User
Manual
User
Guides
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User
Guides
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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
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
USING PERFECT STAY! .......................................................................................................................................23
User
System Date........................................................................................................................................................23
Guides
System Indexing..................................................................................................................................................23
THE MAIN MENU (ALT +X).........................................................................................................................................24
FRONT DESK: STATUS (ALT+S).........................................................................................................................25
STATUS ­ EXPECTED ARRIVALS ..................................................................................................................................26
Status ­ Expected Arrivals--Single Arrivals .......................................................................................................26
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Status ­ Expected Arrivals ­ Block Arrivals ........................................................................................................26
STATUS ­ ROOM LIST (ALT + L)..................................................................................................................................27
STATUS ­ PHONE LIST (ALT + P).................................................................................................................................28
STATUS ­ SERVICE ACCOUNTS ....................................................................................................................................29
STATUS ­ HOUSEKEEPING (ALT + H)...........................................................................................................................30
Status -- Housekeeping ­Room Has Been Cleaned (#1) .......................................................................................30
Status -- Housekeeping ­ Add Special Inventory (#2)/Remove Special Inventory (#3)..........................................30
Status -- Housekeeping ­Schedule Room In/Out of Service (#4)...........................................................................30
STATUS ­ SHIFTS MENU..............................................................................................................................................31
Status ­ Shifts Menu ­ Change Shift ...................................................................................................................31
Status ­ Shifts Menu ­ Cash Drawer Totals ........................................................................................................32
Status ­ Shifts Menu ­ Shift Audit Reports ..........................................................................................................34
FRONT DESK: CHECKIN (ALT+A).....................................................................................................................35
CHECKING IN GUESTS .................................................................................................................................................35
Checking in Walkins ...........................................................................................................................................35
Checking in Reservations....................................................................................................................................37
Checking in Unused Blocks.................................................................................................................................37
Checking in Service Accounts .............................................................................................................................38
Setting up a Range of Service Accounts............................................................................................................................ 39
Maintaining Service Accounts.......................................................................................................................................... 39
FRONT DESK: CHARGES & PAYMENTS (ALT+C)...........................................................................................40
Posting to Folios and Service Accounts...............................................................................................................41
Posting a Charge.............................................................................................................................................................. 42
Posting a Payment............................................................................................................................................................ 42
Posting an Adjustment to a Previous Entry........................................................................................................................ 43
Special Postings to Folios................................................................................................................................................. 43
Clearing out a Folio ..................................................................................................................................................... 43
Correcting a Folio Item ................................................................................................................................................ 43
Posting to the Late Charges and City Ledgers.....................................................................................................43
Audit Posting......................................................................................................................................................44
FRONT DESK: CHECKOUT/TRANSFER (ALT+D)...........................................................................................45
CHECKING OUT GUESTS..............................................................................................................................................45
Express Checkout ...............................................................................................................................................46
Split-Bill Checkouts ............................................................................................................................................47
Transferring Folios at Checkout .........................................................................................................................52
Checking Out Service Accounts...........................................................................................................................53
Using Service Accounts ................................................................................................................................................... 53
When You May Use Service Accounts ......................................................................................................................... 53
Planning Your Service Accounts .................................................................................................................................. 54
RESERVATIONS ....................................................................................................................................................55
OVERBOOKING ...........................................................................................................................................................55
FRONT DESK ­ RESERVATIONS (ALT + R)....................................................................................................................56
Reservations - Single ..........................................................................................................................................56
Adding Single Reservations ......................................................................................................................................... 57
User
Editing or Cancelling Single Reservations .................................................................................................................... 59
Guides
Reservations ­ Block ..........................................................................................................................................60
Advance Deposits and Block Reservations........................................................................................................................ 62
Direct Billing and Block Reservations .............................................................................................................................. 62
FRONT DESK: GUEST HISTORY (ALT+G).......................................................................................................64
FRONT DESK ­ GUEST HISTORY ­ CONVERT TO ASCII ................................................................................................65
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GUEST HISTORY ­ REPORTS ........................................................................................................................................65
FRONT DESK: EDIT/MOVE/VIEW (ALT+E).....................................................................................................66
EDITING A FOLIO ........................................................................................................................................................66
MOVING A FOLIO ........................................................................................................................................................68
VIEWING A FOLIO (ALT + V).......................................................................................................................................68
MANAGEMENT: HOUSEKEEPING....................................................................................................................69
INVENTORY STATUS....................................................................................................................................................69
CLEANING LOG...........................................................................................................................................................70
UTILITIES (ALT+U) ..............................................................................................................................................71
UTILITIES: FORM LETTERS .........................................................................................................................................72
Creating Templates ............................................................................................................................................73
What to Remember When Creating Template Form Letters..................................................................................74
UTILITIES: SPREADSHEET EXPORT...............................................................................................................................75
UTILITIES: TRAVEL AGENCY COMMISSIONS.................................................................................................................76
Processing Commissions ....................................................................................................................................76
Printing Commissions.........................................................................................................................................76
UTILITIES: CREDIT ALERT REPORT..............................................................................................................................77
COMMON HOSPITALITY PROCEDURES .........................................................................................................78
Changing the Room Type During the Stay ........................................................................................................................ 78
Making Adjustments to the Cash Drawer.......................................................................................................................... 78
Rate Changes................................................................................................................................................................... 79
Rate Change During Stay ................................................................................................................................................. 79
Complimentary Rooms..................................................................................................................................................... 79
Late Charges.................................................................................................................................................................... 79
Refunds........................................................................................................................................................................... 79
Cancellation Fees............................................................................................................................................................. 79
Property Cash Drawer Control.......................................................................................................................................... 79
Review and Maintenance of Telephone Files .................................................................................................................... 80
Folio Control ................................................................................................................................................................... 80
PR Accounts.................................................................................................................................................................... 80
NSF Charges ................................................................................................................................................................... 80
Gift Certificates ............................................................................................................................................................... 80
Split Billing ..................................................................................................................................................................... 80
Holding Account.............................................................................................................................................................. 80
Day Room ....................................................................................................................................................................... 81
Weekly/Special Rates ...................................................................................................................................................... 81
Monthly Stays.................................................................................................................................................................. 81
Gratuity/Paid Outs ........................................................................................................................................................... 81
Cash Advances to Guests ................................................................................................................................................. 81
Nontaxable Guests ........................................................................................................................................................... 81
Phone and Key Deposit/Refund........................................................................................................................................ 82
Cash Guest Checkins ....................................................................................................................................................... 82
Voids/Reversals/Corrections ............................................................................................................................................ 82
Reinstating a Folio........................................................................................................................................................... 83
THE EXTRAS MENU AND FEATURES...............................................................................................................84
CALL ACCOUNTING & RATING SYSTEM.......................................................................................................85
INTRODUCTION ...........................................................................................................................................................85
ACCESSING CALL ACCOUNTING ..................................................................................................................................85
Call Accounting Functions Through the Front Desk Menu ..................................................................................86
User
Multiple Room Status ...................................................................................................................................................... 86
Guides
Reports............................................................................................................................................................................ 87
Reports: Unposted Calls.............................................................................................................................................. 87
Reports: Full Posted Calls ........................................................................................................................................... 87
Reports: Client Posted Calls........................................................................................................................................ 88
Reports: Exceptions .................................................................................................................................................... 88
Reports: Unknowns .................................................................................................................................................... 88
Reports: Monthly Calls ............................................................................................................................................... 88
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Post All Calls................................................................................................................................................................... 88
Post Individual Calls........................................................................................................................................................ 88
Delete Monthly Calls ....................................................................................................................................................... 89
Manual Entry................................................................................................................................................................... 89
Write Calls to File............................................................................................................................................................ 89
Extras.............................................................................................................................................................................. 89
Utilities ..............................................................................................................................................................90
Call Markups and Surcharges.............................................................................................................................90
HOW CALL ACCOUNTING INTEGRATES WITH GUEST MANAGEMENT ............................................................................91
Check-In.......................................................................................................................................................................... 91
Check-Out ....................................................................................................................................................................... 91
Transfer Charges.............................................................................................................................................................. 92
Move Folio...................................................................................................................................................................... 92
Management ­ Configuration ........................................................................................................................................... 92
Edit Configuration (Telephone Setup) .............................................................................................................................. 92
Surcharge Data ............................................................................................................................................................ 92
Taxes Data .................................................................................................................................................................. 92
SHIFT CHANGES AND AUDITS...........................................................................................................................93
Print Expected and Single Block Arrivals Lists....................................................................................................94
Accessing the Shifts Menu...................................................................................................................................94
Print Cash Drawer Totals...................................................................................................................................94
Print Shift Audit Reports.....................................................................................................................................95
Change to the Next Shift .....................................................................................................................................96
NIGHT AUDIT GUIDE...........................................................................................................................................97
PERFORMING A NIGHT AUDIT......................................................................................................................................98
Verify the Room List ...........................................................................................................................................98
Verify the Shift Audits .........................................................................................................................................98
Finalizing the Posting for the Day.......................................................................................................................99
Post Manual Charges ....................................................................................................................................................... 99
Collect Calls and Post to Folios ...................................................................................................................................... 100
Post Room and Tax........................................................................................................................................................ 100
Select Post Daily Room and Tax .................................................................................................................................... 101
Verify Daily Revenue/Receipts and Daily Guest Ledger.................................................................................................. 101
Print Cash Drawer Reports............................................................................................................................................. 101
Print Transactions Report for your shift .......................................................................................................................... 101
Back Up the System....................................................................................................................................................... 102
Reset the Shift Records .................................................................................................................................................. 103
Advancing the System ....................................................................................................................................... 103
RECOMMENDED NIGHT AUDIT PROCEDURES.............................................................................................................. 104
Step 1: Ensure you are in the night shift ........................................................................................................... 104
Step 2: Print Call Accounting Reports............................................................................................................... 105
Step 3: Verify All Occupied and Unoccupied Rooms ..................................................................................................... 106
Step 4: Print Cash Drawer Totals .................................................................................................................... 107
Step 5: Perform the Night Audit ....................................................................................................................... 108
Step 6:Back up the System ................................................................................................................................ 109
Step 7: Print the Cleaning Log and Registration Cards .................................................................................... 111
NIGHT AUDIT ­ CALL ACCOUNTING REFERENCE........................................................................................................ 112
Exceptions..................................................................................................................................................................... 112
What Do I Do With Exceptions? .................................................................................................................................... 112
Unknowns ..................................................................................................................................................................... 112
SAMPLE NIGHT AUDIT REPORTS................................................................................................................................ 113
User
Period Guest Ledger ...................................................................................................................................................... 116
Guides
Daily Guest Ledger........................................................................................................................................................ 118
Audit Reports ................................................................................................................................................................ 119
Transaction Reports ....................................................................................................................................................... 119
BACKING UP AND ARCHIVING ....................................................................................................................... 121
BACKING UP AND RESTORING DATA USING THE EXTRAS MENU .............................................................................. 122
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Recovering/Restoring Your System.................................................................................................................... 122
UNDERSTANDING MS-DOS....................................................................................................................................... 123
Formatting Disks.............................................................................................................................................. 123
DOS Commands ............................................................................................................................................... 123
BACKING UP AND RESTORING DATA THROUGH DOS ................................................................................................. 124
Backup the DATA directory using the SAVINN command .................................................................................. 124
Recover the DATA directory using the GETINN command ................................................................................ 124
Backing up Selected Files ................................................................................................................................. 124

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:
· 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.
User
Guides
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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,
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 system to be exited. 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
User
Guides
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
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decimal point is pre-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. 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.
2

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. Default values are restored.
<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.
User
Guides
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
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 system will place
User
an asterisk next to the names of guests who
Guides
have exceeded their credit limits. Press the
<Esc> key to exit the pop up.
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4

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-
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.
User
Guides
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Perfect STAY

F10 Pop Up Guest History
Press F10 and enter 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.
User
Guides
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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 system. This system is configured to work with the Teleco
UST brand, Lucent 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, and credit
card authorization systems.
· It is a menu driven property management system that enables everyone to
competently complete their given tasks allowing more time for customer satisfaction.
User
Guides
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Perfect STAY

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
HOT
Functions
KEY
FRONT DESK
Alt +F
Normal front-desk activities. Provides all the features to perform
guest and room management normally required by front desk
staff, including:
· Property status
· Check-in
· Charges/Payments
· Check-out
· Reservations
· Guest History
· Edit/Move/View Folios
· Call Accounting
MANAGEMENT
Alt +M
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
Alt + U
Special demographic and export/report functions. provide
special clerical features for management and reservation use,
including:· Form Letters
User
· Spreadsheet Export
Guides
· Travel Agency Commissions
· Credit Limit Report
EXTRAS
DOS/Maintenance functions. Include executable and batch files
which enable you to:
· Perform database backups
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· 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
HOT
FUNCTIONS
OPTION
KEY
STATUS
Alt +S
Features expected arrivals, currently occupied rooms list,
phone list, service account list, housekeeping information
and shift status.
CHECKIN
Alt +A
Facilitates the check-in of guests, with or without
reservations. Set-up of service accounts (folios not linked
to physical rooms/ extensions).
CHARGES/
Alt + C
Facilitates the posting of charges and deposits to rooms
PAYMENTS
and service accounts, late charges ledger, city ledger, and
direct billing accounts.
CHECKOUT/
Alt + D
Features 4 different checkouts of guests from a room, or a
TRANSFER
service 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
Alt + R
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.
User
GUEST HISTORY
Alt + G
Provides a database of names, addresses, and comments
Guides
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
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guest's record into the database.
EDIT/MOVE/
Alt + E
Facilitates the moving of a guest from a service account or
VIEW
room, editing of the guest's file or viewing of the guest's
folio.
CALL
Alt + T
Allows the tracking and posting of room-related calls,
ACCOUNTING
monitor administrative call and monthly call activity.
EXTRAS
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Perfect STAY

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
5 HOUSEKEEPING
6 SHIFTS MENU
7 EXTRAS
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.
User
Guides
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
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print shift audit reports.
*Many of these screens may be accessed from anywhere on the system using a hotkey.
10

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
4 SERVICE ACCOUNTS
5 EXTRAS
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.
User
Guides
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
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4 AUDIT POSTING
5 EXTRAS
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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Perfect STAY

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
4 TRANSFER
5 EXTRAS
FRONT DESK:
FUNCTIONS
CHECKOUTS/
TRANSFER
Hot Key=Alt+D
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
User
room folios/service accounts. ROOM TO ROOM, ROOM TO
Guides
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
into the folio records.
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12

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
3 REGISTRATION CARDS
4 PROJECTED OCCUPANCY
5 PROJECTED AVAILABILITY
6 VIEW BY DAY
7 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.
User
PROJECTED
Displays a seven day projection of the availability for each room type.
Guides
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 the given date for single
reservations or block reservations.
?
13
Perfect STAY

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
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 a 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.
User
Guides
REPORTS
This option enables printing of clientele reports using several search
keys.
VIEW BY DAY
Displays the full reservation files for the given date for single
reservations or block reservations.
?
14

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
4 EXTRAS
FRONT DESK:
HOT
FUNCTIONS
EDIT/MOVE/VIEW
KEY
Hot Key = Alt + E
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.
User
Guides
?
15
Perfect STAY

Main Menu ­ Management
The Management portion of the system provides all of the facilities to manage the
reservations in the system, the property set-up in the system, and housekeeping functions.
This part of the system 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.
When you select MANAGEMENT from the Main Menu, the following options are
available:
1 RESERVATIONS
2 HOUSEKEEPING
3 CONFIGURATION
4 NIGHT AUDIT
5 NO-SHOW REPORT
6 EXTRAS
MANAGEMENT
FUNCTIONS
FUNCTION
Hot Key = Alt + M
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.
User
Guides
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.
16

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
2 BLOCK RESERVATIONS BY DATE
3 SINGLE RESERVATIONS BY RANGE ­ Printer Only
4 BLOCK RESERVATIONS BY RANGE ­ Printer Only
5 PROJECTED OCCUPANCY BY RANGE ­ Printer Only
6 PROJECTED AVAILABILITY BY RANGE ­ Printer Only
MANAGEMENT:
FUNCTIONS
RESERVATIONS
SINGLE
This report displays or prints the single reservations recorded for the
RESERVATIONS
selected day in the coming year.
BY DATE
BLOCK
This report displays or prints the block reservations recorded for the
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,
User
Guides
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
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
3 EXTRAS
MANAGEMENT:
FUNCTIONS
HOUSEKEEPING
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
User
MANAGEMENT:
FUNCTIONS
Guides
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
MONITOR SETUP
This option allows you to change the setup of the monitor.
18

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
5 SHIFT AUDIT REPORTS
MANAGEMENT:
FUNCTIONS
NIGHT AUDIT
Hot Key = Alt + N
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
User
screen or printed.
Guides
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,
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.
19
Perfect STAY

Management: NO SHOW REPORT Function
This option allows you to remove all no-show reservation 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.
User
Guides
?
20

System Overview
Main Menu ­ Utilities
The Utilities menu allows you 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, and track the status of
credit limits as established for rooms and service accounts. When you select UTILITIES
from the Main Menu, the following options are available:
1 FORM LETTERS
2 SPREADSHEET EXPORT
3 TRAVEL AGENCY COMMISSIONS
4 MKT SEGMENT TRACKER
5 CREDIT ALERT REPORT
6 DIRECT BILL MANAGER
7 RESERVATIONS SUMMARY
8 SNAPSHOT REPORTS
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 system
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.
TRAVEL AGENCY This allows you to keep track of commissions owed to various
User
Guides
COMMISSIONS
travel agents and maintain a database of travel agents.
MKT SEGMENT
TRACKER
CREDIT ALERT
This displays or prints a list of all guests who are over their credit
REPORT
limit, and all guests who have unlimited credit.
?
DIRECT BILL
MANAGER
RESERVATIONS
Allows you to view a specified range of reservations.
SUMMARY
SNAPSHOT
List rooms by block and indicates whether they have been used.
REPORTS
21
Perfect STAY

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 system at checkout.
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 does not require any special steps to obtain.
CALL ACCOUNTING 1) - CALL ACCOUNTING
User
CALL ACCOUNTING 2) - UTILITIES
Guides
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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22

Using Perfect STAY
Using Perfect STAY!
System Date
The system is controlled by its own system date rather than the computer clock. This is
important because a property's time of operation is not driven by the clock, but rather
through a normal cycle which usually spans the current operating day as well as the night
audit overlapping into the next calendar day. For this reason, the date must be maintained
manually by Front Desk staff and night audit personnel. The system keeps track of the last
date of operation and the current date. On a single-user system, the system will always
prompt for the date desired and will only let you select the current date or the next day.
**IMPORTANT**
You will be prohibited from advancing the system if you have not posted Room and Tax
for current day. On a multi-user system you must always deal with the date on the host. If
the system starts up on the host computer without requesting that you enter the date, you
must shut down all terminals and restart on the host again. If no date input persists, you
must run a RESET program in the INN directory to clear the situation so that the host
computer system will prompt for the date.
System Indexing
When you start or restart the system, or activate the system on a network terminal, you will
be advised that the system is indexing some of the databases. The reservation database and
the room database are indexed in memory on every computer running the system in interest
of speed of operation. The larger your reservation database, the longer the startup indexing
will take.
User
Guides
?
23
Perfect STAY

The Main Menu (Alt +X)
The Perfect STAY system is menu-driven with four main menu items based on the major
sections of the system. These sections are directly related to typical property and guest-
related functions, as well as standard system maintenance and back-up routines.
The Front Desk option allows you to perform the normal reservation, check-in, check-out
and billing activities. The Management option allows you to perform audit and
management activities. The Utility option offers special programs related to reservation
confirmations, exports and travel agent tracking. The Extras option provides you with the
back-up routine.
User
Guides
?
24

Using Perfect STAY
Front Desk: Status (Alt+S)
The Status option enables you to determine the status of arrivals, rooms, service accounts,
housekeeping and cash drawer/shift activity. You can "jump" to Status from most places
*Hotkey*
in the system by pressing the Alt and S keys at the same time. Some of the internal
Status options also have hotkeys. Alt + L jumps to the Room List; Alt + P jumps to the
To access the
Phone List. The F8 key will also overlay the Phone List at any time for your
Status Menu,
convenience.
press
All of the lists you access may also be printed. Follow the prompts on the screen to
a & S
accomplish printouts.
When you select the Status option from the Front Desk menu (or press Alt and S), the
following options are available.
Front Desk **Status**
1 EXPECTED ARRIVALS
2 ROOM LIST
3 PHONE LIST
4 SERVICE ACCOUNTS
5 HOUSEKEEPING
6 SHIFTS MENU
7 EXTRAS
User
Guides
?
25
Perfect STAY

Status ­ Expected Arrivals
Expected Arrivals enables you to view arrivals (Reservations for Today) in either the single
or block reservation database. Any "used" block reservations will be presented in either the
block or single lists.
Status ­ Expected
Arrivals--Single
Arrivals
The Single Arrivals option
displays the expected single
arrivals for that day.
User
Guides
?
Status ­ Expected
Arrivals ­ Block
Arrivals
All block names are
highlighted and all single
reservations that were
made for that block
follow underneath the
block name.
NOTE: The printouts
contain more details from
the reservation file than is presented on the screen.
26

Using Perfect STAY
Status ­ Room List (Alt + L)
The Room List is a list of 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.
*Hotkey*
To access the
Room List, press
a & L
The Room List may also be printed. The printed report displays the occupancy percentage,
the total number of guests, the room revenue for the current day, the average daily rate and
the rate per guest as well as variance. All rooms that are not currently occupied are left
blank so that when this report is printed out you may use it as a scratch pad so you can pre-
User
assign your expected arrivals.
Guides
?
27
Perfect STAY

Status ­ Phone List (Alt + P)
The Phone List may be accessed from the STATUS screen, by pressing Alt+P, or as an
overlay using the F8 key. Names are listed in alphabetical order. Entering the first letter
of the name immediately places you at that part of the list. For example, if you wish to
go to Anne Nicholson's record, you may press the letter N. The list will then begin from
the first name that matches the letter you selected (you do not have to "page down"
through the other pages).
The Phone List assists in monitoring the credit limits of folios. An asterisk (*) located on
the left side of a room number indicates that that room folio has charges posted that
exceed the credit limit established. The Phone List may also be used for cash guard lists.
These lists can be provided to other areas of your property that can accept billing to room.
User
Guides
?
28

Using Perfect STAY
Status ­ Service Accounts
This option displays all service accounts and indicates how many accounts are in
use/available. Service Accounts are set up in the CHECKIN option and are removed
through the checkout process. While you are viewing the Service Accounts you may
request a printout which includes more detail related to the Service Accounts than is
displayed on the screen.
*Remember*
For service
accounts, room
and tax must be
posted manually
through the
charges /
payments option
on the Front
Desk menu.
NOTE: Room and tax CANNOT be posted automatically to these accounts when the
auditor completes his audit. When you want to post room and tax to a service account you
must do it manually through the charges/payments selection.
User
Guides
?
29
Perfect STAY

Status ­ Housekeeping (Alt + H)
The Housekeeping option in Status displays the status of each room and status of special
inventory in each room. Special Inventory can be tracked and will be connected to
housekeeping reports, checkin and checkout if these requests are entered into the
reservations. On this screen, a number that is not flashing indicates that a special
inventory item is in a room. A flashing number indicates that you checked in a guest who
has requested a special inventory item or service and you have not confirmed compliance
in the system. The Housekeeping screen is only intended to be a visual reference for the
front desk staff. A comprehensive housekeeping report is available through the
Management section which housekeeping/management staff would use.
*Hotkey*
To access
Housekeeping,
press
Status -- Housekeeping ­Room Has Been Cleaned (#1)
a & H
Option number 1 enables you to set the status of a room to be "cleaned" when advised by
User
the maids. The dirty status is set by the system automatically. You can set status by
Guides
individual rooms or all rooms globally.
Status -- Housekeeping ­ Add Special Inventory (#2)/Remove
Special Inventory (#3)
?
The Special Inventory function enables you to add inventory or remove inventory related to
a room number. Prompts and pop-up screens guide you through this function.
Status -- Housekeeping ­Schedule Room In/Out of Service (#4)
Option number 4 enables you to remove a room from service or put it back into service.
When a room is out of service, it will not allow a checkin into that room, but will not block
reservations.
30

Using Perfect STAY
Status ­ Shifts Menu
The Shifts menu allows you to change the shift, view cash drawer totals, or print shift audit
reports.
Front Desk **Status**
1 CHANGE SHIFT
2 CASH DRAWER TOTALS
3 SHIFT AUDIT REPORTS
Status ­ Shifts Menu ­ Change Shift
When you select to change the shift, you will be prompted to confirm your request.
User
Guides
?
31
Perfect STAY

Status ­ Shifts Menu ­ Cash Drawer Totals
You may access the cash drawer totals for the morning shift, afternoon shift, night shift,
or all shifts.
You may print the cash drawer
totals or display them on the screen
or print them. Press the desired
selection.
User
Guides
You will be prompted to enter
the float/bank amount for the
shift you selected. Enter the
appropriate amount and press
?
<Enter>.
32

Using Perfect STAY
The receipt breakdown and cash drawer total for the selected shift is displayed or printed.
User
Guides
?
33
Perfect STAY

Status ­ Shifts Menu ­ Shift Audit Reports
When you select SHIFT AUDIT REPORTS from the Shifts menu, the following
options are available.
F r o n t D e s k * * S h i f t s * * A u d i t R e p o r t s
4 AUDIT REPORTS FOR MORNING SHIFT
5 TRANSACTIONS FOR MORNING SHIFT
6 AUDIT REPORTS FOR MORNING SHIFT
7 TRANSACTIONS FOR MORNING SHIFT
8 AUDIT REPORTS FOR MORNING SHIFT
9 TRANSACTIONS FOR MORNING SHIFT
If you choose to print audit reports for a particular shift, you will be prompted to print
one or more of the following audit reports:
· Checkin Audit Report
· Checkouts Audit Report
· Single Reservation Audit Report
· Block Reservation Audit Report
· Room Change Audit Report
· Service Account Change Audit Report
Transactions allow you to print or view all cash drawer-related activities for the shift so
that the staff can reconcile their cash drawers. You may display a summary of
transactions or display and individual transaction.
F r o n t D e s k * * S h i f t s * * T r a n s a c t i o n s
User
Guides
1 PRINT MORNING TRANSACTIONS
2 DISPLAY TRANSACTION SUMMARY
3 DISPLAY INDIVIDUAL TRANSACTIONS
?
34

Using Perfect STAY
Front Desk: Checkin (ALT+A)
Checking In Guests
Perfect STAY enables you to check in walkins, reservations, service accounts and unused
*Hotkey*
blocks. Guest History merge is incorporated for walkins and service accounts. All checkin
functions may be accessed from the Checkin option of the Front Desk menu.
To access the
Checkin, press
To access Checkin:
·
a & A
Select Front Desk from the Main Menu
· Select Checkin from the Front Desk Menu
· Or, press Alt and A from anywhere in the system
F r o n t D e s k * * C h e c k i n * *
1 WALKIN
2 RESERVATION
3 UNUSED BLOCK
4 SERVICE ACCOUNT
5 EXTRAS
A Checkin ensures that room conflict does not occur. It also advises of any special
inventory/requests on file, room status selected and if there is any inventory left remaining
in the selected room. Availability and Occupancy pop-ups are available during checkins as
well as the Guest History, Calculator and Phone List pop-ups. Use these features to
User
facilitate late checkins, cash deposits and incidental billing. Advance Deposits will
Guides
automatically be posted directly to the folio when checking in a reservation with an
Advance Deposit. You can also transfer gift certificates, parts of a bulk deposit and even
outstanding accounts into the checked in folio as well as take room and key deposits.
The checkin activities in the system are also linked with the built-in Call Accounting
functions. At checkin, the system automatically integrates the room with the Call
?
Accounting, polls telephone traffic associated with the appropriate extension and posts the
telephone traffic to the room folio.
The system prompts you to create a checkin confirmation, which provides the guest with a
detail of the checkin including method of payment, rate, deposit amount, checkin date and
checkout date.
Checking in Walkins
Walkins are treated as on-line reservations. When you check-in a walkin guest, Perfect
STAY displays the availability of empty rooms even if there are reservations for the room
types in the system. However, if an overbook occurs, Perfect STAY notifies you so that you
can determine if you want to proceed with the checkin.
When you check-in a walk-in guest, the system forces you to enter mandatory data. You
may also enter additional data for the walk-in guest. Pop-ups are available to assist you with
the entry of data.
When you select Walkin from the Checkin menu, the screen below appears. Notice that
"Walkin" appears in the top right corner of the screen and the cursor is flashing on the #
Nights field.
35
Perfect STAY

The name and address of the walk-in guest will be merged with the Guest History if the
guest has stayed at your property before. If not, the system prompts you to enter this data.
The system will link any special inventory with housekeeping.
The payment fields are the same as for reservations except that an extra field is presented
for room/key deposits.
When you have
entered and verified
the information, the
system prompts you to
assign a room number
User
based on the room type
Guides
you entered. Type in
the number selected
from the room
numbers displayed
on the screen.
?
An asterisk (*) appears
beside the rooms that
need to be cleaned.
However, you are not prohibited from assigning a room that has not been cleaned. The
system notifies you again that you have selected a dirty room and you are given an
opportunity to abort checking the guest into a dirty room.
36

Using Perfect STAY
Checking in Reservations
The only important item to remember is that the reservation you are checking in must be for
today's date. In other words, you cannot check in a guest that has a reservation that does not
*Remember*
coincide with the current date. If you need to check in a guest with a reservation other than
the current date, you must first change the reservation date to coincide with "today's date".
You may only
The system will ensure that overbooking and room conflicts do not occur prior to changing
check-in a guest
the date.
whose
reservation
Checking in a guest with a reservation proceeds the same as checking in a walkin guest
coincides with
except the data is already entered. You are provided an opportunity to verify that all
the current date.
reservation data is correct. It is a good idea to verify the name, address and payment
information on file before proceeding with the room selection. When you are ready to
proceed, the system will again advise you of the room numbers available for the room type
entered.
Upon checking in the reservation, any advance deposits on file will be posted to the folio
established for that guest and room number.
Checking in Unused Blocks
Checkin of an unused block is similar to the checkin of a reservation except that you are
required to use up one of the "unused" block rooms assigned to the group or client name.
When you enter the block name, a screen containing the information related to that block is
displayed. You are provided with the screens that enable you to enter the guest's name.
There will not be a guest merge available at this point, so you must enter all name and
address data. You may also change any of the data related to the reservation and/or the
payment data on file. Verify all the data with the guest before you finalize the checkin.
When you access a block reservation to make changes to it or to cancel it, the system
provides you with the following screen, to ensure that you know you are dealing with a
Block Reservation.
User
Guides
Aug. 30/98 Front Desk *Checkin* Reservation

Reservation Information

1 Date December 12, 1998
?
2 # Nights/Depart 1 December 13, 1998
3 Room Type QUEEN
4 Name BLOCK, FIRST
5 Address ---------------------->
6 Number Guests 1
7 Spec. Inventory
8 Disc/Schg/Rate $34.00 Rate $34.00
9 Payment Info ---------------------->
10 Remarks
11 Remarks
12 Remarks
13 Market Code
Block Name BLOCK 1
Enter Line Number to Edit <1 to 13>
Press <Esc> to Exit or <Ent> to Save Reservtn
The last line on the Guest Data screen is highlighted and identifies the block this guest is
with. This assists you in the management of your checkin.
37
Perfect STAY

Checking in Service Accounts
Service accounts are a powerful tool in the system facilitating almost any non-room based
billing desired. These service accounts can streamline your operation and billing activities
for Management, Direct Billing and even some deposit purposes. 500 accounts are
available for your convenience.
The checkin of a service account is not linked to reservations and is available to create an
account/folio for almost any purpose you may have. The normal uses for service accounts
are:
· Group Billing
· Group Advance Deposit
· Incidental Folios
· Carryovers/Late Charges
· Gift Certificates
· Management Accounts
· Direct Billing
· Late Charges Ledger
· Concession Sales Record
· Paid Out Record
· Petty Cash Record
The checkin of a service account is similar to other checkins except that no room-related
information is required.
User
Guides
The Name and Address fields are merged with the Guest History database and will
automatically backfill if the guest has stayed at the property before and is stored in Guest
History. You are provided the opportunity to verify all entries and data prior to assigning a
?
number to this service account.
The system then
displays a list of
available account
numbers and prompts
you to assign a service
account number. Page
up or down or use the
arrow keys to scroll
through the numbers.
38

Using Perfect STAY
Setting up a Range of Service Accounts
Setting up a range of service accounts for particular accounts can be very beneficial and
**HINT**
helpful to your management accounts. It is recommended that you assign a range of
accounts for incidental folios that correspond to your room numbers. You may also want to
Defining ranges
set up ranges for direct bill / city ledger accounts, gift certificates, management accounts,
makes it easier
etc.
to control and
track service
Maintaining Service Accounts
accounts.
Historical information can build up in long-term service accounts and you may want to
check out service accounts to purge history. The best way to do this is to set up accounts
for some of the busy service accounts and create a system of carrying over balances or
letting payments catch up to outstanding charges so that you can clear the account by
checking it out.
Handling Late Checkins
Management determines how late checkins are handled. There are several things that
should be considered regarding the Perfect STAY system.
1. Once the system has been advanced to the next day, it is not possible to post the
revenue back to the previous day - so the property must either delay the Night
Audit to the latest possible time or accept the revenue on the next day's
financials. Receipts, of course, are not a consideration in the case of credit card
or direct bill payments because that revenue would occur on the checkout day
anyway.
2. Late check-ins affect occupancy, so this is another item to consider in the
decision process.
User
Guides
3. You also need to consider the type of checkin. There are alternatives for
guaranteed and non-guaranteed reservations who have not arrived by Night
Audit time.
· Guaranteed: The guaranteed reservation is not a problem if it is the
property's policy to bill the guest for a No-Show. In this case, check in
?
the guest before performing the Night Audit. Send the folio to the
guest and charge for the No-Show. The property management may
forfeit the charge for the No-Show the next day, but it will negatively
affect the revenue for that day.
· Non-Guaranteed: A non-guaranteed reservation can also be checked
in prior to Night Audit in anticipation of an after-audit arrival. This is
an accepted approach, especially if guest history indicates late arrival
patterns. If this approach is used, you must be prepared to refund the
room charge in the case of a No-Show. You can, alternately, check in
the reservation, but not post the room charge. This will maintain the
occupancy rate. In this case you would only post the room charges if
the reservation shows up.
In any case, late checkins are not easy to deal with. Establish a procedure that suits your
style of operation and financial reporting. In the end, your Month-to-Date and Year-to-
Date reports will reflect what happened at your property.
39
Perfect STAY

Front Desk: Charges & Payments
(ALT+C)
This section explains the methods provided to post charges, room rates, taxes, deposits and
payments. Folio reversal, voids, cash paid outs and corrections, including audit postings/
corrections are also explained.
It is important to note that the Perfect STAY system is designed on a double-entry (forced)
principle. This means that every item you post results in a balancing item somewhere else.
All charges are entered into the system as a "Debit" and payments are entered as a "Credit".
To adjust a charge or payment that was posted incorrectly, you enter a negative sign before
the number. On the folio, the adjustment (negative number) is indicated by parentheses.
Below is a sample folio.
ABC MOTOR INN
123 - 4th Avenue North
Anywhere, USA 99999
800-555-1212
GUEST(S): GUEST, JOHN ROOM NUMBER: 241
MARKET CODE: CHECK IN: Nov 5/98
NUMBER OF GUESTS: 1 CHECK OUT: Nov 5/98
Date Descrptn. RefChargesCredits Bal.
11/05/98ROOMS $45.00
*Hotkey*
11/05/98ROOM TAX $ 4.50
11/05/98TELEPHONE $ 2.22
To access
11/05/98TELEPHONE $ 4.55
User
Charges and
Corrections or
Guides
11/05/98GOLF $23.00
Payments, press
reversals (negative
11/05/98MISC N/T $ 4.00
entries) appear in
11/05/98MISC N/T ($ 4.00)
a & C
parentheses ( ) on
11/05/98AMER EXP. $12.00
the folio.
11/05/98AMER EXP. ($12.00)
?
Total Charges $79.27
Total Credits $00.00
Total Owing $79.27
Paid by: AMER EXPRESS $79.27
Balance $00.00
Thank You.
Your Host(s):
As you can see on the sample folio, the charges and payments are physically split on the
folio into separate columns. You can also see that any correction, or reversal, of a posted
charge or payment is posted as a negative number in that column (in parentheses). For
example, the American Express payment of $12.00 was corrected with the entry of -$12.00,
which appears in parenthesis ($12.00) on the folio. When making a correction or reversal,
you must ensure that you post that negative number in the appropriate column.
40

Using Perfect STAY
To access Charges and Payments:
· Select Front Desk from the Main Menu
· Select Charges/Payments from the Front Desk Menu
· Or, Press Alt + C from anywhere in the system
F r o n t D e s k * * C h a r g e s / P a y m e n t s * *
1 ROOM/SERVICE ACCT. FOLIO
2 LATE CHARGES LEDGER
3 CITY LEDGER
4 AUDIT POSTING
5 EXTRAS
You will use these menu options to post all Front Desk, Cash Drawer and Folio activities.
All postings except the following must be done through this menu:
*Remember*
· the automatic posting of room and tax in the Audit section
Always review
· the capture and posting of Call Detail from a switch, if you have the
your entries
integrated Call Accounting (refer to the Call Accounting section)
when posting
· the capture and posting of call detail from a quote service, if you have the
charges and
Call Capture system integrated (refer to the Call Accounting section)
payments to an
account.
The charges / payments screens include a "monitor" screen that is displayed below the
input screen. This monitor screen allows you to review your inputs as you enter them. It
is recommended that you always review your inputs. This will avoid unnecessary
User
corrections later when checking out a guest or trying to balance your cash drawer at the
Guides
end of your shift.
Posting to Folios and Service Accounts
The Room/Service Account Folio option allows you to perform all normal postings to a
?
guest folio or a service account. This option is also used to track voids, corrections and
reversals. Charges and payments should always be handled as separate entries. This is
especially important when posting to Room or Service Accounts. Ordinarily, on Cash folios
you post deposits and charges as they are incurred, while on Direct Bill or Credit Card
folios you post charges and the system looks after the payment automatically at checkout.
Anytime you are required to input a charge code or a payment code, a reference screen
"pops up". The system also prompts for a reference number anytime you post to the
system. These codes are recorded only in the audit trail for the applicable day and are
available through a shift audit and/or the night audit. Refer to the Shift Audit and Night
Audit sections for further detail on audit trails.
41
Perfect STAY

The following screens provide you with examples of a posting a charge and payment. If
you enter a charge code, the system does not allow you to post a payment and it will bypass
the payment entry section. If you do not enter a charge code, you may press the <Tab> key
to enter a payment amount and specify a payment code.
Posting a Charge
To post a charge:
· Select Room/
Service Acct Folio
from the Charges/
Payments menu
· Enter the appropriate
Room/Service
Number
· Enter the appropriate
Charge Code from
the pop-up list
· Enter appropriate
amount.
· For this example, we entered 4 for the charge code and $10.00 for the amount. The
Current Balance changed from $50.00 to $40.00 because this guest had put down a
deposit of $50.00 at checkin.
Posting a Payment
To post a payment:
· Select Room/Service
User
Acct Folio from the
Guides
Charges/Payments menu
· Enter the Room/Service
Number
· Press the <Tab> key on
the keyboard. (Note that
?
the Charge information
on the screen fades and
the Payment section
becomes active.)
· Enter the Amount
· From the pop-up, enter
the appropriate Payment Code
· For this example, we entered a payment of $10.00 and the payment code for
Cash/Check. The Current Balance changed back to $50.00.
42

Using Perfect STAY
Posting an Adjustment to a Previous Entry
To post an adjustment to a previous entry, first reverse the entry by entering a negative
sign before the number. This voids the incorrect entry. Then post the correct amount as
a single entry.
*Remember*
Special Postings to Folios
When you need
Clearing out a Folio
to adjust an
incorrect entry,
There are times when you may wish to clear out a folio and redo it. The Perfect STAY
system forces you to perform the necessary reversals (voids) and will maintain a
first enter a
complete audit trail on what you have done. It is important that you perform reversals for
negative number
all existing charges and payments on the folio so that the revenue/receipt balances will be
to reverse the
accurate. Essentially, you will check out a "zero balanced" folio and create a new folio by
entry. Then post
reposting the charges and payments to a new folio.
the correct
amount as a
single entry.
Correcting a Folio Item
To correct an item on a folio from a previous day you must post the reversal and the
correction on the current day. The system does not allow you to "back-post" to a
previous day and adjust the previous day's revenue and receipt balance. First, you should
post the reversal and then post the correct item. The resulting revenue and receipt
balances will only reflect the difference between the reversal and the correct item. For
example, a restaurant item was incorrectly posted for $44.50 on yesterday's shift.
However, it should have been posted for $60.00 which included the gratuity. To correct
this item, you would post the reversal ($44.50) and then post the correct item $60.00.
This results in a change of $15.50 and only affects the restaurant revenue today.
User
Guides
Posting to the Late Charges and City Ledgers
These options enable you to post to Late Charges and City Ledgers, which, in effect,
provide an audit trail and cash drawer totals for use in an accounting system. They show
and track charges and payments that are not recorded on folios. If you are not using
?
Service Accounts for your City Ledger/Direct Billing and are using an external accounts
receivable system, you may use the City Ledger/Direct Bill features in the system. You
can also use these posting facilities if you run a manual City Ledger using copies of the
folios and a filing system.
The Late Charges Ledger option may also be used for short-term accounts receivable
because it enables you to post charges or payments to a guest who has already checked
out. When you post a charge, the system physically creates the revenue and balances it as
a direct bill (very short term). Then the payment is recorded and shown as a Received on
Account (ROA). This is, in fact, what has happened because the guest is already checked
out of the room so it technically becomes a Late Charge. The City Ledger is used in a
similar way but it usually pertains to a direct bill not associated with a room or guest.
43
Perfect STAY

Audit Posting
The Audit Posting option is a special feature which enables shift personnel and night
auditors to correct postings and post external revenue, paid outs, and even gratuity paid.
Audit Posting takes both sides of the revenue and receipts inputs and enables you to
quickly, and easily, perform a posting that will only be captured, and shown, through the
audit trail. It allows you to enter both the charge and payment in the same posting and
records the posting in the audit trail.
To access Audit Posting:
· Select Audit Posting from
the Charges/Payments
menu
· Enter the appropriate
Charge and Payment
Codes and Amounts
Paid-Out and Refunds
User
If you perform a paid-out at the Front Desk it is important that you record this activity because it
Guides
impacts your cash drawer. To facilitate paid-outs you must have a Charge Code set up for it. For
example, you may want to name the code (PAID OUT), deliberately including the parentheses to
remind staff that a paid-out is money out of the cash drawer. You would record a negative payment
affecting (PAID OUT) and CASH/CHECK.
Refunds are treated much the same way except you record the refund with the same revenue code of
?
the original transaction. You are just reversing the revenue (reducing the revenue) and reducing your
cash drawer by the amount involved. If you are refunding to a credit card, you must, of course,
process a refund slip and put a copy in the cash drawer for audit purposes.
44

Using Perfect STAY
Front Desk: Checkout/Transfer (Alt+D)
Checking Out Guests
Checking out guests is a streamlined activity that enables you to easily perform even the
most complex checkout scenarios. The system handles split bill checkouts where
multiple payment types and/or multiple guests are required and allows you to transfer
folios to other folios or service accounts.
Payments and refunds are handled automatically. You do not have to post the final
payment or the refund at the time of checkout because the system posts a payment or
refund according to the payment type established on the folio file. The payment or
refund necessary to finalize the folio will be included on the folio printout. The checkout
routine advises you of the outstanding calls and posts them automatically while in the
checkout routine.
The checkout routine walks you through all data to effectively check out a guest or client.
The sequence of events includes:
· Folio data
· Guest or service account statement
· Statement confirmation
· Payment type confirmation
· Folio printout (twice if necessary)
· Checkout confirmation
*Hotkey*
· Call detail printout (with CARS)
·
To access the
Guest History update query
Checkout, press
· Guest History creation (if not a repeat guest)
a & D
User
Guides
To access Checkout:
· Select Front Desk from the Main Menu
· Select Checkout/Transfer from the Front Desk Menu
?
· Or, Press Alt and D from anywhere in the system
F r o n t D e s k * * C h e c k o u t * *
1 ROOM
2 SERVICE ACCOUNT
3 SPLIT-BILL
4 TRANSFER
5 EXTRAS
Room and Service Account options provide you with access to room and service
account folios and the normal checkout. Split Bill and Transfer options are specialized
45
Perfect STAY

routines that enable you to offer the types of checkouts demanded by some guests. The
Extras option enables you to collect calls from the switch/PBX and have them placed
into the proper folio.
When you select any Checkout/Transfer option, the system displays the guest data and
prompts you to confirm that all information on the screen is correct and applicable to the
checkout guest. It is important that you also confirm that the name and address are
correct. If you are satisfied with the guest information, the next screen displays the first
page of the folio statement.
While the folio is displayed on the screen, you have the opportunity to make corrections,
post charges (e.g., Dining Room, Room Service, etc.) and reverse out items (e.g.,
overseas calls that were not completed). Any corrections you enter here will be
automatically posted to the folio and the audit trail.
Express Checkout
Express checkouts are possible because Perfect STAY allows you to print out the guest's
statements for express checkout, while it maintains the guest's folio in the system for
telephone monitoring. Perfect STAY allows you to return to the folio for any new
postings (e.g., breakfast, calls, room service, etc.) Whether you have a folio ready for the
guest, or you present an Express folio in the room, you always keep the folio active in the
system.
To offer your guests Express Checkouts you need to remember two things.
1. You want to capture calls made from that room without having to reinstate the folio.
You have all calls posted at the time you printed out the Express Folio, so it is easy to
track whether the guest has made any more calls since the printout. There are two
ways to verify the call status: a) Compare the folios; b) Access Call Accounting and
check if any calls exist for that room that are date and time stamped subsequent to the
User
Guides
printout.
2. Additionally, if you have a restaurant, bar, gift shop, etc. that the guest may have
accessed since the printout of the folio, you should always confirm if any charges need
to be applied to the folio. To post these charges, and post outstanding calls, just add
them in during the checkout routine when asked if any adjustments are required. The
?
phone calls will, of course, be posted automatically when you access the folio.
When you have completed the billing, or the Express folio was correct as is, you must
physically go into checkout and remove the guest from the database. You would not do so
until this point because you would not have calls posted and you would affect the
housekeeping and room status situation.
NOTE: If you inadvertently remove the guest from the database, check the guest back in
and produce a second folio. Do not attempt to reinstate the folio because you will affect
the revenue and receipts in the system with this double accounting. This would also
affect Call Accounting, and all calls placed from that room during the time the room was
considered unoccupied by the system would have been tagged as Exceptions (refer to the
Call Accounting section for detail). Exceptions will have to be posted manually to the
reinstated folio.
46

Using Perfect STAY
Split-Bill Checkouts
The Split-Bill checkout option facilitates many of the more complex checkouts involving
multiple transactions. It enables you to checkout two or more guests from a single room and
it allows multiple payment types. The Split-Bill checkout loops back into the folio
automatically after posting the various payments and payment types and lets you proceed
with the next transaction on that folio without forcing you to recall the account/folio. When
the folio is fully paid, or overpaid, the system lets the checkout go to completion and
enables you to remove the guest(s) from the room database.
Examples of Split Bill Scenarios:
· Multiple guests
· Multiple payments/multiple guests
· Multiple payments - single guest but no Direct Bill
· Multiple payments and to Direct Bill
Split-Bill will end up the same as a regular checkout when the balance is at zero. It will not
facilitate a transfer to a Service Account if you want the balance in a Direct Bill/ Accounts
Receivable account.
If you need to post payments (e.g., incidentals) prior to transferring the folio to another
guest, or to a Service Account, it is recommended that you post those payments either
through Split-Bill checkout or through Charges/Payments. When you are ready to transfer
the folio, select the TRANSFER option from the Checkout/Transfer menu. However, if
you have an external, or separate Direct Bill/Accounts Receivable, you can make the last
payment a Direct Bill Account and the system will handle it. Remember to keep a copy of
the folio to send to the Accounts Receivable department so they will have a physical record
of the transactions.
The following screens provide an example of a Split Bill folio with two different payments
User
by the same guest.
Guides
Aug. 30/98 Front Desk **Checkout** Split Bill
Two payment types
Room Number 100
Guest(s): ROBINSON, BOB Check In: Aug.30/98
Bob paid his $79.57 bill
?
# of Guests: 2 Check Out: Aug.31/98
with $29.57
(cash/check) and $50.00
Date Descrptn. RefChargesCredits Bal.
(Mastercard).
08/30/98TELEPHONE $ 0.55
08/30/98TELEPHONE $ 7.77
08/30/98TELEPHONE $ 3.45
08/30/98ROOMS $ 40.00
08/30/98 ROOM TAX $ 2.80
08/31/98RESTAURANT $ 25.00
08/31/98CASH/CHK SPLIT $ 29.57
08/31/98MSTRCARD SPLIT $ 50.00
TOTALS $ 79.57$ 79.57$00.00
If you have multiple guests who want their own folios, the system allows you to input the
appropriate name during the checkout routine. The default will always be the name entered
into the room database.
47
Perfect STAY

The following examples represent different split-bill scenarios. The first two printouts
reflect a checkout with two different guests paying for half of the folio.
GUEST(S): GUEST, H ROOM NUMBER: 240
MARKET CODE: RESV CHECK IN: Oct.30/98
NUMBER OF GUESTS: 2 CHECK OUT: Nov. 5/98
Date Descrptn. RefChargesCredits Bal.
10/30/98ROOMS $ 55.00
10/30/98 ROOM TAX $ 5.50
10/31/98ROOMS $ 55.00
10/31/98 ROOM TAX $ 5.50
11/01/98ROOMS $ 55.00
11/01/98 ROOM TAX $ 5.50
11/02/98ROOMS $ 55.00
Two Guests ­ Each
11/02/98 ROOM TAX $ 5.50
11/03/98ROOMS $ 55.00
Pays Half the Bill
11/03/98 ROOM TAX $ 5.50
H. Guest pays $211.75
11/04/98ROOMS $ 55.00
(VISA) for Room 240.
11/04/98 ROOM TAX $ 5.50
The balance is $211.75.
11/05/98ROOMS $ 55.00
11/05/98 ROOM TAX $ 5.50
Total Charges $423.50
Total Credits $00.00
Total Owing $423.50
Paid by: VISA $211.75
Balance $211.75
Thank You.
User
Your Host(s):
Guides
?
48

Using Perfect STAY
GUEST(S): JAY ROCKWELL ROOM NUMBER: 240
MARKET CODE: RESV CHECK IN: Oct.30/98
NUMBER OF GUESTS: 2 CHECK OUT: Nov. 5/98
Date Descrptn. RefChargesCredits Bal.
10/30/98ROOMS $ 55.00
10/30/98 ROOM TAX $ 5.50
10/31/98ROOMS $ 55.00
10/31/98 ROOM TAX $ 5.50
11/01/98ROOMS $ 55.00
11/01/98 ROOM TAX $ 5.50
11/02/98ROOMS $ 55.00
11/02/98 ROOM TAX $ 5.50
11/03/98ROOMS $ 55.00
11/03/98 ROOM TAX $ 5.50
Two Guests ­ Each
11/04/98ROOMS $ 55.00
Pays Half the Bill
11/04/98 ROOM TAX $ 5.50
Jay Rockwell pays the
11/05/98ROOMS $ 55.00
balance of $211.75
11/05/98 ROOM TAX $ 5.50
(DISCOVER) for Room 240.
11/05/98VISA SPLIT $211.75
Total Charges $423.50
Total Credits $211.75
Total Owing $211.75
Paid by: DISCOVER $211.75
Balance $ 00.00
Thank You.
User
Your Host(s):
Guides
The default name is accepted here for the remainder of the folio.
?
49
Perfect STAY

The following two examples reflect a checkout where the guest paid for one night, and the
remainder was checked out as a Direct Bill to an external Accounts Receivable office.
GUEST(S): TINA SMITH ROOM NUMBER: 246
MARKET CODE: RESV CHECK IN: Nov. 1/98
NUMBER OF GUESTS: 2 CHECK OUT: Nov. 5/98
Guest Pays Part of
Bill ­ Remainder is
Date Descrptn. RefChargesCredits Bal.
checked out as
11/02/98ROOMS $ 60.00
Direct Bill
11/02/98 ROOM TAX $ 6.00
Tina Smith pays $66.00
11/03/98ROOMS $ 60.00
(American Express) for
11/03/98 ROOM TAX $ 6.00
Room 246. The balance
11/04/98ROOMS $ 60.00
is $198.00. Tina's folio
11/04/98 ROOM TAX $ 6.00
will reflect one night
11/05/98ROOMS $ 60.00
paid by American
11/05/98 ROOM TAX $ 6.00
Express.
Total Charges $264.00
Total Credits $ 00.00
Total Owing $264.00
Paid by: AMER EXPRESS $ 66.00
Balance $198.00
Thank You.
Your Host(s):
GUEST(S): TINA SMITH ROOM NUMBER: 246
Guest Pays Part of
MARKET CODE: RESV CHECK IN: Nov. 1/98
Bill ­ Remainder is
User
NUMBER OF GUESTS: 2 CHECK OUT: Nov. 5/98
Guides
checked out as
Date Descrptn. RefChargesCredits Bal.
Direct Bill
The balance of $198.00
11/02/98ROOMS $ 60.00
for Room 246 is posted
11/02/98 ROOM TAX $ 6.00
as paid by Direct
11/03/98ROOMS $ 60.00
?
Billing. This folio is
11/03/98 ROOM TAX $ 6.00
what would be sent to the
11/04/98ROOMS $ 60.00
Direct Bill client via the
11/04/98 ROOM TAX $ 6.00
Direct Billing office.
11/05/98ROOMS $ 60.00
Note that the folio does
11/05/98 ROOM TAX $ 6.00
not indicate a zero
11/05/98AMER EXP SPLIT $ 66.00
balance and reflects an
outstanding amount to be
Total Charges $264.00
Total Credits $ 66.00
paid by the Direct Bill
Total Owing $198.00
client.
Paid by: DIRECT BILLING $198.00
Balance $ 00.00
Company Name: ABC CORP
Balance Due $198.00
Thank You.
Your Host(s):
50

Using Perfect STAY
These last two examples deal with a situation where the Direct Billing accounts are handled
in the Service Accounts.
GUEST(S): TINA SMITH ROOM NUMBER: 246
MARKET CODE: RESV CHECK IN: Nov. 1/98
Guest Pays Part of
NUMBER OF GUESTS: 2 CHECK OUT: Nov. 5/98
Bill ­ Remainder is
Date Descrptn. RefChargesCredits Bal.
transferred to
Service Account
11/02/98ROOMS $ 60.00
11/02/98 ROOM TAX $ 6.00
Tina Smith pays $66.00
11/03/98ROOMS $ 60.00
(American Express) for
11/03/98 ROOM TAX $ 6.00
Room 246. The balance
11/04/98ROOMS $ 60.00
of $198.00 is transferred
11/04/98 ROOM TAX $ 6.00
to Service Account
11/05/98ROOMS $ 60.00
S0002. Tina's folio will
11/05/98 ROOM TAX $ 6.00
reflect one night paid by
11/05/98AMER EXP SPLIT $ 66.00
American Express.
Total Charges $264.00
Total Credits $ 66.00
Total Owing $198.00
Trnsfrd to Ser Acct S0002 $198.00
Balance $ 00.00
Thank You.
Your Host(s):
GUEST(S): ABC CORP SER ACCT #: S0002
Guest Pays Part of
User
MARKET CODE: STRT DATE: Nov. 1/98
Bill ­ Remainder is
Guides
NUMBER OF GUESTS: 2 END DATE: Nov. 5/98
transferred to
Service Account
Date Descrptn. RefChargesCredits Bal.
The balance of $198.00
11/02/98ROOMS T246$ 60.00
for Room 246 is
11/02/98 ROOM TAX T246$ 6.00
transferred to Service
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11/03/98ROOMS T246$ 60.00
Account # S0002. This is
11/03/98 ROOM TAX T246$ 6.00
a statement showing the
11/04/98ROOMS T246$ 60.00
resulting folio as a Direct
11/04/98 ROOM TAX T246$ 6.00
Bill on a Service
11/05/98ROOMS T246$ 60.00
Account in the system.
11/05/98 ROOM TAX T246$ 6.00
The folio shows that the
11/05/98AMER EXP T246 $ 66.00
charges were transferred
from Room 246 and the
Total Charges $264.00
dates the charges were
Total Credits $ 66.00
incurred. In this case we
Total Owing $198.00
are also indicating that
Paid by: CASH/CHECK $198.00
ABC Corp. paid the
account in full.
Balance $ 00.00
Thank You.
Your Host(s):
51
Perfect STAY

Transferring Folios at Checkout
The system supports room to room, room to service account, service account to room, or
service account to service account transfers. In a checkout where you are transferring the
folio, the system provides a pop-up displaying the occupied rooms or the active service
accounts. This pop-up includes the name of the guest or service account so that the transfer
can occur easily and correctly. You will be prompted to assign the room number or service
account to transfer to. The resulting transfer includes a reference showing the room or
service account the folio was transferred from.
The top-right corner indicates which type of transfer you are performing.
The transfer has all the standard prompts for adjustments, payment and call detail, but it
also prompts you to activate the transfer and to select the room or service account you want
the existing folio transferred to.
User
Guides
After you transfer a folio, the new folio indicates that the charges were incurred in another
room or service account. For example, the screen below shows the charges and payments
posted from room 150 (see the Ref column).
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52

Using Perfect STAY
Checking Out Service Accounts
Service Accounts are checked out like room folios. You are prompted for adjustments,
payment, transfer and split-bills. Service Accounts also interface with the Guest History
database in the same manner as room checkin/checkout and reservations. However, the
folio data for a service account is not as lengthy as folio data for a room because service
accounts do not have to interface with the room database. There are 500 available service
accounts. You may view a list of active service accounts through the Front Desk: Status
menu.
**HINT**
For maintenance
One caution you should heed with Service Accounts is that they are not balance-forward
accounts. You may need to check them out and reinstate them for maintenance reasons.
reasons, you
You do not want multiple pages of folio history. One way to keep the service accounts in a
may need to
manageable state is to run them in quarterly, monthly, etc. cycles which enable you to close
check out
one out and continue on another. In this manner they will end up at zero balances and be
Service Accounts
checked out, archived on paper and reinstated as a blank folio to be used again.
and re-instate
them.
Be careful how you obtain a zero balance. You may want to use a balance-forward account
to transfer an outstanding balance to a new service account.
Using Service Accounts
Service Accounts are tied into the financial aspects of the system and provide vehicles for
management (internal or external) purposes, tracking outstanding accounts, holding special
deposits and holding accounts.
Service Accounts are numbered from S0000 to S0499 and may be accessed through the
Checkin, Reservations, Checkout and Charges/Payments options from the Front Desk
menu. Reports dealing with the status of service accounts are provided with the Guest
Ledgers available from the Night Audit option from the Management menu.
When You May Use Service Accounts
User
Guides
Direct Bill or City Ledger: Service accounts may be used when you are establishing an
accounts receivable for an individual or a company.
Gift Certificates: Service accounts allow a room to be paid for by gift certificates.
Extended Folios: When you have multiple guests that are sharing a room and each wants a
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separate bill, you can create separate folios in Service Accounts. Some restrictions apply.
Holding Accounts: When a person does not want to check out of a room, but is not
occupying a room for a few days, you can move this folio into a Service Account to hold
until the guest returns.
PR Accounts: PR Service accounts are usually for management. Management would
establish a writeoff code so these types of accounts can be purged.
MISC Accounts: You are able to use this for any kind of Service Account you want or
need.
You are able to determine what Service Accounts you have initiated in the system and view
the outstanding balance through the Status Menu in Front Desk. The Service Account
status displays accounts in numerical order (S0000 - S0499) with account balances. You
may also view Service Accounts using the EDIT/MOVE/VIEW option. Service Account
activity is included in the Audit Trails, Revenue and Receipt Reports and the G/L RECAP.
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Perfect STAY

Planning Your Service Accounts
Plan your Service Account use and arrangement carefully. It is convenient to have the same
type of accounts in numerical grouping. This makes it easier to set up new accounts or to
locate an account.
Remember that Service Accounts are part of the daily activities and they will impact all
reports including the Guest Ledgers.
You may monitor payments and charges to Service Accounts through the Daily Guest
Ledger. The Period Guest Ledger provides a complete status of all Service Accounts. The
Service Account option in the Status menu provides a list of all active Service Accounts and
their outstanding balances.
User
Guides
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54

Using Perfect STAY
Reservations
Reservation functions are classified into Front Desk reservation activities and
Management reservation activities. Front Desk reservation activities are the day-to-day
activities of making, changing and cancelling reservations. Management reservation
activities sort reservation types and future occupancy and allow you to manage "no-
shows". Not only do you have the ability to track single and block reservations, you may
also perform yield management, keep track of advance deposits, and manage wait lists,
meeting rooms and special functions. The Management reservation options help you
with future occupancy/availability and can facilitate the management of special rooms.
Printed reports are available that decrease the workload at a terminal and alleviate the
demand on a single reservationist / front desk person. Perfect STAY provides
information in printed form and on the screen that improves the guest interface and the
reservation productivity.
Overbooking
The system alerts you when a reservation causes an overbook situation. It indicates how
*Hotkey*
many rooms are overbooked and each night affected by that reservation. You may accept
or reject the overbook situation. The default action is "N" (to reject the overbook). You
While processing
must enter a "Y" and press <Enter> to accept the overbook for each night it is applicable.
a reservation, you
When an overbook is accepted, the availability and occupancy reports and pop-ups will
may view the
display the amount of overbooking that resulted. The F7 (Calculation), F8 (Phone List),
following "pop-
F9 (Availability) and F10 (Guest History) pop-ups are available at any time during the
ups":
processing of a reservation. Only one pop-up is available at a time.
r
You may also handle overbooking more arbitrarily by establishing a room type called
- Calculation
OVERBOOKS or WAIT LIST. This provides you with management capabilities to deal
s- Phone List
with guests in a direct manner rather than through availability only.
The Availability and Guest History pop-ups are very helpful during heavy workload
t- Occupancy
periods and if you are in the middle of a checkin, checkout or another reservation. If you
u
User
Guides
are dealing with a repeat guest, use these pop-ups to confirm availability and data on file
- Guest History
so you do not have to have a prospective guest "stay on hold" unless availability is
confirmed. You can also save on your hot line costs. You can further streamline the
process by using blank registration cards to note name and dates for later inclusion in the
system.
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Accessing the Guest History Database
If you wish to access your Guest History database while in RESERVATIONS, it is not
necessary to return to the Front Desk menu. Simply press F10 and a window appears
allowing you to view your guest history files. Enter enough letters of the guest's name to
view the guest history.
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Perfect STAY

Front Desk ­ Reservations (Alt + R)
The Front Desk Reservation option allows you to handle reservations for up to one year
in advance of the current date. Both single and block reservations are possible.
To access Front Desk Reservations:
· Select Front Desk from the Main Menu
· Select Reservations from the Front Desk Menu
· Or, Press Alt and R from anywhere in the system
F r o n t D e s k * * R e s e r v a t i o n s * *
1 SINGLE
2 BLOCK
3 REGISTRATION CARDS
4 PROJECTED OCCUPANCY
5 PROJECTED AVAILABILITY
6 VIEW BY DAY
7 EXTRAS
6 SERVICE ACCOUNT
*Hotkey*
Reservations - Single
To access
You may add, edit, or cancel single reservations.
Reservations,
press
a & R
User
Guides
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56

Using Perfect STAY
Adding Single Reservations
When you select ADD SINGLE from the menu, the following screen appears. Some
information is mandatory, some optional depending on how management set up the
software.
Room Type: A "pop-up"
similar to the one shown
here appears during the
entry process to assist in
making the reservation. It
lists the available room
types and availability of
each room type. Enter the
User
appropriate room type from
Guides
the list.
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Name: Enter the first few letters of the person's name to search the Guest History for a
match. If a match is found, the system prompts you to verify that this is the correct guest. If
so, the system automatically fills in the name and address fields. If the system does not find
a match, you are prompted to input the data manually.
Number Guests: Specify the number of guests here.
Spec. Inventory: This field allows you to specify if the guest has requested any special
inventory. If special inventory has been "coded", a pop-up appears. Enter special
inventory if necessary. Special inventory is linked to management functions in the system
and may be tracked.
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Perfect STAY

Actual Rate: This
field allows you to
make adjustments to
the room rate. Again,
a pop-up appears to
assist you. Enter the
appropriate adjustment
from the pop-up to
adjust the rate or leave
blank to use default
rate.
Payment Info: Pop-ups
assist you in entering this
information. You must
input a payment type. The
default payment type is
cash. The system identifies
acceptable entries.
If direct bill, you are
provided the opportunity to
input the name and address
of the direct bill. Credit
card payments require card
numbers and expiry dates.
You may enter a credit limit for this guest. Since credit limits (like special inventory) are
linked with other management functions in the system, it is easy to monitor the limits. A
credit card number verification option is available. The screen provides you with a rate
readout based on the discount or surcharge you input. This rate is the base rate without
taxes applied.
User
Guides
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58

Using Perfect STAY
Editing or Cancelling Single Reservations
When editing (changing) or cancelling
(deleting) a reservation, the system always
displays the first guest data screen. If you
are changing a reservation, you are also
able to access the address and payment
windows. You are prompted if this is the
Correct Reservation (Y/N)? When you
press Y and Enter, the system prompts you
to enter the line number you wish to edit.
Enter the line number and press <Enter>.
NOTE: If you change the starting date or
the length of stay of a reservation, the system physically checks the availability of the room
type for the period requested and will advise you if an overbook situation results.
All pop-up data/code screens are displayed when you access the appropriate input fields to
input a change. However, if you change the name or address, the Guest History merge will
not be activated. You can also use the Guest History, Availability, Calculator and Phone
List pop-ups.
Handling Advance Deposits When Editing or Cancelling a Reservation
The handling of Advance Deposits when editing or cancelling a reservation is important.
Increasing, decreasing or entering an Advance Deposit in an existing reservation is
straightforward if there is just one payment type.
Editing a Reservation:
· Edit line number 9 (Payment Info).
User
·
Guides
Verify that A has been specified as the Guarantee type and enter the amount of
the Advance Deposit. Don't enter the increments; enter the total that should be
on file. For example, if a guest increases his or her stay by one day and you
need to increase the deposit from $100 to $200, edit the Advance Deposit field
to read $200. The system will automatically show a payment for $100 by the
payment type on file. The reverse is true for decreasing a deposit on file. A
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refund to the payment type will be recorded by the system. If a payment type is
also necessary, amend the payment field accordingly and the system will record
the additional deposit by the new payment type.
Cancelling a Reservation:
Cancelling a reservation with an Advance Deposit results in an automatic refund to the
payment type on file. You should record this refund on a "Refund Slip" in your cash drawer
and process the proper credit card paperwork.
59
Perfect STAY

Reservations ­ Block
The Block reservations option enables you to manage groups of reservations and to perform
yield management. This menu enables you to perform all the necessary input, changes and
cancelling of Block Reservations. It also provides you with access to all blocks so you can
assign the blocked rooms to guests when you receive the guest lists from the client/group.
Five room types are allowed in a single block reservation. The system accepts up to 99
rooms per room type (based on availability) with user-defined rates. The system is
designed to "block" the number of rooms defined and later enable you to "use" the rooms
blocked. There is also a cutoff date field that enables you to track "blocks" which require
deposits/confirmation by a certain date. If the "cutoff" date is not the same as the checkin
User
date, the system will release the rooms back into the system at the completion of the day
Guides
defined as the "cutoff" date. However, the reservation data is retained in case you need to
reinstate the rooms previously reserved.
**HINT**
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Making more than one block reservation for a particular client/group
If you need to make more than one block reservation for a particular client/group, you will
need to make other block reservations for that same name. Since the system does not allow
more than one entry of the same name, it is recommended that you use a number suffix to
define the different blocks. Just make them Block Name 1, Block Name 2, etc., so that the
system can track them easily for you.
60

Using Perfect STAY
When you access a block reservation to make changes to it or to cancel it, the system
provides you with the following screen, to ensure that you know you are dealing with a
Block Reservation.
Aug. 30/98 Front Desk *Reservations* Edit Blk.

Reservation Information

1 Date December 12, 1998
2 # Nights/Depart 1 December 13, 1998
3 Room Type KING
4 Name BLOCK, SECOND
5 Address ---------------------->
6 Number Guests 1
7 Spec. Inventory
8 Disc/Schg/Rate $34.00 Rate $34.00
9 Payment Info ---------------------->
10 Remarks
11 Remarks
12 Remarks
13 Market Code
Block Name BLOCK 1
Enter Line Number to Edit <1 to 13>
Press <Esc> to Exit or <Ent> to Save Reservtn
The last line on the Guest Data screen identifies the block this guest is with. This assists
you in the management of your checkin. This last line is highlighted on the screen.
User
It is important to note that you do not need to assign names to blocked rooms prior to
Guides
checkin. The system enables checkin of "Unused Blocks" via the checkin menu.
The management of information related to blocks is performed through standard input
menus which enable you to input all of the pertinent information for the block
reservations you are entering, or are accessing, via the Block Reservation menu. The
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input screen accepts the following data in the format shown. Additional screens appear
as shown for client/group name, room type and number of rooms blocked and client
payment information.
The Block Name and Address do not merge with the Guest History database and you will
be required to enter all data manually. Additionally, room rates do not default to the rack
rate you have established in the system for your room types and you are required to input
the negotiated rate during the block reservation creation. You can alter the rate easily at
any time you wish by accessing the block via EDIT BLOCK.
61
Perfect STAY

Aug. 30, 1998 **Reservations** Add Block

Block Reservation Information

Date of Arrival MMMM DD, YYYY
# Nights/Depart 0-999
Block Name XXXXXXXXXXXXXXXXXXXXXXXX
Block Address ------------------------>
Block Rooms ------------------------>
Cutoff Date MMMM DD, YYYY
Payment Info ------------------------>
Remarks XXXXXXXXXXXXXXXXXXXXXXXXX
Remarks XXXXXXXXXXXXXXXXXXXXXXXXX
Remarks XXXXXXXXXXXXXXXXXXXXXXXXX
Market Code XXXXX

Press <Esc> To Exit
ADDRESS XXXXXXXXXXXXXXXXXXXXXXXX
CITY, PROV/STATE XXXXXXXXXXXXXXXXXXXXXXXX
POSTAL/ZIP CODE XXXXXXX
PHONE XXXXXXXXXXXXXX
Advance Deposits and Block Reservations
You cannot handle Advance Deposits directly through the Block reservation. You are
required to manage deposits related to blocks in either of two ways depending on how you
will be dealing with the payment of the blocks. If the block client is pre-paying some or all
of the room on behalf of each block guest, you enter the Advance Deposit when you create
User
or "use" the block. However, if the block client is pre-paying some or all of the rooms, and
Guides
wants room billing handled separately from the guest rooms, you would need to place the
entire Advance Deposit on the room assignment to that client by "using" a room for the
client or group representative.
If the client is also staying on property, place the Advance Deposit on that room assignment
when you use that blocked room. If the block client wants separate billing but is not staying
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on property, use a service account to record the Advance Deposit and the subsequent
billing.
Direct Billing and Block Reservations
The Block system is capable of being set up for Direct Billing to the group client. When
you are planning to Direct Bill, ensure you set up the guest folios properly to handle the
billing and transfers properly and in a manner that is convenient to staff and guests, and yet
accommodates the group client. Refer to "Checking Out Guests" for procedures related to
group checkouts.
62

Using Perfect STAY
Room Type Window
Room TypeAvail
0 - SINGLE (NON SM) -- 1
1 - TYPE 1 -- 1
2 - TYPE 2 -- 2
3 - TYPE 3 -- 2
4 - TYPE 4 -- 1
5 - TYPE 9 -- 1
Two information windows pop up. One displays the room types and the other allows you
to enter the rooms associated with the block.
Room Block Window
*Remember*
Type Rate Made Used
All the standard
pop-up screens
1 SINGLE (NON SM)$0.00 1 0
are available while
2 TYPE 1 $0.00 1 0
working with Block
3 TYPE 2 $0.00 1 0
Reservations.
4 TYPE 3 $0.00 1 0
5 TYPE 4 $0.00 1 0
You may maintain
Guest History on a
group client and
The number of available rooms for each room type appears on the right. The rooms that
display that
appear as available are for the entire stay. Enter the room type desired. The room block
information to
window allows up to five different room types. You are also permitted to change the
assist you. You
default rate by using the backspace key. You are then allowed to enter the number of
also have access
rooms booked for each room type. USED will appear as zero until you assign reservations
for specific guests associated with this block. If a room type is not available for the entire
to discounts,
period requested, an overbooking warning appears. The system allows you to overbook if
payment
desired.
agreements, billing
instructions and User
The cutoff date is for the block. The cutoff date must be less than or equal to the block
guest lists.
Guides
reservation date. When the cutoff date is reached, the unused rooms become available for
other guests.
Payment Type X - XXXXXXXXXXXXXXX
Charge#/Name XXXXXXXXXXXXXXXXXXX
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Company Addr. ------------------®
Expiry Date XXXXX
Credit Limit $9999.99
Taxable (Y/N) X
Guar (Y/N/A) X
Room Deposit $9999.99
The payment screen is identical to that of Single Reservations, but the Advance Deposit is
handled as an amount entered for each reserved block. You would only use this Advance
Deposit entry if you had an Advance Deposit of equal amount for each blocked room
associated with a particular group/client. In the situation where a client was pre-paying
each guest's room by a fixed amount (eg., $100), the system would credit each blocked
room (eg., 10 rooms) at the $100 amount for a cash drawer receipt of $1,000 by the method
of payment entered.
NOTE: Special Inventory and Remarks fields are handled either as a global feature, if used
in the creation of the block, or on individual reservations if entered when you assign a guest
name via the Use Block functions. You can also have these items available to you both
during the creation of a block and when using the block.
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Perfect STAY

Front Desk: Guest History (Alt+G)
You may maintain information about 2000 of your preferred clientele through the Guest
History database. The Guest History database provides integration of repeat guest
information with your reservation and guest activities. It also may be used to track other
important items you may require to operate your property, provide help screens when you
need them and, of course, assist you with your market research.
To access Guest History:
· Select Front Desk from the Main Menu
· Select Guest History from the Front Desk Menu
· Or, Press Alt and G from anywhere in the system
*Hotkey*
To access Guest
History, press
a & G
User
Guides
?
The Guest History information can be established manually and through your Guest
Management in an on-line manner. You may establish a repeat guest database by typing in
the data directly into the Guest History database, and you may add to and maintain this
database through reservations, checkins and checkouts. You may also choose to establish
the database through the Guest History menu.
You may manually create a guest record, edit/view or remove a guest file, convert the data
to ASCII format so that it will be compatible with other programs such as word processors,
mailing label systems, database managers, etc. The Reports options enables you to sort and
print the Guest History database.
64

Using Perfect STAY
Front Desk ­ Guest History ­ Convert to ASCII
One way to use the database is to make it universally compatible with common PC-based
programs like WordPerfect, Q&A, Label Pro, etc. Converting your Guest History database,
or portions of it, to an ASCII format is the way to accomplish this. Once in an ASCII
format, most programs can read and use the data to merge with marketing letters, mailing
label printing and data sorters.
The Guest History ASCII conversion routine can convert your entire database to ASCII,
or it can select records based on characters in the name, postal/zip codes and area codes.
Any combination of these search keys can be used to create the ASCII file. This option
converts the Guest History database into an ASCII file. The resulting ASCII file will be
sorted with each line of data ending with a carriage return/line-feed combination. There
will be no spaces or blank lines between clients.
If you have used all 2000 Guest History files, you need at least 1.2 meg available on your
hard drive to convert the database to ASCII. The file created will be an ASCII file called
CLIENTS.ASC. You can move this file or you can access it directly in the P_STAY
Directory.
Guest History ­ Reports
The Reports option prints out the Guest records. You may search records based on
characters in the name, postal/zip codes and area codes. The following screen displays the
search options.
User
Guides
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65
Perfect STAY

Front Desk: Edit/Move/View (Alt+E)
The Edit/Move/View option in the Front Desk menu enables you to change folio data.
You may update the length of stay, change payment type, taxable status or the room rate.
You may move a guest from one room to another, move from a room to a service account
etc. This option also allows you to view or print folios.
When you select the EDIT/MOVE/VIEW option from the Front Desk menu, the following
options are available:
Editing a Folio
There are several times you may need to edit a folio or service account. You may need to
change the length of stay for a guest and/or change the rate charged for the guest's room.
For example, you may reduce the room rate for a guest that stays over a weekend.
*Hotkey*
· When you select EDIT FOLIO or press ALT+E, you are
To access Edit
prompted to select whether you want to edit a room or
/Move /View,
service account.
press
a & E
User
Guides
· You are then prompted to
enter the room number or
service account number
you wish to edit. (This is
?
an example of editing a
room.)
66

Using Perfect STAY
· You are then prompted to
confirm your selection.
· Enter the line number you
wish to edit and change the
information as needed.
User
Guides
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NOTE: When you change the length of stay of a guest, Perfect STAY automatically
verifies the change. The system notifies you if you are overbooking.
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Perfect STAY

Moving a Folio
There will be occasions when you may need to move a guest from one room to another.
There may also be occasions when a guest may depart for a day or two and then return.
The guest may request that you hold his or her account until the stay is finalized. In such a
case, you can move the guest from a room to a service account (to free up the room) and
then move the guest back to the room from the service account when the guest returns. In
addition, you would make a reservation for the guest corresponding to the return stay. The
MOVE option enables you to move a Room or Service Account to a Room or a Service
Account.
You are prompted to enter the room or service account number to move.
Moving to a Room
If you are moving to a room, the system prompts for Room type and displays a list of
available rooms.
If the room type you requested is not available, the system indicates that you are
overbooking. You can either go back to select another room type or you can approve the
overbooking for the applicable number of days.
Moving to a Service Account
Moving to a service account is basically the same as a moving to a room. However, you do
not select a room type and you cannot overbook. The system displays the available/unused
Service Accounts.
Viewing a Folio (Alt + V)
*Hotkey*
The VIEW option enables you to view or print out a folio or service account without going
To access View
through the checkout routine. The VIEW option is different from a checkout folio in one
Folio, press
significant way. A VIEW folio always displays the outstanding balance and does not show
a paid folio as occurs when you check out a guest, even if you abort the checkout. The
a & V
VIEW folio/account printout states that the amount outstanding is an outstanding balance
User
owing.
Guides
Aug. 30, 1998 Front Desk **View Folio**

1 ROOM
?
2 SERVICE ACCOUNT

Press <Esc> to Return to Edit/Move/View Menu
Again, you are provided the option to VIEW a room folio or a service account. Select the
appropriate option. You are stepped through the folio data, payment data and the
folio/account detail. If you decide to print the folio, you will bypass the viewing of the
folio. When you press <Esc> to exit, you may also print out the folio or press <Esc> again
to exit entirely out of viewing the folio.
Note that the displayed and printed statements reflect a balance ­ that is the difference when
compared to a checkout folio.
68

Using Perfect STAY
Management: Housekeeping
Perfect STAY allows you to track requested inventory and service. In addition, you may
view the housekeeping status on the screen, and print reports providing increased
detail/information.
Inventory Status
The Inventory Status option links with reservations, checkins, checkouts and housekeeping.
Special inventory is monitored through the Housekeeping option in the Management
section. When you select Inventory Status, a screen similar to the one below appears. It
indicates the total items of special inventory, the number in use, reserved, and available.
User
You may also print the inventory status.
Guides
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Special Inventory is set up in the Management section under Configuration. Refer to the
"Configuring Perfect STAY" for details. It is important to note that this feature is not
restricted to inventory, but can be used to track requested services as well.
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Perfect STAY

This Status screen displays the location of inventory when the number (code identifier of
inventory) is in a steady state. A flashing number means that a checkin was performed
that had a Special Inventory or Request attached. The number continues to flash until
front desk staff enters that the inventory/request was satisfied.
The Special Inventory/Request is printed out on the Registration Card, cued on checkin to
assist staff in ensuring the availability/placement of the inventory/request. Reminders are
also provided at checkout or the move of a guest from one room to another.
Housekeeping reports provide reminders of the whereabouts of special inventory and
alert housekeeping of requirements on the Arrivals Report.
Cleaning Log
The Cleaning Log reflects whether a room is dirty or cleaned, provides both a pop-up
screen display of room status, and a printout of cleaning log/room/guest status. The
printed report includes Room Status, Arrivals, Departures and Stayovers. The report also
includes whether special inventory is in a room. A convenient pop-up is also provided to
display Room Status on your screen. The room status displays room clean status and
whether a room is out of service. The display includes options to set the cleaning of a
room, to remove a room from service, and to return it to service.
The Arrivals Report also identifies requested inventory/services for guests arriving
"today". This information is also printed on the Registration Card.
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70

Using Perfect STAY
Utilities (ALT+U)
The Utilities option enables you to perform some unique functions accessing the
Reservation, Guest History, Room/ Guest Data and Financial Data files.
* * U t i l i t i e s * *
1 FORM LETTERS
2 SPREADSHEET EXPORT
3 TRAVEL AGENCY COMMISSIONS
*Hotkey*
4 MKT SEGMENT TRACKER
To access the
5 CREDIT ALERT REPORT
Utilities menu,
6 DIRECT BILL MANAGER
press
7 RESERVATIONS SUMMARY
a & U
8 SNAPSHOT REPORTS
· Form Letters: This option enables you to create form letters and automate
confirmation letters based on your daily reservation activity.
· Spreadsheet Export: This option converts financial data to a format readable by
Lotus and other applications, which are compatible with the Lotus format.
· Travel Agency Commissions: This option tracks Travel Agents and calculates
Travel Agent Commissions.
· Credit Alert Report: This option provides a status report of all guests based on the
folio balance and the Credit Limit established for the guest.
User
· Management Summary: This option provides consolidated and detailed reporting
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of daily activities and revenues.
· Snapshot Reports: This option displays another menu which allows you to view
rooms listed by block.
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Optional Utility Programs are available to properties, which monitor housekeeping activity
(depending on the telephone system capability). These utilities enable you to automate
room status. A Management Utility is available that provided same-day and month-to-date
comparisons, occupancy statistics by room type, and workload analysis; as well as a market
code research program which can research incoming call records, guest history and
reservation files to accumulate frequency data by market code.
NOTE: If you have a requirement for a report that is not offered, contact your dealer. It
may be possible to add the report.
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Perfect STAY

Utilities: Form Letters
The Form Letters option enables you to create form letters that may be used for
confirmations or marketing purposes.
When you select the Form Letters option from the Utilities menu, the following options
are available:
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72

Using Perfect STAY
Creating Templates
You may write form letters for a variety of purposes. You may use any standard text editor
that is capable of exporting in ASCII format. The first step in using this utility is to produce
templates. A template is a form letter containing substitution codes. These substitution
codes take data from system files and merge them into the letter you prepare. You must
take care in establishing substitution codes within your form letters in order to ensure that
the form letter merges the desired data.
First, create a template using the substitution codes. There are a number of predefined
substitution codes in your Form Letters utility.
Code
Replacement Value
[1]
Date
[4]
ABC INN
[6]
Chicago
[8]
Guest Name
[10]
First Name
[11]
Last Name
[12]
Address
[13]
City/Province/State
[14]
Postal/Zip Code
[32]
Manager/Supervisor
[33]
Manager/Position
In order to use your template, you must convert the file to ASCII, name the template, and
copy it to the P_STAY directory. There are a few rules you must follow in naming the file.
First, the templates must have a (.let) extension. The first two letters of the template name
must reflect the database that will be used when the form letter will be written. The
databases that may be used and the corresponding letters are below.
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If searching this database...
The first two letters of the template name must be ...
Single Reservation
SR
Single Cancellation
SC
Block Reservation
BR
Block Cancellation
BC
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Guest History
GH
The six remaining characters in the filename prefix may be any legitimate alphanumeric
characters.
To use your Form Letters, you are given the choice of using it with five categories of the
system. Each category has its own substitution codes. These codes are built into the
system and new codes cannot be added.
When you select a category from the Form Letter menu, you are prompted to choose a
template from the box that appears on the screen. You may either print your form letters or
print out the substitution codes that are currently stored in the system.
If you choose to print the form letter, you are prompted to enter the name of the person
sending the letter, title of the person sending the letter, the initials of the sender, and finally
the typist. Then, you may print a letter for everyone in the file, or you can step through the
file and select the names you want to have the letter sent to.
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Perfect STAY

What to Remember When Creating Template Form Letters
· If you use upper case braces {} rather than square brackets [], the substituted text
takes up only the amount of text available to it, without altering the overall format
of the line. This is useful for creating columns of variable length in a printout.
· When composing a form letter, make sure it does not exceed the length of one
page. This causes alignment problems.
· Each line of the form letter should not exceed 80 characters. This includes the
substitutions. If a substitution forces the line beyond 80 characters, the substituted
text will be shortened to 80 characters. Try to leave room for the largest possible
substituted values.
· Test the new template before using it.
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74

Using Perfect STAY
Utilities: Spreadsheet Export
The Spreadsheet Export creates ASCII, Comma delimited files which are available for
importing by any Lotus compatible program. Five system files may be exported. Perfect
STAY creates the export file and informs you of the file name in the DATA directory.
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
To use the exported file, access it using the chosen application or copy it to a floppy or
directory as necessary to make it available to the application of your choice. If you are
using Lotus, you must import it using the numerical format.
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Perfect STAY

Utilities: Travel Agency Commissions
You may track commissions owed to various travel agents and maintain a database of travel
agents who have forwarded you reservations. You may add agents, change or delete agent
files, assign commissions to an agent's file and print out a Commissions Payable Report.
In order to process commissions you must have a travel agent file established for the agents.
The system provides the following options to handle agents:
TRAVEL AGENCY COMMISSIONS
1) TRAVEL AGENCIES
2) PROCESS TODAY'S CHECKOUTS
3) EDIT COMMISSIONS
4) PRINT COMMISSIONS
Processing Commissions
To process commissions, you access the checkout files each day. The system allows you to
process checkouts manually or you may have the system process only "tagged" checkouts.
Processing "tagged" checkout requires that you use the market code in some predefined
manner. You must set up a market code identification that will enable you to automatically
process the travel commission for the day's checkouts. Otherwise you will be required to
step through each checkout and tag it manually.
From the Utilities ­ Travel Agency Commissions menu, select Process Today's
Checkouts. When this option is chosen, the day's checkouts will be processed. After you
have chosen this option, you are asked if you wish to process all checkouts, or just those
previously tagged.
A - for all checkouts
User
P - for previously "tagged" checkouts
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The checkouts are displayed on the screen one at a time. You are asked in each case
whether commission is owed. You are then prompted to enter the name of the travel
agency. If you do not remember the exact name, press <*> for a list of agents currently on
file. If the agency is not on file, the system asks if you want to add a new agency to your
files. If you answer yes, the system displays an Add Agent screen.
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After you process the commissions you may obtain a list of commissions payable.
Printing Commissions
From the Utilities ­ Travel Agency Commissions menu, select Print Commissions This
option prints the commissions due each agent on file. The printout may be used as a check
requirements guide and serves as a way to track how many reservations a travel agent has
forwarded to your property.
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Using Perfect STAY
Utilities: Credit Alert Report
Tracking the credit limit of guests is important when dealing with room and telephone
deposits. It is also important to track the approved credit amount for guests using a credit
card or who are billed directly.
Select Credit Alert Report from the Utilities menu. You may view and/or print a list of
guests who are over their credit limit, and all guests who have undefined credit. Two reports
may be displayed: the Credit Limit Balance Alerts and Undefined Credit Limits. To toggle
between these reports, use the <ENTER> key. You may print these reports upon
completion of viewing the displays.
This Credit Limit Report is used in conjunction with the F8 key, which pops up the Phone
List. Anytime you pop up the Phone List and see an asterisk (*) on the left side of the room
number, this means that the guest has exceeded the credit limit established. This utility
enables you to scan the rooms easily and rapidly without accessing each room folio.
User
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Perfect STAY

Common Hospitality Procedures
There are a number of transactions, refunds and procedures that must be handled in a
special way. Perfect STAY is flexible enough to accommodate almost any operational
approach.
An important thing to remember is how the cash drawer is affected by certain operations.
Throughout this manual we discuss almost every transaction/entry possible, as well as
corrections, reversals and voids. Review the Checkin/Checkout/Reservations/Guest
History/Charges and Payments sections to find references to almost any transaction and
help screen approach you may need. Don't forget the power of the Guest History pop-up.
You can tailor Guest History records to work as pop-up "help" screens for your
convenience.
Following are some recommendations for common procedures.
Changing the Room Type During the Stay
You may change a room type if a guest decides he or she wants a different type of room.
For example, the guest may want to change from a double room to a single room.
· First, go to the Front Desk Menu.
· Select Option 7: Edit/Move/View Folio.
· Select Option 2: Move Folio.
· Select Option 1: Move to Room.
· When you are prompted to enter the room you want to move, type in room
User
number.
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· The system displays the guest information and prompts you to confirm it. If it is
the correct room, press <Y> for yes.
· Enter the appropriate room type from the list.
· The system will prompt you for a room number for the next room to move. You
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may enter another room number or press <ESC>. You may continue to press
<ESC> until you are back to the Front Desk Menu.
Making Adjustments to the Cash Drawer
To make adjustments to the cash drawer, perform the following:
· Go to the Front Desk menu.
· Select Option 3: Charges and Payments.
· Select Option 3: City Ledger. This option lets you enter monies that were
supposed to be entered but were not.
· Enter the client's name, the amount he or she owes and the payment type. This
will then be posted to the Daily Revenue/Receipts Journal, which is in the Night
Audit of Management.
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Using Perfect STAY
Rate Changes
When you are checking in a guest, you can change the rate by going to the
Disc/Schg/Rate field. Type in the dollar sign ($) and enter the amount that is required.
Rate Change During Stay
If a guest's rate changes during the stay at your property, use EDIT/MOVE/VIEW to
access the folio and EDIT the rate to the new rate on the day of the change. The system
will then post the new rate during Night Audit.
Complimentary Rooms
You can provide complimentary rooms by entering a $0 for a room rate. You should
type the reason for this in the Remarks.
Late Charges
When there are late charges you can make an adjustment in the Late Charges Ledger
option in the Charges and Payments menu. For example, if a guest had already checked
out, and you missed some charges that are owed by that guest, you can enter these
charges with the appropriate payment type. This will be posted to the Daily
Revenue/Receipts Journal. This option can also be used for outstanding charges. If you
want a statement of date charges, you would be advised to set up a direct billing account
in Service Accounts instead. The payment(s) can be made at a later date if you need to
collect the payment.
User
Refunds
Guides
To make a credit to a folio, select Charges and Payments from the Front Desk menu.
Fropm the Charges and Payments menu, select Room/Service Account Folio. Enter the
appropriate room number and the guest's folio is displayed. Press the <Enter> key to
display another screen that shows the folio with all the charges. The system asks you if
there are any adjustments to the account. You may make adjustments at that time.
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Cancellation Fees
Create a Service Account for guests who have cancelled. Enter the charge for the
cancellation in this account. Select Option 4 of Checkin Service Accounts and enter the
guest's name, payment type, and the amount. Assign a service account number. This
allows you to keep track of those charges. To view the charges, select Night Audit from
the Management menu. Select Revenue/Receipts Journals, then Daily Revenue/Receipts
Journal.
Property Cash Drawer Control
From the Front Desk ­ Charges and Payments menu, select Audit Posting of Charges and
Payments. This option allows you to post your receipts and payment information directly
from any department. To correct a charge posted, enter a minus sign before the dollar
amount. All entries are automatically applied to the Revenue/Receipt Journals in
Management.
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Perfect STAY

Review and Maintenance of Telephone Files
To review incoming calls, select Option 9: Call Accounting from the Front Desk menu.
Select option 1 in Call Accounting Functions, then select Multiple Room Status. The
Multiple Room Status option displays all the calls that have been made and the room(s)
they are charged to.
Folio Control
This allows you to keep track of the folios that you print out each day. On the top left-
hand corner there is a number that appears. The numbers range from A0000 to Z9999.
When it reaches Z9999, the system restarts at A0000.
PR Accounts
PR Accounts are service accounts that you can set up for Management purposes. For
example, if the management wants to buy dinner for friends, family or staff, these
charges would be applied to his/her account. This account may also be used for
charitable donations or staff. To set up a PR service account, select the Service Account
option from the Front Desk ­ Checkin menu.
NSF Charges
If you receive an NSF check and need to charge for it, you may enter it into a Service
Account (option 4 from the Front Desk ­ Checkin menu), which enables you to print a
folio. You may also enter it into Audit Posting (option 4 from the Front Desk ­ Charges
and Payments menu). Audit Posting will only keep it for that day but it will be included
on the Revenue/ Receipts Journal Report.
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Gift Certificates
Your hotel may offer Gift Certificates. You may give the guest a complimentary room
(see complimentary). If you want to keep record of your gift certificates, you can create a
service account for gift certificates. To create a service account, select option 4 from the
Front Desk ­ Checkin menu. It is recommended that you use a specific range of Service
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Accounts to track your gift certificates.
Split Billing
Option 3 of the Front Desk ­ Checkout menu allows you to split the bill or folio. First
you are prompted to enter the room. The folio is displayed. Press <Enter>. Print Out
Folio is displayed. Press <Enter> again and the system asks if there are any adjustments.
Press <Enter> again. The system prompts you to enter the guest's name who is splitting
the bill. It then prompts you to enter the dollar amount the guest is paying.
Holding Account
Holding account allow you to keep a guest registered in your hotel without checking him
out. You may have a guest that is leaving and returning in a couple of days. You can
transfer his or her folio to a Service Account. Then when the guest returns, you can place
him or her back into a room.
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Using Perfect STAY
Day Room
If a guest is checking in for just a few hours in a day, you can check that guest in as you
would any other guest. If you want to keep a record of the day room, you can create a
new payment type. Select Option 3: Configuration from the Management menu. Then
select Option 1: Edit Configuration. Select Sales Billing Data and enter the new payment
type.
Weekly/Special Rates
There are two ways to accomplish the billing of special package rates. You can either
divide the number of days into the special package rate and post that rate daily, or you
can set the room rate to <0> and manually post the package rate through
Charges/Payments.
Monthly Stays
Guests who stay more than 30 days are usually nontaxable guests who are not required to
pay the Bed/Room/Occupancy tax. At the end of the month, or at anytime, change the
taxable status of the guest to nontaxable and the folio will be presented without tax.
Gratuity/Paid Outs
You can easily accomplish Paid Outs for COD deliveries, services and gratuities. First
you should have a PAID OUT and/or GRATUITY code entered in the Billing Setup.
Then enter these transactions as a negative (-) payment because they result in money
coming out of the cash drawer.
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Cash Advances to Guests
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Some properties provide guests with cash advances on their folios based on their credit
card capacity. If you provide this type of cash advance, post it as a negative (-) payment
to the guest's folio.
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Nontaxable Guests
Often, Government and Military employees are not charged Room/Bed/Occupancy tax if
the guest is on duty or business status. Anytime a nontaxable guest stays at your
property, you can set the tax status to "No" in the Payment section of the folio or Service
Account. If the guests want to charge other items to their folios, it will be necessary to
run an incidental folio (Service Account) for them to track the taxable items (sales tax).
A nontaxable guest may also choose to stay after the business/duty term. If this occurs,
you will need to check out the guest at the end of the nontaxable period and check the
guest back in as a taxable guest for the taxable period.
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Perfect STAY

Phone and Key Deposit/Refund
Frequently properties request deposits (beyond the room and tax deposit) from cash-
based guests. This system can record the total deposit at checkin, or, if you want two line
items on the folio, you can post the special deposits separately in Charges/Payments after
the checkin.
Refunding deposits, or the remainder of a deposit, does not require any special entries.
When you check out the guest, the system will automatically refund the surplus deposit.
The system notifies you that this will occur and the folio will state that a deposit was
necessary by the payment type established on the folio. All refunds automatically subtract
the refund amount from your Cash Drawer by the payment type shown on the folio.
Cash Guest Checkins
There are two ways to handle a guest who wants a receipt at checkin. You can create a
folio with a room deposit by accepting the deposit and entering it in the checkin routine.
Select VIEW folio and print out a folio for the guest, which shows the deposit. A guest
who wants a completed folio is more complex. In this case, it is recommended that you
check the guest in with a (O) room rate because you will be manually posting the room
charge. However, take the deposit through the checkin deposit input. After the checkin
is complete, change to checkout and check out the guest remembering to adjust the folio
by entering the room rate (the tax will be applied automatically) when prompted to do so.
Continue to print out the folio, but DO NOT REMOVE the guest from the system.
Removal of the guest will affect occupancy as well as the housekeeping reports. Remove
the guest after you complete the night audit and have printed your housekeeping reports.
There is another way that this type of guest can be handled. It is possible to provide the
guest with a confirmation of the deposit either through the VIEW option or on the
User
Registration Card. Then later, after the Night Audit is completed, provide a copy of the
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finalized folio in an envelope to the guest either under the door or in a guest mailbox for
that purpose.
Voids/Reversals/Corrections
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This system is designed to track every item entered into the system as well as post every
entry made to a folio or a service account. This means that you cannot "delete" a mistake.
You can only reverse the mistake by inputting an equal, but opposite, entry to offset the
mistake and then input the correct entry.
In the case where you end up with a folio that contains a lot of mistakes, and you want to
"VOID" it, you must reverse out each item so the folio ends up at zero balance. You
would check out this folio, resulting in no payment required, and then check the guest
back in. When you re-enter all of the charges and payments again (this time without the
mistakes), the folio will be in a presentable state and your revenue/receipts for the day
would be correct.
Basically everything you reversed out and everything you re-entered would balance out.
Only the errors which were reversed out would affect the revenue/receipts balances for
the day.
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Using Perfect STAY
Reinstating a Folio
If you have checked out a guest prematurely, and it is not acceptable to create a second folio
or to use the late charges ledger due to the nature of the guest, then you can re-instate the
folio. The difficulty in doing this will depend on how complex the folio was. You will
need a copy of the folio you checked out inadvertently in order to re-enter it, otherwise you
will only be able to enter the bulk amounts based on records in the checkout audit (you can
get this by printing out your checkout audit trail). The re-instatement is based on two
separate, but very important, input schedules.
First, using AUDIT POSTING in Charges/Payments, you must enter the reverse of every
item that was present on the checked out folio. These reversals adjust the revenue and
receipts that were on the folio. When you re-instate the folio by checking it back in and
reposting these items, your revenue and receipts balances will be correct and basically
represent (0) impact. After you have re-instated the folio, any new charges and receipts will
be reflected in the revenue and receipts balance.
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Perfect STAY

The EXTRAS Menu and Features
There are EXTRAS menus throughout the system which include special routines or DOS
batch files that let you perform backups, view audit files, and view and collect unprocessed
calls. The EXTRAS menus can also include "Calls" to other applications that compliment
your operation of the system. CO/Session is such an application, accessed through the
EXTRAS menu located in Management. CO/Session selection enables you to temporarily
exit from the system and to use this application to communicate with the support Bulletin
Board, or link up with your dealer's support computers to obtain diagnostic, maintenance or
training assistance.
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84

Call Accounting
Call Accounting & Rating System
Introduction
The Call Accounting section of Perfect STAY is divided into two parts: 1) Call
Accounting and 2) Rating System. Call Accounting tracks and manages long distance
calls and charges. It enables viewing the status of calls for a room, printing out of calls
for a room, posting long distance charges, and reconciliation of monthly long distance
*Remember*
charges. The rating system is described in the Perfect Stay Installation and Maintenance
The computer
manual.
needs to be turned
on all day so that it
can capture calls
24 hours a day.
Accessing Call Accounting
After Call Accounting is installed, various parts of the system can be accessed by pressing
Alt and T or through the following menus of the system:
1 FRONT DESK
2 MANAGEMENT
4 EXTRAS
*Hotkey*
For all hotels/motels it should be accessed through (1) FRONT DESK.
To access Call
Accounting, press
a & T
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Perfect STAY

Call Accounting Functions Through the Front Desk Menu
Selecting Call Accounting from the Front Desk menu presents the following options:
1. Multiple Room Status
2. Reports
3. Post All Calls
4. Post Individual Calls
5. Delete Monthly Calls
6. Manual Entry
7. Write Calls To File
8. Extras
Multiple Room Status
Multiple Room Status displays the status of the calls, whether they have been posted or
printed, and the charges associated with each of the calls. Up to ten rooms are displayed
on a screen at a time. The room number and status (occupied or unoccupied or out of
service) is displayed along with the number of calls in each category. The screen
displays the number of calls that are collected, but not permanently moved to a folio
(UNPOSTED), physically moved to the folio permanently (POSTED), or have bypassed
the folios/rooms (EXCEPTIONS). It also displays the number of calls that have been
printed in each category.
NOTE: An exception call may occur when a guest is checked out of a room before a
collect is done. The Call Capture system makes this an exception call so that the previous
guest's call(s) will not appear on the new guest's folio. This applies to CARS only; no
collect is required for network autoquote.
Aug. 30/98 Front Desk *Call Acctg* Mult Rm Sta
User
Rm Room Unposted Posted Exception
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Nbr StatusUnprPrtdUnprPrtdUnprPrtdOth
100 Occpd -- -- -- 8 -- 16 --
101 Occpd -- 5 -- -- -- 10 --
102 Occpd -- -- -- -- -- -- --
103 Unoccpd -- -- -- -- -- -- --
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104 Occpd -- 7 -- -- -- 14 --
105 Occpd -- 1 -- -- -- 2 --
106 Occpd -- -- -- -- -- -- --
107 Unoccpd -- -- -- -- -- -- --
108 Unoccpd -- -- -- -- -- -- --
109 Occpd -- -- -- -- -- -- --
Press <Enter> to Continue...
The <PgUp> and <PgDn> keys scroll the window one screen (10 rooms). Pressing the Ctrl
key and <PgUp> or <PgDn> scrolls the window 5 screens (50 rooms). The <Home> key
displays the first screen of rooms and the <End> key displays the last screen of rooms. The
Up and down arrow keys will move the selector arrow to the different rooms. Pressing the
<right arrow> will allow the user to see a detailed description of the calls for the room
selected.
This screen gives a detailed description of each of the calls for the room including the
charge for the call. It also shows whether the call is posted, unposted, or an exception.
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Call Accounting
Reports
The following menu items are available when you select the Reports option from the Call
Accounting menu:
1. Unposted Calls
2. Full Posted Calls
3. Client Posted Calls
4. Exceptions
5. Unknowns
6. Monthly Calls
Reports: Unposted Calls
This option prints out the calls that have not yet been posted. You may print unposted calls
for single rooms or all rooms. For a single room enter the room number, for all rooms enter
the asterisk (*) at the room number prompt.
This report contains the following information:
Room Number
The room to which the call is charged.
Caller's Name
The name of the person who made the call (if
supplied).
Calling Phone
The number of the phone from which the call was
made.
Date

The date the call was made (MM/DD/YY format).
Connect Time
The time the call was made, 24 hour format
(HH:MM:SS).
Length of Call
The duration of the call in minutes (Format
MMMM:SS).
Charge of Call
The amount charged to the call. Surcharge and taxes
are not included in this amount.
Number Called
The number of the phone that was called.
Status
For Network Autoquote Only. Status of the call from
the telephone company. Indicates whether the
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telephone company had to try more than once in order
to send the charges and call information.
Call Modify
The single letter code used by the telephone company
to denote the type of call.
Carry I.D..

Code used by telephone company.
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Reports: Full Posted Calls
The Full Posted Calls Report is a management report. This option prints out a detailed
report of posted calls for a room or rooms. For a single room enter the room number, for all
rooms enter the asterisk (*) at the room number prompt.
The Full Posted Calls Report contains the same information as the unposted calls report
except that the surcharge and tax amounts are included in the report. The total taxes on the
calls are calculated at the bottom depending upon which option was selected during the
configuration of the surcharge information. If all rooms are selected for the Full Posted Call
Report, a revenue breakdown of the calls is printed out, after the Full Posted Calls Report is
printed. This includes the total charges of the calls, the total tax amounts, the total
surcharge amount, and the total surcharge tax amount.

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Perfect STAY

Reports: Client Posted Calls
This option prints out a less detailed report of posted calls for a room. It has the surcharge
and taxes included in the charge of the call. The Client Posted Calls Report can only be
printed for a single room. The Client Posted Calls Report contains the following
information: Date, Connect Time, Length of Call, Number Called, and Charge of Call
(including surcharge and taxes). The grand total of all charges for the room is printed at the
bottom of the report.
Reports: Exceptions
This option prints out all calls that have been made exceptions (for all rooms). This report
contains the same information as the Unposted Calls Report. After you have printed out the
Exceptions, the system asks you if you wish to delete them. Exceptions can only be deleted
after they have been printed successfully.
This report helps to determine why the calls for a room were made Exceptions. You should
be able to determine from the report where the calls should be posted. To post an
Exception, you need to manually enter the call and charge in the Manual Entry option of
Call Accounting Menu.
If the Exceptions cannot be matched to a guest or room, it is recommended that you notify
the telephone operator immediately.
You should print Exceptions at least once a day (preferably once per shift). Exceptions and
unknowns are still available after deleting from the Monthly Call Report.
Reports: Unknowns
This report prints out all calls that are unknown (do not correspond to a room, etc.). It
contains the same information as the Unposted Calls Report. As with Exceptions, the
system asks you if you want to delete the unknown calls once they have been printed. The
User
Unknowns Report should be printed at least once each shift. Unknowns and Exceptions,
Guides
after having been deleted, are still available from the Monthly Call Report.
Reports: Monthly Calls
When calls are posted to a folio, they are added to a monthly file corresponding to the date
of the call. After Exceptions or Unknowns are deleted, they are added to the monthly file
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corresponding to the date of the call.
If any calls exist with corrupt dates, they are automatically placed into a month 13 file. If
any calls are present in month 13, the system will ask you if you want to print out these
calls as a corrupt date report. You can then use this report to try and reconcile the calls that
have corrupt dates with the telephone bill.
Post All Calls
This option enables posting of all unposted calls for a room or rooms.
Post Individual Calls
Post Individual Calls allows you to post individual calls for a room, or to make the call an
exception.
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Call Accounting
Delete Monthly Calls
This option allows you to delete the file that contains a copy of all calls for a month.
Monthly calls are in ASCII format. They may be loaded into a word processor or
spreadsheet if desired.
NOTE: Deletion of a monthly file can only happen if all calls in that month have been
printed. This is to ensure that the file is not deleted before it is verified against the phone
bill.
Manual Entry
This option can be used to manually enter call information for a room. It can be used to
enter a call that was made an exception or an unknown call (i.e., call sent to wrong room or
room number was corrupted, or if a operator quoted call is received). The client's name
defaults to the name of the guest staying in the room and the date defaults to the current
date. The cost of the call is posted without the surcharge or taxes added onto it, unless the
taxes are normally included in the charge by the telephone company.
Write Calls to File
This creates a backup of the calls in the system. It should only be used when your dealer
instructs you to perform it, usually if error messages are continually appearing when using
Call Accounting. This option writes the calls to DOS file "CMRDAT.10D" in preparation
for a backup of the system. Your dealer uses this file to for diagnostics.
Extras
This option is used to bring "collect" in the rated calls from the switch to post them to the
guests folio.
User
Guides
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Utilities
The Utilities menu in Call Accounting allows you to collect calls when necessary while
in the Call Accounting menu or to change/view the CARS setup.
Call Markups and Surcharges
Call Markups and Surcharges are comprehensive and the call markup features included
with this system permit all calls to be posted at the regular telephone rates plus a user
determined percentage markup or surcharges. Several different markup tables can be used
simultaneously and applied to calls based on room/extension, trunk, account or dialed
number.
User
Guides
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90

Call Accounting
How Call Accounting Integrates With Guest
Management
The following information will help you understand how Call Accounting is integrated with
the Guest Management.
Check-In
When checking in a guest, the system checks to see if there are any calls assigned to that
room. If there are calls present for that room, the system displays a warning message and
charges the calls present, so that the next guest checking in does not get charged for these
calls. The exceptions that occur should be checked immediately to determine who the
charge belongs to. Unresolved exceptions should be verified with the telephone operator.
Check-Out
The system automatically checks for unposted calls when checking out a room. If it finds
unposted calls for the room, you are asked if you wish to post the calls. The following
window is displayed in the checkout screen:
Aug. 30, 1998 Front Desk *CHECKOUT* Room
If Perfect
Guest Information
STAY finds
Date August 23, 1998
unposted calls
# Nights/Depart 20 August 23, 1998
when you are
Room Type Smoking Single
checking out a
Name Smith, L.
guest, you are
Address 123 Elm St., Anywhere,SC.
asked if you
Number Guests 1
wish to post
Spec. Inv. 2 5
the calls.
Disc/Schg/Rate $45.00
Payment Info
User
Guides
Remarks Unposted Calls Exist
Remarks You will not be able
Remarks to check out of the
Market Code room unless the calls
are posted

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Post the calls? (Y/N)

Press <Esc> to Exit to Front Desk Main Menu

There are two checks for unposted calls when you are checking out a guest. It
automatically checks when you type in the room number and it also checks just before you
remove the guest from the room. This ensures that no calls for the room were received
while checking out the guest. If a warning message appears you will not be allowed to
check out the room.
The system also asks you if you want to print out the calls for the room before you check
out the guest. This generates a report similar to the Client Posted Calls Report. If you have
not printed the calls, this is your last chance to print them. The calls are removed from the
system after checkout and the monthly file will contain the only information on the calls.
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Transfer Charges
Transfer options are also affected by Call Accounting. You are not allowed to transfer a
guest's charges unless all calls have been posted for the room being transferred. If unposted
calls exist, the same window message that was shown in checkout appears. This allows you
to post the calls now without having to exit and go to Call Accounting to post the calls. As
with checkout, there are two checks for calls in the transfer option: one when entering the
room and one just before removing the guest. Again, if calls are present at the second
check, you cannot transfer the charges until the calls are posted.
You should always use an authorization code when billing a call from one room to another,
or a fax to a room.
Move Folio
The Move Folio option is similar to both the Checkout and Transfer options. You are not
allowed to move a folio that does not have all of the related calls posted. It displays a
window that enables you to post the calls automatically without going into Call Accounting.
It has two checks as well to ensure that no calls were received during the move. As with
Checkout and Transfer, the system asks you if you want to print out the calls for the room
before you move the guest.
Management ­ Configuration
Management includes several additional features which customize Call Accounting to the
needs of a property. These features are included in the Configuration option of the
Management menu.
NOTE: A "Long Distance" or "Telephone" charge code must be present in order for Call
Accounting to post charges. The long distance or telephone code is entered by editing the
sales billing data and specifying a long distance or telephone charge type.
User
Guides
Edit Configuration (Telephone Setup)
An additional option is included in the Edit Configuration menu. This option controls the
surcharge and tax rates for telephone calls.
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NOTE: All taxes and surcharges must be the same as in the rating system part of CARS.
This is absolutely necessary if you are also using network autoquote.
When you selecting the telephone setup option, the following menu is available:
1. Surcharge Data
2. Taxes Data
Surcharge Data
Surcharge Data allows you to add a surcharge for long distance calls. This is applied to
each call in order to cover expenses associated with guests using the telephone. The
surcharge can be either a fixed amount (i.e., $l.00 per call) or it can be a percentage of the
long distance charge. This amount can be added to each call or included as a lump sum at
the bottom of the various reports. The surcharge may also be taxed.
Taxes Data
Taxes Data is used to specify the taxes that are applied to the long distance charges. Up to
three different levels of taxes may be specified; as well different levels of taxes may tax
other levels of taxes.
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Shift Changes and Audits
Shift Changes and Audits
Three distinct shifts and cash drawers have been designed into the system to facilitate
standard shifts for a 24-hour desk or two shifts plus an audit shift for a property which
does not have a 24-hour operation. The philosophy behind this design is to have the first
two shifts handle the bulk of transactions (e.g., checkout in the a.m. and checkins in the
p.m.) and the third shift predominantly handles the night audit. This approach facilitates
audits and cash drawer reconciliation with each shift's audit trail easily presented
separately.
The cash drawer for each shift tracks the receipts during the shifts and is broken down
into each payment type accepted by the property. The cash drawer also breaks out the
direct billings that were incurred for each shift and the payments received on account.
The cash drawer for each shift should be reconciled prior to advancing to the next shift.
A shift change should include the following steps:
· Print out Cash Drawer.
· Print out Shift Transactions.
· Complete Cash Drawer Worksheet based on cash count.
· Reconcile checkouts, checkin/deposits and reservations/advance deposits with
registration cards, property copies of the folios, credit card slips for advance
deposits and gift certificates and payments on folios.
· Reconcile payments on account received.
· Correct omissions by posting them in normal manner.
· Correct incorrect checkout or deposit payment types by using the audit posting to
adjust the incorrect payment type (negative) and to input the correct payment type.
· Correct incorrect amounts by reversing the incorrect amounts and inputting the
correct amount (through charges/payments).
When your cash drawer is balanced, you should also print out the following reports, if you
User
have not printed them to perform your reconciliation:
Guides
· Room List
· Arrivals List
Advance to the next shift and perform your handover to next shift.
The menus required to perform the end-of-shift activities are briefly described below.
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Aug. 30, 1998 Front Desk **Status**

1 EXPECTED ARRIVALS
2 ROOM LIST
3 PHONE LIST
4 SERVICE ACCOUNTS
5 HOUSEKEEPING
6 SHIFTS MENU

Press <Esc> to Return to Front Desk Main Menu
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Print Expected and Single Block Arrivals Lists
Access the Status Menu from Front Desk. Select Expected Arrivals. Don't forget to print
both the Single and Block Arrivals lists. Forgetting the Block Arrivals could be a serious
omission.
Accessing the Shifts Menu
The Shifts Menu provides all of the options to print out Cash Drawer Reports, and Audit
Trails as well as change to the next shift.
Aug. 30, 1998 Front Desk **Status**


1 CHANGE SHIFT
2 CASH DRAWER TOTALS
3 SHIFT AUDIT REPORTS


Press <Esc> to Return to Status Menu
Print Cash Drawer Totals
Three Cash Drawers are tracked in the system in conjunction with the three shifts provided.
The Cash Drawer provides the receipt-based totals for all payment types set up for your
property. There is no accrued revenue information provided in the Cash Drawer reports.
Select Cash Drawer Totals from the Front Desk ­ Status Menu.
Aug. 30/98 Front Desk *Status* Csh Drawer Ttl

1 MORNING SHIFT
User
2 AFTERNOON SHIFT
Guides
3 NIGHT SHIFT
4 ALL SHIFTS

Press <Esc> to Return to Shifts Menu
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You may view or print one the shift Cash Drawers (Morning, Afternoon, Night). You may
also select All Shifts and the system will step you through the three shifts.
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Shift Changes and Audits
Aug. 30/98 Front Desk *Status* Csh Drawer Ttl
BREAKDOWN OF RECEIPTS FOR MORNING SHIFT
Example of Cash


Drawer Total
CASH/CHECK $ 180.95
Report for the
VISA $ 560.50
Morning Shift.
MASTERCARD $ 265.68
AMEX $ 330.69
ROUTE

TOTAL RECEIPTS $1,413.00
FLOAT/BANK AMOUNT $ 200.00


CASH DRAWER TOTAL $1,613.93


DIRECT BILLING $ 200.68
PAYMENTS ON ACCT. $ 150.75


Press <Esc> to Exit
The Direct Billing total reflects the amount accumulated through checkouts that is assigned
to Direct Bill. This amount may be transferred to an external accounts receivable or your
**Note**
own internal late charges, etc. City Ledger transfers to Service Accounts are not reflected in
these totals. The Payments on Account represents payments received for internal late
We encourage you
charges, etc. and/or payments received for external Accounts Receivable.
to print transaction
reports at the end of
each shift, to verity /
Print Shift Audit Reports
reconcile the cash
drawer, and post any
The system retains every transaction and entry related to reservations and room changes for
corrections prior to
User
Guides
each shift. This enables staff, night auditors and owner/managers to retrace activity at the
the next shift signing
front desk. Select Shift Audit Reports from the Front Desk ­ Shifts Menu. The Shift Audit
on.
Reports option allows you to print either Transactions or Audit Reports for your shift.
Aug. 30/98 Front Desk *Shifts* Audit Reports
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1. Audit Reports for Morning Shift
2. Transactions for Morning Shift
3. Audit Reports for Afternoon Shift
4. Transactions for Afternoon Shift
5. Audit Reports for Both Shifts
6. Transactions for Both Shifts


Press <Esc> to Return to Shifts Menu
Transactions reports include only entries made by you that had a monetary impact on the
cash drawer. A different transaction report is provided for types of transactions and types of
payments. Audit Reports provide a complete report that includes each entry you made
into the system during your shift. The appropriate Transactions report is normally what is
needed to reconcile your cash drawer, but there may be times when printing out the full
audit will be required to reconcile.
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Change to the Next Shift
The system controls three shifts and allows you to move from morning to afternoon, and
afternoon to evening. Changing from one shift to another requires only that you respond to
a prompt presented on the screen. Select Change Shift from the Front Desk ­ Status menu.
Aug. 30, 1998 Front Desk *Status* Change Shift

Do you want to change from Afternoon to Night
Shift (Y/N)?

Press <Esc> to Exit
To change the shift, press "Y" and <Enter>. NOTE: You cannot go backwards. Once
you elect to advance the system, you must stay in the shift selected. Changing back to
morning shift is controlled through the "Night Audit" option in the Management menu
and is controlled through the "Reset Audit" option.
User
Guides
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96

Night Audit
Night Audit Guide
The Night Audit is an integral part of the system. It functions to close off one day and
advance to the next day. It ensures that all activities during the day, in all shifts,
accurately reflect the checkins, billings, checkouts, reservations, deposits and payments
on account that occurred.
The night auditor verifies that these activities were all recorded correctly, that none were
omitted and that the revenue and receipts are accurate. The auditor reviews the shift audit
trails and reconciles them with the transaction reports from credit card machines, cash
drawer paperwork, daily folios, advance deposits and payments on account.
Additionally, after posting room and taxes, any outstanding charges from other areas of
the property, and collecting/posting all outstanding phone calls, the night auditor reviews
all billings in the system by reviewing the Daily Guest Ledger and comparing it to the
paper and computer audit trail.
After verifying the daily activities, the night auditor performs the system backups
(consistent with the property's policy) and advances the system to the next day.
Late Checkins are handled according to property policy. Procedures for Late Checkins
are outlined in the Hospitality Procedures section. It may also be necessary to post some
corrections to the system after the night audit. These corrections should be entered and
noted as corrections on the internal paperwork.
After advancing the system to the next date, the night auditor should print out the
Housekeeping reports as well as a Room and Phone List for the morning shift.
User
Guides
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Performing a Night Audit
To do a Night Audit it is recommended that you first review the cash drawers of the two
previous shifts and print out a room list and the shift audits you think may be needed to
reconcile the cash drawers. All these reports are available from the Status Option in the
Front Desk menu. Check the paperwork left by the previous shifts to see if they left audit
reports for you. If they did and reconciled their cash drawers, you may only need to
verify that they did not alter the cash drawers and that they still reflect the totals they
signed off. Now you should retrace the manual paper trail to ensure that all necessary
transactions were entered on the appropriate shifts.
Verify the Room List
Select Status from the Front Desk menu to view the Status options.
Aug. 30/98 Front Desk **Status**


1 EXPECTED ARRIVALS
2 ROOM LIST
3 PHONE LIST
4 SERVICE ACCOUNTS
5 HOUSEKEEPING
6 SHIFTS MENU


Press <Esc> to Return to Front Desk Main Menu
You use the Room List report to physically check whether the system reflects the actual
rooms occupied, or in some cases are not occupied. You also use this list, or an updated
list after you make corrections, to verify that the proper rates are entered for each room.
You want to ensure that rates are appropriate prior to posting Room and Tax.
User
Guides
Verify the Shift Audits
And finally, if you need to print out any shift audits, select Shift Audit Reports from the
Front Desk ­ Status ­ Shifts menu.
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Aug. 30/98 Front Desk *Shifts* Audit Reports


1. Audit Reports for Morning Shift
2. Transactions for Morning Shift
3. Audit Reports for Afternoon Shift
4. Transactions for Afternoon Shift
5. Audit Reports for Both Shifts
6. Transactions for Both Shifts


Press <Esc> to Return to Shifts Menu
If you find a discrepancy, note it for feedback and post it on your shift. Continue to
verify the work of the previous shifts until you are satisfied that these shifts are correct.
Next you will finalize the day by posting room and tax, posting calls and any other
outstanding charges.
98

Night Audit
Finalizing the Posting for the Day
Now you are ready to perform the Night Audit Postings. Normally, you perform the
following steps:
1. Post Manual Charges (Dining, Bar, etc.)
2. Post Manual Room and Tax (if necessary)
3. Collect Calls and Post to Folios
4. Post Room and Tax (System Routine)
Post Manual Charges
You perform manual postings through the Charges/Payments option in the Front Desk
menu.
Aug. 30, 1998 Front Desk **Charges/Payments**


1 ROOM/SERVICE ACCT. FOLIO
2 LATE CHARGES LEDGER
3 CITY LEDGER
4 AUDIT POSTING


Press <Esc> to Return to Front Desk Main Menu
You also use the Charges/Payments option to post any corrections needed to bring the
system up-to-date to reflect the day's activities. Common corrections would be
performed through Late Charges Ledger and Audit Posting. The Late Charges Ledger is
appropriate to post charges and payments for a guest who has already checked out. Audit
User
Posting is used to post payment type or billing code errors where you want to reverse out
Guides
the error and post the proper code/transaction to correct the revenue/ receipts reports.
Audit Posting is also used to post any charges/ payments that are not folio or service
account based. This is how you would post external revenue/receipts (gift shop, dining,
bar, concession, etc.) into the system.
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Collect Calls and Post to Folios
Select Call Accounting from the Front Desk menu to collect and post outstanding calls.
Selecting the Call Accounting Menu automatically activates "Collect Calls".
Aug. 30, 1998 Front Desk **Call Accounting**


1. Multiple Room Status
2. Reports
3. Post All Calls
4. Post Individual Calls
5. Delete Monthly Calls
6. Manual Entry
7. Write Calls to File
8. Extras


Press <Esc> to Return to Front Desk Main Menu
Three things need to be performed from the Call Accounting menu.
1. Print out and delete Exceptions and Unknowns to check if any calls need to be
posted into occupied rooms. If there are such calls, post them using the Manual
Entry option.
2. Post All Calls. Select this option from the menu and respond as necessary to
have all unposted calls posted to the occupied room folios.
3. The next step involves the automatic posting of room and tax by the system
based on the rates established in the room folios. This is why it was important
to verify the room rate specified in the Room List as that was the rate that would
be posted by the system.
User
Guides
Post Room and Tax
Select Night Audit from the Management Menu. The below menu is displayed.
Aug. 30, 1998 Management **Night Audit**
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1. Post Daily Room and Tax
2. Revenue/Receipts Journal
3. Guest Ledgers
4. G/L Recap
5. Shift Audit Reports
6. Extras
Press <Esc> to Return to Management Main Menu
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Night Audit
Select Post Daily Room and Tax
Room and Tax will be Posted as Per Each Room's
Effective Rate
Press <Esc> to Exit, or <Enter> to Post Daily
Room and Tax
Respond to this prompt to proceed and the system will take between 30 seconds to a
minute and a half (depending on the number of rooms) to post the room and tax. When
the system is finished posting Room and Tax, it returns to the Night Audit Menu.
Verify Daily Revenue/Receipts and Daily Guest Ledger
From this menu select Revenue/Receipts Journal and print the daily report (DO NOT
RESET). Select Guest Ledgers and print the daily ledger. Review these reports to verify
that each room reflects the appropriate charges and deposits. The Daily Guest Ledger
provides a list of each room with the charges and payments posted "today". With these
reports you should be able to verify that the system reflects all transactions that were to
occur.
Print Cash Drawer Reports
If you are satisfied that all rooms and service accounts are correct, proceed to the Status
Menu in Front Desk to obtain a printout of your Cash Drawer.
Print Transactions Report for your shift
User
Guides
Return to Night Audit and print out the TRANSACTIONS for your shift. If you
encounter problems, it may be necessary to print one or more Audit Reports as well.
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Back Up the System
When you have completed all necessary postings in the system and you are prepared to
finalize the audit, you need to back up the system. Select EXTRAS from the Night Audit
Menu to proceed with backups.
Aug. 30, 1998 Management *Night Audit* Extras


1 BACKUP DATA
2 COPY DATA TO INNPLAY
3 TRANSACTION BACKUP
4 VIEW OLD TRANSACTIONS
5 COPY AUDIT FILES
6 ROOM RATER
7 MANAGEMENT SUMMARY
8 MGR REPORT
9 CREDIT CARD UTILITIES


Press <Esc> to Return to Mgt Night Audit Menu
You will perform the BACKUP DATA, TRANSACTION BACKUP and COPY AUDIT
FILES routines at this time. (Based on policy, you may perform additional backup
activities later.) The reason that you perform the backups now is so that you will have the
financial files and audit trails intact in the backup files because, later in the Night Audit,
you will be resetting some of these files to zero.
When the backups are complete, print out required system reports. It is recommended that
at least the following reports are printed:
User
· Daily Revenue/Receipts (RESET)
Guides
· Month-to-Date Revenue/Receipts (RESET AT MONTH END)
· Consolidated Guest Ledger
· Period Guest Ledger
The YEAR-TO-DATE and GENERAL LEDGER RECAP are printed based on the
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property's requirements. The Year-to-Date Report must be printed out and RESET on the
last day of your fiscal year so you can track the next year.
The Period Guest Ledger is an important report you should keep a copy at the front desk in
the event of a power failure. This report can be used as emergency folios to handle
checkouts until the power is restored.
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Night Audit
Reset the Shift Records
Aug. 30/98 Management Night Audit *Audit Rep*


1. Audit Reports for Morning Shift
2. Transactions for Morning Shift
3. Audit Reports for Afternoon Shift
4. Transactions for Afternoon Shift
5. Audit Reports for Night Shift
6. Transactions for Night Shift
7. Audit Reports for All Shifts
8. Transactions for All Shifts
9. Reset Shift Records


Press <Esc> to Return to Night Audit Menu
Resetting Shift Records not only purges the Transaction and Audit records; it also resets the
Shifts. If you still in the Evening Shift on a new day, you did not RESET SHIFT
RECORDS. Be sure to RESET them before you enter data into the system.
Advancing the System
Now you are ready to EXIT the system and advance it to the next day. This is also the
time when you would perform additional backup activities that the property may require.
These can be performed through the EXTRAS.
Re-start the system and advance the date to the next day when requested. The system
will re-index its database and be ready for operation in the next day. You can now print
out the Housekeeping and Front Desk reports to prepare for the new day.
User
Guides
NOTE: If you are on a network with a multiuser system, you need to verify that the
"Date" screen is always displayed. If the date screen is not displayed, ensure that all
terminals have "exited" the system. If the date screen is still not displayed after you have
ensured that you are the only terminal on the system, the system must be reset. TO reset
the system: Go to the INN directory, type reset and press <Enter>. Restart the system.
The "Date" screen should appear.
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When you have advanced to the next day, you should perform the following steps:
· Verify that you are in Morning Shift (Reset Shift Records if you are still in Evening
Shift before you do anything else).
· Print out the Housekeeping Report in the Management Menu. Sort out the Room
Status, Arrivals Report, Departure List and Stayover List as required by your
property. The Arrivals, Departure and Stayover Lists reflect the
status/requirements for special inventory. Highlight these requirements.
· Print out the Room List and Phone List for the Morning Shift.
· Perform Express Checkouts as appropriate if it is the policy of the property.
· Finish your shift. Review your Cash Drawer with the next person if you have
performed early morning checkouts or late checkins.
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Recommended Night Audit Procedures
Before the Night Audit can start you should do a Pre-Audit.
Step 1: Ensure you are in the night shift
· Select Status from the Main Menu ­ Front Desk menu or press ALT + S to access the
Status menu. The Status menu is displayed.
Aug. 30/98 Front Desk **Status**


1 EXPECTED ARRIVALS
2 ROOM LIST
3 PHONE LIST
4 SERVICE ACCOUNTS
5 HOUSEKEEPING
6 SHIFTS MENU


Press <Esc> to Return to Front Desk Main Menu
· Select Shifts Menu.
Aug. 30, 1998 **Status Shifts**


1. Change Shifts
2. Cash Drawer Totals
3. Shift Audit Reports


User
Press <Esc> to Return to Status Menu
Guides
· Select Change Shifts. The system asks if you want to change shifts. If you are in the
morning or afternoon shift, press Y for Yes and <ENTER>.
· The Change Shift screen is displayed. Press <ENTER>.
·
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The system asks you if you want to change from afternoon to night. Press Y for Yes
and <ENTER>.
· Again, the Change Shift screen is displayed. Press <ENTER>.
· An error message displays: SHIFT CHANGE FROM NIGHT TO MORNING MUST
BE DONE THROUGH NIGHT AUDIT. (This is the screen you will need to be in to
start the Night Audit.) Press <ENTER> to continue.
NOTE: If your property is set up with different shifts, you will only have to make sure you
are in night shift and that the shifts throughout the day have been changed in the above
manner.
When you are in the night shift, proceed to step 2.
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Night Audit
Step 2: Print Call Accounting Reports
· Select Call Accounting from the Front Desk menu or press ALT + T to access the Call
Accounting menu.
Aug. 30, 1998 Front Desk **Call Accounting**


1. Multiple Room Status
2. Reports
3. Post All Calls
4. Post Individual Calls
5. Delete Monthly Calls
6. Manual Entry
7. Write Calls to File
8. Extras


Press <Esc> to Return to Front Desk Main Menu
· Select Post All Calls. Type the Asterisk (*) and press <ENTER>. This posts all
calls that have been collected and returns you to the Call Accounting menu.
· Select Reports. The Call Accounting Reports Menu is displayed.
Aug. 30, 1998 Call Accounting **Reports**


1. Unposted Calls
2. Full Posted Calls
3. Client Posted Calls
User
4. Exceptions
Guides
5. Unknowns
6. Monthly Calls


Press <Esc> to Return to Call Accounting Menu
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· There are two reports that must be printed and deleted on a daily basis. Select
Exceptions and press <ENTER>. Press <P> for Print.
· The system asks if you want to delete (Y)es or (N)o. Press <Y>. The Call
Accounting menu is displayed again.
· Select Unknowns and press <ENTER>. Press <P> for Print.
· The system asks if you want to delete (Y)es or (N)o. Press <Y>. The Call
Accounting menu is displayed again.
WARNING: Do not delete until reports have finished printing.
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Step 3: Verify All Occupied and Unoccupied Rooms
Use the registration cards and credit card vouchers, to match rates, payment types, correct
spelling of guest names, etc., to what the guest has registered with. Also, verify the cash
amount that has been given to you. The most efficient way to do this is through "View
Folio".
· Select View Folio from the Front Desk ­ Edit/Move/View menu or press ALT + V to
access the View Folio menu.
Aug. 30, 1998 Front Desk **View Folio**

1. Room
2. Service Account

Press <Esc> to Return to Edit/Move/View Folio
· Select Room and press <ENTER>.
· Type in the room number and press <ENTER>.
· The system prompts you to confirm the room. Enter Y for yes or N for no and press
<ENTER>. The Guest information is displayed.
· Using the registration card(s), verify information such as: room rates, departure dates,
number of guests, payment method and, if applicable, credit card numbers and expiry
dates. (If you need to edit the information, press <ESC> until the "Edit/Move/View
Folio" screen is displayed.)
· Select Edit Folio and press <ENTER>.
Aug. 30, 1998 Front Desk **Edit Folio**
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Guides
1. Room
2. Service Account

Press <Esc> to Return to Edit/Move/View Folio
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· Type in the room number and press <ENTER>.
· You are prompted to confirm the room number. Enter the appropriate
response (Y for yes, or N for no) and press <ENTER>.
· The edit command appears at the bottom of the screen. Type in the line
number that needs to be edited and make the changes needed. Press
<ENTER>. When you are finished, press <ENTER> to save changes made.
· When you have finished the editing, press <ESC> twice which will return
you to the "Edit/Move/ View Folio" Menu. Repeat Step 3 until all rooms
(even empty ones to double check that they are not in the computer) are
done. When everything is correct, print a Room List.
· Select Room List from the Front Desk ­ Status menu or press ALT + L to access the
room list. Press <ESC> once and type <P> for Print and press.
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Step 4: Print Cash Drawer Totals
· Select Cash Drawer Totals from the Front Desk ­ Status ­ Shifts menu.
Aug. 30, 1998 Status **Cash Drawer Totals**

1. Morning Shift
2. Afternoon Shift
3. Night Shift
4. All Shifts

Press <Esc> to Return to Status Menu
· Select Night Shift and press <ENTER>. The system prompts you to press P for
printout, S for screen, or <Esc> to exit.
· Type <S> and press <ENTER> to display on the screen. The system prompts you to
enter the float/bank amount.
· Enter the float or bank amount and press <ENTER>. A breakdown of the receipts for
the shift is displayed.
· Balance the cash drawer with the amounts displayed.
· When you have finished, press <ESC> once.
· Select Night Shift and press <ENTER>. The system prompts you to press P for
printout, S for screen, or <Esc> to exit.
· Type <P> and press <ENTER> to print. The system prompts you to enter the
float/bank amount.
· Enter the float or bank amount and press <ENTER>.
· After the form prints, fill in the blanks and continue with the audit. You may now
begin the Night Audit.
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Step 5: Perform the Night Audit
· Select Night Audit from the Management menu or press ALT + N.
· When prompted, enter the password.
Aug. 30, 1998 Management **Night Audit**


1. Post Daily Room and Tax
2. Revenue/Receipts Journals
3. Guest Ledgers
4. G/L Recap
5. Shift Audit Reports
6. Extras


Press <Esc> to Return to Main Menu
· Select Revenue/Receipts Journals and press <ENTER>.
Aug. 30, 1998 Management **Journals**


1. Daily Revenue/Receipts Journal
2. Monthly Revenue/Receipts Journal
*Hotkey*
3. Yearly Revenue/Receipts Journal
To access the


Press <Esc> to Return to N ight Audit Menu
Night Audit menu,
press
User
a & N
· Select Daily Revenue/Receipts Journal and press <ENTER>.
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· Type <S> for screen and press <ENTER>.
· Press <ENTER> to display the Revenue screen. See if there are any figures besides
the rooms charge code. If so, print them, but DO NOT RESET. You will need to
add these figures to your total on your Room List for correct balances.
· Press <ESC> to display the Night Audit Menu.
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Aug. 30, 1998 Management **Night Audit**


1. Post Daily Room and Tax
2. Revenue/Receipts Journals
3. Guest Ledgers
4. G/L Re
cap
5. Shift Audit Reports
6. Extras


Press <Esc> to Return to Main Menu
· Select Post Daily Room and Tax and press <ENTER>. (This is performed only once
a day.)
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Night Audit
· You now must balance all of your charge types to the bills you have accumulated
during the day. At this time if you encounter errors, they can be corrected through the
Charges/Payments Menu in the Front Desk Main Menu.
NOTE: DO NOT RESET JOURNALS AT THIS POINT!
Step 6:Back up the System
· Select Extras from the Night Audit Menu and press <ENTER>.
Aug. 30, 1998 Night Audit **Extras**


1. Backed Up Data
2. Get Backed Up Data
3. Transaction Backup
4. View Old Transactions
5. Copy Audit Files


*Remember*
Press <Esc> to Return to Main Menu
If you do not perform
a backup to tape,
· Select Backed Up Data and press <ENTER>.
remember to have
· Follow the directions on the screen for backup procedures.
your backup diskette
· Press <ESC> once to display the Night Audit Menu.
with you before you
· Select Revenue/Receipts Journals and press <ENTER>.
backup the system.
· Select Daily Revenue/Receipts Journal and press <ENTER>.
· Type <P> for print and press <ENTER>. Then RESET.
User
· If management requests it, select Monthly Revenue/Receipts Journal and press
Guides
<ENTER>. Do Not Reset until Month End.
· If management requests it, select Yearly Revenue/Receipts Journal and press
<ENTER>. Again, Do Not Reset until Year End.
· Press <ESC> once to the Night Audit Menu.
· Select Guest Ledgers and press <ENTER>.
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· Select Consolidated Guest Ledger and press <ENTER>. Type <P> for print and
press <ENTER>.
· If management requests it, select Daily Guest Ledger and press <ENTER>. Type
<P> for print and press <ENTER>.
· Select Period Guest Ledger and press <ENTER>. Type <P> for print and press
<ENTER>. (This report must be printed because it includes all charges and deposits
for all rooms and service accounts. If, for some reason, you need to re-enter the
information, this will give you a starting point.)
· Press <ESC> once to return to the Night Audit Menu.
· If requested by management, select G/L Recap and press <ENTER>. Then reset.
· Press <ESC> to return to the Night Audit Menu.
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· Select Shift Audit Reports.
Aug. 30/98 Management Night Audit *Audit Rep*


1. Audit Reports for Morning Shift
2. Transactions for Morning Shift
3. Audit Reports for Afternoon Shift
4. Transactions for Afternoon Shift
5. Audit Reports for Night Shift
6. Transactions for Night Shift
7. Audit Reports for All Shifts
8. Transactions for All Shifts
9. Reset Shift Records


Press <Esc> to Return to Night Audit Menu
· Print the Reports or Transactions you do not have from this menu. NOTE: Audit
Reports are for Management. The information provided can help update Guest
History. Transaction Reports are for the Back Office. These reports are fund
transfers and allow for easier tracing of imbalances.
· Select Reset Shift Records and press <ENTER> Shift records should be reset
ONLY after all accounts for the day are balanced and recorded. The system asks if
you are sure you want to reset the shifts. If you are, type <Y> for yes and press
<ENTER>.
· Press <ESC> until the Main Menu is displayed.
· Press <ESC> one more time. When the system prompts: Are you sure you want to
exit the system?, type <Y> for Yes and press <ENTER>. You are placed at the DOS
prompt. C:\INN>.
· At the C:\INN> prompt, type INN and press <ENTER>.
· A screen will appear that allows you to change the date of the system. Press the "up"
arrow key to advance the date by one day and press <ENTER>.
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· You are prompted to confirm the date. If the date is correct, type <Y> for yes and
press <ENTER>. If the date is not correct, type <N> for no and press <ENTER>.
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Night Audit
Step 7: Print the Cleaning Log and Registration Cards
· Select Cleaning Log from the Management -- Housekeeping menu.
· Press <ENTER> to print.
· Press <ESC> twice to display the Main Menu.
· Select Front Desk and press <ENTER>.
· Select Reservations and press <ENTER>.
· Select Registration Cards and press <ENTER>.
Aug. 30, 1998 Reservations *Registration Cds*

1. Expected Arrivals
2. Blank Cards

Press <Esc> to Return to Front Desk Menu
· Select Expected Arrivals and press <ENTER>.
· Press <ENTER> to print the cards.
· Choose #@ Blank Cards and press <ENTER>.
· A message appears asking "HOW MANY CARDS DO YOU WISH TO PRINT?
Enter the amount and then press <ENTER> to print.
YOU HAVE NOW COMPLETED THE NIGHT AUDIT. GATHER THE
REPORTS AND DISTRIBUTE ACCORDINGLY.
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Night Audit ­ Call Accounting Reference
Exceptions
· Exceptions are calls that have been collected after a guest has checked out. Call
Accounting makes them exceptions so they are not posted in error to the wrong
occupant's folio. They could also be calls for a current guest that has been checked
in to their room but not the computer.
· You can make an exception through #4 Post Individual Calls. This part of the
system allows you to reject calls. These rejected calls will be considered
exceptions.
What Do I Do With Exceptions?
· If you wish to bill the customer for the missed calls, you may set up a service
account in their name and post the calls through Charges/ Payments.
· If you have a credit card you may want to add the missed calls to it.
· You could set up a service account called DISPUTED LONG DISTANCE, where
you would post rejected calls you do not wish to pursue. Then once a month you
would adjust the account off and put it towards bad debt.
NOTE: The calls should be posted to a service account because the telephone
company will charge you for them. This allows you to keep track of what loss, if any,
you are experiencing on long distance charges.
Unknowns
This report contains all administration calls from the various extensions. The report also
contains the calls that do not match existing room numbers or administration extensions.
** Should any calls appear on the report other than the administration calls, please
User
notify your dealer immediately. Once we have the call information we may be able to
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figure out why you are receiving incorrect call information.
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Night Audit
Sample Night Audit Reports
The following are sample reports from the Night Audit:
Aug. 30/98 Management *Daily Journal* Revenue
Charge CodeAmountTax
ROOMS $ 2,902.00 $389.24
RESTAURANT $ 104.10 $ 6.25
LONG DISTANCE $ 7.25 $ 0.43
HONOUR BAR $ 0.00 $ 0.00
FAX $ 0.00 $ 0.00
MEETING ROOM $ 151.50 $ 9.09
DRY CLEANING $ 0.00 $ 0.00
LOUNGE $ 0.00 $ 0.00
MISC. DEBIT $ 62.50 $ 3.15
MISC. CREDIT $ 0.00 $ 0.00
MALL RENT $ 0.00 $ 0.00
COMMERCIAL RENT $ 0.00 $ 0.00
POP $ 0.00 $ 0.00
LATE CHECKOUT $ 0.00 $ 0.00
MALL EXP. RECOV. $ 0.00 $ 0.00
N.S.F. $ 0.00 $ 0.00
PHOTOCOPYING $ 0.00 $ 0.00
REVENUE $ 3,227.35 DEPS MADE $345.00
TAXES: DEPS USED $257.00
ROOM $ 215.24
SALES $ 193.04 ADVS MADE $521.00
ADVS USED $497.00
TOTAL $ 3,635.63
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Aug. 30/98 *Daily Journal* Breakdown Receipts
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Payment CodeAmount


CASH/CHECK $ 2,533.06
VISA 525.33
MASTERCARD 231.41
AMEX 200.00
ENROUTE 120.00
DINER'S CLUB CD 25.83


TOTAL RECEIPTS $ 3,635.63
DIRECT BILLING 0.00


TOTAL $ 3,635.63
PAYMENTS ON ACCOUNT 0.00


Press <Esc> to Exit, <Ent> for Revenue Screen
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Aug. 30, 1998 *G/L Recap* Breakdown Receipts
Acct Sub Acct Payment Code Total Comm
0101 1 CASH/CHECK $ 94.50
0201 1 DIRECT BILLING $ 55.60
0101 2 VISA $ 34.78$0.00
0105 1 AMEX $ 23.90$0.00
0104 1 MASTERCARD $ 23.67$0.00
0101 3 DINER'S CLUB $ 22.10$0.00
TOTAL RECEIPTS $280.30
0530 TOTAL CC COMM. $ 0.00
1010 1 OUTSTNDING REV 0.00
TOTAL $579.55
0110 1 PYMT. ON ACCT. $150.75
2222 1 ADV. DEPOSITS $100.00
2222 2 ROOM DEPOSITS $ 75.00

Press <Esc> to Exit, or <Ent> for Revenue Scrn
BREAKDOWN OF OCCUPIED ROOMS & SERVICE ACCOUNTS
Bkdwn of Rms Bkdwn Ser. Acct
Charge Codes Amount Tax Amount Tax
User
ROOMS $750.00$112.00$ 60.00$ 9.00
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RESTAURANT $ 0.00$ 0.00$614.59$ 0.00
LONG DISTANCE $ 0.00$ 0.00$ 26.47$ 1.86
HONOUR BAR $ 0.00$ 0.00$ 31.05$ 0.00
FAX $ 0.00$ 0.00$ 62.50$ 3.10
MEETING ROOM $ 0.00$ 0.00$800.00$ 56.00
DRY CLEANING $ 0.00$ 0.00$ 0.00$ 0.00
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LOUNGE $ 0.00$ 0.00$ 0.00$ 0.00
MISC. DEBIT $ 0.00$ 0.00$922.43$ 0.00
MISC. CREDIT $ 0.00$ 0.00$ (9.50)$ 0.00
MALL RENT $ 0.00$ 0.00$ 0.00$ 0.00
COMM. RENT $ 0.00$ 0.00$ 0.00$ 0.00
POP $ 0.00$ 0.00$ 0.00$ 0.00
LATE CHECKOUT $ 0.00$ 0.00$ 0.00$ 0.00
MALL EXP RECOV$ 0.00$ 0.00$ 0.00$ 0.00
N.S.F. $ 0.00$ 0.00$ 0.00$ 0.00
PHOTOCOPYING $ 0.00$ 0.00$ 3.50$ 0.25
TOTAL CHARGES $ 750.00 $2,511.04
TOTAL TAX $ 112.50 $ 70.21
TOTAL DEPOSITS $ 58.00 $ 525.25
TOTAL OWING $ 804.50 $2,056.00
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Night Audit
Rms & Ser Accts
Charge Codes Amount Tax
ROOMS $810.00$440.10
RESTAURANT $614.59$ 0.00
LONG DISTANCE $ 26.47$ 1.86
HONOUR BAR $ 31.05$ 0.00
FAX $ 62.50$ 3.10
MEETING ROOM $800.00$ 56.00
DRY CLEANING $ 0.00$ 0.00
LOUNGE $ 0.00$ 0.00
MISC. DEBIT $922.43$ 0.00
MISC. CREDIT $ (9.50)$ 0.00
MALL RENT $ 0.00$ 0.00
COMM. RENT $ 0.00$ 0.00
POP $ 0.00$ 0.00
LATE CHECKOUT $ 0.00$ 0.00
MALL EXP RECOV$ 0.00$ 0.00
N.S.F. $ 0.00$ 0.00
PHOTOCOPYING $ 3.50$ 0.25
TOTAL CHARGES $3,261.04
TOTAL TAX $ 182.71
TOTAL DEPOSITS $ 583.25
TOTAL OWING $2,860.50
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Period Guest Ledger
This report must be printed on a daily basis. It is an accumulation of your guests' accounts
for the length of time they have currently stayed. This report breaks down all service and
room accounts, keeping track of charges and/or deposits made.
BREAKDOWN OF OCCUPIED ROOMS & SERVICE ACCOUNTS
Bkdwn of Rms Bkdwn Ser. Acct
Charge Codes Amount Tax Amount Tax
ROOMS $243.00$ 36.45$ 0.00$ 0.00
RESTAURANT $ 0.00$ 0.00$ 0.00$ 0.00
LONG DISTANCE $ 0.00$ 0.00$ 0.00$ 0.00
HONOUR BAR $ 0.00$ 0.00$ 0.00$ 0.00
FAX $ 0.00$ 0.00$ 0.00$ 0.00
MEETING ROOM $ 0.00$ 0.00$ 0.00$ 0.00
DRY CLEANING $ 0.00$ 0.00$ 0.00$ 0.00
LOUNGE $ 0.00$ 0.00$ 0.00$ 0.00
MISC. DEBIT $ 0.00$ 0.00$ 0.00$ 0.00
MISC. CREDIT $ 0.00$ 0.00$ 0.00$ 0.00
MALL RENT $ 0.00$ 0.00$ 0.00$ 0.00
COMM. RENT $ 0.00$ 0.00$ 0.00$ 0.00
POP $ 0.00$ 0.00$ 0.00$ 0.00
LATE CHECKOUT $ 0.00$ 0.00$ 0.00$ 0.00
MALL EXP RECOV$ 0.00$ 0.00$ 0.00$ 0.00
N.S.F. $ 0.00$ 0.00$ 0.00$ 0.00
PHOTOCOPYING $ 0.00$ 0.00$ 0.00$ 0.00
TOTAL CHARGES $ 243.00 $ 0.00
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TOTAL TAX $ 36.45 $ 0.00
TOTAL DEPOSITS $ 0.00 $ 0.00
TOTAL OWING $ 279.45 $ 0.00
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Night Audit
Rms & Ser Accts
Charge Codes Amount Tax
ROOMS $243.00$ 36.45
RESTAURANT $ 0.00$ 0.00
LONG DISTANCE $ 0.00$ 0.00
HONOUR BAR $ 0.00$ 0.00
FAX $ 0.00$ 0.00
MEETING ROOM $ 0.00$ 0.00
DRY CLEANING $ 0.00$ 0.00
LOUNGE $ 0.00$ 0.00
MISC. DEBIT $ 0.00$ 0.00
MISC. CREDIT $ 0.00$ 0.00
MALL RENT $ 0.00$ 0.00
COMM. RENT $ 0.00$ 0.00
POP $ 0.00$ 0.00
LATE CHECKOUT $ 0.00$ 0.00
MALL EXP RECOV$ 0.00$ 0.00
N.S.F. $ 0.00$ 0.00
PHOTOCOPYING $ 0.00$ 0.00
TOTAL CHARGES $ 243.00
TOTAL TAX $ 36.45
TOTAL DEPOSITS $ 0.00
TOTAL OWING $ 279.45
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Daily Guest Ledger
This report can be printed on a daily basis. It breaks down your charges and deposits that
are held in the room and service accounts. The report is followed by a summary breakdown
of the two.CHECKIN AUDIT REPORT FOR MAY 31, 1998
MORNING SHIFT
STRRM/SVGuest Name/Address R NTS # P
Nbr Block Name G
MR 203 WAGNER, JOHN 3 1 2 0
Box 2382
Mackenzie, B.C.
VOJ 2CO
MUB 206 WARREN, KEN 3 1 2 2
9343 Reynolds Rd.
Prince George, B.C.
May 30
MW 205 WATERS, TRAVIS 3 1 3 4
1418 Nation Crescent
Charge Number/Name Expry Dsc/Sch Remarks



4510 12/98 $100.00
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5191 12/98 D10%


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W=Walkin; R=Reservation; UB=Used Block
SA=Service Account
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Night Audit
Audit Reports
Audit Reports provide a detailed summary of what has transpired in the way of Checkins,
Checkouts, Single Reservations, Block Reservations, Room Changes, and Service Account
Changes. Management can decide whether to have all reports or just a few printed. It is
recommended that all the reports be printed once. Then the manager can review which
reports should be printed on a daily basis. The reports can be printed on a per shift basis or
just once during the Night Audit.
CHARGES POSTING REPORT FOR MAY 31, 1998
ALL SHIFTS
Rm/ Chg.
SSv Name TypeRef Amount Tax Total
N101KARPY, B Rms $ 58.00 8.70$ 66.70
N104DAVEY, W Rms $ 91.0013.65$104.65
N106KANGRO, KRms $ 91.0013.65$104.65
N108NELSON, GRms $108.0016.20$124.20
N203DICK, R Rms $133.0019.95$152.95
N204WARREN, KRms $100.0015.00$115.00
N205JAMES, T Rms $126.9010.03$145.93
TOTALS FOR ROOMS $707.9097.18$814.08
TOTALS FOR ALL CHG TYPES$707.9097.18$814.08
Transaction Reports
Transaction reports include the charges and payments posted in the varying formats allowed
by the system. The printouts list charges by type and totals them separately. The payments
User
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are printed and totalled separately as well. The payment types are categorized by function
types when posted in the system. Examples would be Checkout payments, Advance
Deposit payments, Room Deposit payments, etc. This report can be printed as per shift or
once during the Night Audit. The accumulation report is particularly useful if you cannot
balance your audit. You can match the bills to the printout, and see what was either posted
in error or missed.
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PAYMENTS POSTING REPORT FOR MAY 31, 1998
ALL SHIFTS
Room/ Payment
S Serv Name Type Amount
M 100 ALLEN, LES CASH/CHECK $ 8.70
M 102 REBAGLIATI, P. CASH/CHECK $ 57.50
M 203 WAGNER, JOHN CASH/CHECK $152.95
TOTAL FOR CASH/CHECK $219.15
Room/ Payment
S Serv Name Type Amount
N 106 CARDINAL, KEN VISA $209.30
N 204 WARREN, KEN VISA $115.00
TOTAL FOR VISA $324.30
Room/ Payment
S Serv Name Type Amount
N 205 WATERS, TRAVIS MASTERCARD $145.93
TOTAL FOR MASTERCARD $145.93
TOTAL FOR ALL PAYMENT TYPES $689.38
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120

Backing Up and Archiving
Backing Up and Archiving
It is important to back up your data routinely and maintain backup disks of the system. If
you know the data structure, how to archive and how to tag the disks, directories and
files, you may use the data for history research, recovery and even looking up old
folios/files.
This manual defines "Backing Up" as the physical activity of taking system data files and
duplicating them on another directory and/or disk. This backup can be archived data
(compacted) or in its regular state. Additionally, backing up is either the copying of files
using the copy command or an image backup using the BACKUP command. Archiving
can refer to long-term storage or the compacting of data. In the context here, archiving
refers to the use of a special program included with the system which compacts (reduces
the size) of the original files so that they can be combined into a smaller single file.
The files on the System Master Disks and the files created by SAVINN are all archived in
the compact mode. The compacted files are not readable; however, the files may be
extracted (exploded to their original size) so that they may be used. If disk space is not a
consideration, we recommend doing shift backup and audit backups where files are
backed up on the hard disk in their normal form. This enables you to easily look at the
activities of a particular shift and provides you with more recent data for restoring, if
necessary.
We recommend that you periodically use new data disks for backups. Floppy disks are not
failure-proof and are susceptible to magnetic forces. It is also a good idea to keep at least a
weekly backup off-premise so that you will not have to restore/redo a great deal of data in
the event of a data loss.
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Backing Up and Restoring Data Using the EXTRAS
Menu
The EXTRAS menu performs a fundamental backup of your data after it is archived. The
archiving is built in and the system will archive/compress your data, copy it to the
INNBAK sub-directory and copy it to a floppy as well. The backup (BACKUP DATA)
routine prompts you for all necessary steps.
The EXTRAS menu also provides options to restore from your INNBAK directory that
results in restoring your system to the data archived at your last backup using the BACKUP
DATA option. The GET BACKED UP DATA option performs all necessary steps,
including returning the archived data to its original form.
The system includes the ability to save your transaction/audit files in their original form so
you can TYPE/VIEW your transaction files and your audit files.
Recovering/Restoring Your System
If you have a DOS BACKUP of the entire system, just RESTORE and the system will be
reinstated on the hard drive. Copy your last backup floppy into the INNBAK Sub-
Directory so you can select GET BACKED UP DATA from the EXTRAS menu to bring
your data up to date (last backup situation).
The system may also be re-installed from the master disks. After you re-install the system,
copy your last backup into the INNBAK directory and select GET BACKED UP DATA
from the EXTRAS menu to restore from your data backup.
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122

Backing Up and Archiving
Understanding MS-DOS
MS-DOS is an operating system that comes as a part of your computer. This operating
system is a special software program that enables you to communicate with your
computer peripherals. There are times that you will be required to exit the system and go
into DOS to perform things like copying files, resetting the system, making directories,
hard disk maintenance, renaming files and even accessing other applications you may
choose to run. You will use the RENAME, FORMAT, COPY, MD, CD, RD, ERASE,
TYPE, EDLIN and DIR commands which can be found in your DOS manual.
Formatting Disks
You will need blank formatted disks for backing up your data. The following instructions
describe how to format a disk.
· To format a disk, insert a disk in the DRIVE A and type the following command:
FORMAT A: <ENTER>
· Follow the DOS commands as they appear.
It is recommended that you always have some extra formatted disks available for your data
backups.
DOS Commands
If you take time to learn some of the fundamentals of DOS and the listed commands, you
will be able to achieve a great deal of flexibility to get the most of the data you have
accumulated. The following DOS commands are important to you:
TYPE - Let's you see a file's contents on the screen.
DIRECTORY (DIR) - To view contents of a disk or a directory.
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EDLIN - Enables you to Edit a Line. Use only when directed or you are absolutely sure of
what you are doing.
SHARE - Prepares system for networking.
COPY - Enables you to copy files from directory to directory or floppy and vice versa.
MAKE DIRECTORY (MD) ­ Allows you to create a directory on a floppy or your hard
disk.
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CHANGE DIRECTORY (CD) - Moves from directory to directory.
REMOVE DIRECTORY (RD) - To remove a directory from a floppy or hard disk.
DELETE or ERASE - To remove files from your floppy or hard disk.
BACKUP - To back up directories on your hard disk or your entire hard disk.
RESTORE - To restore your hard disk from your BACKUP disk.
Some of the routines to perform specific Guest Management Systems related activities are
built into the EXTRAS menu. You can also add more of these EXTRAS if you desire. We
recommend you call us for assistance, or fax us what you want to do, and we can help you
add it to the EXTRAS menu.
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Backing Up and Restoring Data Through DOS
Backup the DATA directory using the SAVINN command
We recommend that you back up the DATA directory nightly. This backup should be done
regularly to protect yourself from data losses due to power outages or other unforeseen
incidents. To perform a quick backup to on the hard drive, type SAVINN while you are in
the INN directory. This copies all the data files from the DATA subdirectory to the
INNBAK subdirectory. The data that is transferred to the INNBAK is archived.
Now copy the file INNBAK.ZIP from the INNBAK directory to a floppy diskette. The
following command copies the files from the INNBAK directory to the formatted diskette
in the A: drive. Place the formatted backup diskette in the A: drive. Then type the
following: COPY C:\INN\INNBAK\INNBAK.ZIP A:
Recover the DATA directory using the GETINN command
When you want to recover the information saved by the SAVINN command, use the
command GETINN. NOTE: The GETINN command overwrites all current data in the
working directory and replaces it with the information last backed up with SAVINN.
The following command will retrieve the data from formatted backup diskette. Place the
backup diskette in the A: drive. Then type the following:
COPY A:INNBAK.ZIP C:\INN\INNBAK
NOTE: If you use other programs on the computer, you may want to consider using a tape
backup system.
User
Backing up Selected Files
Guides
You may back up selected data files to facilitate management and/or communication to
other terminals.
To back up ...
Use this file ...
Only single and block reservations
Use INNDAT.RLG and INNDAT.04D
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Only guest history clients
Use INNDAT.CLG
Only guest history in ASCII
Use CLIENTS.ASC
Only reservations and clients
Use INNDAT.?LG
Block reservations
Use INNDAT.04D
Only revenue information
Use INNDAT.DSL
Only G/L recap
Use INNDAT.RSL
Only revenue information and financial recap
Use INNDAT.?SL
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Document Outline