Toshiba Strata Dk Hospitality Management Information System User Guide

							Features
Check Out Guest with Billing
Strata DK HMIS 5/9949
Check Out Guest
1. From the Browse 
Window, highlight the 
guest’s name/room.
2. (Optional) If the 
guest’s stay should be 
calculated using 
holiday/seasonal or 
special rates, click 
Manual. Enter the 
correct number of 
nights for the 
appropriate rate(s). 
Click Save.HMIS calculates the guest’s stay at daily and weekend 
rates. If the guest’s stay includes a holiday or should be 
billed at seasonal or special rates, you must change the 
number of nights listed in the Nights field.
3. (Optional) If a room 
discount applies, type 
a discount (X.XX 
format) in the 
Discount % field. 
Click Save.For example, if the discount is 5-1/2%, enter 5.50 in 
the Discount % field. If you enter a whole number, 
HMIS adds the decimal and zero fills the two spaces 
(e.g., 5 becomes 5.00).
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							Features
Check Out Guest with Billing
50Strata DK HMIS 5/99
4. Click Check-Out. A billing statement appears on the screen (sample 
shown below).
NoteIf the guest’s stay was manually calculated 
(see Step 2 on Page 49) and a mistake was 
made, a pop-up box (shown below) displays 
over the billing statement. Click OK, then 
Cancel to go back to the Main screen and 
correct it.
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							Features
Check Out Guest with Billing
Strata DK HMIS 5/9951
The guest’s bill includes all charges they incurred 
during their stay. This includes room rental, state and 
local tax, telephone charges, and other billed service 
charges.
Telephone charges are automatically calculated, using 
SMDR data and billing rates defined by the user in the 
Setup Utility.
5. Scroll the screen until 
the Net Statement 
Balance displays. 
Inform the guest of 
the balance owed.If the guest requests to see the statement, you can click 
Print Bill for a copy.
6. Click Payment 
Received.
HMIS automatically posts the balance paid to the room 
record and shows the payment as “checkout” under the 
Credits and Payments portion of the statement.
A copy of the statement automatically prints with a 
balance of $0.00. See “Sample Consolidated Bill” on 
Page 52.
7. Click OK. The Main screen displays. The room assignment has 
been cleared from the Browse and Assigned Rooms 
Windows.
NoteIf you need a copy of the billing statement 
after checking out the guest, see “Reprinting 
Processed Billing Statements” on Page 86 for 
instructions.
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							Features
Check Out Guest with Billing
52Strata DK HMIS 5/99
Sample Consolidated Bill
This is only a sample of a guest bill that would be printed during the guest check-out 
process. The billing statement you print may vary in layout, depending on what your 
management has set up. Callouts have been added to explain the main portions of a 
standard bill. 
						

							Features
Check Out Guest with Billing
Strata DK HMIS 5/9953
  Ê
TSD SUITES
9740 IRVINE BLVD.
IRVINE, CA 92713
PHONE: (714) 555-3700 FAX: (714) 555-6798
TUESDAY, JANUARY 21, 1998 3:40:44 PM
  Ë
CUSTOMER ROOM NO. 107  EXTENSION NO: 107
HOWARD FELDMAN
REF: XYZ COMPANY, INC. 714-587-3701
30 MAIN STREET
ANYWHERE, CA  92714 USA
714-888-8979
CONFIRMATION NO: 778AGW124251
  ÌCREDIT CARD NO:     0123456789 10/98
BASE RATE DESCRIPTION PER NIGHT # NIGHTS
  ÍDAILY120.00    2
TOTAL BASE ROOMCHARGE: 240.00
DATE(S): 10/21/97 - 10/23/97
  ÎPHONE BILLING:(NONE)
 BILLED SERVICES:
 
ÏMOVIES 10/21/97 15:35 RENTAL
5.00
ROOM SERVICE 10/21/97 15:35 BREAKFAST 20.00
ROOM SERVICES 10/21/97 15:35 DINNER 30.00
TOTAL SERVICES: 55.00
PRE-TAX CHARGES: 295.00
  ÐLOCAL AND STATE TAXES:
14.75
TOTAL CHARGES: 309.75
  ÑCREDITS AND PAYMENTS:
309.75
**** PRIOR PAYMENT CREDIT ACTIVITY ****
10/21/97 15:40 CR HF   PAYMENT 120.00
10/23/97 11:15 CR HF   CHECKOUT 189.75
  ÒNET STATEMENT BALANCE:
$0.00 
						

							Features
Check Out Guest with Billing
54Strata DK HMIS 5/99
Callouts
ÊCompany Information — Hotel/motel name, address, telephone and fax numbers, 
and day/date/time bill was printed. Information is entered into the Company screen 
in System Setup.
ËGuest Information — Guest name, company affiliation, work telephone number, and 
home address and telephone number. Information entered into Details Window on 
Reservation/Check-in screens or Customer Detail Window on Main screen.
ÌCredit Card Information — Credit card number and expiration date. The Print Credit 
Card number on Statement option must be selected on the Settings screen in 
System Setup for this to print.
ÍHotel Information — Base room rate, # nights, reservation dates. Information 
entered into Reservation or Check-in screens.
ÎPhone Billing — Number and type of calls, charges. Automatically entered by HMIS 
into the Phone Calls Tab screen (Main screen) during guest’s stay in the hotel/motel.
ÏBilled Services — Room service, movies, etc. Entered into the Billed Services Tab 
screen on the Main screen during the guest’s stay.
ÐTax Information — Local, state or special taxes. Rates entered into the Settings 
screen in System Setup.
ÑCredits or Payments — Entered into the FOP Tab screen on the Main screen during 
the guest’s stay.
ÒNet Statement Balance — Automatically calculated by HMIS. By clicking Payment 
Received on the Billing Statement screen, HMIS automatically credits the final 
payment and prints the billing statement with a Net Statement Balance of $0.00. 
						

							Features
Customer Detail Window
Strata DK HMIS 5/9955
Customer Detail Window
The Detail button at the bottom of the Main screen provides a toggle feature between 
the Browse and Customer Detail Windows (shown below). Any information 
previously entered on the Check-in or Reservation screens (i.e., home telephone, 
business telephone, or number of adults/children in party) automatically appears on 
this screen.
Customer Detail Window Fields
Field Description
CompanyThe name of the company the guest represents.
Company PhoneThe guest’s company telephone number. Area code must be 
included in the format (XXX-XXX-XXXX). HMIS 
automatically adds the dashes for you.
Home AddressGuest’s home address (i.e., street address, city, state, zip, 
country).
Home PhoneGuest’s home telephone number. Area code must be 
included in the format (XXX-XXX-XXXX). HMIS 
automatically adds the dashes for you.
Auto Make/ModelMake/Model of guest’s car.
Auto Tag #License plate number of guest’s car.
# Adults/# ChildrenNumber of adults/children in party.
CommentsAny pertinent comments.
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							Features
Deposit/Payment
56Strata DK HMIS 5/99
Add or Change Registered Guest Information
NoteYou cannot use this screen to add or change a guest with a Pending 
reservation.
Deposit/Payment
Using the FOP Tab screen (shown below), you can enter the form (cash, check or 
credit card), amount and type of the deposit/payment.
Deposits/payments may be made for room or phone deposits. They are credited to the 
guest’s account and are deducted automatically from the guest’s billing statement.1. From the Browse 
Window, highlight the 
room listing.
2. At bottom of the Main 
screen, click Detail.The Customer Detail Window displays see Page 55.
3. Enter or change any 
information on the 
screen.
4. At the bottom of the 
Main screen, click 
Save.
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							Features
Deposit/Payment
Strata DK HMIS 5/9957
Cash Deposit for Telephone Charges
If the guest is a cash paying customer, a deposit must be made and entered into this 
screen to enable calls that require charges (e.g., long distance, international calls). 
HMIS records the deposit on this screen and the Phone Calls Tab screen.
As calls are made, the telephone charges are deducted from the deposit on the Phone 
Calls Tab screen. When the deposit balance reaches zero, telephone status is 
automatically changed to restrict any calls requiring charges. For additional 
information, see “Phone Call Records” on Page 72.
FOP Tab Fields 
FOP Tab Fields (Display Only)
The following fields are for display only. HMIS automatically transfers your input 
from the pop-up dialog boxes when you make a deposit/payment (see Enter Deposit/
Payment on Page 58 below).
Field Description
Cash/Credit Card/CheckSelect one. If a credit card was listed at time of reservation/
check-in, credit card is already selected.
CC PrefixUp to two digits, alphanumeric. If entered on Reservation/
Check-in screen, the information is displayed here.
Exp DateUp to eight digits, alphanumeric. Any format is acceptable
(e.g., MM/YY, MM-YY, YY/MM). If entered on Reservation/
Check-in screen, the information is displayed here.
Act #Up to 20 digits, alphanumeric. If entered on Reservation/
Check-in screen, the information is displayed here.
Drivers License #/StateValid driver’s license number (20 digits) and state of issue (2 
digits).
Field Description
Date/TimeThe date/time deposit was made.
FOPCA = cash, CR = credit card, CK = check
PayeeInitials of the payee. 
						

							Features
Deposit/Payment
58Strata DK HMIS 5/99
Enter Deposit/Payment
RefReference code applicable to the deposit (10-digits max., 
alphanumeric characters). If the form of payment is credit 
card or check, this field defaults to “Payment.” If the form of 
payment is cash, it defaults to “Phone.”
AmountAmount of deposit paid.
1. From the Browse 
Window, highlight the 
room listing.
2. Click FOP Tab. The FOP Tab screen displays see Page 56.
3. In the Initial FOP 
field, select Cash, 
Credit Card or Check.If the credit card information was entered during 
reservation/check-in, Credit Card is already selected 
and the credit card information displays on this screen.
4. (Optional) For check 
payments, enter the 
driver’s license 
number/state.
5. Click New Deposit.
NotePressing Esc anytime prior to Step 9, takes 
you back to this screen to start over.
Field Description
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