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Toshiba Strata Dk Hospitality Management Information System User Guide
Toshiba Strata Dk Hospitality Management Information System User Guide
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Telecommunication Systems Division May 1999 Digital Business Telephone Systems User Guide Hospitality Management Information System (HMIS)
Publication Information Toshiba America Information Systems, Inc., Telecommunication Systems Division, reserves the right, without prior notice, to revise this information publication for any reason, including, but not limited to, utilization of new advances in the state of technical arts or to simply change the design of this document. Further, Toshiba America Information Systems, Inc., Telecommunication Systems Division, also reserves the right, without prior notice, to make such changes in equipment design or components as engineering or manufacturing methods may warrant. D42-UG-HOMIS-VB 4016167 Version B, May 1999 Version A.1, August 1998 Version A, May 1998 © Copyright 1999 Toshiba America Information Systems, Inc. Telecommunication Systems Division All rights reserved. No part of this manual, covered by the copyrights hereon, may be reproduced in any form or by any means—graphic, electronic, or mechanical, including recording, taping, photocopying, or information retrieval systems—without express written permission of the publisher of this material. Strata is a registered trademark of the Toshiba Corporation and Stratagy is a trademark of Toshiba America Information Systems, Inc. Trademarks, registered trademarks, and service marks are the property of their respective owners.
Strata DK HMIS 5/99i Contents Introduction Organization...................................................................................................................... vii Conventions ..................................................................................................................... viii Related Documents/Media ...................................................................................................x Chapter 1 – Grand Tour Features ................................................................................................................................1 Main Screen .........................................................................................................................3 Main Screen Fields ...........................................................................................................5 Main Screen Buttons.........................................................................................................7 Browse/Customer Detail Windows......................................................................................9 Function Tab Dialog Boxes ...............................................................................................10 Screen Navigation ..............................................................................................................12 Employee ID Code/Password ............................................................................................12 Chapter 2 – Features Access HMIS .....................................................................................................................14 Logging On .....................................................................................................................14 Logging Off ....................................................................................................................16
Contents Chapter 2 - Features iiStrata DK HMIS 5/99 Additional Text Comments ................................................................................................16 Details Window ..............................................................................................................16 Customer Detail Window ...............................................................................................17 Master Room Setup Window..........................................................................................18 Assigned Rooms Screen ....................................................................................................19 Assigned Rooms Screen Fields (Display Only) .............................................................20 Cancel Reservation .........................................................................................................20 Check in Pending-Reservation Guest .............................................................................21 Automatic Telephone Activation .......................................................................................22 Automatic Wake-up Calls ..................................................................................................22 Prior to Setting Wake-up Calls .......................................................................................23 Set an Automatic Wake-up Call .....................................................................................24 Cancel an Automatic Wake-up Call ...............................................................................25 Handle Unanswered/Overdue Wake-up Calls ................................................................25 View Room Wake-up Call Log ......................................................................................27 Clear Room Wake-up Log ..............................................................................................28 Available Room Selection Screen .....................................................................................28 Available Room Selection Screen Fields (Display Only) ..............................................29 Billed Services ...................................................................................................................30 Billed Services Tab Fields ..............................................................................................30 Add a Service Category ..................................................................................................31 Delete a Service Category ..............................................................................................31 Add a Service Charge .....................................................................................................32 Delete a Service Charge..................................................................................................33 Browse Window.................................................................................................................33 Sort the Browse Window ................................................................................................34 Swap Button....................................................................................................................34 Number of Rooms Available ..........................................................................................34 Browse Window Fields (Display Only) .........................................................................35 Call Forwarding .................................................................................................................35 Enable CFAC/CFBNA ..................................................................................................37 Change Guest Information .................................................................................................38 Change Guest Information for Checked-in Guest ..........................................................38 Change Guest Information on Pending Reservation ......................................................39
Contents Chapter 2 - Features Strata DK HMIS 5/99iii Change Phone Service .......................................................................................................40 Manually Change Phone Service Status .........................................................................40 Check in Guest ...................................................................................................................41 Check in Walk-in Guest..................................................................................................42 Check in Pending Reservation Guest .............................................................................46 Optional Check-in Requirements ...................................................................................47 Check Out Guest with Billing ............................................................................................48 Check Out Guest .............................................................................................................49 Sample Consolidated Bill ...............................................................................................52 Customer Detail Window ..................................................................................................55 Customer Detail Window Fields ....................................................................................55 Add or Change Registered Guest Information ...............................................................56 Deposit/Payment ................................................................................................................56 Cash Deposit for Telephone Charges .............................................................................57 FOP Tab Fields ..............................................................................................................57 FOP Tab Fields (Display Only) ......................................................................................57 Enter Deposit/Payment ...................................................................................................58 Change Amount of Deposit ............................................................................................61 Details Window .................................................................................................................61 Details Window Fields ...................................................................................................61 Do Not Disturb Call Blocking ...........................................................................................62 Enable/Disable DND ......................................................................................................63 FOP (Form of Payment) Tab Screen .................................................................................64 General Window ................................................................................................................64 General Window Fields ..................................................................................................64 General Window Fields (Display Only) .........................................................................65 Guest Messaging ................................................................................................................66 Messages Tab Fields .......................................................................................................66 Enter Messages ...............................................................................................................67 Print Messages ................................................................................................................67 Clear Messages ...............................................................................................................68 Guest Name LCD Display .................................................................................................68 Length of Stay (Reserve Until Date) .................................................................................68 Guest Checks Out Early..................................................................................................68 Guest Extends Stay .........................................................................................................69
Contents Chapter 2 - Features ivStrata DK HMIS 5/99 Maid Service Activity ........................................................................................................69 Enter Maid Activity Codes .............................................................................................70 Maid Service Status ...........................................................................................................71 Manually Change Maid Service Status...........................................................................71 Phone Call Records ............................................................................................................72 Telephone Charges .........................................................................................................72 Telephone Deposit (Cash Customer) ..............................................................................72 Restricted/Emergency/Credit Card Calls........................................................................72 Phone Calls Tab Fields (Display Only) ..........................................................................73 View Telephone Service Charges...................................................................................74 Delete a Charge...............................................................................................................74 Clear all Charges.............................................................................................................74 Reports ...............................................................................................................................75 View/Print Uncleared Outgoing Telephone Calls Made Report ....................................76 View/Print All Active Balance Statements Report.........................................................78 View/Print Hotel Guest List Report ...............................................................................79 View/Print Maid Activity Report ...................................................................................80 View/Print Reservations List Report ..............................................................................81 View/Print Morning Check Out List Report ..................................................................82 View/Print Consolidated Detail Night Audit Report ......................................................83 Reprinting Processed Billing Statements ...........................................................................86 Reprinting the Billing Statement after Guest Checks Out ..............................................86 Reservations .......................................................................................................................87 Make Reservations..........................................................................................................88 Cancel Reservations........................................................................................................91 Reservation Conflict Warning ...........................................................................................95 Change Room in Conflict (Room Status is StaOvr) .......................................................95 Change Room in Conflict (Room Status is X_Stay) ......................................................96 Room Change (Swap) ........................................................................................................97 Change (Swap) Rooms ...................................................................................................97 Room Rate Discounts ........................................................................................................98 Enter Room Discount (Reservation Process) .................................................................98 Enter Room Discount (Check-in for Walk-in Guest) .....................................................98 Enter Room Discount after Check-in (Main Screen) .....................................................98
Contents Chapter 2 - Features Strata DK HMIS 5/99v Room Rates ........................................................................................................................99 Change Room Rates (Reservation Process) ...................................................................99 Change Room Rates (Check-in Process) ........................................................................99 Change Room Rates (During Guest’s Stay) ...................................................................99 Change Room Rate to Holiday/Seasonal or Special Rate ............................................100 Room Status .....................................................................................................................100 Special Restrictions/Accommodations ............................................................................102 Handicapped Guest .......................................................................................................102 Special Accommodations .............................................................................................103 View Hotel/Motel Information ........................................................................................103 Index.....................................................................................................................................107
Strata DK HMIS 5/99vii Introduction This guide provides hotel/motel management and staff members with operating instructions for Toshiba’s Strata DK Hospitality Management Information System (HMIS). It is written assuming that you are familiar with operating a PC, mouse, and Microsoft ® Windows® 95 software. Organization This guide is divided as follows: ©Chapter 1 – Grand Tour provides an overview of the HMIS features, main screen, tabs, buttons and screen navigation. ©Chapter 2 – Features gives step-by-step instructions on using HMIS’s many features.
Introduction Conventions viiiStrata DK HMIS 5/99 Conventions ConventionsDescription Note Elaborates specific items or references other information. Within some tables, general notes apply to the entire table and numbered notes apply to specific items. Important!Calls attention to important instructions or information. CAUTION! Advises you that hardware, software applications, or data could be damaged if the instructions are not followed closely. WARNING!Alerts you when the given task could cause personal injury or death [DN]Represents any Directory Number button, also known as an extension or intercom number. [PDN]Represents any Primary Directory Number button (the extension number for the telephone). [SDN]Represents any Secondary appearance of a PDN. A PDN which appears on another telephone is considered an SDN. [PhDN]Represents any Phantom Directory Number button (an additional DN). $ULDO%ROGRepresents telephone buttons. CourierShows a computer keyboard entry or screen display. “Type” Indicates entry of a string of text. “Press”Indicates entry of a single key. For example: Type prog then press Enter. Plus (+)Shows a multiple PC keyboard or phone button entry. Entries without spaces between them show a simultaneous entry. Example: Esc + Enter. Entries with spaces between them show a sequential entry. Example: # + 5.