Prelim Reviewer preferences, and additional data in order to

APPLIED BUSINESS TOOLS AND TECHNOLOGIES

handle reservations and many other
activities in a faster way and more correctly.
1. Basic Knowledge in Applied Business
Tools and Technologies Cashiering – that posts guest charges
including taxes, making posting
Opera – Opera’s Multi-Property adjustments, managing advance deposits
functionality can help to dramatically settlements, checkouts, and folio printing.
reduce hardware, software, and labor Cashiering also contains various payment
expenses by running multiple properties off methods for the reservation such as cash,
of a single database. Its design allows you to check, credit cards, and direct bill.
use a centralized database for multiple PMS
installations. Centralized software and 1.1. Hotel Organization
hardware make system support and The departments of a full-service hotel and
upgrades easier by containing them in one lodging establishment include rooms, food
central location. Properties can also realize and beverage, marketing and sales, human
labor efficiencies by sharing functions resources, and accounting.
between properties including Reservations,
Accounting, Sales and PBX. These departments report directly to the
general manager or to a resident manager
Front Desk – that deals with individual who is responsible to the general manager.
guests, groups, and walk-ins and has In smaller hotel or lodging businesses, the
features for room blocking, managing guest audit, front desk, housekeeping,
messages and wake-up calls, and creating maintenance, and sales departments all
and following up on inter-department might report directly to the general
advisories, or traces. manager.
Reservations – provide an entire set of The framework of job and departments that
features for creating and updating make up any organization must be directed
individual, group, and business block towards achieving the organization’s
reservations, including deposit handling, objectives. In other words, the structure of
cancellations, confirmations, waitlisting, a lodging business must be consistent with
room blocking, and sharing. its strategy.
Room Management – that dealing with General Manager – In-charge of overseeing
availability, housekeeping, maintenance, all of the departments that we have
and facility management. discussed, the hotel’s general manager
Profiles – such as demographic records for (GM) is responsible for defining and
guests, business accounts, contacts, groups, interpreting the policies established by top
agents, and sources. The profiles include management. The general manager serves
addresses, phone numbers, membership as a liaison to the hotel’s owner or
enrolments, stay and revenue details, guest corporate parent, sets (or communicates)
the overall strategic course of the hotel,
sets hotel-wide goals, coordinates activities guest’s information and requests. The
between departments, and arbitrates advantages of computerized reservation
interdepartmental disputes. system are:
1.2 Front Office Department Functions  Up to date “real” time information.
 Greater reporting ability – marketing
The front office or reception of an
and profit.
accommodation venue is the central
 Less staff required.
location at which all guests must at some
point gather – to check-in, check out, make Computerized Management Software
inquiries, settle accounts, etc.
Reservation Software – part of a
In a hotel setting, the Front Office computerized front office system that
Department will be under the supervision of allows a hotel to use a central reservation
a Room Divisions Manager. All the heads in system and helps front office employees to
the hotel will report directly to the General quickly process room request. An example
Manager. of computerized front office system is
OPERA.
 Rooms Division Manager
 Front Office Manager Rooms Management Software – Part of a
 Assistant FOM computerized front office system that
 Supervisor maintains current room status information,
 Agent assists in assigning rooms and rates during
registration, and helps front office
1.3 Hotel Computer System (PMS)
personnel coordinate guest services.
Reservation Management and Computer
Guest Accounting Software - A computer
Management Software
program that handles transactions between
The reservation agents need a system that guests and the hotel from check-in to
will enable them to check whether a check-out, replaces account posting
reservation request is possible, record the machines and voucher racks found in non-
booking, and retrieve the booking at the automated properties.
appropriate time. There are two (2) types of
Computerized Guest Services – Allow
reservation system:
guests to access airline schedules, local
Manual Reservation System – uses manual restaurant and entertainment guides, stock
charts, calendar, booking sheets, diary, market reports, news and sports updates,
forecast board or room rack and used by shopping catalogs, and video games
smaller establishments. The manual through in-room linked to business
reservation system is cheaper, labor computer information service.
intensive and requires duplication in filing.
2. Introduction to Micros – Opera
Computerized Reservation System –
Displays a reservation screen to input
The OPERA enterprise solution in the
OPERA Property Management System.
Designed to meet the varied requirements
of any size hotel and hotel chain, OPERA
PMS provides all the tools a hotel staff
needs for doing their day-to-day jobs
including:

 Arrow Handling Reservations

 Arrow Checking guest in needs
 Arrow Handling Accounting and
Billing
 Arrow Configurable to each
property’s specific requirements
 Arrow Operates in either single-
property or multi-property mode
with all properties in a complex
sharing a single database.
This system is the most common form of
PMS in the Hospitality Industry in the past
decade, some of the users of this PMS are
the well-known hotel brand in the world
and in the cruise ship, even luxury hotel and
resort use this PMS for it is known as the
most convenient form of Point of Sale in the
Industry.
 to collect other kinds of information
the property requires.
 Profiles are global, they are shared
3. Guest Profile among properties when the OPP
MHOT Multi-property add-on license
Profile – is a record of information about
is active.
the guest, company, agent, and groups,
including previous stays and open STEP-BY-STEP GUIDE ON HOW TO CREATE
reservations. A NEW PROFILE

There are different types of profiles that are New Profile Procedures
used for the safekeeping of records in the
Step 1: Select Reservation; Add then choose
hotel. These are Individual, Company,
Profile or Alt R+P.
Travel, Source, Group, and Contract Profile.
Step 2: Select New. (You will be prompted
to choose a profile type)
Step 3: If you choose Individual, an
Individual Profile window appears on the
screen. Enter the guest’s last name.
Step 4: Enter all the guest information in
Individual Profile window.
Step 5: If you click on the OK button, it will
Contract Profile Sample save the profile and return to the profile
search window.
Profile Features
Step 6: If you click on the SAVE button, it
 Quick access to profile information
will save the profile and remain on the
within all major opera activities.
active window.
 Easy profile creation as part of the
reservation-making process or as a
separate activity.
 Versatile search tool to expedite
locating profiles
 Merge functionality to identify and
resolve duplicate profiles without
losing reservation and revenue data.
 Ability to identify relationships
among profiles to enable informed
management decisions.
 Over 25 default profile data fields. In
Items Found in Individual Profile
addition, profiles can be customized
 Step 2: Enter the guest’s last name or enter
a few letters of the guest’s lastname, and
Profile Search Screen
then, Click Search.
The Profile search screen displays
Step 3: Click Edit or Double-Click the
automatically at various points in the
selected guest folio to open the Individual
program where you must select an existing
Profile window.
profile or create a new one as part of the
activity you are performing. Step 4: You may now change any
information of the guest, directly to the
Individual Profile Window.
Step 5: If you click the OK button, it will
save the profile and remain on the active
window.
Step 6: If you click the NEW button, a new
Individal Profile window appears on the
screen. Simply, fill-in al the information
needed, and then save the profile.
STEP-BY-STEP GUIDE ON HOW TO SEARCH
A PROFILE STEP-BY-STEP GUIDE ON HOW TO SAVE
PROFILE
Profile Search Procedures
Save Profile Procedures
Step 1: Enter as many search criteria as you
think necessary to narrow your search. Step 1: Select Reservation then choose
Profile.
Step 2: Press the tab key or select the
search button to initiate the profile search. Step 2: Enter the guest’s last name or type a
few letters of the guest’s last.
Step 3: Enter the guest’s lastname, or the
first few letters of the guest’s lastname. Step 3: Click New or Edit. If you choose
New, a New Profile will be created, name,
If you are searching for a company or agent
click search.
type of profile, enter the business name.
Step 4: If you choose Edit, it displays the
Step 4: Click on Search button, to process
guest’s profile details.
the profile search.
Step 5: On Edit, you may change the guest
STEP-BY-STEP GUIDE ON HOW TO EDIT A
information in the Individual Profile
PROFILE
window. Then click Save.
Edit Profile Procedures
Step 1: Select Reservation, then choose
Profile.
 Step 2: Highlight the profile and select Edit. 
Step 3: Select Options. 
STEP-BY-STEP GUIDE ON HOW TO DELETE
Step 4: Select Attachment. 
A PROFILE Step 5: Select New to add an attachment or
Delete Account Profile Procedures Open to open an existing attachment. 
Step 6: Select Merge to merge existing
Step 1: From the Main Menu, select attachments (such as two welcome letters) into
Reservations; and then, select Profiles. one.
(Alt+RP) Step 7:  Select Close to return to the profile.
Step 2: Search for an existing profile.
Then choose Edit.
Step 3: Once, the Profile window appears
on screen. Choose Options.
Step 4: Choose Delete. Opera will prompt
you to confirm if you wish to delete the
guest profile.

PROFILE OPTIONS CHANGES

Changes track all changes and updates
To view and utilize advanced profile made to the profile. 
functionality, edit and select Options.
STEP BY STEP GUIDE ON HOW TO VIEW
CHANGES IN PROFILE

Step 1: Locate the Profile using the PROFILE

SEARCH screen. 
Step 2: Highlight the profile and select Edit. 
Step 3: Select Options. 
Step 4: Select Changes

ATTATCHMENT

Attachments allow you to select and create file

attachments to the profile for mail merges and
other possibilities. 

STEP BY STEP GUIDE ON HOW TO ATTACH A

FILE
NOTE: Updates made to the profile list in
descending order. 
Step 1: Locate the Profile using the PROFILE Step 5: Select Close after investigating to
SEARCH screen.  return to the profile.
 Step 2: Enter the Credit Card Number.
CREDIT CARDS Step 3: Enter the Expiration Date on the
The Credit Card option allows you to add, card. 
edit, and delete credit card information Step 4: Enter the Name on Card as it
associated with a profile, saving effort, and appears on the face of the credit card. 
eliminating re-keying errors. Once the Step 5: Select OK to save.
information has been entered here, it can
quickly be accessed from other areas of
OPERA such as reservations, billing, DELETE
accounts receivable, and elsewhere. The Delete option deletes the profile
entirely from the database. OPERA prompts
STEP BY STEP GUIDE ON HOW TO ATTACH
the user to confirm before removing the
CREDIT CARD TO A PROFILE:
profile from the database. 
Step 1: Locate the Profile using the PROFILE MERGE
SEARCH screen. 
Step 2: Highlight the profile and select Edit.  The Merge profile option merges duplicate
Step 3: Select Options.  profiles into one single profile. Duplicate
Step 4: Select Credit Cards. profiles commonly exist for one guest
within the system. The Merge option
eliminates duplicate profiles and merges
their history together.

STEP BY STEP GUIDE ON HOW TO MERGE

TWO OR MORE GUEST PROFILES
TOGETHER

Step 1: From the PROFILE screen, select

Options. 
NOTE: The profile that the merge initiates
from becomes the master. The second
profile merges into the master. 
Step 5: Select New to add credit card Step 2: Select Merge. 
information to the profile  Step 3: Search for the profile you would like
Step 6: Select Edit to change existing credit to merge using the PROFILE SEARCH screen
information.  and select OK. 
Step 7: Delete removes the highlighted
credit card information from the profile. The PROFILE MERGE screen opens listing
the two profiles, one on the left and one on
To enter a new credit card on the CREDIT the right (for comparison purposes).
CARD – NEW screen: 
Step 1: Click the drop-down arrow next to
the Card Type field and select the
appropriate credit card type (i.e. Visa,
American Express, MasterCard). 
 Step 4: Select New to add a new negotiated
rate.

Step 4: Select Merge to merge the profiles

together and the system merges all
information, historical data, revenue, and
Step 5: Click the drop-down arrow next to
history together.
the Rate Code field. 
NEGOTIATED RATES Step 6: Highlight the desired Rate Code and
select OK. 
Negotiated Rates are beneficial when Step 7: Enter a Start Sell Date and End Sell
accessing the Rate Query for a specific Date. 
company since only the negotiated rates NOTE: If the Rate Code is to remain
display for that company. In addition, attached to the profile for infinity, then
Negotiated Rates speed up the reservation leave the end date intentionally blank. 
process. Step 8: Select OK to save the Negotiated
Rate and return to the profile.
STEP BY STEP GUIDE ON HOW TO ADD A
NEGOTIATED RATE TO A PROFILE NOTES
Step 1: From the PROFILE SEARCH screen, Profile Notes allow you to add general or
highlight the desired profile and select Edit.  background information notes about a
Step 2: Select Options.  guest to better accommodate them. 
Step 3: Select Negotiated Rates. 
STEP BY STEP GUIDE ON HOW TO ADD
The NEGOTIATED RATES screen displays NOTES
any existing negotiated rates associated
with the profile. Step 1: From the PROFILE SEARCH screen,
highlight the desired profile and select Edit. 
Step 2: Select Options. 
Step 3: Select Notes.
 The Preferences function enables you to
associate likes and dislikes (such as favorite
room type, desired room features and floor
location, choice of wine and newspaper,
etc.) with the current profile, enhancing
your service to the guests and companies
you do business with. Preferences entered
in the profile apply to every reservation for
this guest in future; thus, only save
preferences that the guest always requests. 
Step 4: Select New.
STEP BY STEP GUIDE ON HOW TO ENTER A
GUEST PREFERENCE IN PROFILE

Step 1: From the profile, select Options. 

Step 2: Select Preferences.

Step 5: Click the drop-down arrow next to

the Note Type field to select a note type. 

NOTE: If you use the Reservation Note type,

this notes copies into each new reservation
for this guest.  Step 3: Select New.

Step 6: Highlight the appropriate Note Type

and select OK. 
Step 7: Enter a brief synopsis of the note in
the Title field.
Step 8: Click in the white text box and enter
the note.
Step 9: Select OK to save and return to the
INDIVIDUAL NOTES screen.

PREFERENCES
Step 4: Highlight the desired Preference
Group and select OK. 

NOTE: Some of the preferences perform

certain functions while others simply print
on reports.

Listed below are the explanations of

various Preference Groups: 
 Floor preferences indicate the
guests’ desired floor in your hotel
and default to the vacant room Step 5: Highlight the desired Preference. 
search during check-in.  Step 6: Using the mouse, place an “X” next
 Interests indicate the guest’s to the desired preference and select OK.
interests in local or hotel amenities
such as golf courses, theaters, or
citywide events.  RELATIONSHIPS
 Key Options: lists the guest key
Relationships define the associations
preferences when making electronic
between and among individuals,
keys for guests 
companies, travel agents, groups, sources,
 Room Features default to the vacant
and other entities in OPERA.
room search when attempting to
 
locate a room for a guest a check-
Example: Knowing that Jim Lawson is an
in. Examples of Room Features are
employee of Alpha Sources, Inc.; that Tim
city view and quiet rooms. 
Marks is the spouse of VIP Sandra Haley; or
 Smoking defaults to the vacant room
that Asset Management Corp. is a
search indicating smoking or
subsidiary of County Wide Bank, for
nonsmoking rooms’ availability. 
example, can aid in decision-making and in
 Specials appear on reservations and
providing good customer service. In
print on a number of reports to
addition, when a relationship is set up
assist both Housekeeping and the
between profiles, one profile can share
Front Desk when preparing a room
negotiated rates with another by virtue of
for a guest. Examples of Specials are
their relationship. 
early check-in and late check-out.
STEP BY STEP GUIDE ON HOW TO CREATE
After selecting the Preference Group, a list
RELATIONSHIPS ON PROFILE
of values belonging to that Preference
Group appears allowing you to select the Step 1: Select Options and Relationships.
desired Preference Code. Step 2: Select New from the PROFILE
RELATIONSHIP screen. 
 NOTE: To add multiple relationships,
The following screen appears: continue this process for each profile you
wish to relate to this profile.
 
Step 7: Once you have completed adding all
Relationships, select OK to return to the
main profile.

4. RESERVATION

THE RESERVATION SCREEN

The Reservation Screen is used to complete

reservations for individual guests, travel
agents, groups, sources, and companies.
Step 3: Choose the profile type you wish to
create a relationship with for the current
profile and select OK. 
Step 4: Search for the Individual, Company,
Travel Agent, Source, or Group using the
PROFILE SEARCH screen. If none exists,
create a New profile. 
Step 5: Highlight the profile on the PROFILE
SEARCH screen and select OK.

The following window appears:

Step 6: Highlight the appropriate

Relationship From/To and select OK.
 Terms Description
Name Guest’s Last Name
Arrival Arrival Date
Departure Departure Date
Nights No. of Nights stay
Room Type Room Type (ex:
Double Deluxe
RTC Room Type Charge
Res. Type Reservation Type
Market Market Code
Source Source Source
Code (ex:
newspaper)
Payment Payment Mode (ex:
Visa)

Reservation Function Buttons

Save – The save button is used to save the

guest reservation details.

OK – The OK button is used to save then

exit the reservation screen. Terms Description
Arrival Arrival Date
OPTION – The option button is used to Nights Number of Night
make other reservation features available. Departure Departure Date
Adults Number of Adults
Rate Query

The Rate Query screen allows you to locate

Number of Children who will be staying.
a listing of rates that match the search
(Default)
criteria you specify.

Rate Query Details

The Rate Query Details Screen shows you

exactly which room types are available for
the requested period and as well as the
nightly corresponding rate.
 reservation. You must select an
existing profile or create a new
Number of Rooms Reserved profile for the reservation before the
reservation flow proceeds.

 If the Profile Search Prior to New

Reservation parameter is set to N,
the Profile Search screen will not
display before the reservation flow
proceeds.

MULTIPLE RATE RESERVATION

Rate changes usually occur during lengthy
guest stays or for stays that go through a
STEP BY STEP GUIDE ON HOW TO CREATE weekday and weekend period. Rate Codes
A RESERVATION that have rate changes in effect during the
stay dates requested highlight in yellow on
NEW RESERVATION- RESERVATION FLOW the RATE QUERY screen. 
Select Reservations > New Reservation to
begin entering a new reservation.
Depending on the way your property has
configured the Reservations feature, the
sequence of screens presented to you (the
"reservation flow") may vary.

Reservation flow is set using

the Reservation > Reservation
Flow application setting. These settings
(described below) give your property
options on the approach taken to make a
new reservation. Regardless of the STEP BY STEP GUIDE ON HOW TO CANCEL
reservation flow your property chooses, A RESERVATION
the Reservations > Profile Search Prior to
New Reservation application parameter CANCEL RESERVATION
determines whether you must search for
and select the guest profile (or create a new
profile) before you can proceed with Step 1: From the main menu, select
making the reservation. Reservations and Update Reservation.
Step 2: Use the RESERVATION SEARCH
 If the Profile Search Prior to New screen to find the reservation to cancel.
Reservation parameter is set to Y, Step 3: Highlight the reservation and select
the Profile Search screen will display Cancel.
before you can continue making a Step 4: Click the drop-down arrow next to
the Reason field to enter a reason for the
cancellation.
Step 5: Highlight the appropriate reason
and select OK. Step 5: Answer “Yes” to reinstate the
Step 6: Click in the white text box in the reservation.
CANCELLATION screen to enter the Step 6: Make any applicable changes (if
additional text regarding the reservation any) to the reservation and select OK to
and select OK to finish the cancellation. save the reservation.
Step 7: Provide the guest with their Step 7: Provide the confirmation number to
cancellation number. the guest.

NOTE: If the hotel has a two-way interface

with a Central Reservation System, the
confirmation number generated will be a
new number. If your hotel uses OPERA PMS
independently, the same OPERA
confirmation number assigns.

WAITLIST

The WAITLIST screen allows you to search

STEP BY STEP GUIDE ON HOW TO for waitlisted reservations, to view the
REINSTATE A RESERVATION original reservation, to change a waitlisted
reservation to an active reservation, to
REINSTATE A RESERVATION cancel the reservation based on no
availability, or to make changes to the
Step 1: From the main menu, select reservation details in order to
Reservations, then Update Reservation. accommodate the guest. If the room or rate
Step 2: Search for and locate the canceled requested by the guest becomes available
reservation you wish to reinstate. for the desired stay dates, the reservation
Step 3: Highlight the canceled reservation. can be "accepted" and made active. OPERA
Step 4: Select Reinstate. prevents the “buildup” of waitlisted
reservations by deleting them during end-
of-day processing two days after the
reservation departure date.

STEP BY STEP GUIDE ON HOW TO

REINSTATE A RESERVATION

Step 1: From the main menu, select

Reservations and Waitlist.
 Below are steps on how to add OPTIONS,
ACCOMPANYING, ALERTS, DEPOSIT,
LOCATOR, AND MESSAGES in a guest
reservation. 

RESERVATION OPTIONS

Reservation Options offer a range of

Step 2: Enter the guest's last Name or Conf. No. additional features for managing
and select Search. reservations and guest requests. From
Step 3: Highlight and desired waitlist within any RESERVATION screen, or with a
reservation and choose to Accept Res. to make highlighted record on the RESERVATION
the reservation active. SEARCH screen, select Options to display
Step 4: Complete the reservation as normal and the screen below:
select OK to save.

OPERA PMS gives the hotel total control

over future bookings. In seconds, the
reservations can search for rooms across
the largest multi-property systems. The
hotel can get real-time availability to ensure
full occupancy during peak periods or
manage and update a reservation.
Immediate access to any level of available
information for a particular day is also
available. This ensures an efficient and
Accompany-ing Guest
quick booking system and in a hotel setting.
Accompanying is a simple way to add an
Below are some important terms that are
additional name to a reservation. If multiple
used in OPERA PMS.
persons on a reservation do not require a
confirmation number or will not be paying
for part of the stay, using the Accompanying
option is the simplest choice. 
STEP BY STEP GUIDE ON HOW TO ADD
ACCOMPANYING GUEST

Step 1: From the Options menu, select

Accompanying. 
Step 2: Search for an existing profile from
the PROFILE SEARCH screen or create a New
one. 
Step 3: Select OK to choose the profile.

Step 2: To add a Company profile, click on

the drop-down arrow next to the Company
field. 
Step 3: To add a Travel Agent profile, click
on the drop-down arrow next to the Agent
field. 
Step 4: To add a Source or Group profile,
click on the drop-down arrow next to the
Source or Group fields. 
Step 5: Using the PROFILE SEARCH screen,
search for and highlight the desired
profile(s) and select OK. 
Step 4: To add more Accompanying guests, Step 6: Once you return to the PROFILE
select Attach.  LINKAGE screen, select OK to save and
Step 5: To remove a name as an return to the RESERVATION OPTIONS screen
Accompanying guest, select Detach.
Alerts
Agent/Company
Alerts attached to reservations create pop-
The Agent/Company option is an alternate up windows that alert the user each time
way to attach multiple profiles to a you access the reservation. Most
reservation. To add a Travel Agent, commonly, Alerts signal an action needed
Company, Source, or Group profile to an on a reservation at a particular time in the
existing reservation, follow the steps below: life cycle of a reservation. Alerts display in
1. From the Options menu, select different locations depending on the action
Agent/Company. The PROFILE LINKAGE (i.e. check-in, check out, etc.) 
screen displays

STEP BY STEP GUIDE ON HOW TO ADD

AGENT/ COMPANY

Step 1: From the Options menu, select

Agent/Company. The PROFILE LINKAGE
screen displays.
STEP BY STEP GUIDE ON HOW TO ADD Update Reservations
ALERTS Step 7: Enter any additional information
needed for the Alert in the Description box
and select OK to save.
Step 1: From the Options menu, select
Alerts.  Billing
Step 2: Select New. The ALERT INPUT
screen displays. The Billing option allows easy access to the
guest folio from the reservation or in-house
guests screens. Billing is only active on
guests in-house and not as an active
reservation since no folio exists until check-
in occurs. Selecting this option on an in-
house guest directs you to their folio as
seen in Cashiering > Billing.

Confirmation

The Confirmation option sends confirmation

letters to the guest for their reservation
upon request. There are three different
ways to deliver confirmations: printing and
mailing, emailing, and faxing. Each hotel
may also have more than one confirmation
letter type to select from when accessing
this option.

Step 3: Click the drop-down arrow next to Deposit/CXL

the Code field. 
Step 4: Highlight the appropriate pre- The Deposit option enters requests on
defined Alert Code and select OK.  reservations made for rate options that
Step 5: Click on the drop-down arrow next require an advance deposit. You may apply
to the Area field.  a deposit of any amount to any reservation
Step 6: Highlight and select the appropriate at any time. Not only does this screen allow
area to alert this reservation. For example, you to set the request to collect the
if the alert is to verify an ID for a qualifying deposit, it also allows you to post the
rate at check-in, select “Check-In.”  deposit once received. 
• Check-In: Alert displays when you access
the reservation in Front Desk > Arrivals The second tab of the DEPOSIT
• Check-Out: Alert displays when you access CANCELLATION screen allows you to
the reservation at departure in Cashiering > manage reservations made for rate options
Billing with cancellation rules.
• Reservation: Alert displays when you
access the reservation in Reservations >
STEP BY STEP GUIDE ON HOW TO ENTER A Messages
DEPOSIT REQUEST ON A RESERVATION
The Message option allows the user to
Step 1: From the Options menu, select enter a text message for an arriving guest. 
Deposit/CXL. 
Step 2: Select Deposit Tab, and then New. STEP BY STEP GUIDE ON HOW TO CREATE
A MESSAGE

Step 1: From the Options menu, select

Messages. The MESSAGES screen displays.
Any existing messages for the
incoming guest list here. 
Step 2: Select New to create a new
message. The NEW MESSAGE screen
displays.
Step 3: Click the drop-down arrow next to
the Deposit Rule field to enter a predefined
deposit rule (i.e. 100% of a guest stay, or 1st
night’s room and tax). 
Step 4: Depending on the deposit rule for
the reservation, enter either the Percentage
or the Deposit Amount you request for the
reservation. 
Step 5: Enter the Due Date you require the Step 3: Enter the Name, First Name, Title,
funds to be collected and applied to the and Company Name and Phone No. of the
reservation.  caller.
Step 6: Select OK to save Step 4: Enter the message in the white text
box. 
Locators Step 5: Select OK to send the message. This
message lists on the MESSAGES screen for
Locators allow the Front Desk to determine the guest. 
the location of an in-house guest at any Step 6: To print the message for the guests
time during their stay. One advantage to to hand deliver, select Print.
this feature is that if the guest receives a
call while not in their room (but in some
other location in the hotel), the PBX
Operator can see the locator lamp indicated
on their room number. The operator may
then transfer the call to that facility (i.e. the
guest is in the restaurant and would like all
calls sent directly to that outlet so he does
not miss an important phone call).