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1. DELEGATE TWO TSET tt 11812 NK 60 00 6 17 2008 6 19 2008 CC GTD In v iv iv iv v I I v iv I Haag This screen shows the departing in house and or cancelled guests for the dates specified Departing Enter a start date to display on the report To Enter a end date to display on the report Include All Reservations Do you wish to include guests due to check in Show Checked Out Guests Use this field to show any guests checked out for the selected dates Include Archived Cancellations Use this field to show any reservations that have been archived An archived reserva tion is a reservation that has been rolled over and packed during the audit View Additional Info Displays additional fields for arrivals Scroll the screen to the left in order to view The fields that become visible are Special Request Member Number Booked By Phone Number and Number of Nights View Comments Displays additional fields for arrivals Scroll the screen to the left in order to view The fields that be come visible are Comments and Additional Comments Include In House Guests Includes guests that are currently checked into the system Expand Lines Expands line width to allow easier viewing Print The printer icon can be used to print this report with the selected options 20 FrontClerk for Windows User Documentation Front Desk Telephone Listing ii Front Clerk Windows 1 2 2164 Hot
2. Arriving Enter a start date to display on the report To Enter an end date to display on the report Include Arrivals Do you wish to include guests due to check in Show Cancelled Reservations Use this field to show any reservations that have been cancelled for the selected dates Include Archived Cancellations Use this field to show any reservations that have been archived An archived reserva tion is a reservation that has been rolled over and packed during the audit View Additional Info Displays additional fields for arrivals Scroll the screen to the left in order to view The fields that become visible are Special Request Member Number Booked By Phone Number and Number of Nights View Comments Displays additional fields for arrivals Scroll the screen to the left in order to view The fields that be come visible are Comments and Additional Comments Include In House Guests Includes guests that are currently checked into the system Expand Lines Expands line width to allow easier viewing Print The printer icon can be used to print this report with the selected options 19 FrontClerk for Windows User Documentation Departure Report Seles EN 35 Debug info gt 344 3494 33939 Open Selected T Front Clerk Windows 1 2 2428 Hotel Date 06 19 08 User TROY DELLES Shift A FrontDesk Reports Night Audit Managers Billing NSF ARD Utilities Reservations Marketing Rates Setup Shift Us
3. Simply at the top of the screen choose a room type that fits the reservation that you are making A list of rates associated with that room type appears in the box labeled 2 Select SRP On the right are options that allow you to look at different time periods You can filter this screen by hours days weeks and zoom This screen also allows us to see what room types are at your property and how many of each room type you have avail able for each day for a spread based on the options you have chosen above The center of the screen shows the total number of each room type on the left and the amount available for each room on the central screen on the right The view is based off of the active options you choose on the top of the screen the default being normal zoom and based on a 7 day spread The bottom pink boxes show any rate changes that may happen over the course of the reservation Click the room you wish to select and click save to continue with the reservation Update the fields remaining with the guest information and when finished save the reservation using the save function lt F10 gt or click save For questions on what fields are which please see Chapter 1 32 FrontClerk for Windows User Documentation Editing a Reservation After making a reservation it is possible to edit the existing reservation To do this simply click the Reservations button and then click Edit or Check in a Reservation Utilities Reservati
4. sn FrontClerk is an evolving property management solution As such we have many features to offer the properties that use our software All functions can be used by clicking on the appropriate navigational button and mousing over the intended feature Night Audit Managers Setup Note that we have check marks next to certain features These features are the features described in this documentation Our response to an overwhelming demand for a Windows based product has allowed us to utilize key features that are used on an every day basis at properties across the globe All features are usable from the FrontClerk for Windows sys tem Those features that do not yet have a graphical interface are displayed in console mode Console Mode allows you to be able to use all features without the need to have several terminals A separate user guide is available for console mode 30 FrontClerk for Windows User Documentation Making a Reservation With the FrontClerk Property Management System making a reservation has never been easier To make a new reserva tion simply click on the Front Desk button in the navigation bar as shown in the image below Choose the option New Reservation Guest Screen ii Front Clerk Windows 1 2 1919 Hotel Date 06 07 08 User SUPPORT Shift B Frontbesk Reports Night Audit Managers Billing NSF ARD Utilities Reservations New Reservation Guest Screen Alt ShifE V Move Guest From Room to Ro
5. HOTEL SOFTWARE SYSTEMS rRonTClerk For Windows User Documentation Last Updated 7 31 08 FrontClerk for Windows User Documentation Table of Contents fe aaa Chapter 1 What is in this documentation New Windows Screen Windows Screen Field Definitions Guest Data GuestData o Z SSS o B FoioCharges o 0 y B Guest Messages y 9 p Arrival Cancellation Report pM E E FrontClerk for Windows User Documentation Introduction Welcome to the Hotel Software Systems Front Clerk for Windows This software acts as an intermediary between your Linux based property management system and any Windows terminal in which this software is installed Designed with the hospitality industry in mind this software encompasses all of the fundamentals of property manage ment and places its ease of use at your fingertips FrontClerk is an evolving property management solution As such we have many features to offer the properties that use our software All functions can be used by clicking on the appropriate navigational button and mousing over the intended feature Note that we have check marks next to certain features These features are the features described in this documentation Our response to an overwhelming demand for a Windows based product has allowed us to utilize key features that are used on an every day basis at properties across the globe All features are
6. or a reservation Clerk This field is the initials of the person making the reservation or has made in history guest in house guests checked out and reservations already made This field cannot be changed Confirmation Enter your own confirmation number or the confirmation number from your central reserva tion system Web Conf Reservations taken from the Hotel s Website or other Web based system such as Expedia or Hotels com will show their unique reservation number here This field cannot be changed Reg Card This field is used by properties that use pre numbered registration cards The registration card number can be entered here If the guest is checked out to a Direct Bill account this number can be printed on the Direct Bill statements with the related folio charge Source This indicates whether a reservation came from an In house reservation call a CRS a Travel Agent or a Web based source e g the Hotel s website or GDS source Arriving This is the arrival date including day of the week Click the calendar button to pull up a calendar to choose your date or type in the arrival date manually Nights Entering a number in this field indicates how many nights the guest will be staying This field updates Departing and Departing updates this field Departing This is the date the guest is due to check out This field is updated when the number of Nights is entered and if the date is changed it will update the number o
7. 48 49 50 51 52 53 54 55 56 57 58 59 Tabs These tabs will change based upon the windows and activities open Click on any tab to go to that ac 61 State Enter the guest state information here This field is automatically populated when a zip code is entered Country Enter the guest country here Zip Code Enter the guest zip code This field populates the City and State fields if the Zip Code is in the Master Zip Code Database if it is not found in the Master Zip Code Database you will be prompted to add the zip code and city to the database You can also use the lookup button d Ito find a city or zip code Home phone number enter guest phone number Business phone Enter business phone if applicable not required Fax Number Enter guest fax if applicable not required Email Addr Enter guest email address if applicable not required Click a Box to mark whether this is a HOME or BUSINESS Email Address Company Enter company name if aoplicable Use the lookup button to browse a list of AR accounts You can also use the lookup button i Frequency Enter Frequency Number or guest rewards number in this field not required Points This indicates the guest s number of Loyalty Points e g Best Western Gold Club Tier This indicates the guest s Loyalty Tier e g Executive Premeir etc Corporate ID Enter guest corporate identification information here not required
8. FrontDeski Telephone1 Room Status1 Arrivals 1 Housekeeping j Copies 1 uit In house Guests Clean Rm Use New Format Show Occupied Only Print extra blank line E Saa s C 1 Dirty Rooms Show Arrival Departure Show Dirty Rooms Only Separate Report for Each Maid Refresh Double click record below to change room comment As of 01 04 10 04 36 04 PM Maids Housekeeping Report BWR Tier Comment Rqsts aero VR 1101 INDD Empty Clean Y 1102 NK jEmpty Clean 1 B i a iil i G 1103 NDD Empty Clean E 1105 INDD Empty Clean Jd Ji 4 v 1106 JNK JE mpty Clean E 1107 NDD Empty Clean Y ii08 INK jEmpty Clean E 1109 INDD Empty Clean Y 1110 NK X Empty Clean hn 1111 NQQ Empty Clean Y 1112 INOQ jEmpty Clean Y 1114 j NQQ Empty Clean T 1115 X KD Empty Clean e 1116 NOQ Empty Clean Y 1117 KD Empty Clean re 1118 INO Empty Clean Y 1119 KD jEmpty Clean hn 1120 SKT Empty Clean ir 1121 SK Empty Clean aa 2102 K lEmpty Clean l il Y 0 IBAR WN 2104 K Empty Clean 5r 2106 K Empty Clean i ie 2107 DD Empty Clean E 2108 K Empty Clean 1 2110 K Empty Clean v iM Total Number of Rooms 100 Number of Arrivals Number Already Checked Out
9. guest Arriving Enter an arriving date to begin showing on the tape chart Departing Enter a departing date to show on the tape chart Days Hours Weeks Choose to display by Days Hours or Weeks Full View 200 100 50 33 Change the zoom on the tape chart By decreasing the 96 the more dates can be seen Regular Breaks Priority General Milestone Changes the display of the bars Print Use the printer icon to print this report with the selected options All Rooms This selection allows the user to see all rooms This includes unsold reserved dirty and occupied rooms Assigned Rooms This selection changes the display to show only rooms that have been assigned to guests and reser vations Available Rooms This selection changes the display to show only rooms that have not been assigned to guests and reservations Show Dirty Rooms This selections toggles whether dirty rooms are displayed or not Selected Room Types This feature allows the user to filter the tape chart by room type 22 FrontClerk for Windows User Documentation Rack and Tree Report j J nnt le gt Vass dow 5 1 3 2 Hote Ja e 12 16 09 Jser THA COO YV ft i FrontDesk Reports Night Audit Managers Billing NSF ARD Utilities Reservations Marketing Rates Setup Shift User Shutdown on M v M g z re Omer a iosep Refresh Open Selected Rack or Tree Report Boom e l v type SustName h se j Mk f Depa
10. 2 Current Occupied Rms 4 Number of Stayovers Number of Empty Dirty Rms 3 Qut Of Order Rooms 0 Number of Departures of Rooms Left to Clean 7 This report shows the hotel rooms and which are Empty Clean Occupied or Out of Service Multiple copies can be printed by Maid to assign rooms to each Maid The Dirty Rooms are indicated by a YELLOW highlight In House Guests are indicated by a BREEN highlight and Out of Order Rooms are indicated by a BLACK highlight Several Report Options are available e Use New Format this is an optional new format see detail below e Show Arrival Departure dates this will display the Arrival and Departure dates for each guest assigned to a room to help the Hotel plan cleaning options e Show Occupied Rooms Only e Show Dirty Rooms Only e Print Extra Blank Line this is handy for the Maids to make comments regarding the room on the reports printed out for them on their cleaning day e Separate Report for Each Maid this allows each Maid assigned as 1 2 3 etc or A B C etc to receive a list of only those rooms for them to clean The Maid assignments can be changed for the work day In the PRINT ING area in the top right hand corner the number of copies can be adjusted to print the number needed for the number of maids 25 FrontClerk for Windows User Documentation Housekeeping Report Optional New Format A new format has been added that is optional When the user takes this
11. 22 38 47 RoomTax 0sorTax8 SS C 1ize2 11782 1207 6 16 2008 17 05 58 RoomRent s000uTOPOSTED 3e C l 11782 11782 1207 6 16 2008 17 05 58 RoomTax zsTaAx a 36 C 11782 11782 1207 6 16 2008 17 05 58 RoomTax osoraxs 36 C L1 41702 21702 1207 6 17 2009 13 94 30 Room Rent h SEO Q9 AUTO POSTED tc 11782 11782 1207 6 17 2008 13 34 38 RoomTax e zs rTa xa CT OR c Ll 11782 1782 1207 6 17 2008 13 34 38 Room Tax osoTAXB b amp c EL 11782 11782 1207 6 18 2008 22 25 48 RoomRent so00auroposrtO se c L 11782 11782 1207 6 18 2008 22 25 48 ReomTax cs a A se Ol 11782 11782 1207 6 18 2008 22 25 48 RoomTax osolraxe S6 Lll Review your bill If everything is correct choose a payment type on the bottom of the page The amount is already popu lated Click Apply and then click check out After that you are given an option to print the bill The guest is checked out The folio balance must be 0 00 before you will be allowed to check the guest out Reversing Charges If everything is NOT okay you can click on a charge that is incorrect and click the reverse selected charges button If a guest chooses to purchase something additional you can easily ad
12. Chie Gut Gancel Res Holby Sree l EE MEE BWR Status Gi dd New Reservation Reservation GIn House QGiHistory Print Last Name 19 4 Day Rates Summary First Name 20 Title 21 Dbl Click on a rate to make changes 62 Address 22 Daily Rates 22 Date Amount SRP Description Market City 23 State 24 Country usa 25 Zip Code 25 l Hm Phone o8 o o O Bus Phone 29 Fax 30 Email Addr HH ee Company 82 Frequency 33 Points EU Corporate ID 36 Tier 35 PaymentType 4 ara 54 Travel Agent 37 AltFolioio 38 GTD Code cREDIT CARD GUARANTEED 49 v Credit Limit 55 0 00 Promo Code 39 Origin 42 Cancel By Date 12 16 09 E 50 MEER 40 Booked By 43 Cancel By Time 18 00 00 51 cra 56 Car J 40 44 Smoker Deposit Amt 0 00 52 Exp Date 2 57 Drv Lic ST 4 Keys Te Dep Due Date EB 53 Card Holder Fl Tax Exempt 4T Y 45 FrontClerk for Windows User Documentation New Reservation Guest Did you know Front Clerk has a system parameter to force the front desk clerk to enter an address city and state upon creating or edit ing guest information 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 Folio To change this field click on the lookup button to enter a folio number for guest records This may reference a guest in house in history
13. D and PRINTED They can also be categorized to indicate what type of message they are When data is in this tab the tab will title will be in BOLD If no messages exist the tab will not be in bold FrontDesk Reports Night Audit Managers Billing NSF ARD Utilities Reservations Marketing Rates Setup Shift User Shutdown m Quit Save zF1t Guest Messages Text Message 2101 22621 FedEx packa FrontClerk for Windows User Documentation Loyalty Information Best Western fii Front Clerk Windows 1 3 24 Hotel Date 12 16 09 User JONATHAN COOLEY Shift A o FrontDesk Reports Night Audit Managers Billing NSF ARD Utilities Reservations Marketing Rates Setup Shift User Shutdown ov Quit Fil Folio 3 2262 d Clerk DD Confirmation 751351765 01 Web Conf Reg Card Save F10 Arriving Wednesday December 16 2009 Nights 3 Departing Saturday December 19 2009 New Res kFe Source CRS Group ID Group Event d Adults 2 21 Child T o Child 17 04 Tane Chart Rm Type DD sre Mk Cede BaR Rm sf 2101 Al Chk Out Print Guest Page Folio Charges Gues Messages me St tus Wadd New Reservation Reservation QGIn House History BWR Enrollm Soter Nat BWR Lookup by BWR Number lt Bold Titles Indicate Required Fields gt p lt Bold Titles Indicate Required Si i1ds gt BWR Temporary 3 BWR 3x Title BWR Lo
14. MER TODD CAROL JED MARYANN MARYANN JANET ONE VIVIAN VIVIAN VIVIAN VIVIAN VIVIAN VIVIAN VIVIAN VIVIAN VIVIAN VIVIAN VIVIAN DOUGLAS APRIL FRED FRED BILL BILL 06 19 08 06 26 08 06 19 08 06 19 08 06 19 08 06 19 08 06 19 08 09 01 08 07 14 08 07 17 08 07 17 08 07 17 08 07 17 08 07 17 08 07 16 08 07 17 08 07 17 08 07 17 08 07 17 08 07 14 08 04 01 09 06 19 08 06 19 08 07 17 08 06 16 08 06 20 08 06 28 08 06 20 08 06 20 08 06 20 08 06 20 08 06 20 08 09 02 08 07 18 08 07 18 08 07 18 08 07 18 08 07 18 08 07 18 08 07 17 08 07 18 08 07 18 08 07 18 08 07 18 08 07 17 08 04 02 09 06 27 08 06 28 08 07 18 08 06 17 08 RIVER CITY BREWERS ACME ACME ACME GROUP I HAVE NOT BILLS 555 BEACH ST 1265 SKIDMORE ST 230 HOLLY ST 1323 MAIN 1323 MAIN 1323 MAIN 2766 WORLEY AVENUE D 1008 FAIRWAY DRIVE NEW ROAD AVE 1006 FAIRWAY DRIVE 1008 FAIRWAY DRIVE 1008 FAIRWAY DRIVE 1008 FAIRWAY DRIVE 1006 FAIRWAY DRIVE 1006 FAIRWAY DRIVE 1008 FAIRWAY DRIVE 1006 FAIRWAY DRIVE 1215 5TH AVE 455 BLUE CHIP WAY 2314 B ST 2314 B ST 123 ANY ST 7929 SW BURNS 97102 28001 47090 47090 47090 24501 75104 67601 67601 67601 67601 67601 67601 67601 67601 67601 67601 01010 10004 97004 97004 97070 97070 33 FrontClerk for Windows User Documentation Double click any of the guests to open a tab with the reservation in house guest guest history If you change the amount of days
15. P P9 P P P P m ee me E E AL A A f LI Pe Pe A s I s P I MP I PPP PI PI P P PIE PT Daas TImxIEIIEIIeeemEmmPm 5mbrmmIzmeesmemmemmnmmIpmermmmmmPaeE i Ps a a ISO POTIS POI PSI PREIS PETI PCI PETI POTIS PCI IPSE PETI PREIS 102 E 103 L Room was smoked in 104 NK x Li 105 NK o x Ban 106 x E 107 x RN TES mu uu 108 Eq vagrants vandalized room x 109 nk J m m 110 NK x g 111 x m uu 112 x E 113 x E ena 114 x Li 115 x ff 20 x Occupied E 201 soo x ee oe pr ey qon m Ew B 202 SQQ x E B DEI BIET T RT BRI ER BE x B 1204 SQQ X Occupied tf ff E b N The Room Status screen provides a quick and easy reference for which rooms are available and which rooms are occu pied or out of service This list can be printed with the printer icon located on the right Click on Mark All Rooms as Clean to mark all rooms as clean WARNING Use this button only if you know all rooms have been cleaned otherwise the room will be reported as clean even if it is not 16 FrontClerk for Windows User Documentation FT Edit Room Status for Room 1013 Cancel Out of Order Start Date AN a Out of Order End Date Ns Out of Order Comments r Key Change Date i Room Clean Comment for Maids replace all light bulbs Out of Order This option sets the room out of order Enter the Start date and t
16. P codes Mk Code Will default from the SRP entered Rm This is the room number field Enter a room number here to pre assign a room number to a reservation or to assign a room number to a walk in or use the search to locate an available room number Status The status explains what type of screen you are looking at If this is a reservation then the reservation tab is green If the guest is a guest the guest tab is green If the guest is from history then the history light is green Last Name Enter the last name of the guest Use the lookup button gt to find an existing reservation in house guest or to use the guest history for the guest to book a reservation After selecting the reservation that reservation will update the current reservation the user is updating First Name Enter the guest first name in this field Title This is a selectable field using the arrow It is not required but is good for foreign titles such as Mssr Address Enter the guest street address on this line There is a secondary line included should you need an extended address Can be forced by a system parameter City Enter the guest city information here This field is automatically populated when a zip code is entered FrontClerk for Windows User Documentation 25 26 2f 28 29 30 31 32 38 39 40 41 42 43 44 45 Drv Lic ST Enter the guest identification in this field State followed by license number 4T
17. Print Package Detail Checking this field will detail all charges associated with a package rather than just printing the package amount Print Room amp Tax Only Checking this field will print only the room and tax on the folios Click the print button and all folios on that departure date will print with the selected information 18 FrontClerk for Windows User Documentation Arrival Cancel Report ii Front Clerk Windows 1 2 2428 Hotel Date 06 18 08 User TROY DELLES Shift B FrontDesk Reports Night Audit Managers Billing NSF ARD Utilities Reservations Marketing Rates Setup Shift User Shutdown lev Debug info gt 3439 9499 249 Wednesday June 18 2008 r4 z E Open Selected Wednesday June 18 2008 m Cancel Selected amp Arrivals Cancellations eteme fictteme company Room Folio Ivpe Rete SRP Arive l Depart Lem jeden coo cmse SIMPSON Homey IE ee I Sr p YI E mee Ch SOSA ae ee ee a GUN co ENNEREENEN 1008 11624 sk 50 00 eR 6 18 2008 7 9 2008 KEK TEN BUC C7 GN ETT st E RE TESI UIT ROGERS ron ROGERS TROPHY 1307 11645 Nog ssco er 6 18 2008 7 9 2008 cc eTo 2 an a a CA RCE EE LE ETT GNU UN FRANKEL 11760 soo garso saa 6 18 2008 7 3 2008 oeposrr 2 nA Aa e ET e RE Lack hous isor 11e13 ngo 54 00 smP 6 18 2008 7 9 2008 4pm gt This screen shows the arriving in house and or cancelled guests for the dates specified
18. The phone list is a report that shows a listing of each guest that is currently checked into a room See Chapter 1 Sec tion 1 The check boxes note any guest that is currently a part of a group Use the Show Checked Out Guest check box to show all guests that were checked out today CORTESE mir Ir cul I P a a m un o 15 FrontClerk for Windows User Documentation Room Status Room Status 1 ii Front Clerk Windows 1 2 2164 Hotel Date 06 14 08 User TROY DELLES Shift B FrontDesk Reports Night Audit Managers Billing NSF ARD Utilities Reservations Marketing Rates Setup Shift User ENN e Debug info gt 3433 3439 9343 Dbl Click to edit room status key change OO and maids comments Mark All Rooms as Clean Quit Room Status List Refresh Room Rm Type Clean Vacant In Service Key Chg OOS Start 00S End OOS Comments Eff Avail Comment for Maids Maid _Rm Stats _ 1000 sk x L occupied a 7 5 55 5S l 0 05 o A 002 003 004 005 006 007 008 009 010 011 012 013 014 015 016 017 018 101 SK SK SK SK SK SK SK SK N z z z Z ZI 2 2 Z 09 o 6n 09 6n 690 60 eA C2 ARIA LAA LA ARR LA ALAA AAA ARIA IAA IA LA plage Yaad be w gt a KEEP WINDOWS OP Available Available e PET I E I REI IIS IRIS I IRI IIR IRI IRI Im Mv pP I IM ISI ISI IM IM II P P P p P
19. Travel Agent Enter travel agent IATA number here Use the lookup button to select from a list You may add and edit travel agents in this field as well not required Alt Folio Enter an alternate folio number for this guest Entering a folio number in this field will charge room and tax to the alternate folio not required Promo Code Use this field to indicate what promotional code this reservation was made not required Make Enter the make of the car here not required Car Enter the guest license plate information here State two letter abbreviation followed by plate num ber not required Origin This field is populated by the property management system This field lets you know if the reservation was made locally or through a supported CRS Booked By Enter who this reservation was booked by not required Smoker Use this check box to signify if this guest is a smoker This does not have any effect on the room type selection If left unchecked the answer is defaulted to no If checked the answer is yes Required Keys Enter the number of keys given to the guest not required Tax Exempt Enter the guest tax exempt status Use the pull down menu to select which tax or taxes guest is exempt from Payment Type Enter the guest payment information Use the drop down menu to select GTD Code This is the guarantee code that the guest is guaranteed a reservation with Having a payment type selects an appropriate gua
20. and or make any changes to the guest s rate you will see a new screen ii Rate Change A Change Has Been Made Which Will Affect The Rates Recalculate All Rates From System Rates O Use System Rates For Changes This screen indicates that you have made a change to the rates The system then prompts you with three options You may choose any of the following Use Current Rates for Changes Select this option if you have done a rate override that the system may not be aware of This allows you to continue with user defined rates Recalculate All Rates From System Rates This forces the system to recalculate all of the rates for this reservation against those that the system already has It then changes the rates to what they should be for the given dates as defined in the rates databases Use System Rates For Changes This option allows you to use the system rates for changes only Any changes that have been made the system will calculate the rates based on what they are in the rates database 34 FrontClerk for Windows User Documentation User Messaging The FrontClerk system allows users to communicate via messaging Simply click the envelope button in the top right cor ner of your screen and click create This allows you to leave a message for any other user and or shift multiple selections may be made by holding down your control key and clicking on several different names in the users box list Type your message in the box and cli
21. ck send T Front Clerk Windows 1 2 2517 Hotel Date 06 19 08 User TROY DELLES Shift C FrontDesk Reports Night Audit Managers Billing NSF ARD Utilities Reservations Marketing Rates Setup Shift User Shutdown o4 Debug info gt 343349 34949 DID E Send Delete From TROY DELLES To SHIFT A LEE GRAY ZACHARY Subject MARK STROUD STEPHEN GREEN 35 FrontClerk for Windows User Documentation Checking In and Checking Out a Guest When checking in a guest simply open the arrivals report double click the guest and then click check in the guest lo cated on the right side of the screen To check out a guest simply review their bill by clicking on the folio tab located on the left center portion of the screen ii Front Clerk Windows 1 2 2517 Hotel Date 06 19 08 User TROY DELLES Shift C aAdd New Reservation Reservation QIn House W History Transfer Selected Charges Reverse Selected Charges Cancel Res Journal Charges Journal Charges OSS Folio GstFolio Room Date Time Code Amount Comments Clerk shift Hide Fol Cd iizez 11782 1207 6 15 2008 17 29 30 casn sses se e LIT 11782 11782 1207 6 15 2008 22 35 47 RoomRent soooauTOPOSTED zH C 11782 11782 1207 6 15 2008 22 35 47 RoomTax zs TA a zH Ll 11782 11782 1207 6 15 2008
22. d that charge by click on the charge tab on the bottom of the screen and choosing the charge type You can then enter an amount and apply the charge to the bill Check the guest out as normal after all charges have been added 36 FrontClerk for Windows User Documentation Revising Charges After Checkout It is now possible with the HSS system to adjust charges on a folio after the guest has checked out without the need to check the guest back in This procedure only requires a few steps It is as simple as locate the guest in your history open ing the folio charges screen and clicking Adjust Charges From there you will be able to post new charges and payments to this folio The folio balance must be 0 00 before you will be allowed to close this tab Front Clerk Windows 1 2 2732 Hotel Date 06 22 08 User TROY DELLES Shift C Chk Back In l Ehk Gut Gancel Kes aAdd New Reservation Reservation GIn House Quistory Transter selected Ghrarges Reverse selected Glaraes Journal Charges Eelo festolio Room Date Time f Sed amot Commen Clerk shift wide rol cal 1882 11882 1208 08 14 35 47 CASH Eae 1 13 ETE EE 182 Hes ie waves 16 21 80 Remi MOMATONSEb 5e e LH 11882 11982 2 1208 6 21 2008 Casano frome SISTER ooo Eg e iem ETCIHENTCITIETTONICZTTTTUHETCHTUI LYTTCETT IMMUNE T7 ST J Adjust Charges l svment 37 FrontClerk for Windows User Documen
23. e Debit Credit Entering petty cash out is made simple using the FrontClerk for Windows product Select the Front Desk button and mouse down to the Enter Petty Cash Out feature This displays a screen that you can enter an amount vendor journal code and whether you are debiting the account or crediting it Date This field is auto populated Vendor List the name of the Vendor in this field Amount of cash List the amount of the cash in this field GL Journal Code Enter the General Ledger journal code for this item This is the same journal codes set up when your system was installed Not all properties use general ledger journal codes and this field is optional Debit Credit Is this transaction a debit or credit Mark the appropriate field 13 FrontClerk for Windows User Documentation Cash Credit Limit Report fi Front Clerk Windows 1 3 24 Hotel Date 12 16 09 User JONATHAN COOLEY Shift A sk Utilities Reservations Marketing Rates Setup Shift User si Pi SQ out Cash Credit Limit Listing Room Pay Method GuestName Depat Credit DueNow OL 2101 Direct Bil SMITH JENNIFER 12 19 00 000 115 00 2304 CASH TEST TEST iz 7 0 000 85 00 This report can be run to indicate the Room Payment Method Guest Name Departure Date Credit Limit and Amount Due Several copies of the report can be printed by select
24. ed into a room By double clicking on this guest you can quickly retrieve guest data and edit it or duplicate and create a new reservation See Chapter 1 Section 1 The check boxes note any guest that is currently a part of a group Use the Show Checked Out Guest check box to show all guests that were checked out today 21 FrontClerk for Windows User Documentation Tape Chart T Front Clerk Windows 1 2 2428 Hotel Date 06 19 08 User TROY DELLES Shift A CFrontDesk Reports Night Audit Managers Billing NSF ARD Utilities Reservations Marketing Rates Setup Shift User E Tape Chart Quit Arriving Thursday June 19 2008 ER Departing Friday June 20 2008 EH Days Full View Regular IEEE Refres EXT In house Guests N X Gut of Order oe All Rooms Assigned Rooms Available Rooms V Show Dirty Rooms Selected Room Types al Room Types L 23 Dirty Roo Dbl Click time bar to open quest folio June 2008 Hd wo Li wv The Tape Chart is a fast and efficient way for the user to view what rooms are available for a block of days When the name is listed in a red bar the status of that guest is Reservation When the status bar is green the guest is in house If the status bar appears black the room has been set to be out of order If there is a yellow bar the room is dirty The user can double click on any room to get the information about that
25. el Date 06 14 08 User TROY DELLES Shift B Telephone List Last Name FirstName Company Room ro io Depart Group ANDRES MAMIE ANN ARBOR NEWSPAPER 1217 11445 6 21 2008 CAMPBELL BRUCE 1501 11647 7 4 2008 CORDER 6 22 2008 BARBARA J o O 1011 11417 6 17 2008 6 21 2008 6 21 2008 6 21 2008 DAN O 1309 11640 6 16 2008 FELTNER RALPH 1504 11709 6 18 2008 FRAIRE O Tommy 1018 11413 6 4 2009 HARLOW DASON 420 11675 10 1 2008 HARRINGTON JULIANNA O O 41415 11514 6 15 2008 HARRINGTON JULIANNA 1016 11744 6 19 2008 HARRISON HAROLD 1407 11687 6 16 2008 INMAN ss PHILIP TOYSFORTOTS 1008 11721 6 22 2008 ELLISON 6 16 2008 OHNSON NORMA SHADY PALMS RY 1201 11454 6 21 2008 USTICE 6 22 2008 KELLY 6 15 2008 KLINK 6 18 2008 ANDERSON LARRY 1010 11569 6 16 2008 OPEZ 6 21 2008 YMAN 6 21 2008 MAGNUM Bessie 1505 11672 6 21 2008 Bessie A 1014 11673 6 26 2008 NELSON 1601 11481 6 18 2008 LH JL xi xiii LN LL d IL xii iff E xii xi d xiii ziz r ir ir ujoja E oz c xn The Front Desk Telephone Listing is a report that shows a listing of each guest that is currently check
26. er Thursday June 19 2008 1 E Thursday June 19 2008 HE gl Departures LastName FirstName Company Room Folio Type Rate SRP Arrive Depart GTD jad ch Cnd CRS arg ELLEN 1412 11758 soo 42375 saa 61572008 6 19 2008 aem a DJ carte euen 7 1113 zea NK 5000 BR 6 15 2008 6 19 2008 apm 1 o I FLINSTONE FRED wes 1006 11564 sk 57 00 s3a__ 6 16 2008 6 19 2008 apm D FLINSTONE FRED weus 1310 11562 Ngo 57 00 ssa 6 16 2008 6 19 2008 4pm FLINSTONE FRED weus tte 11561 SQQ 5700 53A 6 16 2008 6 19 2008 4pm 11560 4pm DEPOSIT 2 FLINSTONE FRED WELLS 9001 11559 QN 57 00 S3A 6 16 2008 6 19 2008 FLINSTONE FRED WELLS 1601 11558 SUITE 57 00 93A 6 16 2008 6 19 2008 4 FLINSTONE FRED TEST 1217 11548 SQQ 57 00 93A 6 16 2008 6 19 2008 4PM CHONG TOMMY 1003 i1608 SK 42 22 93A 6 17 2008 6 19 2008 4PM DELEGATE ONE TSET 1114 11811 NK 60 00 6 17 2008 6 19 2008 DEPOSIT 1002 FLINSTONE FRED WELLS 1502 11612 NDD 56 05 93A 6 17 2008 6 19 2008 DEPOSIT CHONG TOMMY IBM 1203 11806 SQQ 42 22 3A 6 17 2008 6 19 2008 HOLD GTD
27. f nights field CRS Group ID This is the name or ID of the group this reservation belongs to if made by CRS primarily Best Western Interface If making a normal reservation this field is grayed out and not able to be edited If this reservation is part of a group the information in this field indicates the group number of this reservation Group Event This field is used to search for a group number provided by the group master folio Click on the lookup button to search from a list Adults Select the number of adults staying in the room This field may affect your rates depending on your property charging for extra persons in a room and cannot exceed the maximum occupancy set for the room type Child 12 Select the number of children the age of 12 and under staying in the room Child 17 Select the number of children the age of 17 and under to age 12 staying in the room Tape Chart Use lookup button to search the tape chart for an available room This shows a listing of what rooms are occupied and by what folio guest name and which rooms are currently available The user can se lect different options at the top of the tape chart to change how the rooms are displayed This feature also shows the status of rooms Rm Type Enter the type of room that you wish to use for this guest or use the search to view all room types SRP Enter your Standard Rate Plan you wish to use for this guest here or use the search on the RM Type to view all valid SR
28. he end date The start date can be any time today or beyond but cannot be before This allows the user to easily schedule a date when a room can be set out of order The end date automatically sets the room back to an in order status Out of order comments may be added to al lowing the user to give a reason for why the room is out of order You can have your out of order Effect your Availability by checking the Effect Availability Key Change Date This is the date in which the key was last changed Comment for Maids This section allows the user to set a comment for the maids This field prints on the maids house keeping report so special circumstances can be reported to the maids The Room Clean box can be checked in this field to set the room to clean unchecked is not clean 17 FrontClerk for Windows User Documentation Print Folios By Departure Date ii Print Options Enter Departure Date 06 14 08 Printer Lexmark E330 v Print Rates Print 0 00 Amount Items Print Package Detail Print Room amp Tax Only This allows you to print all the folios by a specific departure date Start by entering the departure date and selecting the printer you wish to print on You then can filter your folios by the options provided and described below Print Rates Checking this field prints the rates on the folios Print 0 00 Amount Items Checking this field will print any charges appearing on the folio even if they are 0 00
29. hen the Guest card is swiped or can be typed in and the Guest Data found by clicking on 10 FrontClerk for Windows User Documentation Utility Tabs a Day Rates Double Click any line in this field to change the rate of stay for the guest Use the Save button to save the change to this line The Rest button changes this rate and all rates after to the number you enter Use the Cancel button to cancel your changes and exit this screen Daily Rates Date Amount SRP Description Market Wednesday December 16 2009 100 00 RACK RACKRATE BAR Thur di December 1 17 2009 100 00 RACK RATE Friday December 18 2009 100 00 RACK RACKRATE BAR b Packages Addons Summary Addons Amenities amene f TN B E eJ FOOD BUFFET 1 FOOD 2 JFOOD RUE 2 Addons Amenities Allows the user to be able to add a charge that will be billed with room and tax Packages Selects a package of Addons Amenities to be charged with room and tax Journal The journal code associated with each charge being applied Cannot be edited in this screen Description A short description of what is being charged Charge The amount charged for the Addon Amenities This field allows you to edit the price Press the undo button to clear all fields of this entry Pkg Is this an all inclusive package to be billed multiple nights Y for Yes N for No Number for number of nights 11 FrontC
30. ing the number in the upper right hand corner prior to printing FrontClerk for Windows User Documentation Phone List ii Front Clerk Windows 1 2 2164 Hotel Date 06 14 08 User TROY DELLES Shift B Telephone List Last Name FirstName Company Room Folio Depart Group ANDRES MAMIE ANN ARBOR NEWSPAPER 1217 11445 6 21 2008 CAMPBELL BRUCE 1501 11647 7 4 2008 CHARLES 6 21 2008 COLEMAN 6 21 2008 CORDER 6 22 2008 CORDER 6 22 2008 CORDER 6 22 2008 BARBARA 2 1011 11417 6 17 2008 CRAVEN 6 21 2008 CRAVEN 6 21 2008 CRAVEN 6 21 2008 LH JL xp xxxix iN LL I D IL xii feito a xii Hxi d 1l Hu XXIX DECKER DAN o 1309 11640 6 16 2008 DUVAL ELTNER RALPH 1 1 1 1 1504 11709 6 18 2008 RAIRE Tommy J J 1018 11413 6 4 2009 HARLOW JASON Jo 120 11675 10 1 2008 HARRINGTON JULIANNA 1415 11514 6 15 2008 HARRINGTON JULIANNA 1016 11744 6 19 2008 HAROLD J o 1 1 1 1407 11687 6 16 2008 6 22 2008 ELLISON 6 16 2008 OHNSON NORMA SHADY PALMS RY 1201 11454 6 21 2008 USTICE 6 22 2008 KELLY 6 15 2008 KLINK 6 18 2008 ANDERSON LARRY 1010 11569 6 16 2008 OPEZ 6 21 2008 YMAN 6 21 2008 MAGNUM JESSIE 1505 11672 6 21 2008 MAGNUM JESSIE J o 1 1 1014 11673 6 26 2008 MALLORY NELSON 1601 11481 6 18 2008
31. lerk for Windows User Documentation C Comments Use this field to make any special comments regarding this reservation Would like USA today newspaper Has package from FedEx Is in Manager s office History This tab shows a history of any changes made to the reservation of the current guest This log includes date time and user information as well as what fields were changed what they were changed from and what they were changed to Orig booked by DD on 12 17 09 14 34 37 Rates by DD as of 12 17 09 14 34 37 Date Wednesday December 16 2009 100 00 SRP RACK Mkt Code BAR End of Changes by DD on 12 17 09 14 34 37 Begin Changes by DD on 12 17 09 14 36 00 End of Changes by DD on 12 17 09 14 36 40 End of Changes by DD on 12 17 09 14 41 01 End of Changes by DD on 12 17 09 14 43 06 Begin Changes by JH on 12 17 09 15 29 45 End of Changes by JH on 12 17 09 15 29 55 Begin Changes by JH on 12 17 09 15 31 58 GUARANTEED Old CC GTD New 6PM Corp If the company has a Corp ID with BWI then their company information will appear here Summary Gives a quick summary to read back to the guest to confirm the reservation This selec tion is not available until the reservation is saved 12 FrontClerk for Windows User Documentation Entering Petty Cash Out ii Petty Cash Out Date 06 18 08 Shift B vendor Amount of cash 0 00 GL Journal Cod
32. nical assistance we are available 24 hours a day 7 days a week Simply call us at 1 800 634 9248 and speak to one of our technicians live or leave a voicemail and someone will get back to you as soon as possible 39 FrontClerk for Windows User Documentation Notes 40
33. okup by Name p FirstName DENNIFER Middle Names latName sumH Address Type Home Addressi 1323 MAIN Address2 E o B LastName SMITH City ANY i ests sSSS City State MD Ml State MD Zip Code 47090 Zip Code 47090 Country USA Y phone Type vois Country USA Phone Location Home i Phone Number 5035558787 i st lt itsi s S E mail Type Home E malladdr jENNGAOL COM 000000000000 Receive E mails from BWI Yes No Receive direct mail from BWI Yes Mo Front Desk Identifier 000 EO mm mnc aa et NEVER First Name JENNIFER This tab can be selected for Best Western properties or other properties where HSS has implemented a 1 way or 2 way loyalty program For Best Western the Guest can be searched for their loyalty information from the central Best Western database New Loyalty Members can also be registered with Best Western to earn rewards by completing this screen and clicking on The information on this screen is either a Automatically entered when the BWI loyalty card is swiped Swiping the BWI Loyalty Card will also enter the Guest Data on the Main Guest Information Screen b Automatically entered when the Guest Data is completed on the main screen The Guest BWR will be automatically populated w
34. ole i fele f roles Foled Folies role role Folies f role Balance f Deposit Depart Mi zio f o SMITH mson 0 00 0 00 0 00 0 00 0 00 0 00 0 Wm nso on A 2304 L TEST 85 00 0 00 0 00 0 00 o oo o oo o oo o oo 0 00 0 00 85 00 0 00 12 17 BAR This report shows the Guest Room Number Guest Name Departure Date Market Code and all Folio Code Charges It Users can select the number of copies to print and can click on one or more Guest Names and open their Guest Information and Folios by clicking on OPEN SELECTED pa FrontClerk for Windows User Documentation Journal Breakdown Report lid Front Clerk Windows 1 3 24 Hotel Date 12 16 09 User JONATHAN COOLEY Shift A Utilities Night Audit Billing NSF ARD Reservations Marketing Rates Setup Shift User Shutdown om Managers Wednesday December 16 2009 mW sau E Journal Misc Breakdown Report Ie mem ___Refersnge _ ______Deseription _ _ amount Dam sm Department _ 22603 2304 PARKINRG DECLINED CC 2 50 12 16 09 22603 2304 PARKING DECLINED CC 2 50 12 16 09 A 22603 2304 PARKING 1 DECLIEDCC 250 12 16 09 2103 PARKING PARKING O O O Oo zoo 2105 PARKING PARKING 1 1 o 250 2304 PARKING PARKING 1 O 250 This report p
35. om Enter Petty Cash Out Room Availability Group Check In Group Check Out Transfer Balance Room to Room Room Status Show Unsold Rooms What Should My Drawer Have Verbal Credit Authorization Find Checked Out Guest Current Statistics Hide a Line Item on a Folio Print Folios by Departure Date HOTEL SOFTWARE SYSTEMS This launches a new tab with multiple functions This tab may be used to create a reservation check in a walk in guest update an existing reservation or check in an existing reservation Fill in the arriving date and the number of nights fol lowed by how many guests will be staying in the room You can select a room by clicking on the search button located next to the room type field This will display a new screen 3l FrontClerk for Windows User Documentation T Add SRP and Room Type 1 Select Room Type 2 Select SRP Save Room Type Rate A Dars cR RACK RATES 60 00 Full View l 60 00 15 15 OFF RATE 51 00 Regular im SQQ 50 00 BR BEST RATE 50 00 i amini NQQ 60 00 CMP COMP ROOMS 0 00 SDD 45 00 53A AAA RATE 57 00 NDD 59 00 SBR BEST RATES 70 00 SUITE 100 00 SCC CORPORATE RATE 54 00 Room Rate 44 44 QN 58 00 SE EMPLOYEE RATE 75 00 Daily Avg 44 44 June 2008 19 20 21 22 2 24 25 26 1 Tot Avail 102 102 102 102 102 NENNEN rr eee Rss IE 3 v gt June 7 2008
36. ons Marketing Rates Setup Add Reservations Cancel all PM 6PM Holds v ArrivallCancel Report Edit or Check in a Reservation a Room Availability TOI Print Reg Confirmation Cards Ltrs Add Reservation Quote Edit Delete Quote List Reservation Quotes Arrivals by Date Taken M aban Ta m sue This opens a new reservation screen that you can pull up an existing reservation with Simply click on the search button next to the folio field if you have a folio number or you can do a guest last name search by pressing the search button next to the last name field This opens a new window so you can look for the appropriate guest This screen allows you to view reservations in house guests or even search your guest history ii Front Clerk Windows 1 2 2517 Hotel Date 06 19 08 User TROY DELLES Shift C FrontDesk Reports Night Audit Managers Billing NSF ARD Utilities Reservations Marketing Rates Setup Shift User Shutdown ev Front Des Debug info gt ii Name Lookup Specific Group View New Res LastName 0 Search by Reservation In House C History N Cancel LastName FirstName Folio Arrive Depart Company Room __ RmType Canclld address zip j BRIDGES BROADMEAD CLAMPET CLAMPET CLAMPET COTTON DELEGATE ECKHARDT ECKHARDT ECKHARDT ECKHARDT ECKHARDT ECKHARDT ECKHARDT ECKHARDT ECKHARDT ECKHARDT ECKHARDT FAIRBANKS FOOL FORD FORD GREENVILLE HO
37. option it prompts Do you want the new report format f answered Yes it prints the report in a little different format Also if answered Yes the user is prompted Change Sheets every X day Depending on what number you enter here it calculates if the sheets need to be changed and prints Shts under the Status column on all stay over guests The new report headings are Room the room number Type the room type Status the room status VR Vacant Ready OUT means the guest due out today has already checked out Dirty means the room is empty and dirty no guest checked out today NEW a guest has checked into that room today S O Stay Over Shts also prints as indicated above Res is this room assigned to a reservation due in today If so it will have Yes in this column C O Date the date the guest is due to check out Guest Name BWR Tier as required by BWI not applicable for hotels that are not a Best Western brand Comment Rqsts this is the Maid comments or special requests from the guest record Notes space for the housekeeping staff to make notes 26 FrontClerk for Windows User Documentation Folio Code Spreadsheet AM Fron VNTTWIROONS T 3 24 Hotel Date 12 16 09 User JONATHAN COOLEY Shift A d Night Audit Managers Billing NSF ARD Utilities Reservations Marketing Rates Setup Shift User Sh Ei seal a ph Folio Code Spreadsheet Room CD Name Folon r
38. or save this registration a Quit Close this tab If the reservation has not been saved it will prompt you to save FrontClerk for Windows User Documentation omogo l Yes Verifies all required fields have been filled and saves the current reservation Il No Cancels all changes and closes the tab IlI Cancel Returns you back to the reservation tab Save Verifies all required fields have been filled and saves the current reservation New Res Clears the guest information fields so a new reservation may be made This will not change the arrival departure room type SRP market code or room number IV Yes Verifies all required fields have been filled and saves the current reservation V No Cancels all changes and closes the tab VI Cancel Returns you back to the reservation tab Chk In Verifies all required fields have been filled and checks in the reservation Chk Out Checks out the current guest Will check to see if there is a balance first due Cancel Res Cancels the current reservation Print Prints a registration card for the guest VII Reg Card Select the printer you wish to use for printing your registration card VIII Print Rates Uncheck this box if you do not wish the guest to see the rate chosen IX Print Blank Card Prints a blank registration card This function is only usable on a blank reservation X Print Prints the registration card to the selected printer Xl Email Emails the confirmation to
39. rantee for the guest Cancel By Date This is the date that the guest must cancel by before incurring any penalty You may set a specific date by pressing the calendar button Cancel By Time This is the time on the cancel by date in which the guest must call before incurring any pe nalty This is set in 24 hour clock notation Deposit Amt This field indicates a deposit amount for guaranteeing a room The due date is set with Dep Due Date Dep Due Date This field indicates a date in which a deposit is due for guarantee of this reservation AIR Enter an accounts receivable account number here if the payment type is Direct Bill Use the lookup button fa lookup and select from a list Credit Limit Enter the credit limit for the guest The credit card interface updates this field every time it ob tains an authorization on the credit card CC This is the credit card number field You may use a credit card swipe when in this field to enter the cre dit card information automatically otherwise you may type the credit card number in Exp Date A valid Credit Card Month and Year expiration date is entered here Card Holder This field is the name of the cardholder as printed on their credit card It does not need to match the Guest Name Menu Buttons Use these to access the drop down menus for various reports utilities etc tivity Up to 10 tabs can be open at any one time Registration Options These buttons are used to change the status
40. rovides information regarding Guest Journal charges It is especially helpful as it indicates when a credit card has been denied Users can select the number of copies to print and can click on one or more Guest Names and open their Guest Information and Folios by clicking on OPEN SELECTED 28 FrontClerk for Windows User Documentation Security System The HSS FrontClerk software for Windows allows us to have single click user security When stepping away from the sys tem simply press the Key icon in the top right corner of the screen ee This allows the user to lock down the software so only authorized access is obtained in the FrontClerk System When the To do this click the red key button and the FrontClerk Login will appear ii Front Clerk Login ma User Login Name CES Oa ee Password O shifte Change Pwd Q shift Login with the proper username and password and the software will be unlocked 20 FrontClerk for Windows User Documentation Using the Software Logging In Upon the starting the software you will notice that the system has a box prompting you to log in The FrontClerk system has been designed with security in mind Each user will need a user name and password and will be setup with our in staller onsite This can further be changed in the console version of our software explained later in this chapter ii Front Clerk Login User Login Name ok SUPPORT
41. rt roio l credit Per Due Redz j ad ch 2101 1 N DD SMITH BAR 12 19 09 22621 ooo Q 115 00 2 2103 1 N DD jooNYaA J J B R iz 19 09 22622 150 00 N 11500 1 2105 1 N Jo JsMTHK jBAR i2 17 09 22623 12650 N 115 00 1 2304 1 n DD X TESTT crs j BaR 12 17 09 22624 ooo L 8500 1 The Rack and Tree Report indicates the Occupied Rooms by room number Number of Guests in the Room Type of Room Guest Name Source of the Reservation Market Code e g Rack Rate etc Departure Date Folio Number Credit Authorization Balance Type of Payment by Payment Code Total Amount Currently Due Registration Number if any Several Report Options are available Click on the box to select or de select each option e Include Folio Balances e Show In House Balance e Show only Occupied Rooms e Show the Guest Credit Limit e Show the Avg Room Rate 23 FrontClerk for Windows User Documentation e Show any Special Requests e Print a Guest spreadsheet for each Guest s folio charges 24 FrontClerk for Windows User Documentation Maids Housekeeping Report Ai Front Clerk Windows 1 3 24 Hotel Date 12 16 09 User JONATHAN COOLEY Shift A i FrontDesk Reports Night Audit Managers Billing NSF ARD Utilities Reservations Marketing Rates Setup Shift User Shutdown kadi E
42. tation Guest Messages Guest messages are recorded in each guest record Simply click the Messages tab on the left center portion of the screen and enter the guest s message The message may include choosing between text fax and package Front Clerk Windows 1 2 2517 Hotel Date 06 19 08 User TROY DELLES Shift C FrontDesk Reports Night Audit Managers Billing NSF ARD Utilities Reservations Marketing Rates Setup Shift User Shutdown s E chk In a coe aAdd New Reservation Reservation In House QHistory Guest Messages Text Message Msg Ty Date Time 1207 11782 FedEx Signed Package PKG 07 24 08 05 13 05 Enter Edit Message Characters remaining 42 Fax from HSS LTD 38 FrontClerk for Windows User Documentation Frequently Asked Questions How do I apply an advance deposit Applying an advance deposit has never been easier Simply open a reservation using the Edit or Check in a Reservation screen and search for your guest From there click on the folio charges tab located in the middle left of the screen Add a payment for the amount of the advance deposit that you have received Where can get a list of unsold rooms A list of unsold rooms can be obtained through the tape chart Open the tape chart and click the option to filter by avail able rooms You can then print this report for easy access using the print feature Where can get a list of in house guests A list of in ho
43. the email address provided XII Preview Preview the registration card before printing XIII Done Close this screen FrontClerk for Windows User Documentation 62 Guest data Select the appropriate tab for entering guest data making folio charges payments and viewing guest messages Folio Charges are grayed out while making a reservation walk in until the record is saved and Guest Messages tab is not accessible until checked in a Folio Charges This tab shows the Charges a Guest has accumulated during their stay and can be se lected by Clicking on the Folio Charges tab When data is in this tab the tab will title will be in BOLD If no folio charges exist the tab will not be in bold A wu uu pu n6 JU em ay Ed Pare e UP La eee CEN ae oe ni MA M men m el A Vindows 1 3 24 Hotel Date 12 16 09 User JOHATHAN COOLEY Shift FrontDesk T Reports Night Audit Managers Billing NSF ARD Utilities Reservations Marketing Rates Setup Shift User Shutdown Transfer Selected Charges Reverse Selected Charges a MN NN CNN 77 NUN NN ESTRTS ETSE ET Fo 2262 09 00 47 26 Room Rent UIN ww a ny fn zn nm aee menn pe seas Dee a LE _ 210 09 00 47 26 Tax 2soraxB mH a D IMEEM IL es Direct Bill FrontClerk for Windows User Documentation b Guest Messages By Clicking on this tab from the Guest Reservation Screen messages can be ADDED EDITED or DELETE
44. usable from the FrontClerk for Windows sys tem Those features that do not yet have a graphical interface are displayed in console mode Console Mode allows you to be able to use all features without the need to have several terminals A separate user guide is available for console mode please contact us at 1 800 634 9248 if you need this guide This documentation describes what the FrontClerk property management system can be used to accomplish This docu mentation is not an all encompassing substitution for a certified Hotel Software Systems training course If you feel that you need training with this software please contact us at 1 800 634 9248 to schedule a training session FrontClerk for Windows User Documentation Did you know Front Clerk for Windows supports multiple tab functionality so you may open several tabs and have access to vital infor mation while making reservations checking in guests and more FrontDesk Reports Night Audit Managers Billing NSF ARD Utilities Reservations Marketing Rates Setup Shift User Shutdown l eT z1 Front Desk 1 FAE RESAS E 60 Quit Folio amp o 1 ga Clerk1c2 Confirmation P Web Conf s 4 Reg Card 5 Save Arriving Wednesday December 16 2009 f Nights i Departing Thursday December 17 2009 9 New Res Source v 6 7 CRS Group Df 10 gt Group Event 011 Al Chk In Adults EE child diz o Child go o 3H Tape D RmIype 15 g SRP 16 MkcCod 17 Rm 13 l
45. use guests can be obtained by your front desk telephone listing This allows a quick and easy reference point that may also be printed and placed next to your telephone for easy access Just click the printer icon to print the report Where can get a list of arriving guests A list of arriving guests can be found in the reports menu on the Arrival report You may filter this report as shown in Chapter 1 of this user manual and print it as necessary Where can get a list of departing guests A list of departing guests can be found in the reports menu on the Departures report You may filter this report as shown in Chapter 1 of this user manual and print it as necessary The software isn t doing anything There is a red box in the top right corner with a key in it The software is locked Please see Security System in chapter one of this manual This software doesn t do X How can I submit feedback The FrontClerk property management system has evolved because of customers needs As such we always welcome feedback at support hssltd com While we are able to implement some concepts that properties would like to see it is not certain that all ideas will be used Help am stuck We understand that your time is precious and that sometimes the answers cannot always be found We are here for you oimply give us a call at 1 800 634 9248 and we will be able to assist you How do get technical assistance If you should need tech
46. v Shifta Cane Password Shift B Change Pwd Shift C A valid login and password are required to use the software Usernames and passwords are maintained at the property After logging in a user will see the HSS logo The user has the options of choosing what they would like to do by access ing the menu buttons on the top navigational bar The user then chooses what shift it currently is Choose between Shift A check out shift Shift B check in shift and Shift C the night audit shift WARNING Changing the shift information on this screen will do so for all users so please communicate to your coworkers what shift is the current one Should you feel that your password has been compromised you can use the change pwd button to change your pass word To do this lock the interface and then resume the interface You will see a login screen with the Change Pwd but ton Select your user name and enter your password then click the Change Pwd button After clicking this button the sys tem will show two fields for a new password Enter your password in the first field and confirm in the second Click OK to proceed logging in and using the new password and click cancel to stop logging in and cancel the change of your pass word T Front Clerk Windows 1 2 2428 Hotel Date 06 19 08 User TROY DELLES Shift A Reservations Shift User Marketing Rates Billing NSF ARD Utilities BENE o

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