Transcription

Hospitality with a Systemprotel PMSprotel Front OfficeUser Manualwww.protel.netUnauthorized distribution not permitted

protel Front Office User Manual protel hotelsoftware GmbH. All rights reserved.Editor: Martin Drenkelfort, Technical Communication and Public Relations Dept.protel hotelsoftware and protel Front Office are proprietary and registered trademarks. Further information about protelhotel software products can be found on our website at www.protel.net.protel hotelsoftware GmbHEuropaplatz 844269 Dortmund GermanyT: 49 (0) 231 91593 0F: 49 (0) 231 91593 [email protected] protel hotel management software and the documentation were created and verified with utmost care and to the bestof our knowledge. protel hotelsoftware GmbH does not take any responsibility, neither for eventual damage caused by theuse of the software or its documentation, nor for eventual mistakes that may be contained in the manual or in the software.protel hotelsoftware GmbH does not provide any guarantee with regards to this documentation and rejects guaranteesregarding the fitness or suitability for a specific purpose. Moreover, no guarantee is provided, unless expressively given inwriting, for the compatibility of the software with other programs or hardware components. These conditions apply – evenwithout prior notice – as well on eventual updates or changes.protel hotelsoftware GmbH reserves the right to make alterations to this document or to withdraw it at any time and withoutprior notice. Product names are registered trademarks and are the property of the respective holders of the rights and aregoverned by the statutory regulations. The use of common names, registered names, trademarks, etc. in this publicationdoes not imply, even in the absence of a specific statement, that such names are exempt from the relevant protective lawsand regulations and therefore free for general use.This documentation may not be copied partially or as a whole, nor be reproduced or distributed by any other means, withoutprior written approval given by protel hotelsoftware GmbH.Document version: 1.0 February 20, 2014www.protel.net protel Front Office User Manual 1.0 (February 2014)Page 2 of 322

protel Front Office - User ManualTable of ContentsAbout this manual .7Preface .7Elements and icons used .7Further information .8Hints and tips .9Toolbar .9Function keys .10Working with windows .11Hotel selection .11Standard buttons .11Working with tables .12Profile tabs .14Context menu.15Selecting multiple items .15Drag & Drop .16Entering a date .16Sticky notes .17Search bar .17Local text fields .18The Navigator . 19Navigator structure .19Pane - Guest .20Pane - Reservation .22Pane - Invoice .25Pane - Messages.28DC Menu.30Reservation history .33Reservation texts .34Change name (assign to another guest) .36Creating sharers .36Guest history .36More. button .38Group members/Group master .64IFC settings .66www.protel.net protel Front Office User Manual 1.0 (February 2014)Page 3 of 322

protel Front Office - User ManualReservation . 67The Reservation dialog box .67Finding and creating a reservation .75Private reservation .76Company reservation .77Group reservation .77Travel agent reservation .90Source reservation .90Sharer reservation.90Sales enquiry .95Room allocation .100Rooms out of service.103Block/unblock rooms .104Hurdle rates.107Rate availability .107Maintain Allocations .114Overbooking .123HIS Wellness .124Distribution channel settings .124Cash register . 125Cash register overview .125Logging in to a cash register.126Invoices .127Chance Sales.142Posting charges .143Vouchers .144Cash Register Posting .145Check / Currency Exchange .146Exchange rates .148Cash Register Closure .149Deposits to be paid .151Paid out receipts .152Invoice History .154Accounts receivable .157Batch Invoices (SQL only) .168www.protel.net protel Front Office User Manual 1.0 (February 2014)Page 4 of 322

protel Front Office - User ManualReports . 169Arrivals report .169In-house list .173Departures report .175Messages .178Traces .180Rentable objects .181Phone numbers .183Balances .184Reservations .186No shows .192Meal plan .193Room type plan (F2) .195Room plan (F3) .203Available rooms.212Forecasting reports .213Hotel status .214Lost Found .215External organizer .220Housekeeping.221Room status .230Room discrepancy .231Administration of cots.232Reservations on the book .234Office . 235Internal Reporting .235Report spooler .237Manager spooler .237Graphic module .238Commission clearing .239Word processor.243Editing templates .244Internal word processor .246Information book .247End of day.250www.protel.net protel Front Office User Manual 1.0 (February 2014)Page 5 of 322

protel Front Office - User ManualOptions . 253Printer .253User logoff .253User settings.253System data .254Reload system data .254Active sessions .254Wake-up call management .255PBX protocol.257User-defined values - day/month .257Entering a move .257MPE hotel selection .258SQL Editor .259Language .259Guest profile . 261Searching guest profiles .262Guest profile tabs .265PCI .297My profiles (SPE & MPE only) .298File Export/Mail Merge .299Mail Merge History .307Headquarter Link.307Profile Maintenance .308protel Match & Merge .309MS Outlook Synchronisation.310Import MS Outlook Email.311Add-Ons . 313Daily Rates .313Index . 319www.protel.net protel Front Office User Manual 1.0 (February 2014)Page 6 of 322

protel Front Office - User Manual About this manualAbout this manualThis chapter provides general information about using this manual.PrefaceOur protel hotel management systems keep evolving with the growing needs of our clients. Despite theircomplexity, however, they remain highly flexible and adaptable at the core. In fact, our software solutions are asunique and individual as the requirements of the companies that use them. This makes it extremely difficult toprovide a manual that is perfectly “tailored” to the needs of each and every hotel.While we took great care to explain all features of the software in detail, the individual steps and workflows mayvary across hotels depending on their company structure and specific configuration of the software. It shouldtherefore be noted that both the online help and this manual are not intended as a replacement forcomprehensive on-site user training.Should you notice that the described procedure does not coincide with what you see, you may not be using thelatest version of the manual. In this case please look at the version number and date of the manual. You can findthese informations in the imprint and the footers. Questions or suggestions are also always welcome: If you aresure that you are using the latest version and still cannot find certain information or find the descriptions to beunclear, please write to [email protected] and icons usedIconDescriptionA note that provides important background informationPlease note: Important!Associated topics / additional informationRefers to available user rightsIndicates additional settings to expand or amend a featurewww.protel.net protel Front Office User Manual 1.0 (February 2014)Page 7 of 322

protel Front Office - User Manual About this manualFurther informationprotel manuals & documentsFurther documents about protel can be provided upon request. Please contact your protel Partner.Documents about software updates can be accessed directly in the protel menu “Help About protel InternetUpdate Read Update Information”. The online help system also includes a continuously growing amount ofadditional information.SupportPlease note that this manual will not be able to answer all of your questions thoroughly. If you need any support,please feel free to contact your local protel Partner or [email protected] Academyprotel’s property management software is a powerful tool with an enormous range of functions. As with everysoftware, the more you are familiar with it, the more you will benefit from it. Although hotel software from protelis fairly self-explanatory, a training session is recommended to get the most out of the hospitality system,regardless if you are working with protel online or protel on-premises solution or if you are a beginner or anadvanced protel user.protel training programs for hospitality industry members cover the entire spectrum of your daily routine at thefront office including tips and tricks to get things done more efficiently.protel Individualized Trainingprotel offers training sessions to suit your every need. If you are interested in an individualized training for you oryour team, please contact us at [email protected] or your local protel Partner.www.protel.net protel Front Office User Manual 1.0 (February 2014)Page 8 of 322

protel Front Office - User Manual Hints and tipsHints and tipsToolbarThe toolbar provides quick access to the most frequently used features. Click a toolbar icon to open therespective function. All commands that are accessible through an icon can also be selected using thecorresponding menu items.Shows the interface status.Opens the Room type plan.Opens the Room plan.Opens the List of available rooms.If room plan is open: Checks in the highlighted reservations.Otherwise: Opens the Arrivals list.If room plan is open: Checks out the highlighted reservations.Otherwise: Opens the Arrivals list.Opens the Arrivals list (green).Opens the Departures list (red).Opens the In-house list (yellow).Opens the Reservations list (blue).Opens the Add-on modules (SQL only).Opens the notepad.Opens the external calendar.Assigns a printer.Opens the Log in dialog box.Disables the cash register.Opens the Information book.Deletes a (temporary) reservation.Completes a booking in room plan and room type plan.Opens a manual SQL query (SQL only).protel on Twitter: Opens the protel Twitter page.protel on Facebook: Opens the protel Facebook fan page.www.protel.net protel Front Office User Manual 1.0 (February 2014)Page 9 of 322

protel Front Office - User Manual Hints and tipsNOTE:You can create additional shortcuts underneath the toolbar to quickly access other frequently used features.If you need help with setting up a customized menu and toolbar, please do not hesitate to contact our supportteam.Function keysYou can use the function keys to open the following windows and dialog boxes at any time during your work:F1Accesses the help for the current dialog box.F2Opens the Room type plan.F3Opens the Room plan.SHIFT F3Opens the event plan (only if Banquet module is active).F4If room plan is open: Checks in the reservations highlighted in the room plan.Otherwise: Opens the Arrivals list for the current day.F5If room plan is open: Checks out the reservations highlighted in the room plan.Otherwise: Open the departures list for the current day.SHIFT F5Opens the Information book.F6Opens the Arrivals list.SHIFT F6Opens the “Traces overview.”F7Opens the Departures list.SHIFT F7Opens the media overview for the day that corresponds to the system date.(Only if Banquet module is active.)F8Opens the In-house list.SHIFT F8Opens the banquet enquiry dialog box.(Only if Banquet module is active.)SHIFT F9Opens the Reservation list.F10Highlights the Reservation option on the menu bar. You can now use the arrow keys to browsethrough the menus.F11Opens the Sales enquiry screen.F12Opens the Room type plan in view-only mode.Note: Reservations cannot be made in view-only mode.SHIFT F12Opens the list of available rooms.CTRL F5Logs off the current user (for version 2008.12.201 and higher).www.protel.net protel Front Office User Manual 1.0 (February 2014)Page 10 of 322

protel Front Office - User Manual Hints and tipsWorking with windowsThe Window menu provides the following options:CascadeArrange all open protel windows (e.g. Room type and Room plan) so they overlap.Tile horizontallyArrange all open protel windows as non-overlapping tiles.Tile verticallyArrange all open protel windows as non-overlapping tiles.Arrange iconsArrange icons at the bottom left of the screen.Close allClose all open windows.Minimize allMinimize all open windows and reduce them to icons.Close PROTELsessionExit protel HMS.Hotel selectionYou are likely to come across the Hotel pull-down list frequently during your work:This dialog box assigns the respective feature to a specific hotel. It is only active in protel MPE.Standard buttonsThe following standard buttons appear in most dialog boxes. They always have the same functions and aretherefore not explained separately in the individual help topics.[OK]Click [OK] to save any changes and close the current window.[Cancel]Click [Cancel] to close the current window without saving any changes that you have made.[Help]Click [Help] to open the help topic associated with this dialog box.[Print]Click [Print] to send the open help topic to the Windows default printer.www.protel.net protel Front Office User Manual 1.0 (February 2014)Page 11 of 322

protel Front Office - User Manual Hints and tipsWorking with tablesSorting by columnsAll tables are automatically sorted upon opening. You can, however, change the sort order at any time:Click the header of the column by which you want to sort the table. This sorts the table content inascending order based on this column.Click the column header again to revert the sort order.A small arrow in the header indicates the column by which the table is sorted. The direction of the arrow(pointing up or down) indicates if the table is sorted in ascending or descending order, respectively. Ascending order (A-Z, 1-100, .). Descending order (A-Z, 100-1, .).Changing the column widthIf a column is not wide enough to display the entire content, you can easily adjust the width of individualcolumns:1. Hover the cursor over the vertical separator between two column headers until the mouse pointer isdisplayed as a double-pointed arrow .2. Click and hold the mouse button and drag left or right until the column has the re

protel's property management software is a powerful tool with an enormous range of functions. As with every software, the more you are familiar with it, the more you will benefit from it. Although hotel software from protel is fairly self-explanatory, a training session is recommended to get the most out of the hospitality system,