Toshiba Strata Dk Hospitality Management Information System User Guide

							Features
Available Room Selection Screen
Strata DK HMIS 5/9929
The screen can be sorted by any column heading (click on the heading). See “Check in 
Walk-in Guest” on Page 42 and “Make Reservations” on Page 88 for instructions on 
accessing and using this screen.
Rooms that are currently occupied are noted with an * and a note appears in the lower
left-hand corner of the screen.
Available Room Selection Screen Fields (Display Only)
Field Description
Room #Room number. An asterisk (*) in this column denotes the 
room is currently occupied.
Ste (Suite)Is the room a suite? Y/N
NSIs there a no-smoking restriction? Y/N
NAIs the room unavailable due to repairs? Y/N
CleanHas the room been cleaned? Y/N
Ty p eRoom type (i.e., poolside, double, single).
#Dble/#SngNumber of double or single beds in the room(s).
RoomNumber of rooms.
FloorFloor number.
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							Features
Billed Services
30Strata DK HMIS 5/99
Billed Services
Billed service charges for room service, movies, etc., are entered to the guest account 
using the Billed Services Tab (shown below) on the Main screen.
The Service Category field enables you to store new categories in a drop-down menu 
for future use. The field can also be used to delete an outdated category.
All charges entered on this screen are posted to the guest’s bill. Upon payment and 
check out, the charges are cleared from the room.
Billed Services Tab Fields
Rates (Daily, Weekend, 
Holiday, Special)Daily, weekend, holiday (seasonal), and special room rates.
BuildingLocation of room in the complex (i.e., main, building #2).
Field Description
Service CategoryDescribes the type of service rendered (e.g., room service, 
movie rental). Up to 15 alphanumeric characters.
ChargesCharges for service rendered. HMIS converts any numbers 
to whole dollars if you do not enter a decimal/cents (e.g., 35 
becomes 35.00).
Service Date/TimeHMIS automatically enters the current date and time. You 
can write over the entries, if you wish.
DescriptionDescription of service rendered (up to 15 digits). Field Description
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							Features
Billed Services
Strata DK HMIS 5/9931
Add a Service Category
Delete a Service Category
1. From the Main 
screen, click Billed 
Services.The Billed Services Tab screen displays Chapter 2 – 
Features.
2. Enter the new service 
category.
3. Press Enter. 
4. Click Yes.  HMIS adds the category to the drop-down menu for 
future use.
To add another category, repeat Steps 2~4.
1. From the Main 
screen, click Billed 
Services.The Billed Services Tab screen displays see Page 30.
2. Select a service 
category from the 
drop-down menu.
3. Click Delete 
Category.
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							Features
Billed Services
32Strata DK HMIS 5/99
Add a Service Charge
4. Click Yes. The service category is deleted, but no charges 
previously entered against the category are deleted 
from any of the rooms.
To delete previous charges, you must use the Delete a 
Service Charge on Page 33 procedure on Page 33.
1. From the Main 
screen, highlight the 
room in the Browse 
Window.
2. Click Billed Services. The Billed Services Tab screen displays see Page 30.
3. Enter the Service 
Category.If the category already exists, you can select the 
category from the drop-down menu.
If the service category is new, you are asked if you 
want to save the category and add it to the drop-down 
menu for future use. Click Yes/No.
4. Enter the charges. If you do not enter decimal/cents, HMIS converts the 
amount to whole dollars.
5. Enter the description 
of the charges (up to 
15 digits).
6. Click OK. The information is displayed in the window. Upon 
check out, each entry is printed on the guest’s 
consolidated bill under “Billed Services” and cleared 
from the room record. 
						

							Features
Browse Window
Strata DK HMIS 5/9933
Delete a Service Charge
Browse Window
The Browse/Detail buttons at the bottom of the Main screen provide a toggle feature 
between the Browse and Customer Detail Windows. The Browse Window (shown 
below) enables you to search the HMIS database quickly and easily. The front desk 
clerk can browse room availability or status (i.e., list of all rooms, occupied rooms). 
When the Occupied Rooms Only option is selected, the window displays the entire 
hotel guest list. The Browse function is very useful during the check-in or check-out 
processes for locating guest reservations/room listings.1. From the Main 
screen, highlight the 
room in the Browse 
Window.
2. Click Billed Services. The Billed Services Tab screen displays see Page 30.
3. Highlight the charge 
and click Delete.
Important!You are not asked to confirm the deletion, 
so be careful what you delete.
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Room 
Listings
Sort 
SelectionsSwap 
Button
Number of Rooms Available 
						

							Features
Browse Window
34Strata DK HMIS 5/99
Sort the Browse Window
ä
Click on column heading (e.g., Last Name) to sort by column subjects
...or click one of these six sort options (located at top of window):
©All Rooms – A complete list of rooms. Designates occupied rooms and rooms 
with pending and expired reservations.
©Occupied Rooms Only – A list of rooms with checked-in guests.
©Rooms Requiring Check-out/Renewal – Rooms that have been reserved to the 
current day and the guests are going to stay over or be checked out.
©Rooms Requiring Cleanup – Rooms that require maid service.
©Rooms with DND Enabled (Stratagy not installed) – A room that is in DND 
mode is in a state of call blocking. Calls to that room are forwarded to the front 
desk. The front desk can call the room, if it is an emergency; otherwise, the front 
desk takes a message.
©Rooms with CFAC Enabled (with Stratagy installed) – A room in a state of 
CFAC. Calls automatically go to voice mail. In case of an emergency, the front 
desk can highlight the room and click Enable CFBNA and call or transfer a call to 
the room.
©Rooms with Pending Check-in – Guest is scheduled to check in on current date.
Swap Button
This button activates the swap/change room feature. HMIS automatically switches the 
guest information to the new room record. See “Room Change (Swap)” on Page 97 for 
details.
Number of Rooms Available
HMIS automatically calculates the number of rooms available at the current date/time. 
This figure is instantly updated when a guest checks out or reservations are entered 
into the database. 
						

							Features
Call Forwarding
Strata DK HMIS 5/9935
Browse Window Fields (Display Only)
All of the fields are automatically filled in by HMIS from the information entered in 
other screens (reservation/check-in screen, etc.).
Call Forwarding
If the Stratagy Voice Processing System is installed, guest room telephones are 
automatically set to CFBNA calls to Stratagy. The guest can request that calls be 
blocked and all calls forwarded to voice mail.
Field Description
Rm #Room number.
Ext #Extension number.
Rsrv?Yes: A reservation is pending.
OK: A reservation was made and the guest has checked in or 
the guest is a walk-in guest.
Late:Guest did not check in.
StatusThe status of the room (see “Room Status” on Page 100 for 
explanations of room status).
Last NamePrimary guest’s last name.
Res FromCheck-in date set at time of reservation or date walk-in guest 
checked in.
Res UntilCheck-out date set at time of reservation or check in.
HCIs the guest handicapped? No or Yes. Defaults to No.
PortPort number for telephone hook-up. 
						

							Features
Call Forwarding
36Strata DK HMIS 5/99
CFAC can be enabled/disabled on an individual room basis from the front desk 
terminal using the Control/Status Tab screen (shown below). 
The call forwarding status for the room is:
©Enabled – CFAC is enabled and all calls forward to Stratagy.
©Disabled – CFAC is disabled and only CFBNA calls forward to Stratagy.
Guests can still contact other guests in CFAC mode by placing the call through the 
system attendant or front desk staff. In case of an emergency, the front desk can 
highlight the room in the Browse Window, click Enable CFBNA and call or transfer a 
call to a room. Calls can also be transferred using standard Strata DK override 
capabilities.
Using the Browse Window, an on-screen display of all rooms/stations that are in 
CFAC mode is available. If the Stratagy Voice Processing System is not installed, you 
can use the DND Call Blocking feature to block incoming calls (see “Do Not Disturb 
Call Blocking” on Page 62).
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							Features
Call Forwarding
Strata DK HMIS 5/9937
 Enable CFAC/CFBNA
1. From the Browse 
Window, highlight the 
room listing.
2. Click Control/Status 
Ta b .The Control/Status Tab screen displays see Page 35.
3. Click Enable CFAC 
...or Enable CFBNA. 
4. Click Save. If you selected Enable CFAC, the Forwarding 
Immediate status reads Enabled. All calls forward to 
the Stratagy message box assigned to the room. The 
room can be called only by the front desk telephone 
(designated in the VM/DND Forward Port # on the 
Settings screen), or by the front desk clerk clicking 
Enable CFBNA.
If you selected Enable CFBNA, the Forwarding 
Immediate status reads Disabled. All calls are directed 
to the room telephone. If the telephone is busy or no 
answer is received, the call forwards to the Stratagy 
message box assigned to the room. 
						

							Features
Change Guest Information
38Strata DK HMIS 5/99
Change Guest Information
You can edit information for guests that have checked in or have a pending 
reservation. Information includes misspelled name, phone numbers, credit card 
numbers, etc.
Change Guest Information for Checked-in Guest
1. From the Browse 
Window, highlight the 
room listing.
2. From the Main 
screen, function tab 
screen, or Customer 
Detail Window, 
double-click on the 
field you want to 
change. Enter the 
information.You can change information on the Main screen 
(name, title, room rates, discount, Reserve Until date, 
etc.), any of the function tab screens (FOP, Restrict/
Accommodate, etc.), or the Customer Detail Window. 
See the individual screens for detailed information on 
screen fields.
3. Click Save.