Hotel User Guide - Nycomm Holding Page
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1. ON A GUEST PHONE If you ring an extension from the Administrator s phone with a mes sage and the extension does not answer or is busy it is possible to leave an indication that you have a message waiting for that exten sion Alternatively you can set a callback or a camp on e A message waiting indication alerts the extension user that you are trying to contact them A message key LED or special light on the extension will flash or a special message waiting tone is heard when the extension handset is lifted e A callback means that the extension will automatically ring you back when it is free e Acamp on means your call will continue to ring at the busy ex tension until it is answered The use of a flashing message light is an optional feature available with selected telephones Check with the system manager or installer whether this option has been installed PROCEDURE The procedure to follow depends on whether the extension is busy or does not answer e If the extension is busy the display shows XXX IBIS CBK MSG CAMP If you see a camp on display instead refer to the Note below Select one of the following options that is press the appropriate soft key 23 Hotel User Guide Basic Administration CBK Set a callback The extension will automatically ring you back when it finishes its current call if busy or after it makes another call Hang up after selecting this op2. for example if a guest re guests to make a call from the front desk Administrators key phone This feature is automatically activated when a call is made if it is programmed into the system Refer to MMC 110 Call Cost option in the Samsung Hotel Programming amp Installation Manual 34 Hotel User Guide Basic Administration SEPARATING PHONE CHARGES This option allows you to print a guest s phone charges separately from other room charges It is also possible to delete these call charges from the final room invoice For example many guests stay ing for business purposes may wish to pay for personal calls sepa rately from items on their room bill These call charges would not then appear on the final bill PROCEDURE 1 Press the HOTEL key Display shows eU ng Room Check Phone Scat Ow A iat JL IL 2 Select the Phone Bill option Display shows Enter Room UMBER 3 Enter the room number Display shows Print Phone Bill amp SAVE EXT amp CLR 4 Select the required option that is press the appropriate soft key amp SAVE To print the phone bill and save the total charges Then select EXIT to exit These charges will be printed on the final room bill amp CLR To print the phone bill and clear the total charges Then select EXIT to exit These charges will not be printed on the final room bill EXIT To exit without printing the bill 35 Hotel User Guide Basic Administration PRINTING
3. name and signature of authorized person Hotel User Guide Contents CONTENTS O Introduction to Hotel o ooo ooo ooooooooooooooo 1 About the Hotel Application ooooomo 1 What is Covered in this Guide ooooo ooo 1 Who Should Read this Guide oooooo 2 What You Need to KNOW scsicsisicsssciedsiceisisintoaiatviceiace 2 Basic AdministratiON ooo ooooooooooooooooooo 4 Overview of Administration ooWoo 4 Checking In a Guetta inna ama maag 8 Ghecking Quta Get ank lahan 11 Billing a Guest OOM 12 Credit a Room or Phone Bill ooooooo 16 Setting amp Cancelling a Wake up Call tora GUES een aa an nina 18 Setting a Message Waiting Indication Camp On or Callback on an Extension 23 Answering a Message Waiting Indication on an ENT sabia ERT E 25 Setting a Room On Hold ane 27 Room Status Viewing amp Changing o 28 Remote Billing for Phone Calls oooooo 31 Booth Option for Phone Calls ooooo o 32 Displaying a Call Cost or TiMETr oooo o mo 34 Separating Phone Charges oooo ooom 35 Punting a Room Bi anna 36 Staff Localo icena nio Na 37 Using the HOTEL Key ssssssssssssssssssesssesssessseessseeess 39 HOTEL Key on Administrators Keyphone 39 HOTEL Key on Extension Guest Keyphone 45 Hotel User Guide Contents Printing a PMS Report w ooo
4. 4 3 1996 Inc A1 1998 EN61000 4 4 1995 EN61000 4 5 1995 EN61000 4 6 1996 EN61000 4 8 1993 EN61000 4 11 1994 AS NZS3548 1995 EN60950 1992 A1 A2 A3 A4 A1 1 Manufacturer Samsung Electronics Co Ltd 259 Gongdan Dong Gumi City Kyungbuk Korea 730 030 CQ 2001 03 31 TE Jang Tae eok Jang General Manager place and date of issue Representative in the EU Samsung Electronics Euro QA Lab Blackbushe Business Park Saxony Way Yateley Hampshire GU46 6GG UK 2001 04 03 place and date of issue name and signature of authorized person ELECTRONICS EU Declaration of Conformity RTTE Samsung Electronics Co Ltd 259 Gongdan Dong Gumi City Kyungbuk Korea 730 030 factory name address declare under our sole responsibility that the product Digital Keyphone System DCS Compact II to which this declaration relates is in conformity with RTTE Directive 1999 5 EC Annex Il Low Voltage Directive 73 23 EEC EMC Directive 89 336 EEC 92 31 EEC By application of the following standards EN55022 1998 Inc A1 2000 EN61000 3 2 1995 Inc A1 A2 1998 EN61000 3 3 1995 EN61000 4 2 1995 Inc A1 1998 EN61000 4 3 1996 Inc A1 1998 EN61000 4 4 1995 EN61000 4 5 1995 EN61000 4 6 1996 EN61000 4 8 1993 EN61000 4 11 1994 AS NZS3548 1995 EN60950 1992 A1 A2 A3 A4 A1 1 Manufacturer Samsung Electronics Co Ltd 259 Gongdan Dong Gumi City Kyungbuk Korea 730 030 CQ 2001 03 31 TE
5. A ROOM BILL A room bill is automatically printed when a guest is checked out of a room See Checking Out a Guest However it is possible to obtain a printout of a room bill using the CHOUT Check Out key without checking out the guest PROCEDURE 1 Press the CHOUT key Display shows Enter Room NUMBER 2 Enter the room number Display shows Check Out Rog YES HOLD 3 Select PRINT to print the room bill An example is shown in sec tion 5 Invoices and Status Reports Charges will continue to accrue on the room bill until the room is checked out NOTE It is possible to do this using the HOTEL key see section 3 Using the HOTEL Key 36 Hotel User Guide Basic Administration STAFF LOCATION This feature allows you to guickly see in which rooms staff members are located To work correctly e you need a special SLOCAT key programmed on the Administra tor s phone e the Administrators phone requires a dedicated key for each room and you may therefore need more than one add on mod ule AOM depending on the number of rooms e each guestroom phone should have a programmed SLOCAT key or an SLOCAT access code should be programmed in the system e staff will require their own codes in order to register their location using guest room phones If you have a programmed SLOCAT access code enter it here Registering Your Location via the Guest Room Phone 1 Press the SLOCAT key OR Enter the SLOCAT access
6. Using the HOTEL Key HOTEL KEY ON EXTENSION GUEST KEYPHONE If a HOTEL key is programmed on a display keyphone in a guest or meeting room it is used to set cleaning maintenance status flags only It cannot be used for other HOTEL key features as on the Ad ministrator s keyphone NoTE Standard telephones are normally used for guest rooms Therefore special dialling codes can be used for setting status flags for details see section 2 Basic Administration 1 Press the HOTEL key Display shows Enter Staff Code 2 Enter your 4 digit staff code If you enter an incorrect code you return to step 1 to start again The code is not displayed instead you see in the display followed by Enter Code 3 Enter the appropriate code 0 3 as follows Room needs cleaning Room cleaned Room needs maintenance Room repaired NN O The display returns to normal after a short delay If 0 or 2 is entered a room cannot be checked in until cleaning or maintenance is carried out and either 1 or 3 is entered to indicate that the required activity is complete If 1 or 3 is entered a room re turns to its original status of Available or Occupied 45 Hotel User Guide Printing a PMS Report 4 PRINTING A PMS REPORT The PMS Property Management System report shows all activities logged in the system This includes all the individual actions carried out for each
7. VOLUME Up or A or Down or W key Press EXIT to exit the display You can also check out a room see below Check Out a Room If a room is displayed as occupied with the OCCUP option the dis play allows you to check the room out Select the CHECK OUT option Now follow the Checking Out proce dure from step 3 onwards described in section 2 Basic Administra tion Print Room Status Reports You can obtain printed reports at any time showing room status in formation Reports are available for CLEAN All rooms needing cleaning MAINT All rooms needing maintenance AVAIL All available rooms OCCUP All occupied rooms HOLD All rooms on hold ALL All rooms 1 Select the RPT option Display shows Print Report CLEAN MAINT Hotel User Guide Using the HOTEL Key The arrow symbol gt means that more options are available Use the SCROLL key to view the remaining options You see Print Report AVAIL OCCUR followed by Pelat INSjOOIIE HOLD ALL ESON 2 Select the option for which you want to print a report An exam ple printout is shown in section 5 Invoices and Status Reports 3 Press EXIT to exit the display If necessary use the SCROLL key to find the EXIT option Hi CHECK OUT OPTION This option allows you to check out a room put a room on hold or print a room bill 1 From the main display select the Check Out option Display shows Enter Room NUMBER 2 Enter the room number Di
8. Wake HH MM y KES CLEAR EO 6 Select YES to set the alarm time you entered If you don t want to enter this time select CLEAR the display re turns to normal 7 Select EXIT to exit Using a Standard Telephone Guest Room You can set a once only alarm at this phone Lift the handset and dial 18 Enter the alarm time in 24 hour format e g 0730 for 7 30am 1430 for 2 30pm and wait for the confirmation tone hw NOTE To set alarm for 12 o clock midnight enter 2400 not 0000 3 Replace the handset Using an Extension Keyphone with Display Up to three alarms can be set using a display keyphone each as a once only or daily alarm To set a single once only alarm you can follow the instructions for the standard telephone above Hotel User Guide Basic Administration Press the TRSF or Transfer key and dial 112 Press 1 2 or 3 for the alarm number Enter the time you want the alarm to ring as HHMM using a 24 hour clock e g 1330 is 1 30pm LN Note To set alarm for 12 o clock midnight enter 2400 not 0000 Press 1 TODAY or 2 DAILY to select the alarm type Press the TRSF or Transfer key to save alarm setting and exit OR Press the right soft key to move the cursor and repeat the proce dure for the next alarm step 2 onwards mw CANCELLING A WAKE UP CALL 1 Press the WAKEUP key Display shows oe 2 Select CANCEL Display
9. are listed below If the problem persists check with your system manager who may need to seek advice from the system installer dealer Access Denied Message If you dial an extension and see this message on your display it means that your keyphone is denied from ringing that extension by the system If you reguire access to this extension from your key phone ask your system manager who will need to program the sys tem to allow this Invalid Number Message This indicates that you have entered a number not recognised by the system or which is already reserved by the system for other uses For example make sure you enter a valid room number staff code or item code In some cases you may re enter the correct code in others you may need to start the entry sequence from the beginning You Cannot Check In a Room If you cannot check in a room you normally see a message saying Not Available Check its status This can be done using the HOTEL key or the RSV key s The room may already be occupied Alterna tively if it has been checked out the needs cleaning or needs maintenance flag has not been manually changed to indicate that the room is again available for checking in See Room Status Viewing and Changing in section 2 Basic Ad ministration or see section 3 Using the HOTEL Key 49 Hotel User Guide Troubleshooting Other Error Messages The following messages may appear at the keyphone
10. code see above Enter Staff Code 2 Enter your 4 digit staff code You will hear a confirmation tone and the display returns to normal Display shows 37 Hotel User Guide Basic Administration Checking Location of Staff via the Administrator s Phone Provided staff members have registered their locations as described above you can guickly check in which rooms they are located 1 Press the SLOCAT key OR Enter the SLOCAT access code see above Display shows Staff Locate snow CLEAR EXIT 2 Select SHOW All programmed keys for rooms in which staff members are lo cated will light 3 To exit the display and turn off key LEDs press EXIT OR To clear registered locations and exit press CLEAR then EXIT If you clear locations they will not display again until members regis ter again from guest room phones Note A staff member may register in each room as they move between rooms Only the most current location will display on the system 38 Hotel User Guide Using the HOTEL Key USING THE HOTEL KEY A HOTEL key can be programmed on any Administrator s keyphone or on a guest or meeting room extension provided with a display keyphone It is designed to be flexible so that while it performs its own unique functions it also performs the functions of some other dedicated keys described in section 2 Basic Administration How it works depends on the type of keyphone to which it is assigned H
11. s designated as the Warning Destination in MMC 753 They require the attention of the system manager or installer Message WARNING VM ALARM SMDR INFORMATION BUFFER FULL 50 Meaning amp Action Reguired The system is provided with an emergency destination for calls destined for Voice Mail VM if the VM card is removed or the VM sys tem is off line In addition any calls that are forwarded to VM will not forward they will re main ringing at the fwd from station until an swered This occurs when the system s SMDR data buffer is not big enough to save any more Ho tel information Check out all guest rooms immediately Samsung Telecoms U K Limited Brookside Business Park Greengate Middleton Manchester M24 1GS TELECOMS
12. shows Enter Room NUMBER 3 Enter the room number Display shows 4 Select CANCEL to cancel the alarm call and then select EXIT to gt exit we OR 4 Select EXIT to exit without cancelling 20 Hotel User Guide Basic Administration Using a Standard Telephone Guest Room 1 Lift the handset and dial 18 2 Dial 0000 3 Replace the handset Using an Extension Keyphone with Display 1 Press the TRSF or Transfer key and dial 112 Press 1 2 or 3 for the alarm number Move the cursor to the TODAY or DAILY field using the right soft key Press 0 for NOTSET Press the TRSF or Transfer key to cancel the alarm and exit OR Press the right soft key to move the cursor and repeat the proce dure for the next alarm step 2 onwards E PRINTING A LIST OF WAKE UP CALLS of On This provides a list of alarm calls set for a room since check in This is useful if a guest queries whether an alarm call was actually set when requested PROCEDURE 1 Press the WAKEUP key Display shows ake Up cal PIRINI A Sis Te CANCEL 2 Select PRINT Display shows Enter Room NUMBER 21 Hotel User Guide Basic Administration 3 Enter the room number Display shows 4 Select PRINT to print and then select EXIT to exit _ OR a Select EXIT to exit without printing a 22 Hotel User Guide Basic Administration SETTING A MESSAGE WAITING INDICATION CAMP ON OR CALL BACK
13. you see kk in the display The charge is deleted and the display returns to normal When the final invoice is printed at checkout time or you print a list of charges for the room the deleted item will be displayed as a negative value 15 Hotel User Guide Basic Administration CREDIT A ROOM OR PHONE BILL You can credit a guest s room or phone bill if the guest makes a de posit when checking in or subsequently makes a cash payment to offset some of the charges already incurred A deposit can be en tered during the check in procedure described above If you want to increase the amount of credit use the CREDIT key PROCEDURE 1 Press the CREDIT key Display shows macet ROG UMBER 2 Enter the room number Display shows Enter Staff Code If no staff code is required you see the screen display shown in step 3 and you should proceed to step 4 3 Enter your staff code If you enter an incorrect code you return to enter the code again The code is not displayed instead you see amp kk in the display You then see 4 Select if the credit is for the room or phone You will see one of the following displays x Credit Room XXX Credit Phone XXX s000 00 301010010 16 Hotel User Guide Basic Administration 5 Enter the credit value e g 20 00 is entered as 02000 Display shows 6 Select ACCEPT to enter the value in the system The display re turns to normal F OR b
14. If you want to change the value select CHANGE to enter the value again step 5 NOTE If a cash credit is made for a phone bill the system will warn the guest when the credit expiration warning threshold has been reached the guest hears three beeps while making a call When the credit limit is reached any call in progress will be dropped and no more calls can be made 17 Hotel User Guide Basic Administration SETTING AND CANCELLING A WAKE UP CALL FOR A GUEST The WAKEUP key allows you to enter a wake up alarm call for a guest room or cancel a previously set alarm call Guests may be al lowed to set their own alarm calls from extensions Alarms are set as either once only or daily alarms This feature also allows you to print out a list of alarm calls set since the guest was checked in E SETTING A WAKE UP CALL 1 Press the WAKEUP key Display shows 2 Select SET Display shows Joacer ROM NUMBER 3 Enter the room number Display shows Enter Wake Time HHMM 4 Enter the alarm time in 24 hour format HHMM For example 8 30am is entered as 0830 and 2 30pm is entered as 1430 Note To set alarm for 12 o clock midnight enter 2400 not 0000 18 Hotel User Guide Basic Administration Display shows Enter Wake Time TODAY DAILY 5 Select if this is a once only TODAY alarm or is to be set for each day the guest is in occupation DAILY Display shows XXX
15. Jang Tae eok Jang General Manager place and date of issue Representative in the EU Samsung Electronics Euro QA Lab Blackbushe Business Park Saxony Way Yateley Hampshire GU46 6GG UK 2001 04 03 place and date of issue name and signature of authorized person ELECTRONICS EU Declaration of Conformity RTTE Samsung Electronics Co Ltd 259 Gongdan Dong Gumi City Kyungbuk Korea 730 030 factory name address declare under our sole responsibility that the product Digital Keyphone System iDCS500 to which this declaration relates is in conformity with RTTE Directive 1999 5 EC Annex II Low Voltage Directive 73 23 EEC EMC Directive 89 336 EEC 92 31 EEC By application of the following standards RTTE TBR4 November 1995 incorporating TBR4 A1 December 1997 LVD EN60950 2000 IEC 60950 Third Edition 1999 EMC EN55022 1998 EN61000 3 2 1995 Inc A1 A2 1998 A14 2000 EN61000 3 3 1995 EN61000 4 2 1995 98 EN61000 4 3 1996 EN61000 4 4 1995 EN61000 4 5 1995 EN61000 4 6 1996 EN61000 4 11 1994 AS NZS3548 1995 Manufacturer Samsung Electronics Co Ltd 259 Gongdan Dong Gumi City Kyungbuk Korea 730 030 CQ 2002 04 19 TE Jang Tae eok Jang General Manager place and date of issue Representative in the EU Samsung Electronics Euro QA Lab Blackbushe Business Park Saxony Way Yateley Hampshire GU46 6GG UK 2002 04 18 place and date of issue
16. OTEL KEY ON ADMINISTRATOR S KEYPHONE The HOTEL key programmed on the Administrators keyphone has these main functions Setting and changing room status Checking in Checking out Printing phone bills Printing status reports When you press the HOTEL key you see the main display Room Check Phone Stat Oure Bill The function of each option is e Room Stat view change room status check in guest check out guest print status reports e Check Out check out guest put room on hold print room bill e Phone Bill print phone bill and special billing option 39 Hotel User Guide Using the HOTEL Key IN ROOM STATUS OPTION The Room Status option allows you to e view and change the status of rooms e print room status information and e check guests in and out From the main display select the Room Stat option Display shows Enter Room AVAIL RPT OCCUP View amp Change a Room s Status Enter a room number The status of the room is shown It is one of the following Available Cleaned Occupied Repaired Needs Cleaning Hold amp Need Clean Needs Maintenance Hold amp Need Maint Hold For example nMceie Rooms 220 NEEDS CLEANING The display will return to normal after a short delay or you can press the SPEAKER key to exit Changing the Room Status You cannot use this option to change an occupied room to an available room or vice versa Rooms must be checked in and out in th
17. SAMSUNG HOTEL User Guide TELECOMS Publication Information Samsung Telecoms reserves the right without prior notice to revise infor mation in this publication for any reason Samsung Telecoms also reserves the right without prior notice to make changes in design or components of eguipment as engineering and manu facturing may warrant Disclaimer Samsung Telecoms is not responsible for errors or problems arising from users not programming or operating their Samsung systems as described in this manual Copyright 2002 Samsung Telecoms UK Ltd All rights reserved No part of this manual may be reproduced in any form or by any means graphic electronic or mechanical including recording taping photocopying or information retrieval systems without express writ ten permission of the publisher of this material Part Number 13181 Version 2 0 ELECTRONICS EU Declaration of Conformity RTTE Samsung Electronics Co Ltd 259 Gongdan Dong Gumi City Kyungbuk Korea 730 030 factory name address declare under our sole responsibility that the product Digital Keyphone System DCS to which this declaration relates is in conformity with RTTE Directive 1999 5 EC Annex II Low Voltage Directive 73 23 EEC EMC Directive 89 336 EEC 92 31 EEC By application of the following standards EN55022 1998 Inc A1 2000 EN61000 3 2 1995 Inc A1 A2 1998 EN61000 3 3 1995 EN61000 4 2 1995 Inc A1 1998 EN61000
18. User Guide Invoices amp Status Reports The Details column provides more information on an item For ex ample TAX if the item is VAT the staff code of the person entering the item if the use of staff codes is programmed in the system the length of the phone call if the item is TEL and so on Any items deleted using the BILL option will be displayed as a nega tive value E ROOM STATUS REPORTS Using the HOTEL key you can obtain a printout of all rooms flagged with a particular status or showing the status of all rooms See Print Room Status Reports in section 3 Using the HOTEL Key for details For example you might select to print the status of all rooms option ALL You would see a printout in this format ROOM STATUS PRINTOUT ALL 14 41 17 03 ROOM STATUS ROOM STATUS ROOM STATUS 301 NEEDS CLEANING 202 OCCUPIED 302 OCCUPIED 203 NEEDS CLEANING 303 NEEDS CLEANING 204 NEEDS CLEANING 304 OCCUPIED 205 NEEDS CLEANING 305 NEEDS CLEANING 206 OCCUPIED 306 OCCUPIED 207 OCCUPIED 307 NEEDS CLEANING 208 OCCUPIED 308 NEEDS CLEANING 209 OCCUPIED 210 AVAILABLE 211 AVAILABLE 212 OCCUPIED 213 OCCUPIED 214 OCCUPIED 215 AVAILABLE 216 AVAILABLE 217 AVAILABLE 48 Hotel User Guide Troubleshooting TROUBLESHOOTING When entering information via keyphones you may encounter an er ror message or the system may appear to ignore your entry The most common problems and their likely solutions
19. by the system which changes when guests are checked in and out and rooms are cleaned or repaired The flags are set as fol lows Value Status Room available Room occupied Room needs cleaning Room needs maintenance Room is on hold ROMO Note A guestroom can also be set as a smoking or a no smoking room This can only be changed by reprogramming the system as described in the Samsung Hotel Installation amp Programming Manual e A guest can only be checked in to a room ff it is set as Avail able When the check in procedure is complete the room status automatically changes to Occupied e Ata specified time each day the Needs Cleaning flag for the room is automatically set by a system timer The Needs Clean ing flag may also be automatically set when a guest is checked out depending on system programming A room cannot be checked in again until the room status shows the room is clean 28 Hotel User Guide Basic Administration e Ifa room requires maintenance this can also be entered into the system Again the room cannot be checked in to until mainte nance has been carried out E VIEWING THE STATUS OF ROOMS RSV To view the status of rooms your keyphone must have one or more Room Status View RSV keys Each room also requires a dedicated key programmed on one or more add on modules AOMs depend ing on the number of rooms Note To view and change the status of rooms us
20. dial the HOTEL code Enter your staff code if reguested 3 Enter the activity code number It is one of the following Activity 0 Room needs cleaning Room needs maintenance Room repaired 4 Hang up when you hear the confirm tone If a room is flagged with 0 or 2 it cannot be checked in to until 1 or 3 is entered to indicate the required activity is complete Setting the flag to 1 or 3 sets the room back to its previous status Avail able or Occupied 30 Hotel User Guide Basic Administration REMOTE BILLING FOR PHONE CALLS It is possible for a guest to make a phone call from a phone exten sion other than their own e g a phone in the lobby and have the call charged to their phone bill The phone must be able to dial the Administrator s phone to request this service This is similar to the Booth option described later PROCEDURE A guest calls the Administrator s keyphone to request that an outside call be billed to their room 1 Answer the call and press the RB key Display shows Enter Room UMBER 2 Enter the room number If the room is unoccupied you receive an error message saying the room is empty If so press the TRSF or Transfer key to return to the caller 3 If the room is occupied display shows Call Billed to ROOM XXX 4 Press 9 and hang up to transfer the dial tone to the caller OR Dial the outside number requested and
21. e normal way However you can change other status informa tion 40 Hotel User Guide Using the HOTEL Key 1 Press the right soft key to move the cursor the underline charac ter to the status line e g under NEEDS CLEANING 2 Press the VOLUME Up or A or Down or W key to display the reguired status e g CLEANED 3 Press the right soft key to set the new status The display will return to normal after a short delay or you can press the SPEAKER key to exit View Available Rooms 1 Select the AVAIL option Display shows Smoking Room YES NO 2 Select YES for smoking rooms or NO for non smoking rooms Display shows XXX CHECKEN EXIT The keyphone displays the lowest numbered available room of the type requested To view other available rooms press the VOLUME Up or Down key If no rooms are available None is displayed You can also check in a room see below Check In a Room When you view the availability of a room with the AVAIL option you can use the display to check in the room Select the CHECK IN option and enter your staff code if requested Now follow the Checking In procedure from step 4 onwards de scribed in section 2 Basic Administration 41 Hotel User Guide Using the HOTEL Key View Occupied Rooms Select the OCCUP option Display shows XXX Occupied CHECK OUT E The keyphone displays the lowest numbered occupied room To view other occupied rooms press the
22. enter an item and an item cost and have it added to the bill for a room use the BILL key The currency value you enter here will automatically have any tax es applied where appropriate For ex ample in the UK VAT is applied You can also delete a previously billed item E ADDING AN ITEM TO A BILL PROCEDURE 1 Press the BILL key Display shows Service Charge DELETE 2 Select ADD Display shows Enter Room NUMBER 3 Enter the room number Display shows Enter Staff Code If no staff code is required you see the screen display shown in step 4 and you should proceed to step 5 4 Enter your staff code The code is not displayed instead you see kk in the display If you enter an incorrect code you return to step 1 to begin again Display shows 12 Hotel User Guide Basic Administration Enter Item Code 5 Enter the item code For example this might be 08 for Bar If the code you enter is not valid you return to step 1 to begin again Display shows macer Item Cost EXXX 6 Enter the item cost e g 20 00 is entered as 02000 Display shows 2 Pind If a deposit was entered during the check in procedure for this guest and the amount entered here for the item cost exceeds the deposit amount the mes sage Deposit Exceeded appears on the display and you return to step 1 to add delete the item cost Select ACCEPT to enter the item cost The display returns to no
23. er Guide Introduction E ADD ON MODULES You may have one or more add on modules AOMs attached to your Administrator s key phone s These AOMs provide additional keys for programming Hotel features and for assigning to rooms extensions DSS keys to allow you to quickly check room status and staff locations A single AOM may have 14 48 or 64 keys Typical AOM The number of AOMs you need therefore depends on the number of rooms you have E PRESSING THE WRONG KEY If you enter an invalid value or code during administration the dis play will inform you and change to allow you to enter a valid value code or to begin the entry sequence again E PROBLEMS If you have any problems while using the keyphone system refer to section 6 Troubleshooting or contact your system manager Hotel User Guide Basic Administration BASIC ADMINISTRATION OVERVIEW OF ADMINISTRATION Administration is carried out using the Administrator s display key phone This will normally be a Samsung DCS Euro keyphone Figure 2 1 or an iDCS series keyphone Figure 2 2 The feature keys should be marked clearly Some functions such as setting the cleaning maintenance status of rooms can be carried out from other keyphones not designated as Administrator s keyphones such as guest room phones provided the appropriate feature access codes have been set up in the system m USING THE KEYPHONE KEYS This guide assumes that the Administrat
24. for required Hotel features CHIN CHOUT HOTEL etc as well as normal keyphone functions e g CALL MESSAGE etc Figure 2 1 DCS Euro Administrator s Keyphone Version shown is 24B Hotel User Guide Basic Administration 32 CHARACTER DISPLAY SAMSUNG E Enter Room NUMBER iDCS 28D SOFT KEYS Used to select Scroll options in the display Call 1 Call 2 Message TA Tn a ca TE Cs ee C ca Ta Ceng CNN C Li TA a ae 0 Z rons 8 rw Ovo k Oore GE Y Volume 4 HOLD ANS RLS VOLUME KEYS PROGRAMMABLE KEYS Set up for required Hotel features CHIN CHOUT HOTEL etc as well as normal keyphone functions e g Call Transfer Speaker etc Figure 2 2 iDCS Series Administrator s Keyphone Version shown is 28D Hotel User Guide Basic Administration ETHE HOTEL KEY The HOTEL key provides access to some Hotel features such as checking in checking out and room status which can be accessed using other programmed keys However because the HOTEL key has much wider applications it is described separately see section 3 Using the HOTEL Key E INVOICE ITEM CODES AND COSTS Keep to hand a list of the item codes and costs that are likely to be required when checking in guests and entering billing information See the following example Make sure this list is available to all staff Example Your system installer could set up the system like this Item Code Double room 0 0 0 0 0 S
25. hang up to transfer the ringing tone to the caller 31 Hotel User Guide Basic Administration BOOTH OPTION FOR PHONE CALLS Like remote billing above the Booth option allows guests to make external calls from another phone and have the cost charged to their room number In this case a phone is enabled as a booth phone and all subseguent calls are charged to the room number reguesting the service PROCEDURE A guest reguests the use of a booth phone and to have the call costs charged to their room On the Administrator s phone 1 Press the BOOTH key Display shows Enter booth humber 2 Enter the booth phone number e g 200 Display shows 200 BOOtn Dis 3 Select ENABLE Display shows Enter Room UMBER 4 Enter the room number e g 101 Display shows CHARGE TO ROOM 1101 OK 5 Select OK to confirm the charge to the room 32 Hotel User Guide Basic Administration The phone enabled as a booth phone should be disabled when all calls are completed by following steps 1 and 2 above and selecting DISABLE 33 Hotel User Guide Basic Administration DISPLAYING A CALL COST OR TIMER This feature is provided to allow a display keyphone to show the cost or duration of a call The real time call cost or the elapsed call time depending on what is selected for the keyphone during sys tem setup is displayed in the top right of the keyphone display while a call is in progress It is useful
26. he normal dialling tone is heard How you an swer depends on whether you are using a display keyphone or a standard telephone Using a Display Keyphone 1 Press the flashing Message key The display shows who left the message indication extension XXX message frm XXX REPLY CLEAR NEXT Select one of the following that is press the appropriate soft key REPLY Rings extension XXX If the extension is busy or does not answer you can set a callback select CBK from the display or leave a message waiting indication select MSG from the dis play Your Message key continues to flash NOTE Setting a callback means that XXX will automatically call you back when it becomes free Setting a message waiting indication means that XXX is made aware that you are trying to contact them CLEAR Clears the message waiting indication without ringing the extension your Message key stops flashing NEXT Allows you to see if any other extension has left a mes sage This returns you to the display above to make your selec tions again 25 Hotel User Guide Basic Administration Using a Standard Telephone Either a message waiting light flashes if fitted on the phone or you hear the message waiting indication tone which is distinct from the normal dialling tone when you lift the handset e Lift the handset and dial 43 The extension that left the message waiting indication will ring If there is no answe
27. ing the HOTEL key see section 3 Using the HOTEL Key PROCEDURE e If you have a single RSV key on your phone Press the RSV key and then press the number 0 4 for the status you require see table above For example if you press RSV followed by 1 all the keys assigned to occupied rooms will light e If you have keys marked RSVO RSV4 on your phone Press the relevant RSVO RSV4 key For example if you press RSV1 all the keys assigned to occupied rooms will light E CHANGING THE STATUS OF A ROOM Use the HOTEL key to view and change room status from the Admin istrator s phone See section 3 Using the HOTEL Key 29 Hotel User Guide Basic Administration Using a Standard Telephone It is convenient to allow cleaning and maintenance staff to be able to set and change the room cleaning maintenance status when they have inspected cleaned or repaired a room To do this a HOTEL key with restricted feature access can be assigned to room exten sions if they are display keyphones see section 3 Using the HOTEL Key However since most guest rooms are likely to have standard tele phones the procedure described below reguires that a HOTEL ac cess code be programmed which can be dialled from the extension allowing staff to enter the reguired activity code Ask your manager if you don t know the HOTEL code Enter the code here You may also need your staff code PROCEDURE 1 Lift the handset and
28. ingle room Laundry service 02 08 0 Breakfast 05 06 7 08 09 10 2 3 4 5 7 10 Costs for each item are entered when you check a guest in and sub sequently add items to room bills See your system installer for a complete list of the codes and costs applicable to your system Hotel User Guide Basic Administration CHECKING IN A GUEST Guests are checked in using either the CHIN Check In key or XCHIN Express Check In key NOTE To use the HOTEL key to check guests in see section 3 Using the HOTEL Key You need to use the HOTEL key if the guest specifically reguests a smoking or non smoking room for example Use XCHIN for guick check in to enter room number and room cost only Use CHIN to enter cash deposits pre payments for rooms and or phones and guest names If you enter cash deposits these will be subtracted from the total charges billed to the room when the guest checks out Tip If you want to guickly check which rooms are available for checking in you can use the RSV key s See Room Status Viewing and Changing PROCEDURE 1 Press the CHIN or XCHIN key Display shows Enter ROOM NUMBER 2 Enter the room number or press the dedicated DSS key if avail able If a staff code is required the display shows Enter Staff Code If no staff code is required you see the screen display shown in step 3 and you should proceed to step 4 Hote
29. l User Guide Basic Administration 3 Enter your 4 digit staff code The code is not displayed instead you see Sksksksk in the display If you enter an incorrect code you return to this display to re enter the code Display shows Enter Item Code 4 Enter the item code for the room For example this might be 02 for a Double If the code you enter is not valid you return to step 1 to begin again Display shows acer Licem Cost XXX XX 5 Enter the item room cost e g 20 00 is entered as 020 00 If you selected the Express Check In option XCHIN the procedure is now complete Otherwise you see the following display If you want to change your item cost entry select CHANGE at this display and re enter the cost A If the entry is correct select ACCEPT to enter the cost Display shows 6 If there is no cash deposit to enter select Sa 10 To enter a cash deposit select CASH 9 Hotel User Guide Basic Administration Display shows 7 Select if the deposit is for the room or phone You will see one of the following displays kreaie Room Credit Phone 301015010 2000 00 8 Enter the deposit value e g 20 00 is entered as 020 00 Dis play shows XXX XX 1 9 To enter the value select ACCEPT N OR a If you want to change the value select CHANGE and enter a new value Display shows NAME BOLT BETUN 10 Enter the guest name using the dial keypad U
30. mp Status Reports INVOICES AND STATUS REPORTS This section shows examples of the types of bills invoices and status reports you can print using Hotel software The printer port must be configured for HM REPT for invoicing and status report print ing See the Samsung Hotel Installation amp Programming Manual for details of configuring the printer port and for setting printer options to suit your printer and paper type i ROOM INVOICE A room invoice is automatically printed when you check a guest out of aroom You can also select to print a bill without checking out the room using the CHOUT key see section 2 Basic Administration or the HOTEL key see section 3 Using the HOTEL Key The room bill shows the following information for each billing item entered Room No Date Time Item Code Description Details Charge A Total line and an Inclusive VAT of line are also printed For ex ample CHARGES BILLED TO ROOM NUMBER 202 ROOM DATE TIME ITEM DESCRIPTION DETAILS CHARGE 202 03 17 13 06 02 DOUBLE 1234 100 00 202 03 17 13 06 02 VAT TAX 014 90 202 03 17 13 08 06 BAR 1234 010 00 202 03 17 13 08 06 SERVICE TAX 001 00 202 03 17 13 09 06 BAR 1234 012 00 202 03 17 13 09 06 SERVICE TAX 001 20 202 03 17 13 09 05 LAUNDRY 1234 012 00 202 03 17 13 09 05 VAT TAX 001 79 202 03 17 13 09 05 SERVICE TAX 001 20 202 03 17 13 10 TEL 123 00 00 20 002 25 TOTAL 136 25 Inclusive VAT of 020 09 47 Hotel
31. nctions required for Hotel administration Section 3 explains how to use the special HOTEL key programmed on the keyphone This can be used for checking in checking out changing room status and printing status reports Section 4 shows you how to print a Property Management System PMS activity report and describes its contents Hotel User Guide Introduction Section 5 provides examples of bills invoices and status reports that you can print Section 6 lists some of the more common problems that you may encounter while using the Hotel application and explains how to deal with them WHO SHOULD READ THIS GUIDE The guide should be read by all managers and staff members who are responsible for processing guest and room information on a daily basis For a technical discussion of the Hotel system refer to the Samsung Hotel Installation amp Programming Manual WHAT YOU NEED TO KNOW E STAFF CODES AND FEATURE CODES Access to Hotel features can be protected by passcodes staff codes for security It is important that the system manager makes sure each member of staff is allocated their own 4 digit passcode if these are required The manager should also ensure that staff members are aware of e the relevant Hotel feature codes they may need when using key phones for administration e the passcode required to delete item charges from room bills Your system installer should have provided you with this information Hotel Us
32. oooooooooooooooooooooo 46 Invoices and Status RepOFtS oooooocooocooooo 47 Room Nek kek al inirobaak 47 Room Status Repos as iians anna 48 Troubleshooting o ooo coo coo coo ooooooooo 49 Hotel User Guide Introduction INTRODUCTION TO HOTEL ABOUT THE HOTEL APPLICATION Hotel software is intended for use by hotels and similar establish ments which operate a Samsung DCS DCS Compact II or iDCS keyphone system The software is managed through display key phones and allows the manager and front desk staff to check guests in and out enter items for billing check the status of rooms and carry out other tasks that are a routine part of daily administration Your Hotel system will already have been set up to operate in the most appropriate way for your establishment If you need to make any changes to the system configuration refer to the Samsung Hotel Installation amp Programming Manual WHAT IS COVERED IN THIS GUIDE Section 1 is this introduction to the Hotel application Section 2 takes you through the procedures required to perform day to day administration including checking in a guest checking out a guest adding billing items to guests bills adding credit pay ments setting wake up calls printing bills and so on The proce dures require you to have access to one or more Administrator s display keyphones on which Hotel features have been programmed Simple key presses allow you to perform all of the fu
33. ors keyphone has been programmed with the following Hotel features assigned to keys BILL Add or delete service charges to or from guest rooms BOOTH Enable Disable booth phone iDCS systems only CHIN Check in a guest CHOUT Check out a guest print bills and put a room on hold CREDIT Credit a guest s room or phone bill HOTEL Check or set he current status of a room occupied needs cleaning etc check a guest in or out or print a phone bill RB Remote billing RSV Room status view requires one or more AOMs SLOCAT Staff location requires one or more AOMs iDCS sys tems only WAKEUP Set a wake up call for a room XCHIN Express check in for a guest Other keys may be assigned miscellaneous system features such as CALL MESSAGE and so on To use these other features refer to the Samsung Keyset User Guide provided with your phone Hotel User Guide Basic Administration E SELECTING KEYPHONE DISPLAY OPTIONS As you work through the keyphone LCD displays options are se lected by pressing the key on the keyphone called a soft key directly below the option shown in the display There are three soft keys 32 CHARACTER DISPLAY 35 B o Hn oe bs 8 3 a ep at 11 K SOFT KEYS Used to select options in the display a ne V TE RI 1 t i t it 1 t N lh VOLUME KEYS PROGRAMMABLE KEYS Set up
34. r mal gt OR If you want to change your entry select CHANGE to return to step 3 E DELETING AN ITEM FROM A BILL To delete an item from a bill you will need the special delete pass code If you don t know the passcode ask your system manager 13 Hotel User Guide Basic Administration PROCEDURE 1 Press the BILL key Display shows Service Charge ADD NO AN 2 Select DELETE Display shows Enter Room UMBER 3 Enter the room number Display shows Enter Staff Code If no staff code is required you see the screen display shown in step 4 and you should proceed to step 5 Enter your staff code The code is not displayed instead you see kk in the display If you enter an incorrect code you return to step 1 to begin again You then see this display Enter Item Code Enter the item code For example this might be 08 for Bar If the code you enter is not valid you return to step 1 to begin again Display shows Enter Item Cost EXXX XX 14 Hotel User Guide Basic Administration 6 Enter the item cost e g 20 00 is entered as 02000 Display shows S5 A If you want to change your entry select CHANGE to return to step 3 and enter the room number again 7 Select ACCEPT to delete the item Display shows Enter passcode 8 Enter the delete passcode four digits that allows you to delete item charges The passcode is not displayed instead
35. r replace the handset and try again later If more than one extension has left a message waiting indication your message light will continue to flash or the next time you lift the handset you will hear the message tone again When you dial 43 you will ring the next extension in the message queue The message waiting indication remains until all messages left for you have been answered 26 Hotel User Guide Basic Administration SETTING A ROOM ON HOLD An occupied room can be put on hold if it is required that no further automatic charges are made to this room For example a guest may reguest a checkout later than the programmed checkout time and does not wish to be charged for an extra day NoTE To use the HOTEL key for setting a room on hold see section 3 Using the HOTEL Key PROCEDURE 1 Press the CHOUT Check Out key Display shows Enter Room NUMBER 2 Enter the room number Display shows 3 Select HOLD The status flag is set to on hold and will not in crease the room bill at the programmed checkout time 4 Press the SPEAKER key to exit the procedure 27 Hotel User Guide Basic Administration ROOM STATUS VIEWING AND CHANGING The status of a room shows whether the room is available for checking in is occupied is on hold is clean or needs cleaning needs repairs or has had repairs carried out The status of a room is indicated by a status flag a value set auto matically
36. room such as items added deleted bills printed status flags set changed and so on If the printer port is configured to log PMS information you will see a printout formatted to show the following details for each logged activ ity See the Samsung Hotel Installation amp Programming Manual for details of configuring the printer port Room No Date Time Item No Description Details Cost For example 215 03 17 15 19 02 DOUBLE 1234 100 00 215 03 17 15 19 02 VAT TAX 014 90 215 03 17 15 19 93 Check In 1234 000 00 215 03 17 15 19 96 Occupied 1234 000 00 215 03 17 15 19 06 BAR 4321 020 00 215 03 17 15 19 06 SERVICE TAX 002 00 215 03 17 15 20 05 LAUNDRY 1234 050 00 215 03 17 15 20 05 VAT TAX 007 45 215 03 17 15 20 05 SERVICE TAX 005 00 215 03 17 15 20 05 LAUNDRY 4321 025 00 215 03 17 15 20 05 VAT TAX 003 73 215 03 17 15 20 05 SERVICE TAX 002 50 202 03 17 15 21 TEL 123 00 00 11 002 25 216 03 17 15 22 03 SINGLE 4321 050 00 216 03 17 15 22 03 VAT TAX 007 45 216 03 17 15 22 93 Check In 4321 000 00 216 03 17 15 22 96 Occupied 4321 000 00 202 03 17 15 22 89 W UP SET 000 00 202 03 17 15 22 92 W UP CANCL 000 00 202 03 17 15 23 89 W UP SET 000 00 The Details column provides more information on an item For ex ample TAX if the item is VAT the staff code of the person entering the item if the use of staff codes is programmed in the system the length of the phone call if the item is TEL and so on 46 Hotel User Guide Invoices a
37. se the letters printed on the keys 2 ABC 3 DEF etc For example to get the letter E press key 3 twice for C press 2 three times and so on After each letter press the right soft key to move the cursor to the next position Select either EXIT to complete the check in procedure or PRINT to print a bill for one night showing the room cost and deposit If you select PRINT the LCD returns to a normal display after a short delay 10 Hotel User Guide Basic Administration CHECKING OUT A GUEST Guests are checked out using the CHOUT Check Out key The CHOUT key can also be used to put a room on hold see Setting a Room On Hola Note To use the HOTEL key to check guests out see section 3 Using the HOTEL Key PROCEDURE 1 Press the CHOUT key Display shows Enter Room NUMBER 2 Enter the room number or press the dedicated DSS key if avail able Display shows Check Out Room YES HOLD PRINT Checkout will be completed with a printout of the room bill see sec tion 5 Invoices and Status Reports for an example printout All bill ing records for the room are set to zero The room status is set to Needs Cleaning unless the system is programmed for automatic cleaning 3 Select YES 4 Press the SPEAKER key to exit Note For a description of status flags see Room Status Viewing and Changing 11 Hotel User Guide Basic Administration BILLING A GUEST ROOM To
38. splay shows Cheek Out ROOM MES HORD PRINT 43 Hotel User Guide Using the HOTEL Key Check Out a Room Select YES Checkout will be completed with a printout of the room bill see section 5 Invoices and Status Reports All billing records for the room are set to zero The room status is set to Needs Clean ing unless the system is programmed for automatic cleaning Set a Room On Hold Select HOLD The room status is set to On Hold and the room charges are not incremented until the status flag is changed again Print a Room Bill Select PRINT to print out the room bill without checking out the room The room remains in Occupied status and charges continue to ac crue on the bill Mi PHONE BILL OPTION This option prints phone bills for selected rooms A further option al lows you to print a phone bill if requested by a guest and then de lete the charges from the room bill This is useful if the guest wishes to pay for phone calls separately from the room bill 1 From the main display select the Phone Bill option You see Print Phone Bill amp SAVE EXIT amp CLR N Select the required option press the appropriate soft key amp SAVE To print the phone bill and save total charges These charges are printed on the final room bill amp CLR To print the phone bill and clear total charges These charges are not printed on the final room bill EXIT To exit the procedure Hotel User Guide
39. tion MSG Leave a message waiting indication on the extension Al ternatively press the MSG or Message key on your phone Hang up after selecting this option CAMP Camp on to keep ringing the extension If you camp on the display gives you the option to select a callback or leave a message waiting indication on the extension if you decide not to wait any longer camp on to XXX CBK MSG If you don t make a selection the extension keeps ringing NoTE An iDCS system allows your phone to be set for automatic camp on If this is the case when you dial a busy number you will see the display above and your call will keep ringing until answered At any time during ringing you can select CBK or MSG 24 If the extension rings but does not answer the display shows XXX Ringing CBK MSG Select one of the following that is press the appropriate soft key CBK Set a callback The called extension will automatically ring you back the next time it is used Hang up after selecting this op tion MSG Leave a message waiting indication on the extension Alternatively press the MSG or Message key on your phone Hang up after selecting this option Hotel User Guide Basic Administration ANSWERING A MESSAGE WAITING INDICATION ON AN EXTENSION If a message waiting indication is set on an extension a message indicator light or Message key flashes or a message waiting tone distinct from t
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