Samsung Hotel Operator For The Dcs System Administrator Guide

							for the DCS System
S
YSTEM
 A
DMINISTRATOR
 G
UIDE   
						

							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
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 repor t ............................................................ 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 
						

							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.
CHECK IN / CHECK OUT
CHECK INThere 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 OUTThere 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.
2 
						

							CHECKING IN A GUEST WHEN YOU
KNOW AN AVAILABLE ROOM NUMBERACTIONDISPLAY
1. Press CHECK IN key and enterEnter Room
the room number.NUMBER:XXXX
2. Enter your Staff ID CODE.Enter Staff Code
XXXX
3. Enter the item code for theEnter 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 theRm:XXXX $XXX.XX
display is correct or press CHANGE ifACCEPT    CHANGE
the information is incorrect.
6. If the guest wishes to prepay for theCheck In Room
room press the CASH soft key.CREDIT   CASH
7. If the guest wishes to pay at check out
press the CREDIT key.
8. Select if the cash deposit is to be appliedCash Deposit
to the cost of the room or to phone calls.ROOM      PHONE
The deposit type not selected may be
accessed by using the CREDIT key after
the check in procedure is completed.
See pages 10 and 11.
9. Enter the amount of the deposit, you mustCredit Room
enter 5 digits.$XXX.XX
10. Press ACCEPT if the information shownRm:XXXX $XXX.XX
is correct. If it is incorrect press CHANGE ACCEPT    CHANGE
and enter the correct amount.
11. You may enter the guest’s name (up toName:
11 characters) into the system, if desired,EXIT       PRINT
using the procedure described on page
7 of this booklet.
3
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. 
						

							CHECKING IN A GUEST WHEN YOU
DON’T KNOW AN AVAILABLE ROOM
NUMBERACTIONDISPLAY
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 $XXX.XX
display is correct. If it is incorrect pressACCEPT    CHANGE
CHANGE and enter correct amount.
10. If the guest wishes to prepay for theCheck In Room
room press the CASH soft key.CREDIT    CASH
11. If the guest wishes to pay at check outCheck In Room
press the CREDIT key.CREDIT    CASH
5
6
12. Select if the cash deposit is to be appliedCash Deposit
to the cost of the room or to phone calls.ROOM       PHONE
The deposit type not selected may be
accessed by using the CREDIT key after
the check in procedure is completed.
See pages 10 and 11.
13. Enter the amount of the deposit,Credit Room
you must enter 5 digits.$XXX.XX
14. Press ACCEPT if the information shownRm:XXXX $XXX.XX
is correct or press CHANGE if it is wrong.ACCEPT    CHANGE
15. You may now enter the guest’s nameName:
(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 inName:John Smith
procedure and return your telephone toEXIT       PRINT
idle.
17. Press PRINT to receive the initial roomName:John Smith
account summary.EXIT       PRINT 
						

							ENTERING ROOM NAMES FROM YOUR
KEYSETYou 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 fol-
lowing table to complete your guest’s name.
„Press TRSF to store the name.
7

     	
  
  





  
     
  
  





  
   
	  
  
!


#
	

  
  $%&

  
  
(


)

*  
  +,-.*
/  
  



0

/
1  
  23451
 
  

6
7
8
9


8
CHECKING A GUEST OUT OF A ROOM
USING THE CHECK OUT KEYACTIONDISPLAY
1. Press the CHECK OUT key andEnter Room
dial the room numberNUMBER:XXXX
Check Out Room?
YES  HOLD  PRINT
2. Press YES to check the guest out
and print a room bill.
3. Press HOLD to hold the room for
late check out.
4. Press PRINT to print a copy of the
room bill without checking the
guest out.
NOTES:
1. While a room is in HOLD status, room charge will not increment, while other
guest room related charges can still be billed.
2. When a guest is checked out of a room, the room status is automatically
changed to NEEDS CLEANING. 
						

							CHECKING A GUEST OUT OF A ROOM
USING THE  HOTEL  KEYACTIONDISPLAY
1. Press HOTEL key.Room Check Phone
Stat  Out  Bill
2. Press CHECK OUT.Enter Room
NUMBER:
3. Enter room number.
Check Out Room?
YES  HOLD  PRINT
4. Press YES to check the guest out
and print a room bill.
5. Press HOLD to hold the room for
late check out.
6. Press PRINT to print a copy of the
room bill but not check the guest
out.
NOTES:
1. While a room is in HOLD status, room charge will not increment, while other
guest room related charges can still be billed.
2. When a guest is checked out of a room the room status is automatically
changed to NEEDS CLEANING.9
DEPOSIT POSTING
The CREDIT feature allows an administrator display keyset to apply a deposit
to a room bill. This deposit can be used to offset charges already incurred or to
prepay for either of the room associated charges (room or phone).
This credit may be applied during check in or at any time during the guest’s stay.
Credits applied, will be automatically deducted from the room bill.
A credit applied to the room bill will be deducted from the total room bill.
At check in, a credit applied to the phone bill, will set a limit to the phone use
(when the credit limit is reached, the system will give two beeps tones, and then
disconnect the caller and restrict the phone, requiring additional deposits).
A credit applied to the phone bill, during the guest’s stay, will deduct the deposit
amount from the room bill, and set a limit to the phone use.
Pressing the PRINT key, at the end of the check in procedure will allow the
administrator keyset to verify that credits were properly applied.
10 
						

							11ADDING CREDIT TO A ROOMACTIONDISPLAY
1. Press the CREDIT key and enterEnter Room
the room number.NUMBER:XXXX
2. Enter the Staff ID CODE.Enter Staff Code
XXXX
3. Select ROOM.Add credit to
ROOM       PHONE
4. Enter the amount to be credited.Credit Room XXXX
$XXX.XX
5. Press ACCEPT if the amount shownRm:XXXX  $XXX.XX
is correct.ACCEPT     CHANGE
6. If the amount is incorrect press CHANGE
and enter the correct amount.
12
ADDING TELEPHONE  CREDIT TO  A
ROOMACTIONDISPLAY
1. Press the CREDIT key and enterEnter Room
the room number.NUMBER:XXXX
2. Enter the Staff ID CODE.Enter Staff Code
XXXX
3. Select PHONE.Add credit to
ROOM       PHONE
4. Enter the amount to be credited.Credit Phone XXXX
$XXX.XX
5. Press ACCEPT if the amount shownRm:XXXX  $XXX.XX
is correct.ACCEPT     CHANGE
6. If the amount is incorrect press CHANGE
and enter the correct amount.
NOTE:
Adding a telephone credit will set a limit to the phone use. When the credit limit
is reached the system will alert the guest with two beeps in his/her ear as a
warning tone, followed by a short grace period, then the system will disconnect
the caller and the phone will be restricted, requiring additional deposits be made
to reactivate the phone. 
						

							13
GUEST SERVICES BILLING
A billable item or service may be added to a guest’s room bill by either a display
keyset or a single line telephone.
A display keyset can utilize the BILL feature key and follow the LCD instruc-
tions. A single line telephone can add an item or service charge, by dialing the
BILL feature access code, and following the SLT billing procedures.
Charges for items or services may also be reduced or deleted from a guest’s
room bill. Only an administrator display keyset can reduce or delete an item or
charge from a room bill.
NOTE:
At  the end of the delete procedure, the system will prompt for a passcode. This
passcode is provided by your service company.
14
BILLING AN ITEM TO A ROOM FROM
AN ADMINISTRATOR KEYSETACTIONDISPLAY
1. Press the BILL key and thenService Charge
select ADD.ADD      DELETE
2. Enter the room number the itemEnter Room
is to be billed to (if the room isNumber:XXXX
not occupied you will hear an
error tone and be returned to idle).
3. Enter the Staff ID CODE.Enter Staff Code
XXXX
4. Enter the Item Code.Enter Item Code
XX
5. Enter the amount to be chargedEnter Item Cost
for the item. You must enter 5 digits.$XXX.XX
6. If  the amount shown is correctRm:XXXX
 $XXX.XX
press the ACCEPT key.ACCEPT    CHANGE
7. If  the amount shown is incorrect
press the CHANGE key and enter
the correct amount.
8. If the deposit amount is exceeded,
you will hear an error tone and the
display will read DEPOSIT EXCEEDED. 
						

							SINGLE LINE TELEPHONE BILLING
INSTRUCTIONSTo bill an item to a room from a Single Line Telephone:
 Lift the handset and receive dial tone.
 Dial the BILL feature access code ____________.
 Dial the room number to be billed.
 Dial your staff ID CODE.
 Dial the item code.
 Enter the cost (in five digit format)
Example: 01500 = $15.00
 Receive confirmation tone and hang up.
15
DELETING OR REDUCING A CHARGE
ON A ROOM BILLACTIONDISPLAY
1. Press the BILL key and selectService Charge
DELETE.ADD      DELETE
2. Enter the guest room number.Enter Room
Number:XXXX
3. Enter the Staff ID CODE.Enter Staff Code
XXXX
4. Enter the Item Code.Enter Item Code
XX
5. Enter the amount to be deleted.Enter Item Cost
$XXX.XX
6. If  the amount shown is correctRm:XXXX $XXX.XX
press the ACCEPT key.ACCEPT    CHANGE
If it is incorrect press CHANGE and
enter the correct amount.
7. The system will then prompt for aEnter Passcode
manager passcode to allow theXXXX
credit to take place. This passcode
will be provided by your service
company.
16