu/Tech's training staff at the property.

 

Implementation Schedule

Each installation requires special schedules based on the size of the property, the number of personnel to train, the number of terminals/printers on the computer, and the Execu/Tech software systems to be installed. This implementation schedule is to provide a generalized basis of installation.

Before any activity can begin, a signed order must be in the possession of Execu/Tech.

The customer is to begin completing an installation checklist and implementation checklist.

Execu/Tech will provide the customer with scheduled date of installation; your network technician and hardware vendor should have provide this schedule so that all hardware and systems are in place prior to Execu/Tech's arrival on site.

Customer is responsible for all trainer and installer travel expenses.  Customer will provide Execu/Tech with transportation tickets for training/installation personnel to travel, or will reimburse Execu/Tech for air fare prior to trainer's arrival.  Customer may lodge Execu/Tech personnel at Customer's facility or may lodge Execu/Tech personnel off site at Customer's expense.  Customer is responsible for Execu/Tech personnel's meals.  Customer is responsible for additional travel expenses such as work visas, exit fees, immunizations, etc., should they occur.

Execu/Tech personnel will arrive at the property as per schedule.

The hotel software will go "live" in the following order.

Reservations will be entered into the computer upcoming arrivals as soon the date for going "live" is determined. This date should be one day after classroom training is completed and during the "on-the-job" training sessions.

 Front Desk will go "live" as follows:

All next day’s arrival reservations will be entered into computer.

Master folios will be checked in with beginning balances.

In-house guests will be checked in.  Beginning balances will be entered once the old system has been closed and correct balances are established.

Credit card preauthorizations will be processed as appropriate.

Phone System, Movie System and other interfaces will be activated.

The following morning, due-out guest will be checked-out via the computer. Incidental charges not in previous night's balance will be entered into computer.

All cashiers will balance their shifts during the day.

Night auditor will balance the first day’s "live" operation.

The night auditor will post room and tax using the Post Room and Tax program.

Estimated Implementation Time:

Reservations: 2 days

Front desk: 3 days

Telephone interface: ½ day

Point-of-Sale interface: ½ day

Other interfaces: ½ day

Point-of-Sale system: 2 days

Back Office/ City Ledger: 2 days. Back Office, with the exception of City Ledger, will require at least 30 days to become completely operational.

 

Management Training

The Execu/Suite system is more than a tool to keep track of guests and their charges. It is a system of management reports giving insight into the property's performance. Management training will cover the use of several vital reports.

A) Overall view and use of Guest Accounting System

  1. Reservations
  2. Front Desk
  3. Night Audit
  4. Travel Agency Accounting
  5. City Ledger/Direct Bill

B) Printing of House Count

C) Forecast Report

D) Night Audit Recap Report

E) Automated Morning© Report

F) Guest History System

G) Adjusting Automated Morning© Report amounts

 

Front Desk Training

Desk clerks must understand how reservations are passed on to the front desk system. They must know how to handle walk-ins as well as reservations. Balancing at the end of each shift and how that balancing affects night audit are of primary concern. Training will cover the following subjects:

A) Signing onto the system

B) Navigating the menus and shortcuts

C)  Shift reports

D) Check-ins

  • Reservations
  • Walk-ins
  • Groups

E) Moving guests in house

F) Checking availability of rooms

G) Looking up a guests in house

H) Changing guest information

I) Entering charges and payments

J) Checkout of guests

K) Reverse checkout of guests

L) Refunds to guests

M) Error correcting

N) Closing out shift

  1. Printing Cashier Report
  2. Printing Charge and Payment Journal
  3. Balancing and verifying

O) Leaving work for the Night Auditor

 

Reservations Training

Each reservationist and sales person must understand how the reservation system affects the entire Property. Training will cover the following subjects:

A) Reservations for groups

B) Reservations for individuals

C) Advance deposits

D) Cancellations and Changes

E) Confirmation letters

F) Registration forms

G) Cancellation letters

H) Printing and understanding Reservations Status Reports

I) Travel Agency System

J) Guest History System

 

Night Audit Training

The night auditor is a key employee in the overall success of the computer system. He or she must understand not only normal audit procedures, but also must have experience and/ or aptitude for working with computers. All areas of training will focus on equipping the night auditor to run various reports and check them for validity. He also will be trained in closing the business day and reorganizing the data files.

A) Printing and understanding Room Inventory Report

B) Posting room and tax charges

C) Balancing each desk clerk's Cashier Report

D) Balancing the Charge and Payment Journal

E) Printing the Guest Trial Balance (Detail)

F) Printing and balancing the Night Audit Recap Report

G) Printing Cancelled Advance Deposit Report

H) Reorganizing Data Files

I) Creating City Ledger (Direct Bill) Postings and Back Office Data Files

J) Printing Automated Morning Report

K) Presenting reports to management in an orderly fashion

M) Diagnosing potential problems

 

Housekeeping Training

Housekeeping managers will be trained to use the computer and printed reports effectively.

A) Printing and using the Housekeeping Report and Room Inventory Report

B) Changing the room status

C) Setting rooms Out of Order

 

Recovery Procedures Training

Every computer system has the potential of going down. The Computer Systems Coordinator is the primary person responsible for diagnosing problems and initiating recovery procedures. This person must be notified of problems before anyone else is contacted. The following potential problems and recovery efforts should be planned in advance.

A) Power outages

B) Server failure, Network failure, etc.

C) Terminal failure

D) Printer failure

E) Backup and recovery of data files

F) Status error messages from the system

G) Interface device failures

H) How to run the property until the computer comes back on-line

Execu/Tech Systems offers professional training.  We can come to your property or train you remotely.  Email support@execu-tech.com for a quote or to schedule your trainer.






Article ID
 data_preparation
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Last Modified
 9/12/2014 4:46 PM