Toshiba Strata Dk Hospitality Management Information System User Guide

							Introduction
Conventions
Strata DK HMIS 5/99ix
Action/Response Table
Tilde (~)Means “through.” Example: 350 ~ 640 Hz frequency range.
äDenotes the step in a one-step procedure.
äDenotes a procedure.
See Figure 10Grey words within the printed text denote cross-references. 
In the electronic version of this document (Strata DK 
Library CD-ROM or FYI Internet download), cross-
references appear in blue hypertext.
1.Actions you perform 
appear in this 
column. They can 
consist of either a 
single step or a series 
of numbered steps.The immediate response to the action performed 
appears in this column. Addtional notes and 
comments are also included.
2. When the action you 
perform results in a 
screen, menu, dialog 
box, etc., the example 
to the right displays.
ConventionsDescription
2765 
						

							Introduction
Related Documents/Media
xStrata DK HMIS 5/99
Related Documents/Media
The following documents and CD-ROMS can be used to reference further information 
about the Strata DK systems.
©Hospitality Management Information System (HMIS) General Description –  
provides an overall view of the system hardware, software, applications and 
features.
©Strata DK HMIS CD-ROM – contains a copy of all HMIS documentation/
bulletins and enables you to view, print, navigate and search publications.
©Strata DK Library CD-ROM – contains a copy of all Strata DK documentation, 
including HMIS, and enables you to view, print, navigate and search publications. 
						

							Strata DK HMIS 5/991
Grand Tour1
The Toshiba Strata DK Hospitality Management Information System (HMIS) is a 
Personal Computer (PC)-based solution that meets the specific operational needs of 
small- to medium-sized hotels/motels.
HMIS tightly integrates with the Strata DK telephone (Release 3.1 or higher) and the 
Stratagy Voice Processing Systems, providing a complete and fully integrated 
hospitality package.
The HMIS PC is dedicated to running the HMIS program and functions as the front 
desk terminal. Other programs should not be installed and run on the HMIS PC. In 
applications requiring multiple front desk terminals, HMIS PC workstations can be 
networked together to share a common database.
Features
HMIS provides all the standard features needed by a hotel/motel facility while 
providing many advanced features. The following is a list of some of the main features 
available:
©Automatic Wake-up – Guests can request an automatic wake-up call for any 
time. The HMIS notifies the front desk of any unsuccessful wake-up attempts. 
						

							Grand Tour
Features
2Strata DK HMIS 5/99
©Call Forwarding – If the Stratagy Voice Processing System is installed, guest 
room telephones are automatically set to Call Forward Busy/No Answer 
(CFBNA) to Stratagy. The guest can request that calls be blocked and all calls 
forwarded to voice mail.
©Check-in – Information previously entered from the reservation automatically 
appears on the check-in screen when the guest registers. Both walk-in guests and 
guests with reservations can be easily registered. The automatic check-in 
capability turns the room telephone on at check-in.
©Check-out with Billing – By selecting the room and clicking on a Check-Out 
button on the Main screen, the guest’s bill is displayed at the front desk. A printed 
bill can be produced by simply clicking on a screen button. Clicking the Payment 
Received button, automatically clears the account, turns the room telephone off, 
clears the guest’s messages, and designates the room for required maid service. 
©Consolidated Billing – All charges incurred during the guest’s stay are 
incorporated into one bill at check-out. This includes room rental, taxes, telephone 
charges, room service, movies and any other miscellaneous charges. Billing 
statements can be customized.
©Do Not Disturb (DND) Call Blocking – If a guest wishes to avoid room-to-room 
calls (e.g., calls made at late night hours), the front desk can enable/disable a Call 
Blocking feature. The feature can be set on an individual room basis and a list of 
rooms using the feature can be viewed from the front desk by using the Browse 
Window.
©Guest Directory – Complete guest information can be displayed at the front desk 
HMIS PC or printed in a report.
©Guest Messaging – Guest messages can be entered into the HMIS PC at the front 
desk and displayed or printed at any time. Multiple messages can be stored in the 
text field. If the Stratagy Voice Processing System is installed, the HMIS can 
assign voice mailboxes to guests to use during their stay.
©Liquid Crystal Display (LCD) Name Display – HMIS automatically displays 
the registered guest’s name on the LCD of administrative telephones at the front 
desk, room service, and other service locations when the guest calls. 
						

							Grand Tour
Main Screen
Strata DK HMIS 5/993
©Outgoing Call Restriction – Call restriction controls the type of outgoing calls 
the guest is permitted to make and is also used for vacant room call restriction. 
Telephone class of service or restriction levels can be individually set for each 
guest room. Room telephone settings include enabling long distance or local and 
toll free use, or restricting the telephone to in-house calls only.
©Remote Maintenance – Technical support staff can perform on-line support and 
remote HMIS software upgrades, using Symantec™ pcANYWHERE™ software 
and the HMIS Server PC’s internal modem.
©Reports – Seven reports can be run at any time by staff members. The report 
subjects include Uncleared Outgoing Phone Calls Made, All Active Balance 
Statements, Hotel Guest List, Maid Activity Report, Reservations List, Morning 
Check Out List, and Consolidated Detail Night Audit Report.
©Reservations – Reservations can be entered up to 20 years in advance. 
Reservation information is automatically displayed on the Main screen when the 
guest checks in.
©Room Swap – If a guest needs to change rooms, this is easily accomplished by 
selecting their room record and pressing the Swap Room button. All of the guest 
room information is transferred to the new room record automatically.
Main Screen
All screens and pop-up dialog boxes are accessed from the Main screen (shown in the 
next page). It displays reservation/check-in and room setup information gathered 
automatically by HMIS from other screens. Entries made on the Main screen itself are 
minimal and are concentrated in the Customer Detail Window and the Function Tab 
dialog boxes. 
						

							Grand Tour
Main Screen
4Strata DK HMIS 5/99
Function
Tabs
Browse 
Window
Check-in/out 
Buttons
Customer Detail 
Window
(alternates with 
Browse Window)
2550
2738
ReservationsReportsDisplays Customer 
Detail WindowDatabase 
Settings 
						

							Grand Tour
Main Screen
Strata DK HMIS 5/995
Main Screen Fields
Information displayed in the following fields is for the guest/room highlighted in the 
Browse Window. For guests who have not checked in and have a Pending reservation, 
only the Room #, Ext #, Room Type and Room Rate fields display information.
Field Description
Room #(Display only) Room number.
Ext #(Display only) Telephone extension number.
Room Type(Display only) Type of room (e.g., single, double, suite).
Title(Optional) Primary guest’s title. You can enter a title (max. 
seven-digits) or select one of the options from the drop-down 
menu. The options are: Mr., Ms., Mrs., Miss, Dr.
First/MI/LastPrimary guest’s name. Entered during reservation or check 
in (walk-in guest). After registration, the names can be 
changed by clicking on the appropriate field, entering the 
name and clicking Save.
Handicap?If the box is checked, it indicates the guest has a handicap 
that requires special accommodations (see “Handicapped 
Guest” on Page 102).
Wakeup?If the box is checked, it indicates the guest wants a wake-up 
call. The field below displays the time set for the call. To 
cancel a wake-up call, simply click on this field to remove the 
check mark.
See “Automatic Wake-up Calls” on Page 22 for complete 
instructions on using this field.
Reserve from(Display only) Date guest checked in.
Reserve untilDate guest is expected to check out. This date can be 
changed to extend a guest’s stay. See “Guest Extends Stay” 
on Page 69 for instructions.
Check-In/Out(Display only) Date/time guest checked in. Also includes 
initials of clerk. 
						

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Main Screen
6Strata DK HMIS 5/99
Room RatesStandard rates for the room (i.e., daily, weekend, holiday/
seasonal, and special). HMIS automatically calculates the 
number of nights at daily and weekend rates. See “Room 
Rates” on Page 99 for additional information.
Discount %Applicable room discount. Displays 0.00 if no discount is 
applicable.
Discounts entered in the Reservation/Check-in screens, 
display in this field after the guest checks in (see “Room 
Rate Discounts” on Page 98).
You can also enter a discount by clicking on this field and 
entering a percent (up to two decimal places). If you enter a 
whole number, HMIS adds the decimal and zero fills the two 
spaces (e.g., 5 becomes 5.00).
ManualChecking this field enables you to access the Nights field 
under Room Rate(s) in order to bill a guest’s stay at holiday/
seasonal or special rates. See “Change Room Rate to 
Holiday/Seasonal or Special Rate” on Page 100 for 
instructions.
Conf #(Display only) HMIS automatically adds this confirmation 
number during the reservation/check-in (walk-in) process. 
The number is 12-digits long and consists of the Julian 
calendar date, employee ID and time the reservation was 
made or the walk-in guest was checked in. For example, 
778AGW130155 represents:
778: Julian calendar date
AGWEmployee ID who made reservation/check-in
1301:1:01 p.m.
55: 55 seconds. Field Description 
						

							Grand Tour
Main Screen
Strata DK HMIS 5/997
Main Screen Buttons
The HMIS Main screen provides button access to the functions and menus required to 
run the hospitality facilities.
Button Description
Check-InEnables you to check in a guest.
Displays the Check-in screen for checking in a walk-in guest. 
An Available Room Selection pop-up dialog box provides a list 
of rooms from which to choose.
To check in a guest with a pending reservation, highlight the 
reservation in the Browse Window and click on this button.
See “Check in Guest” on Page 41 for details.
Check-OutEnables you to check out a guest.
By highlighting a guest’s name in the Browse Window and 
clicking on this button, front desk staff can check-out and 
view/print the guest’s consolidated billing statement. 
Clicking on the Payment Received button on the Billing 
Statement screen clears the account and the database of 
guest information, sets the Maid Service to “Required” and 
the telephone service to “outgoing call restriction.”
See “Check Out Guest with Billing” on Page 48 for details.
SaveSaves changes or additions to guest’s room record.
Browse/DetailSee “Browse/Customer Detail Windows” on Page 9 for a 
description of this button.
ReportsDisplays the Report Menu screen.
This screen enables authorized personnel to view/print up to 
seven reports: Hotel Guest List, Maid Activity Report, 
Reservation List, Uncleared Outgoing Phone Calls Made, All 
Active Balance Statements, Morning Check Out List, and 
Consolidated Detail Night Audit Report.
See “Reports” on Page 75 for detailed information. 
						

							Grand Tour
Main Screen
8Strata DK HMIS 5/99
SetupDisplays the Setup Menu screen.
This screen enables authorized personnel (HMIS access 
levels 11~20) to access a group of six setup screens which 
must be completed before HMIS can be used. The screens 
consist of: Master Room Setup and AutoGen screens for 
room record entries, Company for entry of company 
information (name, address, etc.), Employee Codes for entry 
of staff names/category/employee ID, Settings for telephone/
tax settings, and Statement for customizing the billing 
statement format.
Personnel with assigned access levels of 0~10 are allowed 
access only to the Master Room Setup screen.
CancelCancels pending room reservation highlighted in Browse 
Window.
ReserveDisplays the Reservation screen.
This screen enables the front desk clerk to make guest 
reservations. An Available Room Selection pop-up dialog box 
provides a list of rooms from which to choose. See 
“Reservations” on Page 87 for details.
ExitCloses the Main screen and exits the program. Button Description