Toshiba Strata Dk Hospitality Management Information System User Guide

							Features
Deposit/Payment
Strata DK HMIS 5/9959
6. Type the amount of 
the deposit. Click OK.If you do not enter decimal/cents, HMIS converts the 
amount to whole dollars. Negative figures (e.g., -5.00) 
can be entered.
NoteIf you click Cancel in this step or in Steps 7~9, 
HMIS goes back to the Deposit Entry Screen 
in Step 5.
7. Click Yes for a cash 
depositCustomer Identification (Initials) screen displays 
(shown in Step 8). Go to Step 9.
...or No for check or 
credit card deposit.If you answer No, the screen below displays.
8. Click Yes if the guest 
is paying by check
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							Features
Deposit/Payment
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...or No if the guest is 
using a credit card.If you answer No, HMIS automatically charges the 
credit card for the amount of deposit/payment.
9.Type the customer’s 
initials as a form of 
ID. Click OK.
10. Type a code or ID for 
the type of payment 
being made (10-digit 
alphanumeric)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.”
...or if you do not 
want a reference 
code, click Cancel.The entry appears on the FOP Tab screen without a 
code.
Important!If this is a cash customer making a 
deposit for telephone calls, you must 
enter the word Phone in this field. If you 
do not, the deposit is not credited to the 
telephone calls and the Phone Calls Tab 
screen does not show a deposit. The 
customer is then unable to make any 
chargeable telephone calls from his/her 
room.
11. If you typed a code in 
Step 10, click OK.The entry appears on the FOP Tab screen. If it is a 
Phone deposit, it also appears in the Phone Calls Tab 
screen.
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							Features
Details Window
Strata DK HMIS 5/9961
Change Amount of Deposit
Once a deposit is made, the entry cannot be changed. If it is necessary to change the 
amount of deposit, you can make a new deposit entry. Deposits can be made for 
negative amounts and would be reflected on the billing at check-out and subtracted 
from the Phone Calls Tab screen, if applicable.
Details Window
The Detail Window (shown below) displays automatically during the check-in and 
reservation processes or can be accessed from the Assigned Rooms screen at anytime.
The Window enables you to enter guest information which is then displayed on the 
Customer Detail Window on the Main screen after the guest registers. To view or edit 
screen information for a pending reservation, see “Change Guest Information on 
Pending Reservation” on Page 39 for instructions.
Details Window Fields
Field Description
Home PhoneGuest’s home telephone number. Area code must be 
included in the format (XXX-XXX-XXXX). HMIS 
automatically adds the dashes for you.
Business PhoneThe guest’s company telephone number. Area code must be 
included in the format (XXX-XXX-XXXX). HMIS 
automatically adds the dashes for you.
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							Features
Do Not Disturb Call Blocking
62Strata DK HMIS 5/99
Do Not Disturb Call Blocking
When this feature is set, guest room telephones are blocked from receiving calls. This 
feature is typically used at the guest’s request during late night hours to block room-
to-room calling or to avoid nuisance calls.
DND can be enabled or disabled on an individual room basis from the front desk 
terminal, using the Control/Status Tab screen (shown below).
Num Children/
Num AdultsNumber of adults/children in party.
Travel Agent CodeTravel agent’s ID code (max. 10 alphanumeric digits).
Group or BlockGroup or block ID number (max. seven alphanumeric digits).
% CommissionTravel agent’s commission (percentage).
SecuredBilled deposit.
Pre-Paid VouchersGift certificates.
VIP StatusFlag denoting VIP status.
AmountAmount of Pre-Paid Voucher.
CommentsAny pertinent comments. Field Description
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							Features
Do Not Disturb Call Blocking
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The call blocking status for the room is:
©Enabled – Room telephone is in DND mode. All calls ring to the front desk.
©Disabled – Only forwards calls to the front desk when the room telephone is busy 
or the guest does not answer.
Guests can still contact other guests with DND enabled by placing the call through the 
system attendant or front desk staff. In case of an emergency, the front desk can 
highlight the room and click Disable DND and call or transfer a call to the 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 DND 
mode is available. If the Stratagy Voice Processing System is installed, all calls can be 
forwarded to the guest’s voice mailbox and retrieved later by the guest (see “Call 
Forwarding” on Page 35).
Enable/Disable DND
1. From the Browse 
Window, highlight the 
room listing.
2. Click Control/Status 
Ta b .The Control/Status Tab screen displays see Page 62.
3. Click Enable DND The Forwarding status reads Enabled.
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 Disable DND.
...or Disable DND. The Forwarding status reads Disabled. All calls are 
directed to the room telephone. 
						

							Features
FOP (Form of Payment) Tab Screen
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FOP (Form of Payment) Tab Screen
See “Deposit/Payment” on Page 56 for instructions on using the screen.
General Window
The General Window (shown below) displays automatically during the check-in and 
reservation processes or can be accessed from the Assigned Rooms screen at anytime.
The Window enables you to enter guest information which is then displayed on the 
Main screen after the guest registers. To view or edit screen information for a pending 
reservation, see “Change Guest Information on Pending Reservation” on Page 39 for 
instructions.
General Window Fields
Field Description
First/MI/Last(Required) The guest’s first and last name. The middle initial 
is optional.
CC PrefixUp to two digits, alphanumeric.
Credit Card #Up to 21 digits, alphanumeric.
Exp DateUp to eight digits, alphanumeric. Any format is acceptable
(e.g., MM/YY, MM-YY, YY/MM).
Discount %The discount that applies (e.g., special club membership).
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							Features
General Window
Strata DK HMIS 5/9965
General Window Fields (Display Only)
Field Description
Conf #HMIS automatically adds this 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
AGW Employee ID who made reservation/check-in
1301: 1:01 p.m.
55: 55 seconds.
Room #HMIS fills in this field from your selection in the Available 
Room Selection screen.
Reserv FromHMIS fills in this field from calendar selections.
UntilHMIS fills in this field from calendar selections.
DateHMIS fills in this field with current date.
TimeHMIS fills in this field with current time.
ClerkHMIS fills in this field from the employee user name at log-in 
time.
DailyHMIS fills in this field from your room selection in the 
Available Room Selection screen.
Wk. End RateHMIS fills in this field from your room selection in the 
Available Room Selection screen. 
						

							Features
Guest Messaging
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Guest Messaging
The Messages Tab screen displays (shown below) all messages and wake-up calls for 
the room. Multiple messages for guests can be entered into the system from the front 
desk terminal for later display or printing.
NoteIf the Stratagy Voice Processing System is installed, guest room telephones 
are automatically set to route CFBNA calls to designated mailboxes in 
Stratagy.
The guest can request that calls be blocked and all calls forwarded to voice mail. 
CFAC can be enabled/disabled on an individual room basis from the front desk 
terminal using the Control/Status Tab screen (see “Call Forwarding” on Page 35 
for details). 
See Stratagy Voice Processing User Guide for details on using the system.
Messages Tab Fields
Field Description
Wake-up LogDisplays the auto wake-up calls made to the room and the 
results.
Date/TimeAutomatically added by HMIS when message is added.
ReferenceMessage typed in New Message field.
New MessageAny message up to 50 alphanumeric characters.
NoteWhen maximum number of characters are entered, 
the screen displays only a portion of the message 
but the full message prints.
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							Features
Guest Messaging
Strata DK HMIS 5/9967
Enter Messages
Print Messages
1. From the Main 
screen, highlight the 
room in the Browse 
Window.
2. Click Messages Tab. The Messages Tab screen displays see Page 66.
3. Type a message (up to 
50 alphanumeric 
characters).
NoteIf a long message is entered, the message 
appears
cut-off on the screen; however, the full 
message prints.
4. Click Add. The message, time/date stamped, is placed in the 
window.
1. From the Main 
screen, highlight the 
room in the Browse 
Window.
2. Click Messages Tab. The Messages Tab screen displays (see Page 66).
3. Click Print. All messages print on a single page. At the top of the 
printout, the number of messages, room number, 
guest’s name, and extension number is noted. 
						

							Features
Guest Name LCD Display
68Strata DK HMIS 5/99
Clear Messages
Guest Name LCD Display
The LCD of administrative telephones at the front desk, room service, and other 
service locations shows the primary registered guest’s last name when the guest calls 
(LCD name/number display).
The guests name is automatically entered from the HMIS into the Strata DK 
telephone system during the check-in registration process and changed back to the 
room number during the check-out process.
Length of Stay (Reserve Until Date)
A guest’s expected length of stay is entered into the HMIS database using the calendar 
on the Reservation or Check-in screen. After check in, changes in the guest’s plans 
can be made in HMIS using the following procedures.
Guest Checks Out Early
No additional entries are required. Check out the guest in the usual manner. HMIS 
automatically recalculates the room charges using the current date for the Reserve 
Until date.1. From the Main 
screen, highlight the 
room in the Browse 
Window.
2. Click Messages Tab. The Messages Tab screen displays (see Page 66).
3. Click Clear Msgs/
Wakeup Logs.All messages for the room are cleared.
Important!This also clears the records from the 
Wakeup Log.