Toshiba Strata Dk14, Dk40i, Dk424 Installation And Maintenance Manual

							Hospitality Management Information System (HMIS)
Setup Utility
Strata DK I&M    5/9915-45
Master Room Setup Screen
This screen (see Figure 15-17) enables you to enter, modify, or delete a room record. Records 
consist of room number, extension, type, location, rates, amenities and comments. (See Table 15-7 
for screen field descriptions.)
Figure 15-17 Master Room Setup Screen
10. Click Exit to close the 
HMIS program, then 
restart the program.Important!Always exit the HMIS program after adding or 
deleting room records from the database.
Table 15-7 Master Room Setup Screen Fields 
FieldDescription
Room NumberThe room number (alphanumeric up to five-digits).
ExtensionThe telephone system extension number (up to four-digits). Phone numbers do not 
have to match room numbers. Example: Room 201, Ext. 2201, Port 000 can be 
used.
Port #The Strata DK station port number.
Room TypeUser definable, or use the drop-down menu for preset options. 
Any new types are automatically saved by HMIS to the drop-down menu for future 
use with this screen and the Master Room Setup screen.
BuildingBuilding identification (e.g., main, tower).
Sub-Extension/Port # 
(modem line)Extension and port number used for faxes.
RatesThe rate charged for the room on a Daily, Weekend, Holiday (seasonal) or Special 
rate basis.
Decimals/cents are not required. HMIS treats the entered number as a dollar 
amount. For example, if you enter 73, HMIS saves the rate at $73.00.
Rates are user-definable and automatically apply when guests check in.
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Room
Amenities 
						

							Hospitality Management Information System (HMIS)
Setup Utility
15-46Strata DK I&M    5/99
Add a Room Record to the Database
Delete a Room Record from the Database
Room Amenities
(check boxes)Selections can be toggled ON/OFF by clicking the option’s button. The selections 
describe the amenities or status of the room: Suite, Cable TV, Movie Channel Box, 
No Smoking Restriction, Unavailable Due to Repairs, and More Than One Bed 
Available.
These options are displayed in the Restrict/Accommodate pop-up dialog box on the 
Main screen.
Floor, # Double Beds, # 
Single Beds, RoomsFields are displayed in the Available Room Selection Window when reserving a 
room or checking in a guest. Queen/King beds should be counted as double beds 
and entered in the # Double Beds field.
Comments/Lost and FoundComments and lost and found information. Entries stay until manually changed by 
highlighting and pressing 
Delete.
WakeUp Retry CountThe number of times a wake-up call is redialed if the phone is not answered.
1. From the Main 
screen, click Setup.
2. Click Rooms. The Master Room Setup screen displays (see Figure 15-17).
3. Enter the information 
in the screen fields.See Table 15-7 “Master Room Setup Screen Fields” on Page 15-45 
for field descriptions.
4. Click Save to save 
your entries.
5. (Optional) To add 
another room record, 
click New Record The room, extension and port number fields are cleared. The 
remainder of the fields (e.g., room type, building, rates) remain on 
the screen for use with the next record.
6. When finished, click 
Main screen.The Main screen displays.
7. Click Exit to close the 
HMIS program, then 
restart the program.
Important!Always exit the HMIS program after adding or 
deleting room records from the database.
1. From the Main 
screen, click Setup.
2. Click Rooms. The Master Room Setup screen displays (see Figure 15-17).
3. Enter the room 
number.You can use the field pull-down menu to select the room.
4. Click Delete Record. You are asked to confirm the deletion.
5. Press y or click Yes to 
delete the room 
record from the 
database.
6. Click Main screen. The Main screen displays.
Table 15-7 Master Room Setup Screen Fields (continued)
FieldDescription 
						

							Hospitality Management Information System (HMIS)
Setup Utility
Strata DK I&M    5/9915-47
Modify a Room Record in the Database
Employee Codes
The Employee Codes screen (see Figure 15-18) enables you to enter a three-digit employee ID 
code for all employees (see Table 15-8 for screen field descriptions). Standard staff categories 
listed on the screen are maid, janitor, clerk, medical, service/delivery, restaurant, management and 
other. The codes can be used for various productivity and tracking reports and employees requiring 
access to the HMIS system can be given a password and access level.
Figure 15-18 Employee Codes Screen
7. Click Exit to close the 
HMIS program, then 
restart the program.Important!Always exit the HMIS program after adding or 
deleting room records from the database.
1. From the Main 
screen, click Setup.
2. Click Rooms. The Master Room Setup screen displays (see Figure 15-17).
3. Enter the room 
number.You can use the field pull-down menu to select the room.
4. Highlight the field 
and typeover the 
current entry.
5. When you are 
finished, click Save.
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							Hospitality Management Information System (HMIS)
Setup Utility
15-48Strata DK I&M    5/99
Add a Staff Member to the Database
Table 15-8 Employee Codes Screen Fields 
FieldDescription
Employee ID (3-digit)A unique three-digit ID (alphanumeric).
Important!Employee IDs assigned to maids must be numeric for the 
purpose of entering the code on the telephone’s dial pad.
HMIS Maid Service Activity Feature
This feature requires the maid to enter a code into the room telephone upon 
entering and leaving the room for the purpose of cleaning. 
The code consists of a direct trunk access code + three-digit Employee ID code
+ 4-digit Maid Service Start or Complete Code (assigned in the Settings screen).
The HMIS checks for maid activity by monitoring the SMDR port for CO line activity; 
therefore, each Employee ID code assigned to a maid must correlate to a vacant 
CO port on the Strata DK RCTU processor.
Since Strata DK systems equipped with RCTUA processors only enable up to 048 
as a valid entry, we recommend you start assigning maid codes with the highest 
number possible (i.e., 048) and continue by assigning consecutive lower numbers 
(e.g., 047, 046, etc.). A sample code is: ++

, where:
 =  Direct Trunk Access Code
 =  Employee ID Code (vacant CO port)


 =  Maid Service Start Code
PasswordA unique password (alphanumeric). Provides access to HMIS. Optional field if 
employee does not need access to HMIS.
Access LevelLevels 0~10 provide access to all HMIS functions except Setup Utility. The utility is 
limited to accessing the Master Room Setup screen.
Levels 11~ 20 provide access to all HMIS functions, including all functions/screens 
of the Setup Utility.
Optional field if employee does not need access to HMIS.
First/MI/LastEmployee’s name.
Staff CategoriesSelect one of the categories. Categories are: maid, janitor, clerk, medical, service/
delivery, restaurant, management, other.
Provide Access to HMISMust be checked to give an employee access to HMIS. Even if you enter a 
password and access level for an employee and do not check this field, the 
employee cannot access HMIS.
Should not be checked if the employee does not require access to HMIS.
TTY Communications 
Enabled(Optional) Select this field if the employee (e.g., a manager) is going to need to log 
on to the HMIS server.
1. From the Main 
screen, click Setup.
2. Click Employee. The Employee Codes screen displays (see Figure 15-18).
3. Click New. 
						

							Hospitality Management Information System (HMIS)
Setup Utility
Strata DK I&M    5/9915-49
Delete a Staff Member from the Database
Company Information
The information entered in the Company screen (see Figure 15-19) prints on the top of all billing 
statements when guests check-out unless designated on the “Invoice Statement Format Screen” on 
Page 15-55.
Figure 15-19 Company Information Screen
4. Enter the information 
in the screen fields.See “Employee Codes Screen Fields” on Page 15-48 for field 
descriptions.
NoteIf the employee does not need access to HMIS, do not select 
Provide Access to HMIS or fill in the Password or Access 
Level fields.
5. Click Save. Your entries are saved.
6. Add another 
employee by clicking 
New
...or select another 
setup option
...or click Main 
screen.
1. From the Main 
screen, click Setup.
2. Click Employee. The Employee Codes screen displays (see Figure 15-18).
3. Enter the Employee 
ID.
4. Click Delete. The record is deleted from the database.
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							Hospitality Management Information System (HMIS)
Setup Utility
15-50Strata DK I&M    5/99
Add Company Information to the Database
HMIS Settings
The Settings screen (see Figure 15-20) contains the settings for the many items that are required to 
do business. Some of these items are: phone call rates (e.g., long distance, local, etc.); the 
reservation block size; voice mail/DND port designations; local, state, and additional taxes; and 
auto-wakeup settings. (See Ta b l e  1 5 - 9 for screen field descriptions.  
Figure 15-20 Settings Screen
1. From the Main 
screen, click Setup.
2. Click Company. The Company screen displays (see Figure 15-19).
3. Enter the company 
name, address, and 
phone and FAX 
numbers.
4. Click Save.
5. Select another setup 
option
...or click Main 
screen.
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							Hospitality Management Information System (HMIS)
Setup Utility
Strata DK I&M    5/9915-51
Table 15-9 Settings Screen Fields 
FieldDescription
Long Distance Call RatesInitiation – Initial cost for making the call.
Min. – Cost per minute.
After __ Sec. – The grace period before billing of a call, setup time or the ring 
before answer time.
International Call RatesInitiation – Defines initial cost for making the call.
Min. – Defines cost per minute.
After __ Sec. – Defines the grace period before billing of a call, setup time or the 
ring before answer time.
Local Call RatesInitiation – Defines initial cost for making the call.
Min. – Defines cost per minute.
After __ Sec. – Defines the grace period before billing of a call, setup time or the 
ring before answer time.
NoteIf there are no charges for making local calls, the HMIS automatically 
defaults all telephones to LCR Class 2 service upon guest check in.
Toll-Free Call RatesInitiation – Defines initial cost for making the call.
Min. – Defines cost per minute.
After __ Sec. – Defines the grace period before billing of a call, setup time or the 
ring before answer time.
Comm Carrier Pick CodeSelect one of the following options from the pull-down menu:
“None” if none used
10XXX if using old NANP for intraLATA or long distance
101XXXX if using new NANP Pick Codes
Default: None
Centranet (‘8’ or ‘9’ precede 
every call)Select if an “8” or “9” prefix is required to make a call on an outside line (Telco 
service, Centranet, Centrex).
LCR Enabled (‘P’ as leading 
character)Select if Least Cost Routing is used. This must always be checked on a Strata DK 
system.
Trunks Not Requiring ‘1’ 
accessSelect if area codes with long distance billing numbers do not require a “1” first 
(e.g., AT&T T1 service).
Print Credit Card Number on 
StatementSelect if you want the guest’s credit card number automatically printed on billing 
statement.
Display Zero-Cost CallsSelect if you want the no-charge calls to be shown on the Phone Calls Tab screen 
and printed on the guest’s bill at check-out.
Voice Mail Sys. EnabledSelect if voice mail is installed on the system. If checked, changes DND buttons 
on Main screen to Call Forward–Busy/No Answer(CFBNA).
StratagySelect if Stratagy is installed on the system. If checked, changes DND buttons on 
Main screen to CFBNA.
VM/DND Forward Port #The Strata DK port number for the voice mail pilot number; or, if no voice mail is 
used, the port number for the front desk telephone to which calls are forwarded.
Stratagy VM Clearing 
ExtensionThe extension number at the Stratagy VM Port used for clearing guest messages 
upon check-out.
Software Version(For information only) The Strata DK software version number 3.1 or higher.
System CPU(For information only) Select a processor type from the drop-down menu. Options 
are RCTUA, RCTUBA/BB, RCTUC/D, and RCTUE/F.
Local Sales Tax in PercentThe local tax charged.
States Sales Tax in PercentThe state tax charged. 
						

							Hospitality Management Information System (HMIS)
Setup Utility
15-52Strata DK I&M    5/99
Additional TaxesAdditional taxes that may be required. Click User Defined Tax Rules to display a 
pop-up box to add/change or delete the listed taxes. 
If additional taxes are entered, the standard invoice statement can no longer be 
used. You must format the default statement (see “Default Statement” on Page 
15-58).
The pop-up box fields are:
Enable – Selects the tax for inclusion on the guest bills.
Tax Description – Description of tax (max. 16-characters). Prints in all caps on the 
bill.
Room/Phone/Service – Select the item to be taxed (i.e., room, phone, service).
Additive $ – Enter dollar amount of applicable tax
...or Percent % – Enter the percent of applicable tax.
Repeat Daily – Select if tax is to be a per day tax rather than a
one-time tax charge.
Phone System Security CodeDefines the Strata DK Security Code which must match the telephone system. 
Enter 0000.
Billing Resolution (Seconds)The time in second increments used for billing. For example, six-second 
increments would bill every six seconds after the first 30 seconds are billed.
CFBNA Timer (Seconds)The Call Forward-Busy/No Answer time, if Voice Mail is used, before a call is sent 
to Voice Mail.
Reverse Billing Area Code(s)Up to four area code(s) that do not require “1” in front of the area code and are not 
billed to the caller’s room.
Usually associated with Pager or Cellular companies that set up long distance 
calls to a pager or cellular phone.
Auto-Wakeup Digital Init PortThe digital port of the Strata DK that is used to initiate auto wake-up calls.
Auto-Wakeup Announcer 
Extension #The extension number of the Strata DK optional digital announcer, if used. Valid 
entries must be three or four-digit long numeric characters. 
Auto-Wakeup Retry LimitThe retry limit if the room telephone is busy or no answer on auto wake-up.
AW Polling Period (sec)The time in seconds used to poll auto wake-up. Default is set at 6 and should not 
be adjusted.
COMM Timeout (Sec)Communication timer (seconds) for link with Strata DK. Default is set to 30 and 
should not be changed.
Transmit Delay [5] (ms)Communication timer in milliseconds (ms). Default is set at 5 ms. and should not 
be changed.
Rx Delay [4] (ms)Communication timer in milliseconds (ms). Default is set at 4 ms. and should not 
be changed.
Maid Serv Start Code (4)The code the maid dials when starting to clean a room. This code works with the 
maid Employee ID assigned in the Employee screen, and should be a unique 
code (e.g., *7*7).
Maid Serv Complete Code (4)The code the maid dials when finished cleaning a room. This code works with the 
maid Employee ID assigned in the Employee screen, and should be a unique 
code (e.g., *0*0).
NoteSee “Employee ID (3-digit)” on Page 15-48 for a more detailed 
explanation of this field.
Include All Rooms in 
Consolidated Night Audit 
ReportAll rooms are included on the Consolidated Night Audit Report. Table 15-9 Settings Screen Fields 
(continued)
FieldDescription 
						

							Hospitality Management Information System (HMIS)
Setup Utility
Strata DK I&M    5/9915-53
Enter, Change, Delete Settings
Important!After changing or deleting any settings, the HMIS PC must be restarted before the 
changes or deletions take effect.
Add Applicable Additional Taxes1. From the Main 
screen, click Setup.
2. Click Settings. The Settings screen displays (see Figure 15-20).
3. Enter/delete the 
information in the 
screen fields.See “Settings Screen Fields” on Page 15-51.
4. Click Save. Your entries are saved.
5. Select another setup 
option
...or click Main 
screen.
1. From the Main 
screen, click Setup.
2. Click Settings. The Settings screen displays (see Figure 15-20).
3. Click User Defined 
Tax Rules in the 
Additional Taxes 
field.
4. Select (check) the 
Enable field.Tax is included on guest bills.
5. Enter a brief 
description of the tax.Maximum 16-characters. Prints on bill in all caps.
6. Select (check) one of 
the following: Room, 
Phone, Service.Tax is calculated based on charges against room, phone or service 
items.
7. Enter either a set 
dollar amount in the 
Addition $ field
...or a percent in the
Percent % field.
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							Hospitality Management Information System (HMIS)
Setup Utility
15-54Strata DK I&M    5/99
Modify the Reservation Block Index8. If the tax is to be 
added daily to the 
room charges, select 
(check) Repeat Daily.
9. Repeat Substeps 4~8 
for any other taxes.
10. Click OK.
1. From the Main 
screen, click Setup.
2. Click Settings. The Settings screen displays (see Figure 15-20).
3. Click Modify Block 
Index button (upper-
right corner of 
Settings screen). 
4. After reading the 
caution in the dialog 
box, click Yes to 
change the index and 
reformat/convert the 
database
...or No to abort the 
procedure.
5. Click OK.
6. Using the drop-down 
menu, select the 
reservation block size 
(i.e., 4, 12, 16, or 20 
years).The menu appears in the upper-right corner of the Settings screen:
HMIS defaults to an eight-year reservation database.
7. Click Convert. The HMIS converts the database.
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