Samsung Dcs Hotel Operator General Description Manual

							GUIDE
CONTENTS
for the DCS System
S
YSTEM ADMINISTRATOR GUIDE   
						

							GUIDE
CONTENTS
TABLE OF CONTENTS
ABOUT THIS BOOK........................................................... 1
CHECK IN / CHECK OUT................................................ 2
Checking in a guest when you know an available room number....... 3
Checking in a guest when you don’t know
an available room number............................................................ 5
Entering room names from your keyset.............................................7
Checking a guest out of a room using the Check Out key................ 8
Checking a guest out of a room using the Hotel key......................... 9
DEPOSIT POSTING.......................................................... 10
Adding credit to a room................................................................... 11
Adding telephone credit to a room....................................................12
GUEST SERVICES BILLING...................................... 13
Billing an item to a room from an administrator keyset....................14
Single line telephone billing instructions...........................................15
Deleting or reducing a charge on a room bill................................... 16
LOBBY PHONE SERVICE.............................................17
Billing a telephone call to a guest room from another telephone......18
NIGHT SERVICE OPERATION...................................19
Automatic Night Service...................................................................19
Manual Night Service........................................................................19
When using a single night key.....................................................20
When using multiple night keys...................................................20
When using a single line telephone.............................................21
Non display keysets.....................................................................21 
						

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CONTENTS
PRINTED REPORTS.........................................................22
Printing a phone bill for a room.........................................................23
Printing a guest or meeting room bill................................................24
ROOM STATUS REVIEW.........................................25–26
Viewing and changing the status of a room......................................27
Using the console to view room status............................................28
Printing a room status report............................................................29
WAKE UP CALLS..............................................................31
Wake up activity report.....................................................................31
Setting a wake up call......................................................................32
Setting a wake up call from a guest room........................................32
Cancelling a wake up call.................................................................33
Printing a wake up report for a guest room......................................34 
						

							GUIDE
CONTENTS
1
ABOUT THIS BOOK
This book contains instructions for the special Hotel / Motel features contained
in your telephone system software. These features will generally be used by a
front desk clerk to manage check in, check out, and various other room use
related functions and by other employees to bill items to a room.
A copy of this guide should be kept in close proximity to any keyset that will be
using some or all of these features as it will be a useful reference and staff
training tool. 
						

							GUIDE
CONTENTS
CHECK IN / CHECK OUT
CHECK IN
There are two methods that can be used, by an administrator display keyset,
when checking a guest into a room.It is possible to check a guest into a room,
whether you know an available room number or not.
The CHECK IN key is utilized when an available room number is known. The
HOTEL key is utilized when an available room number is NOT known.
When a guest is checked into a room, the guest’s name may be assigned to the
room (the name will automatically be erased when the room is checked out).
Pressing the PRINT key at the end of the check in procedure will print a room
account summary (this can be used to verify proper application of credits, guest’s
name, room charge, taxes, etc.).
CHECK OUT
There are two methods that can be used, by an administrator display keyset, to
check a guest out of a room, these are the CHECK OUT key and the HOTEL
key.
At check out a room status can be changed to HOLD, for late check out pur-
poses. When a room is set as HOLD, the room charge will not automatically
increment, but other room related services can still be billed (such as room
service and phone calls).
Additionally, when the CHECK OUT key is pressed it is possible to request a
printout of current room charges without checking the guest out (for reference
purposes).
NOTE: Systems utilizing multiple phones in guest/meeting rooms, must
check in/out each extension for proper billing. The system does not cross
reference multiple extensions in the same room.
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CONTENTS
CHECKING IN A GUEST WHEN YOU 
KNOW AN AVAILABLE ROOM NUMBER
ACTION DISPLAY
1. Press  CHECK IN  key and enter Enter Room
the room number. NUMBER:XXXX
2. Enter your Staff ID CODE. Enter Staff Code 
XXXX
3. Enter the item code for the Enter Item Code
room (billing code). XX
4. Enter the nightly room rate (Item Cost) Enter Item Cost
you must enter 5 digits. XXX.XX
5. Press  ACCEPT if the information in the Rm:XXXX $XXX.XX
display is correct or press  CHANGE if ACCEPT    CHANGE
the information is incorrect.
6. If the guest wishes to prepay for the Check In Room
room press the  CASH soft key. CREDIT   CASH
7. If the guest wishes to pay at check out press the  CREDIT key.
8. Select if the cash deposit is to be applied Cash Deposit
to the cost of the room or to phone calls. ROOM      PHONE
The deposit type not selected may be
accessed by using the  CREDIT key after
the check in procedure is completed.
See pages 10 and  11 .
9. Enter the amount of the deposit, you must Credit Room
enter 5 digits. $XXX.XX
10. Press  ACCEPT if the information shown Rm:XXXX $XXX.XX
is correct. If it is incorrect press  CHANGEACCEPT    CHANGE
and enter the correct amount.
11. You may enter the guest’s name (up to Name:
11 characters) into the system, if desired, EXIT       PRINT
using the procedure described on page
7 of this booklet.
3 
						

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4 12. Pressing exit will complete the check inName:John Smith
procedure and return your telephone toEXIT      PRINT
idle.
13. Press PRINT to receive the initial room
account summary. 
						

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CONTENTS
CHECKING IN A GUEST WHEN YOU
DON’T KNOW AN AVAILABLE ROOM
NUMBER
ACTIONDISPLAY
1. Press HOTEL key.Room Check Phone
Stat  Out   Bill
2. Press ROOM STATUS.Enter Room:XXXX
AVAIL RPT OCCUP
3. Press AVAIL.Smoking Room?
YES           NO
4. Select room type, first available209
room is displayed.CHECK IN    EXIT
5. Scroll through the available rooms215
using the VOL UP and DOWN keysCHECK IN    EXIT
and select the desired room by
pressing the CHECK IN soft key.
6. Enter your Staff ID CODE.Enter Staff Code
XXXX
7. Enter the item code for the roomEnter Item Code
(billing code).XX
8. Enter the nightly room rate (Item Cost)Enter Item Cost
you must enter 5 digits.XXX.XX
9. Press ACCEPT if the information in theRm:XXXX $XXX.XX
display is correct. If it is incorrect pressACCEPT    CHANGE
CHANGE and enter correct amount.
10. If the guest wishes to prepay for theCheck In Room
room press the CASH soft key.CREDIT    CASH
11. If the guest wishes to pay at check outCheck In Room
press the CREDIT key.CREDIT    CASH
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12. Select if the cash deposit is to be applied Cash Deposit
to the cost of the room or to phone calls. ROOM       PHONE
The deposit type not selected may be 
accessed by using the  CREDIT key after
the check in procedure is completed.
See pages 10 and  11 .
13. Enter the amount of the deposit, Credit Room
you must enter 5 digits. $XXX.XX
14. Press  ACCEPT if the information shown Rm:XXXX $XXX.XX
is correct or press  CHANGE if it is wrong. ACCEPT    CHANGE
15. You may now enter the guest’s name Name:
(up to 11 characters) into the system, EXIT       PRINT
if desired using the procedure described
on page 7 of this booklet.
16. Pressing  EXIT will complete the check in Name:John Smith
procedure and return your telephone to EXIT       PRINT
idle.
17. Press  PRINT to receive the initial room Name:John Smith
account summary. EXIT       PRINT 
						

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CONTENTS
ENTERING ROOM NAMES FROM YOUR
KEYSET
You can assign an 11 character name to your guest room. This allows you to
call the guests by using the directory dial feature. You can enter a guest’s name
during the check in procedure or use the following procedure:
To program a room name:

Enter customer level programming.

Press TRSF and then dial 104.

Write the name of your guest using the dial pad keys. Each press of a
key selects a character. Pressing the NEXT key moves the cursor to the
next position. For example, if your guest name is “John Smith”, press 5
for “J”, press 6 three times to get an “O”, press 4 twice to get an “H”,
press 6 twice to get an “N”. Continue selecting characters from the follow-
ing table to complete your guest’s name.

Press TRSF to store the name.
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