SOFTWARE OVERVIEW -
INNES SYSTEMS' HOTEL 5000
The Reservation module allows the user to book a guest or group for years in advance. When booking, the user assigns a guest to a type of room and may block a specific room or rooms. HOTEL 5000 is set up to handle the year 2000 and beyond.
If needed, you may have a room defined as its own separate room type to allow for the unique needs of your hotel. Examples of room types are King room or Single room.
The number of rooms is not limited. Rooms can have names instead of numbers
to identify them.
The system, in addition to allowing for room types, also allows for up to 10 different board arrangements. The rates and structures can be different for each plan. During the Night Audit the system automatically allocates package plans revenues to the designated cost centers.
There can also be a number of user defined traveler types and reservation sources, such as business guests, convention guests, and vacationing guests. The system will provide a breakdown by traveler types, enabling promotional efforts to be directed to the correct groups.
Advertising and promotional tracking
As reservations are taken information is collected on what stimulated the customer to call. Management can use this information to evaluate marketing efforts and make appropriate changes.
From the New Reservation screen you may also bring up complete availability listings by reservation type whether guaranteed or not and all agent information. The system will automatically display on the screen any detection of overbooking. The system can be set to allow or not allow over booking.
The default deposit amount for a reservation comes up automatically as does the default due date. The deposit amount and the due date can be overridden if desired. HOTEL 5000 provides for guaranteed confirmation slips to be sent to the guest.
Confirmation slips may be printed by arrival date or between any two given reservation numbers. The slips are designed to fit into a windowed envelope or you can generate a confirmation letter instead.
Upon receipt of a deposit the system opens a folio for the group or guest and automatically transfers the balance to the guest ledger during check-in. The system tracks and flags all partial or late deposits.
Calculation of rates
The rate calculation capabilities of HOTEL 5000 are very strong.
When making a reservation the clerk may use the automatic rate calculation
feature. The clerk may also request the projected total cost of the stay including
tax. If clerks do not assign a calculated rate and try to over-ride a predetermined
rate, they must enter an over ride code. In addition the reservation and who took
it will be reported in our Special Rates Report.
Special Rates Report is produced outlining all reservations that have other than a
system calculated rate and the clerk's name.
Rates are based on the room type, the date, the number of adults and / or
children and the Board type selected. Extra features ordered for a room like a cot
can also be set to add to the rate..
. Rates can be set up to be different for every day of the year if you want.
You can have hundreds of rates in the system and they all can be set up in patterns
that are different.
We call this PERIODIC BILLING. HOTEL 5000 will post the charges you as
you want them.
Perhaps you want the entire period charged on the first day of the stay period.
For example if you wish to bill a week on the first day of a stay, it will do it.
The rate, if set that way, will not charge again until the 8th day of
You can also set a rate code to provide for a free night or nights if you wish.
For instance you may run a promotion that says stay 6 nights and the seventh night is
free. The system will do it. Or you might set the promotion to stay for 5 days and
get two nights free. The system can do that too.
The system can be set so that the whole promotion has a start and stop date and
keep track of that as well. This will prevent your clerks from making errors an
offering the promotion after it has expired or before it starts.
Check out early and the system bills the full day rate with no reductions.
Hotel 5000 provides strong group functions. All groups are handled from one
screen. You may have groups where each individual is responsible for their own bill
or a group where the room and tax go directly to the account of the group.
You can vary the stay of each individual with in the group. People do not need to
arrive and depart on the same day and yet the accounting is handled within the group.
A list on people can be attached to the group and the room assigned. You can have as
many people assigned to a room as the reservation allows. If you run cabins this is very
helpful. For instance you can have 1 responsible adult and 5 children in a room..
You can control meal sales as well for the group. This includes the cost of the meal and
menu selection. You can assign as many meals as you wish per day to cover snacks
and other offerings you may be providing the group.
All of this is controlled from the group master reservation screen. This includes
pre-assigning rooms, changing individual remarks and information for group members. Even
rates can be changed for the individual members of the group.
Guest History interacts with the new reservation screen. When a guest is making a reservation the operator may look up the history of all prior stays which includes the room numbers and any relevant comments. The guest's name and address are automatically transferred to the reservation screen.
The user may query reservations on the name, a partial name, the arrival and departure date, or the travel agent. A total occupancy forecast for a given date, week or month is also viewable.
Travel agents/Tour operators
Hotel 5000 provides for tracking one commissioned booking per reservation, with a record of a second. Each agent is assigned its specific commission rate. Tour operators are recorded with a zero commission rate. Sales calls and comments can be recorded in the system. This allows you to track your marketing so that when a customer calls all needed information will be at hand.
Hotel 5000 tracks room allocations to travel agents and tour operators.
We wrote HOTEL 5000 with the year 2000 and beyond in mind. .
INTERNET Please speak with us about your internet needs. We
are very flexible and Custom programming is available.
Some key Reservation reports include:
o 10 Day Forecast. Shows total number of rooms reserved.
o Arrivals Report. Lists arriving guests, their room type, departure date, and travel agent.
o Departure Report. Lists departing guests, their arrival date, room number and agent.
o Monthly Traveler Forecast. This breaks down arrivals for a month by traveler type.
o Monthly Room Forecast. Lists room occupancy for each day by room type. It shows
over-bookings and under-bookings for each day of the month. If room blocking is used
on all reservations, then this report can duplicate the tape board used in many manual
o Yearly Summary Report. Gives overall picture of the reservation forecast for the entire
o Presence List. Lists guests that are due to be staying on any particular night. Used to
check for over-bookings.
o New/Changed/Deleted Reservations. Useful to review reservations activity.
o Arrivals by Agent.
o Agent Performance Report.
o Open Deposits. Deposits that are expected but not necessarily late.
o Paid Deposits.
o Pre-Registration Cards. To be signed by guest on arrival at the front desk.
o Confirmation Slips. Ask us about linking these to Microsoft Word Documents so that you can design
your own forms.
o Confirmation Letters. Ask us about linking these to Microsoft Word Documents so that you can design
your own forms.
Emailing of information can also be set up for confirmations.