Cards

In the Cards Module, various registration cards are generated and information is entered. The sub-menus of the Reservation and Front Desk sections use most of the cards. For example, the information entered in the Market Codes and Nationality Cards are displayed and used by the Reservation Card. It is possible to generate lists from the related card as well as preparing report printouts or Card Statistics from the Reports Module.

Guest Card
This is the registry card filled by the hotel’s guests during Check-In, which can also be opened automatically during this process. The more detailed reports based on the personal information (Police Report, Daily guest list, etc.) are taken once the Guest Card information is completely filled.
A number is automatically assigned in the No field.
The card owner’s Name and Last Name are entered In the Last Name, Name field.

Guest Card General Information Window
The guest’s personal information such as Address, Telephone, Fax, Occupation, Language, Marital Status is entered.
The guest’s sex is mentioned in the Sex Field.
In the Guest type, the related types are selected from the alternatives such as VIP, CIP, Black List, Frequent Guest.
.  

Figure 1 Guest Card / General Information

Personal Information

Figure 2 Guest Card / Personal Information

Guest Card Personal Information Window
The related fields are defined from the Sentez DeLux Software Installation Program / Front Office Parameters section with the purpose of knowing the personal information of the guest. The information for the related fields, which are defined from the parameters, is entered. The information for the selected fields is displayed as message during the check-in operation of the guest.


Figure 3 Guest Card / Special Information

Guest Card Parameter Information Window
Display the info entry fields by opening parameter names special to the guest from Sentez DeLux Setup Program / Front Office Parameters. 10 Alphabetical Parameter, 5 Date Parameter and 5 Numerical Parameter definitions can be made..


Figure 4 Guest Card / Parameter Information

Pressing the F5 key or clicking the Insert button records the Guest Card.

Account Cards
When the (+) button is clicked in the Account No field, the program enters a number which increases automatically.
In the Agent Code field, the agent’s code is entered if an agent is involved. This code can be selected from the Agency List, which is displayed by pressing the F7 key or clicking the Find button. The agency code field is left empty if there is no agent.
If the account card opens automatically during the Check-In process, entering the Agency Code displays the Guest Name. Otherwise the guest name is entered manually.
In the Status field, according to the final status of the account, the defined option is clicked. If the selection is “Open” receipt is entered to the accounts. If the selection is “Closed” accounts cannot be processed.

Figure 5 Account Card

Click Find Button in the Account No to display the Account Filter. After the related process is done, click the Insert button to display the Account Cards List. Choose the related account and click the Select button to transfer the account info to the Account Card. By clicking the Details(F8) button in the Account Card, the Main Account or the Extras Account are displayed on the screen.


Figure 6 Account Printout

To issue an invoice in accordance with the displayed Account Printout, click the Invoice button to display the guest’s Invoice info.


Figure 7 Invoice

Account Card General Information Window

Figure 8 Account Card / General Information

In the Address Information field, enter the guest’s address information.
In the Account Type field, depending on the Check-In type, the main account or the extra account types are defined. When the Main Account is displayed the receipt activities for the main account are collected. When the extras account is displayed, the guest’s extra expenses are seen. (Lobby Bar, Telephone, Snack Bar, etc.)
If the selection is “Normal” in the Complimentary Type field, all receipt activity effect the main and extra accounts and guest’s total expenses are entered into the account. If the selection is “Complimentary” the receipt activities are entered into the account but the credit and debit are not effected.
Enter in the Opening Date field, the date the Account is opened and the transaction is transferred to the account
In the Closing Date field, enter the date that the Account card was last processed and the account is closed.

In the Closing Date field the operation date value is entered automatically during the Check-Out operation, and no further process can be applied on the account after that date.

Account Card Financial Information Window

Figure 9 Account Card / Financial Information

Purpose of the Limit Information field is to control the limits shown in accounts for the guests and the agents.
In the Stayover field the “Unlimited” selection defines the limit without any date interval, the “Daily” selection defines the daily limit from the opening date to the closing date, and the “Monthly” selection defines the monthly periodical limit starting from the opening date.
In the Amount field the amount of the limit is entered; the limit’s foreign currency type is entered to the F. Currency field by clicking the selection window and selecting the currency type from the displayed list.

In the On Limit Exceed field, if the selection is “Warn only”, for every operation that exceeds the limit stated in Account card, a warning is given. If the selection is “Cancel Operation” permission is not given to exceed the limit stated in the account card.
.
In the VAT Free field, when invoicing the information on the account, VAT is not separated in the invoice, but the calculation is done without VAT on the total amount. If this parameter is not selected, the VAT percentage is calculated on the receipts and this is reflected on the invoice as it is.
In the Balance Information field, the total balance of the credit and debit, the deposits taken and the credited amounts of the guest are tracked. This is for information purposes only.

In the Foreign Currency Balance Information field it is possible to follow up the foreign currency expenses and payments of the guest. Credit, debit and credit balance information is tracked.

Balance information will be processed automatically in “enter” and “exit” of each operation.

Account Card Discounts Window


Figure 10 Account Card / Discounts

If in the Hotel, there is a different discount practice between the departments, and the discount application varies among the guests, then the discount fields for the departments should be filled in the account card. According to the information entered, every expense or payment activity is reflected to the account card as per that discount rate entered. Also in general, inclusive of all departments, the general discount rate may be entered so that all activities in all of the departments may be calculated with a single rate and this is reflected to the account card.
All information entered is saved by pressing the F5 key or clicking the Insert button.

Room Maintenance Info
The Room Maintenance Information must be entered in order to be able to see the time intervals of the rooms maintained. The information entered in the Room Rack screen will be displayed.


Figure 11 Room Maintenance Info

In the Room No field enter the room number that the maintenance status info or the final status info will be given.
In the Start Date field enter the start date of the maintenance.
In the End Date field enter the date that the maintenance or the related info is finished. Check-in is not allowed until the room’s maintenance is completed.
In the Expl. field enter the information about the maintenance.
In the Status field, select regarding the size of the trouble. The Department or the room with trouble may be put Out of Use or Out of Order.
Click Find button to display the Room Maintenance List. Click Select button to open the related Room Maintenance Card and display the Room Maintenance Info.
Press F5 key or click Insert button to record the Room Maintenance Info.

Lost & Found
The Lost & Found forms are filled to keep track of the lost and found status of the missing belongings.


Figure 12 Lost & Found Operations

Click the select window in the Type field and select from the list. Selecting Lost states that the Guest reported a loss, Found states that the item is found.
Enter the date and time of the loss in the Date/Time field.
Enter the name of the person that the loss belongs to in the Guest Name field.
Enter the room number of the person that the loss belongs to in the Room No field.
Enter the type of the loss in the Type field.
Enter the color of the loss in the Color field.
Enter the place where the belonging was lost in the Location field.
Enter special explanations in the Expl. field, if there is any.
After the loss is delivered to the guest, display the related account and click Delivered in the Delivered field.
Click Find button to display Lost & Found List. Clicking the Select button display the Lost & Found Card.
Press the F5 key or Insert button to record the information.

Trouble Notifications
Enter the troubles in the rooms and keep track.


Figure 13 Trouble Notifications

Enter the trouble room number in the Room No field.
Enter the date and the time of the trouble occurred or reported in the Date, Time field.
In the Type field, click the select window to select the troubled area from the displayed list.
Click the Type button if the troubled area is not registered on the list. 


Fgure 14 Room Trouble Parameters

Each time the new trouble areas are entered in the Room Trouble Parameters form press Enter key and click Insert button to record the information. Exit the parameters by clicking the Exit key.
Enter in the Explanations field if there is any information regarding the troubles.
In the Fixed field, select as appropriate if the trouble is fixed to show in the reports.
Click Find button to display the Room Trouble List and click Select button to open the related card.
Press the F5 key or click Insert button to record the typed information.

Department Cards
Cards are created for all the departments in the hotel. Departments that are different from the fixed department definitions that come from the installation parameters, are defined in this section.


Figure 15 Department Cards

Enter a 2-digit code number in the Department Code field to enable the tracking of the department to be defined.
In the Main Group Code field, click the Select window to select from the displayed list to keep track of the Cost operations in the reports. Any operation processed from this department effects the cost reports. (The main group codes in this field are defined by the department parameters.)
Enter the related department’s name in the Department Name field.
Enter the explanations about the Department in the Expl. field.
In the Phone Numbers field enter the extension telephone number in the department. To calculate the staff telephone calls, the calls made from the extension number written in this field are priced separately.
Enter the names of the managers in the department in the Contacts field.
In the Earnings field, click the select window to determine whether the activities in the Department effect the hotel income or not.
When “Yes” is selected the total receipt activities effect the hotel reports and hotel receipts as income.
When “No” is selected the income activity does not happen. If the Income field in the Department Cards chosen as deposits selecting the select button, the department is displayed in the Deposit Receipt.
In the VAT rate field, the VAT rate that will be applied to all the activities in the department is defined.
In the Account Type field, click the Select window to display the list to define the parameter that determines which account will be mainly used to enter the department activities. The activities will be entered to the main account when the “Main Account “ is selected.
If the “Extras Account” is selected, the activities are entered into the extras account. If there is no Extras Account than the Main account is used.
In the Account No field, enter the income account code for the related department’s single order accounting plan. So that when the general ledger integration is done the related department’s income is entered in the defined account.
Enter the POS number in the POS No. field if there is Point of Sales operations in the hotel.
Enter the percentage rate in the Service Rate field, if any service rate will be charged for that Department.
In the Add to Price field, click the select window and click again as “Yes” or “No” depending on whether the service rate will be added to the price or not.
In the Food Warehouse field, in order to trace the Costs and POS activities, enter the code for the related food warehouse to activate it whenever an entry and exit is registered.
In the Beverage field, in order to trace the Costs and POS activities, enter the code for the related beverage warehouse to activate it whenever an entry and exit is registered.
In the Happy Hour field enter the discount rate and the time intervals when the discount will be applied. Enter the time intervals in the first two fields, and enter the discount rate on % bases in the last field. The purpose of the Happy Hour is to increase the customer attendance by offering discounts during slow hours.
Click Find button to display the Department Card List and click Select button to display the list and select the related Department to receive the related Department Card information.
Press the F5 key or click the Insert button to record the information.

Fixed Rate Utilities Definitions
If the hotel practices fixed rate utility system for certain expenditures, the fixed rate utility specifications are defined in this menu. It runs automatically by entering the Fixed Rate Utility Codes defined from the Reservation and Check-In Cards. This operation is activated with the night-audit operation.


Figure 16 Fixed Rate Utility Definitions

In the Code field, enter a code to trace the fixed-income types. These codes are used in the Fixed Rate Utility part of the Sentez DeLux Program / Check-In Card and the Reservations section.
In the Name field, enter the name of the fixed-income for which the card is generated.
In the Application field, click select window. To apply the fixed rate to all rooms, select “Apply to All Rooms” from the displayed list. The income for this department is then automatically entered to the accounts of the Check-In rooms. If “Apply only to Selected Rooms” is selected, during check-in define the related code to enter the price in the fixed rate utility income field..
In the Department field click select window. From the displayed list, select the department to add the revenue to.
In the Price field, enter the price of the definition of the fixed rate utility that will effect the revenue making department.
In the Base field, click the select window; from the displayed list select the pricing type. (Room, Person, Adult and Child Basis calculations can be done.)
In the Appl. Frequency field, click the select window; from the displayed list select the frequency of the application during the period of the guest’s stay.
In the Start-End field, select the application frequency “start on X day and apply every Y days”; enter the start day as X and the every Y day numerical. Monday is taken as basis 1. Starting from the defined day, any day will be selected to enter the price to the account for every Y day application.
In the Application Days field, select “Only selected nights” for the application frequency; take Monday the basis as the first day, enter “1” in the application day, and “0” in the non-application day, the price is entered the account accordingly. (For example: If the price application days are Monday and Wednesday, 1010000 should be entered)
Press the F5 key or click the Insert button to record the information.

Room Card
All rooms are defined to select rooms.


Figure 17 Room Card

In the Room No: field, enter the room number to be defined.
In the Room type field, click the select window to select from available room types defined in the Parameters. To select a new Room Type return to Sentez DeLux Software Installation Program / Front Office Parameters to define Room Type.
In the Room Name & Special Code field, enter the Room Name and the Code.
In the Phone No field, enter the Extension Room Telephone number.
In the Bed Count field enter the number of beds in the room. If already entered, enter the number of Extra Beds.
In the Building, Floor field, enter the building and floor information for the room.
In the Room Status field, define the clear or dirty status of the room.
In the Room Specifications field, enter the room specifications according to its location, checking specifications such as Entry Floor, Non Smoking, Sea View, City Viwe and Sea And Pool View. The values are defined which will be displayed by Sentez DeLux Software Setup Program / Front OfficeParameters department. This information is displayed on the Room Rack screen.
Click Find button to display the Room List. Click the Selection button to select the room to display from this list.


Figure 18 Room List

Press the F5 key or click Insert button to record the information.

Nationality Cards
For each nationality, a card is generated to use on Reservation Card and Check-In Card.


Figure 19 Nationality Cards

In the Code field, enter the abbreviated code to assist at the Nationality follow-up stage.
In the Name & Language fields, enter the name and the language of the Nationality.
In the Line field, enter the sequence number of the nationality in the report.
Press the F7 key or click the Find button to display the Nationality List. Click the Selection button to select Nationality to transfer it to the Nationality Card.
Press the F5 key or click the Insert button to record the information.

Market Codes
A market card is created for the guest visiting reason to use in the Reservation Card and Check-In Card for the reason to come to the hotel.


Figure 20 Market Codes

In the Line No: field, enter the markets sequence number in the list.
In the Group field, enter a grouping name to group the markets.
In the Explanation field, enter the required explanation regarding the markets.
Click the Find button to display the Market Codes List. Click the Selection button to display the list. Select the market and transfer to Market Codes.
Press the F5 key or click the Insert button to record the market codes.

Special Dates
The Special Date section is filled to enter the special dates (new year, national holidays, etc.) when the guest occupancy is expected to increase. The information entered is displayed on the Forecast Chart. The days marked red on this screen indicates the Special Date entries.


Figure 21 Special Dates

In the Date & Explanation field, enter the related date and the related explanation (Turkish Night, New Year’s Night, etc.).
Click the Find button to display the Special Dates List. Click the Selection button to select the related date and transfer it to the Special Dates screen.
Press the F5 key or click the Insert button to record the information.

Special Places
The Special Places section is recorded to keep track of the addresses and telephone numbers of the business centers in the neighborhood.


Figure 22 Special Places

In the Special Places section enter the Name, Type, Phone No, Fax No, Address and Expl. of the Special Place in the related fields.
Enter a value in the Type field, input limitations in the filter and make an easy access to the information about the special places.
Click the Find button to display the Special Places List. Click the Selection button to select the related place and transfer it to the Special Places screen.
Press the F5 key or click the Insert button to record the information.

Special Activities
The Special Activities section is selected to record activity entries to keep track of the activities organized in your hotel or in your neighborhood. (Meetings, seminars etc.)


Figure 23 Special Activities

Fill in the Start, End & Expl. fields and record by pressing the F5 key or clicking the Insert button.
Click the Find button to display the Special Activities List. Click the Selection button to select and transfer the activity to the Special Activities screen and, if necessary, the changes can be done.