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Installation &
Maintenance
Manual
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Contents
INTRODUCTION......................................................................................................................................................1
WHAT TO REMEMBER WHEN ENTERING DATA IN PERFECT STAY..................................................................................2
Keyboard Input.....................................................................................................................................................2
1. Dates ............................................................................................................................................................................ 2
2. Decimal Numbers .......................................................................................................................................................... 2
3. Text.............................................................................................................................................................................. 3
4. Hotkeys ......................................................................................................................................................................... 3
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OVERVIEW OF PERFECT STAY! .........................................................................................................................7
TECHNICAL ASPECTS ....................................................................................................................................................7
MAIN MENU .................................................................................................................................................................8
MAIN MENU ­ FRONT DESK..........................................................................................................................................9
Front Desk: Status Function ...............................................................................................................................10
Front Desk: Checkin Function ............................................................................................................................11
Front Desk: Charges/Payments Function...........................................................................................................11
Front Desk: Checkout/Transfer Function ............................................................................................................12
Front Desk: Reservations Function.....................................................................................................................13
Front Desk: Guest History Function ...................................................................................................................14
Front Desk: Edit/Move/View Folio Function.......................................................................................................15
MAIN MENU ­ MANAGEMENT.....................................................................................................................................16
Management: RESERVATIONS Function............................................................................................................17
Management: HOUSEKEEPING Function .........................................................................................................18
Management: CONFIGURATION Function........................................................................................................18
Management: NIGHT AUDIT Function ..............................................................................................................19
Management: NO SHOW REPORT Function ......................................................................................................20
MAIN MENU ­ UTILITIES.............................................................................................................................................21
Front Desk: CALL ACCOUNTING Function ......................................................................................................22
CONFIGURING PERFECT STAY! .......................................................................................................................23
INTRODUCTION ...........................................................................................................................................................23
ACCESSING SYSTEM CONFIGURATION .........................................................................................................................23
Edit Configuration..............................................................................................................................................24
Edit Configuration ­ Identification Data ....................................................................................................................... 25
Edit Configuration ­ Taxation Information ................................................................................................................... 26
Edit Configuration ­ Sales Billing Information ............................................................................................................. 27
Edit Configuration ­ Sales Payment Information........................................................................................................... 27
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Edit Configuration ­ G/L Recap Setup ......................................................................................................................... 28
Edit Configuration ­ Room Codes................................................................................................................................ 29
Edit Configuration ­ Special Inventory Data................................................................................................................. 30
Edit Configuration ­ Individual Room Data.................................................................................................................. 30
Edit Configuration ­ Telephone Setup.......................................................................................................................... 31
Print Configuration ............................................................................................................................................32
Edit Property Information...................................................................................................................................32
Monitor Setup.....................................................................................................................................................33
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Introduction
Introduction
Perfect Stay is a complete property
management solution that can operate on a
single PC or on a network to support your
unique requirements. It streamlines all of
your major daily activities such as:
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· Reservations
· Check-in and Check-out
· Guest Billing
· Direct Bill Control
· Reservation / Occupancy /
Availability Management
· Housekeeping Reports
· Special Event Tracking and Billing
Perfect Stay makes it easy for you to use these tools to automate your front desk, market to
your repeat clientele, and access new markets. It is a user-friendly menu-driven package
with the management, guest history, marketing tools, and integration you always wished you
had at your fingertips. Unique screen pops make Perfect STAY a breeze to navigate. It
comes complete with an on-line manual and help screens, travel agent files, a currency
calculator, telephone list, rooming availability and occupancy status, credit limit alerts, guest
folios, shortcuts, and much more.
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Perfect STAY

What to Remember When Entering Data in Perfect STAY
Keyboard Input
1. Dates
You enter the date
when the system is
started each day,
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when you make
reservations, and
when you print
reports. You may
enter dates using the
cursor movement
keys. When a date is
to be entered, an
initial date is
displayed along with a
help window. The
initial date is always the current date. The help window displays the earliest and latest dates
that will be accepted.
The following keys perform the following actions when entering a date:
<Enter> - Causes the currently displayed date to be accepted.
<Esc> - Causes the program to be exited. Any default values are restored.
<Dn> - Decreases the currently displayed date by one (1) day.
<Up> - Increases the currently displayed date by one (1) day.
2. Decimal Numbers
Decimal numbers are used when you specify tax rates, r/s/c rates, credit card commission
rates, post charges or payments, etc. You may enter decimal numbers by pressing the
numeric keys.
A dollar sign ($)appears at the left side of the input field when a dollar value is to be entered.
When you enter a decimal number, it is important to remember that it is a floating decimal
point. This means the number of digits to the left and right of the decimal point is pre-
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determined.
The following keys will perform the following actions when entering a decimal number:
<Enter> - Causes the currently displayed number to be accepted.
<Esc> - Causes the process to be exited. Any default values are restored.
<0> - <9> - Causes the corresponding number to be displayed in the input field.
<-> - Toggles the currently displayed number between a positive or negative value. A
negative number will appear with parenthesis around it (i.e. "($10.00)" means -$10.00).
<+> - Forces the currently displayed number to be a positive value.
<.> - Shifts all digits to the left of the decimal point and indicates that any following digits
will appear to the right of the decimal point.
<BckSpc> - Deletes the last digit or decimal point entered.
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Introduction
3. Text
You enter text into Perfect STAY when you specify guest names, remarks, numbers, etc.
Text fields have a pre-determined maximum length. In other words, the Perfect STAY
system will not allow you to enter text that exceeds the length of the input field. All
alphabetic characters (i.e. "A" - "Z") are automatically changed to capital letters.
The following keys perform the following actions when entering text:
<Enter> - Causes the currently displayed text to be accepted.
<Esc> - Causes the process to be exited. Any default values are restored.
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<Insert> - Toggles between insert and overstrike mode. When in insert mode, a small
cursor appears and text will be inserted at the point of the cursor. When in overstrike
mode, a large cursor appears and text will be overwritten at the point of the cursor.
<Delete> - Causes the character at the point of the cursor to be deleted.
<Home> - Moves the cursor to the left edge of the text.
<End> - Moves the cursor to the right edge of the text.
<Lt> - Moves the cursor to the left one space.
<Rt> - Moves the cursor to the right one space.
<BckSpc> - Deletes the character to the left of the cursor and moves the cursor left one
space.
4. Hotkeys
**HINT**
Hotkeys allow you to move through the system quickly. You may access the desired
Hotkeys allow you
screen(s) directly (without having to go through the menus).
to move quickly.
To access a listing of available hotkeys, press the Shift key and the F1 key at the same time.
The screen below is displayed.
j & l
displays a list of
the hotkeys.
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To move to the desired screen, press the Alt Key and a corresponding letter at the same time.
For example, to display the check-in menu, press Alt and A at the same time.
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Perfect STAY

The function keys (F1-F10) may also be used to perform the following:
F1 (Cursor Down): Moves you down by one space.
F2 (Cursor Up): Moves you up by one space.
F3 (Cursor Left): Moves you left by one space.
F4 (Cursor Right): Moves you right by one space.
F7 Pop Up Currency Conversion
Use the up and down arrow
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keys to move between the
exchange rate and the
original currency amount.
When you enter an exchange
rate it will remain there until
you change it. When you
have entered in the currency
to be converted, press the
<Enter> key and the
converted amount appears.
Press the <Esc> key to exit
the pop up.
F8 Pop Up Phone List
Use the up and down arrow keys to view all
the guests. You may also type in a letter
and the screen will move to names
beginning with that letter. If you press <?>
for a credit alert list, the program will place
an asterisk next to the names of guests who
have exceeded their credit limits. Press the
<Esc> key to exit the pop up.
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Introduction
F9 Pop Up Projected Availability
The information at
the bottom of the
screen explains how
to move through the
screens. The right
and left arrow keys
advance you a week
ahead or back. The
page-up and page-
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down keys advance
you a month ahead
or back. Press the
up and down arrow
keys to display other
pages. Press the
<Esc> key to clear
the pop up window.
Press the letter A to display Projected Availability or the letter O to display Projected
Occupancy.
NOTE: You cannot display Projected Availability or Projected Occupancy before the
current day or more than a year from the current day.
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F10 Pop Up Guest History
Press F10 and entered the name of the guest you wish to view. You are prompted to verify
that the guest displayed is correct (Correct Guest (Y/N)?). Press either Y or N. When you
have finished viewing a guest press <Enter>. You are then prompted to enter another guest
name or you may press <Esc> to exit.
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System Overview
Overview of Perfect STAY!
This section summarizes the system menus and options offered by Perfect STAY. Perfect
STAY is a complete property management system developed specifically for today's
requirements of the small to medium sized lodging establishments. This system includes a
call accounting module that is completely integrated with the property management aspect of
the program. This program is configured to work with the Teleco UST brand, Lucent
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Merlin/Legend/System 25 brands, and Mitel brands of telephone systems and includes a
built-in call capture, which automatically merges the call detail into the guest folios.
Technical Aspects
· System is ready to go ­ simply turn it on and let it guide you through your daily
operations. It consists of computers, monitors and printers, and a local area network
(LAN).
· Optionally it has interface capability to electronic door lock, point of sale, credit card
authorisation systems.
· It is a menu driven property management system that enables everyone to competently
complete their given tasks allowing more time for customer satisfaction.
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Main Menu
The Main Menu provides access to the Front Desk, Management Utilities and Extras
modules. Each menu selection contains a set of sub-menus.
Module
Functions
FRONT DESK
Normal front-desk activities. Provides all the features to perform guest
and room management normally required by front desk staff,
including:· Property status
·
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Reservations
· Check-in
· Guest History
· Charges/Payments
· Edit/Move/View Folios
· Check-out
· Call Accounting
MANAGEMENT
Typical hospitality management activities. enables reservation reports
and revenue functions for night audit and management use, including:
· Reservations
· Housekeeping
· Configuration
· Night Audit
· No Show Report
UTILITIES
Special demographic and export/report functions. provide special
clerical features for management and reservation use, including:
· Form Letters
· Spreadsheet Export
· Travel Agency Commissions
· Credit Limit Report
EXTRAS
DOS/Maintenance functions. Include executable and batch files which
enable the user to shell out of the system to:
· Perform database backups
· View call accounting files
· View audit files
· Copy files
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System Overview
Main Menu ­ Front Desk
The Front Desk module provides access to room and guest management facilities required by
front desk staff performing normal guest and reservation functions. The following provides a
brief description of each menu selection available in the front desk section of this system.
FRONT DESK
FUNCTIONS
OPTION
STATUS
Features expected arrivals, currently occupied rooms list, phone list,
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service account list, housekeeping information and shift status.
CHECKIN
Facilitates the check-in of guests, with or without reservations. Set-up
of service accounts (folios not linked to physical rooms/ extensions).
CHARGES/
Facilitates the posting of charges and deposits to rooms and service
PAYMENTS
accounts, late charges ledger, city ledger, and direct billing accounts.
CHECKOUT/
Features 4 different checkouts of guests from a room, or a service
TRANSFER
account, transfer charges from rooms or service accounts to other rooms
or service accounts, or performs a split bill checkout for 2 or more
guests in a room. This can be done ONLY for room folios.
RESERVATIONS
Make single or block reservations. Edit and delete single or block
reservations. Print out the registration cards for the expected arrivals.
Features occupancy and viewing screens to assist staff in the
management of supervising the occupancy/availability of rooms.
GUEST HISTORY
Provides a database of names, addresses, and comments for your
preferred clientele. This database can be used in a variety of ways that
are discussed in the preferred clients section. This database is
automatically linked to the checkin and reservation modules to enable
access to the data of a guest in the database. It is also linked to the
checkout modules to facilitate the transfer of an in-house guest's record
into the database.
EDIT/MOVE/
Facilitates the moving of a guest from a service account or room, editing
VIEW
of the guest's file or viewing of the guest's folio.
CALL
Allows the tracking and posting of room-related calls, monitor
ACCOUNTING
administrative call and monthly call activity.
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Front Desk: Status Function
The Status function features expected arrivals, a list of the currently occupied rooms, phone
list, service account list, housekeeping information and shift status.
When you select STATUS from the Front Desk, the following options are available:
1 EXPECTED ARRIVALS
2 ROOM LIST
3 PHONE LIST
4 SERVICE ACCOUNTS
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5 HOUSEKEEPING
6 SHIFTS MENU
FRONT DESK:
HOT
FUNCTIONS
STATUS
KEY*
Hot Key=Alt/S
EXPECTED
Displays single or block reservations that are expected for
ARRIVALS
the current date.
ROOM LIST
Alt +L
Lists all rooms with abbreviated detail pulled from the
folio/room database. You get an immediate appreciation of
room status, guest activity and the rate posted for guests. The
second screen reflects the information provided if you printed
out the room list.
PHONE LIST
Alt + P Displays an alphabetized list of the occupied rooms. A less-
detailed list may also be displayed by pressing the F8 key.
SERVICE
Lists the status of all active Service Accounts. Advises the
ACCOUNTS
number of available accounts.
HOUSEKEEPING
Alt + H Displays the status of each room and status of special
inventory in each room. Room status may be updated from
this screen.
SHIFTS MENU
Allows you to change the shift, view cash drawer totals, or
print shift audit reports.
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*Many of these screens may be accessed from anywhere on the system using a hotkey.
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System Overview
Front Desk: Checkin Function
The Checkin function facilitates the check-in of guests, with or without reservations. It also
allows you to setup service accounts. Service accounts are folios that are not linked to
physical rooms/ extensions.
When you select CHECKIN from the Front Desk, the following options are available:
1 WALKIN
2 RESERVATION
3 UNUSED BLOCK
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4 SERVICE ACCOUNTS
FRONT DESK:
FUNCTIONS
CHECKIN
Hot Key=Alt + A
WALKIN
Allows the checkin of a guest without a reservation.
RESERVATION
Checkin of a guest with a reservation for the current day.
UNUSED BLOCK
Checkin a guest who is part of a block reservation, but was not
assigned a specific reservation in the block.
SERVICE
Checkin, or create, a folio which is not physically linked to a room or
ACCOUNTS
extension providing the capability to track accounts not assigned to
rooms for a multitude of reasons.
Front Desk: Charges/Payments Function
This option allows you to post charges and payments to rooms and service accounts, late
charges, city ledger and special audit posting.
When you select CHARGES/PAYMENTS from the Front Desk, the following options are
available:1 ROOM/SERVICE ACCT. FOLIO
2 LATE CHARGES LEDGER
3 CITY LEDGER
4 AUDIT POSTING
5 EXTRAS
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FRONT DESK:
FUNCTIONS
CHARGES/
PAYMENTS
Hot Key=Alt + C
ROOM/SERVICE
This option enables posting of charges and payments to currently
ACCT. FOLIO
occupied rooms or active service accounts. System provides visual
audit trail on screen as well as a record of each transaction for future
reference.
LATE CHARGES Enables posting of charges or payments to guests after they have
LEDGER
checked out of the room.
CITY LEDGER
Enables posting of charges or payments to the City Ledger.
AUDIT POSTING
Enables posting of revenue and receipts information directly for any
department.
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Front Desk: Checkout/Transfer Function
This module provides the capability to transfer charges, check out a guest from a room, or to
check out a service account. The option to do a split bill checkout is also provided.
When you select CHECKOUT/TRANSFER from the Front Desk, the following options are
available:1 ROOM
2 SERVICE ACCOUNT
3 SPLIT-BILL
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4 TRANSFER
5 EXTRAS
FRONT DESK:
FUNCTIONS
CHECKOUTS/
TRANSFER
Hot Key=na
ROOM
Facilitates the checkout of a guest from a room in the standard manner
where a folio is presented, then printed, offers the opportunity to correct
the folio/account and physically removes the guest from the database.
Checkout also links the folio with the call accounting records to provide
a detail of the calls posted to the folio. At checkout the guests' file is
transferred to the guest history database if desired by the property.
SERVICE
Facilitates the checkout of a guest from a service account in the standard
ACCOUNT
manner where a folio is presented, then printed, offers the opportunity to
correct the folio/account and physically removes the service account
from the active service account database. No call accounting or Guest
History link is provided for service accounts.
SPLIT-BILL
Enables checkout of two or more guests from a single room or facilitates
multiple payment types. Provides a call accounting and Guest History
link.
TRANSFER
Enables the transfer of room folios and/or service account folios to other
room folios/service accounts. ROOM TO ROOM, ROOM TO
SERVICE ACCOUNT, SERVICE ACCOUNT TO ROOM, SERVICE
ACCOUNT TO SERVICE ACCOUNT are the options provided.
System provides on screen verification of account/room validity.
EXTRAS
One option that is presently provided in this section is COLLECT
CALLS. This feature enables transfer of call detail from the call files
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into the folio records.
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System Overview
Front Desk: Reservations Function
The Reservations option enables you to make, change, and delete reservations. Reservations
may be tracked for up to one year in advance of the current date. Both single and block
reservations are possible. Availability and occupancy functions are also incorporated.
When you select RESERVATIONS from the Front Desk, the following options are
available:1 SINGLE
2 BLOCK
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3 REGISTRATION CARDS
4 PROJECTED OCCUPANCY
5 PROJECTED AVAILABILITY
6 VIEW BY DAY
7 FROM CENTRAL RES
8 EXTRAS
FRONT DESK:
FUNCTIONS
RESERVATIONS
Hot Key=Alt +R
SINGLE
This option allows you to add, edit, or cancel a single reservation.
BLOCK
This option allows you to add, use, edit, or cancel a block reservation.
Special fields include Block Name (up to 25 characters), Block Address,
and Block Rooms.
REGISTRATION
This option prints registration cards for expected reservations or blank
CARDS
reservation cards for walk-in clients. The registration cards for expected
arrivals are printed with pertinent information extracted from the
reservation file/record.
PROJECTED
Displays the number of stayovers, checkouts, checkins, available and the
OCCUPANCY
occupancy percentage for each room type on a given day.
PROJECTED
Displays a seven day projection of the availability for each room type.
AVAILABILITY
The date field will have the current operating date supplied for the
prospective user. A pop-up window supplies instructions for entering
other dates in the date field.
VIEW BY DAY
Displays the full reservation files for any given date for single
reservations or block reservations.
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Front Desk: Guest History Function
This module provides the capability to maintain a database of 2000, or more if elected, of
preferred clientele.
When you select GUEST HISTORY from the Front Desk, the following options are
available:1 ADD GUEST
2 EDIT/VIEW GUEST
3 REMOVE GUEST
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4 CONVERT TO ASCII
5 REPORTS
6 EXTRAS
FRONT DESK:
FUNCTIONS
GUEST HISTORY
Hot Key=Alt + G
ADD GUEST
Facilitates creation of a manual guest profile to the guest history
database.
EDIT/VIEW
This selection enables the editing or viewing of any guest history file in
GUEST
the database. Will access either manually created profiles or profiles
created automatically by checkout.
REMOVE GUEST
This selection enables removal of a guest profile from the Guest
History database.
CONVERT TO This selection converts your guest history database to an ASCII file that
ASCII
is compatible with most word processors, filer programs or mailing list
programs. The resulting ASCII file is sorted by client name, and each
line of data will end with a carriage return/linefeed combination. There
are no spaces or blank lines between clients. A sub-menu allows you to
Convert the entire file or selected records.
REPORTS
This option enables printing of clientele reports using several search
keys.
VIEW BY DAY
Displays the full reservation files for any given date for single
reservations or block reservations.
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System Overview
Front Desk: Edit/Move/View Folio Function
This option enables changes to the room or service account information, moving of a guest to
another room or service account, or viewing of a guest's folio and printing of a folio.
When you select EDIT/MOVE/VIEW FOLIO from the Front Desk, the following options
are available:
1 EDIT FOLIO
2 MOVE FOLIO
3 VIEW FOLIO
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FRONT DESK:
HOT
FUNCTIONS
EDIT/MOVE/VIEW
KEY
EDIT FOLIO
This option enables the editing of a room or service account
folio information.
MOVE FOLIO
This option enables moving of a room account or a service
account.
VIEW FOLIO
Alt + V
This option enables the viewing of guest account
information, view the guest folio, view service account
information and view the service account folio. The
capability to print out the folio for either the room or the
service account is provided.
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Main Menu ­ Management
The Management portion of the program provides all of the facilities to manage the
reservations in the system, the property set-up in the program, and housekeeping functions.
This part of the program also controls the daily audit functions. The Management Module
provides access to reservation and projected occupancy reports, special inventory status, print
outs of the cleaning log, reservation no shows, the reservation database and a variety of revenue
and guest ledger reports.
The following provides a brief description of each menu selection available from the I&M
Management Menu:
MANAGEMENT
FUNCTIONS
FUNCTION
RESERVATIONS
Provides several reservation-based reports to assist with the
managing of the reservations in the system. The reports may be
printed for a single day or for several days; a single room type or all
room types; guarantee type or market codes.
HOUSEKEEPING
This option features inventory status and the cleaning log.
CONFIGURATION This option facilitates maintenance of the configuration data entered
that initializes the property. This area is password protected.
NIGHT AUDIT
Enables financial reporting that tracks all transactions, revenue and
receipts as well as guest related transactions by room number. This
area is password protected.
NO-SHOW
This option cleans up the reservation database and prints the detail of
REPORT
the no shows up to and including the previous day. The report
contains the date, guest name, room type reserved, payment type,
charge number/name, expiry date, surcharge or discount, and whether
or not the reservation was guaranteed, for each missed reservation.
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System Overview
Management: RESERVATIONS Function
Reservation Management provides several reservation-based reports to assist with the
managing of the reservations in the system. The Reservation Management reports may be
printed for a single day or for several days; a single room type or all room types; guarantee type
or market codes. Projected occupancy is available for any day in the current year and the
projected availability over a seven-day range for any week in the coming year is also included.
When you select RESERVATIOMS from Management, the following options are available:
1 SINGLE RESERVATIONS BY DATE
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2 BLOCK RESERVATIONS BY DATE
3 SINGLE RESERVATIONS BY RANGE
4 BLOCK RESERVATIONS BY RANGE
5 PROJECTED OCCUPANCY BY RANGE
6 PROJECTED AVAILABILITY BY RANGE
MANAGEMENT:
FUNCTIONS
RESERVATIONS
Hot Key=Alt + R
SINGLE
This report displays or prints the single reservations recorded for any
RESERVATIONS
selected day in the coming year.
BY DATE
BLOCK
This report displays or prints the block reservations recorded for any
RESERVATIONS
selected day in the coming year.
BY DATE
SINGLE
Prints, in chronological order, the reservations that occur between the
RESERVATIONS
dates specified. The report prints the starting date, name, room type,
BY RANGE
number of nights, whether the reservation is guaranteed, or an
advance deposit was made, the payment type, the charge
number/name, the expiry date, the applicable discount/surcharge/rate,
any inventory item(s), whether it is taxable, the address/ remarks and
the market code if applicable for each reservation. Further definition
of the search is possible using room type, guarantee type, or market
code.
BLOCK
Prints, in chronological order, the block reservations that occur
RESERVATIONS
between the dates specified. The report includes the starting date,
BY RANGE
name, room type, number of nights, whether the reservation is
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guaranteed, or an advance deposit was made, the payment type, the
charge number/name, the expiry date, the applicable
discount/surcharge/rate, any inventory item(s), whether it is taxable,
the address/remarks and the market code if applicable for each
reservation.
PROJECTED
Prints, in chronological order, the room occupancy between the dates
OCCUPANCY BY specified. The report prints the starting date and ending date, room
RANGE
codes, stayovers, checkouts, checkins, the number of rooms available
and the projected occupancy for each day.
PROJECTED
Prints, in chronological order, the room availability between the dates
AVAILABILITY
specified.
BY RANGE
The report prints the starting date and ending date, room codes, the
number of rooms available for each type and the total number of
rooms available for each day.
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Perfect STAY

Management: HOUSEKEEPING Function
This function features inventory status and the cleaning log.
When you select HOUSEKEEPING from Management, the following options are available:
1 INVENTORY STATUS
2 CLEANING LOG
MANAGEMENT:
FUNCTIONS
HOUSEKEEPING
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INVENTORY
Displays or prints the number of special items in use, reserved, in
STATUS
storage and available, for any selected day in the coming year.
CLEANING LOG
Prints a cleaning log for rooms which need cleaning and indicates the
status of the guest in each room as well as location of inventory. The
Expected Stayovers, Expected Departures and Expected Arrivals are
also provided.
Management: CONFIGURATION Function
This function facilitates maintenance of the configuration data that is entered to initialize the
property. This area is password protected.
When you select CONFIGURATION from Management, the following options are
available:1 EDIT CONFIGURATION
2 PRINT CONFIGURATION
3 EDIT PROPERTY INFORMATION
4 MONITOR SETUP
MANAGEMENT:
FUNCTIONS
HOUSEKEEPING
EDIT
This option allows changes, additions, and deletions of data describing
CONFIGURATION
the configuration of the property.
PRINT
This option prints the data describing the property configuration.
CONFIGURATION
EDIT PROPERTY This option allows you to edit various information about the property.
INFORMATION
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MONITOR SETUP
This option allows you to change the monitor setup.
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System Overview
Management: NIGHT AUDIT Function
This function enables financial reporting that tracks all transactions, revenue and receipts as
well as guest related transactions by room number. This area is password protected.
When you select NIGHT AUDIT from Management, the following options are available:
1 POST DAILY ROOM AND TAX
2 REVENUE/RECEIPTS JOURNALS
3 GUEST LEDGER
4 G/L RECAP
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5 SHIFT AUDIT REPORTS
MANAGEMENT:
FUNCTIONS
HOUSEKEEPING
POST DAILY
This option allows the posting of daily room rates to the guest's folio
ROOM AND TAX
REVENUE/
This option features the Daily/Monthly/Yearly Revenue/Receipt
RECEIPTS
Journals. The Daily Receipts side displays the combined cash
JOURNALS
drawer totals for the three shifts. The Daily Revenue side provides
a breakdown of the charges entered since the report was last reset.
It also shows the amount of deposits and advance deposits
made/used since the report was reset. The Monthly and Yearly
Revenue/Receipts Journals display the accumulated information.
These reports may be displayed on the screen or printed.
GUEST LEDGER
CONSOLIDATED GUEST LEDGER: This report calculates and
displays the total outstanding amount currently owed by all room
and service accounts that are active. The total of all deposits held in
the system are also displayed. The report can be displayed on the
screen or printed.
DAILY GUEST LEDGER: The Daily Guest Ledger Report
calculates and prints the amount charged to each occupied room and
active service account for the CURRENT OPERATING DAY. The
report is broken down into the billing codes established and
represents the total billing and deposits on the date of the report. This
report can only be printed.
PERIOD GUEST LEDGER: The Period Guest Ledger Report,
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calculates and prints the total amount CURRENTLY OWED BY
EACH OCCUPIED ROOM AND ACTIVE SERVICE ACCOUNT.
G/L RECAP
The G/L RECAP accumulates receipts and revenue for a period that
corresponds to the accounting (posting) schedule established by
management. The G/L Recap will accumulate revenue and
receipts automatically for each category, can be printed on demand
and can be reset to zero after each printout. The G/L Recap is
printed in a format that provides a "balanced" report for financial
systems. All revenue accounts are provided as CREDITS; and
payment types, as well as expense accounts for Credit Card/Travel
Agency commissions, are presented as DEBITS.
SHIFT AUDIT
This option allows the auditor to print out the complete transaction
REPORTS
list for all three shifts. It also has a reset function that changes the
shift to morning and clears the audit files to allow charges for the
new day. Once the auditor has balanced the audit, THE SHIFT
RECORDS MUST BE RESET.
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Management: NO SHOW REPORT Function
This function cleans up the reservation database and prints the detail of the no shows up to and
including the previous day. The report contains the date, guest name, room type reserved,
payment type, charge number/name, expiry date, surcharge or discount, and whether the
reservation was guaranteed, for each missed reservation.
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System Overview
Main Menu ­ Utilities
The Utilities function in the program main menu provides the capabilities to:
· Print confirmation letters based on daily reservation activity
· Export financial data to lotus
· Calculate travel agent commissions based on room checkout activity for each
day
· Maintain a Travel Agent database
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· Track the status of credit limits as established for rooms and service accounts
The following provides a brief description of each menu selection available from the Utilities
Menu:
MANAGEMENT
FUNCTIONS
FUNCTION
FORM LETTERS
This utility allows you to create form letters for a variety of purposes
using any standard text editor that is capable of exporting in ASCII
format. The first step is to produce templates. A template is a form
letter containing substitution codes, which pull data from the program
and have them automatically injected into the form letter.
SPREADSHEET
This utility converts data to ASCII format so that it may be
EXPORT
exported to a spreadsheet . Five types of data may be exported to a
spreadsheet:
Option File Created
· DAILY REVENUE/RECEIPTS JOURNAL daily.txt
· MONTHLY REVENUE/RECEIPTS JOURNAL monthly.txt
· YEARLY REVENUE/RECEIPTS JOURNAL yearly.txt
· CONSOLIDATED GUEST LEDGER consol.txt
· G/L RECAP glrecap.txt
TRAVEL AGENCY This allows you to keep track of commissions owed to various
COMMISSIONS
travel agents and maintain a database of travel agents. The
following sub-menu is available:
1 ADD AGENT
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2 EDIT AGENT
3 DELETE AGENT
4 PROCESS COMMISSIONS
6 PRINT TRAVEL AGENTS
CREDIT LIMIT
This displays or prints a list of all guests who are over their credit
REPORT
limit, and all guests who have unlimited credit.
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Front Desk: CALL ACCOUNTING Function
The Call Accounting function included with your system is comprehensive and provides the
ability to track and post room-related calls, monitor administrative calls and monitor monthly
call activity. The system captures call detail from the telephone switch, and AT&T/ Bell/etc.
quote systems such as Autoquote and Autodial Quote if you subscribe to this service.
This call detail is stored permanently on your hard disk, collated by room/extension number
and merged into room folios on demand or activated by the program at checkout.
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The Call Management enables you to monitor all your call activity. The system can store up to
12 months of calls if you have sufficient disk storage (a 70-room property requires 9 megabytes
of disk storage). The Call Management is focused on two aspects:
1 It provides flexible surcharging and elapsed time parameters for all the different
types of calls your guests can make. CARS provides the capability to establish different
elapsed times, surcharges and markups (where applicable) for local, directory assistance,
555-1212, 1 plus, 0 plus, as well as overseas (DDD and operator assisted).
2 The CARS/CALL CAPTURE storage of monthly call detail enables you to go back
and recall phone detail for a guest or your own administrative use. CARS/CALL
CAPTURE also controls and monitors all call detail for the current guest in a room. It
even lets you know if calls are being made from unoccupied rooms or if calls are being
made prior to the checkin of a guest into the system. A Room Call Status display is
available to monitor room activity and the system performs automatic purging when you
check out a guest or move the guest to another room. It even provides call detail upon
demand at checkout. This call detail capability is integrated with the checkout routines
and doesn't require any special steps to obtain.
CALL ACCOUNTING 1) - CALL ACCOUNTING
CALL ACCOUNTING 2) - UTILITIES
CALL MANAGEMENT
A Call Rating is integrated with this system enabling the merging of calls into a folio and call
management without requiring an external call accounting system or another computer.
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System Configuration
Configuring Perfect STAY!
Introduction
The system is delivered to you with only two parameters of the program configured:
1. the number of rooms (maximum)
2. whether the program is the single-user or multiple-user version
These two items are already configured and cannot be changed. You may add, delete or
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modify any of the other configuration parameters. Please note, however, that the name of the
property cannot be changed once the system is initialized. To change the property name (if
you changed the name of your property and want to modify the software), call the support
hotline and explain why you need to access the name field. You will be provided with a
special password that will enable you to change the property name.
Accessing System Configuration
To access the configuration parameters:
· From the Main Menu, select MANAGEMENT
· Select CONFIGURATION
· This screen appears.
NOTE: When you select CONFIGURATION, the system will alert you that you must RESET
the system after going into this area of the program. If you are on a network, the system will
also advise you that you must have all SLAVE TERMINALS shut down properly before you
can proceed with any changes to the program.
IMPORTANT: It is strongly recommended that you print out the
configuration before you modify any parameters. We suggest that you
always keep copies of these printouts handy at all times for reference.
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Refer to the next section "Print Configuration" for more information.
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Edit Configuration
When you select EDIT CONFIGURATION, the following options are available.
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System Configuration
Edit Configuration ­ Identification Data
When you select to edit
identification data, this screen
appears. You may edit the
information on this screen by
entering the line number. Note
that you must enter a password
to change the Motel/Hotel
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Name field. The software can
only be used at the property
that purchased it and cannot be
renamed for operation at other
properties.
The host's name, the property
name/address/phone, and the tax (GST) identification number print on the folio, so
ensure that you enter the information in these fields as you it to appear on the folio.
The Discount Value/Date, Surcharge Value/Date, and Extra Person Charge are linked to
checkin and reservations. These rates are entered as dollar values and will be activated
automatically if you input a Discount, Surcharge or more than 1 person. Enter your most
common rates in these fields to minimize steps when checking in guests or taking
reservations. Refer to the Making Reservations or Checking In Guest sections for more
information on these items.
The Night Audit or Configuration Password may also be changed on this screen.
Remember to notify the appropriate staff of any password changes. If you do not know the
correct password, please have the owner or manager contact your dealer for assistance.
The G. S. T. Number field is provided so that tax ID's can be printed on the folio. In
Canada and New Zealand, a Goods and Services Tax ID must be provided to guests. In the
USA, this ID can be used for the federal ID number that businesses need for Direct
Billing/Accounts Receivable purposes.
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The Folio Printouts feature is beneficial for systems used for Reservations and Guest
History only. Selecting "No" for Folio Printouts means that folio generation will not be
forced at checkout.
To set up the printer, select the Printer Type and print some test folios and reports to make
sure the name of the property prints okay and that large reports (more than 80 characters
wide) print condensed. If you have a problem, you can modify the parameters listed for the
printer to get your printer working right. The most important codes are those for condensed
printing and elongated printing. Refer to your printer manual for the "decimal" values that
apply to your printer. Some printers cannot support Bold with condensed or elongated
printing.
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Edit Configuration ­ Taxation Information
You can set up 8 tax fields in the
system. Taxes may be linked
together (stacked) or separately
calculated. The user must
determine whether certain taxes
are taxed by other taxes
(compounded) or not.
To set up a tax field, access an
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available tax field and enter the
name of the tax (e.g., GST Tax,
Sales Tax, Occupancy Tax, etc.)
and the percentage of the tax. In
the Stacked field, enter the code
another tax that it is linked to. If
the tax is not linked (stacked) to
another tax, enter a zero (0).
Some special features can be handled via the tax system in this program. To
automatically apply gratuity to rooms or other billing items, add GRATUITY as a tax item.
The system will post and track the gratuities applied for you automatically. Remember not to
stack or link the gratuity to any other tax item.
Taxes applied are identified in the "Billing" data setup. To modify, add, or delete taxes
applied to a "Billing" code, do so in this CONFIGURATION section by selecting BILLING
CODE DATA.
NOTE: If you have special surcharges or threshold taxes that need to be applied
automatically with room posting, contact your dealer for a special tax or surcharge posting
routine that will run with the Post Room and Tax function. You will need to ensure that you
have these surcharges (taxes) itemized in your Billing Data in order to track these special
items.
After you edit taxation information, you will be prompted to verify the G/L Recap Setup.
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System Configuration
Edit Configuration ­ Sales Billing Information
You can access any of the
existing codes to change or
correct an existing Billing item.
To add an item, select the next
available code. To delete an
item/code, select it and press the
space bar. The program readjusts
the entire Billing setup
automatically when you delete an
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item.
Have the tax code data available
because you will be required to
establish whether the item is
taxable and which taxes are applied. Refer to Edit Configuration ­ Taxation Information for
setting up the taxes.
*Remember*
If you have your G/L RECAP set up, when you exit this section the system will prompt you to
After you edit
verify the G/L Recap information.
taxation
information,
sales billing
Edit Configuration ­ Sales Payment Information
information, or
sales payment
The system eases cash
information, you
drawer and accounting
are prompted to
activities. Even if your
bank accepts Visa and
verify the G/L
Mastercard, separate them
Recap Data.
to assist with cash drawer
and night audits.
Again, you may add,
modify or delete payment
types at any time to suit
your requirements. You
may also use this feature
to track traveller's checks
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and gift certificates, but
note that you will be prompted for
reference numbers and expiry date if you do. In some cases the extra steps can prove
worthwhile.
After entering sales payment data, you will be prompted to verify the G/L Recap data.
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Edit Configuration ­ G/L Recap Setup
The General Ledger
(G/L) RECAP is
your link to an
accounting system
as well as a method
to track your
property on any
cycle you desire.
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There are also added
features such as
Deposit Tracking
and Credit Card Commission Calculation.
The G/L RECAP
provides you with a
"balanced" output.
Proper accounting
principles must be
applied when you set
up the G/L RECAP.
Get your accountant's
assistance to set it up
if you are not sure of
the proper structure.
Following are some
guidelines to
remember:
· Advance Deposits and Room Deposits are to be treated as Liabilities and must be
applied as a "Credit" to a G/L.
· Direct Billing/City Ledger/Late Charges are all accounts receivable and are treated as
assets and are applied as a "Debit" to a G/L.
· Income/Revenue are treated as "Credits" on a G/L while Receipts and Outstanding
Revenue are treated as "Debits".
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· The G/L RECAP will provide the NET difference between deposits taken in and
deposits used during the period it is operated.
· Credit Card Commissions are treated as an expense and "debited" to the G/L system.
Provides the difference between total receipts and the bank deposit.
The G/L Ledger may be exported to LOTUS or an accounting system capable of importing
ASCII files. The Spreadsheet Export option from the UTILITIES menu converts the G/L
RECAP into LOTUS compatible comma delimited files. You should convert the RECAP
before printing it out and RESETTING the G/L RECAP. If you need to test, or provide the
ASCII file to someone, you may run the Spreadsheet Export Utility at any time and copy the
resulting ASCII file to a floppy or print it out.
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System Configuration
Edit Configuration ­ Room Codes
The system allows you to define up to
20 room types. You can add, delete or
modify room types at any time.
Changing a room type may impact
reservations, so verify any changes or
deletions and check the reservations in
the system.
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You may enter room types with no
rooms assigned to that type for
management purposes.
Room types such as WAIT LISTS,
SPECIAL FUNCTIONS, MEETING
ROOMS, etc. can be set up with no rooms
assigned. This will enable you to track these types of reservations without affecting
occupancy percentages.
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Edit Configuration ­ Special Inventory Data
Enter special inventory on
this screen. This will enable
you to track special inventory
and special requests linked
through reservations,
checkin, housekeeping and
checkouts. The item(s)
requested by the guest will be
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printed out on the registration
card, arrival list, and in a
management feature in
Housekeeping.
Edit Configuration ­ Individual Room Data
On this screen you may modify
the Room number and the Room
Code and Rate associated with
each room.
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System Configuration
Edit Configuration ­ Telephone Setup
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Print Configuration
When you select PRINT CONFIGURATION, you are prompted to enter a password.
When you enter the correct password, the following options are available.
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It is recommended that you keep printouts of the configuration available at all stations as well
as on file for reference purposes. You will not be forced to RESET the system if you only
access the printing function. You may print an individual configuration (identification data,
taxation data, sales billing data, sales payment data, G/L recap setup, room code data, special
inventory data, individual room data, or telephone setup) or the entire system configuration.
Edit Property Information
When you select EDIT PROPERTY INFORMATION, you are prompted to enter a
password. You may edit the information on this screen.
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System Configuration
Monitor Setup
When you select MONITOR SETUP, you may edit the following monitor settings. To save
changes, select Y.
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Document Outline