SOFTWARE OVERVIEW -
INNES SYSTEMS' HOTEL 5000
Reception and Billing
Reception is for checking a guest in and out of the hotel. It links all the information from the reservation to the check in process. It also provides for walk in guests and other services that may be needed by the guest.
When assigning a room, the clerk has the option of opening a window that displays all available rooms of a particular type. If a room is already occupied, the occupying guest's name appears at the bottom of the screen. You can move guests from one room to another directly on this display. It will allow for putting multiple guests into the same room. There is a separate folio maintained for each of the guests. Up to 4 guests may be in each room with 3 folios for each guest.
The other option for group check-in is to use the quick check-in menu item. Here all the clerk does is assign a room and type the guest's name. Groups can be assigned rooms before check in. Check in for groups can be done with one button for all members arriving on today's date. Yes, group members can be set up to arrive and depart on different dates and still be part of the group.
Hotel 5000 provides for three folios per guest. The three folios are: a main bill, extra bill and special bill. When the desk clerk is inputting transactions, he or she may assign them to one of the three bills. Each room can have four guests each with three bills.
Collecting the whole stay at check-in
The clerk may also enter prepayments directly on the check-in screen. Short stays will be automatically calculated including tax so that the clerk may request the correct amount at the time of check-in. The system can be set to collect the whole stay at check in less any deposit paid. Perfect for destination hotels or hotels with cash paying guests.
Hot keys provide for jumping from one screen to another and then returning to where you were prior to the jump. For example you can be posting bills and get a call to look up a guest’s room number. With hot keys you press the appropriate key which brings up the list of guests and their room numbers, then after using this information, HOTEL 5000 brings you back exactly where you were in the posting process.Room Transfer
Another option that is standard with the Reception Module is the ability to easily transfer rooms. The only limitation to transferring is when the new room is already full, is out of order, or is not clean. After a guest checks out the rooms are posted as dirty until housekeeping up dates the computer.
Billing for rooms, off site accounts and tracking taxes
The Billing Module is a very strong part of the system. It allows for any type of situation that may come up in a hotel. HOTEL 5000 defines transactions in terms of cost centers (ledger headings)
Rates are charged in the system depending on the reservation selections or walk in selections.
See the reservation section Calculations of Rates for more information.
There may be 180 cost centers defined for the hotel. A cost center may be defined as either a cash or revenue center. Cost centers are designed to tie to a General Ledger account.
For example, a restaurant in the hotel would be defined as a revenue center whereas, the credit cards, used for payment, are defined as cash centers.
Corrections made on a customer's guest folio can be made to not show on the print out given the guest. This makes the bill more cosmetically pleasing.
Hotel 5000 provides for billing to accounts, companies and other organizations.
They can be billed for services directly or you can transfer room charges to the
account holder for future billing.
Each cost center may include up to 7 associated taxes. These may be expressed as a percentage or a flat fee. Taxes may be set up to be automatically posted with a charge or as a secondary posting, at the discretion of the user.
The room charges and taxes are automatically posted when running the Night Audit Report. We also provide for automatic billing of other charges, which are made every day. This could be valet parking as an example. The other charges may be posted to one of the three types of bills at anytime before or during checkout. Any of the cost centers may be debited or credited. For example, if a guest prepays all room expenses or a portion thereof, the main cost center will be credited for that amount, and the final bill will reflect the prepaid amount in a line item.
Telephone charges will also appear on the bill as itemized expenses. Hotel 5000 does interface to call accounting systems and will update each guest's folio with all outstanding phone calls before they check-out.
We now have a full call accounting module which connects directly to the SMDR port on the phone switch. This can save you money in connecting for new phone installations.
Our credit card interface handles all the major service providers and the cards they support.
HOTEL 5000 can also interface to Television Systems, Energy Control Systems and Restaurant Systems and Point of Sale Systems and other systems as well. General Ledger interfaces can also be provided. Ask us about your specific needs.
The POS touch screen based program is designed for snack bars and , barbershops and news stands.
Reception and Billing key reports include:
o Departures List.
o Special Rates Report. Provides a listing of guests who have either a special, or
o Guest List. Lists all guests staying in the hotel, their room numbers, departure dates, and
o Night Clerk's Report. Is an extensive report giving all guest folios, room and board
distributions, and total revenues.
o Rooming List. Lists occupants for each of the rooms.
o Board Arrangement List. All present board arrangements.
o Housekeeping Report. Shows the status of each room.
o Group Analysis Report. Gives a summary of all data pertaining to groups staying in
o Guests/Groups/Account Holders. Lists the transactions and balances for all guests, groups
and account holders.
o State of Accounts Report. Crucial to have for bill preparation if the computer goes
o Shift Closing Report. Lists all transactions entered during a shift, according to cost
centers, giving all shift totals.
o End of Day Procedure. This is your night audit report. This automatically posts all
o Transaction Log. All transactions, for a given day, and shift are printed in the order they
o Credit Limit Report. Provides a list of all guests, groups, and account holders whose
balances are above their assigned credit limits.
o Cost Center Analysis. Prints all the revenues for the cost centers. Totals are split into
totals per week, per month, per year.
o Cost Center List. Gives all relevant information for all of the hotels cost centers.
o Overstaying Guests and Groups.
Hotel 5000 comes with yield management features built in standard. Using the revenue enhancing capability is just one way HOTEL 5000 pays for itself.
Demand Rate Structure
Rates are set in the system using a dual coding.
The first code is used for the rate type. The second code is a demand code.
Using the demand code the manager can rapidly change the rate structure by simply telling the clerks what the correct code for the period should be. The rates can be all preset in the system so switching rates is not difficult at the time of reservation. Working in combination with the forecast reports the manager can make intelligent decisions on what demand is and what rate structure to use.
In the reservation program we provide a date sensitive message that is put in the system by the manager. In this manner the rate code for a given date or period is advised to the reservationist at the time of taking the reservation. The demand code is different from a season rate that is maintained separately in the HOTEL 5000 software. Season rates are automatically changed based on the date.
The Internet is rapidly increasing in importance for commercial endeavors.
Web technology is not easy as security issues particularly add to the complexity of a commercial site for hotels.
We are currently developing web sites and you may like talk to us about your needs. These can provide integrated data transfers between Hotel 5000 and a web server.
Click here to return to Hotel 5000 main page
Click here for information on reservation features
Click here for single user configuration information
Click here for Multi-user configuration information
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