Master File

CONFIDENTIAL
IFCA MSC BHD
<Master File Setup>
DOCUMENT ID: <XXXX>-<XXX>
VERSION: XX-XX
CONTENTS
Revision History.................................................................................................iii
Glossary .............................................................................................................iv
1. Purpose and Scope ....................................................................................1
2. Responsibility .............................................................................................1
3. Description ..................................................................................................1
4. List of Procedures ......................................................................................1
5. General Master File Setup ..........................................................................3
5.1 Currency Setup .................................................................................................. 3
5.2 Common Code Setup ........................................................................................ 5
5.2.1 Main Source .......................................................................................................5
5.2.2 Source.................................................................................................................6
5.2.3 Main Segment....................................................................................................8
5.2.4 Segment .............................................................................................................9
5.2.5 Nationality ........................................................................................................11
5.2.6 Race ..................................................................................................................12
5.2.7 Country.............................................................................................................14
5.2.8 Salutation .........................................................................................................15
5.2.9 Business Class................................................................................................17
5.2.10 Newspaper ......................................................................................................18
5.2.11 Event ................................................................................................................20
5.2.12 Hotel Department ...........................................................................................21
5.2.13 Reservation Type ...........................................................................................23
5.2.14 Guest Type......................................................................................................24
5.3 Reason Master File .......................................................................................... 26
5.4 Hotel Specification Setup ............................................................................... 28
5.5 Transaction Code Setup ................................................................................. 35
5.5.1 Charges ............................................................................................................35
5.5.2 Payment............................................................................................................40
5.5.3 Deposit .............................................................................................................45
5.5.4 Refund ..............................................................................................................49
5.6 Transport Schedule Setup.............................................................................. 53
5.6.1 Transport Type ................................................................................................53
i
5.6.2 Transport Schedule ........................................................................................55
5.7 Hotel Rules ....................................................................................................... 59
6. Sales and Marketing Master File Setup...................................................61
6.1 Sale and Marketing Setup - Industry ............................................................. 61
6.2 Sale and Marketing Setup – Classification................................................. 63
6.3 Event Setup .................................................................................................... 65
7. Rooms Related Master File Setup ...........................................................68
7.1 Room Setup...................................................................................................... 68
7.1.1 Room Feature................................................................................................68
7.1.2 Room Category .............................................................................................69
7.1.3 Room Location..............................................................................................71
7.1.4 Room Status ...................................................................................................74
7.1.5 Room Type/Room .........................................................................................78
7.2 Rate Code Setup .............................................................................................. 82
7.2.1 Rate Category...................................................................................................82
7.2.2 Rate Type ..........................................................................................................83
7.2.3 Packages Forecast ..........................................................................................85
7.2.4 Package Element..............................................................................................88
7.2.5 Rate Code..........................................................................................................93
7.3 Surcharge Setup ............................................................................................ 101
8. Financial Related Master File Setup......................................................105
8.1 Tax Scheme Setup......................................................................................... 105
8.2 Debtor Profile Maintenance .......................................................................... 108
9. System Related Master File setup .........................................................113
9.1 Custom Field Setup – Registration ............................................................. 113
9.2 Custom Field Setup – Guest ........................................................................ 116
9.3 Document Formatting- Folio Formatting .................................................... 119
9.4 Columns Configuration - Night Audit Report Subscription ..................... 122
9.5 External Mapping.................................................. Error! Bookmark not defined.
9.6 Keycard Format .................................................... Error! Bookmark not defined.
9.7 Reports and Letters Configuration..................... Error! Bookmark not defined.
9.8 Program/Modules Library Management...................................................... 124
10. See Also...................................................................................................128
ii
REVISION HISTORY
Version Date of Prepared By Role Remarks and List of Changes

No. Release
Note – Role abbreviations:
C Creator
A Append
M Modify
V Verify
R Review
AP Approve
iii
GLOSSARY
Item Acronym/Abbreviation Description

No.
iv
CONFIDENTIAL DOCUMENTID : <XXXX>-<XXX> <XX-XX>
1. PURPOSE AND SCOPE

Describe the purpose and scope of this process document
2. RESPONSIBILITY
Briefly describe the people who would be responsible in the process being described in this
process document.
3. DESCRIPTION
Brief description of the processes covered in this document. Provide general flow of the
processes
4. LIST OF PROCEDURES
• General Master File Setup
− Currency Setup
− Common Code Setup
Main Source
Source
Main Segment
Segment
Nationality
Race
Country
Salutation
Business Class
Newspaper
Event
Hotel Management
Reservation Type
Guest Type
− Reason Master File
− Hotel Specification Setup
− Transaction Code Setup
Charges
Payment
Deposit
Refund
1
− Transport Schedule Setup

Transport Type
Transport Schedule
− Hotel Rules
• Sales and Marketing Master File Setup
− Sales and Marketing Code Setup

Sale and Marketing Setup - Industry
Sale and Marketing Setup - Classification
− Event Setup
• Rooms Related Master File Setup
− Room Setup
Room Features
Room Category
Room Location
Room Status
Room Type / Room
− Rate Code Setup
Rate Category
Rate Type
Packages Forecast
Package Elements
Rate Code
− Surcharge Setup
• Financial Related Master File Setup
− Tax Schema Setup

− Debtor Profile Maintenance
• System Related Master File Setup
− Custom Field Setup

Registration
Guest
− Keycard Format
− Reports and Letters Configuration
− Document Formatting
− External Mapping
− Columns Configuration
− Program/Modules Library Management
2
5. GENERAL MASTER FILE SETUP
5.1 Currency Setup

Steps
1 Click on Master File Setup button and select Currency Setup to open currency master file main
menu
2 Click on the Insert record icon on the top panel. Setup the Currency Codes and Description. The
system will prompt you save confirmation message either “Yes” or “No”. After that Key in an
Effective Date by click the drop down menu will pop up the calendar to choose the date
3
Steps
3 For each Currency Code and effective date, set the exchange rates to be applied. You can choose
the Foreign Currency by click on the drop down menu. Key in the all the relevant information on
each column highlighted.
4 Click On Save Button and Currency Setup now complete. Currency is applied in Rate Code Master
File, Cashiering - Foreign Exchange Button, Transaction Code Setup - Charges Folder, Sales and
Marketing - Travel Agent Folder, Sales and Marketing - Corporate Folder
4
5.2 Common Code Setup
5.2.1 Main Source

Steps
1 Click on Master File Setup button and select Common Code Setup to open Common Code Setup
main menu
2 Select Main Source folder, click on the Insert record icon on the top panel. Set up the Main Source
categories by key in Code and Description for the purpose of capturing the source of each
reservation for the purpose of Sales and Marketing analysis
5
Steps
3 Click On Save Button and Common Code Setup for main source now complete. Main Source is
applied in Master Files - Common Codes - Source
5.2.2 Source
Steps
main menu
6
Steps
2 Select Source folder, click on the Insert record icon on the top panel. Set up the Source categories
by key in Code, Description and Main Source from the drop down menu for the purpose of
capturing the source of each reservation for the purpose of Sales and Marketing analysis
3 Click On Save Button and Common Code Setup for source now complete. Source is applied in
Front Desk - Reservation and Registration
7
5.2.3 Main Segment

Steps
main menu
2 Select Main Segment folder, click on the Insert record icon on the top panel. Set up the Main
Segment categories by key in Code and Description here to capture the segment of each
reservation for the purpose of Sales and Marketing analysis
8
Steps
3 Click On Save Button and Common Code Setup for Main Segment now complete. Main Segment
is applied in Master Files - Common Codes – Segment
5.2.4 Segment
Steps
main menu
9
Steps
2 Select Segment folder, click on the Insert record icon on the top panel. Set up the Segment
categories by key in Code, Description and Main Segment from the drop down menu here to
capture the segment of each reservation for the purpose of Sales and Marketing analysis
3 Click On Save Button and Common Code Setup for Segment now complete. Segment is applied
in Front Desk - Reservation and Registration
10
5.2.5 Nationality
Steps
main menu
2 Select Nationality folder, click on the Insert record icon on the top panel. Define the nationality
codes and description.
11
Steps
3 Click On Save Button and Common Code Setup for Nationality now complete. Nationality is
applied in Front Desk - Guest Profile Button
5.2.6 Race
Steps
main menu
12
Steps
2 Select Race folder, click on the Insert record icon on the top panel. Define the Race codes and
description.
3 Click On Save Button and Common Code Setup for Race now complete. Race is applied in Front
Desk - Guest Profile Button
13
5.2.7 Country
Steps
main menu
2 Select Country folder, click on the Insert record icon on the top panel. Define the Country codes
and description.
14
Steps
3 Click On Save Button and Common Code Setup for Country now complete. Country is applied in
Front Desk - Guest Profile Button, Sales and Marketing - Corporate Folder, Sales and Marketing -
Travel Agent Folder
5.2.8 Salutation
Steps
main menu
15
Steps
2 Select Salutation folder, click on the Insert record icon on the top panel. Define the Salutation
codes and description
3 Click On Save Button and Common Code Setup for Salutation now complete. Salutation is
applied in Sales and Marketing - Corporate Folder, Sales and Marketing - Travel Agent Folder
16
5.2.9 Business Class

Steps
main menu
2 Select Business Class folder, click on the Insert record icon on the top panel. Define the Business
Class codes and description
17
Steps
3 Click On Save Button and Common Code Setup for Business Class now complete. Business
Class is applied in Front Desk - Guest Profile Button, Sales and Marketing - Corporate Folder, Sales
and Marketing - Travel Agent Folder
5.2.10 Newspaper
Steps
main menu
18
Steps
2 Select Newspaper folder, click on the Insert record icon on the top panel. Define the Newspaper
3 Click On Save Button and Common Code Setup for Newspaper now complete. Newspaper is
applied in Front Desk – Facilities
19
5.2.11 Event
Steps
main menu
2 Select Event folder, click on the Insert record icon on the top panel. Define the Event codes and
description
20
Steps
3 Click On Save Button Common Code Setup for Event now complete. Event is applied in Front
Desk - Reservation Profile
5.2.12 Hotel Department

Steps
main menu
21
Steps
2 Select Hotel Department folder, click on the Insert record icon on the top panel. Define the Hotel
Department codes and description
3 Click On Save Button Common Code Setup for Hotel Departments now complete. Hotel
Departments is applied in Transaction Code Setup – Charges, Transaction Code Setup – Payment,
Front Desk - Registration Profile - Followup Folder, Housekeeping - Followup Button
22
5.2.13 Reservation Type

Steps
main menu
2 Select Reservation Type folder, click on the Insert record icon on the top panel. Define the
Reservation Type codes and description
23
Steps
3 Click On Save Button and Common Code Setup for Reservation Types now complete.
Reservation Types is applied in Front Desk - Reservation Profile
5.2.14 Guest Type

Steps
main menu
24
Steps
2 Select Guest Type folder, click on the Insert record icon on the top panel. Define the Guest Type
3 Click On Save Button and Common Code Setup for Guest Type now complete. Guest Type is
applied in Front Desk - Registration Profile
25
5.3 Reason Master File

Steps
1 Click on Master File Setup button and select Reason Master File to open Reason Master File
Setup main menu
2 Click on the Insert record icon on the top panel. Define the Reason and Determine the modules
where reason is to be applied by ticking on the checkbox.
26
Steps
3 Click On Save Button and Reason Master File now complete. Reason Master File is used in Front
Desk - Cancel Reservation, Front Desk - Re-instate Cancellation, Front Desk - Upgrading and
Downgrading of Rooms, Front Desk - Extend Stay, Front Desk - Room Rate Adjustment, Front Desk
- Cancel Check in, Front Desk - Providing Discount, Cashiering - Checkout Room without Checkout
Folio, Housekeeping - Room Maintenance
27
5.4 Hotel Specification Setup

Steps
1 Click on Master File Setup button and select Hotel Specification Setup to open Hotel Specification
main menu. Hotel Specification Setup is a one-time setup which needs to be configured so that
IFCA Software will be able to default certain values based on the settings configured here.
2 This configuration the hotel's name, address and contact details, this information is used to print on
headings of reports, lettering, etc. This also configuration the hotel's Transaction Date and the hotel's
Base Currency.
28
Steps
3 These times will be defaulted for each Registration Profile created in the system ((Highlighted
black). ((Highlighted Red) Here can set the number of days where advance reservation is
allowed in the hotel, set the number of days each No Show Reservation is to be kept before being
purged from the system. Also set the number of days each checked out Guest's Ledger is to be
kept before being purged from the system and set the number of days each checked out Non-
Guest's Ledger is to be kept before being purged from the system
29
Steps
4 This is setup the rate codes that would be used for each of the Rate Categories here so that these
categories could be analysed in the Night Audit Report (Highlighted Red). Select the Rate Code
to be defaulted when performing a Quick Registration / Checking in a Walk in Guest in Front
Desk - Room Gantt Chart and Floor plan folders (Highlighted Black)
5 Setup the Room Status the system is to change to upon the completion of each process
i.e. Checkin, Cancel Checkin, Room Transfer, Checkout and Night Audit
30
Steps
5 This configuration is to determine which type of rooms are to be included in occupancy percentage
calculation (Highlighted Black). Setting up Colour Indicators for Low and High Occupancy
which is used in Front Desk - Room Gantt Chart folder. (Highlighted Red)
6 This is Financial Accounting Integration Settings (i.e. Integration to General Ledger and Accounts
Receivable)
31
Steps
7 Determine which day in the week is considered weekend so that weekend rates could be applied.
8 This configures the house credit limit for each in-house guest
Type : By Fixed Amount
Credit limit for guest : As per amount set in Amount
Type : By Nights
Credit limit for guest : No of Nights x Amount x Matrix
Type : By Room Rate per Night
Credit limit for guest : No of Nights x 1st Night's Room Rate x Matrix
32
Steps
9 Here is setting Transaction Code for: used when performing Charges in the Housekeeping Option
– Charge. Used when tips and Foreign Currency Exchange are captured during settlement in
Cashiering option. Forfeiture or refund of deposit is done prior to the guest checking in. Also for
deposit is entered during Reservation and Commission Included for foreign currency exchange.
10 This is setup for the foreign exchange commission calculation by any amount or percentage
(Highlighted Red). Setting for currency rounding code and method (Highlighted Black)
33
Steps
11 You can attach Hotel location by click on the Hotel Location button. Small window will pop up then
click on the Select button to select the file.
12 You also can attach Hotel Logo by click on the Hotel Logo button. Small window will pop up then
click on the Select button to select the file.
34
5.5 Transaction Code Setup
5.5.1 Charges
Steps
1 Click on Master File Setup button and select Transaction Code Setup to open Transaction Code
Setup main menu
2 Select the Charges Folder, click on the Insert record icon on the top panel. Define Transaction
Groups here and for each transaction group, define the transactions within it.
35
Steps
3 This is to set the Charge Type (i.e. Front Desk, Housekeeping, internal outlet or external outlet).
Determine the currency in which this charge will be invoiced to the guest and determine the default
price (if left blank, prices will not be defaulted). Also can set the tax scheme to be applied to this
transaction.
4 Determine if the transaction created is a Room Revenue transaction and which department the
transaction code is for.
36
Steps
6 Determine the access level required to use the transaction code and the access level required
when reversing this transaction code
7 Determine the shortcut key to activate this transaction in the Cashiering option and Determine if
negative amount is allowed for this transaction code
37
Steps
8 Define the Revenue GL Account for this transaction code – charges and Define the adjustment GL
Accounts when this transaction is being reversed
9 Define the Division and Department codes to be used for this transaction
38
Steps
10 Click On Save Button and Transaction Code Setup– Charges now complete. Transaction Code
Setup - Charges is used in Master Files - Hotel Specification Setup, Master Files - Rate Code Setup
- Package Elements, Front Desk - Reservation Profile – Routing, Front Desk - Registration Profile –
Charges, Front Desk - Registration Profile - Routing Instruction, Cashiering - Show Charges,
Housekeeping – Charges, Sales and Marketing - Travel Agent – Contract and Sales and Marketing -
Corporate – Contract
39
5.5.2 Payment
Steps
Setup main menu
2 Select the Payment Folder, click on the Insert record icon on the top panel. Define Transaction
Groups here and For each transaction group, define the transactions within it.
40
Steps
3 Determine the Transaction Class and the Debtor Account (required if transaction class is credit
card)
4 Determine the tax scheme to be applied to this transaction and Determine which department the
transaction code is for.
41
Steps
5 Define the bank code (required if transaction class is Cash) and Define the Accrual GL Account
(required if transaction class is Voucher)
42
Steps
7 Determine the access level required using the transaction code and Determine the access level
required when reversing this transaction code.
8 Determine the shortcut key to activate this transaction in the Cashiering option
43
Steps
9 Click On Save Button and Transaction Code Setup– Payment now complete. Transaction Code
Setup - Payment is used in Master Files - Hotel Specification Setup, Front Desk - Registration
Profile – Deposit and Cashiering - Show Charges
44
5.5.3 Deposit
Steps
Setup main menu
2 Select the Deposit Folder, click on the Insert record icon on the top panel. Define Transaction
45
Steps
3 Determine the transaction class and Define the GL Accrual account for deposit
46
Steps
5 Define the Department this transaction is for and Determine the shortcut key to activate this
transaction in the Cashiering option.
6 Determine the access level required to use the transaction code and Determine the access level
required when reversing this transaction code
47
Steps
7 Click On Save Button and Transaction Code Setup– Deposit now complete. Transaction Code
Setup - Deposit is used in Master Files - Hotel Specification Setup, Front Desk - Registration Profile
– Deposit.
48
5.5.4 Refund
Steps
Setup main menu
2 Select the Refund Folder, click on the Insert record icon on the top panel. Define Transaction
49
Steps
3 Determine the transaction class and Define the Accrual GL Account
50
Steps
5 Determine which department the transaction code is for and the shortcut key to activate this
transaction in the Cashiering option
6 Determine the access level required to use the transaction code and the access level required
when reversing this transaction code
51
Steps
7 Click On Save Button and Transaction Code Setup– Refund now complete. Transaction Code
Setup - Refund is used in Master Files - Hotel Specification Setup, Cashiering - Show Charges.
52
5.6 Transport Schedule Setup
5.6.1 Transport Type

Steps
1 Click on Master File Setup button and select Transport Schedule Setup to open Transport
Schedule Setup main menu.
2 Select the Transport Type Folder, click on the Insert record icon on the top panel. Define the types
of transport here and description.
53
Steps
3 Click On Save Button and Transport Schedule Setup – Transport Type now complete. Transport
Schedule Setup – Transport Type is used in Transport Schedule Setup - Transport Schedule.
54
5.6.2 Transport Schedule

Steps
1 Click on Master File Setup button and select Transport Schedule Setup to open Transport
Schedule Setup main menu.
2 Select the Transport Schedule Folder, click on the Insert record icon on the top panel. Define the
transaction code to be used for the transport schedule charges.
55
Steps
3 Define the currency in which the transport charges will be charged to the guest
4 Define the transport's chargeable amount for the categories of Adult, Child and Infant
56
Steps
5 Determine if the transport schedule is determined by transport schedule time (Follow Transport
Schedule) or guest registration time (Follow Guest Registration Time)
6 Determine the transport's mode(i.e. Flight, Transfer or Other) snd select transport type
57
Steps
7 Determine on which day of the week the transport schedule is applicable and also the arrival and
departure time for a given period of validity (start and end date)
8 Click On Save Button and Transport Schedule Setup – Transport Schedule now complete.
Transport Schedule Setup – Transport Schedule is used in Front Desk - Registration Profile –
Transport.
58
5.7 Hotel Rules

Steps
1 To change the behaviour of certain processes such as reservation, registration, cashiering and etc, the
“Hotel Rules” window allow the user to enable or disable certain functions, feature or parameters. To
access hotel rules, navigate to Master File Setup drop down menu and click on “Hotel Rules”.
2 In the “Hotel Rules” window, there are few sections that will change the behaviour of the system.
In the Production Statistics section, ticking or un-ticking the options will remove or add different analysis
categories in the Production Statistic Enquiry window.
In the Auto Print Report section, ticking or un-ticking the options will automatically print a particular
reports or form that is triggered by a process.
In the Night Audit Parameters section, ticking or un-ticking the options will change the different rows of
information that a night audit report will print. It will also change the method which certain statistics are
calculated in the night audit report.
In the Reg Tools Tips section, ticking or un-ticking the options will enable a tool tip pop up in the front
desk module when a certain guest is selected. The pop up will display the details of the guest based on
the options selected in this section.
In the Letter section, ticking or un-ticking the option will enable or disable the fields in the Confirmation
Letter.
In the Notify section, ticking or un-ticking the options will allow for a room inspection request to be
automatically sent to the housekeeping department.
In the Parameters and Others section, ticking or un-ticking the options will set the system to certain
default values or behaviour for certain processes.
59
60
6. SALES AND MARKETING MASTER FILE SETUP
6.1 Sale and Marketing Setup - Industry

Steps
1 Click on Master File Setup button and select Sale and Marketing Code Setup to open Sale and
Marketing Setup main menu.
2 Select the Industry Folder, click on the Insert record icon on the top panel. Define the Industry
61
codes here.
Steps
3 Click On Save Button and Sale and Marketing Setup - Industry now complete. Sale and Marketing
Setup - Industry is used in Sales and Marketing - Corporate Folder and Sales and Marketing - Travel
Agent Folder
62
6.2 Sale and Marketing Setup – Classification

Steps
1 Click on Master File Setup button and select Sale and Marketing Code Setup to open Sale and
Marketing Setup main menu.
63
2 Select the Classification Folder, click on the Insert record icon on the top panel. Define
Classification codes here.
Steps
3 Click On Save Button and Sale and Marketing Setup - Classification now complete. Sale and
Marketing Setup - Classification is used in Sales and Marketing - Corporate Folder and Sales and
Marketing - Travel Agent Folder
64
6.3 Event Setup

Steps
1 Click on Master File Setup button and select Event Setup to open Event Setup main menu.
65
2 Select a date to key in the Events
Steps
3 Insert a document by clicking on Insert Document (Highlighted Black)button and Insert a picture
66
by clicking on Insert Picture (Highlighted Red) button
4 Save entries to Event by clicking on Save Document button. Event Setup now completes. Event
Setup is used in Digital Dashboard - Event Folder
67
7. ROOMS RELATED MASTER FILE SETUP
7.1 Room Setup
7.1.1 Room Feature

Steps
1 Click on Master File Setup button and select Room Setup to open Room Setup main menu.
2 Select the Room Feature Folder, click on the Insert record icon on the top panel. Define the
different types of room features available.
68
Steps
3 Click On Save Button and Room Setup – Room Features now complete. Room Setup – Room
Features is used in Front Desk - Registration Profile - Features
7.1.2 Room Category

Steps
69
Steps
2 Select the Room Category Folder, click on the Insert record icon on the top panel. Determine if the
room category set is for Internal Room. Internal Room - Rooms belonging to this category will not be
included as part of room inventory
3 Click On Save Button and Room Setup – Room Category now complete. Room Setup – Room
Category is used in Room Setup - Room Type/Room.
70
7.1.3 Room Location

Steps
2 Select the Room Location Folder, click on the Insert record icon on the top panel. Define a
location.
71
Steps
3 Determines the view size of the layout plan on the right.
4 Determines the Icon size on the layout plan on the right and to position a room icon, click the room
and drag it to the required position
72
Steps
5 Assign rooms to the location by click on Assign Room button will pop up the select room small
screen. Select the room no, then click on OK button
6 Click On Save Button and Room Setup – Room Location now complete. Room Setup – Room
Location is used in Front Desk - Room Gantt Chart and Housekeeping
73
7.1.4 Room Status

Steps
2 Select the Room Status Folder, click on the Insert record icon on the top panel. Define Room
Status here
74
Steps
3 Determine if the status created is for 'Out of Order' or if the status created is for 'Out of Inventory'
4 Determine the room status (i.e. Vacant, Occupied or Blocked)
75
Steps
5 Determine the Housekeeping Status (i.e. Clean, Dirty)
6 Choose a colour to denote the status created so that each status can be differentiated by a colour
76
Steps
7 Click On Save Button and Room Setup – Room Status now complete. Room Setup – Room
Status is used in Front Desk - Room Gantt Chart, Front Desk - Room Assignment and
Housekeeping - Change Housekeeping Status
77
7.1.5 Room Type/Room

Steps
2 Select the Room Type/Room Folder, click on the Insert record icon on the top panel. Define a
room type. Click on Vacant, Occupied and Blocked Button to select a suitable picture file to
represent the room type for each front desk status
78
Steps
3 After that move to right, click on the Insert record icon on the top panel. Define rooms for the room
type created.
4 Click Generate Room button to create rooms in bulk for a particular room type or duplicate room. A
pop up window show to key in no of rooms then click on OK button.
79
Steps
5 After that move to right, click on the Insert record icon on the top panel. Define rooms for the room
type created.
6 Click Room Features Assignment button to assign features to each room created. A window pop
up, ticking on the checkbox and select the features then click on Add Button to assign the features
to the selected room.
80
Steps
7 Click Update the Room Type button to update the old room type to new room type. A window pop
up, select the new room type from the drop down menu then click on Update button.
8 Click On Save Button and Room Setup – Room Type/Room now complete. Room Setup – Room
Type/Room is used in Front Desk - Room Assignment, Front Desk - Room Gantt Chart, Front Desk -
Changing Room Types, Front Desk - Assign Room Manually and Housekeeping
81
7.2 Rate Code Setup
7.2.1 Rate Category

Steps
1 Click on Master File Setup button and select Rate Code Setup to open Rate Code Setup main
menu.
2 Select the Rate Category Folder, click on the Insert record icon on the top panel. Define the Rate
Categories
82
Steps
3 Click On Save Button and Rate Code Setup – Room Category now complete. Rate Code Setup –
Room Category is used in Rate Code Setup - Rate Code.
7.2.2 Rate Type

Steps
menu.
83
Steps
2 Select the Rate Type Folder, click on the Insert record icon on the top panel. Define the Rate
Types
3 Click On Save Button and Rate Code Setup – Rate Type now complete. Rate Code Setup – Rate
Type is used in Rate Code Setup - Rate Code
84
7.2.3 Packages Forecast

Steps
menu.
2 Select the Package Forecast Folder, click on the Insert record icon on the top panel. Define the
Package Forecast items.
85
Steps
3 Determine the Forecast Type (i.e. Follow Time or Follow Rate) by click on the drop down menu.
4 Specify the Start and End time which this forecast type will be applicable for by click on the drop
down menu.
86
Steps
5 Click On Save Button and Rate Code Setup – Package Forecast now complete. Rate Code Setup
– Package Forecast is used in Rate Code Setup - Package Elements. Follow Time - Forecast of
package elements will be based on reservation's arrival and departure time (example : System will
include one count in the package forecast report if the reservation's arrival and departure time falls
within the start and end time of the package forecast).
87
7.2.4 Package Element

Steps
menu.
2 Select the Package Element Folder, click on the Insert record icon on the top panel. Define the
Element (Highlighted Red). Determine the Transaction Code for the element for revenue
recognition purposes by click on the drop down menu (Highlighted Black)
88
Steps
3 Determine the method of computation required for the element i.e. (flat rate, per person, per adult,
per child, per infant, per occupancy) by click on the drop down menu.
Flat Rate : Posting of package element revenue will be based on the default amount without
considering the type of occupancy or number of adult, child or infant in the room
Per Person : Posting of package element revenue will be based on the number of persons in the
room regardless whether the person in the room is an adult, child or infant
Per Adult : Posting of package element revenue will be based on the number of adults in the room
Per Child : Posting of package element revenue will be based on the number of children in the room
Per Infant : Posting of package element revenue will be based on the number of infants in the room
Per Occupancy : Posting of package element revenue will be based on the occupancy type of the
room
89
Steps
4 Determine how often the package element is to be posted by click on the drop down menu.
5 Ticking - package element amount will be added onto the room rate amount (exclusive). Unticking -
package element is included in the room rate amount (inclusive).
90
Steps
6 Ticking - package element will be printed separately in the guest folio Unticking - package element
will be lump together with the room rate when printed in the guest folio.
7 Determine how often the package element is to be posted by click on the drop down menu.
91
Steps
8 Determine the effective period Start and End Date of the package element by click on the date
column to pop up the small calendar window.
9 Click On Save Button and Rate Code Setup – Package Element now complete. Rate Code Setup
– Package Element is used in Rate Code Setup - Rate Code
92
7.2.5 Rate Code

Steps
menu.
2 Select the Rate Code Folder, click on the Insert record icon on the top panel. Define a Rate Code.
93
Steps
3 Click on the drop down menu to determine the frequency of the rate (Highlighted Red) (i.e. Daily,
Weekly, Monthly, Package) and If Rate Frequency is Package, define the number of nights
(Highlighted Black)
4 Tick Rate Pro-rated (Highlighted Red) if Weekly or Monthly rates are to be pro-rated and posted on
a daily basis. Tick Discount Allowed (Highlighted Black) if discount is allowable for the rate code.
94
Steps
5 Determine if the rate code is an Internet Rate. Internet Rate codes will only be available if the
reservation of rooms are done through internet booking
6 Click on the drop down menu to select a Rate Type and Rate Category for the Rate Code.
95
Steps
7 Select the currency in which the rate code will be invoiced in by click on the drop down menu
8 Click on the drop down menu to select a transaction code for the rate code for revenue recognition
purposes
96
Steps
9 Set the Start and End Date to determines when the rate code is made available for use
10 If Tick, the rate code will not be available depending on Occupancy set or Rooms set
97
Steps
11 If occupancy rate is above the rate set here, the rate code will not be made available for use
12 If number of rooms reserved exceeds the number of rooms set here, the rate code will not be
made available for use
98
Steps
13 If ticked, the rate code will still appear for use but will be in red to denote that the rate control has
been triggered. If unticked, the rate code will be filtered totally and will not be available for use when
the rate control is triggered.
14 Determine the amount for the rate code by room type and occupancy here.
99
Steps
15 Click on the Package Element Assignment Button will pop up the package element assignment
screen. Select the element and Click on Add button to assign the element.
16 Click On Save Button and Rate Code Setup – Rate Code now complete. Rate Code Setup – Rate
Code is used in Front Desk – Reservation and Front Desk - Registration Profile.
100
7.3 Surcharge Setup

Steps
1 Click on Master File Setup button and select Surcharge Setup to open Surcharge Setup main
menu.
2 Type Surcharge description (Highlighted Red) then determine the transaction code (Highlighted
Black) to be used for surcharge's revenue recognition by click on the column
101
Steps
3 Tick - Print the surcharge amount separately from the room rate amount in the guest folio
4 Types the Description (Highlighted Red) then choose the Start and End Date (Highlighted
Black) by click on the drop down menu
102
Steps
5 Define which rate codes are to be applied with the surcharge by click on the column.
6 Tick - For all occupancy types, the same amount of surcharge will be applied as set up in the Added
column. Untick - Surcharge amount applied will be as set for each occupancy type (Highlighted
Black)
103
Steps
5 Click On Save Button and Surcharge Setup now complete. Surcharge Setup is used in Front Desk
- Registration Profile - Billing Schedule
104
8. FINANCIAL RELATED MASTER FILE SETUP
8.1 Tax Scheme Setup

Steps
1 Click on Master File Setup button and select Tax Scheme Setup to open Tax Scheme Setup main
menu.
2 Click on the Insert record icon on the top panel. Key in a tax scheme description.
105
Steps
3 Determine if the tax scheme is inclusive or exclusive. Inclusive - amounts charged will be inclusive
of tax and Exclusive - amounts charged will be exclusive of tax
4 Determine the code for each tax element's type (Highlighted Red) (i.e. Government Tax, Service
Charge or Other). Next, determine the rate (Highlighted Black) for each tax element.
106
Steps
5 Determine the priority (Highlighted Red) of each element and Input the GL Chart (Highlighted
Black) of account for each tax element.
6 Click On Save Button and Tax Scheme Setup now complete. Tax Scheme is used in Transaction
Code Setup - Charges Folder
107
8.2 Debtor Profile Maintenance

Steps
1 Click on Master File Setup button and select “Debtor Profile Maintenance” screen to access the setup
window.
108
2 To retrieve all existing debtor accounts in the system, click on the retrieve button on the tool bar or right
click and select the “Retrieve” option in the menu.
3 To insert a new debtor account, click on the insert button in the tool bar or right click anywhere on the
screen and select “Insert”.
109
110
4 Enter the new debtor account information to create a new debtor. Click on the save button on the tool
bar to save the information.
111
112
9. SYSTEM RELATED MASTER FILE SETUP
9.1 Custom Field Setup – Registration

Steps
1 Click on Master File Setup button and select Custom Field Setup to open Custom Field Setup
main menu
113
2 Select Registration folder, click on the Insert record icon on the top panel. Enter the custom field
name
Steps
3 Determine if the attribute is a text field for the purpose of grouping custom fields. If text field, tick
the checkbox (Highlighted Red). If custom field is not a text field determine if it's an alpha-
numeric, numeric or date data type by lick on the drop down menu. (Highlighted Black).
114
4 If attribute is a text field, select the formatting required.
Steps
5 Click On Save Button and Custom Field Setup – Registration now complete. Custom Field Setup
– Registration is used in Front Desk - Registration Profile - Custom Field Folder
115
9.2 Custom Field Setup – Guest

Steps
1 Click on Master File Setup button and select Custom Field Setup to open Custom Field Setup
main menu
Steps
2 Select Guest folder, click on the Insert record icon on the top panel. Enter the custom field name.
116
3 Determine if the attribute is a text field for the purpose of grouping custom fields. If text field, tick
the checkbox (Highlighted Red). If custom field is not a text field, determine if it's an alpha-
numeric, numeric or date data type by click on the drop down menu (Highlighted Black).
Steps
117
3 If attribute is a text field, select the formatting required.
4 Click On Save Button and Custom Field Setup – Guest now complete. Custom Field Setup –
Guest is used in Front Desk - Guest Profile - Custom Field Folder
118
9.3 Document Formatting- Folio Formatting

Steps
1 Click on Master File Setup button and select Document Formatting to open Custom Field Setup
main menu
2 Select Folio Formatting folder, define the title's properties with the description, alignment and
indent.
119
Steps
3 Define the layout properties with header, footer and summary heights by click on the drop menu.
4 Define the logo's properties (i.e. location to print the logo, size of logo, logo's picture file)
120
Steps
5 Select folder then define what is to be printed in the header, footer and summary by tick on
checkbox.
6 Click On Save Button and Document Formatting – Folio Formatting now complete. Document
Formatting – Folio Formatting is used in Document Formatting - Folio Formatting
121
9.4 Columns Configuration - Night Audit Report Subscription

Steps
1 Click on Master File Setup button and select Columns Configuration to open Columns
Configuration main menu
2 Select Night Audit Report Subscription Folder, Subscribe columns by ticking on the checkbox.
122
Steps
3 Determine the grouping of each column by click on the drop down menu to select the number.
4 Determine the display sequence of each column within its group by click on the drop down menu to
select the number.
123
Steps
5 Click On Save Button and Columns Configuration now complete. Columns Configuration - Night
Audit Report Subscription is used in Reports and Enquiries - Night Audit - Night Audit Report
9.8 Program/Modules Library Management

To gain access to a new program or report, the window or report needs to be registered into the system.
This is done through the Program/Modules Library Management setup.
Steps
124
1 The Program/Modules Library Management setup window is usually located in the System Administration
portion of the system. Navigate to the location and click on it to access the setup window.
125
2 The setup window allows the user to add screens and reports. These screens and reports may be group
into different categories. Select the correct category by clicking on the tabs on the left side of the
window. Next, select either a report or a screen by selecting the tab on the top of the setup window.
2 Next, to add a new screen or report into the system, right click on the program column of the setup
window and select “Insert” in the menu.
126
3 A blank row should be created to enter the program name and description. Enter the program and
description to register the program into the system. Click the save button on the tool bar to save the
changes.
127
10. SEE ALSO

Links to other related topics to the procedure described in this document
END OF DOCUMENT
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CONFIDENTIAL

IFCA MSC BHD

<Master File Setup>

DOCUMENT ID: <XXXX>-<XXX>

Version Date of Prepared By Role Remarks and List of Changes

Note – Role abbreviations:

Item Acronym/Abbreviation Description

1. PURPOSE AND SCOPE

− Transport Schedule Setup

− Sales and Marketing Code Setup

− Tax Schema Setup

− Custom Field Setup

5. GENERAL MASTER FILE SETUP

5.1 Currency Setup

5.2 Common Code Setup

5.2.1 Main Source

5.2.3 Main Segment

5.2.9 Business Class

5.2.12 Hotel Department

5.2.13 Reservation Type

5.2.14 Guest Type

5.3 Reason Master File

5.4 Hotel Specification Setup

5.5 Transaction Code Setup

3 Determine the transaction class and Define the Accrual GL Account

5.6 Transport Schedule Setup

5.6.1 Transport Type

5.6.2 Transport Schedule

5.7 Hotel Rules

6. SALES AND MARKETING MASTER FILE SETUP

6.1 Sale and Marketing Setup - Industry

6.2 Sale and Marketing Setup – Classification

6.3 Event Setup

2 Select a date to key in the Events

by clicking on Insert Picture (Highlighted Red) button

7. ROOMS RELATED MASTER FILE SETUP

7.1 Room Setup

7.1.1 Room Feature

7.1.2 Room Category

7.1.3 Room Location

3 Determines the view size of the layout plan on the right.

7.1.4 Room Status

4 Determine the room status (i.e. Vacant, Occupied or Blocked)

5 Determine the Housekeeping Status (i.e. Clean, Dirty)

7.1.5 Room Type/Room

7.2 Rate Code Setup

7.2.1 Rate Category

7.2.2 Rate Type

7.2.3 Packages Forecast

7.2.4 Package Element

7.2.5 Rate Code

7.3 Surcharge Setup

8. FINANCIAL RELATED MASTER FILE SETUP

8.1 Tax Scheme Setup

8.2 Debtor Profile Maintenance

9. SYSTEM RELATED MASTER FILE SETUP

9.1 Custom Field Setup – Registration

4 If attribute is a text field, select the formatting required.

9.2 Custom Field Setup – Guest

3 If attribute is a text field, select the formatting required.

9.3 Document Formatting- Folio Formatting

9.4 Columns Configuration - Night Audit Report Subscription