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Opera PMS User's Guide 3.0

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Contents

1. 176 7 2 2 Reprint Checks 177 7 3 RESEARCH 178 8 CHAPTER 8 MISCELLANEOUS 180 8 1 REPORTS 180 8 2 INTERFACES 181 8 2 1 Interface Sub Menu 181 8 2 2 Wake Up Calls 182 8 3 SHOW QUICK KEYS 183 8 3 1 Opera Help F1 183 8 3 2 Occupancy Graph Shift F1 183
2. 121 4 3 8 Exchange Rate 122 4 3 9 Folio History 124 4 3 10 General Cashier 126 4 3 11 Journal 127 4 3 12 Petty Cash 128 4 3 13 Receipt History 129 4 3 14 Deposit Cancellation 130 4 4 CLOSE CASHIER 133 4 5 PASSERBY 136 4 6 QUICK CHECK OUT 138 4 7
3. 43 2 4 BLOCKS 44 2 4 1 Business Block Search 45 2 4 2 Quick Business Block 57 2 4 3 Inquiry 60 2 5 PROFILES 62 2 5 1 Profile Search 63 2 5 2 Company Profiles 71 2 5 3 Travel Agent Profiles 73 2 5 4 Source Profiles 75 2 5 5 Group Profiles 77 2 5 6 Contact Profil
4. 105 4 1 1 Button Options 105 4 1 2 Right Click Options 110 4 2 FAST POSTING 112 4 3 CASHIER FUNCTIONS 114 4 3 1 Batch Folios 114 4 3 2 Batch Postings 116 4 3 3 Cashier Reports 117 4 3 4 Cashier Status 117 4 3 5 Check Exchange 118 4 3 6 Currency Calculator 119 4 3 7 Currency Exchange
5. 90 3 2 QUEUE RESERVATIONS 93 3 3 IN HOUSE GUESTS 97 3 4 ACCOUNTS 98 3 5 ROOM BLOCKING 99 3 6 MESSAGES 101 3 6 1 Send Messages 102 3 6 2 Display Messages 103 3 7 TRACES 103 Opera PMS User s Guide 3 0 3 Chapter 1 Getting Started 4 CHAPTER 4 CASHIERING 105 4 1 BILLING
6. 13 1 5 5 Help Screen Information 14 1 6 CLOSING OPERA 15 2 CHAPTER 2 RESERVATIONS 16 2 1 NEW RESERVATION 16 2 1 1 Reservation Flow 16 2 1 2 Rate Query Screen 16 2 1 3 Reservation Screen 21 2 1 4 More Fields Tab 30 2 1 5 Reservation Options 32 2 2 UPDATE RESERVATION 40 2 3 WAITLIST
7. 208 8 10 USER ACTIVITY LOG 210 8 11 FILE DOWNLOAD 212 8 12 REGISTRATION CARDS 212 9 CHAPTER 9 SETUP 214 9 1 USER CONFIGURATION 214 9 2 APPLICATION SETTINGS 219 9 2 1 AR 220 9 2 2 Blocks 223 9 2 3 Cashiering 227 9 2 4 Commission 233 Opera PMS User s Gui
8. 197 8 3 15 Telephone Operator CTRL F8 197 8 3 16 Logout F8 200 8 3 17 IFC Menu Shift F8 200 8 3 18 Maximum Availability CTRL F8 201 8 3 19 DIARY SHIFT F9 202 8 4 CHANGE PASSWORD 202 8 5 DATA EXTRACTION 203 8 6 AWARDS 205 8 7 PROMOTIONS 206 8 8 ENROLLMENT 208 8 9 PRINT TASKS
9. 166 6 5 AR MAILINGS 167 6 5 1 Batch Statements 167 6 5 2 Mailing History 169 6 5 3 Reminder Letters 170 6 5 4 Traces 171 Opera PMS User s Guide 3 0 4 Chapter 1 Getting Started 7 CHAPTER 7 COMMISSION HANDLING 173 7 1 PAYMENT PROCESSING 173 7 1 1 By Account 173 7 1 2 By Agent 176 7 2 PAYMENT ACTIVITY 176 7 2 1 Register
10. Opera PMS User s Guide 3 0 161 Chapter 6 Accounts Receivable o Search Use the Invoice No Folio No or Date fields to locate a specific invoice on this account o Compress compresses two or more invoices into one line on the statement It is possible to compress invoices and to uncompress them on the same day Once the night audit runs for that business date compressed invoices can no longer be uncompressed and always print as one line on statements It is possible to print each individual invoice s detail on compressed invoices however it is not possible to present compressed invoices as two separate invoices on statements To Compress Invoices on an A R Account o From the Main Menu select AR and Account Maintenance o Enter your Password and select Login o Search for and highlight the desired account and choose Select o Place an X next to each invoice to compress and select Compress o Enter a Reference and Supplement as necessary and select OK Note the newly created invoice with a compressed balance of the previous invoices The sign to the left of the invoice date indicates compressed invoices Click once on the sign to expand the compressed invoices and show details o To uncompress invoices simply right click on the compressed invoice and select Uncompress o Compressed invoices may only be uncompressed on the same business date Note that after invoices are uncompressed they return
11. The category is set to display a collection of telephone numbers that can be accessed and printed together Notice that remarks can be entered for each entry Directions to the business hours of operation dress code and any other information can be entered 8 3 15 Telephone Operator CTRL F8 The Telephone Operator screen was designed for use by PBX agents and provides access to all the information usually required by that department From the Telephone Operator screen it s possible to locate a guest room to transfer an incoming call leave a message set a locator or trace or to enter a wake up call for a guest Opera PMS User s Guide 3 0 198 Chapter 8 Miscellaneous All Guests This option displays all guests arriving in house departing stayover cancelled and No Show for the selected date Arrivals This option displays all guests listed as arrivals on the selected date Stayovers This option displays all guests listed as stayovers on the selected date Departures This option will display all guests departing on the selected date Operator This option which is the default will display all guests in house arriving in the next 7 days as well as those that have departed in the past 3 days from the selected date Message This option displays all messages previously entered for a guest both received and not received A new message may be entered if needed To Enter a Text Message for a Guest o Select the Messages opt
12. AUTOLOAD CONTRACT GRID When the parameter is set to Y the contract grid will be loaded automatically with the original grid information Changes to the original grid will also apply to the contract grid until the Turn Off Autoload check box is selected from within the block BLANK BUSINESS BLOCK START DATE When the parameter is set to Y the arrival date for new business blocks will be blank by default so that the user must manually enter it Opera PMS User s Guide 3 0 225 Chapter 9 Setup BLOCK DEPOSIT REQUIRED When the parameter is set to Y an advance deposit is required for any blocks with a reservation type of Deposit Required BLOCK RATE CODE MANDATORY This parameter determines whether or not the rate code is a mandatory field for business blocks and reservations made against the block If the parameter is set to N then the hotel may create blocks without a rate code This parameter works in conjunction with the DEFAULT GROUPS RATE CODE setting which is required for blocks without a rate code BUSINESS BLOCK TYPE This parameter activates the Business Block Type field on Business Block and Quick Business Block screens This feature allows users to attach a category of business designation to each booking For example they can identify the booking as a wedding a tour a conference a meeting a convention and so on For reporting purposes it is helpful to track this information CATERING This
13. Date The effective date for the exchange rate Currency Exchange rate buttons Future Select this option to see foreign currency exchange rates set for the future Past Select this option to review the foreign currency exchange rates from previous business dates Delete To delete a currency type from the list of approved currencies select Delete New Select this option to enter a new currency for exchange Edit Use this option to update an exchange rate already in use It is always a good idea to update currencies beginning on the next business day as it can be confusing to settle foreign currency paid outs if exchanges have been made both before and after a currency change To Enter or Update a Foreign Currency Exchange Rate o From the Cashiering menu go to Cashier Functions and select Exchange Rates o To change the existing Exchange Rate highlight the Currency code and select Edit o Select the Currency Code Begin Date and Buy Date then select OK 4 3 9 Folio History Guests frequently call the hotel for copies of folios Many times they are looking for a copy of the folio printed in a different format from then one they were given at check out In Folio History all guest folios are able to be previewed or printed and the folio style can be changed to reflect the guest s needs It is possible to reprint checked out guest folios passerby folios and Accounting folios Opera PMS User s Guide 3 0 125 Chapter 4 Cashier
14. Information Board Copied from the name of the booking This field is editable and will accept all characters for example Micros Systems 2003 Conference This information identifies this event in the Function Agenda and provides information for door cards and electronic information boards Follow Up Date A date field with a calendar attached A Catering Manager or Coordinator may want to use this field to systematically follow up on this Event Group Decision Date A date field with a calendar attached Indicates the date by which the client has agreed to make a decision on the booking A Catering Manager or Coordinator may want to use this field to systematically show when Event Groups must make a decision Function Type A free typing field where you can define in more detail the type of function this is Contract No A numeric only field Enter any other code identifier this Business Block may have External Contract Number Guest Referral Number Onsite Name A free typing field Enter the name of the client s in house representative or contact on the day of the event This may be the same as the primary contact on the Business Block or it may be an alternate contact This field will appear on the Banquet Event Order at a later stage Opera PMS User s Guide 3 0 49 Chapter 2 Reservations Owner This is the Catering Manager who is operationally responsible or credited for the Catering Revenue Details Resv Method Select an optio
15. To Transfer Credit Cards to A R Accounts o From the Main Menu select AR and Credit Cards o Enter your Password and select Login o Select the individual payment records to transfer by placing and X next to each Notice the Balance selected increases as you add records o To select all records displayed choose the All option o To change the card type click on the drop down arrow next to Credit Card o Highlight the desired card type and select OK o Once you select all records to transfer select Transfer o Select Close to exit In the AR Account Maintenance screen notice the newly added invoice for that day s c credit cards One line item creates for the entire transferred balance o To see individual record details for that business date select View to display the invoice details 6 4 Research Frequently companies call the hotel with questions regarding A R billing It can be time consuming to research old invoices unless there is a way to access billing information in a manner consistent with the way that companies request the information Search Criteria Search Because research primarily involves locating a specific invoice rather than an account there are a number of search fields provided to locate an invoice from history Invoice No If the person calling knows the invoice number use this localized search as invoice numbers are unique Folio No If the person calling has the front office folio number use
16. o Answering Yes to posting a payment allows the direct posting of the cash payment o Answering No does not post a payment and must be posted manually o If this parameter is not applicable for your hotel follow instructions to post the cash payment manually o Enter your User Password to login to your Cashier and select Login o Enter the Amount of cash to post and indicate any additional number of Copies of payment receipts to print select Post to complete o Payment Code for Cash is the default o Be sure to select OK to save changes before exiting o To verify the cash payment as posted note the Guest Balance on the reservation screen to manually post the cash payment select the Options button o Select Billing from the Reservation Options o Enter your Password to login to your Cashier and select Login o Select the Payment button from the guest folio window Opera PMS User s Guide 3 0 93 Chapter 3 Front Desk o Enter the Amount of cash to post and indicate an additional number of Copies of payment receipts to print select Post to complete o Payment Code for Cash is the default for form of payment on the reservation o Note the posted cash payment on the guest folio and Close from the billing window Close from the Reservations Options o Be sure to save changes before exiting the reservation To Check In a Guest with Direct Bill o From the Main Menu select Front Desk and Arrivals o Enter search criteria
17. CREDIT CARDS 139 4 7 1 Settlements 139 4 7 2 Authorization 140 5 CHAPTER 5 ROOMS MANAGEMENT 141 5 1 HOUSEKEEPING 141 5 1 1 Housekeeping Management 141 5 1 2 Queue Rooms 143 5 1 3 House Assignment 144 5 1 4 Discrepant Rooms 146 5 1 5 Attendant Points 147 5 1 6 Task Assignment 148 5 1 7 Facility
18. From the Opera Application screen select the menu option for End of Day o Select the Night Audit o Enter the Auditor s User Name and Password and click the drop down arrow next to the Business Date field o Choose the business date to complete the End of Day Routine and select OK NOTE Opera allows a maximum of five business dates open at any given time o The Night Audit sequence appears on the left of the End of Day Routine Each item must complete for the Night Audit to finalize o Select Start to begin o NO SHOWS o No Show reservations for the current day appear as arrivals not checked in to the hotel To process these reservations as No Show statistics select Close and continue o DUE OUTS o All Due Out reservations display as departures not checked out of the hotel Resolve Due Outs by either extending the guest stay or settling the account o To check out a Due Out select Billing To extend the Due Out select Res From the Billing screen check the guest out by selecting the Check Out button From the Reservation screen add one more night to the guest s stay and select OK to save o Once all departures clear select Close to continue with closing the cashier o CLOSE CASHIER o Answer Yes to close the Night Audit Cashier The Night Audit Cashier must close to continue the audit o Verify all charges and payments and select OK o Verify any cash or checks to drop and select OK o Answer Yes
19. Once they are marked select the Send button and all confirmation letters will be emailed to the attached email address A working email interface is required for this to work Email None To unselect all confirmation letters for email select this button All selected email confirmation letters will be unmarked Opera PMS User s Guide 3 0 85 Chapter 2 Reservations Attach To attach a confirmation letter to any reservation or to update the confirmation letter for a reservation select Attach and the confirmation letter screen for the highlighted reservation will display Send Once all confirmation letters to be sent are marked select Send to produce the letters Print confirmation letters will be printed for postal mailing fax confirmation letters will be directed to the guest s fax number and email confirmation letters will be sent as Adobe Acrobat attachments to emails sent to the guest s email address 2 9 Calendar Option When the Application Setting Reservations gt Reservation Flow is set to Display the Property Calendar screen first the following screen will appear Select the start date by clicking once on the arrival date and end date by clicking once on the departure date for the reservation The default start date is today s business date The Rate Query screen appears with the arrival and departure dates pre filled If you click twice on the departure date the Detailed Availability screen appears Legend The L
20. Physical Inventory The actual number of rooms available in each room type with no overbooking included Yellow Highlighting Rates highlight in yellow when the selected rate code involves multiple rates that may result in a rate change during the period of the guest s stay for example if the rate for Friday through Sunday is 150 while the rate for Monday through Thursday is 350 When you select a rate code having multiple rates a message advises you to review the Multiple Rate Codes screen to determine the effect of the rate changes on the guest To do so right click in the Rate field on the Reservation screen and select Multiple Rate Codes Negotiated Rates Immediately to the right of the currency column is the negotiated rates column The following codes may appear in this column depending on the types of profiles attached to the query o C Company profile attached to the query has negotiated rates o I Individual profile attached to the query has negotiated rates Opera PMS User s Guide 3 0 20 Chapter 2 Reservations o T Travel Agent profile attached to the query has negotiated rates o S Source profile attached to the query has negotiated rates Package Rates Pkg appears next to the negotiated rate column when a package exists for that rate code Click on Pkg to see package details Overbooked Rates Rates shown in red are overbooked Depending on your permissions you may select the
21. Select Group profile and OK o Enter desired fields and select OK to save changes o To add multiple addresses or telephone numbers select the Ellipsis button o Required fields have a BOLD field description o To add edit an address select the Ellipsis button then choose New or Edit o Enter all desired fields select OK to save select Close from the Multiple Address screen to return to the Profile o Required fields have a BOLD field description o Repeat Steps 4 and 5 for Communications telephone numbers 2 5 6 Contact Profiles Contact profiles are the only optional profile type in Opera and are generally used in large group hotels With the Opera Sales and Catering interface contact profiles are required Contact profiles keep all pertinent information regarding the group or company main intermediary and are used to track the amount of business that one meeting planner books at a hotel Opera PMS User s Guide 3 0 80 Chapter 2 Reservations Last Name The name of the contact as it will appear on registration cards folios confirmation letters and reports It is important throughout the program and especially in the profile to enter the information exactly as it should appear on printed documents with proper capital and small letters As this field will be used throughout the program to locate the contact it is very important that it is also spelled correctly Notice that the Last Name label is in bold text This indicates
22. This setting determines at which point aging will begin on an invoice o Check Out Date Select this to begin the aging on the date that the guest was checked out o AR Transfer Date Select this to begin the aging on the date the invoice transfers from FO data to the AR account This option is only applicable if the function AUTO TRANSFER FOLIOS is to N o Invoice Close Date Select this to begin aging on the date that the invoice is closed This last option is only applicable if the parameter AR CLOSE INVOICE is to Y DEFAULT ACCOUNT TYPE FOR REMINDERS This setting defines the default account type used when printing a reminder letter if no cycle is defined for the specified account type DEFAULT COMPANY ACCOUNT TYPE When a user creates a new A R account using a Company profile this setting determines the default account type that will populate on the account setup screen If populated the default value will automatically populate however a user may change it if needed If left blank the user will determine the account type on a case by case basis DEFAULT GROUP ACCOUNT TYPE When a user creates a new A R account using a Group profile this setting determines the default account type that will populate that field on the account setup screen Once selected the default value will automatically populate however a user may change it if needed If left blank the user will determine the account type on a case by case basis DEFAU
23. This will decrease the amount of money to be dropped at the shift close On the other hand if the agent has made a large paid out or currency exchange which has depleted the total cash on hand an increase in cash can be necessary mid shift to keep enough cash on hand for the agent to continue working The General Cashier may register cash into the cashier s bank and this cash will then be included in the amount of cash to balance at the end of the shift Cash transactions can be registered as going To the General Cashier in the case of a large cash payment that should be dropped immediately A cash transaction can also be registered as coming From the General Cashier in the case of a large pay out or exchange that has depleted the total cash in a cashier s drawer and must be replaced Opera PMS User s Guide 3 0 127 Chapter 4 Cashiering To General Cashier If cash or checks are being dropped given to the General Cashier then select this option This decreases the amount of cash to balance for the cash drop at the end of the shift From General Cashier If cash checks or foreign currency are being added to the cashier s bank From the General Cashier select this option This increases the amount of cash to balance at the end of the shift Amount The total amount of cash checks or foreign currency that are being added to or taken from the cashier s bank Supplement Free text information as to why the General Cashier fu
24. When Best Available Rates BAR are configured the best rates available for a room type within a specified date range appear for a property on rate query and rate availability screens Best Available Rates display either by Day or by LOS This setting defines the method for this hotel By Day The Best Available Rate will be determined based on Day Configure up to 25 Rate Codes per day for consideration of the Best Available Rate The Rate Query will return up to 4 Rate Amounts per Room type for the Best Available Rate By LOS The Best Available Rate will be determined based on the Length of Stay Create only one Rate Code per Length of Stay per Day as the Best Available Rate The Rate Query will only display 1 Rate Amount per Room type as the Best Available Rate DEFAULT PACKAGE TRN CODE This setting determines the transaction code used to post package rates on the folio Package rates are composed of more than one transaction code normally room revenue plus food beverage or other revenue The package posting transaction code set up in configuration must belong to a Wrapper transaction group DEFAULT TRN CODE This setting determines the default transaction code used to create rate codes When no rate code exists on reservations and blocks this is the transaction code used for forecasting purposes Opera PMS User s Guide 3 0 246 Chapter 9 Setup If the hotel only uses one room charge transaction code this is normally the defa
25. Y any payment on the A R account applied but not allocated to a particular invoice will appear on the A R statement as an unallocated payment If it is set to N unallocated payments will not appear as single line items on the statement however they will be included in the total due on the account AR Settings ACCOUNT PICTURE This setting defines a pre determined template for creating A R numbers If this is left blank new A R accounts may be created using any alphanumeric system with no restrictions If the template is set for instance to AAA 9999 then each new A R account must follow the naming convention of three letters followed by a dash followed by four numbers A clerk would not be able to use any other naming convention to create a new A R account number Opera PMS User s Guide 3 0 222 Chapter 9 Setup ADJUSTMENT TIME In many countries there are laws that determine a certain period of time after which a user may no longer adjustment charges This setting defines the amount of time limit for adjustments to occur The options available are after one day after one week after one month after one year or unlimited if there is no time limit for adjustments AR FOLIO STYLE The Folio Style automatically used when printing a Folio from AR CREDIT CARD TRN CODE This setting defines the transaction code used internally by the system when consolidating credit cards and moving them to the A R account DATE FOR AGING
26. s arriving or in house Housekeeping can also clean rooms based on this VIP status if required A VIP status entered on a group profile will default to EVERY member of the group Opera PMS User s Guide 3 0 79 Chapter 2 Reservations Acct Contact The name of the person with the group who is the primary contact This field does not have anything to do with a contact profile and is generally only used in a hotel that has opted not to use Contact Profiles Account Type This is a configurable field by the hotel and indicates what type of business this group will give the hotel Ref Curr If the hotel has the capability of printing guest bills in 2 currencies it is possible to enter the group s home currency in this field If this is different from the local currency and the folios are configured to do so both the local currency and the source s home currency will be printed on the folio This also assumes that an exchange rate has been configured for the group s home currency History Select this check box to save this profile from being purged Notes In this section extensive notes can be taken about a group Most of these notes are kept on the profile only but Reservation Notes have the ability to be moved to every reservation made by this group In this way special requirements can be accessed at any time To Create a Group Profile o From the Main Menu select Reservations then select Profiles o Select New Profile o
27. sometimes called over the counter exchange Check Show exchange rates for currency to be used when cashing traveler s checks Settlement Show exchange rates for currency to be used in full or partial payment of the guest s bill Posting Show exchange rates for currency to be applied to posting transactions Commissions Show exchange rates for currency to be used for travel agent commissions This option is available if the OPP COM Commission handling add on license code is active Membership Show exchange rates for currency to be used when calculating membership program benefits Grid Fields For each currency the Exchange Rate screen grid provides the following information Currency Currency code Opera PMS User s Guide 3 0 124 Chapter 4 Cashiering Description Description of the currency code Code Currency exchange code The currency exchange codes are set up in System Exch Exchange rate for currency to be used when performing a currency exchange sometimes called over the counter exchange Chk Exchange rate for currency to be used when cashing traveller s checks Sett Exchange rate for currency to be used in full or partial payment of the guest s bill Post Exchange rate for currency to be applied to posting transactions Comm Exchange rate for currency to be used for travel agent commissions Buy Rate The applicable exchange rate when buying currency the usual exchange transaction
28. to continue and close the cashier Opera PMS User s Guide 3 0 255 Chapter 10 End of Day Sequence o Answer Yes to print the cashier report o Select OK to continue o Answer Yes to close any open cashiers This closes the cashiers but does not register a drop for them o NOTES AND WEATHER o Enter Notes about any significant business details These notes appear on the cover page of the Night Audit Report pack o Press OK to continue o A broadcast message appears and disables users from running an active Opera session while the business day changes NOTE At this point the business date changes and users and log back into the system o Room and Tax postings begin automatically o Interim Night Audit procedures run following Room and Tax postings o Interim Night Audit Reports print to the designated audit printer automatically following procedures o Select OK to complete the Night Audit Sequence Once the income audit is complete use the following steps to close the business date o From the Opera Application screen select the menu option for End of Day o Select the Income Audit o Select the business date to close o Enter the Auditor s User Name and Password and select OK to begin o Select Start to begin the audit s final procedures o Final Night Audit procedures run o Final Night Audit reports print to the designated audit printer automatically following the procedures o Select OK to compl
29. Amount or Percentage of the price of the charge to adjust and enter the amount next select from the drop down arrow next to Reason Code o Select the appropriate Reason Code and select OK to save o Enter any additional Reason Text regarding the adjustment and select OK to save o Select OK to the adjustment message o Note the newly adjusted posting Opera PMS User s Guide 3 0 112 Chapter 4 Cashiering o Select Close to exit the billing window and prevent further postings Transfer Transaction Use this button to transfer charges to or from another guest folio To Transfer Postings To or From a Guest Folio o From the Billing search screen highlight the desired guest and click Select o Highlight the charge to be transferred right click and select Transfer o Select to Transfer TO another Room o Transfer FROM another Room allows postings from another room to be transferred to this folio o Transfer FROM List of Rooms allows postings from a list of rooms to be transferred to this folio o Select All Marked Postings to transfer select from the drop down arrow next to Room to select the room to send the charges to o Input the Room or Name press the Tab key to initiate the search highlight the guest and click Select o Note the visual display of the transfer and select Transfer to complete o Answer OK to the charge transfer message o Note the transferred charge from the guest folio o Select Close to exit th
30. BOLD field description o Repeat Steps 4 and 5 for Communications telephone numbers Opera PMS User s Guide 3 0 71 Chapter 2 Reservations More Fields In addition to the main screen of the profile there are tabs across the top of the screen that will allow entry of additional specific information Each hotel generally customizes the More Fields tab so fields on this screen will vary Check with hotel management for an explanation of the fields on the More Fields screen Stats and Info This tab is for display and indicates the amount of business that the guest has done in the hotel or in the case of multi property combined for all hotels The total room revenue other revenue number of nights number of no show or cancelled reservations also displays Use the Stats and Info Tab to create and store the Accounts Receivable Number for all profile types and to restrict billing and reservations for any profile type On the Company profile screen there are fields to enter the Company s Tax ID number as well as any default billing instructions On a Travel Agent or Source Profile the More Fields screen also carries the Commission Code and Commission Percent for paying commissions To Set Restrictions on Profiles o From the Profile Search screen locate the desired profile double click or select Profile to view details o Select the Stats and Info tab o Select Restriction and write a text Rule select OK to save o Be sure to
31. By this is the Opera user ID that created this reservation On The date this reservation generated Updated By The user who last updated the reservation On The date that the reservation last updated Refresh Rates and Multiple Rates When you right click with the mouse on the ellipsis button next to the Rate field an options menu appears Opera PMS User s Guide 3 0 29 Chapter 2 Reservations Refresh Rates Select this option to make sure you are displaying the most current rate information particularly when you are updating an existing reservation For example if the rate amount changes from 100 to 150 new reservations books at the new rate of 150 However if you wish to update an existing reservation made before the rate change you would use this option to refresh the rate to reflect the current amount Not only rate amounts but other rate code details such as changes to packages associated with the rate code refresh as well Multiple Rate Codes Select this option to see the Multiple Rate Codes screen This screen shows the individual rates for each night of the guest s stay Yellow highlighting indicates that there is a rate change over the course of the stay Rate codes may change over the course of the guest s stay For example a guest traveling on business may spend the first two nights of his or her stay at a corporate rate If the guest decides to stay an extra night for personal reasons he or she may c
32. Cashiering Functions and select Check Exchange from the sub menu o Next enter your Password at the Cashier Login screen o Select the in house guest from the drop down arrow next to Room No o Search for and highlight the appropriate guest click Select o Enter the Amount of the check being exchanged o Enter the Check in the Supplement line and select OK to complete the transaction o Select OK to verify the exchange was completed successfully 4 3 6 Currency Calculator The currency calculator feature allows a user to calculate and view an exchange amount without actually processing the exchange In Opera there are six possible exchange rates for each currency although it is unusual to use all six separately Most hotels combine two or more exchange types using the same rate for all to keep the exchange feature manageable Opera PMS User s Guide 3 0 120 Chapter 4 Cashiering Amount The amount in the currency to be exchanged If 50 Euro are being exchanged for dollars the amount 50 would be entered in this field Date The date of the transaction In a hotel that updates exchange rates for the next day entering today s date may give a different exchange rate than the same amount the following day From Currency The currency the guest is exchanging Exchange Code The type of exchange to take place Cash Exchanged currency to be used without regard for its ultimate application sometimes called over the count
33. Check In Group Room Assign Room Status Statistics New Post Master Delete Print Keys and Print Registration Cards Rooming List Enter a list of guest reservations for a group To Enter a Group Rooming List o From the Group Reservations Screen select Group Options o Select Rooming List o On the Rooming List screen the default entry creates New reservations o The first reservation has the group profile name change to the first name on the list o If the system is to check existing profiles for matches to prevent duplicates select the option to Check Guest Profile o Continue entering all guest Names Titles Arrival Date Departure Date and Room Types o Use the down arrow on the keyboard to move to the next line o To Share two guests on a rooming list mark the first guest with an X o Select whether to share the rate Even Full or if one person will pay the full rate Zero select Share o Mark the sharing guest with an X and select Stop o Shared guests have an asterisk by their Name and the rate information appears in the white space in the center of the screen o Continue entering all names on the rooming list o It is a good idea to Save every 5 names A saved reservation has a confirmation number reservations without a confirmation number did not save o Note that all reservations on this rooming list saved with confirmation numbers Check In Group Automatically check in all pre blocked group r
34. DUE OUT Guests In House Tomorrow All Guests reserved to arrive tomorrow as well as today s stay over guests Group Guests Guests from specific groups can be sorted out to receive messages To Leave a Text Message for a Group Guests o From the Main Opera screen select Front Desk and Messages o Select Send Messages o Select the group of guests that will receive the batch message o Enter any additional filter criteria needed o Select New to create a new message o Input the caller s Name Title and additional information then select the drop down arrow next to Message Text to select from pre defined messages o Select the pre defined message desired by highlighting and select OK to save o Once the return Phone No is entered press the Tab key to move the message information into the text box on the right o Enter any additional message text and select Save o Answer Yes to send the message to the guests o This will turn the message light on in the guest rooms of the selected group Opera PMS User s Guide 3 0 103 Chapter 3 Front Desk o To print the message for delivery to a guest room select Print on the highlighted message o Input the Number of copies and select OK to print o A Message lamp on this group in house indicates that a message is waiting to be delivered o To mark a message as received by the guest highlight the message and select the Received button o Note the Received message in
35. Date Before a Business Block is open for pickup it is possible to shift the dates for the block if needed Use the button Shift Date to do so Simply enter the new start date and select OK The system will check to be sure the allotted rooms are available and the block date will then shift Statistics This option displays information regarding the number of rooms for each room type that picked up each day and the number of guests arriving for each room type each day Restrictions This screen shows the restrictions that have been set up for that specific business block and for what specific room type s by date These restrictions apply to blocks that have or do not have a rate code attached to them Cust Tour Series Use this option to create multiple occurrences of the group With the Custom Tour Series all information on the block will copy except for the arrival date and the block code Tour Series This option allows the user to quickly create a number of recurring groups on a 1 2 3 or 4 week basis The groups must all start on the same day of the week and must arrive on a regular schedule Opera PMS User s Guide 3 0 52 Chapter 2 Reservations Refr Rates If a rate code has been changed or updated on the block header this option will refresh the rate information If the new rate should apply to existing reservations the Refresh Rates option will update all reservations Traces This option allows users to communicate with other int
36. Filter condition Once the filter condition has been set select the Add button to add the filter condition to the query Process Select this option once all the filter conditions have been entered The result will be the data needed Save As If this query is to be used again the query can be saved by a name that makes sense to the user such as Today s Arrivals with Email Addresses By doing this the query can be called again in future Save This query will be saved by the name that is defaulted in the first field This name can be changed prior to saving if desired Extract Results To merge the Data Extract information into either an HTML file or a CSV file the Extract Results tool will be used Previously saved data extract files can be reprocessed at any time Opera PMS User s Guide 3 0 205 Chapter 8 Miscellaneous 8 6 Awards Use Awards setup to store and manage various awards that can be given to members of a property or chain loyalty program Guest awards allow you to create user defined guest award types for a guest to use during a visit to the property The awards are stored against the guest s profile and history details after departure The possibilities are endless all resulting in the ability to monitor and evaluate award promotion plans Instant Awards With this option the hotel can immediately grant an award and subtract the points from the guest s total accumulated The system will then return the numbe
37. Forecast 151 5 2 OUT OF ORDER OUT OF SERVICE 151 5 3 ROOM HISTORY 153 5 4 SELL LIMITS 154 5 5 OCCUPANCY GRAPH 156 5 6 MAINTENANCE 156 6 CHAPTER 6 ACCOUNTS RECEIVABLE 159 6 1 ACCOUNT MAINTENANCE 159 6 2 TRANSFER F O DATA 163 6 3 CREDIT CARDS 165 6 4 RESEARCH
38. Guide 3 0 173 Chapter 7 Commission Handling 7 Chapter 7 Commission Handling Tracking and paying Travel Agent Commissions can be a complex and time consuming task Opera maintains travel agent commission records and pays them by checks generated at the property or through an export sent to an outside agency 7 1 Payment Processing Commission Handling is tracked by travel agent accounts If an account prefers payment in a specific currency or if the hotel pays the same agency in different currencies separate accounts will need to be set up Accounts can also either pay by exports or by printed check If some agencies are paid through a processing center and others are paid by checks produced on site different accounts will need to be set up for these circumstances as well 7 1 1 By Account Commission Records are calculated at the time the guest checks out of the hotel The records move to Commission Handling after the audit from the previous night for payment the following day Commission Records belong to the account attached to the Travel Agent profile To process all records in an account select the option By Account Opera PMS User s Guide 3 0 174 Chapter 7 Commission Handling Profile accesses the profile of the highlighted record o If the upper portion of the screen is active the profile is that of the highlighted Travel Agent o If the lower portion of the screen is active the profile is that of the guest To pr
39. If the system finds a profile match it is automatically used RETURN BLOCK TO HOUSE If this parameter is set to Y then rooms cut off from a business block will be returned to regular house inventory at the next night audit If it is set to N then the rooms will continue to be unallocated group rooms rather than unallocated house rooms SHIFT DATE This parameter activates the Shift Date feature used to move a business block from one arrival date to a new arrival date If there are any reservations or posting masters PMs attached to the business block you will not be able to shift dates for the booking You also are not able to use this function when the business block s arrival date is prior to the current business date for the property UNIQUE BLOCK CODE This parameter controls whether or not each business block must have a unique block code Take care to understand the consequences of this parameter as changes to it may cause errors in some CRS interfaces If this parameter is set to N block codes may be duplicated as long as only one block is active at a time If this parameter is set to Y no duplicate block codes may be created Whenever Opera automatically generates the block code and two block codes would be the same based on the default block code template that is set up the system will add _01 to the second block code _02 to the third and so on to create unique codes Again this may cause issues in a CRS in
40. Market Code and select OK o Choose from the drop down arrow next to Source o Select the appropriate Source Code and click OK o Select OK to check in the PM Account o Answer Yes to check in the guest PM o Select OK on the successful check in message 3 5 Room Blocking Front Office Management often uses a tool to pre block some or all of the day s arrivals into rooms When working with large group check ins pre blocking rooms can speed the check in process at the desk If there are a large number of special room requests or VIP arrivals pre blocking rooms can help eliminate last minute rushing to prepare rooms Opera PMS User s Guide 3 0 100 Chapter 3 Front Desk Search Criterion Date The date prompted in this field always defaults to the current business date If you want to assign rooms for a future date enter the date here Name Enter the guest s last name associated with reservation to search for a specific reservation Room Type Select the down arrow to display the Room Types list of values e g deluxe double deluxe king standard double etc Choose a room type from the list Group Enter a group name to narrow the search for reservations with a specific group profile attached Room Features Search for all reservations that have this particular room features attached to the profile Select one or more room features from the list of values Res Type Search for all reservations that have a specific reservatio
41. Opera PMS User s Guide 3 0 A VISUAL REFERENCE GUIDE Copyright 2005 MICROS Systems Inc All Rights Reserved Opera PMS User s Guide 3 0 2 Chapter 1 Getting Started 1 CHAPTER 1 GETTING STARTED 6 1 1 INTRODUCTION 6 1 2 LOG IN TO OPERA 6 1 3 USING OPERA WINDOWS 7 1 4 USING OPERA KEYBOARD COMMANDS 8 1 5 USING HELP 9 1 5 1 To Use Help 9 1 5 2 To Use the Table of Contents 11 1 5 3 To Use the Index 12 1 5 4 To Use Search
42. Opera PMS system Using the reservations module you can enter a new reservation search view and modify an existing reservation enter and maintain group room allotments and rooming lists generate guest confirmation letters individually or in batches maintain a wait list and enter and update guest profile information 2 1 New Reservation When creating a new reservation it is common to check both rate and room availability before reserving a room for a guest To create a new reservation select Reservation from the menu options at the top of the screen then New Reservation from the functions on the left 2 1 1 Reservation Flow The Reservations gt Reservation Flow application setting allows you to customize the reservation process Select from any of these options to control which screen appears when the user makes a new reservation Calendar Display the Property Calendar screen first Select the start date and end date for the reservation The default start date is today s business date The Reservation screen appears with the arrival and departure dates pre filled Calendar Grid Display the Property Calendar screen first Select the start date and end date for the reservation Following a prompt to select number of adults the Rate Query Details screen appears Select the rate for the reservation before proceeding to the Reservation screen Direct Go directly to the Reservations screen R
43. Out function all of the day s departures appear and any guests with a zero balance bill generally due to all charges having been routed elsewhere may be checked out in one motion As all departures for the day must be resolved for the audit to run this function can help to focus attention on guests due out that may need to be checked out or extended Select All This option opens a check out screen for every window of every due out guest in turn It is possible to process the payments on each folio in turn The default form of payment is the payment type listed in the guest s reservation Billing This option takes the user to the guest folio screen where charges can be transferred adjusted or payment made C O Zero This option automatically checks out all due out reservations with zero balances This is very useful when checking out a large group with all charges routed elsewhere Select This selects the highlighted reservation only for quick check out To Use the Quick Check Out Function o From the Cashiering menu select Quick Check Out Opera PMS User s Guide 3 0 139 Chapter 4 Cashiering o Enter your Password at the Cashier Login screen o Select the C O Zero option to check out all guests with a zero folio balance o Caution Be certain that all scheduled departures with a zero balance are confirmed by Housekeeping as departed before using this function o To check out a group of guests with a zero balance and
44. PMS User s Guide 3 0 45 Chapter 2 Reservations All Group Business in Opera is created maintained and updated using the Business Block Options Depending on the needs of each hotel one or more of the options may be available Options such as the Quick Business Block or Business Block Search activate if the parameter is set in system configuration 2 4 1 Business Block Search The Business Block Search screen locates existing business blocks for view or update There are a wide number of search options available All of the fields in the yellow bordered area locate specific group blocks Opera PMS User s Guide 3 0 46 Chapter 2 Reservations New Business Block To create a new business block select New on the Business Block search screen and fill out the information needed to set up the account Acct Com Attaches company profiles to a Business Block Header When doing this the Company profile appears on each reservation made with this block and the reservation statistics for the company include all room nights and revenue from each reservation on the block It is also possible with a company profile attached to use the negotiated rate for the company and if the company has approved direct billing any charges from the group bill out on an Accounts Receivable statement Agent Attaches Travel Agent profile to a Business Block Header When doing this and a commissionable rate attaches to the group and all reservations generate tra
45. PMS User s Guide 3 0 70 Chapter 2 Reservations o Note the newly added preferences in the preference window o Select Close to return to the Individual Profile and select OK to save changes Relationship In some cases profiles link to each other for viewing purposes This is a relationship between profiles If a husband and wife each have their own profiles the relationship feature can link them together If a guest is an employee of a particular company that relationship can be between the guest and the company profile To Set Up Relationships on a Profile o From the Profile Search screen locate the profile to relate and highlight the profile line double click the profile line or select Profile to view details o Select Options o Select Relationship o Select New to create a new Relationship o Highlight the appropriate Relationship and then select OK o From the Profile Search locate the appropriate profile for the relationship highlight the profile and click OK o Note the newly added Relationship select Close to return to the main profile screen o Be sure to save changes on the main profile screen before exiting o To view the Company Profile containing the relationship return to the Profile Search screen and locate the company o Select the Relationship tab o Note that the Individual has a next to it indicating a relationship double click on the line to expand for details o Note the Individual Pr
46. Room No The room number assigned on the reservation Market Code To choose the market code specified on the reservation Res Type To choose the reservation type specified on the reservation Source Code To choose the source code specified on the reservation Rate Code To choose the rate code specified on the reservation Country To choose the guest s country City The guest s city Cancel No The reservation cancellation number Conf Letter Search by a letter type for reservations for guests receiving that letter Opera PMS User s Guide 3 0 89 Chapter 3 Front Desk Promotions Promotions e g Fall Holiday Superbowl Sunday and Buy One Get One Free that are currently available are displayed on this screen Select one multiple or all promotions from the available promotions list Arrival Time From To Define the arrival time range on the arrival date you wish to search For example if you wished to find all guests who arrived between 4 00 PM and 6 00 p m Rate From To The range of the rate amounts for the reservation Deposit Date The date on which the reservation deposit is due This option is to search for reservations having a deposit due on the selected date Deposit From To The range of the deposit amounts required by the reservation VIP To search by VIP level Created On To search for the date in which the reservation was created Created By To search by the Opera User who created the reservation Search Type If yo
47. The setting defines the interval of time in minutes between two automated police export import PROPERTY TAX ID This setting identifies the property the tax ID number which prints on A R statements if required by the hotel REPORT APPLICATION SERVER NAME This setting determines the name of the application server that generates and emails reports from the database used by OWS TOOLBAR STYLE This setting determines the Tool Bar Style used by the Property WEEKEND DAYS This setting identifies the days of the week designated as weekend days by the hotel Some screens display weekends differently to clarify the information displayed Also rates can be configured to change on weekend days DATABASE TIME ZONE REGION This setting identifies the Time Zone Region where the Database server is physically located System Date will be considered in the specified time zone region 9 2 9 IFC IFC Functions CC IFC To display credit card authorization messages activate this function Opera PMS User s Guide 3 0 239 Chapter 9 Setup IFC Parameters ALWAYS SWIPE CC If this parameter is set to Y the system will ask to swipe a credit card when a user selects a credit card method of payment This will work in conjunction with the workstation setup designated as credit card reader attached and the credit card interface active CC NUMBER NOT MADATORY FOR RESERVATIONS Credit card number or expiration dates are not mandatory for making
48. added to a restaurant bill at the front desk entering the check number will cause that charge to roll up into one line item with all other charges on that check number Supplement The Supplement field may or may not print on the guest s folio A supplement may include information as to why the charge is being posted manually or additional information about the charge Reference The reference information will print on the guest bill This field is primarily for guest reference and should be spelled correctly To Use the Fast Posting Function o From the Cashiering menu select Fast Posting o Next enter your Password at the Cashier Login screen Opera PMS User s Guide 3 0 114 Chapter 4 Cashiering o Enter the Room Number or Partial Name or select from the drop down arrow to search for in house guests o Search for the guest by any of the fields displayed Typically search by last Name or Room Number Highlight the appropriate choice and click Select o Enter the Transaction Code of the posting i e Flowers or select from the drop down arrow to search for the correct code o Search for the appropriate Transaction Code by typing a few letters in the find field o To search by Code type to the left of the sign i e 21 o To search by Description type to the right of the sign i e flower o Select Find to activate the search and display any partial matches display o Highlight the appropriate selecti
49. appropriate Rate i e 1 Person Rate 2 Person Rate etc o To offer additional flexibility with the group s inventory select Range to modify the grid o Enter zero number of rooms for all the other room types If there is no Rate Code in the header enter the Rates as well o Select OK and then Yes to modify the grid o In the Original view all Room Types display counts whether holding rooms or not o In the Rate view the rates to quote display if there were rooms available in general inventory display Priorities In a hotel with a large number of room types it may be helpful to reorder the room types for the purposes of reading the grids more easily The priorities button allows the user to order the room types on the grid in a more useful sequence Opera PMS User s Guide 3 0 57 Chapter 2 Reservations To Enter Room Priorities on a Room Grid o From the Reservations menu go to Blocks and select Business Block o Search for the Business Block and highlight the block name select Edit o Select Room Grid o Select Priorities o Select Yes to see minimum available rooms o Room Types display in default order sequenced in System Configuration o Click on the line for the Room Type that is the 1st in sequence for this group block and then click on the 2nd and so forth the numbers automatically populate in the Pr No column o Select Sort to rearrange the sequence order o Select OK to accept the changed sequence ord
50. are sent to a transfer bin prior to being moved to the A R accounts From the Credit Card transfer bin cards batch and send to the processor as compressed lines on an individual statement Transactions compress as one line per card per day as that is how the credit card company will send the payments for the cards processed All marks all credit card records for this credit card type for transfer None unselects all credit card records for this credit card type for transfer Transfer transfers all marked charges as one line item on the Credit card account Each individual record lists as a single detail item on the A R account Print prints a list of the marked credit card records Print All prints a list of all credit card records for this credit card type To Transfer Payments or Invoices to another Account o From the Main Menu select AR and Account Maintenance o Search for and highlight the desired account and press Select o Highlight the unallocated payment or invoice and right click the mouse o Select Options from the menu and Transfer o Search for and highlight the new account to apply the payment to and select OK o Answer Yes if you are sure you want to complete the transfer o Select Close to exit Transfer All moves all records to the A R statement as one line item Again this is most useful if all records are from the same business date Opera PMS User s Guide 3 0 166 Chapter 6 Accounts Receivable
51. by typing in the Room field o To change the form of payment to credit card from the original reservation form of payment select from the drop down arrow next to the Payment field o Choose the given Payment Method and select OK o If a credit card is available on file for the guest s Individual Profile but not being used as a form of payment select Cancel Opera PMS User s Guide 3 0 92 Chapter 3 Front Desk o Even if this credit card is being used it is suggested to Cancel this will prompt the Credit Card interface to ask for the card to be swiped o Answering Yes to attaching the credit card to the guest s profile keeps the newly swiped card on record for future use o Answering No only keeps the newly swiped card for this particular record only o Note the newly swiped credit card information o With a Room assigned and a collected Payment select OK to check the guest into the hotel o Answer Yes to check the guest in o Opera verifies the Room and Method of Payment again allowing another opportunity to make any changes if not select OK o To change either select from the drop down arrow next to the field and make the change o Decide whether to print a registration card and answer accordingly o Select OK to close the successful check in message o If a credit card already exists on the reservation as Payment for guarantee to change the payment method choose from the Payment field and delete the payment o Th
52. cancel rooms or catering events for the given reservation Enter a reason and a comment for future reservations Edit Use the Edit button on the Business Search screen to open the highlighted business block for Editing or Update Options Select Options to display additional functions that edit or update the highlighted Business Block Opera PMS User s Guide 3 0 50 Chapter 2 Reservations Add PM This will add an additional Posting Master to the group for billing purposes select this option Changes Changes displays tracks all functions performed on the Business Block Header These changes include cutoff information changes to grids changes to dates market codes source codes or any other changes to fields Production Changes tracks all availability changes made to the number of room nights allotted and the associated revenue as well as any changes to the group s status Copy If a group will have more than one business block it can save time to copy an existing block Use Copy to create a new business block exactly like the original It will be possible to enter a new start date and select a new block code but all other information is from the first business block To Copy a Business Block o From the Reservations menu select Blocks and select Business Block o Search for the Business Block highlight the block name click Options o Select Copy o Enter the New Start Date and the New Block Code o The new block has t
53. capital and small letters As this field will be used throughout the program to locate the group it is very important that it is also spelled correctly Notice that the Group Name label is in bold text This indicates that the system requires an entry in this field to save this profile Language The group s native language The local language will default in this field but if the group is more comfortable using another language some PBX systems are able to read this field to set voice mail instructions in the group s language In a hotel where multiple languages are used to print folios registration cards and reports this field will activate the appropriate language for the guest s printed information as well Any entry in the group profile will default to every guest in the group when creating a rooming list Address The street address of the group An address may be entered directly in this field and will become the group s primary address It is possible to enter additional addresses by opening the arrow to the right of this field City The city for the group s primary address Postal Cd Ext The Zip Code and 4 digit extension for the group s primary address Country State The country and state for the group s primary address The postal code and country in combination will default the state VIP If the group has a VIP status at the hotel that information should be entered here Reports are run based on this field for VIP
54. charge o Dates will default to original reservation dates of stay o Highlight the desired Transaction Code for the Fixed Charge and select OK o Complete the Amount Quantity as well as posting frequency and select OK to save o Select Close to return to the Options menu o Select Close from the Options menu to return to the main Reservation or Reservation Search screen be sure to save changes before exiting History Find information on previous guest stays in the Reservations Options screen Access Guest History stored in the profile either through the profile or through a reservation The stay info screen displays arrival and departure dates from previous stays as well as folio history for this guest printable from this screen The Revenue screen displays all accumulated revenue divided into the hotel s configured revenue buckets Locator Locators alert all users to a guest s location for transferring telephone calls or for quick access Use Locators if a guest will be out of the room but wishes to have calls transferred to a different location in the hotel Also use Locators if a guest s room is not ready at check in and the guest will need to be located once the room is ready To Enter a Locator on a Guest s Reservation o From a completed reservation select Options in the lower right hand corner of the screen o Locators only apply to guests arriving on the current day or checked in guests o Select Locator o Select N
55. click the mouse and select the Reverse Payment option o Select Close to exit To Unapply a Payment to an A R Invoice o From the A R Account Search screen highlight the desired account and choose Select o Since paid invoices no longer have an open balance change the search criteria to an All view o Place an X next to the payment and right click on the mouse select the Unapply option Notice that the invoice now returns to the Open view with a balance as well as the posted check amount The account balance still reflects the check payment but the payment no longer applies to a specific invoice To reverse this payment or transfer this to another account refer to Reverse a Payment on an Invoice or Transfer Payments to Another Account sections of this chapter Options A variety of other functions are available for the A R Account o Account Setup update or display existing account information o Aging displays the current balance in each of the hotel s defined aging buckets o Folio History access and reprint folios from history o Future Reservation displays future reservations for an account o Notes attaches notes to the AR account o Pay History displays all payments posted to this A R account o Post History displays all postings for this A R account o Profile accesses the company or account profile screen Address and contact information entered on the profile applies to any correspondence sent to the ac
56. credit card authorization information from here When Opera installs in an existing hotel entering the manual authorization information from the previous system makes the guest s check out go much more smoothly The hotel also has a default calculation for authorizing credit cards generally the number of nights multiplied by the rate plus either a flat sum or a percentage for taxes and incidentals There are occasions when this calculation will over authorize a card so the option to manually change the expected authorization is included here Finally if a guest bill exceeds the amount pre authorized obtain additional authorization using this option Delete The Delete option will delete the reservation entirely from the database Do no use this option to replace the cancel option and is generally controlled through User Rights Deposit The Deposit option posts an advance deposit on a guest s reservation The deposit option may also post a deposit request schedule or to post a deposit payment on the reservation The deposit request schedule most often applies to large group posting master deposits but is also for individual reservations as well If a deposit schedule rule exists on the rate code or the guarantee type on the reservation the deposit request enters on the reservation automatically otherwise enter a deposit request manually To Enter a Manual Deposit Request o Select Deposit on the Options screen of a reservation o Select N
57. daily trace reports for hotel management They are an excellent way to automatically communicate between departments to handle special guest requests or instructions Traces communicate the need for direct bill authorization transportation to or from the airport VIP amenities or room features or special housekeeping touches To Enter a Trace on a Reservation o From the Reservation Search or In House Guest Search results screen highlight the desired guest and select Options o Select Traces o Select New to add a new Trace o Select the Department to send the trace to by placing an X to the left o If any Trace Texts exist for that department you may highlight the text to send o Enter any additional instructions or manual trace information in the Text field Opera PMS User s Guide 3 0 40 Chapter 2 Reservations o Select Save to save and create another trace select OK to save and close o Note the Trace lamp on the reservation o To resolve the trace highlight the applicable trace and select Resolve o Resolve All will complete all traces and resolve for the entire record o Note the resolved trace with date and time stamps o Select Close to exit the Traces function Wait List In an overbooked situation for the hotel for a date or range of dates reservations placed on wait list continue to generate a confirmation number but the guest does not have a guaranteed room Wait listed reservations will not figure into
58. drop envelope total If there is a difference between the Total Cash Drop Opera PMS User s Guide 3 0 135 Chapter 4 Cashiering calculated by Opera and the Actual Cash Drop as entered by the cashier an Over Short will be registered Checks The total amount of payment taken by the cashier by using the check payment transaction code Actual Check Drop In this field the user must type in exactly the amount of checks that are being dropped This is the amount that will register on the cashier summary report and so will be matched to the actual drop envelope total If there is a difference between the Checks amount calculated by Opera and the Actual Check Drop as entered by the cashier an Over Short will be registered Expected Shift Drop The total amount of cash and checks that Opera registers as being dropped Shift Drop Over Short Any difference between the amount of cash and checks that Opera has calculated and the actual amount of cash and checks the cashier will drop Foreign Currency The currency type that has been calculated as being processed by this cashier Opening If any amount of the foreign currency is still registered from previous shifts as not having been dropped this amount will register as the opening balance for that currency From Today Any amount of foreign currency that was taken in on the current shift Shift Drop The total of previous day s foreign currency and the current day s totals This is the amount tha
59. extended deposit handling functionality There are country requirements that determine the selection AR SETTLEMENT TRN CODE This setting defines the single payment code in the system that will transfer folio balances to Accounts Receivable Once this code is defined it may only be used to transfer balances to A R Activate this code for Front Desk payments only Opera PMS User s Guide 3 0 232 Chapter 9 Setup ARTICLE PROMPT Available when Articles application function is active Select type of prompt when posting articles CASH SHIFT DROP This setting defines the internal code that will total all cashier shift drops for cash This code should NEVER be the same as any code used by the Front Desk to process cash transactions This code should be built but not activated on any ledger as it should only be used internally CASH TRN CODE This setting defines the default transaction code used for cash transactions CHECK EXCHANGE PAIDOUT TRN CODE This setting defines the Paid Out Transaction Code used during Check Exchange CHECK SHIFT DROP This setting defines the internal code that will total all cashier shift drops for checks This code should never be the same as any code used by the Front Desk to process check transactions This code is internal and should be built but not activated on any ledger CHECK TRN CODE This setting defines the single payment code that is used to process check payments All payments made on this code wi
60. for return to reservation status accompany the reservation From the wait list function a front office manager is able to view reservations profiles and information to make informed decisions as to which reservations to return first A cancel function is also included if the reservations must be canceled rather than returned to reserved status Search The Wait List Search screen provides a number of options to locate waitlisted reservations Name Locate the guest by typing in the guest s last name Opera PMS User s Guide 3 0 44 Chapter 2 Reservations Reasons To search for reservations that were waitlisted for a specific waitlist reason select the down arrow to choose the waitlist reason Date Entering a date in this field will locate all waitlisted reservations whose stay dates cross the entered date This means that the date field will locate any reservation that will be an arrival stay over or due out on the date entered Rate Code If you wish to search for waitlisted reservations that have a specific rate code select the down arrow to choose the rate code Priority If you wish to search for waitlisted reservations that have a specific waitlist priority select the down arrow to choose the waitlist priority Room Type If you wish to search for waitlisted reservations that have a specific room type select the down arrow to choose the room type Market Code If you wish to search for waitlisted reservations that have a spe
61. in the system as American Automobile Association and will not be able to be located by typing AAA in the Name field If the keyword AAA is on the profile it is possible to locate the profile using this search field It is a customizable search field for users It is possible to use keywords to enter A R numbers as well if that is a search that is common Communications Enter Telephone Numbers Web Sites Mobile Phone Numbers and Email Addresses here If the hotel has a fax interface entering a fax number here will allow the faxing of confirmation letters or A R statements If the hotel has an email interface entering an email address here will allow emailing of confirmation letters directly from Opera Client ID The client ID number is available to search for the specific profile IATA No The IATA number is unique and exists to locate a specific travel agent as many travel agents have the same name particularly if they are part of a large consortium Corporate ID The Corporate ID number is available in a profile to assist in locating a particular company To Search for a Profile o From the Main Menu select Reservations button then select Profiles o Choose the type of profile you are searching for in the View By field o Enter search criteria in any field s surrounded by the yellow line and press the Tab key to initiate your search highlight the line for the selected profile and select Profile to view details o The more criter
62. information displayed is by days or weeks and for how long Grid Lines To display grid lines on the graph Percentage To display the percentage of the number of rooms that corresponds to the bar s components Non Deducted To include the non deducted reservations in the graphs total 5 6 Maintenance For hotels that wish to process maintenance work orders through Opera the Maintenance section allows for tasks to be entered and resolved by anyone with user right to do so Opera PMS User s Guide 3 0 157 Chapter 5 Rooms Management Room The room assigned a repair or maintenance request Type The room type for this room HK Status The current room status determined by the Housekeeping Department FO Status The current Front Office status determined by the Front Ofice Department Reason The code used for the repair maintenance request Maintenance Remarks Reference notes required to satisfy the repair maintenance request Last Change Date of the last modification of the request By The originator of the repair maintenance request Resolved A Y indicates the request as resolved On Date The date that the request was resolved By The employee who recorded the completion of this order Show Options Show all Displays all resolved and unresolved repair maintenance requests Resolved Display only resolved repair maintenance requests Unresolved Displays only unresolved repair maintenance requests Print To print a list of t
63. limits for the hotel If users are restricted from overbooking the hotel sell limits allow management to set an artificial inventory which will allow the hotel to be overbooked in a controlled manner SIMPLE TASK SHEET This function activates the housekeeping task sheets used to easily divide by section only This is the simplest way to create housekeeping task sheets These task sheets can be printed and sent to the floors with the housekeepers If the hotel does turn down this option does not contain all the information needed If Rooms Management gt Task Assignments is active then Rooms Management gt Simple Task Sheets is not available TASK ASSIGNMENT This function activates the housekeeping task sheets used to divide by section by floor or divide evenly among the existing housekeepers If the hotel provides turndown service this is the method required to generate housekeeping task sheets If Rooms Management gt Simple Task Sheets is active then Rooms Management gt Task Assignments is not available Rooms Management Parameters DELETE REQUESTS OVER 60 DAYS Automatically delete Resolved Maintenance Requests which are greater than 60 Days HOUSEKEEPING SECTIONS If this parameter is activated it will allow the property to work with sections when generating task sheets assignments Opera PMS User s Guide 3 0 252 Chapter 9 Setup LEAST USED ROOMS If this parameter is set to Y then the vacant rooms search screen will displa
64. long info will include free form text with in depth explanations of the rate code and its restrictions Opera PMS User s Guide 3 0 21 Chapter 2 Reservations This information is entered and edited from the Rate Setup screen System Configuration gt Rate Classification gt Rate Codes Turnaways If the prospective guest decides not to make the reservation select this button to display the Turnaways screen This button is available only if the Reservations gt Turnaways application parameter is set to Y Reasons for not completing this reservation might include property full rate too high or suitable room type not available OK Selecting this option will take the user to the reservation screen to complete the reservation All information selected to this point guest name number of nights arrival date rate code room type etc will be carried to the reservation screen Scope Selecting this will return the user to the Rate Query Grid with the original query intact Close Selecting this will return the user to the Rate Query Grid and will reset the query to the default settings 2 1 3 Reservation Screen The Reservation screen holds information from the guest profile as well as stay information The screen is generally exactly the same during the reservation phase the arrival check in phase and the in house phase of the guest stay The Reservation screen consists of the following sections Header Information about t
65. not all departures with a zero balance minimize the search results by Block Group Party or Company Once the search results display only that group select the C O Zero to check out only those guests o To select an individual guest to check out without opening the folio window place an X next to the Room Number and choose the Select button A payment window prompts for settlement for the folio balance o If there are multiple folio windows payment is required for each one before the check out is complete o For multiple guests place an X next to each Room Number choose Select and apply a payment for each folio for each room o To check out all due out guests choose the Select All button and apply a payment to each folio window o To check out a group of guests and not all departures minimize the search results by Block Group Party or Company Once the search results display only that group use the Select or Select All option to check out only those guests 4 7 Credit Cards 4 7 1 Settlements The settlement function is used if the property works with a credit card interface that includes batch settlement The Credit Card Settlement feature allows viewing or modifying the credit card payment records waiting to be settled This feature is also used to send the credit card records as electronic files to the central credit card processing agency for batch settlement Settle for Date The date for which to process c
66. not normally a travel agent Name The official name of the group as will be posted in the hotel Start Date The first date that the group rate is available Opera PMS User s Guide 3 0 59 Chapter 2 Reservations Nights The number of nights the group rate is available End Date The official departure date for the group Block Code The Block Code is the unique identifying code for this group The block code links all group reservations together Status The status is generally dependant on the status of the group contract The status determines whether anyone can make reservations for the group and whether the unreserved allotted rooms in the hotel s availability or not A group in starting status would not allow reservations and any rooms allotted for the group will not deduct from hotel inventory counts A Tentative group may not allow pickup but may deduct allotted rooms from inventory A Definite group will allow pickup and all allotted rooms reserved and un reserved will be deducted from inventory counts Res Type The Res Type determines the guarantee status of the group and links to the Status Code Rate Code If the group rate structure will follow a standardized rate code that code can be entered on the Block Header and the rates will be defaulted based on the original configuration of the rate code If this field is blank it will be possible to build rates per room type per day for each individual group Cutoff Date Ent
67. o Note the CANCELLED status on the reservation To Reinstate a Cancelled Reservation o Select Reinstate o When reinstating the main Reservation screen appears allowing any changes to accommodation or guest information once complete select OK to save changes o Reinstated reservations do not generate a new Opera Confirmation Number but typically generate a new unique CRS number Reg Card To print a registration card at any time select this option Registration cards may be printed from the time the reservation is made until the guest s departure date Profile Select this option to access the guest s profile Options Select this function to access all reservations options All reservations options are in Section 2 1 5 Edit To access the reservation for check in select Edit This is the best way to check in a guest To Check in a Guest with a Credit Card o From the Main Menu select Front Desk and select Arrivals o Enter search criteria i e Name or Conf No and select Search o Highlight the desired arrival and select Edit to display full reservation details o Use the Tab key to move from field to field while verifying all accommodation information o Once the cursor enters the Room field Opera automatically assigns the first clean and vacant room available that meets the Rm Type request o Alternative suggestions are listed in the lower left hand portion of the screen and may be manually chosen
68. of the highlighted room The housekeeping status can be manually updated by using the arrow to the right of the field to select the proper status for change FO Status The current front office status for a room Reservation Status The current reservation status for a room Opera PMS User s Guide 3 0 143 Chapter 5 Rooms Management Floor The room s floor location AM PM The room s housekeeping section for AM and PM Features Room Features associated with a room Resv Accesses the reservation for the highlighted room Details Displays configuration details for the highlighted room Report Displays the option to preview or to print the Housekeeping AM or PM reports Statistics This option will display the total number of clean rooms dirty rooms pickup rooms out of order rooms arrivals departures etc This is the best screen to use to determine how many housekeepers will be needed to clean the rooms on the current day Change To change more than one room status at a time select this option Rooms can be entered as a list to be changed from dirty to clean or can be changed as a range of rooms or by section To Update the Status of a Room o From the Main Menu select Rooms Management and Housekeeping Management o Enter search criteria and select Search o Locate the room to change o Click the drop down arrow to the right of the Room Status field to display all Housekeeping options and highlight the appropriate sta
69. or company checking this box will create a contact profile for this guest The contact profile is attachable to groups or reservations as needed History If this guest s profile information should be in history even if there is a period of no activity check this option This field defaults the profile to save in history automatically Notes Enter notes about a guest here Most of these notes are on the profile only but Reservation Notes have the ability to move to every reservation made by this guest In this way guest s special requirements are available at any time Search Locate another existing guest profile Options The Options menu contains arrays of buttons to select further access to many of the major features supported by the Opera profiles Attachment This screen allows selecting and creating files for mail merges or for other purposes Changes All changes made to a profile are registered and tracked for research purposes Credit Cards Many guests prefer that once the hotel has their credit card number it may be on file for ease of use in making future reservations The Credit Card option allows all credit cards to register on the guest s profile Opera PMS User s Guide 3 0 68 Chapter 2 Reservations To Add a Credit Card to a Profile o From the Profile Search screen highlight the desired profile double click or choose Profile to view details o Select Options o Select Credit Card o Select New to ad
70. productivity by territory Keyword If the Account has a familiar name or acronym that information can be entered in the keyword field so that it can be used to locate the profile from the search screen A R Number If this source has been approved for direct bill an A R number will be given to the profile That number is displayed but not changed in this field Opera PMS User s Guide 3 0 77 Chapter 2 Reservations IATA Number This is a unique identifying number that validates a Travel Agency Ref Curr If the hotel has the capability of printing guest bills in 2 currencies it is possible to enter the source s home currency in this field If this is different from the local currency and the folios are configured to do so both the local currency and the source s home currency will be printed on the folio This also assumes that an exchange rate has been configured for the source s home currency Active Selecting this option will activate or inactivate a profile Communications Telephone Numbers Web Sites Mobile Phone Numbers Email Addresses can all be entered here If the hotel has a fax interface entering a fax number here will allow confirmation letters or A R statements to be faxed directly If the hotel has an email interface entering an email address here will allow confirmation letters to be emailed directly from Opera negotiated a discounted rate with an agent or company that rate will be kept in the profile Each tim
71. reports Origin Generally used in hotels using GDS or CRS Choose a category of business channel e g central reservations office GDS members from which this reservation originated Cross reference reservation origins with reservation sources for statistical purposes for example to see how many guests made a reservation via GDS solicited by a direct mail promotion Payment The method of payment used to guarantee this reservation This is usually a required field Select the down arrow to display the Payment Methods list of values Choose a payment method e g Visa Master Card American Express cash check direct bill from the list When you collect an advanced deposit accept a payment or check out this guest Opera automatically defaults to this payment method When the Reservations gt Payment Types Per Window application function is set to Y multiple payment methods can be made for a reservation If more than one method is applied the background of the Payment Method field will be yellow and an ellipsis button displays beside the down arrow Select the ellipsis button to view or edit the Payment Methods screen See Multiple Payment Methods for details If you select a credit card payment method Opera prompts you whether you wish to add the credit card number to the guest s profile If you select Yes the credit card number you enter in the Credit Card No field and the expiration date you enter in the Exp Date field wi
72. save this profile Address The street address of the company Enter an address in this field for the company s permanent mailing and contact address It is possible to enter additional addresses by opening the arrow to the right of this field City The city for the company s primary address Postal Cd Ext The Zip Code and 4 digit extension for the company s primary address Country State The country and state for the company s primary address The postal code and country in combination will default the state Owner The owner indicates the property staff member usually a Sales Manager who is operationally responsible or credited with the rooms revenue for the group account Territory Enter the hotel s Sales Territories here This will help in reporting productivity by territory Keyword If the Account has a familiar name or acronym enter that information in the keyword field to locate the profile from the search screen Type This field determines whether the profile is a company travel agent or source type These three profile types have very similar screens but slightly different potential functionality so it is important to save profiles using the correct type Opera PMS User s Guide 3 0 73 Chapter 2 Reservations A R No If you accounting department approves this company for direct bill an A R number exists on the profile That number displays in this field but you can not edit this field Corp ID Enter corporat
73. screen Arrival Time In the reservation phase the Arrival Time indicates the expected arrival of the guest When the guest checks in the system will enter the actual check in time for historical purposes Res Type The Reservation Type indicates the guarantee method whether by 6 PM hold credit card hold company hold etc and also indicates whether or not the rooms associated with this reservation deducts from inventory and availability For new reservations a default reservation type appears here if it is set by the Reservations gt Reservation Type application setting Opera stores availability information by reservation type you can see how many of the expected arrivals are guaranteed for a 6 PM check in guaranteed for a late check in by credit card non guaranteed etc Whether a deposit is required or a cancellation penalty applies may be determined by the reservation type and or rate code Market The market code breaks down all room revenue associated with this reservation for accounting and statistical purposes This field collects information for statistical reports Generally the Market Code attaches to the Rate Code and should not adjust Source Information regarding the source of the reservation or how the booking came to the property indicates in the Source field Some examples might be GDS Walk In Sales Office Referral from Sister Property or any other appropriate entry This field collects information for statistical
74. that the system requires an entry in this field to save this profile First Middle The contact s first and middle names Position Dept The contact s position within the company and the department that he she works for Language The guest s language as registered on the profile Select the down arrow to open the Languages list of values and choose the guest s preferred correspondence language A default language for confirmation letters folios and guest mailings was established for your property during set up An entry in this field from the reservation screen will populate the profile as a permanent record Title The guest s title as entered in the profile An entry in this field will populate the profile as a permanent record The greetings are sorted based on the language selected This title may be used to address the guest in written correspondence Knowing the courtesy title the guest prefers is also useful when you are dealing with the guest in person Envelope Greeting How the contact s name should appear on an envelope An example might be Attn John Smith Salutation The opening salutation on any mail correspondence to the guest The information here will be defaulted from the title field but may be updated if the guest would like to have letters addressed to him by his first name only for instance Opera PMS User s Guide 3 0 81 Chapter 2 Reservations Address The street address of the contact An addres
75. the characteristics of automatic printing of receipts This setting affects the Deposit Currency Exchange Paid Out and Payment receipts TAX TYPE CALCULATION This setting determines whether tax types calculate based on the profile or reservation WARNING AMOUNT This setting defines the amount of money on a manual posting that will generate a warning message for the cashier The intent of this setting is to reduce the amount of adjustments made if a cashier neglects to enter a decimal point in the posting 9 2 4 Commission Commissions Parameters AUTO CALCULATE VAT If this function is set to Y then VAT Value Added Tax will calculate on commissions paid If it is set to N the system will not calculate VAT on commissions AUTO PRINT REPORT BEFORE EFT PAYMENT When the bank account is payment type of EFT automatically print the eftpayment_post report before generating the EFT file EXPORT ISO CODE Use ISO Code for exporting country information for Travel Agent INCLUDE ZERO COMISSIONS If this parameter is set to Y all commission records will include zero balances in commission processing If it is set to N only commission records with balances are processed PRE PAYMENT TO SOURCE If this parameter is set to Y then it will be possible to pre pay commissions to source profiles If it is set to N then source profiles may not be used for pre payment of commissions PRE PRINTED CHECK NUMBERS If
76. the default telephone type used to create the primary telephone number for a new employee profile The employee profile is generally defaulted to a home telephone number INDIVIDUAL PHONE TYPE This setting determines the default telephone type used to create the primary telephone number for an individual profile The individual profile is generally defaulted to a business telephone number Opera PMS User s Guide 3 0 244 Chapter 9 Setup PHONE TYPE TO COPY FROM ACCOUNT TO CONTACT When creating a contact profile for a company this setting determines the phone type that will default to the contact profile Generally a contact profile carries the business phone as the primary phone type PURGE DAYS This setting determines the number of days that a guest profile has no activity before the system will automatically purge it in the night audit sequence To purge the profile must not be marked for History and must not have any future reservations attached 9 2 14 Rates Rates Functions ADVANCE RATE RESTRICTION Activating this function will enable the user to set rate restrictions and rate strategies in Opera ADVANCED PACKAGES This application function allows properties to restrict the setup and ultimately the complexity of basic package configuration Without this function active users will not see the package configuration attributes for Overage Alternate Transaction Codes Profit Loss Post Next Day and Validation BA
77. them to this in house guest o Note the newly added Routing instructions for this guest o To create additional routing select New If default folio instructions do not exist for the company select New and proceed with creating them o Close from Routing and Close from the Reservations Options be sure to save changes to the reservation before exiting 3 2 Queue Reservations At times a guest may arrive before the requested room type is available for assignment using this feature helps to manage room assignment and get guests into their rooms faster by coordinating front desk and housekeeping efforts Note A reservation can be placed into the queue only if the reservation is not checked in and the guest s arrival date equals the property business date When attempting to check in guests before their accommodations are available for example if the assigned room is still occupied or all rooms of the desired room type are dirty the Queue Reservations message appears asking to put the reservation into a check in queue Select Yes to place the reservation in queue Opera PMS User s Guide 3 0 94 Chapter 3 Front Desk For reservations currently in queue the Queue button on the Reservation Options menu shows the queue position for the reservation and allows removing the reservation from the queue Select Yes to remove the reservation from the queue The queue time is always listed in Hours and minutes To locate specific rese
78. transactions posted to that arrangement code for the date range indicated List of Rooms If all transactions for one or more rooms are to be searched enter the room number or numbers here Ref No The Reference number refers to a POS check number and is used to locate specific transactions Date From The first date to begin looking for the transaction in question Date To The last date to begin looking for the transaction in question 4 3 12 Petty Cash The petty cash fund is used to pay cash for outside services that are not charged to a particular guest Some examples of typical petty cash expenses include the purchase of newspapers and magazines for the hotel postage costs or taxi service The petty cash fund is also used when money in payment for incidentals is received for incidental payments for example when someone stops at the front desk and asks to buy a stamp Petty cash is useful for tracking money paid out paid outs and money received paid ins which applies to the property in general and not to any guest s bill or folio Opera PMS User s Guide 3 0 129 Chapter 4 Cashiering Paid Received To determine whether cash is being paid out Paid or accepted Received in this transaction Posting Text This field shows the description of the Petty Cash Account that is selected in the grid Amount The amount paid out or received This amount must always be positive Transaction Code To choose the transaction code for this
79. turndown service in rooms often wish to turn down vacant rooms for arriving VIPs Not all rooms in the hotel may be turned down so it is helpful to indicate to the front desk which rooms are prepared for guest arrival To do this the House Assignment function is used Another use for House Assignment is to hold back rooms from being pre blocked at check in Opera PMS User s Guide 3 0 145 Chapter 5 Rooms Management General Assignment A general assigned room will be removed from the vacant room list and will not auto block at check in This room is not Out of Order or Out of Service but is only able to be used if the room number is typed directly into the Room Number field General Assigned rooms are normally kept by Front Office management and are used to hold rooms back for possible VIP arrivals Housekeeping Assignment Housekeeping Assigned rooms will appear on the vacant room list along with the assignment reason code This assignment type is used to indicate that something has been added to the room or a special service has been done with the room for arrivals These rooms are not pre blocked for anyone in particular but are available at check in if needed If a vacant room has been turned down for a VIP walk in a reason code should be configured to indicate that If a Murphy bed has been made up or a sofa bed pulled out in anticipation of guest needs that indication can be made on the room as a Housekeeping assignment Unassigned D
80. used in conjunction with the parameter Blocks gt Unique Block Code and the setting Blocks gt Block Code Template the block code will be automatically created for new blocks If the block code exists already the block code field will stay blank EXTENDED COPY OPTIONS Activate this function to copy bookings with extended options MANDATORY ROOMINGLIST PROFILE SEARCH This parameter determines if it is mandatory to search for an existing profile when creating a reservation via the Rooming List option in Groups When this parameter is set to Y a checkmark appears by default in the Check Guest Profile check box and the check box is unavailable grayed out In this situation when you create a new reservation the Profile Search screen appears and you must search for and select an existing profile or create a new one in order to proceed For hotels with a high instance of return group guests this will minimize duplicated profiles and ensure accurate reporting For hotels with a low instance of return group guests this may be counter productive as it requires an extra step for every reservation This option overrides the Blocks gt Profile Check in RoomingList parameter Opera PMS User s Guide 3 0 226 Chapter 9 Setup OCCUPANCY SPLIT PER ROOM TYPE This parameter controls where the number of occupants per room type is to be set on the block grid This allows for a more accurate forecast and the value in the Pax per Room will be ign
81. will default the state Owner The owner indicates the property staff member usually a Sales Manager who is operationally responsible or credited with the rooms revenue for the group account Territory The hotel s Sales Territories can be entered here This will help in reporting productivity by territory Keyword If the Agency has a familiar name or acronym that information can be entered in the keyword field so that it can be used to locate the profile from the search screen Type This field determines whether the profile is a company travel agent or source type These three profile types have very similar screens but slightly different potential functionality so it is important that it is saved as the correct type Opera PMS User s Guide 3 0 75 Chapter 2 Reservations A R Number If this travel agent has been approved for direct bill an A R number will be given to the profile That number is displayed but not changed in this field IATA Number This is a unique identifying number that validates a Travel Agency Ref Curr If the hotel has the capability of printing guest bills in 2 currencies it is possible to enter the travel agent s home currency in this field If this is different from the local currency and the folios are configured to do so both the local currency and the travel agent s home currency will be printed on the folio This also assumes that an exchange rate has been configured for the travel agent s home c
82. 8 3 3 Opera Help CTRL F1 184 8 3 4 Control Panel Shift F2 185 8 3 5 Detailed Availability CTRL F2 187 8 3 6 Room Search F3 188 8 3 7 House Status Shift F3 188 8 3 8 Room Plan CTRL F3 191 8 3 9 Inquiry Shift F4 192 8 3 10 Dashboard CTRL F4 195 8 3 11 Rate Information F5 196 8 3 12 Quick Book Shift F7 196 8 3 13 New Reservation F7 196 8 3 14 Telephone Book Shift F7
83. Auto Use this option to pre block all arrivals for the day The system looks for preferences in both the profile and the reservation and locates rooms that suit the guest Profile Use this option to access the guest profile for information that may assist in locating a room for the guest Res Use this option to access the guest reservation for update or view Check In Use this option to check in the guest Like the Quick Check In option in section 3 1 3 in the arrivals screen this option verifies only the room number and the form of payment 3 6 Messages Guest messages can be left individually on each guest reservation or can be left as batch messages for larger sets of guests Opera PMS User s Guide 3 0 102 Chapter 3 Front Desk 3 6 1 Send Messages Messages can be sent in batches to guests with similar characteristics on their reservations Once any one of the following options is selected there are further filter screens that will assist in narrowing down the number of guests receiving the message Guests Arriving Today All guests with the current date as the arrival date on the reservation Guests Arriving Tomorrow All guests with tomorrow as the arrival date on the reservation Guests Departing Today All guests with today as the departure date on the reservation Guests Departing Tomorrow All guests with tomorrow as the departure date on the reservation Guests In House All guests with a Reservation Type CHECKED IN or
84. Cashier Reports are totaled by payment type The Cash Report also contains a record of every posting that was made on the cashier s password for the day Opera PMS User s Guide 3 0 118 Chapter 4 Cashiering The cashier number status and cashier name appear as the times open and closed 4 3 5 Check Exchange If a hotel cashes checks for guests using the check exchange function can help to keep the cashier totals straight at the end of the day Since cashing a check does not increase or decrease the value of a cashier s bank the purpose of the check exchange is to register a decrease in the cash and a corresponding increase in check totals for counting out at the end of the day Opera PMS User s Guide 3 0 119 Chapter 4 Cashiering Room No The room number of the registered guest cashing the check Since most hotels do not cash checks for other than registered guests this is a required field Guest Name The name of the guest cashing the check Amount The amount of the check This is the amount that will be subtracted from the cashier s cash total and added to the cashier s check total for balancing Text The word Check defaults but can be overwritten with any text needed It s a good idea to enter the name on the check if it is different from the guest s name Supplement Usually the check number would be entered here for tracking purposes To Process a Check Exchange o From the Cashiering menu go to
85. Corrections for postings with Bill Numbers FOLIO NUMBER FOR DEPOSITS This option will activate the folio number for a guest assigned at the time that a deposit posting occurs on the reservation The system uses this folio number at check in FOLIO REVISION NUMBER This parameter will assign a new internal revision number to a folio each time a correction occurs FOLIO STYLES Use Folio Style options when printing folios Opera PMS User s Guide 3 0 231 Chapter 9 Setup FOREIGN PAIDOUTS This parameter activates the ability to perform paid outs in foreign currency It is still possible to process currency exchanges with this parameter set to N This parameter affects only the ability to use a paid out posting code on a guest folio to refund money in foreign currency GENERATE ZERO BILL Allow user to print an Invoice that has a Zero Balance LOG TRANSACTION DETAILS This function used for support purposes only If activated the system records all Transaction Details into Log PHONE DETAILS If this parameter is set to Y the telephone number for all posted telephone calls will print on the guest folio If this parameter is set to N telephone numbers will not print on the guest folio by default In either case it is possible to change the phone detail printing on an individual folio if needed PRINT REFERENCE ON FOLIO SYLE 18 When this parameter is set to Y folio will print the reference field normally suppr
86. Guide 3 0 37 Chapter 2 Reservations o From the Reservation Search Results screen highlight the desired reservation and select Options o Select Rate Info o Note the daily breakdown of Room Revenue Tax Package Summary and the Total for each day o The Grand Total estimated for the entire reserved stay is located in the lower right hand corner of the screen o To view transaction details for a specific date highlight the date and select Details o Daily Rate Details indicates the exact estimate of transactions to post to the guest folio including totals for revenue and non revenue postings o Be sure to save any changes to the reservation before exiting Register Card Registration Cards print for a guest at check in or prior to arrival A registration card can print for a guest at any time from the moment the reservation exists until the day the guest checks out To Print a Registration Card o From the Reservation Search screen locate the desired reservation and highlight select Options o Select Register Card o Place an X next to the type of Registration Card to print select Print o Be sure to save changes before exiting the reservation o Unless you pre assign a room number for the guest the Room Number field will be blank on the registration card Room Move The Room Move option is only available after the guest checks into the room Prior to check in selecting a different room number in the Room field on t
87. LT INDIVIDUAL ACCOUNT TYPE When a user creates a new A R account using an Individual profile this setting determines the default account type that will populate that field on the account setup screen Once selected the default value will automatically populate however a user may change it if needed If left blank the user will determine the account type on a case by case basis DEFAULT MARKET CODE This setting Defaults the Market Code for New Postings and New Invoice This setting may be left blank in which case it will be determined on a case by case basis or it may be populated which will default an entry in the field that may be changed if needed DEFAULT SOURCE CODE Default Source Code for New Postings and New Invoices This setting may be left blank in which case it will be determined on a case by case basis or it may be populated which will default an entry in the field that may be changed if needed Opera PMS User s Guide 3 0 223 Chapter 9 Setup DEFAULT TRAVEL AGENT ACCOUNT TYPE When a user creates a new A R account using a Travel Agent profile this setting determines the default account type that will populate that field on the account setup screen Once selected the default value will automatically populate however a user may change it if needed If left blank the user will determine the account type on a case by case basis GLOBAL CREDIT LIMIT Enter a value to populate the credit limit field automatically when creati
88. MAIN GROUP If this parameter is set to Y then both the market group and the market code display in the list of values on the reservation screen If it is set to N then only the market code displays in the list of values on the reservation screen METHOD OF PAYMENT MANDATORY When this parameter is set to Y then the method of payment field within the reservation will be mandatory When this parameter is N it will be possible to save a reservation without a valid method of payment entered in the reservation PRIMARY SHARE Allow the user to designate one sharer as the primary sharer PRINT REGISTRATION AT CHECKIN If this parameter is set to Y then a registration card automatically prints at check in If it is set to N then a registration card only prints manually If printed manually registration cards may print before or after check in as well as in a batch printing of registration cards PROFILE SEARCH PRIOR TO THE NEW RESERVATION If this parameter is set to Y then the system will automatically search for a guest profile before beginning a reservation If it is set to N the system will search for a guest profile based on the entry in the last name and first name fields on the reservation If there is no match in the system a new profile will be created automatically RATE CODE MANDATORY If this parameter is set to Y a rate code is mandatory for all non group reservations If this parameter
89. O CHECK OUT STOP TIME This setting determines the time of day that video check out will end After this time a guest must go to the front desk to check out 9 2 10 Membership Membership Functions AWARDS This function allows the hotel to track and distribute awards points accumulated by using the membership module ENROLLMENT This function activates the ability to directly enroll a guest in a membership program immediately It requires an active 2 way interface with the enrolling program LOOKUP This function activates the ability to look up a guest s point accruals immediately on line It requires an active 2 way interface with the enrolling program Membership Parameters OCIS MEMBERSHIP CONFIGURATION This parameter enables the system to set up for OCIS memberships Membership Settings ENROLLMENT TYPE Specify the types of enrollments available through Opera Hard coded options include LOYALTY GAMING and ACTIVITIES Available if ENROLLMENT function setting is Y 9 2 11 Multi Property Multi Property Parameters ENDSCRIPT Enable Disable End Script functionality on Selling screen PROFILE SCREEN Visible Invisible Profile Button on Cross selling screen Opera PMS User s Guide 3 0 241 Chapter 9 Setup SELL MESSAGES This parameter will enable the ability to display Sell messages in the cross selling screen Messages may display generically or for a particular property and can also be linked to specific rate cod
90. SE RATES Activate this function to enable the ability to copy a rate and its details for a new rate as well as increasing or decreasing the new rate by a percentage or a flat amount This feature allows you to associate one rate code with another Whenever a change occurs in the associated rate all the room type rate elements of the related rate codes reflect the change based on the defined calculation rules BEST AVAILABLE RATES The feature displays best available rates by room type for a specific date range Each property can determine the up to 25 rate codes to take into consideration when calculating the best available rate BAR for a reservation DAY TYPES Activate Day Type functionality by setting the value to Y GLOBAL RATE UPDATE Activate global rate update functionality NEGOTIATED RATES Setting this function to Y will allow the user to set up and use the negotiated rates function This function allows the user to attach rate codes to a company profile and then if needed take the rate codes off the general rate query screen unless that company profile is included in the rate search PROMOTIONS This is a way to put together a limited availability sales promotion including start and end dates rate and market codes arrival and departure times and additional information and make them accessible to sell in one easy package which when chosen populates the reservation accordingly RATE SEASONS This function allows th
91. Select View to see each card in Adobe Acrobat format and Print to automatically print all registration cards Opera PMS User s Guide 3 0 214 Chapter 9 Setup 9 Chapter 9 Setup User rights control all the options in Setup It is generally assumed that the system supervisor s only will have access to make changes 9 1 User Configuration User Groups Any new employee needing to use Opera will be set up as a User Usually a hotel will have a set of user groups created and a new user will be attached to one or more user groups Permission Select this button to attach one or more permissions to the user group highlighted Opera PMS User s Guide 3 0 215 Chapter 9 Setup Users This option will display and allow selecting the users who will belong to the highlighted user group Opera PMS User s Guide 3 0 216 Chapter 9 Setup New Select New to create a new user group All information in bold letters is required to create the user group All other information is optional and is only visible when viewing this screen It does not appear in reporting Edit Select Edit to view or change information on an existing user group This will allow you to change password information or update any other field that has changed Delete To delete a user group Users New User Every person that will be actively using Opera setting up configuring and managing the system and performing day to day operations must be ident
92. This is for informational use only unless the Sales amp Catering module is turned on There is no independent reporting on these screens in PMS SOURCE Source profiles can generate commission payments Source profiles can also track business recommended by Convention and Visitors Bureaus or Secretary Clubs or pay commission on groups and wholesalers that are not regular travel agents STATISTICS If this function is set to Y an additional tab in the profiles screen will appear This tab will display statistics from previous guest stays In a multi property environment with shared profiles the statistics tab will indicate information collected system wide not just in the user s hotel VIP This function activates the configuration and display of VIP status throughout the application Opera PMS User s Guide 3 0 243 Chapter 9 Setup Profiles Parameters PROFILE MORE FIELDS This parameter allows to active the more fields tab on Profiles RESERVATION COMMENTS Activate this parameter to enable the ability to transfer all reservation comments entered into the profile to each new reservation for that guest If the function is set to N then reservation comments will be visible only in the profile comments field SHOW FUTURE RESERVATIONS Activate this parameter to enable the ability to display future reservations for each individual profile in the Profile Search as well as Options If this function is set to N futu
93. To indicate the primary guest as paying full rate on the reservation and the share with paying zero highlight the paying guest and select Entire o Note that the second guest name is now a zero rate and the primary guest is paying full rate o To resume the status of both guests paying full rate select Full o To evenly split the rate between all guests select Split o Note the Share Amt evenly split between both guests o Once you decide the rate structure select OK to save changes o Note the original reservation now indicates a Share with guest name and Share lamp Opera PMS User s Guide 3 0 39 Chapter 2 Reservations o Be certain to save changes before exiting the reservation To Combine Two Existing Reservations in a Share o From the Reservation Search results screen locate the desired reservation and select Options o Select Shares from the Reservation Options screen o Note the existing reservation information and select Combine o Select From Reservation and click on the drop down arrow to select the reservation to share o Search for the existing reservation combine by entering Guest Name and pressing the Tab key to initiate the search o Once you find the reservation highlight it and click Select to combine the two reservations into one sharing reservation o Select OK to complete the joining of the two reservations to share o Both reservations retain their existing Opera confirmation number and are sea
94. User s Guide 3 0 170 Chapter 6 Accounts Receivable Locate the reminder letters in question mark the ones to print with an X and select Print 6 5 3 Reminder Letters Many hotels send out reminder letters to accounts that are overdue in payment These reminder letters may be set up in cycles attached to the account type and as the age of the invoices increases the reminder letters may become increasingly more urgent The system assigns a reminder letter based on the age of the oldest open invoice on the account The aging buckets are determined by the property Opera PMS User s Guide 3 0 171 Chapter 6 Accounts Receivable From the Reminder Letter screen you may view All accounts only accounts with an Open Balance or just accounts with No Balance Generate generates reminder letters for marked accounts This function locates the oldest open invoice on the account and generates the reminder letter associated with the age of that invoice All generates reminder letters for all accounts This function locates the oldest open invoice on the account and generates the reminder letter associated with the age of that invoice To Print Batch Reminder Letters o From the Main Menu select AR and Mailing o Select Reminder Letters o Search for accounts that have outstanding balances by selecting the Open Balance option o To send reminders to a selection of accounts place an X next to each account a
95. ability to place out of order used to take rooms off line for deep cleaning or renovation The reports subtract these rooms from occupancy and availability numbers OUT OF SERVICE Set this function to Y to activate the ability to make rooms unavailable for use without affecting the inventory functionality PICKUP STATUS Set this function to Y to activate an additional housekeeping status named Pickup This status indicates that a housekeeper may need to go to a room to tidy but not perform a full clean QUEUE ROOMS This function allows the property to use the queue rooms functionality At times guests arrive before their selected room or a room of their chosen room type is available for assignment The resulting backlog can cause confusion at the front desk and worst of all guest dissatisfaction unless the situation is handled equitably and expeditiously The Opera Queue Rooms feature helps the hotel to manage room assignments fairly and get guests into their rooms faster by coordinating front desk and housekeeping efforts ROOM HISTORY This function allows the user to search for a particular room over a range of dates to view the guests who have stayed in that room It is generally used to locate a guest to return a found item from the room From this screen the housekeeper has access to the guest profile for contact information to return the lost item SELL LIMITS This function activates the ability to set overbooking
96. additional reservation information To do so select More Fields directly above the Arrival Date field Opera PMS User s Guide 3 0 31 Chapter 2 Reservations The More Fields Screen The More Fields screen contains posting tax and transportation information It is also a screen customizable for a hotel or company so it may appear quite different in each hotel If the screen varies from the below configuration hotel management will explain the use of the More Fields screen No Post This field checks automatically depending on the form of payment in the reservation If the form of payment is cash or check the hotel generally requests that no automatic postings post to a guest s account unless a substantial deposit exists on the room If the No Post field is checked the telephone interface will not be activated for out going calls the restaurants will not be able to post restaurant checks to room charge movies will not be activated and any other interfaces that post charges Print Rate If this box is checked the rate prints on any confirmation letters or registration cards Some rate codes are configured Do Not Print automatically particularly in the case of wholesale rates Check this field for individual reservations as well Video Check Out If you allow the guest to use video check out check this field Like No Post this field activates depending on the payment method If the guest has sufficient credit at the desk and if you co
97. alendar screen 8 3 9 Inquiry Shift F4 The Inquiry function allows a user to search for availability for potential group business for a single date or multiple dates It s possible to search for availability by room type or by general house inventory Once a date is decided upon the Quick Business Block function is used for easy entry of group information Opera PMS User s Guide 3 0 193 Chapter 8 Miscellaneous Acct Comp Attach an Account or Company profile during the Inquiry process This may assist in attaching negotiated rates if included on the profile Any profile attached during the Inquiry process will be automatically transferred to a Business Block if the group is booked Agent Attach a Travel Agent profile during the Inquiry process Any profile attached during the Inquiry process will be automatically transferred to a Business Block if the group is booked Source Attach a Source profile during the Inquiry process Any profile attached during the Inquiry process will be automatically transferred to a Business Block if the group is booked Contact Attach a company contact profile during the Inquiry process Any profile attached during the Inquiry process will be automatically transferred to a Business Block if the group is booked Contact Attach a Travel agent contact profile during the Inquiry process Any profile attached during the Inquiry process will be automatically transferred to a Business Block if the group is book
98. arge on a Guest Folio o From the Billing screen highlight the desired room and click Select o Highlight the charge to be edited and either double click the charge or select Edit o Note the current Price of the charge o Edit the price to the correct amount and select OK to save o This may only be performed on a manual posting from the same business date i e no interface postings or charges applied on a previous business date o Note the newly edited posting o Select Close to exit the billing screen and prevent further postings o This depends on user rights if the user is given the permission from the Management to be allowed to edit a charge on a guest Folio Folio Preview Use this option to preview the guest s highlighted folio window on screen without printing Opera PMS User s Guide 3 0 107 Chapter 4 Cashiering Print Folio Use this option to print the highlighted folio window Folio Style This option allows the user to change the folio style for printing the highlighted folio window Select the folio style from one of 19 styles configured in the system Options A number of cashiering and reservations options are available from the folio screen Agent Company Use this option to attach additional profiles to the reservation Travel Agent Company Group or Source profiles can be located and attached using this feature There is no difference on the reservation if the profiles are attached using Agent Company t
99. artenders Once items are Opera PMS User s Guide 3 0 247 Chapter 9 Setup defined they can then be attached separately to a reservation attached to a block or alternatively attached to a package code PARTY This function allows multiple room reservations to be created and once separated will allow the user to locate all the related reservations at one time for billing or viewing purposes PAYMENT TYPES PER WINDOW In the event that a guest wants to use more than one method of payment for their reservation Opera allows this functionality by activating this function RESERVATION CONTACT If the contact profile type is used this option will allow the user to view the contact profile name on the reservation screen RESERVATION TRACES This function activates the ability for the user to enter departmental reminders about a reservation Traces may be generated about a reservation from the point the reservation is made until the day the reservation is due to check out SHARES This function activates the full share functionality Shares can be created by combining existing reservations or by copying reservations and using a second guest profile Shared reservations each have their own reservation their own confirmation number and their own folio This is unlike the Accompanying Guest function that does not create an additional reservation confirmation number or folio but does register a second guest in the room SMS CONFIRMATIONS T
100. asks to be completed use this option New To enter a new task select New This will open a screen to create and assign a new maintenance task Opera PMS User s Guide 3 0 158 Chapter 5 Rooms Management Edit To update information on a scheduled task select Edit This will allow fields to be updated with current information Delete To eliminate a task from the database completely select Delete Resolve Unresolve When a maintenance request has been resolved this button turns into unresolve When a maintenance request is still unresolved this button is says resolve Opera PMS User s Guide 3 0 159 Chapter 6 Accounts Receivable 6 Chapter 6 Accounts Receivable 6 1 Account Maintenance The Account Maintenance menu offers a wide variety of options such as creating new accounts editing information on existing accounts processing payments for an account as well as printing statements and reminder letters After selecting the Account Maintenance option the AR Account Search screen displays Options Select this feature to access functions on this account o Aging displays the current balance in each of the hotel s defined aging buckets o Notes attaches notes to an AR account o Future Res displays any future reservations arriving with this company or account This is useful if the hotel is planning to restrict the billing status for an outstanding balance o Post History displays all postings debits and credits appl
101. at all rooms are properly cut off and returned to house inventory Individuals The number of rooms and persons who are in house on non group reservations Groups and Blocks The number of rooms and persons who are in house with group reservations Room Revenue The total net room revenue based on Max Occupied Tonight Average Room Rate Net average room revenue Room Revenue Max Occupied Tonight Housekeeping Room Status Inspected Rooms The number of rooms both occupied and vacant which have an Inspected housekeeping status Clean Rooms The numbers of rooms both vacant and occupied that currently hold a Clean status in Housekeeping Use the arrow to the left of the field to view or update the rooms listed Dirty Rooms The numbers of rooms both vacant and occupied that currently hold a Dirty status in Housekeeping Use the arrow to the left of the field to view or update the rooms listed Pickup The numbers of rooms both vacant and occupied that currently hold a Pickup status in Housekeeping Use the arrow to the left of the field to view or update the rooms listed Out of Order Rooms The numbers of rooms both vacant and occupied that currently hold an Out of Order status in Housekeeping Use the arrow to the left of the field to view or update the rooms listed Out of Service Rooms The number of rooms both vacant and occupied that currently hold an Out of Service status in Housekeeping Use the arrow to the left of the field to view or update th
102. at may not have been registered as dropped on previous days If a cashier has not closed the cashier properly this amount can be incorrect and an adjustment must be made To make the adjustment register an actual cash drop that will include the opening balance overage Opening Balance Check The amount of checks registered in the cashier s bank This total comes from any check transactions from previous days that were not registered as dropped by the cashier If a cashier has not closed the cashier properly this amount will be incorrect and an adjustment must be made To make the adjustment register an actual check drop that will include the opening balance overage Cash This is the amount of cash that Opera has registered as having been taken in on the current shift This total includes all cash taken as payments on the cashier s user ID Paid Out This is the amount of cash that Opera has registered as having been paid out on the current shift This total includes any transaction processed on a paid out transaction code as well as any check or currency exchange that has been made Total Cash Drop The total amount of cash that Opera calculates the cashier to have on hand Total Cash Payments minus Total Cash Paid Outs equals Total Cash Drop Actual Cash Drop In this field the user must type in exactly the amount of cash that is being dropped This is the amount that will register on the cashier summary report and so will be matched to the actual
103. ate Query Go directly to the Rate Query screen where you may enter the arrival and departure dates number of persons etc From there the system moves to the Rate Query Details screen and finally the Reservation screen once a rate selection occurs Room Plan Grid The Room Plan screen provides a view of the occupancy and the availability of rooms over a period of time In addition the Room Plan offers you direct access to many of the most used screens in Opera and a shortcut to a variety of options such as moving guests to other rooms without having to access the Reservation menu checking in guests and creating shares 2 1 2 Rate Query Screen If your property s Reservation feature begins with the Rate Query screen the first step in making a new reservation is to check availability Availability varies depending on the dates of the guest s stay and other parameters such as number of persons room requirements and company travel agent and source affiliations As the starting point for making a new reservation the Rate Query screen is a flexible tool for searching availability based on a wide variety of search criteria From the main menu select Reservations gt New Reservation to display the Rate Query screen You may also access this screen by selecting Scope on the Rate Query Details screen or by pressing the F5 key from anywhere in Opera You can query rates by any or all options on the Rate Query screen This screen filters
104. ate Query including all accommodation information and guest profile select OK o Select an available Rate Code and Room Type then select Res o Select an available Room Number for the guest or let the system auto assign one o Make sure the Source is Walk In and enter the guest s Payment information o Once all reservation and in house guest information is complete select OK o Answer Yes to continue the check in o Answer Yes to print a Registration Card o Select OK to the guest being checked in successfully o Answer OK to the Confirmation Number notice 3 1 3 Check In This option is meant to be a Quick Check In and should not be used for standard guest check in The Quick Check In button verifies only room number and form of payment and does not give the desk clerk the opportunity to verify all other information with the guest This option should be used to pre check in guests or to check in posting masters and house accounts To Use the Quick Check In Option o From the Main Menu select Front Desk and Arrivals o Enter the guest Name or Conf No and select Search o Highlight the appropriate reservation verify the accommodation information with the guest and select the Check In button o Room Number is auto assigned based on the reserved room type to make an alternate selection select the drop down arrow next to Room o Method of Payment defaults from the reservation guarantee to make an alternate selection or pr
105. ate will be one month prior to the current date Resv Displays the reservation for the highlighted room Opera PMS User s Guide 3 0 154 Chapter 5 Rooms Management Revenue View information regarding the revenue spent by the guest Profile Access to the profile can be helpful to locate a telephone number or address for returning lost and found items Folio Folio History will allow a user with appropriate rights to preview or reprint the guest s folio Room History Search Screen Room Displays the room number Name The last name of the guest Arrival To Display the arrival date Departure To display the departure date A Number of adults staying in the room C Number of children staying in the room Rate Code The Rate code for the reservation Revenue The current revenue Rate Displays the rate per nigh t 5 4 Sell Limits Also called Overbooking limits sell limits can be set to allow the hotel to be overbooked in a controlled manner It is possible to overbook the entire hotel regardless of room type or to set specific room type overbooking limits If users are restricted from overbooking the hotel at all then sell limits allows the user to sell more rooms than are in inventory but not more than are set as sell limits Opera PMS User s Guide 3 0 155 Chapter 5 Rooms Management Physical This button will display the physical numbers of rooms in each room type and room class New To set a new Sell Limit sele
106. ating the number of rooms for each room type for each day as well as to enter the rates for 1 2 3 or 4 people if a rate code is not on the Block Header To Allocate Rooms to a Business Block o From the Reservations menu go to Blocks and select Business Block o Search for the Business Block and highlight the block name and click Edit o Select Grid to modify the number of rooms held for this block o The Room Grid displays in an Original view until the block changes to a pickup status Notice all other views are ghosted out at this stage o Once the status of the block is definite the view changed to Current o Select Range to modify the rooms and or rates o The Date Range defaults to the start end dates of the block You may modify this field to change the date range of the block o Select the Room Types with an X to modify The values ranged apply per Room Type and per Night o If a Rate Code is on the header rates will not appear on this screen and you will only need to enter the rooms o If no Rate Code exists on the header you will need to enter Rates o Rate 1 is the rate for one person occupancy Rate 2 is the rate for two person occupancy and so on o Remember that Rates are for all Room Types selected Be sure to select similarly priced Room Types o Once you enter the rates select OK to save changes o Select Yes to modify the Rooms Grid for the Business Block o Rates are now viewable by selecting the
107. availability figures and are not considered to be deducted from inventory Managing wait listed reservations includes being able to prioritize the reservations returning to reserved status and canceling reservations that will not be able to be placed To Create a Reservation For the Wait List o Once the reservation is complete a confirmation number will appear This should not be given to the guest will indicate that the reservation will be ready for them upon arrival o Select Options from the main Reservation screen o Select Wait List o Enter the Wait List Reason o Enter the Wait List Priority for this reservation o Enter the guest s Telephone Number for future reference o If any further information is required type that information in the space at the bottom of the screen o The reservation is now on the wait list o Moving reservations off the wait list and back to reserved status will be covered in section 2 3 Wake Up Call To set views and delete wake up calls for one or more individual rooms or for blocks of rooms select the Wake Up Call option from the Reservation Options menu This option is available only for checked in guests To Set a Wake Up Call for a Guest o From the Reservation Search or In House Guest Search results screen highlight the desired guest and select Options o Select the Wake Up Call option o To set a single wake up call select Date Select Next to continue o Enter the Room No s th
108. be automatically no showed during End of Day Instead the arrival date will be automatically extended to the next day until departure day ROOM DISPLAY ORDER This setting determines whether vacant rooms are sold from the lowest number to the highest or from the highest number to the lowest ROOM LIMIT PER RESERVATION This setting determines the Maximum Number of Rooms Sold per Reservation For example if the hotel has determined that any multiple reservations over 10 rooms must be booked as a group the room limit should be set at 9 This will keep the agents from booking more than the allotted number of rooms for transient guests PALM CHECK IN RECEIPT MESSAGE This setting defines the message printed on the Palm Check in Receipt The default is Enjoy your stay PALM CHECK OUT RECEIPT MESSAGE This setting defines the message printed on the Palm Check out Receipt The default is Have a nice day 9 2 16 Rooms Management Rooms Management Functions ATTENDANT POINTS This function allows the housekeeping department to track attendant points either for an incentive program or for housekeeping credits Generally used by hotels that pay per rooms cleaned or credits earned rather than per hour DISCREPANT ROOMS This function allows the hotel to track discrepant rooms to verify front office status With the use of discrepant rooms the housekeepers dial down both the Housekeeping status clean or dirty and the front office status
109. bilities This is information that is generally very property specific Ask your manager to instruct you in the use of this function Opera PMS User s Guide 3 0 182 Chapter 8 Miscellaneous 8 2 2 Wake Up Calls The Wake Up Call function can be interfaced with some PBX systems to make the Wake Up Call feature automatic From any workstation a wake up call can be entered for a guest for a single day or for a range of days To Set a Wake Up Call for a Guest o From Reservation Options select the Wake Up Call o To set a single Wake Up Call select Date Select Next to continue o Enter the Room No s the Date and the Time for the wake up call o Select Set when finished o To set a Wake Up Call for multiple days select Daily Select Next to continue o Enter the Room No s the From Date To Date and the Time o Select Set when finished o To set a Wake Up Call for every member of a group select Wake Up Call from Group Options and Set Block Wake Up Calls o Enter the block code in the Block Name field the From Date To Date and the Time o Select Set to continue o To view all current Wake Up Calls entered in the PMS select View Wake Up Calls from the Wake Up Calls menu Opera PMS User s Guide 3 0 183 Chapter 8 Miscellaneous o Enter any filter criteria needed and select View o All current wake up calls display o To print a list for manual calls select Print 8 3 Show Quick Keys The Quick Keys provide ea
110. cation server that will hold the statement file as it is being amended ZERO INVOICE PURGE DAYS When an invoice is paid and has zero balance it will remain in history for view or update Holding a large number of invoices in history can make the accounts difficult to work with so it is recommended that a number of days be set to purge the paid invoices Once the invoice is purged there will be no way to locate it in history so it is recommended to set an appropriate number of days based on the amount of access to history needed by the hotel 9 2 2 Blocks Block Functions BLOCK TRACES This function activates a trace system used for group blocks only Block Traces appear only when accessing block information and used to remind sales managers to follow up on group billing or contract information If this parameter is set to Y the ability to have separate trace functions for groups is allowed If the parameter is set to N the function is not available These traces are separate from the Reservations Traces used by the Front Office and other departments BUSINESS BLOCK This function activates the full business block screen and functionality This parameter must be set to Y if Opera is interfaced with any external Sales and Catering system such as the Opera Sales and Catering system or Delphi The full business block functionality allows a greater Opera PMS User s Guide 3 0 224 Chapter 9 Setup degree of complexity w
111. cific market code select the down arrow to choose the market code Company The Company if any attached to the reservation Agent The travel agent if any attached to the reservation Source When PMS ORS or other Opera applications are integrated the name of the application from which the reservation was submitted Group The group name if the guest belongs to a group Phone The primary phone number specified for the guest whose profile exists on the reservation VIP The guest s VIP status Profile This button will access the guest s profile This can be useful when checking previous guest stays profile notes or VIP status of the guest in order to make a determination as to which reservations should return to reserved status first Details View and edit the Waitlist details screen Options Displays only those options applicable to a waitlist reservation Resv View and edit the reservation details View This button will access the guest s reservation information This can be useful when checking current stay information such as rate discounts reservation comments and membership status or market code Accept Res Using this option will reverse the reservation to reserved status and remove it from the wait list Before moving this reservation the reservation screen displays so that you can enter any changes to rate or room type Cancel This option will cancel the reservation and remove it from the wait list 2 4 Blocks Opera
112. count If the billing address or contact information is different enter that information in the Account Setup screen o Statement prints a statement for this account only o Traces enters traces for tracking future actions on the account o Transfer transfers all or part of the highlighted invoice to another A R account o Year View displays debits and credits on this account for the past year This is a good at a glance screen to determine the credit status of the account 6 2 Transfer F O Data When a guest uses the direct bill payment method charges to the guest s folio are processed by Night Audit and made available as invoices for transfer into Accounts Receivable either automatically or manually based on the function set up in Setup gt Application Settings Manual Transfer of Accruals to A R When a folio closes to direct bill in the front office it transfers during the next Night Audit to the F O Transfer Bin in the Accounts Receivable module The purpose of this transfer bin is to allow Accounting to view each invoice ensuring that it transfers to the correct A R account Opera PMS User s Guide 3 0 164 Chapter 6 Accounts Receivable Edit changes the account number that the highlighted invoice transfers to If the wrong account number was used to close this folio in the front office this is the best opportunity to correct the billing mistake Transfer transfers correctly assigned folio invoices on accounts from the Gues
113. cs The Queue Reservations Statistics screen appears when the Statistics button on the Queue Reservations screen is selected Opera PMS User s Guide 3 0 96 Chapter 3 Front Desk At the top of the screen the following information is shown Current Average time a reservation has been in queue for all reservations in the current queue Actual Average time a reservation was actually in queue before being checked in based on those reservations that have been placed on queue during the current business date This screen shows the room type the description of the room type and the number of reservations in queue for that room type Beneath the grid is the total number of rooms in queue Opera PMS User s Guide 3 0 97 Chapter 3 Front Desk 3 3 In House Guests The In House Guests function locates all guests checked in to the hotel at the current time From this screen all reservations options are available as well as several options that are only available to checked in guests The In House Guests search screen looks much like all other reservations search screens with the addition of the Room No field as a search possibility Search Once all search criteria have been entered selecting Search locates all in house guests that fit the search options Advanced If an in house guest cannot be located by the first few options selecting Advanced opens up the bottom portion of the screen for more search options New To create new r
114. ct this button To Set Sell Limits o Select Rooms Management and Sell Limits o Select New o In the field marked From Date enter the date that the sell limit will begin o In the field marked To Date enter the last date that the sell limit will be in effect o If the sell limit will not apply to specific days of the week during the range of dates entered uncheck the days of the week o If the sell limit is to be set on a room type enter the Room Type o Select the Overbook Level o If overbooking by a percentage of rooms mark Percentage and enter that percentage number in the Overbook Level field o If overbooking by a number of rooms mark Number and enter that number in the Overbook Level field o Select OK Edit To update or edit an existing sell limit select this option Delete To delete a sell limit select this option Opera PMS User s Guide 3 0 156 Chapter 5 Rooms Management 5 5 Occupancy Graph The Occupancy Graph is used to see upcoming confirmed business at a glance A user can view the occupancy graph based on a particular room type room class or the entire hotel It might also show a week a month or a number of weeks at a time This graph can be printed for forecast meetings as well Start Date The date to begin showing the occupancy Room Type The room type to display on the graph Bar Display To define which type of information to include on the graph Number of Days Weeks To select whether the
115. d or unchecked if a confirmation letter was not requested as appropriate If no confirmation letter generated the Confirmation button from the Reservation Options menu accesses the Confirmation screen and requests a confirmation letter When the user returns to the Reservation screen the Confirmation check box notice the selected check box is gray When a guest cancels their reservation a confirmation letter can now send to them Guest Balance The amount of money the guest currently owes In the case of a deposit a negative sign will indicate a credit balance Disc Amt Enter an amount in the first field and or a percentage in the second field to reflect a discount on the rate The Rate field is adjusted by the amount and or percentage entered If both an amount and percentage exists the percentage discount calculates first and the discount amount subtracts from the adjusted rate A negative amount and or negative percentage apply to the rate For example if the rate is 300 and you enter an amount of 50 and 10 the rate adjusts to 220 300 30 50 220 Note When a rate code is assigned to the reservation the Discount Amount Discount and Discount Reason fields are available if the Discount check box is selected on the Rate Setup screen s Rate Header tab System Configuration gt Rate Management gt Rate Classification gt Rate Code If the Discount check box remains unselected you may not edit these fields If a reserva
116. d a new credit card o Click on the drop arrow to choose the appropriate credit Card Type o Select the credit Card Type and select OK o Enter the Credit Card Number and Expiration Date to complete select Save o The sequence is the order that this credit card will appear for payment if there are multiple credit cards on the profile o Note the newly added credit card o Either select Close to return to the profile or New to add another credit card o Be sure to select OK on the main profile screen to save your changes to the profile Delete To delete this profile select this button It is not possible to delete a profile with active reservations Enrollment If the hotel has a 2 way Central Reservations Interface and membership enrollment is available it is possible to enroll a new guest in the hotel s membership program directly from the profile To Enroll a Guest in a Membership Program o From the Profile Search Screen select a profile and select Enrollment o If a profile already has a Membership attached this button will be gray o Any guest information that exists on the profile automatically populates to the Guest Enrollment select OK once completed o Required fields have BOLD field descriptions and highlighted fields o If the guest prefers to receive airline mileage rather than loyalty program points enter Alliance Code and Number o If the guest prefers to let the system generate a membership number leave the Numb
117. d be printed for verification of the amount of cash checks and credit cards that have been taken in If the hotel handles foreign currency exchanges as well the foreign currency totals can also be found on the cashier reports These reports can be printed at any time during the shift assuming the parameter for blind drop is not activated and totals should be verified against actual cash foreign currency and checks Once the cashier is closed for the day these reports are reset to zero and will begin again the next time that the cashier opens 4 3 4 Cashier Status When a cashier logs into a cash handling or reporting screen for the first time during a shift a message appears asking if he or she would like to open the cashier This is a requirement to open or view cash handling areas Once the cashier is open all postings and payments begin to total for that cashier for the day At the end of the shift the cashier must balance all payments make a drop and close the cashier in Opera If this is not done the cashier closes during the audit but a drop is not registered The following shift the cashier will open again with the drop from the previous day registered as part of the opening cash totals This can cause confusion for the cashier The Cashier Status screen allows a manager or Night Auditor to see if any cashiers were left open If not properly closed it creates problems when balancing the following day The audit auto closes cashiers
118. d for printing receipts after a deposit payment has been made FOREIGN_CURR_XANGE This printer task is used for printing receipts after a foreign currency exchange transaction has been completed GST_FOLIO This printer task is used for printing all guest folios GST_MSG This printer task is used for printing all guest messages Opera PMS User s Guide 3 0 210 Chapter 8 Miscellaneous HOUSEKEEPING This printer task is used for printing housekeeping task sheets INFO_FOLIO If an information folio is printed prior to check out this printer task will be used LABELS This print task determines which printer will be used to print labels from the mailing function LIST_REPORTS This print task determines where all reports except cashier closing reports will be printed MAILINGS This printer task is used to produce any mailings to guests in house that are batched and sent through the Mailings function NA_REPORTS This printer task is used to reprint Night Audit reports using the menu option Reprint NA Reports PAIDOUTS This printer task will produce all paid out receipts PASSER_FOLIO This printer task will produce any folio generated by using the Passerby feature REG_CARD This printer task will be used to print registration cards REMINDER This printer task is used to print reminder letters for Accounts Receivable accounts REMINDER_FAX This printer task should be directed to the hotel s fax server STATEMENT This printer task is us
119. d requires a two way interface that will support the functionality It looks up a guest from a large bank of profiles kept at a Central Reservations System Resv To use the highlighted profile to begin a reservation select this option Edit To view or update the highlighted profile select this option New Profile To create a new profile select this option Below is a screen showing an individual profile Last Name The last name of the guest as it will appear on registration cards folios confirmation letters and reports It is important throughout the program and especially in the profile to enter the information exactly as it should appear on printed documents with proper capital and small letters As this field is present throughout the program to locate the guest it is very important that Opera PMS User s Guide 3 0 66 Chapter 2 Reservations it spelling is correct Notice that the Last Name label is in bold text This indicates that the system requires an entry in this field to save this profile First Middle The first and middle names of the guest Language Title The guest s native language The local language will default in this field but if the guest is more comfortable using another language some PBX systems are able to read this field to set voice mail instructions in the guest s language This field will activate the appropriate language for the guest s printed information in a hotel where multiple languag
120. d to post an advance deposit on a guest s reservation or to handle cancellation charges or penalties In this section we are able to post deposit requests or payments on more than one reservation easily Opera PMS User s Guide 3 0 131 Chapter 4 Cashiering The Deposits and Cancellations radio buttons determine the basic features of the screen By default the screen opens with the Deposits radio button selected and is configured to show reservation deposits Non Processed Only This makes a distinction between Processed and Non Processed entries in the search results grid so reservations can be separated quickly All Reservations When the Deposits radio button is selected Select this radio button to search for all reservations that have not yet checked in whether or not they require a deposit Deposits Outstanding When the Deposits radio button is selected Select this radio button to search for any reservations where the deposit owed value is less than the deposit requested value Deposits Paid When the Deposits radio button is selected Select this radio button to search for any reservation that has a deposit posted against it when the button is selected All Cancelled Reservations When the Cancellations radio button is selected Select this radio button to search for all cancelled reservations regardless of whether or not they have a cancellation rule attached Cancellation Rule Attached When the Cancellations radio butto
121. de 3 0 5 Chapter 1 Getting Started 9 2 5 End of Day 234 9 2 6 Exports 235 9 2 7 Front Desk 236 9 2 8 General 236 9 2 9 IFC 238 9 2 10 Membership 240 9 2 11 Multi Property 240 9 2 12 OWS 241 9 2 13 Profiles 241 9 2 14 Rates 244 9 2 15 Reserva
122. dication with date and time of delivery 3 6 2 Display Messages Displays messages and the status of the message The Display Messages options include the following Not Received Displays only those messages in the system that have not been received Received Displays all messages marked as received other than video received Printed Displays only those messages that have been printed Lamp on Displays only those messages that have been saved and not received All saved messages automatically turn on the message lamp for those telephone systems with an interface to Opera Video Sent Displays only those messages sent for video display This function is available for those video systems with an interface to Opera Video Received Displays only those messages received by video display This function is available for those video systems with an interface to Opera All Messages Displays all messages in the system both received and not received 3 7 Traces Traces can be left on an individual reservation as a reminder to perform a special function for the guest or to be sure that guest requests are communicated to other departments Leaving a trace on an individual reservation was explained in Section 2 1 5 In this section we ll explain locating and resolving open traces for all reservations from one screen Opera PMS User s Guide 3 0 104 Chapter 3 Front Desk New To create a new trace for the highlighted guest select New Traces f
123. dividual reservation records highlighted at the bottom of the screen and are gray if the upper portion of the screen is active Options include Folio Detail Reservation Detail and Folio History New Adds new reservations for commission payment AR Places a commission record on AR hold if the travel agency has an outstanding balance in Accounts Receivable Commissions will not pay until the A R balance is settled Reports Previews or prints a report of all commission records transferred into Commission Handling by day select this option Opera PMS User s Guide 3 0 176 Chapter 7 Commission Handling 7 1 2 By Agent On occasion it may be useful to pay a commission check to a single agent rather than all the agencies in an account To do so select By Agent Once the Agency is located verify all the commission records and process the payment Highlight the individual account and select OK to open the commission processing screen this opens the commission processing screen See section 7 1 1 for complete instructions on processing and paying commission records from this point 7 2 Payment Activity Once payments process view check history in the Register It is possible to use the Register to mark checks as having been cleared voided or not presented at the bank This feature is helpful in researching or tracking commission checks and payments 7 2 1 Register The Register stores information on previously processed checks and
124. e Block Header and the rates default based on the original configuration of the rate code If this field is blank it will be possible to build rates per room type per day for each individual group Packages If a package element is to be included for all members of the group enter it on the Block Header and it applies to every reservation Print Rate If the Print Rate box is checked the rate will be visible for the guest This becomes the default setting for all reservations picked up from this block Elastic Block If the Elastic Block box is checked the group can pick up more than the allotted rooms and can book the group rate before and after the start and end date If the Elastic Block box is not checked it will not be possible to book more than the allotted rooms per day and it will not be possible to extend the days for the group easily If a group exists as non elastic make it elastic on the day of arrival as it is not possible to separate a shared reservation if there are no additional rooms in the block and the front desk may be handicapped at check in Suppress Rt If the Suppress Rt box is checked the rate will not be visible to the user The message Display of rate amount is prohibited for this rate code appears Opera PMS User s Guide 3 0 48 Chapter 2 Reservations Cutoff Date Entering a date in this field will set the date that all allotted rooms that have not been picked up will be given back to house inventory The cuto
125. e highlight the applicable trace and select Resolve o Resolve All will complete all traces and resolve for the entire record o Note the resolved trace with date and time stamps o Select Close to exit the Traces function Wk Up Call Guests will generally call the operator to enter wake up calls This function allows wake up calls to be handled easily To Set a Wake Up Call for a Guest Opera PMS User s Guide 3 0 200 Chapter 8 Miscellaneous o From the Operator screen o Select the Wake Up Call option o To set a single Wake Up Call select Date Select Next to continue o Enter the Room No s the Date and the Time for the wake up call o Select Set when finished o To set a Wake Up Call for multiple days select Daily Select Next to continue o Enter the Room No s the From Date and To Date and the Time o Select Set when finished o To set a Wake Up Call for every member of a group use Set Block Wake Up Calls o Enter the block code in Block Name begin and end date for the calls and the time o Select Set to continue o To view all current Wake Up Calls entered in the PMS select the option View Wake Up Calls o Enter any filter criteria needed and select View o All current wake up calls display o To print a list for manual calls select Print 8 3 16 Logout F8 This option is used if an agent will be leaving the workstation and will log out of Opera but will not log out to the Windows screen Another u
126. e installer and changing it may cause issues FLAGS If this parameter is set to Y it is possible to access the interface account settings from the PMS If it is set to N it is not possible to access the interface account settings from the PMS INTERFACE TIME OUT Defines the amount of seconds after which the system interface will timeout if no response has been received from a third party system PATH This setting defines the directory path where the database resides Generally set by the installer and changing it may cause issues PATH ID This setting defines the Interface Path ID for the Resort Opera PMS User s Guide 3 0 240 Chapter 9 Setup SETTLEMENT AUTHORIZATION CODE This application setting allows you to select which authorization code to send to the interface during settlement if multiple authorization codes exist When more than one authorization obtained through the credit card interface is stored in the system the last authorization code or the original authorization code may be required at settlement VIDEO CHECK OUT PRINTER This setting determines the printer that used to print folios generated by guests using the video checkout feature VIDEO CHECK OUT START TIME This setting determines the time of day that video check out may begin Time is set on a 24 hour clock and should be set to begin after the night audit has finished to be sure that all postings for room and tax charges are completed VIDE
127. e rooms listed Queue The total number of rooms that are on queue status 8 3 8 Room Plan CTRL F3 The room plan is a tool for organizing pre blocked rooms to maximize hotel availability In the room plan all in house and pre blocked rooms display in a calendar function so that a week at a time is viewable Pre blocked reservations can be moved to arrive in rooms that are set for departure the same day so that rooms do not go unused due to poor management in pre blocking Opera PMS User s Guide 3 0 192 Chapter 8 Miscellaneous From the room plan screen there are a number of possibilities to maximize the room pre blocks New To create a new reservation highlight an empty cell and select this option A new reservation may start from here in the same manner as through the main Reservations screen Edit To navigate directly to the Reservations screen to display the reservation for this guest Room Block Use this option to check if there are expected allotments for this room type on this date Room Move To room move the guest select the left mouse button on the block and drag the reservation to a vacant block representing a vacant room Check In Use this quick check in option to check in the arriving reservation The arrival date must be the current date Options Displays reservation options see section 2 1 5 Out of Order Service Use this option to place this room out of order or out of service Calendar Displays the Property C
128. e 3 0 126 Chapter 4 Cashiering Print Phone Details If the guest would like to see telephone numbers dialed on the folio check this box If the phone numbers should not be printed do not check this box Folio History Buttons Folio Displays the Folio Option Screen to preview or print folios for a specific date range and for a specific folio style To Reprint a Guest Folio from History o From the Cashiering menu select Cashier Functions and Folio History o Determine whether the folio is in the checked out guest list the Accounting list or the Passerby list o Use any of the search fields to locate the guest o Past stays list in order of arrival date with the most recent listed at the top Highlight the appropriate stay and select Folio o All windows for this stay list Highlight the appropriate window and select Preview to display the folio or Print to reprint the folio o There are options for changing the Folio Style printing Phone Details etc 4 3 10 General Cashier For hotels that handle large cash transactions at the Front Desk the General Cashier function can be used to register an increase or decrease in a cashier s bank mid shift If a guest pays with a large amount of cash it is a good idea to make a cash drop rather than keep that amount of money on hand Rather than having the cashier total all transactions to balance prior to dropping the cash the General Cashier function can be used to register the drop
129. e Date and the Time for the wake up call o Select Set when finished o To set a Wake Up Call for multiple days select Daily Select Next to continue o Enter the Room No s the From Date and To Date and the Time o Select Set when finished o To set a wake up call for every member of a group use the option Set Block Wake Up Calls o Enter the block code in the Block Name field begin and end date for the calls and the time o Select Set to continue o To view all current wake up calls entered in the PMS select View Wake Up Calls o Enter any filter criteria needed and select View o All current Wake Up calls display o To print a list for manual calls select Print 2 2 Update Reservation Opera PMS User s Guide 3 0 41 Chapter 2 Reservations Reservation Search The Reservation Search screen provides a wide variety of options to locate existing reservations The most common search fields are the guest name or confirmation number but many more options are available Use any of the search fields to locate the reservation and select Search o Only type the first few letters in a field to generate a search o If only know a portion of the name using the sign before the letters generates a partial name search For instance if the name Johnson is to be located typing son will locate all names that include the letters son in the name o In any field with an arrow to the right place the cursor in the f
130. e ID numbers in this field for additional search criteria Ref Curr If the hotel has the capability of printing guest bills in 2 currencies it is possible to enter the company s home currency in this field If this is different from the local currency and the folios allow multiple currencies both the local currency and the company s home currency print on the folio This also assumes that an exchange rate has been configured for the company s home currency Active Selecting this option will activate or inactivate a profile Communications Telephone Numbers Web Sites Mobile Phone Numbers Email Addresses can all be entered here If the hotel has a fax interface entering a fax number here will allow confirmation letters or A R statements to be faxed directly If the hotel has an email interface entering an email address here will allow confirmation letters to be emailed directly from Opera To Create a Company Profile o From the Main Menu select Reservations then Profiles o Select New Profile o Select Company profile and click OK o Enter desired fields and select OK to save changes o To add multiple addresses or telephone numbers select the Ellipsis button o Required fields have a BOLD field description o To add edit an address select the Ellipsis button then choose New or Edit o Enter all desired fields select OK to save select Close from the Multiple Address screen to return to Individual Profile o Required fie
131. e PMS license code This number does not include any Posting Master or other House Account rooms Out of Order The number of rooms in Out of Order status These rooms are not in the occupancy figures for the hotel Use the arrow to the left of the field to view or update the rooms listed Total Rooms to Sell The total number of Hotel Rooms less any Out of Order rooms This is the number of rooms used to calculate 100 occupancy for the current date Out of Service The number of rooms in Out of Service status These rooms are in the occupancy figures for the hotel Use the arrow to the left of the field to view or update the rooms listed Activity Stayovers The number of reservations that arrived before today and will be staying in the hotel tonight Use the arrow to the left of the field to view or update the reservations listed Departures Expected The reservations made with the current date as the departure date that have not yet checked out of the hotel Use the arrow to the left of the field to view or update the reservations listed Opera PMS User s Guide 3 0 190 Chapter 8 Miscellaneous Departures Actual The reservations that have already checked out of the hotel today Use the arrow to the left of the field to view or update the reservations listed Arrivals Expected The reservations made with the current date as the arrival date that have not yet checked into the hotel Use the arrow to the left of the field to view or update the
132. e a new reservation is created as long as the profile is accessed for the rate query only the negotiated rates will be returned This function is fundamental in ensuring that the negotiated rates are used at all times and prevents callbacks and adjustments to room rates To Create a Source Profile o From the Main Menu select Reservations then select Profiles o Select New Profile o Select Source profile and OK o Enter desired fields and select OK to save changes o To add multiple addresses or telephone numbers select the Ellipsis button o Required fields have a BOLD field description o To add edit an address select the Ellipsis button then choose New or Edit o Enter all desired fields select OK to save select Close from the Multiple Address screen to return to the Profile o Required fields have a BOLD field description o Repeat Steps 4 and 5 for Communications telephone numbers 2 5 5 Group Profiles Group profiles are required for any business block and contain permanent information relating to the group They are used to create the posting masters used by the group for billing as well Opera PMS User s Guide 3 0 78 Chapter 2 Reservations Group Name The name of the group as it will appear on registration cards folios confirmation letters and reports It is important throughout the program and especially in the profile to enter the information exactly as it should appear on printed documents with proper
133. e billing window to prevent further postings to this folio o Alternately right click in the folio window and select to Add Guest View o Enter Room or Name press Tab key to initiate search highlight guest record and click Select o Note the newly added guest view o Using the mouse click and drag the charge down to the second guest folio o Note the newly transferred charge back on the original folio o Select Close to exit the billing window and prevent further postings to this folio Add Guest View To open and display a second guest folio for comparison or transfer select Add Guest View The second guest folio is chosen from the list of in house guest folios and can be opened at the same time as the current folio Remove Guest View This option closes the folio that is currently viewable on screen if more than one folio is open Next Guest If more than one guest folio is open this option moves the user to the next open folio Previous Guest If more than one guest folio is open this option moves the user to the previous open folio POS Check Details If the hotel has an advanced POS interface with the restaurants it is possible to view and print the restaurant check detail from the folio window using this option 4 2 Fast Posting Fast Posting allows a number of charges to be posted to different guest rooms without having to access each guest folio individually Some common uses for fast posting are posting laundry charges
134. e deposit o Select the appropriate Payment Method and click OK o After entering the Amount click the arrow to select the Reservation Type o Highlight the appropriate Reservation Type and select OK o Select OK to complete posting the advance deposit Cutoff Allotted rooms for a group that do have reservations by a certain date or number of days prior to the group s arrival can be released back to house inventory for pickup by other group or individual reservations To release all unused allotments at one time the cutoff function is used You can cut off rooms for an individual block or for all blocks at one time To Manually Cut Off Group Room Allotments o From the Reservations menu go to Blocks and select Business Block o Search for the Business Block and highlight the block name select Options o Click Cutoff to release the unused rooms in this block Any confirmed reservations remain reserved o Select Yes to Cutoff all the rooms in this block o The Available column now shows zero rooms and a Manual Cutoff lamp appears at the bottom of the screen o Select Save to confirm then Close to exit screen Notes To enter notes on a group enter the type of note to file and type the text in the large white box at the bottom of the screen A Notes lamp appears on the group so any user may view and react to the notes on the group Item inventory Use the Item Inventory screen to manage inventory items attached to a reservation Shift
135. e guests will call to book the rate A rate code may be attached to a promotion code so that when the guests call asking for the special promotion the agent can search for the proper rate code by typing in the promotion code Opera PMS User s Guide 3 0 207 Chapter 8 Miscellaneous Promotion Code A unique code that is used to locate the promotion information in the system Market Code Promotions are generally attached to market codes for accurate revenue tracking Category Code A hotel determined field that can be used to track certain promotions together for reporting purposes Booking Start Date The first date that the promotion will be available to book Stay Start Date The first date that a reservation may be booked to arrive Check In Time If the promotion has a check in time restriction that information can be entered here Instruction If the promotion code is valid only under certain circumstances enter those circumstances here Some examples might be that a promotion requires a valid military ID or membership in AARP for a legitimate booking Name The long name of the promotion Program Name If the promotion is attached to another hotel program that information can be entered here Description A long description of the category code Booking End Date The last date that the promotion will appear on the rate query screen for booking Stay End Date The last date that a guest may book this promotion Opera PMS User s Gu
136. e hotel to pre set ranges of dates during which the rates will change This can help in configuring a long list of rate codes Opera PMS User s Guide 3 0 245 Chapter 9 Setup RATE TIERS Activate the Rate Tier Functionality This allows configuration of Length of Stay Tiers and Rate Details by defined Lengths of Stay RATES BY DEFINED BUCKETS Rate Details can be configured by three user defined buckets The labels for the Buckets are user defined in Application Settings RATE Group SURPRESS RATE This feature is used to activate the suppress rate functionality Rates Parameters BASE RATE EXTRA PERSON CALCULATION This parameter indicates if the base rate calculation should be applied to extra adult and extra child amount DISTRIBUTABLE RATES In a multi property hotel this parameter enables the distribution of rates across properties HIDE PROMOTION RATES This parameter allows the user to hide rate codes attached to Promotions in the Rate Query Sales screen unless selecting the specific Promotion Code SET RATE CATEGORY RESTRICTIONS This parameter allows the user to set rate restrictions at the rate category level SET RATE CODE RESTRICTIONS This parameter allows the user to set rate restrictions at the rate code level SHOW ADD SEPARATE LINK PKGS TO RATES ON RATE QUERY This parameter allows the user to display in the Rate Query packages configured to be Add Rate Separate Line Rates Settings BEST AVAILABLE RATE TYPE
137. e of posting room Be sure to check for the proper room type at your hotel Room The number of the posting room Usually posting rooms are numbered between 9000 and 9999 check with your hotel to be sure that you know which numbers you should be using Rate Code Select the down arrow to choose a rate code for the account Market Code The market code is important as it is used to categorize the revenue that is posted on this account Because posting masters are used for everything from banquet functions to disputed charges be sure that you know which market code should be used for your posting master Source Code The source code indicates where the business was generated If the business is banquets or catering the source code is different than if the account is being created for house use To Create a House Account or Posting Master o From the Main Menu select Front Desk and Accounts o Enter a Name last and optional First Name and press the Tab key o If an existing profile match is found a duplicate will not be created o Enter the Account dates o Accounts are allowed to arrive and depart on the same date o Highlight the PM Room Type and select OK o Select from the drop down arrow next to Room Type o Select from the drop down arrow next to Room to choose a PM room number o Search for a room o Highlight an available PM room number and select OK o Choose from the drop down arrow next to Rate Code o Choose the appropriate
138. e of the movement within the hotel before committing to any contracts Bus Block If the group will be booked this button will access a new business block for information entry Reset If you use the Inquiry function to search for a different group or set of criteria the Reset button will return the Inquiry screen to its default settings 2 5 Profiles Profiles are the main building block in Opera Each guest reserving a room at the hotel must have a profile Even after the guest departs the hotel the profile remains in Opera for the next reservation As more information about the guest is available to the hotel the profile updates as well A profile keeps track of the guest s special requests and preferences as well as address and contact information You may keep extensive text notes for a guest as well as credit card information membership numbers and any negotiated rates the guest may be eligible to receive Opera PMS User s Guide 3 0 63 Chapter 2 Reservations Profiles can be quite extensive for regular guests and help to achieve the guest s expectations for each and every visit In addition to individual guest profiles there are other types as well Each company that does business with the hotel also has a company profile in the system Company profiles track the number of guest stays as well as revenue that the company has booked at the hotel If a company has a negotiated rate it can be booked for a guest by attaching that c
139. eant to address some country specific requirements and may be too restrictive for countries not needing to use this Once an invoice is closed it is not possible to re open it The user may take no further action on a closed invoice except to pay it in part or in full CONSOLIDATE CC When this parameter is set to Y credit cards in the holding bin will automatically be compressed and moved to the A R account with the night audit If this parameter is set to N this must be a manual procedure Due to the nature of the way that Opera calculates credit card totals on the Trial Balance report if the cards are consolidated on the day following the audit the totals will appear as credits on the Guest Ledger on the day they are used to settle the bill but will not appear as debits on the A R ledger until they are compressed and transferred This can cause confusion when balancing credit cards in Accounting NO MODIFY INVOICE This option is very similar to Close Invoice however once the invoice is generated there will be no modification of the invoice at all A new invoice is required to make any adjustments SIMPLE REMINDER When this parameter is set to Y reminder letters produced for an invoice follow the aging buckets as defined in A R configuration If this parameter is set to N it is possible to define different reminder letter schedules based on Account Type UNALLOCATED PAYMENT ON REMINDER If this parameter is set to
140. ecked into the room but there is a difference between the two options If a room is placed Out of Order that room is no longer figured in the occupancy statistics of the hotel For instance if a hotel has 200 rooms and 10 rooms are put Out of Order 100 occupancy will be figured on 190 rooms If those same 10 rooms are put Out of Service 100 occupancy is still figured on the original 200 rooms When rooms are placed Out of Order total available rooms will fluctuate When rooms are placed Out of Service total available rooms will remain constant at the hotel s total Opera PMS User s Guide 3 0 152 Chapter 5 Rooms Management For Date Select the date from the calendar field to check rooms that are out of order or out of service The default date is the current date Room If a particular room is to be viewed type that room number in this field Out of Order To search only for rooms placed out of order select this option Out of Service To search only for rooms placed out of service select this option Out of Order Service To search for both out of order and out of service rooms select both Out of Order and Out of Service Details Displays configuration details for the highlighted room Resv Displays the reservation for the highlighted room Copy To place additional rooms out of order or out of service for the same reasons and the same range of dates as the highlighted room select Copy This will copy the out of order out of se
141. ed All items in bold text are required The Alliance Code refers to an airline code This is used if the hotel s loyalty program may be paid in miles rather than points The membership number is entered and the alliance code is also entered Opera PMS User s Guide 3 0 209 Chapter 8 Miscellaneous on letterhead Some printers may be set to carry unusually sized paper for guest messages or for registration cards AR_FOLIO This print task assigns a printer to any invoice that is printed from the Accounts Receivable module from the Details button on the account AR_RECEIPT If a payment receipt is generated this printer will be used to print the payment receipt for Accounts Receivable payments only CASHIER_CLOSE_REP This print task will be used to print the closing reports when performing the Close Cashier function CHECK_PRINTER This print task is used to print Travel Agent Checks CHECK_XANGE This print task is used to print a check payment receipt when doing a check exchange CONF_LETTER This printer task is used to print confirmation letters when the Print option is chosen CONF_LETTER_EMAIL This printer task is set up to go to the hotel s email server CONF_LETTER_FAX This printer task is set up to go to the hotel s fax server DEFAULT_EMAIL This printer task is set up to go to the hotel s email server DEFAULT_FAX This printer task is set up to go to the hotel s fax server DEP_RECEIPTS This printer task is use
142. ed Start Date The date that the group rate will first be offered Nights The total number of nights the group rate will be offered End Date The date that the group rate will no longer be offered Opera PMS User s Guide 3 0 194 Chapter 8 Miscellaneous Alternate Dates 1 2 3 Additional dates that the group contact may be willing to begin the group if the primary date is unavailable Range From The first date in a range of dates that the contact may be willing to begin the group To The last date in a range of dates that the contact may be willing to book the group Nights Stay The total number of nights the group will expect to be in house Arrival Day For a range of days the days of the week that the group can be booked to begin Rooms per day The number of rooms that will be required per day The system will check availability on this figure so it should be close or equal to the maximum number of rooms required on the highest occupancy night Rate Code If a rate code is entered here the Inquiry function will check availability of the rate code during the requested dates Room Types To check availability of specific room types enter the room type here If the sign is checked the system will look for this percentage of the rooms per day in the room type associated If the sign is not checked the system will search for a number of rooms in the associated room type Availability This button will access the availabil
143. ed select the Search button to activate a search for arrivals If no search criterion is entered the Arrivals dialog box appears displaying the expected arrivals for today s date The expected arrivals are listed in alphabetical order of the guest names Advanced If the normal search fields are not able to locate the arriving guest using the Advanced button will open the bottom portion of the screen for more search options See section 3 1 1 for further details Walk In If a guest does not have a previous reservation the Walk In feature may be used This feature follows the complete reservation cycle such as searching for availability attaching a profile creating the reservation and check in the guest as one function No reservations found If search criteria is entered and there are no expected arrivals that match what has been specified a confirmation dialog box appears asking if you want to search all Opera PMS User s Guide 3 0 88 Chapter 3 Front Desk properties if running in a multi property environment search for all reservations search other arrival dates or perform a walk in 3 1 1 Advanced Search Room Type To choose the room type specified on the reservation Stay On The date on which guests are or will be in house Select the calendar icon to display the calendar screen Choose the date on which you wish to search This option searches for reservations for guests who are or will be in house on the selected date
144. ed Rates If a hotel has negotiated a discounted rate with an individual or company that rate should be in the profile Each time you create a new reservation as long as the profile is accessible for the rate query only the negotiated rates will return This function is fundamental in ensuring that the negotiated rates are available at all times and prevents callbacks and adjustments to room rates Notes In this section record extensive notes about a guest Most of these notes are on the profile only but Reservation Notes have the ability to move to every reservation made by this guest In this way guest s special requirements can be accessible at any time Preferences Preferences indicate a guest s permanent requests For instance if a guest is allergic to cigarette smoke entering a non smoking preference in the profile will restrict the system from assigning a smoking room for the guest at check in Each hotel configures its own set of preferences and should take care not to enter too many preferences in the profile as many are one time requests To Add Guest Preferences to a Profile o From the Profile Search screen locate the profile select Profile or double click on the profile line for details o Select Options o Select Preferences o Select New to add a preference o Select a Preference Group then choose OK o Select all applicable preferences by placing an X in the field to the left of each o Select OK Opera
145. ed commission checks There are many reasons why a commission is not paid and the research tool assists in locating the information needed Opera PMS User s Guide 3 0 179 Chapter 7 Commission Handling Search Searches for guest record entered in the search criteria Resv Displays details of the selected reservation Profile Displays guest s profile on the commission record if necessary It is possible to see reservations and folio history from the profile which is especially useful if the reservation cancelled or did not show Comm Status information on the commission payment The batch number check number and date of payment display Also checks marked as cleared voided or unpresented display here This information can help track down and research the record in question Opera PMS User s Guide 3 0 180 Chapter 8 Miscellaneous 8 Chapter 8 Miscellaneous Aside from the primary functions that Opera offers there are a variety of miscellaneous functions that may also be used Some of the following functions are dependant upon license codes and may not appear in every hotel 8 1 Reports Opera holds an enormous amount of data particularly regarding profile and reservation information Hotels rely on the reports to operate the hotel and track statistics The system holds over 250 reports that can be filtered to display relevant information This section explains how to locate a report and how to filter that report to di
146. ed to print Accounts Receivable statements STATEMENT_FAX This printer task should be directed to the hotel s fax server TA_CHECKS This printer task is used to print Travel Agent checks 8 10 User Activity Log The User Activity Log allows a user or manager to research past activity in the system It is a way to look back into reservations profiles housekeeping postings and accounting to try to resolve questions or issues Opera PMS User s Guide 3 0 211 Chapter 8 Miscellaneous User To find activity on a particular user type the login name in User or select from the list of values by opening the drop down arrow to the right of the field Date To search for activity on a particular date or range of dates select the beginning of the search period To To search for activity on a particular date or range of dates select the end of the search period Type To select for a specific type of an activity Text Type a partial or whole string to search for in the log s Descriptions Reservation Locate any changes or updates made to a guest reservation screen Posting Locate any changes or updates made in the Billing screen Housekeeping Locate all Housekeeping changes Commission Locate all commission processing activity Configuration Locate any configuration changes This would include parameter changes transaction code changes or additions and new or updated rate codes Credit Cards Locate all information on credit card approva
147. eded then automatically send the report to the printer The report will not be displayed first in preview mode 8 2 Interfaces Your Opera system is most likely set up to interface with other computer systems such as those for movie systems restaurant systems telephone systems and door locks The interfaces as they are set up allow for charges to be entered in one system and automatically posted on the guest s folio in Opera It may be necessary for various reasons to access and make changes to the interfaces for a specific guest Some of the reasons to access the interfaces are o To create a new guest room key o To stop interface charges from being allowed to post to a guest room due to a lack of valid credit on the part of the guest o The guest might request that adult movie channels are barred from a room o Wake Up Calls may be automatically set through the telephone system There are many other reasons why the interfaces may need to be updated or changed for a guest Please bear in mind that there are a large number of interfaces available and each one has different requirements and different possibilities Check with your manager to find out which interfaces are at your hotel and how they work 8 2 1 Interface Sub Menu The interface sub menu will display all other systems that are linked to Opera Again each interface will perform different functions The options that are displayed for each interface will vary depending on its capa
148. ee a screen used to enter in system totals prior to running the end of day procedures and reports This screen will allow the auditor to verify totals with the system prior to final postings and reports Opera PMS User s Guide 3 0 235 Chapter 9 Setup AUDIT CHECK NUMBER If this parameter is set to Y the system will automatically assign a check number to room and tax postings allowing a rollup of all room and tax postings to a single line on the folio if used in conjunction with the folio style Summary by Check Number AUTO CLOSE CASHIERS Automatically close any open cashiers during the End of Day Sequence AUTO CONTINUE If this parameter is set to Y the audit will move automatically from one procedure to the next If it is set to N the auditor will have to manually continue the audit at each new procedure by selecting Yes to a screen saying Continue the End of Day sequence AUTO NOSHOW ARRIVALS This parameter automatically changes arrivals not checked into a No Show status COUNTRY STATISTICS CHECK This parameter activates Country Check Feature to verify the profiles for all guests in house have an entry in the country field This check allows the user to make an entry if none exists RESERVATION PACE This parameter when set to Y will populate a reservation booking pace report used with the Opera Sales and Catering system STATE STATISTICS CHECK This parameter activates State Statistics c
149. egend displays the color square boxes that indicate their associated day types on the calendar The day type description displays at the bottom of the grid when the cursor is placed on the date Edit add a new event or day type to the property calendar Opera PMS User s Guide 3 0 86 Chapter 2 Reservations From Date The begin date for a defined event or day type To Date The end date for a defined event or day type Day Type The description for the day type Event The description for the event Days of the Week Check Boxes Day s of the week this event or day type is in effect Opera PMS User s Guide 3 0 87 Chapter 3 Front Desk 3 Chapter 3 Front Desk The Front Desk menu contains all the functionality needed to work with the current day s business Arrivals Guests in House House Accounts Guest Messaging Room Blocking and House Status information are all available from the Front Desk menu 3 1 Arrivals From the Arrivals screen all arriving guest s reservations can be accessed and edited This is also the screen for checking in guests as well as for walking in guests arriving with no reservations Search To locate an arriving guest reservation use any of the fields in the yellow bordered boxes The most common search fields are Name which locates the guest s last name by matching the last name on the profile and Conf No which is a uniquely generated number in Opera Once the search criteria have been enter
150. elect New Profile o Select Contact profile and OK o Enter desired fields and select OK to save changes o To add multiple addresses or telephone numbers select the Ellipsis button o Required fields have a BOLD field description o To add edit an address select the Ellipsis button then choose New or Edit o Enter all desired fields select OK to save select Close from the Multiple Address screen to return to the Profile o Required fields have a BOLD field description o Repeat Steps 4 and 5 for Communications telephone numbers Opera PMS User s Guide 3 0 82 Chapter 2 Reservations 2 6 Room Plan The room plan is a tool for organizing pre blocked rooms to maximize hotel availability In the room plan all in house and pre blocked rooms are displayed in a calendar function so that a week at a time can be viewed In this way pre blocked reservations can be moved to arrive on rooms that are set for departure the same day so that rooms do not go unused due to poor management in pre blocking From the room plan screen there are a number of possibilities to maximize the room pre blocks Edit Navigates directly to the Reservations screen to display the reservation for this guest Room Block Use this option to check if there are expected allotments for this room type on this date Check In Use this quick check in option to check in the arriving reservation The arrival date must be the current date Options Display the Reservat
151. elects Yes the user log records an entry as they continue on to the checkout When a user selects No Opera will return to payment screen without recording an entry in the user log BATCH POSTING This function activates the ability to use the Batch Posting feature This feature is frequently used to post one charge to a list of guests Some uses for batch posting are the ability to post a parking charge to a long list of guests in house the ability to post a contracted luggage handling charge to all guests in house with a particular group or the ability to post a fee to a list of guests BILLING SUMMARY An additional Comp Accounting feature allows casino hosts to easily review and compare a side by side summary of the charged and comped components of guest transactions BUDGETS Activates the budget functionality used to enter Room and or Catering budgets for comparisons against actual and forecasted revenues on Opera reports CASHIER FOREIGN CURRENCY AMOUNTS The ability to determine foreign currency amounts in a cashier s drawer CHECK EXCHANGE Activates Cashiering Cashier Functions Check Exchange and associated user permissions DEPOSIT CANCELLATION This function allows defining deposit and cancellation rules for rate codes and reservations DIRECT BILL BATCH FOLIOS The purpose is to allow printing of batch folios for direct bill based on the direct bill batch type assigned to the guest and on when the direct bill batch foli
152. ent Use this button to post a payment to the guest s folio without checking the guest out of the hotel It is not possible to post a direct bill payment from this option A direct bill payment may only be made when checking out a guest To Post a Payment to a Guest Folio o From the Billing search screen highlight the desired guest and click Select o Select Payment o Select from the drop down arrow next to Payment Code the form of payment o The default Payment Code is the listed form of payment on the reservation to change select from the drop down arrow next to Payment Code o Highlight the Payment Type and select OK o Enter the Amount of the payment and select Post o The amount always defaults to the folio window balance If the payment is for a different amount make the applicable change o Note the newly posted payment o Select Close to exit the billing window and prevent further charges from posting on this folio Settlement Check Out Use this option to check a guest out of the hotel The button reads Settlement if the departure date is in the future and Check Out if the departure date is the current date To Check Out a Guest to Credit Card o From the Main Menu select Cashiering and Billing o Enter your user Password and select Login o Highlight the desired guest to check out and click Select o The default Payment Code is the listed form of payment on the reservation to change select from t
153. ent sheet Auto Use this option to create the Housekeeping task sheets Details To display further details of the Task sheet Delete To delete a task sheet To Create Housekeeping Task Assignments by Section o From the Main Menu select Rooms Management and Housekeeping o Select Task Assignment o Select the Task Code from the list of values to create task sheets o Select Auto to begin o Place an X next to each attendant that tasks are being assigned o Choose the option to Order Rooms By Section o Select the Room Status o Select the FO Status o Check the Group by Section box and select either the AM PM sections o Select the Task Code Opera PMS User s Guide 3 0 150 Chapter 5 Rooms Management o Notice that the Total Attendants automatically populates based on the number of Attendants chosen in the top portion of the screen o Select OK o All rooms group by section with one additional task sheet containing rooms not assigned to specific Housekeepers To Create Housekeeping Task Assignments by Floor o From the Main Menu select Rooms Management and Housekeeping o Select Task Assignment o Select the Task Code from the list of values to create task sheets o Select Auto to begin o Place an X next to each attendant that tasks are being assigned o Choose the option to Order Rooms By Floor o Select the Room Status o Select the FO Status o Check the Group by Floor box o Select t
154. equests feature allows the user to request email or print mail information products Some examples include brochures event fliers and rate cards which the guest may receive via email or print The Profile Requests screen shows the profile requests submitted and allows the user to make new requests The feature also allows the user to see when the request was processed and to send requests again if necessary PROFILE REVENUE BUCKETS Display revenue bucket details from the Profile history screen This display will allow the user to see the total revenue each guest has produced based on hotel defined revenue buckets QUICK ADDRESS If the hotel has purchased third party software called QAS this function allows Opera to use its address database to accurately enter a large amount of address information This program is mostly used in European properties RELATIONSHIPS This function allows setting up affiliations between a guest and a company travel agency group or source A relationship is sometimes used to qualify a guest for a special rate and can be made between profiles that allows for rates to be shared or for financial and statistical reporting A common relationship would be a parent and subsidiary company Information gathered for both profiles separately provides the option of reporting together SALES INFORMATION This function defines certain sales information on company and source profiles such as Market Code Source Code etc Note
155. er exchange Check Exchanged traveler s check to be used without regard for its ultimate application sometimes called over the counter exchange Settlement Exchanged currency to be used in full or partial payment of the guest s bill Forecast Exchanged currency to be used for property revenue forecasting Commissions Exchanged currency to be used for travel agent commissions Posting Exchanged currency to be applied to posting transactions To Currency The currency the guest will receive in the exchange Calculation Results Buy Rate Currency exchange buy rate configured for the currency in the From Currency field Buy Commission Currency exchange buy commission percentage configured for the currency in the From Currency field Calculated Amount Amount of the exchange in the currency shown in the To Currency field Opera PMS User s Guide 3 0 121 Chapter 4 Cashiering To Use the Currency Calculator o From the Main Opera menu select Cashiering and Cashier Functions o Select Currency Calculator o Enter your password o Enter the amount of foreign currency the guest would like to calculate in the Amount field o Enter the type of foreign currency the guest would like to calculate in the From Currency field o Enter the type of currency the guest would like to receive in the To Currency field o The total amount of the currency to be exchanged will appear o Note This function does NOT
156. er field blank next to Program If the guest prefers to select a number the number must be nine 9 numeric digits o Employee ID automatically populates based on User Profile o Select Yes or No to print the Enrollment summary once complete This summary acts as a temporary card for the newly enrolled guest o Select Enrollment to proceed o Note the confirmed Enrollment in the Membership tab Future All future reservations for this guest are on this tab Depending on user rights any future reservation is accessible the guest s profile History All previous reservations no shows cancellations and current in house information are in the history tab It is possible to view Year To Date information on total revenue produced by the guest as well as accumulated membership points Finally from the history tab any previous folio information is viewable and printable Memberships Many hotel chains offer loyalty club points for frequent guest stays and it can be very complicated to calculate the points accumulated manually Entering membership information in the guest s profile can help to automatically calculate points each time the guest stays at the hotel To Attach Membership Information to a Profile Opera PMS User s Guide 3 0 69 Chapter 2 Reservations o From the Profile Search screen select an Individual Profile select Options and choose Membership o Select New to add a new membership record o Select the drop down arr
157. er o Notice the newly prioritized rooms displayed in the order chosen Res Any reservations attached to this Block Header will display and can be edited or updated if needed Details House availability and all details concerning a room type on a particular day display 2 4 2 Quick Business Block The Quick Business Block offers an alternative to the full Business Block for hotels that may have simpler group needs The Quick Business Block contains all the system required fields for creating a Business Block but the screens are more streamlined and easy to use The Quick Business Block is available to use in addition to the full Business Block or instead of the full Business Block The Quick Business Block Search screen is simpler and easier to use Opera PMS User s Guide 3 0 58 Chapter 2 Reservations Search The Quick Business Block Search screen locates existing business blocks for view or update There are a number of search options available All of the fields in the yellow bordered area are available to locate a specific group block New To create a new business block select the New button on the Business Block search screen There are several steps to creating a New Business Block Acct Comp A company profile is attachable to a Business Block Header The Company profile will appear on each reservation made with this block and the reservation statistics for the company will include all room nights and revenue from each reservat
158. era PMS User s Guide 3 0 185 Chapter 8 Miscellaneous 8 3 4 Control Panel Shift F2 The control panel gives an overview of occupancy availability and other hotel statistics for seven days It is also a highly interactive screen and allows access to group functionality for cutting off blocks and updating current availability statistics Total Physical Rooms The total number of rooms in the hotel as validated by the license code Out of Order The total number of rooms that are in Out of Order status for the day Inventory Rooms The number of Total Physical Rooms minus the number of Out of Order rooms Occupancy statistics use this number for calculation Overbooking The number of rooms available for making reservations above the Inventory rooms for the day Sell Limits The maximum number of rooms available to sell in the hotel This number is the Inventory Rooms plus Overbooking Deducted Blk Rooms Not P U The number of rooms in blocks with a deducted status that do not have a reservation Deducted Blk Rooms P U The number of rooms in blocks with a deducted status that have a reservation Total Deducted Rooms The sum of the Deducted Blk Rooms Not P U plus Deducted Blk Rooms P U Non Deducted Blk Rooms Not P U The number of rooms in blocks with a non deducted status that are blocked but do not have a reservation Opera PMS User s Guide 3 0 186 Chapter 8 Miscellaneous Non Deducted Blk Rooms P U The number of rooms
159. ere you ensure that any negotiated rates for the source display when you performing a rate query for this reservation Contact Select the down arrow to open the Billing Contacts screen This screen displays all profiles defined as having a relationship with any of the company travel agent group or source profiles attached to the reservation Select a maximum of two contact profiles a reservation contact and or a billing contact If the contact has no relationship and is new select New to create a new or select an existing contact and select their relationship Note Only one billing contact and one reservation contact is allowed for each reservation You can select the same contact to be both reservation contact and billing contact if necessary If you select two different contacts the Contact field is highlights in yellow Statistical information gathers on contact profiles that link as reservation contacts Historical and future stay records are also available for reservation contacts No statistical or stay information is collected for billing contacts Reservation Details The main part of the Reservation screen contains particulars about the guest s stay including arrival and departure dates room and rate information payment method credit cards and packages If the guest s stay covers multiple days certain elements of the reservation such as rate code and rate may not remain the same for the entire stay If information var
160. ering Cashiering Functions ADVANCED GENERATES This function offers the ability to specify at a group subgroup or transaction generate level if and when generate postings by the Room and Tax procedure in the End of Day routine should be stopped If this function is set to Y the generates screen allows you to specify the length of stay in days after which the generate will stop posting It also lets you determine how the adjustment for the generate rebate is to be handled Opera PMS User s Guide 3 0 228 Chapter 9 Setup ARTICLES Articles are used to break down and collect statistics on specific types of postings that may be too detailed for reporting on a traditional transaction code report AUTHORIZE DIRECT BILL This function allows a user to indicate that an authorized person has reviewed and approved particular reservation for direct billing This is separate from allowing a user to actually set up direct billing In all cases an active A R account is required in the profile displayed in the payment window If the value is Y when checking out an authorized reservation the user will be allowed to select the DB payment type and settle without any messages warnings If the reservation is not authorized the user will still be allowed to select the DB payment type however when selecting the OK button to post the message This reservation has not been authorized for Direct Bill Do you want to continue When a user s
161. ering a date in this field will set the date that all allotted rooms that have not been picked up will be given back to house inventory The cutoff procedure can be set to be automatic during the End of Day sequence or can be a manual operation based on a report of blocks and their cutoff dates A cutoff date will return all rooms for all days of the group at one time Cutoff Days Cutoff Days allow for a rolling cutoff For a 3 day group for instance 7 cutoff days would cut off all unused rooms from the first day of the group 7 days out The next day all unused rooms from the second day of the group will cut off and so on Market The Market Code defines where the room revenue generated by this group will be booked on a market code report Market Codes divide room revenue into statistically useful categories for tracking the types of business that are using the hotel Source The Source field indicates where the business came from Some examples of Source codes are GDS Sales Office Sister Property CRO Repeat etc Owner The owner indicates the property staff member usually a Sales Manager who is operationally responsible or credited with the rooms revenue for the group account Elastic Block If the Elastic Block box is checked the group will be to reserve more than the allotted rooms and will be able to book the group rate before and after the start and end date If the Elastic Block box is not checked it will not be possible to book more than
162. ernal departments such as Front Office or Housekeeping to leave reminders regarding the group s reservations Resv From the main Business Block screen the button marked Resv opens to the individual reservations associated with a particular group In this area you can create and update Rooming lists Routing instructions for some or all members of a group pre block or check in rooms and cancel reservations New Create a new reservation with this group Edit Edit the highlighted reservation Options The options button on this screen will display the same list of Reservation Options as found in the reservation screen The options available for an individual reservation are the same as those available for a reservation within a group For a full description of all of the options available refer to Section 2 1 Profile Profile will display the profile of the guest on the highlighted reservation Check In If the arrival date on the reservation is the same as the current date check in will take the user to the quick check in function Search To locate a particular group guest reservation use the search options Cancel This option will allow the user to cancel the highlighted reservation If the highlighted reservation is the Posting Master the option will allow you to cancel just the posting master or to cancel the entire group Opera PMS User s Guide 3 0 53 Chapter 2 Reservations Group Options These options include Rooming List
163. es 79 2 6 ROOM PLAN 82 2 7 FLOOR PLAN 83 2 8 CONFIRMATION 84 2 9 CALENDAR OPTION 85 3 CHAPTER 3 FRONT DESK 87 3 1 ARRIVALS 87 3 1 1 Advanced Search 88 3 1 2 Walk In 90 3 1 3 Check In 90 3 1 4 Cancel Reinstate
164. es room types or blocks SPEED SEARCH Enable Disable Speed Search on Cross selling Define Search screen 9 2 12 OWS OWS Parameters EXTERNAL_RESERVATION_MEMBER_PTS This parameter value set to Y inserts the number of points of a guest earns per night and then sends via an external member system in reservation daily elements OWS Settings FETCH_RESERVATION This setting allows the Opera Web Suite Engine to retrieve reservation for either all reservations regardless of entry point or for only created through OWS 9 2 13 Profiles Profiles Functions ACCOUNT OVERVIEW Activate the overview of accounts business blocks and reservations functionality for account profiles ADDRESS CLEANSING Whenever profile address is created or changed this function validates address by Invoking external address cleansing interface CONTACTS This function activates the ability to use a sixth profile type called Contacts This profile type used in conjunction with the Company Travel Agent Group and Source profiles identifies the individual who is the primary contact with the hotel The contact profile can be used to track statistics on a particular booking agent or person In addition to reservations this function will also activate the Contact field on the Business Block and Quick Business Block screens FILE ATTACHMENTS This function activates the Attachments to Profiles Functionality for any property that wants to attach outside documents
165. es to print folios registration cards and reports are used The title indicates how the guest prefers to being addressed and will also be used on printed letters Address The street address of the guest Enter an address directly in this field and will become the guest s primary address It is possible to enter additional addresses by opening the arrow to the right of this field City The city for the guest s primary address Postal Cd Ext The Zip Code and 4 digit extension for the guest s primary address Country State The country and state for the guest s primary address Entering the State and Postal Cd automatically generate the city Salutation The opening salutation on any mail correspondence to the guest The information here will be defaulted from the title field but is updatable if the guest for instance would like to have letters addressed to him by his first name only VIP If the guest has a VIP status at the hotel enter that information here Reports run based on this field for VIP s arriving or in house Housekeeping can also clean rooms based on this VIP status if required Nationality The guest s nationality Check to be sure that your hotel uses this field as some hotels do not like to use it Ref Curr If the hotel has the capability of printing guest bills in 2 currencies it is possible to enter the guest s home currency in this field If this is different from the local currency and the folios configu
166. eservations The arrival date for the reservations must be the current business date To Check In a Group o From the Group Reservation screen select Group Options o Select Check In Group Opera PMS User s Guide 3 0 54 Chapter 2 Reservations o Select whether to check guests into Clean Rooms Only or pre check them in to dirty or pickup rooms as well o Rooms to check in must be pre blocked prior to accessing Check In Group o Select whether to Print Keys through the key interface or not o Select whether to Print Registration Cards for guests or not o Select Check In when ready Select OK to the successful completion message o Check In information displays in the white details window o Select Close to return to Group Options Room Assign Pre Block Group rooms based on the needs or special requests of the group To Pre Block Rooms for a Group o From the Group Reservation screen select Group Options o Select Room Assign o Enter the Arrival Date for pre blocking and a Room Type if applicable o If all reservations are pre blocked select All Dates and leave the Room Type field blank o Enter any specific room Features Smoking preferences or Floors if applicable o Check to Include Due Out Rooms and Out of Service Rooms if applicable o Select Save when finished o Select OK to the successful completion of the auto block o Note the details of the blocking in the white window Any reservations unable to bl
167. eservations from this screen see information in Chapter 2 1 1 Cancel C I To cancel the check in and return the reservation to arrival status select this option Cancel Check In does not cancel the reservation entirely but only reverses the reservation from checked in to reserved arrival status for later check in It is not possible to cancel a check in if charges have been posted to a guest s folio It is also not possible to cancel a check in if a deposit had been placed on the reservation as it is transferred to the guest s folio as a credit balance once the guest is checked in To Cancel A Check In o From the In House Guests search results screen highlight the desired guest and select Cancel C I o Only guests that arrived today are eligible for Cancel C I o Answer Yes to proceed with the cancellation Opera PMS User s Guide 3 0 98 Chapter 3 Front Desk o Answering Yes to blocking the room leaves the assigned room number blocked on the reservation o Answering No removes the assignment from the reservation and the room becomes available to general inventory o Depending on your hotel s policy select the Housekeeping status for the room o Generally if the guest has not arrived the room would be given the most available status i e Inspected or Clean o If the guest arrived and occupied the room for a short length of time a Pickup status is suggested o If the guest occupied the room for a longer lengt
168. essed on folio style 18 PROMPT FOR EXPENSE FOLIO UPON CHECKOUT If this parameter is set to Y this parameter will activate a prompt with every guest checkout asking to print the expense folio If activated it will be necessary to configure expense folio buckets for the transaction code breakdown using the configuration screen under Setup gt System Configuration gt Cashiering gt Folio and Revenue Buckets gt Expense Folio Without defining the transaction buckets the Expense Folio will display all zeros ROLLUP TRANSACTIONS If this parameter is set to Y all food and beverage charges with the same check number will appear on the folio screen as one line item while still providing the ability to see details if necessary This parameter affects only the screen view for the user but does not apply to a printed folio To affect the printed folio the user must define an appropriate folio style SELL FOREIGN CURRENCY Allows a property to determine whether they wish to sell foreign currency as well as the more usual handling which is simply to buy foreign currency That is exchange foreign for local currency SUMMARIZE TAX This parameter will summarize tax transaction codes on the folio VOID BILL This parameter activates the ability to void a previously created folio A bill may be voided only on the same business date as when it was created Cashiering Settings ADVANCED DEPOSIT HANDLING This setting defines the characteristics of
169. ete the Night Audit Sequence and close the business date
170. ew to enter a Deposit Request o By clicking on the drop down arrow next to Type select the type of deposit requested o Complete the remaining Deposit Request information and select OK o Percentage input will reflect on the Deposit Amount requested i e 50 of 149 00 would result in an actual Deposit Amount of 74 50 To Enter a Deposit Payment o Select Post Deposit to post a collected advance deposit o Log into your Cashier by entering your Password select Login o Click on the arrow to select the Payment Method of the advance deposit o Select the appropriate Payment Method and select OK o After entering the Amount click the arrow to select the Reservation Type o Highlight the appropriate Reservation Type and select OK Opera PMS User s Guide 3 0 35 Chapter 2 Reservations o Select OK to complete posting the advance deposit Fixed Charges The Fixed Charges option is used to pre set automatic postings on a reservation These charges post immediately after the Room and Tax postings during the End of Day Night Audit Sequence Some examples of fixed charges might be extra bed charges parking charges refrigerator rentals or any other charge that automatically posted on a nightly basis Fixed charges can also post on a weekly or monthly basis as well and as a result can post weekly or monthly rental fees To Enter Fixed Charges o From a Reservation Options select Fixed Charges o Select New to enter a fixed
171. ew to enter a new locator o Enter the Begin Date for the locator and the End Date for the locator o Enter the Begin Time and End Time for the locator o On the right side of the screen highlight the location the guest will be o Enter that text in the space at the bottom of the screen if needed o Select Save when finished Messages Enter text messages on a guest s reservation In most hotels this will activate the message light on the telephone in a guest s room indicating that a message is waiting Once you deliver a message to a guest it must be marked as received to inactivate the message lamp in the room To Enter a Text Message for a Guest o Select Messages o Select New to create a new message o Input the caller s Name Title and additional information then select the drop down arrow next to Message Text to select from pre defined messages o Select the pre defined message desired by highlighting and select OK to save Opera PMS User s Guide 3 0 36 Chapter 2 Reservations o Once the return Phone No exists press the Tab key to move the message information into the text box on the right o Enter any additional message text and select Save o Select Yes to send the message to the guest o This will turn the message light on in the guest room o To print the message for delivery to the guest room select Print on the highlighted message o Input the Number of copies and select OK to print o No
172. ff procedure can be set to be automatic during the End of Day sequence or can be a manual operation based on a report of blocks and their cutoff dates A cutoff date will return all rooms for all days of the group at one time Cutoff Days Cutoff Days allow for a rolling cutoff For a 3 day group for instance 7 cutoff days would cut off all unused rooms from the first day of the group 7 days out The next day all unused rooms from the second day of the group cut off and so on Follow Up Date used for the hotel s account manager to contact the group coordinator for further information Decision Date This field registers the date by which the group must make a final decision to hold the group at the hotel After this date if there is no decision the allotted rooms can release back into general inventory Trace Code If the hotel requires follow up on the group a trace code reminder can enter in this field for a later date Owner The owner indicates the property staff member usually a Sales Manager who is operationally responsible or credited with the rooms revenue for the group account Catering Details Status A drop down list used to specify the status of the Catering section of the booking Attendees The maximum number of attendees at any given time during this stay Guaranteed Select this check box to note that the number in the Attendees field is the minimum guaranteed by the client When this field is marked it affects the Event screen
173. file may help in paying commissions on a reservation or in locating an Accounts Receivable number for billing or for locating a negotiated rate Source No Source number is a unique number assigned to a source profile and can help to locate the correct source profile more quickly Show Rates Closed Check this box to see closed rates on the grid The default setting is to view only rates that are open and available Show Rates Day Use If the reservation is for day use arrival and departure on the same day checking this box will help to locate rates set up specifically for day use purposes Show Rates Pseudo If the hotel assigns rates to non inventory rooms such as parlors condominiums or marina slips check this box to view rates for these room types Pseudo rooms do not display availability only rates Show Rates Best Available If the hotel is using the Best Available Rates functionality checking this box will display the configured best available rates for each Room Type Rate Class Entering a choice in this field i e if the search is only for Discount Rates or Rack Rates causes only those rate codes attached to the rate class to display on the rate query screen Rate Category Entering a choice in this field i e if only wholesale or holiday rates are selected causes only those rate codes attached to the rate category to display on the rate query screen Features To search for rooms that have a particular featu
174. g Today o Select Next to continue o In this example folios are being printed before rolling the business date o To print charges as they appear after the Night Audit select Advance Folio o Select Next to continue o If delivering folios to each guest room select Room Number Order o Select Next to continue o If delivering folios to everyone in house select All Guests o If only delivering to specific guests select All VIP and or the appropriate VIP code to be included in this process o Select Next to continue o Select Only Credit Cards to exclude other payment methods i e Cash Check etc or select All Payment Methods to include all of them o Select Next to continue o Select Only Windows Billed to Guest This will prevent printing of any Direct Bill folios o If the Reservation does not have Routing set up properly i e Route to Name this function will not exclude those folio windows o Select Next to continue o Select a Folio Style o To select all guests select Print All o To select individual guests place an X next to their name and select Print Batch Folios can be printed for a number of reasons The most common reason is for express check out guests Folios can be printed before or after the End of Day sequence If printed before selecting Folios for Guests Departing Tomorrow will pre print room and tax charges expected to be posted during the audit If printed after actual room and tax cha
175. gistration cards CHECK OUT TIME This setting determines the system s default check out time used to default to confirmation letters and registration cards DEFAULT PACKAGES This setting defines the package elements posted during End of Day if the reservation has no rate code DEPOSIT RESERVATION TYPE Default reservation type for deposit payments MAX NUMBER OF NIGHTS This setting defines the maximum number of nights that a reservation can be booked If a guest wants to book longer than the maximum number of nights a message will appear stating that the reservation is over the limit on the number of nights PURGE CONFIRMATION LETTERS This setting defines the Purge Confirmation Letters value used to determine how long confirmation letters created for guest reservations will be stored in the Opera database The default is 180 days This means that the customized confirmation letter will remain in the database 180 days following guest check out Other options are 90 days and 365 days Leave the setting blank to keep confirmation letters indefinitely RESERVATION FLOW This setting allows the user to determine the reservation flow RESERVATION TYPE This setting allows the hotel to pre set a default reservation type Usually the reservation type defaulted by the hotel requires a credit card entry Opera PMS User s Guide 3 0 250 Chapter 9 Setup ROLLING NOSHOW Reservations with reservation type selected in the parameter will not
176. h is useful for tracking money paid out paid outs and money received paid ins which applies to the property in general and not to any guest s bill or folio The cash in and out is tracked as part of the cashier s bank and will be part of the cashier s totals at the end of the day ROUTING This function activates the ability to route charges from one window or room to another for certain or all charges in a given period If this function is set to N all charges must be transferred manually instead ROUTING LIMITS This function activates limits which enables routing for Window Room and Comp routing Routing instructions enhanced by imposing a limit on the total value of transactions routed TAX TYPES This function activates the ability to calculate taxes on transaction codes based on either the guest s profile tax type status or the reservation tax type status TRANSACTION USER GROUPS Enables the functionality to choose transaction codes that may be posted manually by users belonging to the specified user group By assigning specific transaction codes to each group you can control the transactions which may be posted by members of each group If a user group has no transaction codes attached members of the group cannot post Cashiering Parameters ADDITIONAL FOLIO TEXT Additional fields to show on the folio when entered on a guest reservation ADJUSTMENT AS NEGATIVE This parameter determines the characteristics of adjus
177. h of time a Dirty status is suggested o Once the Cancel C I is complete the reservation returns to a Due In reservation status Profile Select this option to access the guest s profile to view or edit Options To access all reservation options select this button All reservations options are explained in detail in section 2 1 5 Edit To open the Reservation screen to view or edit select this option 3 4 Accounts Hotels use Posting Masters and House Accounts to post charges for banquets or to adjust disputed amounts Posting Masters and House Accounts are handled like regular guest reservations but are assigned a different set of room numbers to differentiate them Because Posting Masters are used so frequently it is useful to have a quick and easy way to create them and check them in Opera PMS User s Guide 3 0 99 Chapter 3 Front Desk Name The name of the group or account or the last name of the guest if a posting master is being made for a guest First Name The first name of the guest if a posting master is being made for a guest Date From The date on which the posting master should be checked in as an arrival so that charges may be posted on it Date to The date on which the posting master should be checked out as a departure once the balance is zero and the charges have been resolved Room Type The posting master room type Most hotels use the PM room type but some hotels may have configured more than one typ
178. han if they were attached to the main reservation screen When setting up charge routing access to additional profiles is quicker from this option Billing Summary This screen displays a side by side comparison of the guest s comped and charged transactions Credit Cards Displays the credit cards used for payment throughout the guest s stay You can access this option if you are using the credit card interface When you select this option Opera offers you the following choices Manual Approval Authorization Rule and Additional Authorization Disable Enable Phone This option either enables telephone numbers dialed to be printed on the guest folio or restricts the printing of the telephone numbers Fixed Charges The Fixed Charges option is used to pre set automatic postings on a reservation These charges post immediately after the Room and Tax postings during the End of Day Night Audit Sequence Some examples of fixed charges are extra bed charges parking charges refrigerator rentals or any other charge that might be automatically added on a nightly basis Fixed charges can also be entered to post on a weekly or monthly basis as well and as a result can be used to post weekly or monthly rental fees To Enter Fixed Charges o From the Billing screen highlight the desired reservation and select Options o Choose the Fixed Charges option o Select New o Name Dates and Nights will default to original reservation dates of stay o Selec
179. hange to a rack rate for the final night in this scenario multiple rate codes will apply to the stay To Enter Multiple Rates on a Reservation o Select the gray box to the right of the Rate field and select Multiple Rate Code to view details o Highlight the desired date for a Rate Code change and select Edit o Select the drop down arrow next to Rate Code to view availability for alternate Rate Codes for the selected date o Select an available Rate Code for the same Room Type reserved and select Res to return the selection to the reservation o Select Yes to update the Market Code o Select Yes to update the Source Code o Note the newly changed Rate Code and Rate Amount for the Daily Element of Multiple Rate Codes o Select OK to save changes Opera PMS User s Guide 3 0 30 Chapter 2 Reservations o Note the newly changed Rate Code that indicates a rate change in effect by the yellow highlight o Select OK to save changes and return to the main reservation o Select OK to respond to the warning message o Note the yellow highlight in the Rate Code Rate Market and Source fields indicating that each of these categories will change during the duration of the guest s stay o The displayed fields always default to the arrival date s rate elements o Be sure to save changes before exiting the reservation 2 1 4 More Fields Tab From the Reservation screen it is possible to access a secondary screen that holds
180. he Task Code o Notice that the Total Attendants automatically populates based on the number of Attendants chosen in the top portion of the screen o Select OK o All rooms group by floor with one additional task sheet containing rooms not assigned to specific Housekeepers To Create Housekeeping Task Assignments by Room Number o From the Main Menu select Rooms Management and Housekeeping o Select Task Assignment o Select the Task Code from the list of values to create task sheets o Select Auto to begin o Place an X next to each attendant that tasks are being assigned o Choose the option to Order Rooms By Room Number o Select the Room Status o Select the FO Status o Select the Task Code o Notice that the Total Attendants automatically populates based on the number of Attendants chosen in the top portion of the screen o Select OK o Task sheets are in room number order To Modify Task Sheets o From the main Housekeeping Screen select Expanded o To move a room from one task sheet to another mark the room with an X o Select Move o Enter the Task Sheet Number o Note the room moved from one task sheet to the other o Alternately move a room by using the mouse to drag and drop rooms from one task sheet to another To Print Housekeeping Task Sheets o From the main Housekeeping Screen select Task Assignment select the Report o Select the Task Date From for the date to print The defaul
181. he drop down arrow next to the Route to Name field o Highlight the available Profile name to route charges to and select OK o If no additional profile name exists on the reservation the Profile Search Screen will appear allowing the search of an existing profile or the creation of a new one o Once complete select OK to save changes Shares Sharing rooms is a common occurrence in a hotel however it can be tricky to separate out charges and be sure that we charge each guest the proper amount It can also be a difficult situation if the guests arrive or depart on different days To Create a Shared Reservation o From the Reservation Search results screen locate the desired reservation and select Options o Select Shares from the Reservation Options screen o Note the existing reservation information and select Combine o Select From Profile and select the drop down arrow to select the profile name to share o Search for an existing profile or create a New Profile if one does not exist o Once you choose the profile select OK to submit the new name for sharing o Select OK to confirm combining the two guest names on the reservation o Select Yes to copy payment details from the primary reservation to the share with reservation Select No if a method of payment will be unique for the share with reservation o Note the two profile names on the reservation and their Nightly Rate Details Each guest pays full rate for one room o
182. he drop down arrow next to Payment Code o The default Amount is the folio balance if the payment amount differs enter the Amount o Select Post to post the payment if additional authorization is required the credit card interface obtains it at this point o Once a payment receipt and guest folio print notice the posted credit card payment and the change in guest Status to Checked Out o Select Close to exit the billing window and prevent further postings Opera PMS User s Guide 3 0 110 Chapter 4 Cashiering To Check Out a Guest to Direct Bill o From the Billing search screen highlight the desired guest to check out and click Select o It is necessary that a second folio window exists with a Company Name attached note the company label on folio window two o To check that a valid AR account exists for this company select Options o Select Agent Company from the Billing Options o Select from the drop down arrow next to Company Profile o Ensure the company selected has a valid AR No o Select OK to exit Close from the Profile screen and Close from the Billing Options o To proceed select on the Check out button o For folio window one enter the correct form of payment and Post the payment to settle the folio window o Answer Yes to continue with folio window 2 o Select from the drop down arrow next to Payment Code to change to Direct Bill o Select the Direct Bill Payment Type and select OK to save o E
183. he guest and the guest s company travel agent group and membership affiliations A button links you directly to the guest s Profile screen where complete guest demographics are stored Detail Particulars about the guest s stay including arrival and departure dates room and rate information payment method credit cards and packages More Fields Additional information such as transportation requirements These fields are customizable for each property Options in this section can control whether transactions post on the guest folio in the Billing screen whether the guest may use video check out and check out time This section appears when the Reservations gt Reservations More Fields application parameter is set to Y this is the default Indicator Lamps Lamps indicators or notations may appear in the lower part of the screen to alert you about information that pertains to the reservation Opera PMS User s Guide 3 0 22 Chapter 2 Reservations Profile Information on the Reservation screen Name This is the last name of the guest from the profile If you type a name in this field a search generates for matching profiles based on the entries in the Name and First Name fields First Name The first name of the guest from the profile If you type a name in this field a search generates for matching profiles based on the entries in the Name and First Name fields Title The guest s title as entered in the profi
184. he hotel Based on the hotel s configuration and needs this folio style may be different for each hotel Once the default folio style is determined manually change individual guest folio styles when needed Opera PMS User s Guide 3 0 233 Chapter 9 Setup PACKAGE LOSS This setting determines the default package loss transaction code When building any package with an allowance this package loss transaction code will default It is possible to build additional package loss codes and change the code for individual package elements if needed PACKAGE PROFIT This setting determines the default package profit transaction code When building any package with an allowance this package profit transaction code will default It is possible to build additional package profit codes and change the code for individual package elements if needed PASSERBY MARKET CODE This setting determines the default market code for Passerby transactions It is possible to enter the default code to reduce the amount of time required to process the transaction at the desk If needed replace the default market code for an individual transaction PASSERBY SOURCE CODE This setting determines the default source code for Passerby transactions It is possible to enter the default code to reduce the amount of time required to process the transaction at the desk If needed replace the default source code for an individual transaction PRINT RECEIPT This setting defines
185. he reservation can easily change a pre blocked room After check in use Room Move as the housekeeping status must update and all guest information must transfer automatically to the new room number To Move a Guest to Another Room After Check In o From the In House Guest Search results screen highlight the desired room and select Options o Select Room Move o Click on the drop down arrow next to Move to Room field o The room number that appears is the current room number occupied o Choose an alternate room from the Available Rooms Search screen and select OK to save o Select OK to save the Room Move o Depending on your hotel s policy select the return Housekeeping status for the initial room o Generally if the guest has not arrived give the room the most available status i e Inspected or Clean o If the guest arrived and occupied the room for a short length of time use the Pickup status If the guest occupied the room for a longer length of time use the Dirty status o Close from the Reservation Options and note the newly changed Room number for the guest Routing Setting up charge routing can be a great time saver when checking out a guest If charges are routed correctly guest complaints at the desk may be prevented and a much faster check out time Charges can be automatically separated on a guest s folio or can be moved off the guest s folio altogether to a posting master or another guest room To Enter Cha
186. he same name as the original o Alter the name of the new block and any other differences from the original o Copied blocks retain a Pending or Initial status until the user indicates that it is Definite or Open for Pickup Delete This option will delete the entire group It is controlled by User Rights It is not possible to delete a group with active reservations Deposit Deposits for groups are usually on the group s primary posting master All charges paid for by the deposit have routing set up to the posting master to balance the credit with charges Because deposits for groups can be quite large depending on the hotel s policy you may enter a schedule for payment To Manually Enter a Deposit Request o From the Business Block Search screen highlight the reservation and select Options o Select New to enter a Deposit Request o By clicking on the drop down arrow next to Type select the type of deposit requested o Complete the remaining Deposit Request information and click OK Opera PMS User s Guide 3 0 51 Chapter 2 Reservations o Percentage input will reflect on the Deposit Amount requested i e 50 of 149 00 entered would result in an actual Deposit Amount of 74 50 To Enter a Deposit Payment o Select Post Deposit to post a collected advance deposit o Log into your Cashier by entering your Password select Login o Click on the arrow to select the Payment Method of the advanc
187. heck The routine added to the End of Day procedures includes a check for missing and or incomplete state information in profiles belonging to in house guests WEATHER NOTES This parameter activates Weather Notes feature The Weather and Notes option allows the entry of notes on the cover page of the Audit pack End of Day Settings AUTO ROLL DATE MINUTES This setting determines the number of minutes for Auto Roll Date message END OF DAY CASHIER This setting determines the cashier ID for running the night audit When a cashier logs in to run the audit all postings of room and tax and fixed charges made during the processing of the night audit will appear on this night audit cashier ID rather than on the cashier s own ID 9 2 6 Exports Exports Parameters COUNTRY EXPORTS Set this parameter to Y in any country that requires specific exports Currently this parameter applies to Belgium only EXPORT ZIP IN NA For hotels using export files created during the night audit this feature will zip the files in the night audit sequence once created Opera PMS User s Guide 3 0 236 Chapter 9 Setup Exports Settings EXPORT CHARACTER SET This setting activates the character set used to write export files 9 2 7 Front Desk Front Desk Functions HOTEL ACCOUNTS This function activates the ability to create posting masters using the Accounts function If this parameter is set to N posting masters created using the sta
188. hem time when they access their reports Pass Exp Days Use this field to define the number of days for which the current password will be valid Although the user may still change their password at any time if left blank there will be no expiration date for the password Permission Select this button to attach the user to a user group as well as add or remove individual permissions independent of the user group Notes Select this button to add notes to this user record modify an existing note or remove a note from this user record Opera PMS User s Guide 3 0 218 Chapter 9 Setup Opera PMS User s Guide 3 0 219 Chapter 9 Setup 9 2 Application Settings Application settings control the functionality and defaults assigned to the system The use of functions parameters and settings allows a hotel to adapt Opera to specific needs Do not change these settings without a complete understanding of the consequences Many hotels have central reservations systems that require these settings to be on or off and making changes may inactivate communication with a CRS Changing default settings can have a direct impact on system reporting Of course the parameters are available for change if needed but it is a good idea to know and understand any corporate requirements for settings and defaults as well as any interface or system requirements Functions govern menu driven components and major procedural activities When you activate a fu
189. hen entering block information Without this parameter set to Y the options are to use the Quick Booking function or the Standard Groups module or both Activate all three options together or any combination of the functions DIARY This function activates use and display of the Function Diary a graphical calendar that enables limited event handling capabilities Use the Function Diary to view all availability for PMS sleeping rooms and for function spaces View the function room inventory by the hour day or week This includes combination sharing individual and sleeping rooms which can sell as meeting rooms INQUIRY This parameter activates the Inquiry function that allows a user to check availability for potential groups by checking a number of dates and variables It will also move directly into a booking screen This is a useful function if there are agents in the hotel who are likely to book a group while on the telephone with the contact This function may not be required if the hotel has an external Sales and Catering system as groups would not be originally booked in Opera but would be booked in the S amp C system QUICK BUSINESS BLOCK This option allows the hotel to use a scaled down version of the business block screen Only the primary required fields are given This is a useful function for hotels that may not need the complexity of the full business block option but book groups regularly The hotel may choose whether to use thi
190. his functionality activates the ability to send a confirmation message to a mobile device using Short Message Service SMS when this functionality is set to Y TURNAWAYS This function activates the use of turnaway reasons which allows the hotel to record statistical information related to turned away business When this function is set to Y every search of the rate query screen will produce either a reservation or a turnaway WAITLIST This function activates the ability for the hotel to maintain a waitlist in Opera The reservations on the waitlist do not deduct rooms from inventory Users may cancel or move back to the reservation list as needed WAKEUP CALLS This function allows the user to set up wake up calls that when interfaced with some PBX systems make the Wake Up Call automatic If not interfaced the Wake Up Calls may be printed and used to manually call the guests at their appropriate times Wake Up Calls for a guest are entered from any workstation for a single day or range of days Reservations Parameters AUTO DEPOSIT SCREEN This parameter activates the deposit screen on new reservations with existing deposit schedules will automatically appear when the user saves the reservation BLANK ARRIVAL DATE If this parameter is set to Y then the arrival date in the rate query screen will be blank requiring the user to type in the correct date If it is set to N the default arrival date will default to the sys
191. i e Name or Conf No and select Search o Highlight the desired arrival and select Edit to display full reservation details o Use the Tab key to move from field to field while verifying all accommodation information o Once the cursor enters the Room field Opera automatically assigns the first clean and vacant room available that meets the Rm Type request o Alternative suggestions are listed in the lower left hand portion of the screen and may be manually chosen by typing in the Room field o Select from the drop down arrow next to the Payment field to select the form of payment o Highlight the appropriate Payment Method and select OK o Check that a Company Travel Agent or Source profile exists on the reservation for Direct Billing purposes o This company must have an active AR account to accept Direct Bill charges o Select OK to save and check in the guest o Select Yes to Check In the guest o Select Yes to print a registration card o Respond OK to the guest s successful check in o Be sure to Close and Save changes before exiting the reservation o To ensure Routing of charges is setup properly for direct billing from the Main Menu select Front Desk and then Arrivals o Enter Name criteria and select Search o Highlight the desired reservation and select Options o Select the Routing button from the Reservation Options menu o If the Company Travel Agent or Source has default folio instructions answering Yes applies
192. ia entered the fewer results displayed o For a partial search enter partial criteria and press Tab to initiate the search o Double click on profile line to view details Enrollment If the hotel has a 2 way Central Reservations Interface and membership enrollment is active it is possible to enroll a new guest in the hotel s membership program directly from the profile To Enroll a Guest in a Membership Program o From the Profile Search Screen select a profile and select Enrollment o If a profile already has a Membership attached this button will be gray Opera PMS User s Guide 3 0 65 Chapter 2 Reservations o Any guest information that exists on the profile automatically populates to the Guest Enrollment select OK once completed o Required fields have BOLD field descriptions and highlighted fields o If the guest prefers to receive airline mileage rather than loyalty program points enter the Alliance Code and Number o If the guest prefers to let the system generate a membership number leave the Number field blank next to Program If the guest prefers to select a number the number must be nine 9 numeric digits o Employee ID automatically populates based on User Profile o Select Yes or No to print the Enrollment summary once complete This summary acts as a temporary card for the newly enrolled guest o Select Enrollment to proceed o Note the confirmed Enrollment in the Membership tab Lookup This fiel
193. ick on the Name column label Native Name Alternate name of the guest displayed in the base language name or native name values Arrival The guest s arrival date To sort the reservations displayed in the grid by date select the Arrival column label Departure The guest s departure date Requested The amount of deposit requested Paid The amount of deposit that has been paid Owed The amount of deposit still owed Deposit Requested Deposit Paid Status The current status of the reservation Processed The indicator in this column shows whether the reservation has been processed Y or not processed N Deposit Select the Deposit button to go to the Deposit amp Cancellation screen for the reservation you have highlighted The Deposits tab on this screen lets you view deposits currently required and deposits that have been paid You may also set new deposit requirements edit existing deposit requirements delete deposit requirements and post deposit payments Opera PMS User s Guide 3 0 133 Chapter 4 Cashiering To Enter a Deposit Request o Select Cashiering Cashiering Functions and Deposit Cancellation o Select Deposit and enter Request o By selecting from drop down arrow next to Type select the type of deposit requested o Complete the remaining Deposit Request information and select OK o Percentage input will reflect on the Deposit Amount requested i e 50 of 149 00 would result in an actual Deposit Amount
194. ide 3 0 208 Chapter 8 Miscellaneous Check Out Time If there is a restriction on check out time it may be entered here 8 8 Enrollment This option is only available if the hotel has a working 2 way interface to the central reservations system and that interface is configured to allow instant enrollment in the hotel s membership program This allows the front desk agent to submit required information about the guest to the 2 way interface to immediately return a new membership number for use on the guest s current stay Please note that some external systems may require the Employee ID to validate and process incentive payments for eligible enrollments 8 9 Print Tasks For users with the proper user rights it may be possible to change the printer that a workstation is using for a particular task For instance if all reports are set to print to a report printer but that printer is not working it may be necessary to redirect reports temporarily to another printer Each of the Opera print tasks is listed separately For those who will be changing print tasks it is useful to become familiar with all the various print tasks and the types of files that will be affected by the changes Each workstation will have its own set of print tasks When setting up print tasks the same printer can be used for a number of tasks The reason that many of these items are separated is that some items may always be printed on plain paper while some are print
195. ied to the account o Remarks allows the entry of free text remarks about this account Information for agreed billing practices or special instructions traditionally list as remarks on the account o Reminders prints reminder letters for outstanding invoices on the account Reminder letters print for specific billing cycles A reminder letter generates based on the age of the oldest open invoice o Profile displays the account profile o Statement prints a statement for the highlighted account only o Traces applies an inter department trace for tracking future actions o Year View displays debits and credits on this account for the past year This is a good at a glance screen to determine the credit status of the account Delete deletes an A R account Deleting an A R account will not delete the account profile only the account information All invoice history deletes as well An account cannot be deleted if it has unpaid invoices even if the account balance is zero and cannot be deleted if the Permanent Account box in the Account setup screen is checked New creates a new A R account An A R account usually begins with a company profile although any profile type can have an AR number Opera PMS User s Guide 3 0 160 Chapter 6 Accounts Receivable Edit updates or displays existing account information Select opens the account to for process payments or printing statements To Create a New A R Account o Fr
196. ield and press F9 to open Opera PMS User s Guide 3 0 42 Chapter 2 Reservations New The New button will begin a new reservation All normal procedures follow the Rate Query screen appears first followed by the Rate Grid and the Reservations screen Check In This option will check in the guest verifying only the room number and the method of payment Use this when checking in posting masters or internal house accounts but not when checking in hotel guests Edit checks in hotel guests and the entire Reservation screen displays verbally verify all stay information with the guest for accuracy Cancel If the guest has called to cancel the reservation this option will initiate the cancellation The room returns to available inventory and a cancellation number generates Once the reservation cancels this button reads Reinstate and reinstates the reservation if needed To Cancel a Reservation o From the Main Menu select Reservations then Update Reservation o Enter search criteria i e Last Name Conf No and select Search or Advanced for more search criteria o Highlight the reservation and select Cancel o Click on the drop down arrow to select from a list of Cancellation Reason choices o Highlight the appropriate Cancellation Reason and select OK o You may complete the cancellation by adding any additional pertinent details in the white text box select OK to finish o An Opera Cancellation Number generates select OK t
197. iering Comments these comments appear in the guest folio screen not on the reservation screen Note When creating a new reservation if Reservation type comments exist on the guest s profile and the Profiles gt Reservation Comments application parameter is set to Y the system will automatically copy the comments to the new reservation Delete comments if you do not wish to keep them on the reservation Promotions When the Membership gt Promotions Module application parameter is set to Y this field is displayed Select the down arrow to display the Promotions list Promotions e g Fall Holiday Super bowl Sunday Buy One Get One Free that are currently available display on this screen Select one multiple or all promotions from the available promotions list Item Inv Inventory items for example extra beds cribs recreational equipment audio visual hardware and so on attach to a reservation through a package or through the rate code If so the items display in this field You may also attach inventory items to the reservation manually To do so select the down arrow to open the Item Inventory screen This field is available when the Reservations gt Item Inventory application function is set to Y Certain items may have traces associated with them when configured If so the traces automatically attach to the reservation Along the bottom of the screen the following view only information displays Created
198. ies over the length of the stay the field highlights in yellow Note Your property has the option of using the Opera Screen Painter feature to add fields to the Reservation screen Therefore your screen display may not exactly match the description of the standard display provided in this help topic Stay Information on the Reservation screen Arrival Use the calendar tool or manually type in the date to select the arrival year month and day The weekday name displays next to the date selected The default is today s date The date you select cannot be a past date If the Reservations gt Blank Arrival Date application Opera PMS User s Guide 3 0 24 Chapter 2 Reservations parameter is set to Y the Arrival Date field will be blank rather than defaulting to today s date You must manually enter an arrival date Note You may enter 1 2 to advance or 1 2 to back up the arrival and or departure date by 1 day 2 days etc Use 1 or 1 to advance or back up by a week Use 1 or 1 to advance or back up by a month Departure The Departure Date field entry changes according to the entries in the Arrival Date and Nights fields The default is the next business date Use the calendar tool or manually type in the date to select the departure year month and day The weekday name displays next to the date selected Note If the External Activities Scheduler license code OPX_CONC is active and one or m
199. ified as an employee starting from the Employees screen This option allows defining all the users of the system such as giving them a user ID assigning a default password and as needed assigning a cashier number as well as defining their access permissions by assigning them to one or more user groups In addition users can disable login set password expiry dates and allow grace logins Login Name Enter the user name required for the user to log in to Opera Password Enter the user password required for the user to log in to Opera Always displays as asterisks Confirm Password Enter the user password required for the user to log in to Opera to verify the password typed earlier is correct Disabled Until Enter the date until which this user record is inactive The system would prevent any attempts to use this login before that date Opera PMS User s Guide 3 0 217 Chapter 9 Setup Disabled On Enter the date on which this user record should become inactive The system would prevent any attempts to use this login after that date Cashier ID Enter the cashier ID for any users that require access to financial postings Employee Number Enter the employee number if applicable In some cases the employee number may be required for interfaces to an external system such as enrollment in a frequent stay program Report Group In some instances a user may have limited reporting needs Selecting the user s default report group that would save t
200. in blocks with a non deducted status that are blocked and have a reservation Total Non Deducted Rooms The sum of the Non Deducted Blk Rooms Not P U plus Non Deducted Blk Rooms P U Out of Service The number of rooms in Out of Service status for the day Available Physical Rooms The number of Inventory Rooms minus the number of Out of Service rooms These are the rooms that are potentially rentable for the day Maximum Availability The available rooms if none of the rooms that are not picked up arrive Minimum Availability The available rooms if all of the rooms that are not picked up arrive Min Occupancy The percentage of rooms occupied if all of the rooms that are not picked up arrive Max Occupancy The percentage of rooms occupied if all of the rooms that are not picked up arrive Total Rooms Reserved Total number of rooms with actual reservations both deducted and non deducted Event If an event has been configured for this date in the calendar function the event will display here as a reference Day Type If a day type has been configured for this date in the calendar function the day type will display here as a reference Adults In House The total number of adults as counted from the reservations currently checked in house Children In House The total number of children as counted from the reservations currently checked in house People In House The total number of adults and children as counted from the reservations curre
201. information so you can display only those rates that match your needs For instance if you want to display the rates available for an arrival date of July 1 2005 for one adult with one room then select those values on this screen The available rates that meet these criteria will display on the Opera PMS User s Guide 3 0 17 Chapter 2 Reservations Rate Query Details screen when you select OK In addition information you enter on the Rate Query screen pre populates fields on the Reservation screen once you have selected a rate for a reservation Arrival The calendar date on which the guest will check in to the hotel Nights The number of nights that the guest will stay in the hotel Departure The calendar date on which the guest will check out of the hotel Adults The number of adults who will be staying in the room In many hotels rates calculate depending on the number of adults Therefore it is important to enter the correct number of adults to quote the exact rate Children The number of children in the hotel s first range of ages who will be staying in the room In some hotels the rates calculate based on the number of adults and or children so it is important to enter the correct number to quote the exact rate Rates are also configurable based on the ages of the children in the room No of Rooms The number of rooms required If more than one room is required it is important to enter the total needed to be su
202. ing Date The date that the folio was checked out Name The last name of the guest Folio No The folio number generated at check out Some folios will have this number printed on them for referral some will not Whether the folio number is printed on the check or not one is assigned to every folio If the folio number is printed on the bill the guest can refer to this number to locate that folio specifically as it is a unique number assigned to only one folio First Name The first name of the guest Room The room number of the guest at check out If the guest s folio was transferred to a Posting Master before being checked out the posting master number will be the room number used to search Search Filter check boxes Check Out Select this radio button to view all folios for guests checked out of the hotel This includes any folios paid for by cash check or credit card If a folio was closed using the Direct Bill payment code it can not be located here Direct Bill folios are only found by selecting AR Passerby Select this radio button to locate any folios that were checked out using the Passerby feature AR Select this radio button to view all folios closed to the Direct Bill payment code These folios are billed to companies rather than guests and should be located by searching for the company name not the guest name Video Checkout Display folios for guests who used video checkout Opera PMS User s Guid
203. ing a status of Checked Out or Due Out and with a rate code marked as Complimentary House Use Arrivals The number of rooms persons VIPs associated with reservations having a status of Reserved or Checked In with a rate code marked as House Use Stayovers The number of rooms persons VIPs associated with reservations having a status of Checked In with a rate code marked as House Use Departures The number of rooms persons VIPs associated with reservations having a status of Checked Out or Due Out and with a rate code marked as House Use End of Day Projection Min Available Tonight The minimum number of rooms available tonight if all non deducted and group allotted rooms return actual reservations Max Occupied Tonight The maximum number of rooms occupied tonight if all non deducted and group allotted rooms return actual reservations Max Occupied Tonight The maximum percentage occupancy tonight if all non deducted and group allotted rooms return actual reservations Opera PMS User s Guide 3 0 191 Chapter 8 Miscellaneous Blocks Not Picked Up The number of group allotted rooms that are not actual reservations On the day of arrival this number should be zero It is not uncommon for this number to change throughout the day as the group checks in Cancelled group reservations shares combined during check in and shares split during check in will all affect this number Check this frequently throughout the check in process to be sure th
204. io window This is set up through the routing function on the reservation Window Balance The balance of charges in this window only The sum of all windows will total the Balance in the upper left corner of the screen Select All Use this button to mark all charges in the highlighted window This can be done to save time when transferring a large number of charges from one window to another or from one folio to another Post Use this button to post charges or adjustments manually on this guest s folio To Post a Charge on a Guest Folio o From the Main Menu select Cashiering and Billing o Enter your user Password for the Cashier Login and select Login to continue o Search for the guest o Highlight the desired guest and Select the room o Select Post to add a manual posting o Select from the drop down arrow a Code for selecting the transaction code to post o Find and highlight the appropriate Transaction Code and select OK o Enter the charge Price Quantity Detail on Check No Supplement Reference and Window to post the charge to o Select Post to complete the transaction o Close from the posting window to return to the folio o Notice the newly posted charge to the guest folio o Close from the billing window to prevent further postings Edit Use this option to edit reference or supplement information on a charge so that the explanation prints on the guest folio and on reports pertaining to charges To Edit a Ch
205. ion o Select New to create a new message o Input the caller s Name Title and additional information then click on the drop down arrow next to Message Text to select from pre defined messages o Select the pre defined message desired by highlighting and select OK to save o Once the return Phone No is entered press the Tab key to move the message information into the white text box on the right o Enter any additional message text and select Save o Answer Yes to send the message to the guest o This will turn the message light on in the guest room o To print the message for delivery to the guest room select Print on the highlighted message Opera PMS User s Guide 3 0 199 Chapter 8 Miscellaneous o Input the Number of copies and select OK to print o Note the Message lamp on this in house guest indicating that a message is waiting to be delivered o To mark a message as received by the guest highlight the message and select the Received button o This will turn off the message light in the guest room o Note the Received message indication with date and time of delivery Locator This option allows the user to enter a locator for a guest To Enter a Locator on a Guest s Reservation o From the Telephone Operator screen select a reservation o Locators can only be placed for guests arriving on the current day or checked in o Select Locator o Select New to enter a new locator o Enter the Begin Date fo
206. ion The closing script can be customized to the needs of the hotel COMPONENT GROUPS This function allows the user to activate the component Groups functionality The Groups module is generally used to make reservations for five or more guests who have some features in common e g they are all from the same company and are arriving on approximately the same dates or they are all member of an organized tour etc This module is specifically designed to manage reservations with various similar needs Component groups are often thought of as groups within a group one umbrella block which has components or multiple different groups profile reservations associated with it FIXED RATES This function activates the ability for a user to overwrite the rate on a rate code and enter another dollar amount If this is set to N then adjust the rate using the Discount fields instead GENERIC ROOM TYPE This functionality allows the user to create reservations for generic room types ITEM INVENTORY The Item Inventory feature within Opera enables inventory items to be associated to both reservations and blocks and at the same time to provide a simple forecast and analysis screen of the items defined Items can include any equipment products supplies or services that can be rented or sold to guests or to catering customers as part of a catered function Items can range from extra beds and cribs to flipcharts irons bicycles flipcharts and b
207. ion Options menu for this reservation OOO OOS Use this option to place this room out of order or out of service Calendar Use this option to see what events are influencing business at the hotel Opera PMS User s Guide 3 0 83 Chapter 2 Reservations 2 7 Floor Plan The floor plan function displays all rooms in the hotel in relation to each other floor by floor From the floor plan it is possible to view the housekeeping status of every room as well as whether it is occupied vacant due to arrive or due to depart Any reservation may be opened and edited from the floor plan as long as the user has the appropriate user rights to do so The Floor plan only displays housekeeping and front office status for rooms for the current date The housekeeping and front office statuses of the rooms appear in a grid at the bottom of the screen The codes are as follows o CL Clean o DI Dirty o PU Pick Up o IP Inspected o OO OS Out of Order Out of Service o OC Occupied o VA Vacant o DN Departure Not Paid Due Out o AE Arrival Expected Pre Blocked Due In The rooms themselves reflect the colors associated with both the housekeeping and front office statuses Double clicking on any room with an OC DN or AE code will display the reservation information Opera PMS User s Guide 3 0 84 Chapter 2 Reservations 2 8 Confirmation Confirmation letters can be printed faxed or emailed immediately upon making a re
208. ion on the block It is also possible with a company profile attached to use the negotiated rate for the company and if the company has approval for direct bill billing of the charges from the group could be through Accounts Receivable Agent A Travel Agent profile is attachable to a Business Block Header If a commissionable rate is set on the group all reservations may generate travel agent commission Group A Group Profile is attachable to a Quick Block Header This particular group profile will be on every reservation in the block Contact A Company contact profile is attachable to a Business Block Header The Company contact profile generally belongs to the person with the group who is the primary intermediary with the hotel The Company contact profile contains information and mailing addresses for this person as it might be different from the group address and telephone information Contact A Travel agent contact profile may is attachable to a Business Block Header The Travel agent contact profile generally belongs to the person with the group who is the primary intermediary with the hotel The contact profile contains information and mailing addresses for this person as it might be different from the group address and telephone information Source A Source profile is attachable to a Business Block Header The Source profile will be on every reservation in the group The source profile sometimes is for paying commission to a company that is
209. is is suggested even if the Payment remains the same to invoke the swiping of the credit card o Select from the drop down arrow next to Payment to select the given credit card o Choose the appropriate Payment Method and select OK o Again Cancel from using the Available Credit Card from the guest profile o Note the newly swiped credit card as the Method of Payment and select OK to complete the check in o If the PMS system is connected to interfaces it prompts the key card intrface for the keys o A change of payment may be performed yet again here as well To Check In a Guest with Cash o From the Main Menu select Front Desk and Arrivals o Enter search criteria i e Name or Conf No and select Search o Highlight the desired arrival and select Edit to display full reservation details o Use the Tab key to move from field to field while verifying all accommodation information o Once the cursor enters the Room field Opera automatically assigns the first clean and vacant room available that meets the Rm Type request o Alternative suggestions are listed in the lower left hand portion of the screen and may be manually chosen by typing in the Room field o Select from the drop down arrow next to the Payment field to choose the form of payment o Highlight Cash and select OK o Select OK to save and check in the guest o Select Yes to Check In the guest o Select Yes to print a registration card or No to print at a later time
210. is set to N it will be possible to make a reservation without a corresponding rate code RESERVATION MORE FIELDS This parameter activates more fields tab on reservations Opera PMS User s Guide 3 0 249 Chapter 9 Setup RESERVATION ROOM FEATURES If this parameter is set to Y then room features are available for reservations even if not entered on the profile If this parameter is set to N then room features are only available on a guest profile and will default to every reservation made by this guest ROOM TYPE TO CHARGE This parameter activates the use of the RTC field in the reservation It allows the system to place the guest in one room type but charge for another room type on the same rate code This is generally the way that hotels are able to upgrade the guest using the same rate code TAX FREE GUESTS Allow the user to make a distinction between taxable and tax free guests on the Country Statistics by Day report stat_countrybyday TRANSPORTATION Properties can set up information for the transportation services that are available at and nearby the property This information then becomes available on the guest s reservation Reservations Settings CASHIERING PROMPT FLOW AT CHECK IN This setting determines the cashiering flow that users follow when prompted at Check In completion CHECK IN TIME This setting determines the system s default check in time used to default to confirmation letters and re
211. isplays all rooms currently not assigned as General or Housekeeping House Assignment Grid The House Assignment screen shows the following information X Placing an X in this column selects the room to be assigned or unassigned Room Room number assigned to the room Room Type Room type assigned to the room Rm Status Housekeeping status of the room FO Status Front Office status e g Vacant Occupied Opera PMS User s Guide 3 0 146 Chapter 5 Rooms Management Features Room features Type Assignment type Housekeeping H or General G Reason Assignment reason code Description Assignment reason description How to Use Housekeeping Assignment to indicate individual Turn Down Rooms with a special service request o From the main Housekeeping Screen select House Assignment o Locate the rooms that need to turn down for a special housekeeping service and mark them with an X o Select Assign o Select Housekeeping Assignment o Select the Reason o Select OK This room now appears with a turn down indicator showing a special service added to the room For example Sofa bed made up 5 1 4 Discrepant Rooms Most hotels use the telephone to dial in an updated Housekeeping status When dialing in these codes the housekeepers must dial in not only the clean status of the room but also whether the room is occupied or vacant When Housekeeping and the Front Office have different statuses a Discrepant Roo
212. ity screen that will display which dates have availability and which do not Bus Block If the group will be booked this button will access a new business block for information entry Reset If the Inquiry function will be used to search for a different group or set of criteria the Reset button will return the Inquiry screen to its default settings Opera PMS User s Guide 3 0 195 Chapter 8 Miscellaneous 8 3 10 Dashboard CTRL F4 The Dashboard screen is a single view of essential data for the current business date from one source From this one screen core activities such as making new reservations locating updating and canceling reservations requesting and applying deposits processing guest check ins and check outs pre allocating rooms managing guest billing running reports working with housekeeping and reviewing and referencing availability day types and house status for today or any future date can be handled Guest names can be easily verified whether they have checked in and their room numbers Volumes of other important information such as guest profiles and stay histories are available from the Dashboard too Search Section Can be used to perform full search capabilities with a standard or Advanced search option to locate all reservation expected cancelled walk in checked in and due out for the current business date Select Report to access and print reports Select Housekeeping to verify or modify room
213. ival Day For a range of days the days of the week that the group can be booked to begin Rooms per day The number of rooms that will be required per day The system will check availability on this figure so it should be close or equal to the maximum number of rooms required on the highest occupancy night Rate Code If a rate code is present the Inquiry function will check availability of the rate code during the requested dates Room Types Enter specific room types to inquire for availability If the sign is checked the system will look for this percentage of the rooms per day in the room type associated If the sign is not checked the system will search for a number of rooms in the associated room type Availability Using this button will access the availability screen that will display which dates have availability and which do not Opera PMS User s Guide 3 0 62 Chapter 2 Reservations Inquiry Go back to the Inquiry Process screen where you can see in detail exactly what criteria you are searching for This also gives you an opportunity to make any changes and re process the inquiry Ctrl Panel The Front Office Control Panel where you will be able to see a more general picture of the movement within the hotel Det Availability The Detailed Availability screen shows in detail the exact Room Type Availability Room Type Occupancy Blocks and Turnaways This is a vital tool to ensure that a Sales Manager gets the whole pictur
214. keyboard to access the help screens Opera PMS User s Guide 3 0 11 Chapter 1 Getting Started 1 5 2 To Use the Table of Contents Search through the Table of Contents on the left side of the screen to locate the general topic Select the folder icon to the left of the topic to open subtopics Continue searching until the requested information displays Opera PMS User s Guide 3 0 12 Chapter 1 Getting Started 1 5 3 To Use the Index Type the first few letters of the topic in the search field Select the topic to display the help message Opera PMS User s Guide 3 0 13 Chapter 1 Getting Started 1 5 4 To Use Search The search field allows the user to locate instructions for specific functions in Opera Use the search to locate the function and click it with the mouse Opera PMS User s Guide 3 0 14 Chapter 1 Getting Started 1 5 5 Help Screen Information Once the Help information has been located it will display on the screen Any item displayed in blue letters and underlined will open additional information on the topic Opera PMS User s Guide 3 0 15 Chapter 1 Getting Started 1 6 Closing Opera To close out of Opera at the end of a session either use the Exit menu option at the top of the screen or double click the large Exit to the left Opera PMS User s Guide 3 0 16 Chapter 2 Reservations 2 Chapter 2 Reservations This section of the manual explains the Reservation module of the
215. ld defaults to 1 If for example the guest requires 2 rooms enter 2 in this field All rooms will be of the same room type Alternatively if the guest requires more than one room you may use Add On With Add On this reservation duplicates but you can change the room type for the second duplicate reservation The number of rooms entered here subtracts from availability Note When adding on a reservation to a single reservation with multiple rooms the message Do you want the Add On reservation to be for X rooms is displayed If you select No an Add On reservation creates for only one room If you select Yes an Add On reservation creates for the number of rooms in the original reservation Xbed The extra beds required in the room This may affect the room rate depending on the configuration of the hotel s rate codes Cribs The number of cribs required in the room This may affect the room rate depending on the configuration of the hotel s rate codes Room Type Select the down arrow to display the Room Types list of values e g deluxe double deluxe king standard double etc Choose a room type from the list The room type Opera PMS User s Guide 3 0 25 Chapter 2 Reservations automatically populates when you select a rate code and room type from the Rate Query screen see Rate Code below Note Once the reservation saves and a confirmation number generates the number of rooms entered in the Number of R
216. lds have a BOLD field description o Repeat Steps 4 and 5 for Communications telephone numbers 2 5 3 Travel Agent Profiles Travel Agent profiles are helpful to calculate commissions due to agencies for booking rooms at the hotel Travel agencies expect payment for each reservation so an agency profile must be attached Opera PMS User s Guide 3 0 74 Chapter 2 Reservations Account The name of the agency as it will appear on registration cards folios confirmation letters and reports It is important throughout the program and especially in the profile to enter the information exactly as it should appear on printed documents with proper capital and small letters As this field will be used throughout the program to locate the travel agent it is very important that it is also spelled correctly Notice that the Account label is in bold text This indicates that the system requires an entry in this field to save this profile Address The street address of the travel agent An address may be entered directly in this field and will become the travel agent s primary address It is possible to enter additional addresses by opening the arrow to the right of this field Postal Cd Ext The Zip Code and 4 digit extension for the travel agent s primary address City The city for the travel agent s primary address Country State The country and state for the travel agent s primary address The postal code and country in combination
217. le An entry in this field will populate in the profile as a permanent record The greetings sort based on the language selected This title addresses the guest in written correspondence Knowing the courtesy title the guest prefers is also useful when you are dealing with the guest in person Country The country field as entered in the guest s address in the profile An entry in this field from the reservation screen will populate the profile as a permanent record Language The guest s language as registered on the profile Select the down arrow to open the Languages list of values and choose the guest s preferred correspondence language A default language for confirmation letters folios and guest mailings for your property establishes during configuration An entry in this field from the reservation screen will populate in the profile as a permanent record VIP The VIP level for the guest Take extra care when entering this field as it populates in the guest s profile as a permanent record Select the down arrow to open the VIP list of values Phone The Guest s Home telephone number as registered in the profile If you make an entry in this field it becomes a permanent profile record Member Type A frequent flyer type or hotel loyalty type Entering membership information on a reservation will generate membership or frequent flyer point calculations By selecting the membership organization here you ensure that any negotiated
218. lect o If a payment does not apply to a particular invoice but must apply to the total account balance select Pay o Click on the drop down arrow next to Payment Code to select the type of payment o Enter the Amount of the payment and any Supplement Info or Reference information o Select an Option to apply the credit o To apply a credit to the entire account balance and not a specific invoice select the Unallocated payment option o To apply a credit to the oldest outstanding balances select the Apply payment to oldest charges option o For a credit applied to marked invoices you must first place an X next to each invoice before applying the credit select the Apply payment to marked charges option o To apply different amounts of the credit to different invoices i e 25 to one invoice and 75 to another choose the Apply payment selectively option o Select Post to apply the credit to the account To Reverse a Payment from and A R Account o From the Account Maintenance screen search for and highlight the desired account o Choose Select Note the adjustment appears as a separate line item on the folio if adjusting multiple dates on the invoice one line item includes the adjustment for all dates Opera PMS User s Guide 3 0 163 Chapter 6 Accounts Receivable o Select Payments Only option in the search criteria to only view unapplied payments and highlight the desired payment to reverse o Right
219. leted and a reason for deletion is required Split Transaction Use this button to split one charge into two smaller charges This is useful if a portion of a charge is to be adjusted or transferred To Split a Charge on a Guest Folio o From the Billing search screen highlight the appropriate guest and click Select to view the folio o Highlight the charge to be split right click and choose the Split option o Select to split the posting either by Amount or Percentage and enter the value o Select OK to save o Note the newly split charge on the guest folio o Click Close to exit the folio and prevent further postings Adjust Transaction Use this button to allow the system to adjust a charge to its internally configured adjustment code This button is only used for charges posted automatically by Opera or by an interface and only by charges posted prior to the current date To Adjust a Charge on a Guest Folio o From the Billing search results screen highlight the desired guest room and click Select o Place an X next to the charge to be adjusted right click and select Adjustment o Only charges that were posted on a previous business date may be adjusted o Choose the Adjust Selected Posting option to adjust an individual posting o The Adjust Selected by Trn Codes option adjusts multiple postings with the same transaction code o The Adjust by Check No option adjusts interface postings by Check No o Select an
220. ll be stored in the guest s profile and will be available when the guest makes reservations in the future The Profiles gt Profile Credit Card application function controls whether or not you are prompted to add the credit card information from the profile When the IFC gt CC Number Not Mandatory For Reservation application parameter is set to Y a credit card number and expiration date are not mandatory when making or changing a reservation with a credit card payment method nor is a credit card number required when checking the guest in or while the guest is in house In addition when this option is set no credit authorization performs at check in or by end of day routines Opera PMS User s Guide 3 0 27 Chapter 2 Reservations Note When the guest chooses to pay by credit card you may skip the Payment field and go directly to the Credit Card No field to enter the credit card number Opera will automatically select the appropriate payment method Credit Card Number Enter the guest s credit card number in this field This field is mandatory if you select a credit card payment method in the Payment field When the guest makes a payment at check out the payment method defaults to the credit card number on the reservation The guest can select a different credit card number or a different payment method altogether Should the guest choose to pay by credit card at check out only the last 4 digits of the credit card number dis
221. ll be used in the cashier closure routine to total check transactions Activate for Deposit Payments Front Desk Payments and A R Payments as needed COPIES This setting defines the number of copies of a guest folio that will print automatically Generally this is set as one copy and any additional copies may be printed manually CURRENCY EXCHANGE PAIDOUT TRN CODE This setting defines the internal code that is used to process check exchange transactions This code should never be the same as any code used by the Front Desk to process check payments This code is internal and should be built but not activated on any ledger DECIMAL CALCULATION Number of decimals to maintain in the database for the calculation amount such as net amount etc pertaining to inclusive taxes generates DEFAULT TAX TYPE After defining the Tax Types this setting determines the tax type attached to all reservations by default Generally this tax type is one that posts all taxes and would apply to the greatest number of incoming guests DEPOSIT LEDGER TRN CODE This code defines the internal offsetting transaction code that will transfer deposit payments from the deposit ledger to the guest ledger when the guest checks in This code is internal and should be built but not activated on any ledger FOLIO GENERATION This setting determines the characteristics used to generate and print a guest folio FOLIO STYLE This setting determines the default folio style used by t
222. ll generate information on a transport report Transport Type The Transport Type indicates the type of transportation that the guest will require whether it is shuttle taxi limousine or any other type of transport provided or organized by the hotel for departure Departure Date The date the guest will depart from the city Drop off Time The time to drop the guest off at the station 2 1 5 Reservation Options The Options button from the Reservation screen contains a large number of functions to customize a reservation for a guest Options are available from the Reservation screen or from the Reservation Search screen Accompanying This option adds a guest to a reservation without opening a folio or allowing separate billing for the guest To use this option Select Attach and either locate or create a profile for the accompanying guest This profile will remain on file in the hotel however the accompanying guest will not have a separate folio while in the hotel Use this instead of the Shares function if very simple shares situations exist Add On This option creates a copy of the guest reservation Selecting Add On will create a new reservation with all the same attributes as the original Some uses for Add On reservations are to create a second reservation for the same arrival and departure dates very easily Once Opera PMS User s Guide 3 0 33 Chapter 2 Reservations created the guest s profile changes to another Another use fo
223. llect a credit card at check in the Video Check Out option activates Generally do no allow this option with cash or check payment types C O Time This field indicates the guest s check out time Make an entry in this field while the reservation is in reserved or in house status however the system overwrites it with the actual checkout time at the guest s departure This will register the actual check out time in history Tax Type If the guest is exempt from some or all taxes setting the tax type in the reservation determines which taxes if any post to the guest s folios Exempt No If the guest is tax exempt accounting generally requires a tax exempt number from the exempt organization Enter that number in this field Pickup Req d If the guest requires transport from the airport train station bus terminal or shipping port a yes indicator in this field will generate information on a transport report Opera PMS User s Guide 3 0 32 Chapter 2 Reservations Transport Type The Transport Type indicates the type of transportation that the guest will require whether it is shuttle taxi limousine or any other type of transport provided or organized by the hotel for arrival Arrival Date The date the guest will arrive at the city Pickup Time The time to pick the guest up at the station Drop off Req d If the guest requires transport to the airport train station bus terminal or shipping port a yes indicator in this field wi
224. ls interface time outs and non approved cards Accts Rec Locate any changes or updates made to A R accounts Opera PMS User s Guide 3 0 212 Chapter 8 Miscellaneous End of Day Locate the user activity for the end of Day section Profile Locate any changes or updates made to any profile screen Block Locate any changes or updates made to a group or business block 8 11 File Download In a Thin Client environment the File Download menu option is used to generate a file in a specific location usually the Application Server and then downloaded from that location There may be a large number of files on the server so it is best to use the file name to search for the file The file name was displayed when the file was generated Locate the file needed and select the button to Download A windows screen will appear and will allow the user to save the file at any location on the computer Once the file is downloaded to the specified location it may be located when creating an email to send the file off to a processing agency or corporate office 8 12 Registration Cards Some hotels pre print registration cards for all arriving guests during the night audit or for large group arrivals In this section there is a batch printing option for registration cards to make this process easier Opera PMS User s Guide 3 0 213 Chapter 8 Miscellaneous Use the search options to locate the set of guests to print the registration cards
225. m is created These Discrepant Rooms must be physically checked each day by either Housekeeping or the Front Office to determine whether a guest is checked into the room or not There are two types of Discrepant Rooms Skips and Sleeps In a Skip room Housekeeping has dialed down that the room is vacant but the Front Office has a guest checked into the room Usually this happens when the guest has used the Express Check Out option and has left the hotel but the Front Office has not yet checked the guest out The other type of discrepancy a Sleep room has Housekeeping dialing down the room as occupied but the Front Desk does not have anyone checked into the room Often the Housekeeper has dialed the wrong code but the room should be checked as if someone is actually occupying the room that person must be checked in or another guest will be checked into the room If a room is not checked in Room and Tax will not post Opera PMS User s Guide 3 0 147 Chapter 5 Rooms Management Show Select the types of discrepancies to view It is possible to see Skips Sleeps or Person Discrepancies Floor To view discrepancies on a particular floor select that floor here Room To view a particular room type the room number here Billing Displays the guest billing screen for a highlighted room Resv Displays the reservation search screen for a highlighted room Details Displays the detailed configuration for a room Report Allows previewing o
226. matically after a certain number of days and a message will appear instructing each user to change the password It s always a good idea to change a password frequently as it is more difficult for others to gain access that way To change a password enter the old password then type the new password twice to be sure that the original spelling is correct Opera PMS User s Guide 3 0 203 Chapter 8 Miscellaneous 8 5 Data Extraction It is possible to create labels and form letter mailings based on hotel specific queries or to use this feature to assist in data cleanup to quickly pull data into third party spreadsheets and to design queries that can be directly copied into data management programs like SQL Navigator The Data Extraction feature is very intuitive and easy to use Data Extraction Query Step 1 Opera PMS User s Guide 3 0 204 Chapter 8 Miscellaneous Select a Data Source Select from the hard coded list of data sources available Data sources include profile and reservation information Step 2 Select a Field for Filter Conditions From the data source select the primary field that will be used to sort out the desired guests In the example above we are going to sort by Contacts gt All Owner Codes Step 3 Specify a Filter Condition Determine the specific filter criteria to be used to sort data In this case we are looking only for the partially contains within Multiple Values Step 4 Apply the
227. may be useful to track the source of this revenue but again many hotels have an internal account source of business code that would be used for this transaction Room Class The room class is generally a posting room or pseudo room rather than a regular room class such as Standard Deluxe or Suite The next screen is the same posting screen as that found in a guest s folio Any and all charges can be entered on this screen Once the close button is pressed the payment screen will appear and payment should be registered To Process a Passerby Transaction o From the Cashiering menu select Passerby o Next enter your Password at the Cashier Login screen o Select Post to begin the charging process o Every Passerby requires a profile o Select from the drop down arrow next to Name to search for and select a profile o Type in a few letters of the guest s last Name and press Tab to activate the search o Highlight the correct guest and select OK o Select the drop down arrow next to Room Class to select from the list o Highlight the appropriate Room Class and click OK o Note Room Class for Passerby is typically Other or House Use o Select Post to begin entering transactions o Note The Market Code and Source Code are automatically entered by the system o Enter the Transaction Code of the charge i e fax copy etc or select from the drop down arrow to search for the correct Code o Search for the code by typing a few let
228. mount The settlement amount Settlement processing Select Settle to select the record to be settled by the credit card company After the transaction a message is displayed informing if the credit card settlement was successful or not 4 7 2 Authorization The authorization function is used to process credit card authorizations for checked in guest Once the credit cards are processed the credit card authorization report can be viewed Opera PMS User s Guide 3 0 141 Chapter 5 Rooms Management 5 Chapter 5 Rooms Management In the Rooms Management section of the application are a number of functions designed to manage the physical rooms in the hotel The most used option is Housekeeping where room statuses can be updated rooms can be put Out of Order or Out of Service Housekeeping Task Assignment sheets are created and discrepant rooms are resolved Also in the Rooms Management section is Room History for locating the owners of lost and found items Sell Limits for setting over booking limits the Occupancy Graph for a quick view of upcoming business and Maintenance for those hotels who use Opera to manage Maintenance requests 5 1 Housekeeping The Housekeeping module is used to manually update room statuses and to print room lists Rooms can be viewed and sorted in a variety of ways and can be updated easily Housekeeping also holds information on discrepant rooms and is used to place rooms Out of Order or Out of Service as well Ho
229. n Code to use a pre defined grouping of transaction codes i e all F amp B charges o If routing an individual transaction code select the code by placing an X next to the transaction code o Once the transaction code selected appears at the bottom of the screen select OK to save o If selecting a pre defined grouping of billing instructions place an X to the left of the category and select OK to save o To save the Routing Instructions select OK o Note the newly created Routing Instructions for this guest o Be sure to save the changes before selecting Close o To set up routing of charges from one folio window to another select the Window Routing option and dates o To route charges to another profile name i e a Company Profile select from the drop down arrow next to the Name field o Highlight the available Profile name to route charges to and select OK o If no additional profile name exists on the reservation the Profile Search Screen appears allowing the search of an existing profile or the creation of a new one o Select from the drop down arrow next to Transaction Code to use a pre defined grouping of transaction codes i e all F amp B charges o After selecting the transaction codes to route select the folio window for the charges to be routed to using the drop down arrow next to Window No o Once complete select OK to save changes Opera PMS User s Guide 3 0 109 Chapter 4 Cashiering Paym
230. n is selected Select this radio button to search for all cancelled reservations that have a cancellation rule attached See Adding Cancellation Rules below Arrival Date To search for all reservations booked for arrival on or after a specific date The default is today s date Deposit Due Date When the Deposits radio button is selected To search for all reservations having a deposit due on a specific date select the down arrow to display the calendar and choose the date Opera PMS User s Guide 3 0 132 Chapter 4 Cashiering Cancellation Date When the Cancellations radio button is selected To search for all reservations cancelled on a specific date select the down arrow to display the calendar and choose the date Name To search for a reservation by name enter the guest s last name or the group name Company To search for reservations associated with a company enter the company name Agent To search for reservations associated with the travel agency Confirmation No To search by confirmation number Reservation Type To search by the reservation type Payment Type To search by the payment type Users To search for the user enter the user id or select the down arrow to choose from a list of values for the user Reservation deposit search results grid and button Conf No The reservation confirmation number Name The name of the guest or posting master To sort the reservations displayed in the grid alphabetically cl
231. n to indicate how the individual reservations Individual Call In Rooming List for this Business Block are organized Rooming List Due The date when the Rooming List is due This field attaches to a calendar Arrival Time Enter the approximate check in time for the group into this field Departure Time Enter the approximate check out time for the group into this field Porterage Included Select this box if the room rate quoted includes any porterage cost If you mark the check box then the following price will disappear from the screen Price If you do not mark the Porterage Included check box then there is an additional price per person for porterage Fill in this field with a value Breakfast Included Select this check box if the room rate quoted includes any breakfast If you mark the check box then the following price will disappear from the screen Price If you do not mark the Breakfast Included check box then there is an additional price per person for breakfast Fill in this field with a value Breakfast Description If you wish to note the exact breakfast that is included or offered as an extra type this information here Commission Indicate what percentage of this Business Block is eligible for commission More The More function is for all user definable fields that are created from Screen Painter and supports additional booking information customized for the particular installation Cancel The Cancel function allows the user to
232. n type Select a reservation type from the list of values Block Select a block code to search for reservations with a block code attached Select from the list of values Specials Search for all reservations that have this particular specials attached to the reservation Select one or more specials from the list of values Smoking Use this to search for all reservations that have a specific smoking preference attached to the reservation Select a smoking preference from the list of values Opera PMS User s Guide 3 0 101 Chapter 3 Front Desk VIP Select the down arrow to display the VIP list of values e g management guest repeat guest etc Choose a VIP type from the list Advanced Search Company Displays a specific company profile associated with the selected guest s reservation Source Displays source profile associated with the selected guest s reservation Features Displays specific room features associated with the selected guest s reservation Group Displays group profile associated with the selected guest s reservation Agent Displays travel agent name associated with selected guest s reservation Preferred Room Displays the preferred room number associated with the selected guest s reservation Function Buttons Block Use this button to access the vacant room list to assign a room for the highlighted reservation Unblock Use this button to eliminate the pre blocked room from the highlighted reservation
233. nction Opera displays a menu item available for selection Parameters define the characteristics of a process or procedure within a program function When you activate a function Opera will enhance restrict or eliminate a particular service Settings are default values The user may override some of the values set as defaults from the front end Opera screens while others can only be changed from the Application Settings screen Opera PMS User s Guide 3 0 220 Chapter 9 Setup 9 2 1 AR AR Functions AR TRACES Select Y to activate the ability to set traces on A R accounts to follow up specific account activity These traces are separate from the Reservations Traces used by the Front Office and other departments AUTO TRANSFER FOLIOS Select Y to activate the automatic transfer for Front Office folios into AR When the night audit runs the system will automatically transfer all the folios settled to Direct Bill into the respective AR account Select N to manually move these folios settled to Direct Bill through Transfer FO Data instead AR Parameters AGE CREDITS This parameter will age unallocated credits on an A R account in the same way that debits are aged if it is marked as Y If it is marked as N unallocated credit totals will always appear in the current bin no matter how long they have been on the account AR NUMBER MANDATORY If this parameter is entered as Y an A R number is requi
234. nction is used Trn Code The transaction code indicates whether cash check or other payments or paid outs are added or subtracted Currency The currency that is added or subtracted from the cashier s bank To Use the General Cashier Function o From the Cashiering menu go to Cashier Functions and select General Cashier o Next enter your Password at the Cashier Login screen o To receive money select From General Cashier o This amount is included in cash received when the Cashier is closed at the end of the shift o Select OK to accept o To make an early drop without closing your Cashier select To General Cashier o This amount subtracts from the cash received total when the Cashier is closed at the end of the shift o Select OK to accept 4 3 11 Journal On occasion it is necessary to research a cashier s transactions to locate problems in balancing or in resolving guest questions The Journal function offers a way to locate information about a specific cashier transaction code or guest for the current day or previous days Opera PMS User s Guide 3 0 128 Chapter 4 Cashiering Cashier No The identifying cashier number for locating transactions Transaction Code s To research transactions on a particular payment type enter that transaction code here to narrow down the results of the search Arrangement Code If Arrangement codes are used at the hotel selecting an arrangement code gives a list of
235. nd select Generate o To send reminders to all with outstanding balances that are due reminders select All o From the list of cycled reminders place an X next to the accounts to send reminders and select Print o To print all cycled reminders select the All option o Select Close to exit 6 5 4 Traces Place traces on individual A R Accounts as reminders to take some action with the account Traces are useful in making sure that we complete action items even if the account manager is out of the office for the day Opera PMS User s Guide 3 0 172 Chapter 6 Accounts Receivable Edit displays an existing trace for changes The text of the trace or the active date is changeable Delete deletes a trace We recommend resolving traces rather than deleting as a resolved trace remains in the account s history but a deleted trace deletes from the database entirely Resolve resolves traces indicating to others that no further action needed Resolve All marks all active traces as resolved items To Resolve A R Traces o From the A R Account Search screen if an account has a Trace lamp select the Options button o Select Traces o Alter the view of all traces to Unresolved Traces o Highlight the applicable trace investigate and select Resolve to complete all traces select Resolve All o In the event of a mistake and to reverse a resolved trace select Unresolve o Select Close to exit Opera PMS User s
236. ndard reservations creation method LOCATORS This function activates the ability to set locators for guests in the hotel Used to ensure the guest receives telephone calls messages and guests even they are not in the hotel room MESSAGES This function activates the ability to leave text messages in Opera for a guest If the hotel is using the video system to display guest messages this feature must be activated 9 2 8 General General Functions ALTERNATE NAME The extended byte function allows the system to both store and display screens and data in Oriental language characters as well as in single byte characters DATA EXTRACTION This function activates the ability of the user to create mailings for guests in house or to create group key packet labels EXTENSIONS This function allows the hotel to assign extension numbers at check in This function used only if the capability exists in the telephone system to assign separate extension numbers for accommodations with multiple guest rooms but a single entry door FILTER SEARCH Activate filter option for search criteria IATA UPLOAD If the hotel has purchased software to upload all existing IATA number information this function must be set to Y to complete the upload LOGIN LANGUAGE This function allows the user to set the language on the screen to the login language of the user MULTI CURRENCY This function allows the hotel to configure rates in multiple currencies and to
237. ng a new A R account The value entered in this setting will automatically populate to save time when creating an account For an account requiring a different credit limit the user may easily changed it on a case by case basis If left blank the credit limit is always determined on a case by case basis MINIMUM REMINDER DAYS This setting defines the number of days required between sending two reminder letters to the same account In a situation where a hotel sends a reminder letter to an account on one day and the invoice falls into the next reminder cycle overnight then generating reminder letters the following day might produce a second letter to the same account The hotel can determine the number of days that must pass before generating another reminder letter OLD BALANCE TRN CODE This setting determines the transaction code used to post any balance forward totals entered from a previous system during an Opera conversion This transaction code should never be used for any other purpose other than this one An entry in this setting determines that the system will automatically use it in the Balance Forward process TYPEWRITER Opera has a typewriter function that allows Accounting to alter the information on a statement in a way that the hotel would like to see it appear Using the typewriter function does not affect any totals or balances on an A R account only the appearance of the statement This setting determines the directory on the appli
238. nsaction regardless of commission generated TRANSFER SOURCE If this parameter is set to Y then it will be possible to pay commissions to source profiles If it is set to N then source profiles may not be used for payment of commissions Commissions Settings COMMISSION CODES TO NOT PROCESS This setting defines which commission codes to not process in the commissions module Any of the codes defined in this parameter setting and used either in a Travel Agent Source or Rate Code will take priority over the other commission codes attached in the commission calculation hierarchy DEFAULT COMMISSION This setting defines the standard percentage or dollar amount used to pay commissions in most cases DEFAULT PREPAID COMMISSION TRN CODE This setting defines the transaction code used to process pre paid commissions on reservations 9 2 5 End of Day End of Day Functions INCOME AUDIT This function activates the ability for the hotel to use the Income Audit feature which allows the accounting department to close the business day at a different time than the system date is closed With this feature activated it is possible to process adjustments on a previous date prior to closing the business date up to 5 business dates may be open at one time End of Day Parameters AUDIT Activate this parameter to force the validation of transaction code totals during the night audit If the value is set to Y the night auditor will s
239. nsfer automatically to a Business Block if the group is booked Agent Attach a Travel Agent profile during the Inquiry process Any profile attached during the Inquiry process will transfer automatically to a Business Block if the group is booked Source Attach a Source profile during the Inquiry process Any profile attached during the Inquiry process will transfer automatically to a Business Block if the group is booked Opera PMS User s Guide 3 0 61 Chapter 2 Reservations Contact Attach a Company contact profile during the Inquiry process Any Company profile attached during the Inquiry process will transfer automatically to a Business Block if the group is booked Contact Attach a Travel agent contact profile during the Inquiry process Any travel agent profile attached during the Inquiry process will transfer automatically to a Business Block if the group is booked Start Date The date that the group rate is available Nights The total number of nights the group rate will be offered End Date The date that the group rate will no longer be available Alternate Dates If the primary date is unavailable the group contact may have additional dates for consideration Range From The first date in a range of dates that the contact may be willing to begin the group To The last date in a range of dates that the contact may be willing to book the group Nights Stay The total number of nights the group will expect to be in house Arr
240. nsure the Amount to settle to Direct Bill is correct and select Post o Note the newly posted Direct Bill Payment and the change in guest Status to Checked Out 4 1 2 Right Click Options From the billing screen there are a number of button options displayed at the bottom of the screen In addition to these buttons a full menu of options is available by using the right click on the mouse The right click options are discussed below Opera PMS User s Guide 3 0 111 Chapter 4 Cashiering Transfer to Window The highlighted charge or group of charges is moved to the selected window using this option Add New Window Up to 8 folio windows can be opened for each guest Use this option to open additional windows Delete Window To delete the highest numbered window select this option It is not possible to delete a window with transactions attached Screen View To view each folio window as a full screen select Full to view two windows on one screen select Split and to view four windows on one screen select Quad View Summarized Transactions View detailed Transactions These options will toggle based on which option was selected prior It displays on screen only one line per transaction code per day for easier viewing Delete Transaction This option is managed by User Rights and deletes a posted transaction This deletion is tracked through posting history and in a Night Audit report as well Only current day transactions may be de
241. ntly in house Arrival Rooms The number of rooms on reservations that have the highlighted date as the arrival date Arrival Persons The number of adults and children on reservations that have the highlighted date as the arrival date Departure Rooms The number of rooms on reservations that have the highlighted date as the departure date Departure Persons The number of adults and children on reservations that have the highlighted date as the departure date Room Type Obkg This is a Yes No field and indicates whether or not sell limits by room type are configured Opera PMS User s Guide 3 0 187 Chapter 8 Miscellaneous Day Rooms Persons The number of day use rooms and the total persons associated with those reservations Waitlist Rooms Persons The number of rooms on the waitlist for the highlighted day s arrival and the total persons associated with those reservations Turnaways If the property records turned away business with the Record Turnaways option If this function is activated Opera will log this record as a normal turnaway and update the turnaway statistics at the same time 8 3 5 Detailed Availability CTRL F2 The detailed availability screen displays the available rooms by room type for a range of dates This is a highly interactive screen with access to blocks detailed room type availability and reservation type information Search Change the search criteria in the yellow bordered box and select the Search o
242. o exit o If a CRS is the main reservation database a CRS generated cancellation number will appear o Note the CANCELLED status on the reservation To Reinstate a Cancelled Reservation Opera PMS User s Guide 3 0 43 Chapter 2 Reservations o To reinstate a cancelled reservation simply select Reinstate o When reinstating the main Reservation screen will appear allowing any changes to accommodation or guest information once complete select OK to save changes o Reinstated reservations do not generate a new Opera Confirmation Number but typically generate a new unique CRS number Profile The Profile button offers access to the guest profile for updating or viewing information See section 2 6 for complete information regarding guest profiles Options All reservation options are accessible from the Reservation Search screen See section 2 1 5 for complete information on all reservation options Edit The Edit option displays the complete reservation screen and allows access to all information for updates See Section 2 1 2 for a complete discussion of all the fields on the reservation screen Search The Search option will refresh the Reservation Search screen for the next reservation search 2 3 Waitlist The Wait List feature is optional for hotels and helps to manage reservations created and set aside to wait for availability Once a reservation places on the wait list a reason for placement on the wait list and a priority
243. ock will also appear here as unassigned o Note the newly pre blocked rooms for the group Room Status This option displays the housekeeping status for all pre blocked rooms arriving on the current business date It can be used to view all rooms prior to the group s arrival Print Registration Card This option can be used to pre print registration cards for an arriving group To Print Group Registration Cards o From the Group Reservation screen select Group Options o Select Print Registration Cards o Registration cards can be printed for only guests due in on the current day guests who have already been checked in or all guests arriving today or in the future for this group o Select the option that applies and click Print o Select the appropriate sort criteria Guest Name prints alphabetically Room Class prints according to room type and Room prints in room number order o Select OK when ready to print New Post Master If charges for group billing are need to be in more than eight separate folio windows a second Posting Master will be required to satisfy the group s billing needs This option will automatically create additional posting masters for the group as needed Delete This option will delete the entire group It is controlled by User Rights Cut Keys If a working key interface is in use by the hotel it is possible to pre print all group room keys for pre blocked rooms using this option To Cut Keys for a Gro
244. of 74 50 To Enter a Deposit Payment o Select Cashiering Cashiering Functions and Deposit Cancellation o Select Deposit and enter Payment o Log into your Cashier by entering your User Password select Login o Select from the arrow to select the Payment Method of the advance deposit o Select the appropriate Payment Method and select OK o After entering the Amount click the arrow to select the Reservation Type o Highlight the appropriate Reservation Type and select OK o Select OK to complete posting the advance deposit 4 4 Close Cashier At the end of every shift all users who have opened the cashier at the beginning of the shift must close the cashier at the end of the day This ends the totaling of all payment transactions and allows the user to register a cash drop at the end If this is not done all cashiers will be closed automatically during the night audit but any payments taken in are assumed to still be with the cashier and will be part of the opening bank the following shift If the payment drop has been made this can cause confusion for the cashier and make it difficult to balance the next day Closing the cashier should be the very last thing done during the day and must be done every shift Opera PMS User s Guide 3 0 134 Chapter 4 Cashiering Opening Balance Cash The amount of cash registered in the cashier s bank This total comes from the amount listed as the cashier s float plus any amount th
245. ofile previously related to this Company Profile to display Contact information select Display o Note the Individual Profile is now a contact for the Company Profile o To add a new relationship from the Company Profile return to the Account Relations view and highlight the profile type to relate select New o Select the drop down arrow to establish the Relationship to add o Highlight the appropriate Relationship Type and select OK o Note the Relationship chosen and select OK o Type in an Account Name and press the Tab key to initiate your search o Place an X to the left of the account to be related and select OK o Note the new Company Subsidiary Account Relationship select Close to return to the main profile screen o Be sure to save changes from the main profile screen before exiting New To create a new profile select this button To Create an Individual Profile o From the Main Menu select Reservations then select Profiles o Select New Profile o Select Individual profile and choose OK o Enter desired fields and select OK to save changes o To add multiple addresses or telephone numbers click on the Ellipsis button o Required fields have a BOLD field description o To add edit an address click on the Ellipsis button then choose New or Edit o Enter all desired fields and then select OK to save select Close from the Multiple Address screen to return to Individual Profile o Required fields have a
246. om the Main Menu Select AR then Account Maintenance o Enter your user Password and select Login o Select New from the AR Account Search screen o Search for an existing account any profile type and highlight the desired profile select OK to continue o Alternately if a profile does not exist for the account select New Prof to create a profile o Select on the drop down arrow next to the Account Type field to select from the list o Enter the assigned Account Number for the account and any pertinent contact information i e address phone etc o S e o Select a Normal status account if you allow Direct Bill payments to the account select a Restricted status account if you do not allow Direct Bill payments o Select OK to save the account o Select Close to exit Account Maintenance o Alternately from the Main Menu select Reservations and Profiles o Search for an existing profile any type and select Profile to view details o If a profile does not exist for the new account select New to create one o Select the More Fields tab o Click on the drop down arrow next to A R No to create a new account o Complete the account setup as described in the steps above and Save your changes o Close from the More Fields screen o Save and Close the profile NOTE Account Number formats defined in System Configuration gt Application Settings must follow the specified format i e numeric alpha and alpha numeric
247. om the list of foreign currencies accepted o Highlight the given currency and select OK o Enter the Amount being exchanged and press tab to calculate the exchange rate o The Exchange Rate Details displays the calculation used and the Local Amount due to the guest in the local currency o Select OK to pay out and generate a receipt If more than one receipt is needed enter the number of Copies to print 4 3 8 Exchange Rate If a hotel is using either the Currency Exchange feature or the Currency Calculator feature or configuring rate codes or paying commissions in foreign currency the Exchange Rates needs to be entered and updated often The Exchange Rate feature is normally restricted to appropriate personnel through user rights and is where any updates to the exchange rates can be made Opera PMS User s Guide 3 0 123 Chapter 4 Cashiering Currency To localize a single currency for update select that currency from the drop down menu accessed from the arrow to the right of the field All This displays all currency exchange rates listed above Exchange Rate Usage Radio Buttons Select the radio button that corresponds to the usage or purpose for which you want to see currency exchange rates All current currency exchange rates for the selected usage will be displayed All Show exchange rates for all usages This is the default Exchange Show exchange rates for currency to be used when performing a currency exchange
248. ompany s profile to the guest reservation Company profiles may have direct billing through accounting and in this case the company profile information is available to create the A R account Travel Agent profiles provide tracking for commission payment information Each travel agent profile tracks the percentage commission that agent should receive for booking rooms as well as the address information for sending the check once a commission is ready to be paid A hotel uses Source profiles for various reasons It may be a requirement to track business from other than a company profile as in the case of a Chamber of Commerce recommendation or employee referrals Source profiles can also calculate commission records to keep group or wholesale commission records separate from actual travel agents Group profiles are required for all group reservations This profile must be present on a Business Block before being able to make reservations for the group In the case of a Standard Group the group profile pulls all reservations together in place of the block code in the Business Block or Quick Business Block Contact profiles are optional for hotels and generally are useful when a large amount of group business takes place at the hotel Contact profiles assist with tracking individual meeting planners and organizers and the amount of business that each meeting planner brings to the hotel 2 5 1 Profile Search To search for a profile select the Profiles o
249. ompt the swiping of the card select the drop down arrow next to Method of Payment o Once Room and Payment information are correct select OK to save the check in o Answer Yes to print a Registration Card o Select OK to the successful check in message 3 1 4 Cancel Reinstate To cancel an existing reservation select this option Enter a cancellation reason and a unique cancellation number will be given This cancellation number may be used to locate this reservation information in the future The reservation status is changed from expected to cancelled Note If the guest has a deposit you cannot cancel the reservation with this option It must be cancelled through the Cashiering program Opera PMS User s Guide 3 0 91 Chapter 3 Front Desk To Cancel a Reservation o From the Main Menu select Reservations then Update Reservation o Enter search criteria i e Last Name Conf No and select Search or Advanced for more search criteria o Highlight the correct reservation and select Cancel o Select from the drop down arrow a list of Cancellation Reason choices o Highlight and select the appropriate Cancellation Reason from drop down arrow and select OK o You may complete the cancellation by adding any additional pertinent details in the text box select OK to finish o An Opera Cancellation Number is generated select OK to exit o If a CRS is the main reservation database a CRS generated cancellation number appears
250. on and select OK o Select the Amount Quantity Window Check No Supplement or Reference o Select Post to proceed to the next line and continue entering charges for other transactions and or guests o Once all the charges have been entered select Close to exit the screen and apply all charges to each guest s folio 4 3 Cashier Functions The Cashier Functions button contains a number of different options that may or may not be used at your hotel It is a good idea to become familiar with each of them The Cashier Functions cover a wide range of additional information such as Currency Exchange Check Exchange Folio History Petty Cash Handling and Receipt History 4 3 1 Batch Folios Night Auditors routinely print folios for express checkouts to be delivered under the guest s doors on the overnight There are also times when it is a good idea to print every guest folio in house in preparation for possible down time The Batch Folios option is used in either circumstance Opera PMS User s Guide 3 0 115 Chapter 4 Cashiering To Print Express Check Out Folios o From the Cashiering menu go to Cashiering Functions and select Batch Folios from the sub menu o Next enter your Password at the Cashier Login screen o If printing folios before the Night Audit has rolled the business date then select Folios for Guests Departing Tomorrow o If printing folios after the Night Audit has completed select Folios for Guests Departin
251. oom number o Once all relevant guests Groups or Travel agent have an X next to their name click Select to accept o Enter the Amount and Supplement information used to refer to the supplement section For Batch Posting to be used correctly the same transaction code and amount must be posted to every guest receiving the charge It is possible to designate a list of rooms or to post to every member of a group or everyone in house with the same travel agency If the charge should be multiplied by the number of adults and include today s due out guests that information can be indicated as well If the charge should be posted regardless whether the folio is a guest folio or a posting master that can be indicated here Finally if the charge should be posted even if the guest does not have a form of payment that will allow it the No Post flag should be overridden Opera PMS User s Guide 3 0 117 Chapter 4 Cashiering o If the charge being applied is per person make sure to also check the Multiply by Number of Adults checkbox o Select OK to apply charges o Select Yes to see the Posting Details o The new account balance displays for all guests selected The X in the OK column indicates the posting successfully applied to their folios 4 3 3 Cashier Reports When closing out for the day each cashier must balance his or her work before dropping any cash and checks To do so the Cashier Reports shoul
252. ooms field deducts from the property s inventory of this room type provided the Reservation Type acts as Deduct from Inventory RTC Room Type Charged This field will generate the room rate When the Reservations gt Room Type to Charge application parameter is set to Y this field is displayed If the Room Type field and the Room Type Charged RTC fields differ the guest checks into the Room Type room but the system only charges for the RTC room This is the most efficient way to upgrade a guest Room The actual room number the guest will occupy In the reservation this field indicates the pre blocked room the guest occupies In the Arrival screen this field indicates the room that the guest checks into In the In House screen this field indicates the room the guest is occupying Select the down arrow to display the Available Rooms Search screen The screen displays room numbers for the selected room type along with room features floor number reservation status and current housekeeping status associated with each You may search to identify inspected rooms smoking and non smoking rooms and rooms with specific features such as a particular view Rate Code Select the down arrow to open the Rate Query screen Choose a rate code and room type for this reservation For new reservations a default rate code appears here if it is set by the Reservations gt Default Rate Code application parameter When you select a rate code and
253. operly process commissions a complete agency address and IATA number are required If either of these items is missing access the Travel Agent profile for a telephone number to call the agency to complete the profile information Hold Rel places an agency or a commission record on hold Place holds on all commission records for an agency or on a specific guest stay if there are questions about the validity of a commission record To Place a Commission Record on Hold o From the Main Menu select Commissions and Payment Processing o Select By Account o Highlight the correct bank account and select OK o Highlight the commission record to hold and select the button marked Hold o A record on hold displays an X in the column marked H o The amount of money on hold appears in the center of the screen o This commission will not pay with the next check run unless the record releases from hold To Release a Commission Record from Hold o From the Main Menu select Commissions and Payment Processing Opera PMS User s Guide 3 0 175 Chapter 7 Commission Handling o Select By Account o Highlight the correct bank account and select OK o Highlight the commission record to release and select Rel Pay processes and pays commissions If commissions pay by an export the export file creates for the records selected If commissions pay by checks printed on property checks print immediately following proces
254. or changing a reservation with a credit card payment method nor is a credit card number required when checking the guest in GIFT CARD This parameter activates the gift cards functionality An additional IFC Credit Card Type SV which stands for stored value has been added to handle an increasingly popular variation on the credit card payment option gift cards REQUEST CC SWIPE This parameter activates a request to swipe a credit card at Check in and Check out if not previously done VIDEO CHECK OUT This parameter activates the video check out functionality WAKE UP DELAY This parameter determines the amount of time that will elapse before sending a second wake up call to a room that did not acknowledge a first wake up call CC TRACK 2 This parameter activates the ability to store Track2 Data for Credit Cards IFC Settings DEFAULT POSTING ROOM This setting determines the posting master that will receive all buffered charges that cannot be posted on the appropriate rooms This will generally occur if the interfaces have been off for some time and a guest has checked out of a room that has charges waiting to post Any orphaned charges will be sent to the posting master defined here Opera standard is to use PM 9500 Maintaining this standard will make support much more efficient in handling interface questions EXTERNAL TIMEOUT This setting determines the timeout seconds for external interface tasks General set by th
255. or guests not already listed here must be created in the reservation itself Resolve Once the action has been completed the trace is marked resolved indicating that no further action must be taken If a trace has been entered to be tracked for more than one day each day will have to be marked as resolved individually Edit To update information on an existing trace select Edit Any information on the trace can be changed or updated Delete To delete a trace from the database select Delete This is not a recommended manner of resolving traces as all history information about this trace will also be deleted The Delete option is controlled by User Rights To Enter a Trace on a Reservation o From the Reservation Search or In House Guest Search results screen highlight the desired guest and select Options o Select the Traces option o Select on New to add a new Trace o Select the Department to send the trace to by placing an X to the left o If any Trace Texts exist for that department you may highlight the text to send o Any additional instructions or manual trace information should be entered in the Text field o Select Save to save and create another trace select OK to save and close o Note the Trace lamp on the reservation o To Resolve the trace highlight the applicable trace and select Resolve o Resolve All completes all traces and resolves for the entire record o Note the resolved trace with date and time stam
256. ore activities attach to the reservation a message advises you if a change in departure date causes an activity to fall outside of the dates of the stay Nights The number of nights the guest is staying The default is 1 Changing the number in this field automatically changes the departure date Conversely changing the departure date automatically changes the number in this field You may adjust the number by typing or in the field The total number of nights displays next to the number entered Enter 0 zero to reserve a day use room The text Day Use displays next to the 0 entry Adults The number of adult guests in the room for this reservation Opera calculates the room rate based on this number The field defaults to 1 Note Zero may appear here if the reservation is for one or more children who will be staying in their own room unaccompanied by an adult Child The number of minor guests in the room the age for children will vary from hotel to hotel Consult management to find out the official age range for children This field defaults to zero If rates have been configured based on varying ages of the children selecting the arrow to the right of the field will allow the user to see how many children in each age range are expected Select Ellipsis button to see the number of children in each age group e g Child 1 3 years Child 4 12 years Child 13 years No of Rooms The number of rooms required for the guest The fie
257. ored It also determines whether rates for business blocks can be split by occupancy or not When the parameter is set to N room grids entered with only the total number of rooms of each room type and the forecasted revenues are based on single occupancy of all rooms When the parameter is Y room grids will be based on room type and occupancy The number of rooms for each occupancy level must be entered separately This will result in a more accurate forecasting of the number of persons arriving with a group as well as the total revenue in cases where the rooms are priced differently based on the number of people in the room PROFILE CHECK IN ROOMINGLIST This parameter determines whether profiles entered into a rooming list will be checked against existing profiles or not in an effort to minimize duplicate profiles in the database and accurately record history for each guest When parameter is Y the Check Guest Profile selects by default but you may un check it When the box is checked the system automatically looks for a profile for the reservation name you enter If none exists and the system finds no possible duplicate then a prompt asks if you want to create a new profile To inactivate the profile search the user may uncheck the box When this parameter is N the same check box will appear but will be unchecked by default instead If the system does not find a profile match then a new profile is automatically created
258. os were last printed FIXED CHARGES This function activates the ability to use the Fixed Charges option in the reservations screen This function allows the user to preset specific charges to post during the night audit FOLIO ARRANGEMENTS Activates Folio Arrangement Functionality GENERAL CASHIER This function activates the ability to use the General Cashier functionality Used primarily for hotels doing a large amount of cash handling at the front desk and need the ability to add to add or subtract from the cashier s bank during a shift while tracking the cash in hand Opera PMS User s Guide 3 0 229 Chapter 9 Setup PASSERBY This function activates the ability to make payments postings and produce a receipt in the system for a person not necessarily staying in the hotel Passerby folios are used to post and pay charges for simple transactions done at the front desk for non hotel guests PERIOD DEFINITION This function allows a property to setup fiscal periods and years and have key reports give information based on Fiscal and or Calendar periods PERIOD FOLIOS This function activates the ability to generate folios on a periodic basis Weekly Monthly etc PETTY CASH This function activates the ability for the front desk user to perform paid outs and reimbursements to petty cash accounts from the front desk The petty cash fund allows you to pay cash for outside services that are not charged to a particular guest Petty cas
259. ostings made to the folio as well as any changes or adjustments to those charges are displayed Profile Use this function to access the guest profile for update or view information See section 2 5 for complete information regarding guest profiles Reservation The Reservation option displays the complete reservation screen and allows all information to be accessed and updated See Section 2 1 5 for a complete discussion of all the fields on the reservation screen Routing Setting up charge routing can be a great time saver when checking out a guest If charges are routed correctly there are fewer guest complaints at the desk and a much faster check out time Charges can be automatically separated on a guest s folio or can be moved off the guest s folio completely to a posting master or another guest room To Enter Charge Routing Instructions on a Reservation o From the Billing results screen highlight the desired reservation and select Options o Select the Routing o Choose to setup a New routing instruction o To route charges from one room to another select Room Routing indicate whether the instructions apply for the Entire Stay or Other Dates i e partial dates o To route charges to a room select the room number from the Route to Room drop down arrow o Enter the Guest Name or Room Number and press the Tab key to initiate a search o Highlight the desired guest and select OK o Select the drop down arrow next to Transactio
260. ow to the right of Type and Level to select the appropriate Member Type and Level o Highlight the appropriate Membership Type and select OK o Highlight the appropriate Membership Level and select OK o Complete the remaining membership information and select OK to save o Note the newly added Membership record and Close to return to the Individual Profile o Save changes on the Individual Profile by selecting OK Merge If more than one profile for a single guest exists it is possible to merge the profiles together to combine the statistical information and revenues To Merge Profiles o From the Profile Search screen enter search criteria for multiple profiles to merge press the Tab key to initiate the search o Highlight the profile with the correct information to save and select Profile to view details o Select Options in the lower right hand corner o Select Merge o Re enter the search criteria for the duplicate profile press the Tab key to initiate the search o Highlight the duplicate profile click OK to begin the Merge o Review information on the duplicate profile with the original profile select Merge to combine the two o Merge Status will display during the merge process o All guest information will merge including Statistics History Commissions Preferences Credit Cards Relationships Future Reservations and Memberships o Once the Merge is successful select OK to return to the main profile Negotiat
261. parameter allows the hotel to create a block for catering events without holding rooms When using the Sales and Catering module a Catering only box is available to select CONFIRM BOOKING STATUS CHANGE Display confirmation message for booking status change CUTOFF If this parameter is set to N the only way to return rooms to inventory is to use the Wash function and manually return rooms not needed If this parameter is set to Y then the ability to automatically return unused rooms to inventory will be accessible for each block Cutoff by Date will release all unsold rooms in the block on a specified date Cutoff by Days will release unsold rooms in the block one day at a time ELASTIC BLOCK This parameter provides the ability to book additional rooms or room types not included in the block as well as group reservations outside of the block dates When this parameter is set to Y it will be possible to define a block as elastic If the parameter is set to N the elastic checkbox is not available in any block A non elastic block will restrict the hotel from breaking shared reservations after the rooms have been cut off and returned to inventory as the additional guest would then require an another room to be added to the block ENFORCE BLOCK CODE TEMPLATE LENGTH When this parameter is set to Y any block codes entered manually are evaluated against the template and only entries of the same length are valid If
262. pending on the configuration of the hotel s network the confirmation letters may be printed faxed or emailed Also customize for an individual from this option Opera PMS User s Guide 3 0 34 Chapter 2 Reservations To Add and Send a Confirmation Letter o From a completed reservation select Options in the lower right hand corner of the screen o Select Confirmation from the Reservation Options o Highlight the Conf Name to send and select OK o Click on the drop down arrow next to Address Email or Fax to select from available directory information o Highlight the appropriate address to deliver the Confirmation to and select OK o If you need an alternate address email or fax highlight the New Address New Email or New Fax line to initiate the creation of new directory information o Place an X in the field under the preferred delivery method and select Send o Print jobs send to the workstation s designated printer for Confirmations Fax and Email open the appropriate programs for delivery o Note the Successful Status for the printed Confirmation o Select Close to return to Reservation Options then Close to return to the main reservation o An alternate way to initiate the printing of a Confirmation Letter is to check the Confirmation box when creating a new reservation o Once a Confirmation Number is given the Confirmation screen will automatically appear Credit Cards Make changes or updates to the
263. petty cash transaction Currency The code for the type of currency used for this transaction Supplement Any supplemental information such as the reason for the transaction Balance To check the balance in a petty cash account highlight the account on the Petty Cash screen and select Balance 4 3 13 Receipt History Receipts are created in Opera for a number of reasons payment receipts currency or check exchange receipts and paid out receipts are the most common These receipts are generated when the transaction is made but can be reprinted from history as well Opera PMS User s Guide 3 0 130 Chapter 4 Cashiering From To The date the receipt was issued If that date is unknown it is a good idea to delete the current date default and search for all dates Receipt No A receipt number is generated with each transaction This receipt number may or may not be printed on the receipt itself but is generated with the transaction regardless Receipt Type This describes the type of receipt being searched Types of receipts are Check Exchange Payment Receipt or Paid Out Receipt Name The last name of the guest on the transaction First Name The first name of the guest on the transaction Search Use this option to locate the receipt based on the search criteria entered Print Print the receipt to a local printer Preview Display the receipt on screen for viewing 4 3 14 Deposit Cancellation The Deposit Cancellation option is use
264. play the remainder of the numbers mask with X s Expiration Date The expiration date as listed on the credit card CRS Res Number The confirmation number from a central reservation system if applicable Depending on the CRS this number may be auto populated when the reservation originates from a central reservation system Approval Code Once the guest has checked in with a credit card the system will send out for bank approval of funds The approval code returned will be viewable on the reservations screen This field is not editable only viewable Approval Amount The amount of money approved by the bank for this guest s stay Suite With The room number for rooms connected to the room identified in the Room field if applicable Confirmation Select this check box to prepare a Confirmation Letter via fax email or print for a new reservation This box is automatically checked if the Reservations gt Confirmation Letter application parameter is set to Y For new reservations the Confirmation check box on the Reservation screen is editable If the user selects the check box or if it is selected by default via the Reservation gt Confirmation Letter application parameter the Confirmation screen automatically appears for the user to request to send the confirmation letter When a reservation is updated the reservation screen will show a grayed out Confirmation check box either checked if a confirmation letter was requeste
265. post those rates in multiple currencies Configure an exchange rate type posting for each of the currencies OWNER If this function is set to Y then an owner must be entered on every company source and travel agent profile in the system The owner is the person in the hotel who is responsible for that account If this function is set to N the owner field will not be displayed on any profile type Opera PMS User s Guide 3 0 237 Chapter 9 Setup POTENTIAL If this function is set to Y the Potential Functionality is active PROFILE LANGUAGE This function allows the hotel to print folios and messages in the language listed in the guest s profile Use of this feature will require that all folios room types transaction codes messages confirmation letters and any other text must be configured in every language entered in the system RECENT USED RECORDS MENU Switches the menu option on or off for recently used Accounts Contacts Profiles Reservations Events and Business Blocks ROOM CLASS This function will activate the ability to sort report information by room class Room Class reports can be run for Market Code statistics as well as forecast and occupancy figures SUBSCRIPTION MANAGEMENT This function activates a tool for the synchronization of profile information between many databases General Parameters APPLICATION CURTAIN Setting this parameter to Y will display the Opera curtain in full
266. posting parking charges posting valet or bellman charges and so on Notice in the bottom left corner that a running total of charges is displayed This assists if the list that is being entered also has a total at the bottom The totals can then be compared for accuracy Opera PMS User s Guide 3 0 113 Chapter 4 Cashiering Room Name The folio can be located by typing the guest s room number in the Room Name field It can also be located by typing in the first few letters of the guest s last name in the Room Name field Code The transaction code for posting can be located by typing in the number of the code or by typing in the first few letters in the description of the code Opening the arrow to the right of the field and searching through all codes configured in the system can also locate the correct transaction code Description The description attached to the transaction code Amount The amount of money to be charged the guest for the particular transaction Qty The number of charges that should be put on the guest folio For example one charge with a quantity of two could be entered resulting in one line item on the guest s folio with twice the amount of the charge If the quantity was four the one line item would be four times the amount of the charge Window The folio window on which the charge will appear Check No Check Number is used if the POS interface will support check numbers in Opera If an additional charge is
267. ps o Select Close to exit the Traces function Opera PMS User s Guide 3 0 105 Chapter 4 Cashiering 4 Chapter 4 Cashiering The Cashiering menu offers a number of options to work with in house guest folios check out guests and process other cashiering requirements such as check cashing fast posting currency exchange and research 4 1 Billing The billing screen contains all detail on the guest s folio and allows access for editing transferring charges adjustments folio printing and guest check out This screen is the primary billing screen and users should be very familiar and comfortable with it 4 1 1 Button Options In addition to the right click menu there are a number of options displayed on the screen that provide access to additional folio functionality Balance The total amount due from all eight windows of the guest s folio Status The statuses of the reservation whether it is checked in checked out due out or walk in Arrival The arrival date as entered on the reservation Depart The departure date as entered on the reservation Company The name of a company profile attached to the reservation Opera PMS User s Guide 3 0 106 Chapter 4 Cashiering Group The name of a group profile attached to the reservation Rate Code The rate code on the reservation Rate The dollar amount of the rate on the reservation Window Name The name of the person or company responsible for the charges in this fol
268. ption from the Reservations menu Name To locate a specific profile type the first few letters of the guest s last name in this field All profiles that start with those letters will display Opera PMS User s Guide 3 0 64 Chapter 2 Reservations First Name To locate a guest more specifically it may be helpful to enter the guest s first name in this field to narrow the search For instance if the guest s last name is Alexander a large number of profiles may return from a last name search If the guest s name is James Alexander typing in the first name will reduce the total number of profiles returned View By To search for only one particular type of profile select the type under View By City Postal Code This field is available to further locate a specific guest For instance if John Smith is calling a search by First and Last Name may return a large number of profiles Looking for John Smith from Little Rock may reduce the number of profiles returned Mem Type If the guest has a membership number this number is unique and searching by the membership type and number together will return the one guest in the system with that number Member No Used in connection with the Membership Type field a search for this information will return the one guest in the system with this number Keyword Keywords on a profile are available to assist in looking up profiles by acronyms or commonly used names For instance AAA will probably be
269. ption to initiate a new search Details Displays the breakdown for the occupied rooms by reservation type Turnaway The Turnaway function is available for recording turned away business Blocks Access to full block functionality This allows a user to cut off blocks manually if necessary to update availability Zoom Displays details for the highlighted date only Occupancy Availability Detailed information on the availability by room type Opera PMS User s Guide 3 0 188 Chapter 8 Miscellaneous 8 3 6 Room Search F3 The Vacant Room Search screen displays in the reservation screen when searching for a room to pre block on a reservation or at check in This screen is available at any time by using the F3 key Select the information for the search and select search The vacant rooms that qualify all search criteria will appear at the bottom of the screen 8 3 7 House Status Shift F3 When managing rooms from the Front Office or Housekeeping it can be very helpful to have a screen which displays current information on the housekeeping status of rooms availability of rooms arrivals departures and stayovers The House Status screen provides detailed information on the status of each room in the hotel as well as each reservation that will affect the current day s availability Opera PMS User s Guide 3 0 189 Chapter 8 Miscellaneous Room Summary Total Hotel Rooms The total number of rooms in the hotel as validated by th
270. r a previously settled folio This also creates additional search functionality within Opera DEFERRED TAXES For hotels in countries that have VAT setting this option to Y will defer the calculation of the taxes on the guest s bill until the guest checks out This will mean that information folios printed prior to check out will not have the VAT calculated FISCAL FOLIO PRINTING Activating this function sends guest folios directly to a fiscal printer FISCAL PAYMENTS This function activates Fiscal Payments FIX BILL NUMBER PER RESERVATION This parameter assigns a bill number to all four windows of the guest s folio so that a user can pull up all folio window totals in history by this bill number This parameter cannot be activated if the parameter Cashiering gt Fix Bill Number Per Window is set to Y FIX BILL NUMBER PER WINDOW This parameter assigns a separate bill number to each of the four windows on a guest s folio Each window is located in history using a separate bill number This parameter cannot be activated if the parameter Cashiering gt Fix Bill Number Per Reservation is set to Y FOLIO COPY LEGEND When printing multiple folios the associated legend e g Original First Copy Second Copy etc will print on folio Activating this parameter will add approximately 6 8 seconds per copy to the folio generation process FOLIO NO REPRINT If activated does not allow Reprint Split Transfer Adjustments or
271. r an Add On reservation is to create a reservation for the same guest for the future Once the Add On reservation creates the arrival date changes and the reservation is complete To Create an Add On Reservation o From a completed reservation select Options in the lower right hand corner of the screen o From the Reservation Options select Add On o Select Yes to create the Add On o Make any necessary modifications to the new reservation select OK to save changes and receive a new confirmation number o Select OK to the confirmation number message the new reservation window will close Agent Company This option attaches additional profiles to the reservation Travel Agent Company Group or Source profiles can be located and attached using this feature There is no difference on the reservation if the profiles are attached using Agent Company than if they were attached to the main Reservation screen When setting up charge routing access to additional profiles is quicker from this option Alerts Alerts generate messages to appear at various times in the life of the reservation Configure alerts for a pre blocked room to appear every time you access the reservation prior to check in to warn users not to change the room blocked Configure another alert to appear at check in to locate the Front Office Manager for a VIP arrival or to collect a voucher needed at check in Also configure an alert at check out to remind users to collect safe
272. r of Points to record for the Attendant 5 1 6 Task Assignment Opera not only tracks the housekeeping status of every room in house but can be used to create individual lists of rooms for housekeepers to clean every day These lists once created can be kept in history for later research if necessary Housekeeping Task Sheets can be created using a system of maximum credits or can be separated into pre determined sections or floors Opera PMS User s Guide 3 0 149 Chapter 5 Rooms Management Task Date The date to search for Task Assignment sheets By default the page will open to the current date however it is possible to view a Task Assignment sheet from previous days as well Task Code The Task Code defines the final assignment sheets for any day Only one set of Task Assignment Sheets will be kept for a Task Code on any day If the Housekeeping department usually creates more than one set of Assignment Sheets such as one for general cleaning and one for turndown every day and would like to have access to these sheets in history then a task code must be created for every set of assignment sheets to be saved Task Sheet To view a specific task sheet select from the Task Sheet list of values Expanded This button will access the details of the task assignment sheets and will allow the user to move rooms from one housekeeping sheet to another Report Allows previewing or printing the Task Sheet report New Create a new task assignm
273. r of points the guest has remaining Award Code The hotel s code for the specific award Description The long description of the specific award Quantity The number of awards that are being redeemed in this transaction Points Required The number of points required to redeem this particular award Member Last Name The guest s last name First Name The guest s first name Current Balance The current balance of points on the guest s account before the award is granted Opera PMS User s Guide 3 0 206 Chapter 8 Miscellaneous Award Order No The number of the award New Point Balance The number of points on the guest s account after the award has been granted Awards Lookup This option is used to search for previously paid awards for a guest Once the award has been paid and the points subtracted from the total the record may be researched to satisfy guest questions Membership No To locate a specific guest record by membership number use this field Last Name To locate a guest by last name First Name To locate a guest by first name Award Order No To locate a record by awards order number Award Processed Date To view all awards processed on a specific date Confirmation Number To view awards processed for a specific reservation 8 7 Promotions Many hotels offer special seasonal promotions to increase business during slow months To effectively market the promotion it is normally given a name by which th
274. r printing the Housekeeping Discrepancy Report Save Save any changes made to the discrepant room list To Update Discrepant Rooms o From the Main Menu select Rooms Management and Housekeeping o Select Room Discrepancies o Highlight the Discrepant Room to update o Click on the drop down arrow to the right of the Room Status field the HK Status field or the HK Persons Field to change the status 5 1 5 Attendant Points If the Housekeeping Department has an incentive program and are giving prize points for housekeepers the Attendant Points function will help to track points It can also be used for hotels that pay housekeepers based on the number of rooms cleaned In this case each day when a housekeeper finishes the rooms the total number of rooms can be entered in the system and a total can be kept on a weekly bi weekly or monthly basis Opera PMS User s Guide 3 0 148 Chapter 5 Rooms Management Enter the start Date End Date and the list of attendants in the Search Criteria Options Attendant Points Grid Date This is the date for which the room attendant has been rewarded points Attendant ID The code for the selected room attendant Name The proper name of the room attendant Points The number of points for the room attendant that day To assign points to an Attendant o Select New o Enter the Date for which the room attendant is rewarded points o Select the appropriate Attendant ID o Enter the numbe
275. r the locator and the End Date for the locator o Enter the From Time and To Time for the locator o On the right side of the screen highlight the location the guest will be o If more text is needed enter that text in the white space at the bottom of the screen o Select OK when finished Profile The guest s profile is available from this option and may be viewed or updated based on user rights Res This option will display reservation information for the selected guest and will allow the reservation to be edited based on user rights Trace Traces placed on a guest reservation print on daily trace reports for hotel management They are an excellent way to automatically communicate between departments to handle special guest requests or instructions Traces can be used to communicate the need for direct bill authorization transportation to or from the airport VIP amenities or room features or special housekeeping touches To Enter a Trace on a Reservation o From the Operator Screen o Select Trace o Select New to add a new Trace o Select the Department to send the trace to by placing an X to the left o If any Trace Texts exist for that department you may highlight the text to send o Enter any additional instructions or manual trace information in the white Text field o Select Save to save and create another trace select OK to save and close o Note the Trace lamp on the reservation o To Resolve the trac
276. rack business recommended by Convention and Visitors Bureaus or employees Opera PMS User s Guide 3 0 76 Chapter 2 Reservations Account The name of the source as it will appear on registration cards folios confirmation letters and reports It is important throughout the program and especially in the profile to enter the information exactly as it should appear on printed documents with proper capital and small letters As this field will be used throughout the program to locate the source it is very important that it is also spelled correctly Notice that the Account label is in bold text This indicates that the system requires an entry in this field to save this profile Address The street address of the source An address may be entered directly in this field and will become the source s primary address It is possible to enter additional addresses by opening the arrow to the right of this field City The city for the source s primary address Postal Cd Ext The Zip Code and 4 digit extension for the source s primary address Country State The country and state for the source s primary address The postal code and country in combination will default the state Owner The owner indicates the property staff member usually a Sales Manager who is operationally responsible or credited with the rooms revenue for the group account Territory The hotel s Sales Territories can be entered here This will help in reporting
277. rate even though it is overbooked Query Options Average Rate Display single night rates This is the default Total Rates If the guest is staying more than one night display total rates for the number of nights the guest is staying For example if the 1 night rate is 250 and the guest is staying 3 nights the rate shown is 750 Best Available Select this check box to include the Best Available Rates in the display The property determines up to 25 rate codes to take into consideration when calculating the best available rate for a reservation Available when the Rates gt Best Available Rates application function is set to Y Negotiated Display negotiated rates attached to the profile of the individual guest company travel agent group or source If the profile has one or more negotiated rates attached and the rates apply to the arrival date of the reservation this check box checks by default and the display shows only the negotiated rates To show other rates uncheck this check box Use the Neg Rates option in Profile options to attach a negotiated rate to a profile Promotions Selecting this radio button displays all rates that are available for hotel or corporate promotions Day Use Selecting this radio button displays all rates configured for day use arrival and departure on the same day Rate codes may be configured as Day Use when they are set up System Configuration gt Rate Codes gt Rate Closed Select thi
278. rates for the organization display when you perform a rate query for this reservation Opera PMS User s Guide 3 0 23 Chapter 2 Reservations Member No The unique identifying frequent flyer or loyalty club membership number Member Lvl The level of membership the guest has reached The membership information configured by each hotel and may vary from property to property Agent Select the down arrow to display travel agent profiles in the Profile Search screen Choose the travel agent that is associated with this reservation Some properties pay a commission to travel agents based on the reservations they generate In addition by selecting the travel agent here you ensure that any negotiated rates for the travel agent display when performing a rate query for this reservation Company Select the down arrow to display company profiles in the Profile Search screen Choose the company that is associated with this reservation By selecting the company here you ensure that any negotiated rates for the company display when you performing a rate query for this reservation Group Select the down arrow to display group profiles in the Profile Search screen Choose the group associated with this reservation Source When the Profiles gt Source application function is set to Y select the down arrow to display source profiles in the Profile Search screen Choose the source associated with this reservation By selecting the source h
279. ration supports it both the local currency and the guest s home currency will print on the folio This also assumes that an exchange rate exists for the guest s home currency Mail Action If the hotel sends out mailing information the mailing actions may be setup to put a guest on a particular mailing list such as Christmas Card list or Travel Agent Promotional mailings Mailing List This check box indicates whether a guest would like to be on a mailing list or not If the box is marked N the guest will not be on any mailing list from the hotel Keyword If the Account has a familiar name or acronym enter that information in the keyword field so that it is available to locate the profile from the search screen Date of Birth Some hotels keep this information for mailing birthday cards Passport If the hotel must register a passport number either by hotel policy or country requirement enter it in this field Communications Enter Telephone Numbers Web Sites Mobile Phone Numbers and Email Addresses here If the hotel has a fax interface entering a fax number here will allow the faxing Opera PMS User s Guide 3 0 67 Chapter 2 Reservations of confirmation letters or A R statements If the hotel has an email interface entering an email address here will allow emailing of confirmation letters directly from Opera Active Selecting this option will activate or deactivate a profile Contact If this guest is a contact for a group
280. rchable by either number Those hotels with a CRS will generally send a cancellation to the reservation that is not primary o Note the two profile names on the reservation and their Share Amt paying full rate for one room o To indicate the primary guest as paying full rate on the reservation and the share with paying zero highlight the paying guest and select Entire o Note that the second guest name is now a zero rate and the primary guest is paying full rate o To resume the status of both guests paying full rate select Full o To evenly split the rate between all guests select Split o Note the Share Amt evenly split between both guests To Break a Shared Reservation o From the Reservation Search results screen highlight one of the sharing reservations and click on the Share lamp in the lower left hand corner o Select Break Shr to separate the reservations o Select OK to check the turndown status This is a reminder that if a turndown request exists on a share room reservation it is best to address the separate reservations at this point for that feature o Note the primary reservation is no longer sharing with any guest o Select OK to save changes o The second reservation is now with a reservation status with an individual room of its own and a unique Opera confirmation number For hotels with a CRS a new confirmation number generates for the second reservation Traces Traces placed on a guest reservation print on
281. re such as a balcony or a Jacuzzi enter in this field to filter out rooms that do not contain the requested feature Rate Code To search for only one specific rate code enter that code in this field Packages To locate rates which may include a particular package option such as breakfast or parking select this option Promotions To search for rates that are available for hotel or corporate promotions the name of the promotion will generate a search for attached rate codes Incl Non Deduct Check the box include non deduct rooms in room counts shown on the Rate Query Details screen Opera PMS User s Guide 3 0 19 Chapter 2 Reservations Enter all query information and select OK to proceed to the Rate Query Details The grid displays the rates for each rate code room type combination Rates given are for the dates of the stay and number of persons selected in the Rate Query screen You may control the display by using the Query search criteria Rate Codes appear on the left Room Types appear across the top of the grid To locate the rate for a particular room type select the room type then the rate code The Rate is at the intersection of the Rate Code and Room Type just follow the associated column and row Screen Conventions Include Overbooking The figures shown in this row indicate the number of actual rooms in the hotel PLUS the number of rooms in each room type that have been approved by management for overbooking
282. re reservations still display in Options but not Profile Search ALLOW DUPLICATE IATA Activating this parameter allows merging duplicate IATA numbers for Travel Agent and Source profiles AUTO GENERATE CLIENT ID Activate this parameter to generate unique ID numbers for Individual profiles IATA YN Activate this parameter to validate IATA numbers entered in the Travel Agent or Source profiles Profiles Settings ADDRESS TYPE TO COPY FROM ACCOUNT TO CONTACT When creating a contact for a company this setting determines the address type that will default to the contact profile Generally a contact profile carries the business address as the primary address COMPANY ADDRESS TYPE This setting determines the default address type used to create the primary address for a company profile The company profile is generally defaulted to a business address COMPANY PHONE TYPE This setting determines the default telephone type used to create the primary telephone number for a company profile The company profile is generally defaulted to a business telephone number DEFAULT MEMBERSHIP TYPE This setting determines the default membership type that will populate profile search fields If this setting is left blank the user must enter a membership type each time to locate a specific guest by member number If it is populated it will automatically appear in the field each time and may be changed EMPLOYEE DEFAULT PHONE TYPE This setting determines
283. re that there is availability for all needed rooms Name If the guest has stayed at the hotel in the past and has a profile on record entering the guest name here can speed the reservation process Block If the guest will be arriving as a group member this field will be necessary to locate the specific group for an availability check on the group allotment rather than on the house inventory Member Type If the guest is a member of a frequent flyer program or has a hotel loyalty program number in their profile this field helps to locate the guest quickly Opera PMS User s Guide 3 0 18 Chapter 2 Reservations Member No The member number is unique and use of this field locates the profile immediately if the guest previously stayed at the hotel Company If the guest is traveling for business use of this field may help to locate the company s negotiated rates CORP No The corporate number is a unique identifying number for company profiles and can help to locate the right company profile quickly Agent If a travel agent is making the booking attaching the correct agent profile during the availability check may help to locate negotiated rates and will set the reservation for commission processing IATA No Since the IATA number is unique using this field to search will locate the exact travel agent more quickly Source Source profiles are useful for a number of reasons in a hotel Searching for a specific source pro
284. red on a folio window to send invoices to Accounts Receivable If this parameter is set to N it is possible to send invoices to Accounts Receivable without the A R number In that case an A R account must be created but the A R Opera PMS User s Guide 3 0 221 Chapter 9 Setup number is not mandatory This will result in a number of A R accounts that have no A R number The user may locate them by the Account Name instead AR USE DEBIT CREDIT This parameter enables the A R statement to always print all charges both debit and credit This option will automatically default the statement to print zero balances in batch printing BALANCE FORWARD DATE When printing statements all invoices on the statement prior to the date of the last printing will appear as a one line balance forward and all new invoices will print in detail If the hotel is in the habit of regularly printing copies of the statement for internal use this parameter may be in conflict with business practices CHECK INVOICES In the A R account if an invoice is checked marked with an X for any reason that check mark will remain on the invoice until unchecked by the user If this parameter is set to N the invoice will automatically be unchecked as soon as the user returns to the account screen CLOSE INVOICE If this option is set to Y once an invoice is closed there will be no further adjustments postings or transfers allowed This parameter is m
285. redit card settlements Name Type or part of the guest name Folio No The Folio number of the guest to search for Room The room number of the guest to search for Opera PMS User s Guide 3 0 140 Chapter 4 Cashiering Credit Card Settlement Grid X This column is used to select a credit card payment record for the settlement Name The name of the guest Room The room number of the guest Folio No The number of the folio which has the credit card number recorded Window The folio window number which has the credit card attached to Credit Card The number of the credit card used for the payment Expiration The expiration date of the credit card Approval The approval code received from the credit card company Amount The amount to be settled A negative amount means there is a credit to the guest Transaction Date The date on which the transaction took place Total Amount on Hold The total amount of the credit card payment transaction not to be settled This information is view only Total Amount to be Settled The total amount of the credit card transaction to be settled Edit a Credit Card Highlight the reservation and select Edit to modify details of a credit card Credit Card The credit card number for the highlighted transaction This information is view only Expiration The expiration date for this credit card Approval Code The approval code given by the credit card company for the transaction covered by this payment A
286. register the currency exchange with the cashier s bank This function is only a calculator to display currency exchange information To complete an exchange and register it on a cashier s totals the currency exchange feature must be used 4 3 7 Currency Exchange To register a foreign currency exchange as part of the cashier s totals the Currency Exchange feature must be used Any currency exchanged using this function is exchanged at the rate set up for Exchange in the Exchange Rate Setup function Opera PMS User s Guide 3 0 122 Chapter 4 Cashiering Room No Most hotels exchange currency only for registered guests the room number may be a required field based on the hotels procedures Name The name of the guest exchanging currency Currency The type of foreign currency being exchanged to local currency Exchange Code Allows the user to select the exchange rate to use Amount The amount of foreign currency being exchanged to local Supplement Any additional text required by hotel policy To Process a Foreign Currency Exchange o From the Cashiering menu go to Cashiering Functions and select Currency Exchange from the sub menu o Next enter your Password at the Cashier Login screen o Select from the drop down arrow next to Room No or Name to select the in house guest exchanging foreign currency o Highlight the appropriate guest and click Select o Select from the drop down arrow next to Currency Code to select fr
287. reservations listed Arrivals Actual Reservations with the current date as an arrival date that are checked in Use the arrow to the left of the field to view or update the reservations listed Extended Stays Reservations checked into the hotel that extended the number of days on the reservation after check in Use the arrow to the left of the field to view or update the reservations listed Early Departures Reservations checked into the hotel that decreased the number of days on the reservation after check in Use the arrow to the left of the field to view or update the reservations listed Day Use Rooms Reservations scheduled to both arrive and depart on the current date These rooms are zero night rooms Use the arrow to the left of the field to view or update the reservations listed Walk Ins Reservations made using the Walk In function These guests arrived at the hotel without previous reservations and checked in to the hotel using the Walk In button Use the arrow to the left of the field to view or update the reservations listed Complimentary and House Use Complimentary Arrivals The number of rooms persons VIPs associated with reservations having a status of Due In or Checked In with a rate code marked as Complimentary Stayovers The number of rooms persons VIPs associated with reservations having a status of Checked In with a rate code marked as Complimentary Departures The number of rooms persons VIPs associated with reservations hav
288. rge Routing Instructions on a Reservation Opera PMS User s Guide 3 0 38 Chapter 2 Reservations o From the Reservation Search results screen highlight the desired reservation and select Options o Select Routing o Select to setup a new routing instruction o To route charges from one room to another select Room Routing indicate whether the instructions apply for the Entire Stay or Other Dates i e partial dates o Click on the drop down arrow to select the Route to Room to route charges to o Select the transaction codes to route by marking them with an X and choose Select o Once the transaction code selected appears at the bottom of the screen select OK to save o To save the Routing Instructions select OK o Note the newly created Routing Instructions for this guest o Select Close to return to the reservation and be sure to save changes before exiting o To set up routing of charges from one folio window to another select the Window Routing option and dates o Enter the Guest Name or Room Number and press the Tab key to initiate a search o Highlight the desired guest and select OK o Select the transaction codes to route by marking them with an X and click Select o Once the transaction code selected appears at the bottom of the screen select OK to save o Select the Window No in which the routed charges should appear o To route charges to another profile name i e a Company Profile select t
289. rges will print In the case of expected down time printing folios for all guests will help the desk cope with a manual system Opera PMS User s Guide 3 0 116 Chapter 4 Cashiering 4 3 2 Batch Postings As part of contractual agreements it can be common for hotels to negotiate a common charge to be posted to a large number of guest folios One example can be a group that contracts a per person gratuity for baggage handling Rather than posting this charge to each individual folio or even posting this to a large group by fast posting Batch Posting can be used as long as the charge is the same amount for everyone receiving it To Enter Batch Postings o From the Cashiering menu go to Cashier Functions and select Batch Postings o Next enter your Password at the Cashier Login screen o Enter the Trn Code or select from the drop down arrow next to Trn Code to search for possible options o To search by description type the first few letters to the right of the sign and select Find to activate the search o The results of any codes containing that combination of letters displays Highlight the appropriate Code and select OK o Enter the amount o Select from the drop down arrow next to Rooms to select the guests who should have this charge posted to their account o Search for guests using any of the fields in the yellow box in the bottom left corner of the screen o Select them by placing an X next to their r
290. riod of the guest s stay For example assume the rate for the Friday through Sunday period is 150 while the rate for the period Monday through Thursday is 350 If the guest is staying for 5 nights the Rate field highlights in yellow Select ellipsis and choose Multiple Rate Codes to check the rates that will apply during the guest s stay Packages Select the down arrow to display the Packages screen This screen lists any packages associated with the reservation either attributable to the rate code that has been selected or added separately to the reservation When a package is part of the rate code the package price may be exclusive or inclusive Exclusive packages are not included in the rate When an exclusive package is associated with the reservation a separate amount appears under the Rate field showing the combined rate plus packages price In addition the package code Opera PMS User s Guide 3 0 26 Chapter 2 Reservations displays in the Packages field and inclusive packages are those included in the rate You may use the Packages screen to change whether a package is inclusive or exclusive Block Code If the guest is a member of a group the block code is the linking information for this reservation to the group From this screen you may search for the block from the list of room types available for each night of the block you may then select the room type for the reservation Use the down arrow to display the Block Search
291. room type from the Rate Query screen the room type populates the Room Type filed the rate code populates the Rate Code field and the rate populates the Rate field Whether a deposit is required or a cancellation penalty applies may be determined by the reservation type and or rate code Fixed Rate If a change occurs on the rate but not to the rate code it is necessary to use this Fixed Rate feature to keep the rate from returning to its configured amount whenever accessing this screen When the Reservations gt Fixed Rate application function is set to Y this field is displayed and fixed rate functionality is enabled Note For multiple night stays you may set a fixed rate for one or more individual nights by selecting the ellipsis button next to the Rate field in order to display the Multiple Rate Codes screen Edit the rate amount for those dates on which you desire to set a fixed rate Rate The dollar amount charged for the Room Type requested or Room to Charge if an upgrade occurs The currency code to the left of the field shows the currency in which the rate displays The rate automatically populates when you select a rate code and room type You may select values for the Rate Code and Room Type fields individually or you may select a rate from the Rate Query screen in which case the Room Type Rate Code and Rate are populated The Rate field highlights in yellow when the selected rate code involves a rate change during the pe
292. rvations enter your filter criteria and select the Search button Name Enter all or the first part of the guest s last name First Name Enter all or the first part of the guest s first name Room Type Select the down arrow to choose a room type Opera PMS User s Guide 3 0 95 Chapter 3 Front Desk Room Select the down arrow to choose the room number Search Results Grid The following fields are available for each reservation in the queue Select a column header to re sort the queue by that field Priority number Q Time Hours and minutes the reservation has been in queue Room Room number if assigned Room Type Room type assigned to the reservation FO Status If a room is assigned to the reservation the front office status of the room e g Vacant Occupied Room Status If a room is assigned to the reservation the housekeeping room status e g Dirty Pick Up Clean Name Guest s name VIP Guest s VIP status Function Buttons Check In Check in the highlighted reservation The payment screen appears Priority Manually change the queue position of the highlighted reservation Resv Displays the reservation screen for the highlighted reservation Details Displays the Rooms Edit screen for the guest s room Available when a room number is assigned to the guest Statistics Displays a detailed view of the current reservations in queue Report Prepare the Queue Reservations report Queue Reservations Statisti
293. rvice details to additional rooms New To create a new out of order or out of service record select New Edit To update out of order or out of service information on a particular room select this option Delete To delete an out of order or out of service record select Delete The room will be returned to house inventory To Place a Room Out of Order Out of Service o From the Main Menu select Rooms Management o Select Out of Order Out of Service o Select New to place a room Out of Order or Out of Service Opera PMS User s Guide 3 0 153 Chapter 5 Rooms Management o Enter the room number in the Room List field or enter a range of rooms in the fields marked From Room and To Room o Select the date range this room will be Out of Order or Out of Service in the From Date and Through Date fields o Select either Out of Order or Out of Service in the Status field o In the Return Status field select the Housekeeping status for the room when it returns to availability o Enter the Reason the room is Out of Order or Out of Service o Type in any additional Remarks about the status of the room and select OK 5 3 Room History Room History can help to locate the owner of a lost and found item To see which guests have occupied a room in the past few weeks select Rooms Management and Room History Search Use the departure date and room number to locate the guests that have occupied a room since the date entered The default d
294. s created automatically based on the group name unless a specific group profile is attached This setting determines the prompt to associate a profile to a business block if one has not been attached o If the setting is set to N for None the system will not remind the user to attach profiles to a business block o If the setting is P for Prompt User a message will appear stating that no profiles are attached to the block header but will allow the user to save the block without a company source or agent profile attached o If the setting is R for Required then at least one company source or agent profile must be attached to the group block to save the block header ROOMING LIST AUTOMATIC NAME When a rooming list is automatically generated for a business block this setting controls whether the new reservation profiles use the Group Profile Name or the Block Names In either case new reservations created through the rooming list use new profiles ROOMINGLIST RESERVATION METHODS This setting determines which Reservation Methods allow the entry of the Rooming List Due Date A user may select multiple reservation types When left blank the rooming list due date is not available in any blocks TOUR SERIES HANDLING This setting determines if tour series should be performed as a simple copy or as sub bookings NUMBER OF ROOMS PER DIARY PAGE Determines the number of rooms to be displayed per diary page at a time 9 2 3 Cashi
295. s folio details Edit displays invoice details for editing and viewing 6 5 AR Mailings The Accounting Department regularly sends out mailings in the form of bulk Statements and Reminder Letters 6 5 1 Batch Statements Batch Statements send out to all active accounts on a schedule depending on hotel needs Some send out statements on a weekly basis some on a monthly basis In any case the Batch Statements function makes it easy to organize all invoices with unpaid balances that need statements delivered Opera PMS User s Guide 3 0 168 Chapter 6 Accounts Receivable Search The key to printing batch statements is to organize the statements sent together Use any of the search options provided to narrow the number of statements printed Most hotels will not mail out a statement if the minimum balance is less than a dollar or less than the price of a stamp If bulk mailing is used sorting the mailing by country and postal code helps when sending the statements out from the Post Office In the Promotional Text field a free text appears on the bottom of each statement Balance Forward From lists invoices balanced forward to the AR ledger after a specified date Balance Forward To lists invoices balanced for to the AR ledger up to a specified date Last Posted From only displays invoices that posted on the account from a specified date Last Posted To only displays invoices that posted on the account up to a specified date Prin
296. s function in addition to the full business block function or as an alternative to the Full Business Block SET BLOCK PICKUP RESTRICTIONS This option allows setting Pickup Restrictions at the Block Level When this function is set to Y the Business Block Restrictions screen is available Date restrictions can be set but must be within the booking dates no matter if the block reservation is elastic or non elastic TOUR SERIES The tour series option helps to duplicate a particular block reservation which recurs on a regular basis Tour Series would be used in scenarios such as having a contract with a travel agency to book rooms for a tour series where the group will need thirty rooms from Monday through Wednesday every two weeks for the entire year Block Parameters ALIAS This function allows the entry of a booking name alias for Business Blocks When this parameter function is set to Y the user may enter an alias name for any block The alias name may be used instead of the Business Block name when searching for a business block This is helpful in cases where callers trying to book a group reservation may be referring to the same group different names AUTO ASSIGN SUB BLOCK CODES When this parameter is N the Tour Series option will be removed Instead users would use the Custom Tour Series where the users manually assign the block codes Set this parameter to Y to automatically generate the sub business block codes
297. s may be entered directly in this field and will become the contact s primary address It is possible to enter additional addresses by opening the arrow to the right of this field City The city for the contact s primary address Postal Cd Ext The Zip Code and 4 digit extension for the contact s primary address Country State The country and state for the contact s primary address The postal code and country in combination will default the state Owner The owner indicates the property staff member usually a Sales Manager who is operationally responsible or credited with the rooms revenue for the group account Territory The hotel s Sales Territories can be entered here This will help in reporting productivity by territory A R Number If this contact has been approved for direct bill an A R number will be given to the profile That number is displayed but not changed in this field Birth Date The contact s birthday possibly used to send birthday cards Communications Telephone Numbers Web Sites Mobile Phone Numbers Email Addresses can all be entered here If the hotel has a fax interface entering a fax number here will allow confirmation letters or A R statements to be faxed directly If the hotel has an email interface entering an email address here will allow confirmation letters to be emailed directly from Opera To Create a Contact Profile o From the Main Menu select Reservations then select Profiles o S
298. s radio button to display currently closed rates Rate Query Details Buttons Hurdle When Opera interfaces with a yield management system certain rates may not meet the specified hurdle rate for the dates of the reservation queried Those rates are unavailable and Opera indicates this by the letter H on the Rate Query Details grid If your user permissions include OVERRIDE RATECODE the Hurdle button will be active Highlight the H and select this button to see and optionally select the rate Item Inventory Use the Item Inventory screen to manage inventory items attached to a reservation Wait List Record a waitlisted reservation when the desired rate is not available and notify the prospective guest if the rate becomes available When you select this button the Waitlist screen appears You can also access the Waitlist screen by selecting Waitlist from Reservation Options Rate Info View more information concerning the cost components of this rate including room cost taxes and charges for associated package elements Analyze Rate Restrictions placed on the rate code or room type Rate restrictions include rates closed completely or closed to arrival They may also include rates that have a minimum length of stay or a maximum length of stay This screen shows availability of the selected rate code for the next ten days into the future Long Info Additional information regarding the rate code configurable by the hotel Generally
299. s to the main screen of the Property Management System Steps to Log In o Double click Opera on the desktop o When the Web Page opens click on PMS to open Opera o Enter your user name as assigned by your administrator o Enter your password as assigned by your administrator o Select Login to initiate the login process verifying your user name password and property login Or o Select Exit Button to close the screen and leave the Opera application Opera PMS User s Guide 3 0 7 Chapter 1 Getting Started 1 3 Using Opera Windows Once in the Opera application it is easy to navigate through the screens Opera PMS User s Guide 3 0 8 Chapter 1 Getting Started 1 4 Using Opera Keyboard Commands It s possible to navigate through Opera primarily using keyboard commands To selection a button using the keyboard hold down the Alt key and press the underlined letter on the corresponding button that you wish to select In any screen selecting OK will both save and close the active screen Save will save any work done but keep the active screen open and Close will close out of the screen with the option not to save changes Opera PMS User s Guide 3 0 9 Chapter 1 Getting Started 1 5 Using Help 1 5 1 To Use Help To access the help screens select the Menu Option for Help from the top of the screen Opera PMS User s Guide 3 0 10 Chapter 1 Getting Started You may also press the F1 key on the
300. save changes once returned to the main profile screen o Note the results of a Restriction when attaching a profile to a reservation Contact If an individual profile creates as a contact a second profile generates as a contact type This tab will access the contact profile information which may be different from the individual information 2 5 2 Company Profiles Company profiles attach to reservations to track the amount of business in revenue and room nights a company is producing for the hotel This information can help in negotiating rates and contracts every year A company profile also attaches if your accounting department approves the company for direct billing and an A R number exists on the profile Finally a company profiles with negotiated rates attach to rate queries for reservations to only view the negotiated rate for that company Opera PMS User s Guide 3 0 72 Chapter 2 Reservations Account The name of the company as it will appear on registration cards folios confirmation letters and reports It is important throughout the program and especially in the profile to enter the information exactly as it should appear on printed documents with proper capital and small letters Since we use this field throughout the program to locate the company it is very important that you correctly spell entries in the field Notice that the Account label is in bold text This indicates that the system requires an entry in this field to
301. ser may easily log in and begin working in Opera 8 3 17 IFC Menu Shift F8 The interface sub menu displays all other systems that are linked to Opera Again each interface performs different functions The options that are displayed for each interface will vary depending on its capabilities This is information that is generally very property specific Ask your manager to instruct you in the use of this function Opera PMS User s Guide 3 0 201 Chapter 8 Miscellaneous 8 3 18 Maximum Availability CTRL F8 The Maximum Availability screen will display the maximum number of rooms available in each room type over a range of dates If a reservation or group is looking for multiple rooms over 3 nights the maximum number of king rooms may be found on the second night and the maximum number of doubles on the third This screen will display the nights with the maximum number of rooms available per room type for the range of dates requested Opera PMS User s Guide 3 0 202 Chapter 8 Miscellaneous 8 3 19 DIARY SHIFT F9 This function can be used to view availability for function spaces and for PMS sleeping rooms that have been configured with the Can Be Meeting Room option selected in room type setup 8 4 Change Password Passwords should be guarded and not given out for any reason as all activity happening on a user login is traced back through the User Name and Password Some hotels will set the system to expire passwords auto
302. servation or a hotel can choose to pre set confirmation letters for batch printing later In this section we will explain the batch confirmation function The default view for this screen is to see all reservations not yet checked in To see only those reservations with confirmation letters pending it s important to check the box in the center of the screen marked Pending Only This will display all confirmation letters that have been marked for batch sending Print All To select all confirmations letters that have been pre set to print select this option and all printed confirmation letters will be marked to send Once they are marked select the Send button and all confirmation letters will print Print None To unselect all confirmation letters for print select this button All selected printed confirmation letters will be unmarked Fax All To select all confirmation letters that have been pre set to be faxed select this option and all fax confirmation letters will be marked to send Once they are marked select the Send button and all confirmation letters will be faxed to the attached fax number A working fax interface is required for this to work Fax None To unselect all confirmation letters for fax select this button All selected fax confirmation letters will be unmarked Email All To select all confirmation letters that have been pre set to be emailed select this option and all email confirmation letters will be marked to send
303. shed back to inventory or cut off o Contract Grid This grid does not affect availability and is to enter the precise number of rooms per room type designated on the contract This grid is for a comparison to pickup and released grids for reporting purposes o 1 Person Rate This grid displays the rates for 1 person for each room type for each day o 2 Person Rate This grid displays the rates for 2 persons for each room type for each day o 3 Person Rate This grid displays the rates for 3 persons for each room type for each day o 4 Person Rate This grid displays the rates for 4 persons for each room type for each day Opera PMS User s Guide 3 0 56 Chapter 2 Reservations Wash This option allows the user to release rooms by a set number or by a percentage back to house inventory To Wash Rooms From a Business Block o From the Reservations menu go to Blocks and select Business Block o Search for the Business Block and highlight block name select Edit o Select Wash to decrease block inventory o Verify the Date Range or days of week to decrease inventory o Select to wash rooms By Value or By Percentage and enter the value or percentage of rooms to decrease o Select the Room Types to wash The only choices available are Room Types that have more than 0 rooms blocked o Select OK to accept o Select Yes to decrease block inventory o The newly washed inventory displays in the grid Range This option is for alloc
304. shiering o Opera calculates any Shift Drop Over Short or Due Back based on the Cashier s Opening Balance o Verify the amount of cash checks being placed in the envelope is accurate o If the Cash Drop amount is correct select Yes o If the amount displayed is not correct select No and then select Back to correct the mistaken postings before closing your cashier o Select Yes to print Cashier Reports o Select OK and the Cashier is now closed 4 5 Passerby Posting charges to a guest s folio is a very easy matter but if a non guest would like to purchase an item or service at the front desk it can be a lengthy matter to check in a posting master post a charge and settle the bill For this reason the Passerby function exists to handle this situation With the passerby function Opera essentially becomes a cash register to process a posting and a payment without going through all the steps of creating a reservation and checking in a guest Name Attach a profile for the guest making the transaction Many hotels create a profile called Passerby or Non Guest to track this type of revenue Market Code The market code in which the revenue is registered Again many hotels set up a market code for processing these transactions or lump them together in a House Account market code Opera PMS User s Guide 3 0 137 Chapter 4 Cashiering Source Code The source of business If this is a group guest it
305. sing To Pay Commissions by Export o From the Main Menu select Commissions and Payment Processing o Select By Account o Highlight the correct bank account and select OK o Once all records are ready to be paid select Pay o Select a Departure Date Range if required If the date fields are blank all released commission records process for payment o Answer Yes to pay o Answer Yes to print the Pre Payment report if required o Answer Yes if the Pre Payment report should include held commission records To Pay Commissions by Check o From the Main Menu select Commissions and Payment Processing o Select By Account o Highlight the correct bank account and select OK o Once all records are ready for payment select Pay o Select a Departure Date Range if required If the date fields are blank all released commission records process for payment o Answer Yes to pay o Answer Yes to print the Pre Payment report if required Be sure that the checks are not in the printer o Answer Yes if the Pre Payment report should include held commission records o Select OK to continue or change the check number to match the checks in the printer o Replace the checks in the printer with plain paper and answer Yes to print the Check Summary Report o All commission records print on checks for the Travel Agents Edit Edits commission payment details Options This feature applies only to in
306. so true in a multi property environment where users may accidentally make a reservation in the wrong hotel if not clearly indicated Opera PMS User s Guide 3 0 238 Chapter 9 Setup CURTAIN STYLE This setting determines the curtain style the hotel prefers to display for users The available background curtains reflect various product uses This style then displays over the curtain color selected in the application setting CURTAIN COLOR CUSTOMIZABLE REPORTS This setting defines the location of the customizable reports files It is not a good idea to change this location after it has been set DATA EXTRACTION FORMAT Set the default format for data extraction files The default value is CSV 1 DECOMPRESSION UTILITY Unzip program name to UNZIP the files For AIX the command for ZIP and UNZIP are identical This should be set to pkzip25 DEFAULT REGISTRATION CARD If the hotel has created more than one registration card this setting defines the one that will print automatically by default at check in or when printing batch registration cards NUMBER OF GRACE LOGINS This setting defines the number of grace logins so that the user has several chances to change the password before it expires A message displays each time the user logs in telling them how many more times they may log in before the password will expire ORACLE LISTENER PORT Only a DBA or qualified technical support agent may change this setting POLICE INTERFACE TIMER
307. sons Rate Lookup Shows full rate code information including rate splitting for any particular rate code room type or room number Package Elements This option displays all available packages Rate Availability Grid Shows the availability of all rate codes given in a month Item inventory Shows the quantity of each item in inventory green background and the quantity available white background for any given date 8 3 12 Quick Book Shift F7 To create a new Quick Business Block from the Quick Business Block Search screen select the New button to display the Quick Business Block screen To edit an existing business block highlight your choice and select the Edit button See section 2 4 2 8 3 13 New Reservation F7 When creating a new reservation it is common to check both rate and room availability before reserving a room for a guest To create a new reservation press F7 and the system will follow the flow defined in the Application Setting Reservation gt Reservation Flow See section 2 1 1 Opera PMS User s Guide 3 0 197 Chapter 8 Miscellaneous 8 3 14 Telephone Book Shift F7 The telephone book function allows the hotel to entered frequently used telephone numbers that will be accessible to all Opera users Many hotels use this feature to enter administrative telephone extensions taxi cab numbers local restaurants or points of interest and any other business or service that may be called by the hotel frequently for guests
308. splay the information desired The default view for reports will be to see all reports in the system when opening the screen but this can be a very long list to look through Select a Report Group to view only those reports associated Opera PMS User s Guide 3 0 181 Chapter 8 Miscellaneous Search To locate a specific report it is easiest to separate out the reports by category If an arrivals report is needed select the Report Group Arrival and a much shorter list of reports will display To locate a specific report type either the Report Name or REP name file name in the Report field and select search This will generate a search for the report If the name of the report or file is not completely known type a in the field followed by a partial report name This will generate a list of reports with that information contained somewhere in the report name To search only by report name or REP name check the appropriate box below the Report field before selecting the Search button Preview Many times report information can be viewed on screen without printing out a long list of information To view a report on screen select the button for Preview In most hotels this will open the report using Adobe Acrobat From preview print the report using Adobe Acrobat or view and close without printing Print If a printed report is needed selecting the Print button will allow the user to view and change the filter screen as ne
309. statuses Reservation Section The smart buttons change to provide the access to features needed based on the status of the reservation Profile Section Allows the user to edit or add guest profiles directly from the dashboard Additional Information Red lamp buttons such as Share Comments Preference Profile Notes and many more display in this section for any options that apply to the current reservation that is highlighted selected in the search section Cashiering section To view the billing section of the reservation that applies to the current reservation that is highlighted selected in the search section This option can be used to see the current balance routing codes payment methods and to perform convenient check outs Opera PMS User s Guide 3 0 196 Chapter 8 Miscellaneous 8 3 11 Rate Information F5 This quick key will begin the reservation process from the Rate Query screen Press the F5 key to access the package element setup as well as the rate availability screens User rights control both of these screens to ensure only qualified users access this information The Rate Query screen locates the rate and room type required to make a guest reservation Rates by Room Number Type Shows full rate code information including rate splitting for any particular rate code room type or room number Rate Query Displays at a glance which rates are available for each room type on any given arrival date and number of per
310. sy access to information on a variety of hotel statistics and current information Quick keys are available from the Miscellaneous menu but are also easily accessible from any screen in the application by using a combination of function keys Ctrl and Alt Each Quick Key lists separately with its corresponding access combination 8 3 1 Opera Help F1 Access the help screen by selecting the F1 function key All topics are available for search Pressing the F1 key from an Opera screen such as the reservations screen displays the Help topic for that screen See Chapter 1 for a full explanation as to how to use the help screens 8 3 2 Occupancy Graph Shift F1 To see upcoming confirmed business at a glance use The Occupancy Graph A user can view the occupancy graph based on a particular room type room class or the entire hotel It might also show a week a month or a number of weeks at a time This graph can be printed for forecast meetings as well Opera PMS User s Guide 3 0 184 Chapter 8 Miscellaneous 8 3 3 Opera Help CTRL F1 This screen differs from the F1 help it displays information on using keyboard shortcuts For those users who prefer to use the keyboard more often than the mouse this list of navigation hints will be very helpful Keyboard navigation information displays on this screen it is a good idea to become familiar with all the various ways to move from field to field or from screen to screen Op
311. t s stay and select OK to save o Once all departures clear select Close to continue with closing the cashier o CLOSE CASHIER o Answer Yes to close the Night Audit Cashier The Night Audit Cashier must close to continue the audit o Verify all charges and payments and select OK Opera PMS User s Guide 3 0 254 Chapter 10 End of Day Sequence o Verify any cash or checks to drop and select OK o Answer Yes to continue and close the cashier o Answer Yes to print the cashier report o Select OK to continue o Answer Yes to close any open cashiers This closes the cashiers but does not register a drop for them o NOTES AND WEATHER o Enter Notes about any significant business details These notes appear on the cover page of the Night Audit Report pack o Press OK to continue o A broadcast message appears and disables users from running an active Opera session while the business day changes NOTE At this point the business date changes and users and log back into the system o Room and Tax postings begin automatically o Night Audit procedures run following Room and Tax postings o Night Audit Reports print to the designated audit printer automatically following procedures o Select OK to complete the Night Audit Sequence and close the business date To Run the End of Day Sequence with Income Audit Follow the steps below to complete an end of day routine using the Income Audit feature o
312. t Ledger to the Accounts Receivable ledger To Transfer Invoices from Front Office to A R o From the Main Menu select AR and Transfer F O Data o To work with invoices from a particular business date only enter search criteria in the Date fields o To view folio information for a particular invoice to transfer highlight the invoice and select Details o To modify the account the invoice is applied to highlight the invoice and select Edit o To transfer more than one invoice place an X next to each invoice and select Transfer o The Selected balance deducts from the Remaining balance o Answer Yes if you are ready to transfer the invoices to the AR Ledger o To transfer all remaining invoices select Transfer All o Answer Yes if you are ready to transfer the invoices to the AR Ledger o Select Close to exit Details displays details of the charges on the A R invoice It is not possible to make adjustments from the F O Transfer Bin Transfer All transfers all invoices at the same time All invoices transfer from the Guest Ledger to their individual A R accounts in the Accounts Receivable ledger Print All prints copies of all folio detail for the invoices Opera PMS User s Guide 3 0 165 Chapter 6 Accounts Receivable 6 3 Credit Cards For hotels that process credit cards through Accounts Receivable this menu option is available as a transfer bin in the same way that the Front Office invoices
313. t Zero Balance prints zero balance folios only Print Full Statement selects all statements for printing whether there is a balance or not Print Folios prints all folios detailed on each statement Add Text text that appears at the bottom of the statement To Print Batch Statements in Accounts Receivable o From the Main Menu select AR and Mailing o Select Batch Statements o Place an X next to each account to print statements and select to Print Full Statement o Change the display to view only Open Balances and prevent zero invoices from printing o Sort mailings to print in a particular order for ease in mailing o Add Text to customize the statements enter number of Copies o Select Print to finish and print statements Opera PMS User s Guide 3 0 169 Chapter 6 Accounts Receivable o Answer Yes to generate the statements for the selected accounts o Notice the Completed message and select Close to exit o To print statements for all open balances select the All option 6 5 2 Mailing History Because a large amount of mailing generates from the Accounting office access to mailing history can be helpful when researching information about an account Mailing History consists of records for statements and reminder letters mailed to accounts Statement History Use the search fields to locate the statement or statements in question and select Print to reprint a statement from history Opera PMS
314. t date is the current date o Select the Task Code o Select the Task Sheet From and To for printing o Choose the Attendant for which the report is prepared for Opera PMS User s Guide 3 0 151 Chapter 5 Rooms Management o Select the Report Style o Select whether to print Due Outs only or whether to print or Show Guest Name on the sheets o Determine whether to Double Space the task sheets Eject a Page per Section and indicate how many Copies to Print o Select Print 5 1 7 Facility Forecast The Facility Forecast screen is a function that provides detailed information about the hotels occupancy and needs in terms of housekeeping services This is a useful tool to plan ahead inventory based on the expectations The Facility Forecast screen search criteria are Start Date and Facility Tasks Start Date The starting date for the facility forecast display To view data for a new date the start date can be entered manually or by using the calendar tool Facility Tasks Select from a multi select task LOV list of values to search for one several or all facility tasks When the Facility Management menu item is selected the same options are presented as when printing a report 5 2 Out of Order Out of Service For various reasons rooms must be taken off line and not sold on occasion When this is needed the room is placed Out of Order or Out of Service Both statuses will take the room off line and will not allow guests to be ch
315. t the cashier will type in that is included in the shift drop envelope Foreign Check Currency The currency type that has been calculated as being processed by this cashier as checks Opening If any checks in the foreign currency are still registered from previous shifts as not having been dropped this amount will register as the opening balance for that currency Shift Drop The total of previous day s foreign currency checks and the current day s totals This is the amount that the cashier will type in that is included in the shift drop envelope To Close a Cashier o From the Cashiering menu select Close Cashier o Enter your Password and click Login o All postings for the day display This includes payments i e Cash Check etc and revenue postings i e Fax Parking Flowers etc o To view individual details for each charge Description highlight the charge group and select Details o If the postings displayed are correct select OK to continue closing the cashier o Displayed is all Cash received or Paid Out for the day o The expected shift drop is broken out into Total Cash Drop and Checks o Foreign Currency exchanges list separately on the bottom half of the screen and should be dropped along with local currency o If the Actual Cash and Actual Checks being dropped match the display click OK if they do not match what is calculated enter the amount being dropped Opera PMS User s Guide 3 0 136 Chapter 4 Ca
316. t the desired Transaction Code for the Fixed Charge o Complete the Amount Quantity and select OK to save o Note the newly entered Fixed Charges and select Close to return to the Options menu o Select Close from the Options menu to return to the main Reservation or Reservation Search screen be sure to save changes before exiting Folio History A copy of each folio is stored for the guest at the time they check out when an AR invoice is created or when a passer by folio is generated From the Folio History screen folios can be reviewed on screen and printed in any of the available folio styles Package Options The Package Option is a tool for front desk users and managers to research how much of a package element has been consumed Package elements such as breakfast have an upper limit to the amount of money a guest may consume Above that pre determined allowance any further charges post on the guest s bill The package option displays the allowance amount the amount consumed by the guest and the overage which posts on the guest bill Each day the package element is valid it is displayed separately Opera PMS User s Guide 3 0 108 Chapter 4 Cashiering Phone Details This option accesses the details of telephone calls posted to the guest room This displays the time of the call number of minutes number dialed and total posted amount Post Rate Code Manually post room and tax Posting History In the Posting History option all p
317. te the Message lamp on the reservation screen indicating that a message is waiting for delivery o To mark a message as received by the guest highlight the message and select Received o This will turn off the message light in the guest room o Note the Received message indication with date and time of delivery Package Option The Package Option is a tool for front desk users and managers to research how much a guest consumed of a package element Package elements such as breakfast have an upper limit to the amount of money a guest may consume Above that pre determined allowance any further charges will post on the guest s bill The package option displays the allowance amount the amount consumed by the guest and the overage which posts on the guest bill Each day the package element is valid displays separately Party Entering more than one room on a reservation creates party reservations A reservation with multiple rooms and a single confirmation number can split to multiple rooms and multiple confirmation numbers Once split party reservations are located by selecting the original name on the reservation All party reservations regardless of the name on the reservation at check in display when a searching by Party name To Create Party Reservations o The initial reservation must have more than one room entered in the No of Rooms field o From the Reservation Search results screen highlight the primary reservation to begin the par
318. te the system s business date to the current day Following the change in business date procedures run to finalize the day s business and reports generate for balancing the hotel If the Income Audit feature is active the End of Day Sequence updates the system s business date and prints preliminary reports for the Income Auditor to use for balancing the following day Once the system is financially balanced the Income Auditor must complete the End of Day Sequence and close the business date To Run the End of Day Sequence without Income Audit o From the Opera Application screen select the menu option for End of Day o Select the Night Audit o Enter the Auditor s User Name and Password and select Login o The Night Audit sequence appears on the left of the End of Day Routine Each item must complete for the Night Audit to finalize o Select Start to begin o NO SHOWS o No Show reservations for the current day appear as arrivals not checked in to the hotel To process these reservations as No Show statistics select Close and continue o DUE OUTS o All Due Out reservations display as departures not checked out of the hotel Resolve Due Outs by either extending the guest stay or settling the account o To check out a Due Out select Billing To extend the Due Out select Res From the Billing screen check the guest out by selecting the Check Out button From the Reservation screen add one more night to the gues
319. tem date which may results in reservations errors if the users have a tendency to ignore fields that are automatically populated Opera PMS User s Guide 3 0 248 Chapter 9 Setup CC SWIPER ATTACHED BY DEFAULT If credit card swipes will be attached to any computer in the system this parameter must be set to Y If there will not be any credit card swipes attached to any computer in the system this parameter must be set to N CHECK RESTRICTIONS ON CHECK OUT If this parameter is set to Y the system will validate any length of stay restrictions at check out For example if a guest books a rate that has a 3 day minimum length of stay but chooses to check out a day early the system will deliver a message that the length of stay restrictions has not been met This would allow the user to enter any fees associated with an early checkout on that rate CONFIRMATION LETTER If this parameter is set to Y then a confirmation letter will be required with every reservation If it is set to N then confirmation letters will be optional DEFAULT NON DEDUCT CHECK BOX Default Non Deduct Check Box on Availability screens where separation between Non Deduct and Deduct Rooms is available EXCLUDE RATE FROM AUTH BASED ON ROUTING Exclude Rate from authorization if the source payee name in routing instructions is not the same as the target and transaction code for accommodation exists in the routing instruction code MARKET
320. terface or S amp C interface so care should be taken to understand the hotel s needs Block Settings BUSINESS BLOCK TEMPLATE Many hotels have specific block template requirements due to a Sales and Catering interface or a Central Reservations Interface This setting will create a default template for the block code for each hotel For example a template of DDMMYYAAA would mean that the block code created for new blocks would use the arrival day month and year followed by the first three letters of the group name Opera PMS User s Guide 3 0 227 Chapter 9 Setup COPY BLOCK NOTES This setting determines whether or not the system will copy the Booking Notes by default when copying a group COPY BOOKING STATUS To copy a block the newly created block must start at a pre defined status code This setting defines the default status code for a newly copied block DEFAULT NEW BLOCK STATUS When building a new group block the status code is a required field Each new block must begin with a non deducted status code This setting determines the default entry for each new group block EXTERNAL DEFAULT RES TYPES When using an external Sales and Catering system all reservations released from the Sales and Catering system to Opera must have a reservation type attached This entry is the default reservation type for all reservations turned over to Opera from an external Sales and Catering system PROFILE PROMPT FOR BLOCKS A group profile i
321. ters of its description in the Find field to the right side of the sign o Select Find to activate the search and any partial matches will display o Highlight the appropriate selection and select OK o Enter the Price per item and the Quantity of items o Select Post to proceed to the next line and continue entering charges remembering to Post after each charge o Once all the charges have been entered select Close to proceed o Next Opera expects a payment for the items posted in the previous screen o Select from the drop down arrow next to Payment Code to display choices Opera PMS User s Guide 3 0 138 Chapter 4 Cashiering o Highlight the Payment Type used and select OK o Typically a Passerby guest pays Cash o Enter the Amount received and select Post to apply the payment o Note If you select Close the payment will not apply and all the charges for this transaction will reverse o To view all Passerby postings for the current day select Check Out o The top half of the screen shows the Passerby folios for the day o Notice there is only one folio for the guest Passerby o The bottom half of the screen shows the transactions postings and payments for the folio highlighted at the top 4 6 Quick Check Out In a hotel with a large amount of group business the Quick Check Out option can help to efficiently check out members of a group that may already have left the hotel From the Quick Check
322. that may need to be marked as Presented Unpresented or Voided for reprocessing Opera PMS User s Guide 3 0 177 Chapter 7 Commission Handling Outstanding checks sent to an agent but not cleared by the hotel s bank Reconciled checks presented and cleared by the hotel s bank Unpresented checks get marked at this status after an extended period of time if they have not cleared the hotel s bank Void checks that were printed then voided and sent back for reprocessing Void voids all highlighted or marked checks Records return to the processing screen for adjustment and repayment Details displays details for the individual guest stay that is commissionable Edit changes the check number assigned to a particular check Print prints a report on a series of checks 7 2 2 Reprint Checks If the hotel prints checks manually a reprint option can be very useful Printers can jam checks print out of order any number of things can require a new run of printed checks Opera PMS User s Guide 3 0 178 Chapter 7 Commission Handling First Check Number Last Check Number Enter the check number of the first check to print in the First Check Number field If you are printing a continuous range of check numbers enter the last check number to print in the Last Check Number field If you are printing only one check enter the same check number in both fields 7 3 Research Travel Agencies may call to find out information on expect
323. the allotted rooms per day and it will not be possible to extend the days for the group easily To Use the Quick Block Functionality o From the Main Menu select Reservations and Blocks o Select Quick Business Block o To create a new Business Block select New o Enter the Name of the group the Start Date number of Nights and End Date o The Block Code defaults to the hotel s format for block codes in the Application Settings Opera PMS User s Guide 3 0 60 Chapter 2 Reservations o The Status defaults to the beginning group status and the Res Type defaults based on the Status o Enter a Rate Code if necessary and determine whether the block is elastic or non elastic o Enter the Cutoff Date or Cutoff Days the Market code and Source code o Select Save when finished All other group functions are available from this screen Edit Use the Edit button to open the highlighted business block for Editing or Update 2 4 3 Inquiry The Inquiry function allows a user to search for availability for potential group business for a single date or multiple dates It s possible to search for availability by room type or by general house inventory The Quick Business Block function is available for easy entry of group information Acct Comp Attach an Account or Company profile during the Inquiry process This may assist in attaching negotiated rates if included on the profile Any profile attached during the Inquiry process will tra
324. the hotel is printing checks on site rather than using the export feature to process commission payments setting this parameter to Y will track check numbers based on the number of pages Opera PMS User s Guide 3 0 234 Chapter 9 Setup used If this parameter is set to Y and a check is printed on more than one page the system will include the second check in its count If it is set to N then each check will be assigned only one number regardless of the number of pages used to print a check SHOW CODE FOR SOURCE If this parameter is set to Y the commission code will be visible on the source profile If it is set to N the commission code will not be visible on the profile STOP PROCESSING REASON CODES If this parameter is set to Y it will be required to enter a reason for putting an agency or commission on payment hold If it is set to N it will be possible to put a commission record or agency on payment hold without indicating a reason TRANSFER COMISSIONABLE NO SHOWS AND CANCELS If this parameter is set to Y then all no show and cancellation records with valid Travel Agent profiles attached will be sent to Commission Handling If this parameter is set to N then No Show and Cancelled reservations will not be sent to the processing area Since No Shows and Cancellations generally produce zero balance records it is not always advisable to process them as many companies charge per tra
325. this localized search as folio numbers are also unique Account No opens all current and paid invoices for that account The system automatically deletes closed invoices after a defined number of days in Setup gt Application Settings If the number of days to purge zero balance invoices is 365 and the invoice in question is older than that the invoice does not exist as that information purged when it became older than 365 days Opera PMS User s Guide 3 0 167 Chapter 6 Accounts Receivable Account Name All invoices on a particular account can be located using the account name Searching by account will bring up all current and all paid invoices for that account The system will automatically delete closed invoices after a defined number of days If the number of days to purge zero balance invoices is 365 and the invoice in question is older than that it will not be located as that information has been purged Name locates an invoice by the guest s last name Date searches for invoices by the date transferred to the account Amount From searches by dollar amount for all invoices above the specified value Amount To searches by dollar amount for all invoices below the specified value Account displays information related to an invoice or a payment Pay applies payments to specific invoices Transfer transfers invoices from one account to another account History displays posting history for an invoice or payment View displays an invoice
326. tion exists with a discount applied and you select a new rate which does not support discounts the discount amount and or percentage values remove and the applicable fields gray out For multi rate reservations the rate code on the arrival date determines whether a discount Opera PMS User s Guide 3 0 28 Chapter 2 Reservations may be applied Reason If you offer a discount amount or discount percentage enter a reason in this field Choose a Reason from a pre configured list entered by hotel management Specials Select the down arrow to display the list of Feature Code Values Check one multiple or all special requests e g foam pillows crib rollaway extra towels from the list If you select any specials Opera prompts you to indicate whether you wish to add these to the guest s profile for this property Comments Select the down arrow to display the Reservation Comments screen Use this screen to enter new comments and to review all comments associated with this reservation If one or more reservation comments are associated with this reservation the Comments lamp appears in the lower left section of the Reservation screen The most recently entered comment appears in this field There are three types of comments Reservation Comments these comments appear at any time this reservation is accessed prior to the guest s arrival In House Comments these comments appear once the guest checks into the hotel Cash
327. tions 246 9 2 16 Rooms Management 250 9 3 SYSTEM CONFIGURATION 252 10 CHAPTER 10 END OF DAY SEQUENCE 253 1 Opera PMS User s Guide 3 0 6 Chapter 1 Getting Started 1 Chapter 1 Getting Started 1 1 Introduction As you use this guide it is important to understand that Opera is extremely customizable There are a number of functions to customize in the Property Management System PMS depending on the operational decisions of each hotel This guide displays all possible functionality in the PMS Your screens may display information in a different order or may not display some of the functionality mentioned here if the management decision was not to activate it This section of the manual explains how to Log into Opera Use the Opera Menu Windows Navigate through the Menu Windows using the mouse or the keyboard Access and use the Help Menus Use the Table of Contents for the Help Screens Use the Index to search for Help Topics Use the Search to locate Help Topics Close out of Opera 1 2 Log In to Opera The Login screen provides acces
328. tments When set to Y adjustments are always negative When set to N the user must enter the negative value to reduce the amount of the guest folio ALLOW ROUTING OF TAX TRANSACTIONS Allow the Selection of Tax Transaction Codes when setting Room Routing or Window Routing AR SETTLEMENT VISIBLE ON FOLIO If this parameter is set to Y a folio closed to the Direct Bill transaction code will display Direct Bill as a payment method that reduces the bill to zero when printed If it is set to N the folio shows a zero on the guest ledger but the printed folio will display the outstanding balance Opera PMS User s Guide 3 0 230 Chapter 9 Setup AUTO TRANSFER GENERATES WITH MAIN If this parameter is set to Y then transferring any transaction code will automatically transfer any taxes attached If this parameter is set to N then taxes must be transferred separately from the posting that generated them BLIND CASHIER DROP If this option is set to Y the cashier closure screen will not display the amount of cash and checks that the system has calculated the cashier to drop The cashier will enter the amount of cash and checks in hand and make the drop Any over short will appear only on the Cashier Summary report printed with that night s audit BYPASS CASHIER LOGIN Bypass Cashier login after the first successful login for the user session CREDIT BILL This function allows issuing a credit folio fo
329. to profiles within Opera FUTURE This function activates the ability to view future reservations for Profiles This functionality activates the Future screen in all profile types HISTORY This function activates the ability to view past reservations for Profiles This functionality activates the History screen in all profile types IATA COMP TYPE If this function is set to Y an additional field will appear in the Company Travel Agent and Source profiles This field called Type allows the user to select from the list of values provided Opera PMS User s Guide 3 0 242 Chapter 9 Setup INCOGNITO This function activates the Incognito functionality used when celebrity guests would like to stay under an alternative name KEYWORD Activate the ability to enter keywords into profiles These keywords used as an additional hotel specific search field may help find specific profiles when the name is not specific enough to allow a user to discern the correct choice PRIVACY This function activates the Profile Privacy If the property allows a guest to choose rather they want to receive promotional information mailings etc PROFILE CREDIT CARD This function activates the ability for the hotel to keep credit card information on file in a guest s profile While it is accessible for every future reservation it is also available for view to every Opera user with user rights to view this information PROFILE REQUESTS The Profile R
330. to their original invoice state Opera PMS User s Guide 3 0 162 Chapter 6 Accounts Receivable To Adjust Charges on an A R Invoice o From the Main Menu select AR then Account Maintenance o Enter your Password and select Login o Search for and highlight the desired account and choose Select o Highlight the invoice to adjust and select Details o Select the Adjust option o Click on the drop down arrow next to Trn Code to select the Transaction Codes to adjust o Place an X next to all Transaction Codes to adjust and select OK o Enter the Begin Dt and End Dt for the adjustment o Select an Amount or Percentage to adjust and enter the value o Click on the drop down arrow next to Reason Code to enter a reason for the adjustment o Highlight the appropriate adjustment Reason and select OK o Enter any additional Reason Text for explanation of the adjustment and select OK to process o Select Close to return to the Account Maintenance screen Details displays postings or adds new postings to the invoice edits transaction details adjusts postings based on transaction codes prints the invoice or accesses the profile for the AR account Edit edits reference or supplement information on the invoice New creates an entirely new invoice Pay applies a payment to the highlighted invoice only To Apply Credit to an A R Account o From the A R Account Search screen highlight the desired account and choose Se
331. tus is generally dependant on the status of the group contract The status determines whether reservations can book for the group and whether the unreserved allotted rooms count in the hotel s availability or not A group in inquiry starting status would not allow reservations for pickup and any rooms allotted for the group will not deduct from hotel inventory counts A Tentative group may not allow pickup but may deduct allotted rooms from inventory A Definite group will allow pickup and all allotted rooms reserved and un reserved will be deducted from inventory counts Market The Market Code defines where the room revenue generated by this group will be booked on a market code report Market Codes divide room revenue into statistically useful categories for tracking the types of business that are using the hotel Source The Source field indicates where the business generated Some examples of Source codes are GDS Sales Office Sister Property CRO Repeat etc Owner The owner indicates the property staff member usually a Sales Manager who is operationally responsible or credited with the rooms revenue for the group account Block Code The Block Code is the unique identifying code for this group The block code links all group reservations together Res Type The Res Type determines the guarantee status of the group and links to the Status Code Rate Code If the group rate structure follows a standardized rate code enter that code on th
332. tus to change o Note the new status of the room 5 1 2 Queue Rooms At times a guest may arrive before the requested room type is available for assignment using this feature helps to manage room assignment fairly and get guests into their rooms faster by coordinating front desk and housekeeping efforts Opera PMS User s Guide 3 0 144 Chapter 5 Rooms Management Search Criteria Room Type To search by the room type Room To search by room number Current Average time a reservation has been in queue for all the reservations in the current queue Actual Average time a reservation has been in queue before being checked in Total rooms in queue Total number of rooms in queue Search Results Grid Priority number Q Time Hours and minutes the reservation has been in queue Room Room number if assigned Room Type Room type assigned to the reservation FO Status The Front Office status of the room i e Vacant or Occupied Room Status If a room is assigned to the reservation the housekeeping room status e g Dirty Pick Up Clean Name Guest s name VIP Guest s VIP status Statistics Displays a summary by housekeeping status of all rooms Details Displays the Rooms Edit screen for the guest s room Available when a room number is assigned to the guest Resv Displays the Reservation screen for the highlighted reservation Report Prepare the Queue Reservations report 5 1 3 House Assignment Hotels that perform
333. ty and select Options o Select Party o To split a multiple room reservation into two separate reservations within the party highlight the reservation and select Split o Select Yes to copy payment details from the original reservation to all split reservations select No to enter a unique payment for all split reservations o Select Join Party to join guests into a party with this guest o Search for a guest to join the party by entering the Guest Name and pressing the Tab key to initiate the search o Once the guest is located highlight the reservation and click Select o Note the newly joined guest to the Party and either select Join Party to continue adding additional guests or OK to save changes o To change a guest from one party to another highlight the desired reservation and select Chg Party o Select the new Party for the reservation to belong to and select OK o Once all additions complete the Party select OK to save changes o Note the PARTY Name indicating the selected guest belongs to a party of reservations Use this to locate all party reservations together from a Reservations Search screen Rate Info Rate Info displays the breakdown of room charge tax and any package elements that are included in the guest s rate This information displays in the local currency but changes to display in any currency for which the hotel has an exchange rate configured To Display Rate Information Opera PMS User s
334. ty deposit box keys To Add an Alert to a Reservation o From either the Reservations Search Results screen or the In House Guest Search results screen locate the desired reservation or guest o Highlight the guest and select Options o Select Alerts o Select New to add a new Alert o Click on the drop down arrow to select the Code o Highlight the appropriate Alert and select OK o Click on the drop down arrow to highlight and select the Area or department for the Alert message to display on the reservation o Check In alerts display when the Front Desk accesses the arrival Checkout alerts display when the Cashier accesses a due out guest folio Reservation alerts display when accessing the record in Reservations o Select Save to save the Alert o Be sure to save changes to the reservation before exiting Billing This option appears once the guest checks in and allows the user to access the guest folio while working with the reservation All normal functions of the Billing screen are available by accessing this option depending on user rights Changes Any updates or changes made to a guest reservation are logged and available for view Each change to the reservation tracks as well as the agent making the change the time and the date This option helps to track history of information on a guest reservation Confirmation From this option send confirmation letters to the guest or to any other profile attached to the reservation De
335. u wish to search for reservations having a specific reservation status select the appropriate radio button General Search for reservations regardless of reservation status This is the default Cancellation Search for cancelled reservations Day Use Search for Day Use reservations Checked Out Search for Checked Out reservations Due In Search for Due In reservations Due Out Search for Due Out reservations No Shows Search for No Show reservations Complimentary Search for reservations with complimentary as a rate code Mass Cancellation This button is available to allow cancellation of all listed reservations belonging to guests who have not yet checked in Partial String Match One or more letters that appear anywhere in the term you are searching for Partial Condition Match Select this check box if you wish to perform a search based on a match in any one or more of the criteria you specify Opera PMS User s Guide 3 0 90 Chapter 3 Front Desk 3 1 2 Walk In This option directs the user through the process of making a new reservation and checking a guest into the hotel The Walk In function first checks availability allows a profile to be attached displays the Reservation screen and checks the guest in once all information has been entered To Walk a Guest Into the Hotel o From the Main Menu select Front Desk and Arrivals o Select Walk In o Complete the R
336. ult transaction code for posting RESTRICTION TYPES This setting determines restriction types that can be set for the Property in the Rate Availability and Rate Strategy screens 9 2 15 Reservations Reservations Functions ACCOMPANYING GUEST This function allows the user to attach a profile to a reservation indicating that a guest is in house but will not assign a folio to the accompanying guest as with a sharing guest ADD ON This function allows the hotel to create copies of reservations The Add On feature is used most often to create a copy of a guest reservation for a future stay It requires much less time to create a copy than to create a new reservation Once created the arrival date and number of nights can be changed to reflect the new reservation information ALERTS This function allows the user to enter messages to appear on screen during one of three points in the reservation cycle The messages are specific to the reservation they were entered on An alert can be configured to appear during the reservation phase at check in or at check out CALLER INFORMATION Display Caller Information History within the Caller Info Reservation Option This function would only show information received from a central system and or received from the F7 Cross Reservation process CLOSING SCRIPT This function activates the ability for the system to produce a closing script immediately following the confirmation number for every new reservat
337. up Arrival o From the Group Reservations screen select Group Options o Select Cut Keys o Select either to print keys automatically for each pre blocked group member or to have a Yes No prompt for each key Opera PMS User s Guide 3 0 55 Chapter 2 Reservations o Select the number of keys for each arriving guest o Select OK to begin printing keys Grid The Room Grid is where all rooms for the group are allotted and is located on the bottom left of the screen as a scroll down window There are several possible grids for each Business Block o Original Grid This is the first grid allotted for the group The original grid allotments begin while the business block is still in a tentative status The original grid will no longer be available to update once the group is definite This grid then becomes a benchmark against which to compare actual totals o Current Grid This grid appears once the group has been turned Definite and shows all rooms both picked up and allotted o Available Grid This grid displays the number of rooms allotted but not picked up in each room type each day o Pickup Grid This grid displays the number of rooms picked up in each room type each day o Pickup Percentage This grid displays the percentage of rooms picked up in each room type each day o Changes to Original This grid displays any difference between the Original Grid and the Current Grid o Released This grid displays any rooms that wa
338. urrency Active Selecting this option will activate or inactivate a profile Communications Telephone Numbers Web Sites Mobile Phone Numbers Email Addresses can all be entered here If the hotel has a fax interface entering a fax number here will allow confirmation letters or A R statements to be faxed directly If the hotel has an email interface entering an email address here will allow confirmation letters to be emailed directly from Opera To Create a Travel Agent Profile o From the Main Menu select Reservations then select Profiles o Select New Profile o Select Travel Agent profile and OK o Enter desired fields and select OK to save changes o To add multiple addresses or telephone numbers select the Ellipsis button o Required fields have a BOLD field description o To add edit an address select the Ellipsis button then choose New or Edit o Enter all desired fields select OK to save select Close from the Multiple Address screen to return to the Profile o Required fields have a BOLD field description o Repeat Steps 4 and 5 for Communications telephone numbers 2 5 4 Source Profiles Hotels sometimes track information that does not readily fall into Travel Agent Company or Group categories using source profiles Source profiles can be configured to generate commission payments and are sometimes used to pay wholesalers that are not regular travel agents They can also be used to pay commission on groups or to t
339. usekeeping Task Sheets are created and printed on the Task Assignments tab 5 1 1 Housekeeping Management The Housekeeping Management screen is used to change the housekeeping status of a room manually Various searches are also available to print a list of rooms Opera PMS User s Guide 3 0 142 Chapter 5 Rooms Management Room Status This option allows the user to select the room statuses that will be viewed The default setting is to view all rooms in all Housekeeping Statuses If a list of Dirty rooms only should be viewed clear all and check Dirty and the list of rooms will be displayed as requested FO Status This option allows the user to select the Front Office Statuses that will be viewed The default setting is to view all rooms whether vacant or occupied If a list of only vacant rooms should be viewed uncheck the box marked Occupied and the list of rooms will be displayed as requested Advanced Use this option to open additional search criteria With this option it s possible to sort the list by looking for rooms with the following statuses Arrivals Arrived Stay Over Due Out Departed Not Reserved Reserved or Day Use Select All Use this option to automatically select all rooms for view Clear All Use this option to automatically clear all rooms from the current search Room Search Grid Rm Type A description of the room type for the highlighted room on the list Room Status The current Housekeeping status
340. vacant occupied If there is a mismatch between the housekeeper s front office status and the front office a room discrepancy is created These discrepancies must be resolved each night to avoid errors in posting FACILITY MANAGEMENT This feature allows the user to activate the facility management functionality GUEST SERVICE STATUS This function activates the guest service status functionality used without an interface or in conjunction with an interface HOUSE ASSIGNMENT This function activates the ability to take rooms off the vacant room list without putting them out of order It may also be used to indicate a special service that has been performed on a vacant room such as turndown or a Murphy bed made up The front desk agent can see on the Vacant Room Search which rooms are available with these services INSPECTED STATUS If this function is set to Y an additional housekeeping status is visible to indicate the housekeeper has cleaned as well as that an inspector followed up If this function is activated the front office will not be able to check a guest into a clean room but may only check a guest into an inspected room This function requires that an inspector verify the status for every room and every day Opera PMS User s Guide 3 0 251 Chapter 9 Setup MAINTENANCE Set this function to Y to activate the ability to track room maintenance requests OUT OF ORDER Set this function to Y to activate the
341. vel agent commissions Source Attaches Source profile to a Business Block Header When doing this the Source profile attaches to every reservation in the group The source profile sometimes pays commission to a company that not normally considered a travel agent Group A Group profile is required to work with the Business Block Header The Group Profile creates the reservation for the posting master which automatically creates prior to any reservations made Contact Attaches Company contact profiles to a Business Block Header The Company Contact profile generally belongs to the person with the group who is the primary intermediary with the hotel The Company contact profile contains information and mailing addresses for this person as it might be different from the group address and telephone information Opera PMS User s Guide 3 0 47 Chapter 2 Reservations Contact Attaches Travel agent contact profile to a Business Block Header The Travel agent contact profile generally belongs to the person with the group who is the primary intermediary with the hotel The Travel agent contact profile contains information and mailing addresses for this person as it might be different from the group address and telephone information Name The official name of the group Start Date The first date for offering the group rate Nights The number of nights for offering the group rate End Date The official departure date for the group Status The sta
342. whenever using Opera If this parameter is set to N the desktop will be under the Opera menu MASK CREDIT CARD NUMBER Due to the increasingly stringent requirements for the protection of credit card information this parameter affects several areas of Opera When this parameter is set to Y only the last 4 digits of the credit card number display and the expiration date will not display at all The user can no longer view the full credit card number and expiration date on the Opera screens once entered and saved This parameter will also mask the credit card number on reports including the registration card and user activity log POLICE INTERFACE This function allows the hotel to interface directly with local police departments to verify guest information This interface is used in countries where required by law REPORT GROUP ACCESS BY USER GROUP This parameter allows for report group access defined by a user group General Settings BASE LANGUAGE This setting determines the default language for any new guest profile It may be changed but will originally default to this designated language COMPRESSION UTILITY Zip Program Name For AIX the command for ZIP and UNZIP are identical this should be set to pkzip25 CURTAIN COLOR This setting determines the color of the background in Opera To avoid confusion it is advisable to use different background colors to distinguish the training hotel from the production hotel This is al
343. y the least used rooms first If this parameter is set to N then the vacant room search screen will display rooms in ascending numerical order TASKSHEET COMPLETION This parameter allows the hotel to keep track of the completion of task sheets by Housekeeping Attendants UPDATE ROOM STATUS If this parameter is set to Y then every room changes to Dirty during the night audit regardless of whether it had been clean and vacant the day before If it is set to N then only the occupied rooms will be changed to Dirty at the audit All other rooms will maintain the housekeeping status from the previous day Rooms Management Settings DEFAULT TASKSHEET TYPE This setting defaults to a task sheet type HOUSEKEEPING CREDITS This setting allows the hotel to use credit assignments for the housekeeping department Housekeeping credits can be defined at the room number level for Stayover Due Out and Pickup if function is active amounts 9 3 System Configuration The System Configuration menu contains setup options for standard modules as well as add on modules which are governed by additional license codes Your system depends on your property s requirements and license code agreements Select the System Configuration option to open the Opera System Configuration program Opera PMS User s Guide 3 0 253 Chapter 10 End of Day Sequence 10 Chapter 10 End of Day Sequence The End of Day Sequence must run every night to upda

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