7/19/2017 CNET ERP V6.

0
Property Management System(PMS)

user
[COMPANY NAME]
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Table of Content
1 INTRODUCTION ............................................................................................................................................. 5
2 SETTING UP PMS ........................................................................................................................................... 5
2.1 PROPERTY SETUP ..............................................................................................................................................5
2.1.1 Room Type ...............................................................................................................................................6
2.1.2 Rooms ....................................................................................................................................................10
2.1.3 Room Detail ...........................................................................................................................................15
2.1.4 Space Capacity .......................................................................................................................................16
2.1.5 HK-Credit ................................................................................................................................................18
2.2 PACKAGE SETUP..............................................................................................................................................19
2.2.1 Package Header .....................................................................................................................................20
2.2.2 Package Detail .......................................................................................................................................28
2.3 REVENUE MANAGEMENT SYSTEM ......................................................................................................................31
2.3.1 Rate Category ........................................................................................................................................32
2.3.2 Rate Header ...........................................................................................................................................37
2.3.3 Rate Detail .............................................................................................................................................48
2.3.3.1 Negotiated Rate ............................................................................................................................................ 51
2.3.3.2 Rate Strategy ................................................................................................................................................. 53
2.3.4 Rate Availability .....................................................................................................................................60
3 PROFILE ....................................................................................................................................................... 61
3.1 GUEST ..........................................................................................................................................................63
3.1.1 Personal Information .............................................................................................................................64
3.1.2 Personal Detail .......................................................................................................................................70
3.1.3 Address ..................................................................................................................................................76
3.1.4 Search ....................................................................................................................................................78
3.1.5 Note .......................................................................................................................................................81
3.2 CONTACT.......................................................................................................................................................83
3.2.1 Personal Information .............................................................................................................................84
3.2.2 Personal Detail .......................................................................................................................................90
3.2.3 Address ..................................................................................................................................................95
3.2.4 Search ....................................................................................................................................................97
3.2.5 Note .....................................................................................................................................................100
3.3 GROUP .......................................................................................................................................................102
3.4 COMPANY ...................................................................................................................................................102
3.4.1 Basic Information .................................................................................................................................103
3.4.2 Additional Information.........................................................................................................................106
3.4.3 Potential Information...........................................................................................................................110
3.4.4 Address ................................................................................................................................................110
3.4.5 Note .....................................................................................................................................................112
3.5 AGENT ........................................................................................................................................................114
3.6 SOURCE.......................................................................................................................................................114
4 REGISTRATION .......................................................................................................................................... 114
4.1 MAINTAINING REGISTRATION ..........................................................................................................................114
4.1.1 Reservation ..........................................................................................................................................114
4.1.1.1 Command Panel .......................................................................................................................................... 116
4.1.1.2 Gust Basic Info ............................................................................................................................................ 122

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 4.1.1.3 Other Profiles Selection .............................................................................................................................. 125
4.1.1.4 Registration Detail ...................................................................................................................................... 131
4.1.1.5 Rate Adjustment ......................................................................................................................................... 138
4.1.2 Check-in................................................................................................................................................140
4.1.2.1 Check-in Menu ............................................................................................................................................ 141
4.1.2.2 Dashboard Check-in .................................................................................................................................... 147
4.1.2.3 Document Browser Check-in ...................................................................................................................... 154
4.2 REGISTRATION ACTIVITIES ...............................................................................................................................160
4.2.1 Waiting List ..........................................................................................................................................160
4.2.2 6PM ......................................................................................................................................................163
4.2.3 Confirmation ........................................................................................................................................164
4.2.4 Cancellation .........................................................................................................................................173
4.2.5 Check-in................................................................................................................................................179
4.2.6 Checkout ..............................................................................................................................................179
4.2.7 Reinstate ..............................................................................................................................................181
4.3 REGISTRATION AMENDMENT ...........................................................................................................................187
4.3.1 Profiles .................................................................................................................................................187
4.3.2 Date Amendment .................................................................................................................................188
4.3.3 Registration Detail ...............................................................................................................................189
4.3.4 Rate Adjustment ..................................................................................................................................192
4.3.5 Room Move ..........................................................................................................................................193
4.3.6 Payment Options .................................................................................................................................195
4.3.7 Other Fields ..........................................................................................................................................198
4.4 REGISTRATION OPTIONS .................................................................................................................................198
4.4.1 Accompany Guest ................................................................................................................................199
4.4.2 Replicate (Add on) ................................................................................................................................202
4.4.3 Attachment ..........................................................................................................................................203
4.4.4 History ..................................................................................................................................................204
4.4.5 Housekeeping.......................................................................................................................................205
4.4.6 Wakeup Call .........................................................................................................................................205
4.4.7 Messages .............................................................................................................................................207
4.4.8 Routing.................................................................................................................................................209
4.4.9 Shares ..................................................................................................................................................210
4.4.10 Privilege ...........................................................................................................................................212
4.4.11 Scheduled Activity............................................................................................................................214
4.4.12 Travel Detail ....................................................................................................................................214
4.4.13 Issue Card ........................................................................................................................................215
4.4.14 Room Assignment ............................................................................................................................215
5 CASHIERING............................................................................................................................................... 218
5.1.1 Manual Charge ....................................................................................................................................220
5.1.2 Room Charge .......................................................................................................................................229
5.1.3 Bill Split ................................................................................................................................................233
5.1.4 Bill Transfer ..........................................................................................................................................241
5.1.5 Cash Receipt .........................................................................................................................................245
5.1.6 Rebate ..................................................................................................................................................252
5.1.7 Paid Out ...............................................................................................................................................256
5.1.8 Refund ..................................................................................................................................................260
6 NIGHT AUDIT ............................................................................................................................................. 261

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 6.1 OVERDUE OUT .............................................................................................................................................262
6.2 DUE OUT.....................................................................................................................................................265
6.2.1 Check Out .............................................................................................................................................265
6.2.2 Extend Departure Date ........................................................................................................................268
6.3 WAITING LIST ...............................................................................................................................................270
6.4 6 PM ARRIVAL .............................................................................................................................................276
6.5 GUARANTEED ARRIVAL...................................................................................................................................282
6.6 ROOM DISCREPANCY .....................................................................................................................................284
6.7 CLEAR HELD BILLS .........................................................................................................................................284
6.8 BUCKET CHECK .............................................................................................................................................285
6.9 ROOM AND TAX POST ....................................................................................................................................286
6.10 SUMMARIZE TRANSACTION .............................................................................................................................287
6.11 F&B AUDIT .................................................................................................................................................288
6.12 JOURNALIZE REVENUE ....................................................................................................................................289
6.13 REPORT ARCHIVE ..........................................................................................................................................289
6.14 END OF NIGHT AUDIT ....................................................................................................................................291
7 HOUSEKEEPING ......................................................................................................................................... 293
7.1 TASK ASSIGNMENT ........................................................................................................................................294
7.2 ROOM MANAGEMENT ...................................................................................................................................303
7.3 TURNDOWN MANAGEMENT............................................................................................................................307
7.4 DISCREPANCY ...............................................................................................................................................312
8 REPORTS.................................................................................................................................................... 317
8.1 INTERACTIVE REPORTS ...................................................................................................................................317
8.1.1 Dashboard Report ................................................................................................................................317
8.1.1.1 Hotel Basic Information .............................................................................................................................. 318
8.1.1.2 Calendar ...................................................................................................................................................... 318
8.1.1.3 Registration Statistics .................................................................................................................................. 318
8.1.1.4 Room Occupancy Chart ............................................................................................................................... 319
8.1.1.5 Reservation Chart ....................................................................................................................................... 319
8.1.1.6 Housekeeping Status Chart ......................................................................................................................... 319
8.1.2 Room Inventory ....................................................................................................................................319
8.2 NIGHT AUDIT ...............................................................................................................................................319
8.3 HOUSEKEEPING REPORT .................................................................................................................................333
8.4 OTHER REPORTS ...........................................................................................................................................335
8.5 TRANSACTION REPORTS..................................................................................................................................335

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1 Introduction
Hotel and hospitality management software performs essential financial, organizational and operation
functions for hotels, motels, resorts and bed & breakfasts, as well as condos, and other forms of lodging.
These functions include reservations, front office, revenue management, employee scheduling,
accounting, property/maintenance management and customer relationship management.

Property Management Systems (commonly abbreviated as PMS, and also known as Hotel Management
Systems/software or HMS). These systems are generally responsible for maintaining physical room
inventory, assignments of guests to rooms, maintaining housekeeping status of rooms, checking guests in
and out of rooms, maintaining guest folios, and other functions. PMSs interact with a wide variety of other
systems to receive reservations, receive or send selling controls, to provide guest lookups or post room
charges, to coordinate customer profile changes, to share reservation or guest profile information, to
provision or personalize guest-room devices, and for other purposes.

For hotels, finding the right software fit is especially important, because without a suitable software
solution, you’re wasting time and money—big things that take you away from your customers and keep
you from providing a stellar guest experience.

2 Setting Up PMS
2.1 Property Setup

Rooms are the main salable items in the hospitality industry and rooms are grouped into categories named
room types. This section is responsible for maintaining room types and rooms under each of the room
types. Room types and rooms are maintained under Main Menu/Setting And Miscellaneous/Property
section of the Property Management System (PMS).

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2.1.1 Room Type

Room types are used to categorize rooms for setting appropriate rates to groups of rooms. The hospitality
industry is known by setting categories to the rooms. In the CNET PMS, as the user click the Main
Menu/Setting And Miscellaneous/Property option of the Property Management System (PMS), the
system displays the an interface that shows the list of room types with an option to add new room types
or delete, or edit existing room types as shown on the following screenshot:

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When the user click the Add button, the system displays an interface that will be used to define new room
type as shown on the following screenshot:

Under the Basic Information tab, you have the following fields:

Room Type Code – This is the unique identifier of the room type. It is assigned by the system
automatically.

Description – This is the textual description of the room type under definition.

No of Rooms – This field is used to maintain the number of rooms available within the hotel having the
room type under maintenance.

Room Class - This field indicates the category of the room type such as VIP, Normal, VVIP, etc. The system
provides the list for the user to select as the user click the drop down arrow as shown on the following
screenshot:

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Active - This field is used to tell the system whether a given room type is active or not.

Activation Date - This field tells the date on which the rooms of the given room type will be available for
sale. As the user click the drop down arrow to the right of the activation date field, the system displays
the date picker as shown on the following screenshot:

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Component Room - This field refers to the component room type to which the current room type belongs.
This is a reference to the room type object i.e. it is a self-reference. Component room is comprised of two
or more room types. The Component Room is made up of multiple inter-connecting rooms (two or more
room types) that define the new Component Room room type. When a reservation is made for a
Component Room, the system deducts one room from the Component Room room type, as well as one
room from each of the component room's physical rooms. When the user click the drop down arrow the
system displays the list of previously registered room types as shown on the following screenshot:

Default Occupancy - This field can be used alone or in combination with Max. Adults and/or Max. Children.
A message will prompt you when the maximum number of persons would be exceeded for a specific room.
When used alone, default occupancy sets the limit on the number of persons (adults and children) that
may occupy rooms of this room type. For example, if default occupancy is 3 and Max Adults and Max
Children are both blank (null), the room could be occupied by any mix of adults and children not to exceed
3 persons: by 3 adults, or by 2 adults and 1 child, or by 1 adult and 2 children, or by 3 children, etc. When
default occupancy is used with Max. Adults and/or Max. Children, the number of persons occupying the
room may not exceed Max. Occupancy, nor may the individual limits on the number of adults (Max.
Adults) and/or the number of children (Max. Children) be exceeded. This means that the Max Adults value
and the Max Children values cannot be individually greater than the Max. Occupancy value.

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When the default occupancy is defined at the room type level, this value will become the default value
for all rooms of the given room type.

Maximum Occupancy - This field contains the maximum number of people that, under normal occupancy
conditions, would sleep in a room of room type under maintenance.

Maximum Adult - This field is used to define the maximum number of adults allowed in rooms of room
type under maintenance.

Maximum Child - This field is used to define the maximum number of children allowed in rooms of room
type under maintenance.

Pseudo Room Type - This field is used to tell the system whether to include the room type under
maintenance will be associated with physical rooms in inventory or not.

Can Be Meeting Room - This field tells whether the room type under maintenance can be converted to a
meeting room and is available for sell to the Sales & Catering application or not.

Housekeeping - This attribute is used to enable guest room ready for all housekeeping functions. Pseudo
rooms that are also flagged can be meeting rooms can be flagged for housekeeping too, in order to be
able to set these rooms out of order/out of service.

Auto Room Assignment - This field is used to auto-assign a room number to a new reservation when the
reservation is made for this room type and a room has not already been manually selected for the
reservation.

2.1.2 Rooms

In order to maintain rooms, the user has to select the Main Menu/Setting And
Miscellaneous/Property/Room tab of the Property Management System (PMS) as shown on the
following screenshot:

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Rooms are located under building floor as shown on the screenshot above. The left pane is used to
maintain the building and floor information i.e. the location of the rooms and the right pane is used to
provide detail information about the specific room. In order to maintain the location of the room i.e. the
building and the room, the user should select the Add button from the top of the room maintenance
screenshot shown above to see the following screen which will be used to maintain the building, floors
and number of rooms:

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Building Code – This is the unique identifier of the building.

Building Name – This field is used to maintain a textual name of the building such as Block 1, Block 2, etc

No of Floors – This field is used to maintain the number of floors the building is going to have.

Floor Start From – This field is used to maintain the starting floor number above which the rooms are
located.

Room No Digit – This field is used to tell the system the number of digits that will be used to maintain
room numbers. For example if it is 3 then the rooms will be numbered as 023 to represent room number
23.

Room No Starts From – This field is used to tell the system the starting number for the rooms’ number.

Rooms on Each – This field is used to tell the system the number of rooms under each of the floors.

Remark For Rooms – This is any textual remark regarding the rooms in the given building.

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For example if you want to maintain a building by the name Abay Block, with 8 floors each floor containing
10 rooms, rooms code containing 3 digits and room number starting with 1, you need to fill the building
registration form as shown on the following screenshot:

After filling up the form you have to click the Generate button which will create the building, the floors
and the rooms as shown on the following screenshot:

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To add rooms into each floor, you are expected to select the floor and click the add button form the right
pane to get the form that lets you register the details of the rooms as shown on the following screenshot:

After adding the room you need to edit its details by clicking the Edit button next to selecting the new
room button to get the room detail editing window as shown in the following screenshot:

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2.1.3 Room Detail

This section is used to maintain the room details such as room code, description, occupancy, etc as shown
on the following screenshot:

Room Code – This is the unique identifier of the room under maintenance.

Room – This is the room number of the room under maintenance.

Max. Occup – This field contains the maximum number of people that, under normal occupancy
conditions, would be accommodated in the room. When the room is assigned to a reservation, the system
will check whether the number of persons in the reservation exceeds the number defined here and will
issue a warning if that is the case. If no setting is entered in this field, the Max. Occupancy value is pulled
from the room type.

Room Type – this is the type of the room. When the user click the drop down arrow, the system displays
the list of room types as shown on the following screenshot:

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Phone No – This field contains the phone number of the room that is going to be used as an extension
number.

Measurement -

Remark – This is any textual description of the room under maintenance.

Remarks

1. It is not possible to save a room without mentioning its room type.

2. Rooms will be maintained after the user click the save button
3. The number of rooms under of the given room type should not exceed the number of rooms
mentioned when the room type is maintained.

2.1.4 Space Capacity

This subsection is used to maintain the capacity and space arrangement of the room. To access this section
the user should select the Space Capacity tab when clicking the Edit button.

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Space Arrangement – This field tells the sitting arrangement. As the user click the drop down arrow, the
system displays the list of sit arrangement options for the user to select one as shown on the following
screenshot:

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Max. capacity – This is a numeric value that shows the capacity of the space i.e. room, hall or any other
space.

Remark – This is any textual further description about the space or room capacity.

2.1.5 HK-Credit

This section is used to assign cleaning credit for the room under maintenance when the room is in different
states. To access the housekeeping (hk) credit the user should select the HK-Credit tab after clicking the
Edit button to edit record of a given room as shown on the following screenshot:

 Stayover Credit – this field is used to enter credits or time allotments corresponding to the
amount of cleaning time necessary to prepare the room for stayover guests.
 Departure Credits - this field is used to enter credits or time allotments corresponding to the
amount of cleaning time necessary to prepare the room of departed guests. Because Departure
rooms may take longer to clean than Stayover rooms, housekeeping departments sometimes use
this feature to more equitably distribute assignments to attendants each day.

Remark: Consider this carefully when entering the number of credits you assign to each room. A
standard room might get one credit for days when there is no guest turnover (Stayover Credits) and

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 two credits for departure days (Departure Credits), whereas a suite would be assigned two credits on
a stayover day and three on a departure day. Instead of asking each room attendant to clean 10 rooms
per day, the housekeeper would ask each room attendant to handle 15 credits per day. After entering
credits for all rooms, you can print a Housekeeping Report along with a rooming list which takes the
credits of each room into account. You could also consider entering minutes here instead of credits.
Perhaps it might take 15 minutes to clean a standard room, 25 minutes on departure, 20 minutes for
a corner room and so on. When you print the Housekeeping Report, you can organize it so that each
room attendant is assigned the same number of minutes per day.

 Turndown Credits. In the hospitality industry, turndown service refers to the practice of staff
entering a guest's room and "turning down" the bed linen of the bed in the room, preparing the
bed for use. An item of confectionery such as a chocolate or a mint is typically left on top of a
pillow in the bed that has been turned down.
 Pickup Credits. This state alerts housekeeping to make a room status determination by
performing a final room check. The default value for this field is blank. Pickup credits are
calculated for a room status of Pickup when the reservation status is Departed or Stayover. When
the room status is Pickup, but there is no Pickup Credit value specified, the Stayover Credits or
Departure Credits will be calculated depending on the reservation status (i.e., either Stayover or
Departed).
 Vacant Credit – this field is used to enter credits or time allotments corresponding to the
amount of cleaning time necessary to prepare the room when it is vacant.
 Evening Section - this field is used to enter credits or time allotments corresponding to the
amount of cleaning time necessary to prepare the room during the evening session.

2.2 Package Setup

A package is defined as an additional product or service that is sold as part of the room rate or in addition
to the rate. An example might be a Bed and Breakfast package which encompasses a room and breakfast
service for a set rate. Or, a Romance package might include champagne, chocolates, and roses as its
package elements.

Package maintenance is grouped into header and detail. The header section is used to maintain the high
level definition of the package such as the name, package group, the service or product included, currency

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type to use and posting rhythm. On the other hand, the detail section is used to setup the activation date
range, the price and allowance if there are any.

To setup the package you need to select Main Menu/Setting And Miscellaneous/Package of the
Property Management System (PMS) as shown on the following screenshot:

2.2.1 Package Header

As the user click the New button form the upper section of the package maintenance window, the system
displays the package header maintenance form as shown on the following screenshot:

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Code- This is the unique identifier of the package. It is automatically generated by the system at the time
of maintaining the package header.

Description – This is the textual description of the package such as B&B or Special Meeting Package.

Article – This is the actual product or service code of the package. It serves as an account of the package.
As the user click the drop down arrow the system displays the list of articles for the user to select one as
shown on the following screenshot:

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 Notice: The list of articles that will be displayed are those that are maintained with a package
preference at the time of article maintenance.

Currency – This is the currency type with which the package transaction is going to be carried out. As the
user click the drop down arrow, the system displays the list of currency options for the user to select one
as shown on the following screenshot:

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 Notice: the default currency is will be displayed as the form loads.

Group – This field indicates the package group i.e. the category of package as defined by the specific hotel.
As the user click the drop down arrow, the system displays the list of group options for the user to select
one as shown on the following screenshot:

Type – This attribute tells the type of the package. The package can be a catering package, a meal plan or
any other hotel facility. For example if it is a catering package, the package will be available for catering
service too. For example, a Group Breakfast that may be included in the room rate, but for which also a
catering event gets created if the group takes the breakfast as a unit (e.g., in a catering function space).

Because the revenue for these types of packages is usually represented twice, once in the catering
revenue stream and once in the PMS revenue stream, this flag indicates that the revenue from this
package should only be counted once (in the catering revenue stream). The revenue for this package
element in the PMS revenue stream will be suppressed on the Business Block Summary screen. As the
user click the drop down arrow the system displays the list of articles for the user to select one as shown
on the following screenshot:

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Rate Appearance – This field is used to tell the system how the package should appear on the guest folio.
The following are to possible options:

 Included in Rate. No separate charge appears on the guest folio or reservation. The amount is
internally deducted from the room rate amount for inclusive packages. For non-inclusive
packages, there is a charge that is separate from the room rate. The charge can be posted on a
separate line or added to the room rate, depending on whether Add Rate Separate Line or Add
Rate Combined Line is selected.
 Add Rate Separate Line. If selected, this charge will be added to the room rate amount and
printed as a separate line on the folio. Selecting this checkbox is very useful when the package is
not included in the rate.
 Add Rate Combined Line. If selected, this charge will be added to the room rate amount and
printed on the same line as the room charge on the folio.

As the user click the drop down arrow the system displays the list of rate appearance options for the user
to select one as shown on the following screenshot:

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Sale Separate – This field is used whether to attach the package directly onto a reservation. When adding
a package directly to a reservation, the room rate field will show the main rate code rate and indicated
to the right is the room rate including the packages added to the reservation. If this check box is not
marked, the only means in which this package can be available is via the Rate Code.

Posting Rhythm – This field is used to tell the system how and when the package charge posting is going
to be carried out. As the user click the down drop arrow, the system displays the list of posting rhythm
options for the user to select one as shown on the following screenshot:

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The default selection is Post Every Night. Below are the other options:

 Post Every Night – Post this package charge every night of the stay.
 Post on Arrival Night – Post this package charge only on arrival night. When a package that has
this posting rhythm configured is attached to a reservation and a begin date is specified to be
different than the arrival date, the user will be prompted with a message that states, "The package
does not have posting rhythm which falls in the date range selected" and the package will not be
attached to the reservation.
 Post on Every X Nights Starting Night Y - Post this package charge every X nights, beginning the Y
night of stay. You are prompted to enter the start night (e.g., night 1, night 2, night 3, etc.) and
how often the posting should be repeated.
Example: A reservation arrives on 04/07/07 and is departing on 04/11/07. A posting rhythm has
been configured to post the package Every 3 Nights Starting with Night 3. So according to the
configuration and the reservation dates, the package charge would post to the reservation on
04/09/07 because it is based off of the arrival date of 04/07/07.
 Post on Certain Nights of the Week – You are prompted to check mark the days of the week to
determine the days to post this package charge.
 Post on Last Night – Post this package charge on the last night of the stay only.

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  Post Every Night Except Arrival Night – Post this package charge on all nights of the stay except
the arrival night.
 Post Every Night Except Last – Post this package charge on all nights of the stay except the last
night.
 Do not Post on First and Last Night – Post this package charge on all nights of the stay except the
first and last nights of the stay.
 Custom Posting Schedule (Based on Stay) – This user defined schedule lets you enter a posting
rhythm over a 14-day period, starting with the arrival date, by assigning the day (number) within
a guest stay for posting this package price. For example, if you check mark boxes 3, 5, and 7, the
system will post on the third, fifth and seventh day of the stay and will repeat this posting schedule
after the 14th day through the remainder of the stay.

Calculate Rule – This field tells how the package amount is calculated. As the user click the down drop
arrow, the system displays possible calculate rule options for the user to select one as shown on the
following screenshot:

The following list describes each of the options:

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  Flat Rate (price posted as flat rate, regardless of number of guests). Flat Rate is per sharer in the
room. Each share-with in the room will be charged the flat rate amount.
 Per Person (price times number of adults plus number of children).
 Per Adult (price times the number of adults). This is often the default value.
 Per Child (price times number of children).
 Per Room (price times number of rooms). The Per Room calculation is applied to the room. If a
reservation is shared, instead of applying the package per reservation, it considers it for that
room.

Formula – This field indicates whether the package has been configured using a formula. The formula can
be a SQL-type expressions to create a special posting condition for special packages. For example, if a
package element posting rhythm calculation requires more than the standard posting rhythm options,
you can enter a special rate formula in this field. An example of a package formula is perc 125 15. With
this formula, a 12.5% VAT will be extracted from the gross amount, and a 15% service charge will be
calculated on the net amount.

Remark – This is any textual description about the package header.

2.2.2 Package Detail

To setup the package detail, you need to select Main Menu/Setting And
Miscellaneous/Package/Package Detail tab of the Property Management System (PMS) as shown on
the following screenshot:

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The left pane contains the list of package headers and you can add a package detail from the left pane
and click the New button from the top area of the form. As the you click the New button, the system
displays the new package detail maintenance window as shown on the following screenshot:

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Code – this is the unique identifier of the package detail. It is automatically added by the system as the
form is loaded.

Start Date - This is the date on which the package will be available for sales. Date ranges cannot overlap.
As the user click the down drop arrow, the system displays the date picker control as shown on the
following screenshot:

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End Date - This is the date on which the package’s availability will end up. By default, the package code is
valid for a ten-year period starting on the date it is configured. As the user click the down drop arrow, the
system displays the date picker control as shown on the following screenshot:

Weekdays – this is a group of days selection checkboxes that will be used to tell the system the days on
which the package is applicable.

Price -This is the actual price of the package element within the given date range and selected package
currency.

Allowance - This attribute represents the amount of goods or services represented by the package that
the guest is permitted to consume. Any consumption above the allowance is called an overage for which
the guest is billed.

Remark - This field will contain any additional information about the given rate detail.

2.3 Revenue Management System

Running a successful hotel does not simply involve selling as many rooms as possible in any given trading
gear, in a kind of random first-come-first-served way with a 'hope for the best' atmosphere surrounding
things. No. The key to achieving sustained success in the Hospitality Industry is to be hard working,
organized and to work to a well-orchestrated strategy formulated and managed by experienced
professionals.

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In the hospitality industry revenue management deals with selling the right room to the right client at the
right moment at the right price on the right distribution channel with the best commission efficiency.
Thus, the major objective of this section is addressing the above stated target to maximize revenue.

In the hotel industry the main source of revenue is the one that comes from the sales of the rooms. Rooms
are sold by defining prices for each of the rooms which is called room rate. Room rate is the amount the
guest will be charged daily for a hotel room.

Hotels always have more than one rate code for each room type. Room rates codes generally correspond
to types of rooms available to sell in the hotel ( Eg: Suite, Deluxe, Premiere, Studio, Pent house etc. ).
Room Rates and rate codes may also vary according to the available room features such as room size,
location, view, furnishing, décors etc and also with competitors pricing.

2.3.1 Rate Category

Rate codes are grouped into logical rate categories. These categories can be used to help speed up the
search for rates from within the Reservations module. Using the Rate Category code, the user can select
to display the available rate codes for one certain category only, for example only Group Rates, only
Package Rates, Business Rates, Rack Rates, etc.

In the CNET PMS rate categories are defined in the Main Menu/Setting And
Miscellaneous/Package/Revenue Management/Rate Category tab of the Property Management
System (PMS) as shown on the following screenshot:

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To maintain a new rate category, the user must click the New button from the top section of the rate
category form as shown on the following screenshot:

33
Code - This is a unique identifier of the rate category.

Description - This field contains a textual description for the rate category such as Corporate Rate, Group
Rates, Package Rates, Business Rates, Rack Rates, etc. When the user click the drop down arrow, the
system displays a list of possible rate category descriptions for the user to select one as shown on the
following screenshot:

34
 Notice: The user can also type the description of the rate category directly into the system.

Start Date - This field contains the beginning date for the rate category to be effective. When the user
click the drop down arrow, the system displays a date picker as shown on the following screenshot:

End Date - This field contains the ending date for the rate category to be effective. As the user click the
drop down arrow, the system displays a date picker as shown on the following screenshot:

35
Parent - This is a reference to the parent rate category. For example Corporate Rate can be the parent to
Local Corporate Rate. When the user click the drop down arrow, the system displays a list of possible
parent categories for the user to choose one as shown on the following screenshot:

36
Type - This field contains the type of the rate category. It indicates whether the rate category is a rate
class or rate category. Rate classes define rate structures. When the user click the drop down arrow, the
system displays a list of possible category types as shown on the following screenshot:

Remark – any textual description of the rate category under maintenance.

Rate Policy – This is a textual policy statement of the given rate category.

2.3.2 Rate Header

In the rate header you define the basic rate code information (the sell dates, default availability
restrictions, special market or source code defaults, available room types, long information, etc.). In the
CNET PMS rate categories are defined in the Main Menu/Setting And Miscellaneous/Package/Revenue
Management/Rate Header tab of the Property Management System (PMS) as shown on the following
screenshot:

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Rate Name – This field indicates the name of the rate.

Folio Text - This field contains a text that will appear on a printed guest folio when charges originating
from the current rate code are posted. This is an override for what is defined for the transaction code
(article description) used to post the charge. As an example, if the transaction code is Accommodation
you can define for this rate code to print Honeymoon Package instead each time the transaction code is
posted via this rate code.

Rate Category - This is a reference to the rate category to which the current rate belongs. When the user
click the drop down arrow, the system displays the list of rate categories for the user to choose one as
shown in the following screenshot:

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Start Date - This is a date on which the given rate will generally be available. When the user click the drop
down arrow, the system displays a date picker for the user to select the preferred date as shown on the
following screenshot:

39
End Date - This is a date on which the availability of the given rate will generally be ended up. When the
user click the drop down arrow, the system displays a date picker for the user to select the preferred date
as shown on the following screenshot:

Article – This field is used to maintain the article reference of the given rate code. This is used as an account
for the rate code. When the user click the drop down arrow, the system displays the list of articles for the
user to select one as shown on the following screenshot:

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 Notice: The system displays only those articles with preference value ‘Accommodation’

Currency - This is a reference to the type of currency that will be used for the given rate code. When the
user click the drop down arrow, the system displays the list of possible currencies for the user to choose
as shown on the following screenshot:

41
 Notice: the system uses the default currency as the form is loaded.

Exchange - This field tells the way the exchange rate will be applied on the given rate code i.e. calculating
the exchange rate on the arrival day rate, reservation day rate, on the posting date rate, etc. When the
user click the drop down arrow, the system displays the list of options for the user to choose one as shown
on the following screenshot:

42
Market - This field contains the market reference associated with a reservation should it be booked with
the current rate code. If this rate code is selected in the reservation, the market code specified here will
auto populate the Market Code field on the Reservation screen unless a different market code has been
specified. When the user click the drop down arrow, the system displays the list of available market codes
as shown on the following screenshot:

43
Source - This field contains the source reference associated with a reservation should it be booked with
the current rate code. Once this rate code has been selected in the reservation, this default source code
will auto-populate into the source code field on the reservation details. When the user click the drop down
arrow, the system displays a list of possible sources as shown on the following screenshot:

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Commission - This field contains a commission percentage which is used by GDS systems to determine
the commission that is applicable when booking this rate code.

Max. Occupancy - This field contains the maximum number of persons allowed on the reservation in order
for this rate code to be available.

Min Occupancy - This field contains the minimum number of persons required on the reservation in order
for this rate code to be available.

Multiplication - This attribute contains a number by which the rate amounts defined in the rate details
will be multiplied by. For example, the number defined in the multiplication field is 2. If the rate detail
amount is $100, the amount that will appear for the rate code in the rate query is $200, as $100 multiplied
by 2 is $200.

Remark - This field will contain any additional information regarding the rate code header under
maintenance.

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Room type – This a section that will be used to select room types on which the rate code under
maintenance will be applicable. Multiple room types can be attached to the rate header for a single rate
code.

Package – This field shows the packages attached to the rate code header under maintenance. If a
package is attached to the rate header, each time a reservation is booked using this rate code, the
reservation automatically includes the package defined in this field. Multiple packages can be attached
to the rate header for a single rate code. Select the tab to display the Rate Code Packages. This section
shows the package elements attached to this rate code and allows you to delete package elements and
add new ones. The following screenshot shows the package selection window:

 Package – This is the package name that can be selected and attached with the given rate
header.
 Is Included – This is whether to include the price with the room rate or not.
 Quantity – the quantity of the selected package that will be added into the rate header.

Component - This field is used to connect the rate header with different components. The following list
contains the possible components:

46
Package. (View only.) a package element(s) has been attached to the rate code. As soon as a package
element has been attached to the rate header for the rate code, this check box is automatically selected.

 Negotiated. this rate code is only available as a negotiated rate that must be associated with a
guest, company, or travel agent profile.

 Day Type. indicate that the rate amount for a reservation associated with this rate code will be
impacted by the day type of the guest's arrival.

 Suppress Rate. the rate code display SR instead of the actual rate. For example, if you perform
a Rate Query (F5), the rate is displayed as 'SR' on the Rate Query grid, and the Rate field on
the Reservation screen is populated with 'SR' instead of the actual rate amount for the rate code.

 Print Rate. permit rate information (merge codes including TOTAL_COST_OF_STAY,

GRAND_TOTAL, ROOM_RATE) to be printed on folios, confirmation letters, registration cards,
etc.

 Discount. To enable you add and change discount information on the Reservation screen

 Tiered. to create a tiered rate code.

 Day Use. the rate code can be used for day use reservations.

 Membership: rate code has membership eligibility

 Complimentary. The rate code is designated as being a complimentary rate code for reporting
purposes (i.e., Guest In-House Complimentary report).

 House Use. The rate code is designated as being a house use rate code.

 Owner Rate. the arrival date for Owner reservations using this rate code will automatically be
"rolled" to the next business day, rather than automatically changing the reservation status to
no show.

 Channel Allowed. make this rate code available through your channels.

 BAR. the rate is a Best Available Rate.

 Catering Package: a catering package is linked to this rate code.

 Daily Rates. the rate code is eligible for use as a daily rate.

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  Benefit Rate Code. this rate is a benefit rate code. As a benefit rate code, the rate can be
attached as a benefit to an e-certificate or promotion code.

 Regional Availability. this rate will be considered in a Regional Availability request. This option
is available when Channel Allowed is selected.

 Weekend Days (Sunday-Saturday). determine specific days of the week that are considered a
"weekend" and therefore can be charged a different rate amount.

 Closed to Arrival (Sunday-Saturday). determine when the rate code is closed to arrival for any
given day of the week. For example, if you do not want to offer this rate code to guests arriving
on Saturday, select the check box for this day.

2.3.3 Rate Detail

The rate is used to maintain details regarding the given rate header. One or more rate details can be
defined for the rate headers.

In the CNET PMS rate categories are defined in the Main Menu/Setting And
Miscellaneous/Package/Revenue Management/Rate Detail tab of the Property Management System
(PMS) as shown on the following screenshot:

When the user click the New button form the top area, the system displays the rate code detail
maintenance window as shown on the following screenshot:

48
Description - This is a textual description of the rate code detail that is going to be defined.

Start Date -This field contains the date on which the specific rate will be available. The starting date should
be within the start and end date defined for the rate code header. When the user click the down drop
arrow the system displays a date picker to choose the start date as shown on the following screenshot:

End Date - This field contains the date on which the specific rate availability will end up. The ending date
should be within the start and end date defined for the rate code header. When the user click the down

49
drop arrow the system displays a date picker to choose the start date as shown on the following
screenshot:

Weekdays – This field is used to select the days on which the given rate code is applicable.

Min – The minimum number of guest counts that can use the given rate code.

Max - The maximum number of guest counts that can use the given rate code.

Adult Count – This field is used to maintain the fee as the adults count in the room under the given rate
code changes.

 1 Adult - 5 Adults. Flat or added rate amounts for 1- 5 adults for the highlighted rate detail. You
can add to the rate detail amounts, change, or delete the rate detail amounts at any time.
 Extra Adult. The rate amount for each additional adult after 5 persons for the highlighted rate
detail. If fewer than 5 Adult rate amounts are defined, the Extra Adult value can be applied to 2,
3, or 4 adults as well. (For example, if 4 adults are staying in the room and rates for 1 Adult, 2
Adults, and 3 Adults have been specified, but not a rate for 4 Adults, the rate would be the rate
for 3 Adults plus the rate for 1 Extra Adult.)

Extra Child – This tells the amount for children of different ages and an amount that will be used as the
default value.

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  Default Child Amt. – This is the default amount for each extra child.
 Age 0 – 18 is defined for age level amount definitions. If age based assignment is not done the
default child amount will be taken.

Notice: The user need to click the Save button after setting up the rate code detail.

2.3.3.1 Negotiated Rate

This section is used to track the rates that are negotiated with the given customer. Any customer type can
have negotiated rates associated with it, although they are typically provided to companies, sources,
groups, and travel agents which have an ongoing relationship with the hotel. When making a reservation,
a guest may take advantage of his or her own negotiated rates or the negotiated rates associated with an
account or group which is attached to the reservation.

In the CNET PMS rate strategy is defined in the Main Menu/Setting And
Miscellaneous/Package/Revenue Management/Rate Detail/Negotiated Rate tab of the Property
Management System (PMS) as shown on the following screenshot:

To maintain a new negotiated rate, the user should click the New button from the top of the window. The
system then displays the negotiation rate maintenance window as shown on the following screenshot:

51
Type – This field tells whether customer or guest is going to get the rate code. When the user click the
drop down arrow, the system displays the two options – customer and Guest as shown on the following
screenshot:

Consignee – This is a reference to the consignee that is getting the negotiated rate under maintenance.
When the user click the drop down arrow, the system displays the list of customers or guests as shown
on the following screenshot:

52
2.3.3.2 Rate Strategy

Rate Strategy functionality is a very simple yield management tool. If set up correctly, a property can
create the majority of their restrictions for known sell out dates and let the system monitor and close
dates automatically. As rate strategies are dynamic, this enables the system to continuously monitor
availability and execute set rate strategies accordingly. Rate Strategy may be used as a tool to create
restrictions or to set sell limits on rate categories or rate codes.

Once a rate strategy has been executed or the set condition has been met, a restriction is written into
the Rate Availability calendar. The system will then continuously monitor availability and reopen
restrictions accordingly. The advantage of using Rate Strategy over Rate Availability restrictions is that
Rate Strategy can be set to trigger on dates that do not necessarily match the restriction dates.
Additionally, rate strategies have the ability to forecast that a strategy would be met and exceeded and
then display the corresponding restriction accordingly on the Rate Query screen. This means that instead
of a revenue manager needing to manually monitor occupancy levels, the system will do so for them and
know when to open and close the house, rates or room types.

Note: When moving business blocks, the move action will trigger an update of the rate restrictions based
on the existing rate strategies (e.g., removing the block rooms from the count of the original date and
adding them to the count on the new date).

53
Examples

 Set a basic rate strategy where the restriction dates fall within the control dates. On July 4 a
property is expecting to sell out. The property wants to make sure that if overall occupancy
reaches 65%, all rate codes in the discount rate category should be automatically closed. The
strategy will then be executed when the occupancy for July 4 reaches 65%. The system will not
show any discounted rates in the Rate Query grid. As the property would have also set a counter
condition, when occupancy falls below 65% the discount rate category would be reopened
automatically.

 Set a rate strategy for sell limits for an employee discount rate. The property could set a rate
strategy for an entire year that on any given date, only 5 employee discount rates may be given.
They would set When Times Sold Reaches 5 and Close the employee discount rate, and set a
counter condition of When Times Sold is Less than 5 and Open the employee discount rate.

In the CNET PMS rate strategy is defined in the Main Menu/Setting And
Miscellaneous/Package/Revenue Management/Rate Detail/Rage Strategy tab of the Property
Management System (PMS) as shown on the following screenshot:

To maintain a new rate strategy, the user should choose a rate code from the left pane and click the New
button to get the rate strategy maintenance window as shown on the following screenshot:

54
Description – this is the textual description of the rate strategy.

Condition - This attribute is used for deciding if the restriction is based on the occupancy of the property
or based on the number of rooms sold. When the user click the down drop arrow, the system displays the
list of conditions as shown on the following screenshot:

55
Value - This field tells the exact value for the condition defined for the given rate strategy.

Value Type -This field tells whether the rate strategy condition value is defined in terms of percentage or
flat value.

Restriction Type - This field tell whether to open the rate for the rate code under maintenance. When the
user click the drop down arrow, the system displays the open and close options as shown on the following
screenshot:

56
Priority - This field is used to define the order with which the rate strategy will be executed in times when
there are overlapping strategy definitions.

Restriction From - This field define the restriction start date. This is the date the system will look to
determine if the set condition is met and the strategy should be executed. As the user click the drop down
arrow, the system displays the date picker control as shown on the following screenshot:

57
Restriction To - This field define the restriction end date. This is the date the system will stop looking at
controls to determine if the set condition is met and the strategy should be executed. As the user click the
drop down arrow, the system displays the date picker control as shown on the following screenshot:

58
Control Begin - This field contains the dates on which the system should start looking at the set strategy
for control/management purpose before the strategy is expected to start the execution. As the user click
the drop down arrow, the system displays the date picker control as shown on the following screenshot:

Control End - This field contains the dates in which the system should stop looking at the set strategy for
control/management purpose before the strategy is expected to start the execution. As the user click the
drop down arrow, the system displays the date picker control as shown on the following screenshot:

59
Weekdays – This is the days on which the strategy will be checked.

Remark – This is any textual description about the rate strategy under maintenance.

2.3.4 Rate Availability

Rate Availability feature allow you to define the conditions under which specific rates are available when
making reservations at your property. Rate availability functionality lets you control availability based on
demand, experience, and forecasting rather than determining availability simply by the number of rooms
sold.

Rate availability can be used, for example, to set a minimum advance booking requirement for stays that
include certain dates, to specify a minimum number of days a guest must stay in order to be eligible for a
specific rate code and room type on high demand dates, to prohibit arrivals or departures on given dates,
and so on. Your rate availability configuration is automatically reflected in the rate codes and room types
from which your staff may choose when working with the Reservation screen and the Rate Query screen.

In the CNET PMS rate strategy is defined in the Main Menu/Setting And
Miscellaneous/Package/Revenue Management/Rate Availability tab of the Property Management
System (PMS) as shown on the following screenshot:

60
The user can select the rate code from the left pane and set availability by clicking the boxes representing
each date. If the value is 0, it means the rate code is available on the given date. For deselecting you need
to re-click the box.

3 Profile
The CNET PMS uses profiles to store a host of details about the guests, companies, agents, business
sources, contacts, and groups you do business with. A profile contains extensive demographic information
(including name, address, phone number, preferences, etc.) as well as reservation and stay histories and
other statistical data. Having profile information on hand makes it easy to create reservations for guests,
process commissions for agents, prepare billing statements, construct mailings, manage membership
programs, collect accurate statistics, and perform many other tasks. In addition, you can specify
relationships between profiles to identify their affiliations for marketing and business planning purposes.

The following are the types of profiles in the CNET PMS:

 Individual Profile - This type of profile is used for individual persons such as guests.

61
  Contact Profile - A contact is an individual who represents another entity. For example,
a contact may be associated with a company or travel agent. As such, the contact profile
has some special characteristics beyond the individual profile. When an individual is
designated as a contact, the contact information is available via a tab on the individual
profile.
 Company/Travel Agent/Source Profile - These profiles are used for the businesses with
which hotels have commercial dealings. This category might include businesses who
sponsor guests, businesses for which your hotel handles events, or companies who
directly provide products or services to your hotel. Sources (of business) and travel
agents are special kinds of businesses that have their own profile types, although in all
essential respects they are identical to the company profile type.
 Group Profile - Group profiles are created to handle group events (for example,
conventions, meetings, parties, or weddings). A group profile is distinguished from an
account in that groups usually book for a specific time period and do not have an ongoing
(year to year) relationship with the hotel.

In the CNET PMS system profiles can be maintained by clicking the respective menu from Main
Menu/Profile menu of the of the CNET Property Management System (PMS) as shown on the following
screenshot:

62
3.1 Guest
This section addresses how to maintain a guest and all his/her details. The name, phone number, and
other information provided in the guest profile can be automatically pulled into reservations when you
create a new reservation. This makes the reservation process faster and more accurate. To create a
profile you need, at a minimum, the individual's first and last name. Gather as much other information
as possible or as directed by management. Note that you can enter multiple addresses, telephone
numbers, and notes.

When you click the Main Menu/Profile/Guest menu item of the CNET Property Management System
(PMS) a guest registration form will be displayed as shown on the following screenshot:

63
3.1.1 Personal Information
This section is used to maintain basic information of the guest such as name, title, gender, etc.

Last Name – This field is used to maintain the last name of the guest.

First Name - This field is used to maintain the first name of the guest.

Middle Name – This field is used to maintain the middle name of the guest.

Title – This field is used to maintain the title of the guest. When the user click the drop down arrow, the
system displays the list of titles for the user to choose one as shown on the following screenshot:

64
Gender – This field is used to maintain the gender of the guest. When the user click the drop down arrow,
the system displays the list of genders for the user to choose one as shown on the following screenshot:

65
Language – This field is used to maintain the language the guest prefers for communication. When the
user click the drop down arrow, the system displays the list of languages for the user to choose one as
shown on the following screenshot:

66
Is Active – This checkbox is used to activate or deactivate the guest profile. If the guest profile is
deactivated, it will not possible to carry out transaction with the guest.

Nationality – This field is used to maintain the nationality the guest. When the user click the drop down
arrow, the system displays the list of nationalities for the user to choose one as shown on the following
screenshot:

67
Date of Birth – This field is used to maintain the date of birth of the guest. When the user click the drop
down arrow, the system displays a date picker window for the user to select the date as shown on the
following screenshot:

68
Id. Type – This field is used to maintain the identification type the guest is using. When the user click the
drop down arrow, the system displays a list of id types for the user to select one as shown on the following
screenshot:

69
Passport Num. – This field is used to maintain the identification number i.e. passport number if passport
is used, id number if resident, student, work, etc id is used.

3.1.2 Personal Detail

This section is used to maintain some details about the guest such as preferred currency, status, account,
etc. To access this section the user should click the Personal Details tab from the guest registration form
as shown on the following screenshot:

70
Category – This field is used to maintain business segment. Select the down arrow to choose a market
segment to be associated with this guest as shown on the following screenshot:

71
Currency – This field is used to maintain the currency preference of the guest. When the user click the
drop down arrow the list of currencies will be displayed for the user to choose one as shown on the
following screenshot:

72
Status – This field tells whether the guest under maintenance is active i.e. ready for transaction or not.

Religion – This field is used to maintain the religion of the guest which can be used to send seasonal
messages such as holiday messages. When the user select the down drop arrow, the system displays the
list of well-known religions the user can select from as shown on the following screenshot:

73
Account – This is the account number of the guest which will be used to manage transactions that are
made with the customer.

Mailing Action – This field is used to tell the system how the guest will be communicated when mail is
used. When the user click the down drop arrow, the system displays the list of possible mailing options
for the user to select one as shown on the following screenshot:

74
Rate Code – This field is used to maintain the negotiated rate that can be used by the system. Remember
negotiated rates are maintained while rate codes are maintained. When the user click the drop down
arrow, the system displays the list of negotiated rates that belongs to the guest which will be used as the
default one as shown on the following screenshot:

75
3.1.3 Address
A guest may have one or more addresses. This section is used to maintain the guest address values by
entering the address value to the right of the parameter as shown on the following screenshot:

76
The address parameters that appear in the above form varies depending on the address parameter
selection in the GSL/Person/Guest/GSL Address Map tab of the Server Management System as
shown on the following screenshot:

77
3.1.4 Search
This section is used to display the list of guests that satisfy the given search criteria. For example if the
user enter Solomon in the First Name field, the system will display all guests with the middle name
Solomon in the search grid as follows:

78
Remark: As the user type the search criteria, the system will autocomplete the criteria as shown below:

79
By double clicking the record from the search grid you can populate the guest registration form and
perform the editing activity as shown on the following screenshot:

80
3.1.5 Note
This section is used to maintain any note related with the guest under maintenance. Notes can be of any
of several kinds (e.g., General, Reservation, Background, Employee, etc.). The newest General-type
note to be added is displayed on the Profile screen. In the CNET PMS the note is maintained by clicking
the Note button at the top of the guest registration form to display the note maintenance window as
shown on the following screenshot:

81
After typing the note you need to click the Save button to save the note.

Remark: In order to save the note the message voucher should be activated otherwise the following
message will be displayed:

While making registration the system shows a red box with a text “Comment” at the bottom of the screen
when you select a consignee/guest having a note already registered as shown on the following screenshot:

82
To see the comment the user has to double click the red area.

3.2 Contact
This section addresses how to maintain a contact and all his/her details. The name, phone number, and
other information provided in the contact profile can be automatically pulled into reservations when you
create a new reservation. This makes the reservation process faster and more accurate. To create a
profile you need, at a minimum, the contact's first and last name. Gather as much other information as
possible or as directed by management. Note that you can enter multiple addresses, telephone numbers,
and notes.

When you click the Main Menu/Profile/Contact menu item of the CNET Property Management System
(PMS) a guest registration form will be displayed as shown on the following screenshot:

83
3.2.1 Personal Information
This section is used to maintain basic information of the contact such as name, title, gender, etc as shown
on the screenshot above.

Last Name – This field is used to maintain the last name of the contact.

First Name - This field is used to maintain the first name of the contact.

Middle Name – This field is used to maintain the middle name of the contact.

Title – This field is used to maintain the title of the contact. When the user click the drop down arrow, the
system displays the list of titles for the user to choose one as shown on the following screenshot:

84
Gender – This field is used to maintain the gender of the contact. When the user click the drop down
arrow, the system displays the list of genders for the user to choose one as shown on the following
screenshot:

85
Language – This field is used to maintain the language the contact prefers for communication. When the
user click the drop down arrow, the system displays the list of languages for the user to choose one as
shown on the following screenshot:

86
Is Active – This checkbox is used to activate or deactivate the contact profile. If the contact profile is
deactivated, it will not possible to carry out transaction with the contact.

Nationality – This field is used to maintain the nationality the contact. When the user click the drop down
arrow, the system displays the list of nationalities for the user to choose one as shown on the following
screenshot:

87
Date of Birth – This field is used to maintain the date of birth of the contact. When the user click the drop
down arrow, the system displays a date picker window for the user to select the date as shown on the
following screenshot:

88
Id. Type – This field is used to maintain the identification type the contact is using. When the user click
the drop down arrow, the system displays a list of id types for the user to select one as shown on the
following screenshot:

89
Passport Num. – This field is used to maintain the identification number i.e. passport number if passport
is used, id number if resident, student, work, etc id is used.

3.2.2 Personal Detail

This section is used to maintain some details about the contact such as preferred currency, status,
account, etc. To access this section the user should click the Personal Details tab from the guest
registration form as shown on the following screenshot:

90
Category – This field is used to maintain business segment to which the contact belongs. Select the down
arrow to choose a market segment to be associated with this contact.

Currency – This field is used to maintain the currency preference of the contact. When the user click the
drop down arrow the list of currencies will be displayed for the user to choose one as shown on the
following screenshot:

91
Status – This field tells whether the contact under maintenance is active i.e. ready for transaction or not.

Religion – This field is used to maintain the religion of the contact which can be used to send seasonal
messages such as holiday messages. When the user select the down drop arrow, the system displays the
list of well-known religions the user can select from as shown on the following screenshot:

92
Account – This is the account number of the contact which will be used to manage transactions that are
made with him/her.

Mailing Action – This field is used to tell the system how the contact will be communicated when mail is
used. When the user click the down drop arrow, the system displays the list of possible mailing options
for the user to select one as shown on the following screenshot:

93
Rate Code – This field is used to maintain the negotiated rate that can be used by the system for the given
contact. Remember negotiated rates are maintained while rate codes are maintained. When the user click
the drop down arrow, the system displays the list of negotiated rates that belongs to the guest which will
be used as the default one as shown on the following screenshot:

94
3.2.3 Address
A contact may have one or more addresses. This section is used to maintain the contact address values
by entering the address value to the right of the parameter as shown on the following screenshot:

95
The address parameters that appear in the above form varies depending on the address parameter
selection in the GSL/Person/Contact/GSL Address Map tab of the Server Management System
as shown on the following screenshot:

96
3.2.4 Search
This section is used to display the list of contacts that satisfy the given search criteria. For example if
the user enter Girma in the First Name field, the system will display all guests with the first name Girma
in the search grid as follows:

97
Remark: As the user type the search criteria, the system will autocomplete the criteria as shown below:

98
By double clicking the record from the search grid you can populate the guest registration form and
perform the editing activity as shown on the following screenshot:

99
3.2.5 Note
This is used to maintain any note related with the contact under maintenance. Notes can be of any of
several kinds (e.g., General, Reservation, Background, Employee, etc.). The newest General-type note
to be added is displayed on the Profile screen. In the CNET PMS the note is maintained by clicking the
Note button at the top of the contact registration form to display the note maintenance window as shown
on the following screenshot:

100
After typing the note you need to click the Save button to save the note.

Remark: In order to save the note the message voucher should be activated otherwise the following
message will be displayed:

While making registration the system shows a red box with a text “Comment” at the bottom of the screen
when you select a consignee/guest having a note already registered as shown on the following screenshot:

101
To see the comment the user has to double click the red area.

3.3 Group
3.4 Company
Company is one of the major profiles that are maintained by the CNET PMS. Company may represent the
legal entity that is responsible for the reservation and payment of a guest or group of guests. When you
click the Main Menu/Profile/Company menu item of the CNET Property Management System (PMS) a
company registration form will be displayed as shown on the following screenshot:

102
3.4.1 Basic Information
This section contains the very basic information of the company that must be registered for every
company described as follows:

Corp. ID – This is the unique identifier of the company.

Name – This is the name of the company under maintenance. If the company is already maintained, the
system selects the name and allows the user to edit the record. The user can also click the drop down
arrow the search and select a company record for editing as shown on the following screenshot:

103
TIN No – This is the unique identifier of the company under maintenance.

Business Type – This field is used to select the business type of the company. When the user click the drop
down arrow, the system displays the list of business types for the user to select one as shown on the
following screenshot:

104
Is Active – This field tells the system whether the company under maintenance is active or not.

Category – This field is used to maintain the business segment to which the company belongs. When the
user click the drop down arrow, the system displays the list of business segments to choose one by the
user as shown on the following screenshot:

105
3.4.2 Additional Information
Account No. – This field is used to set the type of control account the system is going to use to post
transactions with the given company. When the user click the drop down arrow, the system displays the
list of control account for the user to choose one as shown on the following screenshot:

106
Rate Code – This field is used to tell the system the default negotiated rate that is used with the company
under maintenance. Negotiated rates are maintained during the registration of the rate code. When the
user click the drop down arrow, the system displays the list of negotiated rates that can be selected by
the user as shown on the following screenshot:

107
Status – This field is used to activate or deactivate a company record. If the company record is disabled,
the hotel will not be able to transact with the company under maintenance.

Mailing Action – This field is used to select the mailing option to communicate the company under
registration. When the user click the drop down arrow, the system displays the list of mailing action
options for the user to choose one as shown on the following screenshot:

108
Currency – This field contains the type of currency the company under registration is going to make
transaction with the hotel. When the user click the drop down arrow, the system displays the list of
currencies for the user to select one as shown on the following screenshot:

109
Owner – This field shows the sales manager responsible for the company under maintenance. Open the
sales manager drop down list and select a sales manager code as shown on the following screenshot:

3.4.3 Potential Information

This section is used to maintain potential revenues the hotel is expected to get from the company under
maintenance. The following section shows the explanation of the fields:

Potential Room Nights – This field tells the number of room nights the hotel expects from the company
under maintenance every night.

Potential Revenue - This field tells the amount of revenue the hotel expects from the company under
maintenance every night.

3.4.4 Address
A contact may have one or more addresses. This section is used to maintain the company address values
by entering the address value to the right of the parameter as shown on the following screenshot:

110
The address parameters that appear in the above form varies depending on the address parameter
selection in the GSL/Person/Contact/GSL Address Map tab of the Server Management System
as shown on the following screenshot:

111
3.4.5 Note
This is used to maintain any note related with the company under maintenance. Notes can be of any of
several kinds (e.g., General, Reservation, Background, Employee, etc.). The newest General-type note
to be added is displayed on the Profile screen. In the CNET PMS the note is maintained by clicking the
Note button at the top of the contact registration form to display the note maintenance window as shown
on the following screenshot:

112
After typing the note you need to click the Save button to save the note.

Remark: In order to save the note the message voucher should be activated otherwise the following
message will be displayed:

While making registration the system shows a red box with a text “Comment” at the bottom of the screen
when you select a consignee/guest having a note already registered as shown on the following screenshot:

113
To see the comment the user has to double click the red area.

3.5 Agent
3.6 Source

4 Registration

4.1 Maintaining Registration

4.1.1 Reservation
Reservations are the most important source of revenue for many hotels, and they affect everything from
cash flow projections to staffing. Ensuring that guests get the accommodations when they expect them is
the easiest way for a hotel to reduce complaints and increase guest satisfaction.

The CNET PMS provides an intuitive interface for reservation and further manipulation of the guest or
customer reservation record. It is also from the reservation record that the different reports will be

114
generated indicating the occupancy level of the hotel. To access the CNET ERP reservation screen the user
should select the Main Menu/Registration/Reservation menu item from the CNET PMS application as
shown on the following screenshot:

The reservation screen appears as shown on the following screenshot:

115
As you can see on the screenshot above the reservation maintenance window has five subsections –
Command Panel, Gust Basic Info, Profile Maintenance, Registration Detail and Rate Adjustment sections.

4.1.1.1 Command Panel

The command panel contains five major buttons that are targeted to different operations. The following
section contains the details of each of the buttons:

New – This button is used to initiate the recording of a new reservation. After saving another reservation
a user can click this button to go to the next reservation.

Save – This button is used to permanently keep the reservation. A user must click this button after filling
up all the reservation related information on the form controls.

State – This button is used to maintain the reservation state. When the user click the down drop arrow,
the system displays the possible state options for the user to choose one as shown on the following
screenshot:

116
Daily Detail –

Travel Detail – Travel detail is used to maintain the arrival and departure details which will later be used
to arrange the shuttle service. When the user click the travel detail button, the system displays the travel
detail maintenance window.

Arrival – This is used to maintain arrival details as shown on the following screenshot:

117
Pick Up Required – This field is used to tell the system whether the guest requires shuttle
service or not.

Transportation Type – This is used to maintain the type of transportation the guest will
use to arrive at the hotel. When the user click the drop down arrow, the system displays
a list of transportation types as shown on the following screenshot:

118
 Station Code – This field is used to tell the station code at which the guest will appear to
contact the hotel representative. BETTER NOT MAKING IT COMBO.

Carrier Code – This is two-character IATA-assigned code that identifies a carrier on arrival
signs, baggage tags, Global Distribution System (GDS), tickets, etc. Usually it is
an alpha code (such as ET for Ethiopian Airlines, AI for Air India, EI for Air Lingus, and WN
for Southwest Airlines) but sometimes it is alphanumeric (such as F9 for Frontier Airlines,
7Z for Laker Airlines, and 5X United Parcel Service).

Transportation # - This is used to maintain the transportation number such as flight

number or bus number.

Arrival Date – This field is used to maintain the arrival date. The system takes the arrival
date on the registration form by default by letting the user to modify the values. When
the user click the down drop arrow the system displays the date picker for the user to
select one as shown on the following screenshot:

Pick Up Time - This field is used to maintain the time on which the guest must be picked
up to the hotel.

Departure – This is used to maintain departure details as shown on the following screenshot:

119
Drop Off Required – This field is used to tell the system whether the guest requires shuttle
service or not.

Transportation Type – This is used to maintain the type of transportation the guest will
use to arrive at the hotel. When the user click the drop down arrow, the system displays
a list of transportation types as shown on the following screenshot:

Station Code – This field is used to tell the station code at which the guest is expected to
appear for departure. BETTER NOT MAKING IT COMBO.

120
 Carrier Code – This is two-character IATA-assigned code that identifies a carrier on
departure signs, baggage tags, Global Distribution System (GDS), tickets, etc. Usually it is
an alpha code (such as ET for Ethiopian Airlines, AI for Air India, EI for Air Lingus, and WN
for Southwest Airlines) but sometimes it is alphanumeric (such as F9 for Frontier Airlines,
7Z for Laker Airlines, and 5X United Parcel Service).

Departure Date – This is the date on which the guest will be departed form the hotel.
When the user click the drop down arrow the system displays the date picker for the user
to select the date as shown on the following screenshot:

Transportation # - This is used to maintain the transportation number such as flight

number or bus number.

Drop Off Time – This field is used to maintain the time on which the guest must be picked
up to from the hotel.

Comments – This button is used to maintain any comment regarding the reservation under maintenance.
When the user click this button the system displays a pop up window for typing the comment as shown
on the following screenshot:

121
 Remark: The user should click the save button after typing the comment.

Reservation Detail –

Close – This button is used to close the reservation window.

4.1.1.2 Gust Basic Info

This section of the reservation window is used to select or maintain basic guest information such as name,
nationality, passport, title, and address as shown on the following screenshot:

122
Guest Name – This field is used to maintain the name of the guest. When the user click the drop down
arrow, the system displays the guest search/selection window as shown on the following screenshot:

123
The user can select the name of the guest from the list or type whole or part of the guest name to filter
those names that contains the search key as shown on the following screenshot:

124
When the guest is selected the registration form will be populated by the available data of the selected
guest as shown on the following screenshot:

Remark: The user can also click the add guest button ( ) to the right of the Guest Name
field to launch the profile registration form. After filling up the profile maintenance window
as the user click the save button, the system populates the reservation form with the data of
the guest just maintained.

Nationality – This field shows the nationality of the guest that is making the reservation.

Passport – This field shows the passport/id number of the guest that is making the reservation.

Title – This field shows or is used to maintain the title of the guest that is making the reservation.

Address - This field shows or is used to maintain the address of the guest that is making the reservation.

4.1.1.3 Other Profiles Selection

This section is used to set profiles that have direct link with the current reservation under maintenance.
This can include maintenance of company, contact, source, agent, group or member type as shown on the
following screenshot:

125
Company - This field is used to choose the company that is associated with this reservation. By selecting
the company here, you ensure that any negotiated rates for the company will be displayed when you
perform a rate query for this reservation. When the user select the down drop arrow, the system displays
the list of companies for the user to choose one as shown on the following screenshot:

126
Contact - This field is used to select a contact that is linked with a reservation. This can be reservation
contact or billing contact. When the user select the down drop arrow, the system displays
the Reservation/Billing Contacts maintenance window as shown on the following screenshot:

127
Source – This field is used to choose the source associated with this reservation. By selecting the source
here, you ensure that any negotiated rates for the source will be displayed when you perform a rate query
for the reservation under maintenance. When the user select the down drop arrow, the system displays
the list of sources to select one shown on the following screenshot:

128
Agent – This field is used to choose the travel agent that is associated with this reservation. (Some hotels
pay a commission to travel agents based on the reservations they generate. In addition, by selecting the
travel agent here, you ensure that any negotiated rates for the travel agent will be displayed when you
perform a rate query for the reservation.) When you select the down drop arrow, the system displays
travel agent profiles in the Profile Search screen as shown on the following screenshot:

129
Group – This field is used to select the group associated with this reservation. When the user select the
down drop arrow, the system displays the list of groups for the user to choose one as shown on the
following screenshot:

Member Type – This field is used to maintain the guest's type of membership, if applicable. When multiple
membership types have been attached to a reservation, then this field will be highlighted in yellow. When

130
the user select the down drop arrow, the system displays the list of member types for the user to choose
one as shown on the following screenshot:

4.1.1.4 Registration Detail

This section is used to maintain major information regarding the registration such as arrival date,
departure date, no of nights, guests count, room type, rate and etc as shown on the following screenshot:

131
Arrival – This field is used to maintain the date on which the guest has arrived or will arrive. If the user
click the down drop arrow, the system displays a date picker for the user allowing the user to select the
arrival date as shown on the following screenshot:

132
EAT – This field is used to maintain the expected arrival time of the guest.

Nights – This field is used to maintain the number of nights the guest will stay in the hotel. If the guest
maintains both the arrival and departure dates, the system will calculate the nights automatically. On the
other hand, if the user maintain arrival and nights, the system will automatically populate the departure
date value.

Departure – This field is used to maintain the date on which the guest will leave the hotel. If the user click
the down drop arrow, the system displays a date picker for the user allowing the user to select the
departure date as shown on the following screenshot:

133
Adults – This field is used to maintain the number of adults occupying the room.

Child – This field is used to maintain the number of children occupying the room.

No. of Rooms – This field is used to maintain the number of rooms that are required by the reserving
customer/guest. The attribute’s defaults value is 1. If, for example, the guest requires 2 rooms, enter 2 in
this field (for one reservation, two rooms, same confirmation number). All rooms will be of the same room
type. The guest can sometimes require more than one room with separate confirmation numbers).

Room Type – This field is used to maintain the room type such as single, twin double, etc the guest prefers
for the reservation. If the user click the down drop arrow, the system will display the list of room types
for the user allowing the user to select one as shown on the following screenshot:

134
RTC – This field is used to maintain the room type to charge value. It contains a reference of room type
and allows upgrades of guest into new rooms without affecting the rate – if the room Type attribute of
the reservation changes, this field should remain the original room type booked and quoted to the guest.
It is used for the charging purpose and doesn’t affect the room inventory. Initially as the user selects the
room type, this field will contain the same value as the selected room type. When the user click the down
drop arrow, the system displays the list of room types for the choice of the user as shown on the following
screenshot:

135
Room – This field is used to maintain the guest’s room number. This field is usually maintained at the time
of guest check in but some guests may also pre-block a room during the reservation process. When the

user click the sign next to the room field the system displays the list of rooms of the selected room
type that will be available during the reservation period as shown on the following screenshot:

136
 Feature – This is used to further filter the rooms list by the feature they are having. If the user
click the down drop arrow, the system displays the list of features the rooms are having. THIS IS
NOT APPLICABLE IN THE CURRENT SYSTEM IMPLEMENTATION.

Room – This is the room number of the rooms.

Room Type – This field tells the room type value.

HK Status – This field tells the housekeeping status of the room.

FO Status – This field tells the front office status of the room.

Floor – This field tells the floor number of the room.

Feature – This field tells the room features the room is having.

Remark – This field tells any further textual description of the room.

Fixed Rate – This field tells whether the room rate changes during the guest’s stay or not. If this attribute
is set to true, the rate will not change even when moving a guest to a new room type or when the rate
availability expires.

Rate Code – This field is used to maintain the code that defines the rate that is offered to the guest for
the specific reservation. This attribute by default contains the negotiated rate for the guest or group to
which the guest belongs.

137
Packages – This field is used to maintain packages that are going to be offered to the guest and that
belongs to the selected rate code. When the user click the drop down arrow, the system displays the list
of packages that belongs to the selected rate code.

Rate – This field contains the rate charged to the guest each night of the accommodation. This attribute
gets its value automatically as the rate code is selected.

Total – This field contains the total amount expected form the guest over the whole stay of the guest.

Special – This field contains any special remarks such as early arrival, honeymooners, special attention,
late arrival, late departure, flower, early check in, minibar, etc that is required by the guest.

Voucher # -

4.1.1.5 Rate Adjustment

This section is used to make adjustments to the rate provided by the system. The adjustment can be
increasing the rate or decreasing it by fixed amount or percentage as shown on the following screenshot:

138
Amount – This is used to type the amount by which the rate will be raised or discounted. In the case of
discount the value will be made negative.

Percent – This is used to type the percentage by which the rate will be raised or discounted. In the case
of discount the value will be made negative.

Value – This field contains the rate after it is affected by the amount or percentage set forth.

Reason – This field contains the reason why the modification is made. When the user click the down drop
arrow, the system displays the list of possible reasons for the adjustment as shown on the following
screenshot:

139
4.1.2 Check-in

Guests are usually required to check in (also called sign-in), which involves providing or confirming the
guests' personal information and providing a signature. Check in times vary but this can range from 12pm
until about 3pm depending on the hotel's rules and regulations. Late check-ins can be arranged through
the hotel as long as the guests book this in advance and arrange all the necessary details. Hotels usually
specify a check-in time after which they expect guests to check-in. If a guest wants to occupy a hotel room
before the hotel's check-in time, some hotels charges for an additional day or treat it as a previous day's
stay (as compared to occupying the hotel room after the check-in time). Most hotels, however, allow a
grace time (typically 30–60 minutes) on request by a guest, without any additional charge, if a guest
wishes to take the room before the check-in time. Some hotels also have a latest check-in time, often
6pm-8pm, after which they may give a room to someone else if the room is not prepaid or the guest does
not phone in to indicate a time of arrival. Some hotels have a deadline for checking-in because the
reception may close for the night. For the most cost-effective usage of hotel room occupancy, a guest
should try to reach at about hotel's check-in time and leave or hand over the hotel room at about the

140
hotel's check-out time, but it may not be always practical because the guest's arrival and departure time
of flights or car trips may not align with the hotel check-in and check-out time and for other reasons.

In the CNET PMS, there are three options to check-in a gust – using the check-in menu, the CNET
dashboard or through the registration document browser.

4.1.2.1 Check-in Menu

This check-in option can be addressed from Main Menu/Registration/Check In menu item of the
CNET ERP Property Management System(PMS) as shown on the following screenshot:

When the user selects the Check In menu item, the system displays the check-in form as shown on the
following screenshot:

141
When the user selects the guest by clicking the down drop arrow next to the guest field, the system
displays the list of registered guests as shown on the following screenshot:

142
This is usually used to directly check-in a guest at the time of registration. As the user selects the guest
the system displays some of the details such as nationality, title, passport and address if these information
are already registered as shown on the following screenshot:

143
Just like the reservation case all the information must be maintained by the user before clicking the Check
In button. Room Type, Room and Rate Code fields are mandatory fields for the check-in operation. If the
user click the Check In button before filling up mandatory fields, the system marks the mandatory fields
with symbol as shown on the following screenshot:

144
Remark: Dirty rooms cannot be assigned to the guest at the time of check-in. If the user tries to select
dirty room the system will display a message as shown on the following screenshot:

145
While selecting the room, the user can filter the list using one of the fields such as room feature or
providing the specific room value as shown on the screenshot above.

Finally, as the guest click the Check In button the system displays the check-in slip as shown on the
following screenshot:

146
4.1.2.2 Dashboard Check-in

On the dashboard, one of the entries is the arrivals list, which is designed to display all those guests that
are expected to arrive on the given date as shown on the following screenshot:

147
Remark: The user should click the Refresh button in order to get newly registered guests in the dashboard
report.

In order to check-in a guest through the dashboard report, the user should double click the Arrivals list to
get the list of registrations that needs the check-in on the current business date:

148
It is possible to filter the list by room, guest, registration state, arrival date, departure date, company and
other searching and filtering criteria as shown on the above filtering criteria.

To check-in the guest, select the registration entry and then click checking from the Activities menu as
shown on the following screenshot:

149
When the user click the Check In menu item, the system displays a confirmation message that asks for
changing to the checked in state as shown on the following screenshot:

When the user click the Yes button from the above screenshot, the system displays the chick-in detail
form as shown on the following screenshot:

150
The above check in detail form is used to maintain details regarding the registration under check in such
as any modifications on the arrival/departure dates, room type, room, payment type, total bill , profiles
related with the registration, and etc.

In case the number of rooms reserved is more than one, the system displays a list equivalent to the
number of rooms reserved for the user to select guest and other details while the user click the Yes button
as shown on the following screenshot:

151
To check in the guest by using the list, you can select the check in box after maintaining the guest field by

clicking the down drop arrow and the room field by clicking the signs as shown on the following
screenshots:

152
When the user click the room selection button, the system displays the list of rooms for the user to select
one as shown on the following screenshot:

Remark: Unless you have a clean vacant room the check-in process will not be completed.

HERE THE CHECK IN PROCESS GENERATES ERROR.

153
If you try to check-in a guest whose arrival date is not equal to the system date, the system will display a
message as shown on the following screenshot:

4.1.2.3 Document Browser Check-in

This is the third option to check-in a guest. The registration document browser can be used to check-in a
guest by selecting the Main Menu/Main Page/Registration Document menu item of the CNET ERP
Property Management System(PMS) as shown on the following screenshot:

154
At this time the system will display all the available registration documents as shown on the following
screenshot:

155
As you can see on the above screenshot, it is possible to filter the list by room, guest, registration state,
arrival/departure date, company or using advanced searching options. The default search criteria is to list
all registrations that are in the in-house state. For example, if you filter using guest, the system will display
registrations related with the selected guest as shown on the following screenshot:

Thus, to check the guest in, you can select the registration document and then select Check In option from
the Activity menu item as shown in the following screenshot:

156
When the user click the Check In menu item, the system displays a confirmation message as shown on the
following screenshot:

If the user selects the Yes button, the system displays the checking review window that lets the user to
make any relevant modifications on the already maintained information or maintain new information as
shown on the following screenshot:

157
Check In – This button is used to check-in the guest. When the user click this button,

Issue Card – This button is used to issue room and other service entries card.

Registration Card – This button is used to print card.

Print Card Pocket – This button is used to print the Card Pocket.

Close – This button is used to close the window.

Reg. No – This is the unique identifier of the registration.

Arrival – This is the date of arrival of the guest.

Departure – This is the date of departure of the guest.

Room Type – This field represents the room type the guest is going to be checked in.

Room – This is the specific room the gust is going to be checked in.

158
Payment Type – This field represents the payment type that is going to be used to settle the bill. When
the user click the down drop arrow, the system displays the list of payment option for the user to choose
one as shown on the following screenshot:

Total Bill – This is the total amount for the whole stay of the guest.

Paid – This field represents the amount that is paid prior to the check-in.

Remaining – This is the remaining balance on the guest that is expected to be paid.

Guest – This field represents the full name of the guest that is going to be checked in.

Company - This field is used to choose the company that is associated with this reservation. By selecting
the company here, you ensure that any negotiated rates for the company will be displayed when you
perform a rate query for this reservation.

Contact - This field is used to select a contact that is linked with a reservation. This can be reservation
contact or billing contact.

159
Source – This field is used to choose the source associated with this reservation. By selecting the source
here, you ensure that any negotiated rates for the source will be displayed when you perform a rate query
for the reservation under maintenance.

Agent – This field is used to choose the travel agent that is associated with this reservation. (Some hotels
pay a commission to travel agents based on the reservations they generate. In addition, by selecting the
travel agent here, you ensure that any negotiated rates for the travel agent will be displayed when you
perform a rate query for the reservation.)

Group – This field is used to select the group associated with this reservation.

4.2 Registration Activities

After the guest is registered there are about six activities that could potentially be done on the registration
– adding the guest to waiting list, registering the guest as 6PM guest, confirming registration, cancelling
registration, checking in a guest, checking out a guest or reinstating a checked out guest.

4.2.1 Waiting List

In the case the hotel is fully booked, the user can put the guest into the waiting list to consider it in case
there are no shows. This can be done from the reservation window or registration document browser.

To put the guest on the waiting list at the time of reservation you first choose Main
Menu/Registration/Reservation menu of the CNET ERP PMS as shown on the following screenshot:

160
When the reservation window is loaded the first thing you have to do is selecting the Waiting list from the
State menu as shwon on the following screenshot:

On the other hand, if you want to put the room reservation on the waiting list after the registration is
carried out, you can use the registration document browser. To access the registration document browser,
you need to click the Main Menu/Main Page/Registration Document menu of the CNET ERP PMS as
shown on the following screenshot:

161
After that the user can select a registration and then click Waiting List menu item from Activities menu as
shown on the following screenshot:

Remark: Checked in user cannot be moved to the waiting list.

162
4.2.2 6PM
The 6PM reservation is one of the non- guaranteed reservations. It is also called a provisional reservation.
In this reservation, neither there is any legal process of confirming the room nor is any payment for the
advance deposit made. When the reservation is confirmed under the non- guaranteed reservation, the
hotel agrees to hold the room until the reservation cancellation hour (6 p.m.) on the day of arrival. After
the cancellation hour, the room is released and the reservation gets automatically cancelled.

The only time a reservation is put into the 6PM reservation is at the time the reservation is made but after
that onwards the reservation can be confirmed, cancelled or checked in.

To put the guest on the 6PM reservation state at the time of reservation, you first choose Main
Menu/Registration/Reservation menu of the CNET ERP PMS as shown on the following screenshot:

When the reservation window is loaded the first thing you have to do is selecting the 6PM from the State
menu as shwon on the following screenshot:

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4.2.3 Confirmation
In a confirmed reservation the hotel assures the guest that the required rooms shall be blocked after
confirmation. Under this, the hotel agrees to hold a room for a specific time of reservation following the
scheduled day of arrival. Usually the confirmed reservation, the advance deposit is sent through the
various modes of payments for the anticipated charges for which the booking of the room has been
requested. Thus, the room revenue is secured even in the case of no show. Confirmation can be done in
one of the following options:

Advance Deposit

An advance deposit guaranteed reservation requires that the guest pay the hotel the anticipated amount
of money before arrival. Advance deposit is partially large enough to cover one or two nights' room
charge. This type of reservation is more common in resorts and less in city hotels.

Pre-Payment

This requires full payment prior to the guest arrival. This is normally the most desirable form of
guaranteed reservation. This type of reservation is rarely used while booking rooms in any hotel
industries.

Credit Card

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In most developed countires, confirming reservations through credit card are most popular method of
payment in the business hotel. It is a form of guaranteed reservation and is customary in commercial
hotels. Depending on the financial status and money in bank, the credit card is issued to the buyers/
clients.

Travel Agents

Guest pays the travel agents in advance for their tour package and the travel agent guarantees the client's
reservation. In lieu, the agent provides the voucher to the guests indicating the required services that are
required to be offered by the hotel. In case of no show, the hotel generally bills travel agencies for
payment, and according to the agreement the travel agent must make the payment to the hotel.

Guarantee Letter

This is the contractual agreement between companies and hotel which state that the corporation will
accept financial responsibility for any no show guest. Such contracts are often popular in business hotels
and down town hotels.

In the CNET ERP PMS there are two ways to make a reservation a confirmed reservation – from the
reservation maintenance window or using registration document browser.

To maintain a confirmed reservation from the reservation window, you first choose Main
Menu/Registration/Reservation menu of the CNET ERP PMS as shown on the following screenshot:

165
When the reservation window is loaded the first thing you have to do is selecting the Gauranteed option
from the State menu as shwon on the following screenshot:

As the user click the save button to save a guaranteed reservation, the system displays a reservation
confirmation letter in a printable format as shown on the following screenshot:

166
The registration document browser can also be used to confirm a reservation by selecting the Main
Menu/Main Page/Registration Document menu item of the CNET ERP Property Management
System(PMS) as shown on the following screenshot:

167
At this time the system will display all registration documents of the in-house guests as shown on the
following screenshot:

168
As you can see on the above screenshot, it is possible to filter the list by room, guest, registration state,
arrival/departure date, company or using advanced searching options. The default search criteria is to list
all registrations that are in the in-house state. For example, if you filter using registration states, the
system will display registrations related with the selected registration state as shown on the following
screenshot:

Thus, to confirm the registration, you can select the registration document and then select Confirmation
option from the Activity menu item as shown in the following screenshot:

When the user click the Confirmation menu item, the system displays a confirmation message as shown
on the following screenshot:

169
If the user selects the Yes button, the system displays the Confirmation review window that lets the user
to make any relevant modifications on the already maintained reservation information or maintain new
information as shown on the following screenshot:

Conform – This button is used to confirm the registration. When the user clik this button a dialog box will
be displayed as shown on the following screenshot:

170
When the user click the Ok button, the system displays the reservation confirmation letter as shown on
the following screenshot:

Payment – This button is used to direct the payment process

171
Confirmation Slip – This button is used to print the confirmation slip.

Close – This button is used to close the window.

Reg. No – This is the unique identifier of the registration.

Arrival – This is the date of arrival of the guest.

Departure – This is the date of departure of the guest.

Room Type – This field represents the room type the guest is going to be checked in.

Room – This is the specific room the gust is going to be checked in.

Payment Type – This field represents the payment type that is going to be used to confirm the reservation.

Total Bill – This is the total amount for the whole stay of the guest.

Paid – This field represents the amount that is paid prior to the check-in.

Remaining – This is the remaining balance on the guest that is expected to be paid.

Guest – This field represents the full name of the guest that is going to be checked in.

Company - This field is used to choose the company that is associated with this reservation. By selecting
the company here, you ensure that any negotiated rates for the company will be displayed when you
perform a rate query for this reservation.

Contact - This field is used to select a contact that is linked with a reservation. This can be reservation
contact or billing contact.

Source – This field is used to choose the source associated with this reservation. By selecting the source
here, you ensure that any negotiated rates for the source will be displayed when you perform a rate query
for the reservation under maintenance.

Agent – This field is used to choose the travel agent that is associated with this reservation. (Some hotels
pay a commission to travel agents based on the reservations they generate. In addition, by selecting the
travel agent here, you ensure that any negotiated rates for the travel agent will be displayed when you
perform a rate query for the reservation.)

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Group – This field is used to select the group associated with this reservation.

Remark:

1. To list confirmed registrations, you have to select Guranteed option of the registration state
combo box from the registation document browser as shown on the following:

2. Only registration documents under witing list or 6PM states can be moved into the confirmed
state.

4.2.4 Cancellation
A hotel reservation cancellation can depend on several factors, such as the rate of the booking and the
date of check-in from the time of the request for cancelling the reservation. The following list shows the
cancellation policy options:

The “cancel by certain date” policy : This type of cancellation policy gives travelers the option to cancel
hotel reservations free of charge up until a certain date. Once this date passes, hotel cancellation policies
can either charge a standard cancellation fee, or require the full payment for the reservation.

The “one night penalty” policy: For this type of hotel room cancellation policy, hotel charges a cancellation
fee equivalent to one night’s stay at the hotel.

The prepaid, nonrefundable hotel reservation policy: This type of hotel booking requires payment for the
entirety of the reservation at the time of booking and is nonrefundable.

Example:

 25% if cancelled four days in advance.

 50% if cancelled two or three days in advance.
 50% if few of the total booked rooms are cancelled.

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  100% if cancelled one day prior to booking or on the same day.

The registration document browser can also be used to canel a reservation by selecting the Main
Menu/Main Page/Registration Document menu item of the CNET ERP Property Management
System(PMS) as shown on the following screenshot:

At this time the system will display all registration documents of the in-house guests as shown on the
following screenshot:

174
You can filter the list using registration states, the system will display registrations related with the
selected registration state as shown on the following screenshot:

Thus, to cancel the reservation, you can select the reservation document and then select Cancel option
from the Activity menu item as shown in the following screenshot:

175
When the user click the Cancel menu item, the system displays a confirmation message as shown on the
following screenshot:

WRONG DIALOG BOX

If the user selects the Yes button, the system displays the cancellation review window that lets the user
to make any relevant modifications on the already maintained reservation information or maintain new
information as shown on the following screenshot:

176
Cancel – this button is used to cancel the reservation. When the user click this button the system displays
a confirmation message as shown on the following screenshot:

Close – This button is used to close the window.

Reg. No – This is the unique identifier of the registration.

Arrival – This is the date of arrival of the guest.

Departure – This is the date of departure of the guest.

Room Type – This field represents the room type the guest is going to be checked in.

Room – This is the specific room the gust is going to be checked in.

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Payment Type – This field represents the payment type that is going to be used to settle the bill.

Total Bill – This is the total amount for the whole stay of the guest.

Paid – This field represents the amount that is paid prior to the check-in.

Remaining – This is the remaining balance on the guest that is expected to be paid.

Guest – This field represents the full name of the guest that is going to be checked in.

Company - This field is used to choose the company that is associated with this reservation. By selecting
the company here, you ensure that any negotiated rates for the company will be displayed when you
perform a rate query for this reservation.

Contact - This field is used to select a contact that is linked with a reservation. This can be reservation
contact or billing contact.

Source – This field is used to choose the source associated with this reservation. By selecting the source
here, you ensure that any negotiated rates for the source will be displayed when you perform a rate query
for the reservation under maintenance.

Agent – This field is used to choose the travel agent that is associated with this reservation. (Some hotels
pay a commission to travel agents based on the reservations they generate. In addition, by selecting the
travel agent here, you ensure that any negotiated rates for the travel agent will be displayed when you
perform a rate query for the reservation.)

Group – This field is used to select the group associated with this reservation.

Reason – This field is used to select the reason why the guest cancelled the reservation. When the user
click the drop down arrow, the system displays the list of potential reasons for reservation cancellation as
shown on the following screenshot:

178
Remark: Cancellation is allowed only before the guest is checked in.

4.2.5 Check-in
This is discussed in section XXX and you can refer there.

4.2.6 Checkout

Each hotel has its own policies that govern guest check-out procedures. Often the check-out time is posted
on the back of the hotel room door and must be obeyed unless guests want to risk being charged for
another day's residency. Patrons may request a later check-out time, which is granted at the discretion of
management. When guests are ready to check out, they simply approach the front desk, request their
itemized bill and pay their balance.

The registration document browser can be used to checkout a guest. By selecting the Main Menu/Main
Page/Registration Document menu item of the CNET ERP Property Management System(PMS)
you can check out a guest as shown on the following screenshot:

179
At this time the system will display all registration documents of the in-house guests as shown on the
following screenshot:

180
To checkout the guest, you can select the reservation document and then select Checkout option from
the Activity menu item as shown in the following screenshot:

When the user click the Checkout menu item, the system displays a confirmation message as shown on
the following screenshot:

If the user selects the Yes button, the system displays the reinstate review window that lets the user to
make any relevant modifications on the already maintained reservation information or maintain new
information as shown on the following screenshot:

4.2.7 Reinstate

The reservation that is cancelled or checked out reservation or a no show reservation can be reinstated.
At times a reservation with a "Cancelled" status may have to be reinstated due to a guest’s change of
plans or a miscommunication between the person who took the information and the guest who booked
the reservation. Reinstate cancelled reservation will be allowed if the reservation departure date is either
equal to or greater than the current business date.

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Sometimes you may need to "reverse" a check-out and reinstate a guest. Once you have checked out a
guest, you may use the Reinstate feature, provided you have the correct permission and the departure
date is equal to today's date or a future date.

Sometimes you may also want to reverse No Show operation by changing the reservation back to reserved
status; in effect, reselling the reservation.

The registration document browser can also be used to reinstate a reservation by selecting the Main
Menu/Main Page/Registration Document menu item of the CNET ERP Property Management
System(PMS) as shown on the following screenshot:

At this time the system will display all registration documents of the in-house guests as shown on the
following screenshot:

182
You can filter the list using registration states such as cancelled, no show or checked out, the system will
display registrations related with the selected registration state as shown on the following screenshot:

Thus, to reinstate the reservation, you can select the reservation document and then select Reinstate
option from the Activity menu item as shown in the following screenshot:

183
When the user click the Reinstate menu item, the system displays a confirmation message as shown on
the following screenshot:

If the user selects the Yes button, the system displays the reinstate review window that lets the user to
make any relevant modifications on the already maintained reservation information or maintain new
information as shown on the following screenshot:

184
Reinstate – this button is used to reinstate the reservation. When the user click this button the system
displays a confirmation message as shown on the following screenshot:

Close – This button is used to close the window.

Reg. No – This is the unique identifier of the registration.

Arrival – This is the date of arrival of the guest.

Departure – This is the date of departure of the guest.

185
Room Type – This field represents the room type the guest is going to be checked in.

Room – This is the specific room the gust is going to be checked in.

Payment Type – This field represents the payment type that is going to be used to settle the bill.

Total Bill – This is the total amount for the whole stay of the guest.

Paid – This field represents the amount that is paid prior to the check-in.

Remaining – This is the remaining balance on the guest that is expected to be paid.

Guest – This field represents the full name of the guest that is going to be checked in.

Company - This field is used to choose the company that is associated with this reservation. By selecting
the company here, you ensure that any negotiated rates for the company will be displayed when you
perform a rate query for this reservation.

Contact - This field is used to select a contact that is linked with a reservation. This can be reservation
contact or billing contact.

Source – This field is used to choose the source associated with this reservation. By selecting the source
here, you ensure that any negotiated rates for the source will be displayed when you perform a rate query
for the reservation under maintenance.

Agent – This field is used to choose the travel agent that is associated with this reservation. (Some hotels
pay a commission to travel agents based on the reservations they generate. In addition, by selecting the
travel agent here, you ensure that any negotiated rates for the travel agent will be displayed when you
perform a rate query for the reservation.)

Group – This field is used to select the group associated with this reservation.

Action – this field is used to select the type of action to

Remark: Cancellation is allowed only before the guest is checked in.

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4.3 Registration Amendment

After a registration is made, there are a lot of cases you may need to amend the registration including
profiles, dates, registration details, rate, room, payment option and other amendments. In this section we
will discuss how you are going to perform adjustments on the registration. In order to make adjustments
to registrations you have to go to the document browser by selecting Main Menu/Main Page/Registration
Document menu from the CNET ERP PMS module and select Amendment menu as shown on the following
screenshot:

4.3.1 Profiles

There are a lot of reasons for the user to amend the profiles linked with the guest registration. To modify
profile information you have to select the registration document and then click the Profiles menu item
from the Amendment menu which is going to display the Profile amendment form as shown on the
following screenshot:

187
Here you can maintain contact, company, agent, group or source information by clicking the down drop
arrows to the right of the respective field option.

4.3.2 Date Amendment

This is the most common amendment which will be triggered as the guest wants to change the arrival or
departure date. To modify date information you have to select the registration document and then click
the Date Amendment menu item from the Amendment menu which is going to display the Date
amendment form as shown on the following screenshot:

188
As you can see the above screenshot, even if the date amendment form contains several fields that could
be potentially amended, the main objective of the form is to modify the arrival and departure dates. For
in-house guests the arrival date will be disabled that is because the guest is already checked-in. After
making the modifications, the user is expected to click the save button.

4.3.3 Registration Detail

The registration detail contains the details of each of the guest stay dates. This detail includes the date,
week Day, number of adults and children, room count, room type, actual RTC, Room#, Rate, Rate Amount,
Market, and source information. To make the modification, the user has to select Registration Detail
option from the Amendment menu to get the registration detail amendment form as shown on the
following screenshot:

189
The registration detail amendment window is used to see the packages on each of the days by clicking the
+ sign to the left of each of the records as shown on the following screenshot:

If you want to see all the package information for all the stay duration, you can click the Expand All check
box which will result in an expanded packages for all the days as shown on the following screenshot:

190
It is also possible to edit each of the records by clicking the Edit command after selecting the detail entry
as shown on the following screenshot:

Remark: It is not possible to make any editing activity for already passed dates. If you try to do that the
system will display an error message as shown on the following screenshot:

191
It is possible to export the registration detail into pdf or excel files by clicking the To PDF or To Excel
command button from the header section of the Registration Detail amendment form. You can also print
the registration details from the registration detail amendment from.

4.3.4 Rate Adjustment

Rate adjustment is used to modify the room rate of the gust. This rate adjustment is possible only for
those days that are not yet posted. To access this feature, the user is expected to select the Rate
Adjustment menu item from the Amendment window after selecting the specific registration whch will
display the rate adjustment window to be displayed as shown on the following screenshot:

192
Start Date – This is the starting date of the rate adjustment. This date cannot be less than the date of
amendment.

End Date – This is the ending date of the rate adjustment. This date cannot be beyond the departure date.

Amount – Choose this option button if you want the rate to be affected by a fixed amount.

Percent – Choose this option button if you want the rate to be deducted or incremented by a percentage
of the original rate offer.

Factor –

Value – This is the fixed amount or percentage value with which the rate is going to be decremented or
incremented. For the case of incremented the value is expected to be negative.

Reason – This field is used to select the reason why the rate adjustment is required. The user can select
the down drop arrow to select one of the reasons from the list.

4.3.5 Room Move

The room move amendment allows you to move the checked in guest from one room to another. The
room move feature is used to select a new room (and, possibly, a new phone extension) for guests who

193
wish to move from one room to another. The user has to select the Room Move menu item from the
Amendment menu to get the Room Move form as shown on the following screenshot:

Current Room Type – This field contains the room type of the room in which the guest is already assigned.

New Room Type – This field is used to maintain the room type of the room to which the guest is going to
be assigned.

Current Room – This field contains the room number of the room in which the guest is already assigned.

Move to Room – This field is used to maintain the room number of the room to which the guest is going
to be assigned.

Start – This field is used to maintain the beginning date from which the new room assignment is going to
be effective.

End – This field is used to maintain the ending date on which the new room assignment will end up.

Reason – This field is used to maintain the reason why the room movement is required. When the user
click the down drop arrow, the system displays the list of potential reasons for room move as shown on
the following screenshot:

194
After maintaining the relevant information the user should click the save button to make the change
permanent.

Remark: Room moving is not possible for the already passed stay dates of the gust.

4.3.6 Payment Options

This amendment option is used to make changes on the payment option. The user needs to select
Payment Option menu item from the Amendment menu to get the payment option amendment form as
shown on the following screenshot:

195
If the user click non-cash payment option by clicking the down drop arrow to the right of the Payment
Method field, the system will expand the form to display details maintenance fields as shown on the
following screenshot:

196
Credit Card - The credit card type. When the user click the drop down arrow, the system displays the list
of credit card types from which the user can select one as shown on the following screenshot:

Credit Card No - Credit card number.

Currency – This field is used to select the currency type that is used to make the credit card transaction.

Expiry Date – This field contains the credit card expiration date.

CRS No. -

Approval Code – This field is used to maintain the approval code (provided by the credit card company)
authorizing this charge.

Approved Amount – This field contains the amount currently approved for this card.

When all information has been entered, click Save button the keep the change permanently.

Remark: The above listed fields vary for different types of non-cash payments.

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4.3.7 Other Fields

Other fields such as reservation type, market, source, origin, member type and specials can also be
modified by selecting Other Fields menu item from Amendment menu to display the Other Fields
maintenance window as shown on the following screenshot:

For the detail explanation of each of the fields, you can refer section 4.1.1.3 (Other Profiles Selection) of
this document. After making the necessary changes the user must click the Save button form the header
section of the Other Fields form.

4.4 Registration Options

In many cases a guest may have accompanying guest, a room may be shared by more than one guest, a
front office operator may want to see the guest history, bills may be needed to be routed, and
housekeeping information may be needed to be referred and so on. After a registration is made, there
are a lot of cases you may need to operate with the registration including registering accompanying guest,
replicating a registration referring guest history, sharing room, etc. In this section we will discuss how you
are going to perform these operations on the registration. In order to operate with the registrations you
have to go to the document browser by selecting Main Menu/Main Page/Registration Document menu
from the CNET ERP PMS module and select Options menu as shown on the following screenshot:

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4.4.1 Accompany Guest

An accompanying guest is one who occupies a room with another guest, but who does not require a
separate folio. If the guests require separate folios while occupying the same room, use the Shares option
instead (select Shares from the Options menu).

After selecting a registration if the user selects Accompany Guest menu item from the Options menu, the
system will display the list of already registered accompanying guests in the accompanying guests
maintenance form as shown on the following screenshot:

199
New – This button is used to maintain a new accompany guest. When the user click this button, the system
displays new entry in the accompany guests’ grid as shown on the following screenshot:

The user then must click on <Add New> text and select the guest from the list as shown on the following
screenshot:

200
 Remark: If the guest is not already registered, the user can click the Add New button to get the
Guest registration form that will help to maintain the accompany guest as shown on the following
screenshot:

Save – this is used to save the newly registered accompany guest.

Remove – this is used to remove already registered accompany guest.

201
Issue Card – This is used to issue access card to the accompany guest.

Close – this is used to close the accompany guest maintenance window.

4.4.2 Replicate (Add on)

We use this option as a shortcut for duplicating an existing reservation, even if the reservation has been
cancelled, a no show, due out, or checked out. This option is useful, for example, if a guest asks for an
identical (or nearly identical) reservation for a future stay. This feature will save you time because it will
already include all necessary information; just make sure that you change the arrival and departure dates
on the reservation copy.

In order to use the replicate feature, the user has to select the registration and click the Replicate (Add
on) menu item from the Options menu. This type the system will replicate the selected registration and
display the information on the registration maintenance window as shown on the following screenshot:

202
The user can then make the modifications and save the new registration document.

Remark: The title bar of the registration maintenance window tells you the state of the replicated
registration.

4.4.3 Attachment

This feature of the system is used to attach any type of file such as picture, audio, video or text file with
the selected registration document. In order to access this feature, the user has to click the Attachment
menu item from the Options menu of the Registration Document view. The Attachment maintenance
window will contain the list of already attached files and an option to attach new files as shown on the
following screenshot:

If you select the New button the new attachment linking window will appear as shown on the following
screenshot:

203
As you can see it is possible to attach from a computer, scanner, and camera. When finishing the selection
of the file, the user has to click the Save button. IT IS NOT PROPERLY WORKING

4.4.4 History

This option provides a record of each reservation associated with the guest of the currently selected
registration. Records are automatically entered into the history for each reservation made by the guest.
The history includes records of Checked In, Due Out, Checked Out, No Show, and Cancelled reservations
— as of the current business date. Also included, are Turnaways, Passerby Postings, AR Postings, and
Credit Bills that may be attached to the guest.

When viewing the reservation history for an individual guest, reservations are listed in descending order
by reservation arrival date (most recent arrival to least recent arrival).

When viewing the reservation history for a company, source, group or travel agent profile, reservations
made directly on the company, source, group or travel agent will be shown first, in descending order by
reservation arrival date, in the grid. These records are followed by reservations to which the company,
source, group, or travel agent was linked, in descending order by reservation arrival date.

Reservation records may be entered manually, for example, if your hotel wishes to include reservations
histories for reservations made prior to the introduction of the CNET ERP PMS system.

204
NOT YET IMPLEMENTED OR NOT GOOD DATA

4.4.5 Housekeeping

This feature is used to provide special instruction to the housekeeping department regarding the rooms
of the selected registration. For example, "Polyfill pillow" or "Turn heater to 73 degrees F."

The information entered on the Room Instructions screen is reported on selected Housekeeping task
sheets. These reports are used by the Housekeeping supervisor when making room assignments to the
Housekeeping staff.

NOT YET IMPLEMENTED OR NOT GOOD DATA

4.4.6 Wakeup Call

A wake-up call also called alarm call is a service provided by most hotel industries to provide a service
similar to alarm clocks via a telephone. In the CNET ERP PMS system, after selecting a registration if the
user selects Wakeup Call menu item from the Options menu, the system will display the wakeup call setup
form as shown on the following screenshot:

205
Save – This button is used to save the newly created or edited wakeup call. When the user click the save
button the wakeup call will be added into the grid as shown on the following screenshot:

Remark: It is possible to add one or more wakeup calls for a single registration.

Edit Schedule – This button is used to edit already created wakeup call. You need to click this button after
selecting a wakeup call entry from the wakeup call grid.

Remove – This is used to remove already registered wakeup call. This button should be clicked after
selecting a wakeup call from the grid.

Close – This button is used to close the wakeup call setup window.

Room – This is the room number for which the wakeup call is set up. This is a read only interface.

Registration No – This is the registration number of the selected guest registration. This is a read only
field.

Guest – This is the name of the guest to which the wakeup call is going to be set up.

206
Date From – This is the starting date of the wakeup call.

No. Days – This is the number of days the wakeup call will be active. You can use the To field instead of
this field.

To – This is the ending date of the wakeup call. You can use the No. Days field instead of this field.

Time – This is the time at which the wakeup call will be executed.

Note – This is any textual remark regarding the wakeup call.

IT WAS BETTER IF WAKEUP CALL WAS NOT ATTACHED WITH ONLY REGISTRATION. The interface also
floats.

4.4.7 Messages

The messaging feature of the CNET ERP PMS system can be used to exchange messages between the
system users or it can also be used to send message of different type to the guest. After selecting a
registration if the user selects Messages menu item from the Options menu, the system will display the
message writing interface as shown on the following screenshot:

New – This button is used to start writing a new message.

207
Save – This button is used to save a newly created message.

Close – This button is used to close the message composing window.

User – This is used to select the recipients of a message. It is used when the message type is Internal
Message. The interface provides the list of users of the CNET ERP PMS system as shown on the following
screenshot:

The down drop arrow will be activated if the Send To All checkbox is unchecked. If the Send To All checkbox
is checked the message will be sent to all users of the system.

Guest – This is the name of the guest that is registered under the selected registration.

Room – This is the room value of the selected registration.

Message Type – This field tells the type of the message. The message can be an Internal Message,
Welcome Message, Guest Message, etc as shown on the following screenshot:

208
If the Internal Message is selected, the Guest, Room, and Registration No. fields will be disabled.

Message No. – This is a unique identifier of the message. It is automatically assigned by the system.

Registration No. – This is the unique identifier of the selected registration.

Date – This is the date on which the message is written. It is automatically filled by the system.

Message – This is the message body and it is in this box that the user will type the message.

IT WAS BETTER IF MESSAGE WAS NOT ATTACHED WITH ONLY REGISTRATION. The interface also floats.

4.4.8 Routing

The routing instructions feature lets you automatically forward charges for specific article (or defined
groups of articles) incurred by one or more guests to another guest's bill at the time of posting. You can
also automatically route a guest's charges to a specific Billing screen window, based on transaction codes
(or defined groups of transaction codes). In addition, the routing instructions feature allows you to route
a limited amount of the guest's charges or a percentage of the guest's charges, and to define a routing
period if you would like to restrict the routing of postings to a given time-frame.

209
Remark: Routing works only for checked in guests.

THIS PART IS NOT YET IMPLEMENTED.

4.4.9 Shares

It is not unusual for two or more guests having individual reservations to wish to occupy the same room,
and possibly to maintain separate billing and folios. Sometimes their stay dates coincide exactly and
sometimes only part of their stays overlap. This situation is called a "share." In the CNET ERP PMS system,
after selecting a registration if the user selects Shares menu item from the Options menu, the system will
display the reservation form as shown on the following screenshot:

The user can then select the guest that is going to share the room by clicking the down drop arrow from
the Guest Name field as shown on the following screenshot:

210
After selecting the guest the user has to set the rate code, make any relevant modifications and click the
Check In button. At this time the system displays the checking confirmation letter as shown on the
following screenshot:

211
Remark: You can also create a new registration document from this form and make the guest share the
selected registration room.

4.4.10 Privilege

The Privileges screen appears when you select the Privileges menu item from the Options. This screen
is a convenient place to check and change various settings that affect reservation and cashiering activity
for the guest.

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Save – This button is used to save the privilege.

Close – This button is used to close the privilege window.

No Post - Select this check box to prevent automatic interface (POS) posting to this folio.

Authorize Direct Bill - Select this check box to allow the guest's invoice to be transferred to an Accounts
Receivable account.

Pre Stay Charging - Select this check box to allow charges to be made to this reservation prior to check in.
Payments may also be made to the reservation when this option is selected. (Payments posted as pre-
stay charges are separate and distinct from advanced deposits.) This option is not available once the
reservation has been checked in.

Post Stay Charging - Select this check box to allow charges to be made to this folio after check out and
before the End of Day routine has been run.

Note: To enable post stay charging, the Post Stay Charging check box may be selected either
before or after guest checkout.

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Schedule Check Out at - Select this check box and specify a checkout time if the guest should be
automatically checked out on the reservation departure date. Provided no charges have been made to
the guest's folio, the reservation status will be automatically changed to Checked Out at the designated
time. This feature might be used, for example, when it is anticipated that all charges to the reservation
will be routed to a PM reservation or to another guest's folio. (not implemented but nice feature)

If the guest is sharing, a message prompts whether you wish to set the same scheduled check out time
for the sharing guests as well.

Allow late checkout – Select this check box if you want the guest to have late checkout privilege.

Remark – This is any textual description about the privileges.

4.4.11 Scheduled Activity

This feature is used to allow guests to participate on hotel-sponsored activities such as golfing, spa
facilities, horseback riding, and so on. THIS IS NOT IMPLEMENTED AND I DON’T THINK WE NEED
THIS FETURE IN OUR SYSTEM.

4.4.12 Travel Detail

This option is used to maintain details about the guest arrival and departure transportation and logistics
information. You can access this feature from the reservation window too. When you click the Travel
Detail menu item from the Options menu, you will get the travel detail maintainance window as shown
on the following screenshot:

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For the detail description of each of the fields on the Travel Detail window you can refer section 4.1.1.1
(Command Panel).

4.4.13 Issue Card

The issue card feature is used to specify the options that control generation of room key cards. (THIS
FEATURE IS NOT YET IMPLEMENTED)

4.4.14 Room Assignment

This feature of the system is used to assign room for registration. After selecting a registration, the user
can select the Room Assignment menu item from the Options menu to assign room for a given
registration. When the user click the Room Assignment menu item, the system displays a confirmation
dialog box as shown on the following screenshot:

215
If the user click the Yes button, the system displays the room assignment window as shown on the
following screenshot:

Room Assign – This is used to assign the room after selecting the room on the grid.

Auto Room Assign – This button is used to automatically assign a room for the guest.

Close – This button is used to close the room assignment form.

The next step is selecting the gust and then assigning the room. To select the gust click the down drop
arrow of the Guest field as shown on the following screenshot and select the guest:

216
To select the room click the + sign of the Room field and select the room as shown on the following
screenshot:

217
By double clicking the specific room from the grid or by selecting the room and clicking the Select button
from the header section, you can assign the room to the guest. After setting up the Guest and Room fields,
you have to click the Assign button.

THIS OPERATION COULDN’T BE COMPLETED AFTER CLICKING THE ASSIGN BUTTON. THE AUTO-ASSIGN
IS ALSO NOT WORKING (It may be because the auto assign is not selected when room is maintained). IT
IS ALSO NOT GOOD TO ATTACH ROOM ASSIGNMENT WITH REGISTRATION. I DON’T SEE ALSO THE
VALUE OF SELECTING THE GUEST.

5 Cashiering
Cashiering functions have far-reaching impact on the hotel, ultimately affecting room inventory,
Accounting activities, and the generation of timely reports and statistics. Cashiering feature allow posting
and tracking of all financial activity on the individual guest folio as well as handling financial transactions
associated with group Posting Masters and Accounts Receivable accounts. The result is an instantly
available and up-to-the-minute account of each guest's balance. The Cashiering function is responsible for
recording and monitoring advance deposits, charges incurred after the guest has checked in, and any
charges that may be received after the guest has checked out. Cashiering also records receipts in the form
of cash, checks, and credit cards. In addition to posting charges and credits, the Cashiering function checks
a guest out of the property once final settlement has been received, and prepares and prints guest folios.

Some key Cashiering features include:

 Accommodates all major Cashiering activities in an efficient, accurate, and secure manner.
 Allocation of multiple rooms to an individual guest - all rooms will direct the charges to a single
folio.
 Allows multiple folio windows, or folio views, per guest so you can easily separate charges using
drag and drop. Charges may be quickly split between folio windows.
 Computation of discounts on the basis of percentage are applied to total folio balance, particular
revenue type or particular revenue department. You can also post a "user defined" value.
 Displays, organizes and prints folios according to a wide variety of customizable styles. Supports
printing of pro forma folios any time before guest checkout.
 Enables detailed shift reports for individuals or for all cashiers.

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  Ensures an audit trail of all Cashiering activity, including postings, modifications/reversals, and
transfers, in order to minimize charge disputes.
 Folio/s can be printed at any point of time for any guest or account.
 Guests are presented with fully supported bills or accounts which may be settled by any method,
including advanced payment and foreign currency.
 Makes allowed corrections to the guest folio after checkout (and before End of Day processing).
May also reverse guest checkouts.
 Offers Group Posting options for posting common charges to multiple folios.
 Processes other guest services such as check cashing and foreign currency exchange.
 Provides up-to-the minute detailed accounting of guest balances upon request.
 Simplifies automatic transfers of charges between guest folios using billing instructions.
 Specific functions such as room rate change or voiding of a charge, etc. require a reason as well
as special authorization.
 Supports a broad range of informational and audit reports.
 Supports Quick Checkout and Group Checkout to reduce staff effort.
 Enables Pre Stay Charges to the reservation; Post Stay Charges to the folio after guest checkout
but before End of Day processing; and Open Folio charging to the folio for unlimited period after
guest checkout.

You need to select Main Menu/Registration Document Browser menu item to access the cashiering
function as shown on the following screenshot:

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5.1.1 Manual Charge

This feature is used to charge the guest for any type of charging, usually other than the room charge. The
user can access this feature by selecting the Manual Charge menu item from the Billing menu of the
registration document browser window as shown on the following screenshot:

When the user selects the Manual Charge option after selecting a registration the system displays the
manual charging interface as shown on the following screenshot:

220
New – This is used to initiate a new manual charge. After saving a manual charge, you can click this button
to start another manual charge process.

Save – This button is used to save the manual charge. When the user click the save button, the system
requests for authorization credentials as shown on the following screenshot:

221
When the user click the ok button after entering the password, the system displays a confirmation
message as shown on the following screenshot:

222
Close – This button is used to close the manual charge interface.

Add – This button is used to add line item into the line item grid as shown on the following screenshot:

223
Remove – This button is used to remove a line item from the line item grid.

Article – This field is used to select the article that is going to be transacted. When the user click the down
drop arrow, the system displays the list of articles for the user as shown on the following screenshot:

224
Qty. – This field shows the quantity of the article that is going to be transacted.

Amount – This field contains the amount the buyer is expected to pay per unit quantity.

Total – This is the total amount i.e. the amount for the whole quantity.

Remark – This field contains textual descriptions regarding the current manual charge.

Date – It is the date on which the transaction is carried out.

No – This is the unique identifier of the manual charge document.

Charge Type – This field is used to maintain the charge type such as room charge. When the user click the
down drop arrow, the system displays the list of charge types as shown on the following screenshot:

225
Transaction Type – This field is used to maintain the transaction type such as credit sales, cash sales, etc.

Currency – This field is used to maintain the currency type with which the manual charge is going to be
carried out. When the user selects the down drop arrow, the system displays the list of currencies as
shown on the following screenshot:

226
Registration – This is a unique identifier of the guest registration that is used to track the manual charge.

Room – This is the room number of the guest with the given registration number.

Reference – This is a reference number to any external document.

Window – This field is used to tell to the system the guest window on which the current manual charge is
going to be accumulated. When the user click the down drop arrow, the system displays the list of
windows for the user to select one as shown on the following screenshot: better to list only created
windows.

227
Subtotal – It is the sum of the prices of the items involved in the current transaction.

Discount – This is the amount of discount the customer will get from the current transaction.

Additional Charge – It is the additional charge amount because of the items under transaction.

VAT 15% – It is the total 15% tax collected from the given transaction.

Grand Total – It is the sum of the subtotal, service charge and VAT minus the discount amount.

Notice: It is not possible the manually charge registrations that are in the Overdue out state. When you
try that, the system displays an error message as shown on the following screenshot:

228
5.1.2 Room Charge

This feature is used to post the room charge of the guest fully or partially starting from the current
business date i.e. to post only those charges that are not yet posted. To access this feature the user has
to select the Room Charge menu item from the Billing menu of the registration document browser
window after selecting the registration. The system then displays the room charge window as shown on
the following screenshot:

229
Post – This button is used to post the transactions into the guest’s account. When the user click the Post
button, the system requests for authorization password as shown on the following screenshot:

When the user press the ok button after typing the password, the system displays a confirmation message
as shown on the following screenshot:

230
Show – This button is used to tell the system to display transactions that meets the given criteria.

Options – This field is used to tell the system the transactions that are needed to be posted i.e. entire
stay, day, etc. When the user click this button, the system displays the list of options as shown on the
following screenshot:

Close – This button is used to close the posting screen.

From – This button is used to tell the starting date of transactions that are going to be posted. When the
user click the drop down arrow, the system displays a date picker interface as shown on the following
screenshot:

231
 Remark: This date value cannot be taken before today.

To – This button is used to tell the starting date of transactions that are going to be posted. When the
user click the drop down arrow, the system displays a date picker interface as shown on the following
screenshot:

Remark: This date value cannot exceed the departure date of the guest.

Registration No – This is the unique identifier of the registration on which the transaction is going to be
posted.

Date – This is the date of transaction of specific room charge.

Room No – This is the room number value of the registration. If room is changed, the system should reflect
it here.

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Consignee – This is the guest name field.

Amount – This is the total room charge on the given date. If there is a change in rate code it should be
reflected here.

5.1.3 Bill Split

Although the default billing screen consists of one window that displays all transactions posted to the
guest's bill, a guest can have up to eight screen windows open per stay. Windows are identified by
numbers 1, 2, 3, 4, and so on. Numbered labels on the left top side of the screen correspond to each of
the open windows.

Using multiple windows allows you to separate posted transactions for your convenience or to meet the
guest's billing needs. This way you can print separate receipts for a specific group of charges and, if you
like, apply payments to each of the windows individually.

Here are some examples of how billing windows might be helpful.

 If a guest plans to expense certain charges, use separate windows for telephone charges, room
and tax, food and beverage, etc.
 Use one window for all charges for which the guest pays by credit card, and another window for
charges paid for with cash.
 Use several windows if a family is travelling together and wants to separate the parent's expenses
from the children's expenses, and to segregate room and tax charges that get billed to their travel
agency.
 Use separate windows at check-out if the guest doesn't want certain postings to appear on one
of the folios.
 If you have had to correct double postings or other errors, move counter-postings, corrections,
and adjustments to a separate window to avoid visible mistakes on the printed guest folios.

When the user selects the Billing/Bill Split menu item of the CNET ERP PMS after selecting a registration,
the system displays the bill splitting window as shown on the following screenshot:

233
Add Window – This button is used to add a new window for the selected registration. The user can add
up to eight windows.

Save – This is used to save the windows and splitting operations done on the window.

Break Item – This is used to break a selected transaction entry. When the user click the Break Item button
after selecting bill, the system displays the voucher splitter window as shown on the following screenshot:

234
Save – This button is used to save the split pieces and must be clicked after the splitting activity.
When you click the Save button the system saves the newly created vouchers and displays a
confirmation message as shown on the following screenshot:

235
The first document will not change its position and the newly created voucher will be added at
the bottom of the bills list. You can then drag the newly created bill into any one of the windows
as you want.

Better to make it disabled before the split.

Split – This button is used to initiate the splitting process and this button should be clicked after
setting up how the split is going to be done. Better if it was disabled before setting up split
parameters.

If you click the + sign in the grid, the system displays the details as shown on the following
screenshot:

236
Clear – This button is used to remove the newly created vouchers i.e. to undo the split operation.

Cancel – This button is used to close the bill split window.

Voucher No. – This is the voucher number of the bill that is going to be split.

Customer – This field displays the customer name of the selected registration.

Split By – This field is used to tell the system whether to split the bill by amount or quantity.
When the user click the drop down arrow, the system displays the options to select as shown
on the following screenshot:

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Factor – This a label to the split parameter options i.e. value or percent.

Value – This option is used to split the bill by the given value. By value is not working

Percent – This options is used to split the bill by the given percent.

%Value – this control appears when the Percent option is selected and is used to maintain the
percentage value.

Amount – This control appears when the Value option is selected and is used to maintain the
amount that is going to be deducted and being transferred to the newly created voucher.

Date – This field displays the date on which the original bill is prepared.

Grand Total – This field contains the grand total on the original voucher.

No. of Split – This field tells the number of splits that is going to be executed.

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 The following list shows Split Collector Grid fields

SN – This is the unique identifier of the split voucher piece.

Voucher No. – This is the voucher number of the split piece.

Date – This the date on which the splitting is done.

Amount – This is the amount taken by the split piece.

View Folio – This button is used to view the guest folio. The user has to select a window by clicking one
of the entries before selecting this button. As shown on the following screenshot the folio has three
sections – Room Charges, Extra Bills, and Payment History:

239
Checkout – This button is used to initiate the checkout process from the bill splitting screen.

Close – This button is used to close the bill splitting screen.

Consignee – This field is used to select guest name to which the bill is going to be transferred.

Sn. – This is a running number that identifies each of the bills.

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Voucher No. – This is the voucher number of the bill that is going to be split.

Purpose – This is the description of the bill.

Date – This is the date on which the bill that is going to be split was issued.

Amount – This is the amount that was transacted by the bill that is going to be split.

5.1.4 Bill Transfer

The CNET ERP PMS system allows you to move, or transfer, whole or partial postings between guest bills.
Once a transaction or part of a transaction is transferred, it is removed from the "sending" guest's bill and
displays on the "receiving" guest's bill; the transferred transaction will also appear on the receiving guest's
printed folio.

The transfer feature has several applications. For example, you might use it when a guest wishes to pay
for one or more of another guest's charges. Or, it can be used when guests wish to share specific charges.
It can also be used when charges for a group of guests will be billed to one master account for payment.

When the user selects the Billing/Bill Transfer menu item after selecting a specific registration, the system
displays the bill transfer window as shown on the following screenshot:

241
Refresh – This button is used to update the guest ledger/bills i.e. to get the latest update.

Excel – This is used to export the guest ledger/bills to MS Excel. It is not yet implemented. Not its place

PDF – This button is used to export the guest ledger/bills into the pdf format. It is not yet implemented.
Not its place

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Print – This button is used to print the guest ledger/bills.

Close – This button is used to close the bill transfer form.

To – This is the destination guest i.e. the guest to whom the selected bill is going to be transferred. When
the user click the drop down arrow, the system displays the list of guest to the user making it ready for
selection as shown on the following screenshot:

Select All – This check box is used to select all bills

Transfer Bill – This button is used to initiate the transfer of the selected bills.

Return Bill – This button is used to undone the transferred bills.

Window – This field is used to select the window of the destination guest to which the bills are going to
be transferred. When the user click the drop down arrow, the system displays the list of windows to the
user making it ready for selection as shown on the following screenshot:

243
Guest Name – This is the name of the guest whose bill is going to be transferred.

Reg. No – This is the registration number of the guest whose bill is going to be transferred.

Company – This is the company information of the guest whose bill is going to be transferred.

FS Num. – This is the fs number of the invoice of the checked out guest.

Arrival Date – This is the arrival date of the guest whose bill is going to be transferred.

Departure Date – This is the departure date of the guest whose bill is going to be transferred.

TIN – This is the TIN number of the guest whose bill is going to be transferred.

SN – This is a serial number of an individual bill.

Date – This is the date on which the bill is issued.

Room No. – This is the room number of the guest whose bill is going to be transferred.

Room Type – This is the room type of the guest whose bill is going to be transferred.

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Room Rate – This is the room rate of the guest whose bill is going to be transferred.

No. Of Adults – This field shows the number of adults registered with the guest whose bill is going to be
transferred.

No. Of Child – This field shows the number of children registered with the guest whose bill is going to be
transferred.

Remark – This is any textual description of the bill.

Amount – This is the room charge amount on the given date.

Subtotal – It is the sum of the prices of the items involved in the current transaction.

Discount – This is the amount of discount the customer will get from the current transaction.

Service Charge – It is the additional charge amount because of the items under transaction.

VAT – It is the total 15% tax collected from the given transaction.

Grand Total – It is the sum of the subtotal, service charge and VAT minus the discount amount.

5.1.5 Cash Receipt

The cash receipt is used to settle payments or to make a deposit payment. When the user selects the
Billing/Cash Receipt menu item from the CNET ERP PMS system after selecting a registration the system
displays the cash receipt preparation form along with the current balance of the registration as shown on
the following screenshot:

245
Save – This button is used to issue the receipt voucher.

Foreign Currency – this is used to facilitate accepting the payment in a foreign currency. When the user
click this button, the system displays a windows that will be used to maintain the foreign currency as
shown on the following screenshot:

246
Save – This button is used to save the foreign transaction entry of the selected registration.

Delete – This button is used to delete the selected foreign transaction entry of the selected
registration.

Clear – This button is used to delete all the foreign transaction entries of the selected registration.

Print – This button is used to print the foreign transaction entry of the selected registration.

Cancel –This button is used to close the foreign exchange window.

Voucher no. – This field is used to display the registration number of the guest.

Payment – This field is used to display the total payment amount that is expected from the
selected registration.

Total Amount – This field is used to display the total amount that is transacted by the different
currencies.

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Remaining Amount – This field is used to display the remaining balance of the guest after the
transactions are applied.

SN – This is a system assigned identifier of the foreign transaction entry.

Currency – This field is used to select the currency with which the guest is going to pay. When the
user click the down drop arrow the system displays the list of currencies for the user so as he/she
could choose one as shown on the following screenshot:

Amount – This field is used to enter the amount the guest is going to pay using the selected
currency.

Rate – This is the exchange rate value of the selected currency against the default currency.

Total Amount – This is the total amount that is going to be transacted in terms of the default
currency that is the product of the amount and rate fields.

Assign – This check box is used to let the system compute the remaining balance in terms of the
selected currency. The system will fill the amount field automatically.

Remark – This is any textual descriptions regarding the foreign currency transaction entry.

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 If the amount is inserted before the currency selection the system doesn’t update the case, it
just consider it as birr. The save button is not functioning. After multiple entries the Assign
button doesn’t work properly.

Close – This button is used to close the receipt preparation window.

Customer – This is the customer to whom the receipt is going to be prepare. When the user click the down
drop arrow, the system displays the list of customers as shown on the following screenshot:

Payment Type – This field contain the payment type that is going to be used for the receipt payment.
When the user click the down drop arrow, the system displays the list of payment types as shown on the
following screenshot:

249
Currency – This field tells the type of currency that is used for the transaction through the receipt under
preparation. When the user click the down drop arrow, the system displays the list of currencies as shown
on the following screenshot:

250
Ex.Rate – This is the exchange rate value for between the default currency and the currency type that is
selected in the previous field.

Amount – This field tells the amount that is transacted by the receipt under preparation.

Total Amount – This is the amount the hotel expects from a registration i.e. the last balance of the guest.

Voucher No. – This is the unique identifier of the receipt voucher that is under preparation.

Date – This is the date on which the receipt is prepared.

Reg. No – This is the registration number of the guest to whom the receipt is prepared.

Window – This field shows the window that is going to be settled through the given receipt transaction.
When the user click the down drop arrow, the system displays the list of windows as shown on the
following screenshot:

251
Reference – This field is used to enter any external references that are required when preparing the
receipt voucher.

Purpose – This field is used to maintain the description of the receipt.

Remark – This field contains any textual remarks regarding the receipt that is under preparation.

5.1.6 Rebate

A rebate is an amount paid by way of reduction, return, or refund on what has already been paid. Often
it is a type of sales promotion that hotels use primarily as incentives or supplements to hotel service sales.
In some cases, the rebate may be available immediately, in which case it is referred to as an instant rebate.
Unlike discount (which is deducted in advance of payment), rebate is given after the payment of full
invoice amount. When the user selects the Billing/Rebate menu item after selecting a registration the
system displays the rebate preparation form as shown on the following screenshot:

252
Save – This button is used to issue the rebate voucher.

Close – This button is used to close the rebate preparation window.

Customer – This is the customer to whom the rebate is going to be prepare i.e. the selected registration.

Payment Type – This field contain the payment type that is going to be used for the rebate payment.
When the user click the down drop arrow, the system displays the list of payment types as shown on the
following screenshot:

253
Currency – This field tells the type of currency that is used for the transaction through the rebate under
preparation. When the user click the down drop arrow, the system displays the list of currencies as shown
on the following screenshot:

254
Ex.Rate – This is the exchange rate value for between the default currency and the currency type that is
selected in the previous field.

Amount – This field tells the amount that is transacted by the rebate under preparation.

Total Amount – This is the amount the hotel rebate to the guest/customer under the selected registration
i.e. the amount the hotel returns.

Voucher No. – This is the unique identifier of the rebate voucher that is under preparation.

Date – This is the date on which the rebate voucher is prepared.

Reg. No – This is the registration number of the guest to whom the rebate is prepared.

Window – This field shows the window to which the rebate is going to be added. When the user click the
down drop arrow, the system displays the list of windows as shown on the following screenshot:

255
Reference – This field is used to enter any external references that are required when preparing the rebate
voucher.

Purpose – This field is used to maintain the description of the rebate.

Remark – This field contains any textual remarks regarding the rebate that is under preparation.

THE AMOUNT THAT APPEARS I.E. THE GUEST BALANCE IS NOT GOOD DEFAULT VALUE.

5.1.7 Paid Out

Paid outs are expenses made by the hotel on behalf of the guest and the same is later charged to the
Guest room account or Invoice .Eg:- Taxi fees, Doctor fees, Medicines purchased etc. As this process
involves withdrawal of cash from the front office float staff can sometime misuse with paid out. To avoid
this usually the staff / front office assistant’ should get authorization from the Duty manager or Front
office manager on each paid out which they generate. When the user selects the Billing/Paid Out menu
item after selecting a registration the system displays the paid out preparation form as shown on the
following screenshot:

256
Save – This button is used to issue the paid out voucher.

Close – This button is used to close the paid out voucher preparation window.

Customer – This is the customer to whom the paid out voucher is going to be prepare.

Payment Type – This field contain the payment type that is going to be used for the payment. When the
user click the down drop arrow, the system displays the list of payment types as shown on the following
screenshot:

257
Currency – This field tells the type of currency that is used for the payment made by the hotel on behalf
of the guest. When the user click the down drop arrow, the system displays the list of currencies as shown
on the following screenshot:

258
Ex.Rate – This is the exchange rate value for between the default currency and the currency type that is
selected in the previous field.

Amount – This field tells the amount that is transacted by the paid out voucher under preparation.

Total Amount – This is the amount the hotel expects from a registration i.e. the amount the hotel pays
on behalf of the guest.

Voucher No. – This is the unique identifier of the paid out voucher that is under preparation.

Date – This is the date on which the paid out voucher is prepared.

Reg. No – This is the registration number of the guest to whom the paid out voucher is prepared.

Window – This field shows the window to which the paid out voucher is going to be added. When the
user click the down drop arrow, the system displays the list of windows as shown on the following
screenshot:

259
Reference – This field is used to enter any external references that are required when preparing the paid
out voucher.

Purpose – This field is used to maintain the description of the paid out.

Remark – This field contains any textual remarks regarding the paid out voucher that is under preparation

5.1.8 Refund

Refund is one of the common processes in the hotel industry. There are so many occasions in which the
guest my request a refund from the hotel such as reservation cancellation, change on arrival and
departure dates, change in service consumption plan, change on room type or rate code after payment,
etc. Unless a guest is checked out, it is not possible to prepare the refund voucher. When the user selects
the Billing/Refund menu item after selecting a registration, the system displays the refund preparation
form as shown on the following screenshot:

Screenshot requires fiscal printer setting. Why is it not allowed to refund at any time before checkout?

260
Remark: The refund is allowed only for due out guests.

6 Night Audit
Auditing is nothing but conducting financial inspection of the organization. For a hotel business, the
finance management starts at the front office. Accurate posting of transactions on the guest folios start
at the front office, which is further carried to the back-office accounting department. The guest accounts
are counterchecked on a daily basis during auditing.

The audit involves a daily review of guest account transactions recorded against revenue center
transactions. The routine helps guarantee the accuracy, reliability and thoroughness of front office
accounting.

The objective of night audit is to evaluate the hotel’s financial activities. Night audit not only reviews guest
accounts by checking credits and debits but also tracks the credit limits of the guests and tallies projected
and actual sales from various departments. Night audit reviews daily cash flow into and out of the hotel’s
account.

Night audit has a large significance in hotel business operations. The management body refers night audit
report to plan future goals and control the expenses. The managers can react immediately on the acquired
information.

Experts recommend the hotel management team to go through the night audit reports daily to get an
insight of the hotel occupancy and finances.

The Night Audit is one of the major activities that can be carried out using the CNET PMS. To start the
night audit, you need to select Main Menu/Night Audit menu item from the CNET ERP PMS. Night audit
starts with the following screenshot:

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6.1 Overdue Out

Overdue out is a situation that occurs when the guest is expected to checkout before one or more days
but did not check out yet. This situation may cause negative consequences for either the host, the guest,
or both. It could be that the guest stayed longer than agreed without contributing as expected, or became
a pest through messiness or intrusive behavior.

The first screen in the process of night audit is the list of overdue out guests as shown on the following
screenshot:

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There are two options to resolve this problem:

1. Amend the registration - To amend the registration you need to select the registration and then
click the Amend button.
2. Checkout the guest. At this time the system displays the registration amendment window as
shown on the following screenshot:

263
You can then adjust the departure date as shown on the screenshot above and click the save button. At
this time the system will display a confirmation message as shown below:

When the user click the Ok button, the system removes the entry from the list.

In case the rate code is not available at the time of amending departure date the system will display the
following message:

Here the user should select a new available rate code to adjust the rate code.

If the registration detail is removed, the system may display the following message:

At this point you have to contact the system admin.

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6.2 Due Out

Due out occurs when the guest is still in-house while being expected to check out on the day. This is
the second step in the night audit. The night audit routine process does not continue until you have
resolved each guest's Due Out status. You may either extend the guest or check the guest out.

Room Move step was not immediately reflected on the night audit after the modification on the
registration document browser.

As mentioned earlier, to fix the issue here either you have to check out the guest or extend the departure
date.

6.2.1 Check Out

The guest was expected to be checked out at the hotel’s checkout time (usually noon) but is not yet
checked out. Thus, one of the solution to due out guest is immediately checkout the guest. When the user
click the Checkout button, the system displays the checkout window as shown on the following
screenshot:

265
Check Out – This button is used to initiate the checkout process by printing the last invoice. If fiscal printer
is not set, you will get a series of messages similar to the following screenshot:

266
Return Card – This button is used to return room keys.

View Folio – This button is used to see the folio of the selected registration. When the user click this
button, the system displays the guest folio as shown on the following screenshot:

View Attachment – This button is used to see any attachments linked with the selected registration. Is it
implemented?

Close – This button is used to close the checkout window.

Reg. No – This field shows the registration number of the selected registration.

Guest – This field is used to display the guest name of the selected registration. This field is a read only
field.

Company – This field is used to display the company name of the selected registration. This field is a read
only field.

267
Room – This field is used to display the room number of the selected registration. This field is a read only
field.

Payment Type – This field is used to display the payment type of the selected registration. This field is a
read only field.

Total Bill – This field is used to display the total bill amount of the selected registration. This field is a read
only field.

Paid – This field is used to display the amount already settled for the selected registration. This field is a
read only field.

Remaining – This field is used to display the remaining amount that is expected to be paid for the selected
registration. This field is a read only field.

Departure – This field is used to display the departure date of the selected registration. This field is a read
only field.

Agent – This field is used to display the agent name of the selected registration. This field is a read only
field.

Source - This field is used to display the source name of the selected registration. This field is a read only
field.

It is good to gray out those read only fields.

6.2.2 Extend Departure Date

This second option for solving due out registration statuses is extending the departure date i.e. moving
the departure date forward. When the user click the Amend Date button, the system displays the date
amendment window as shown on the following screenshot:

268
The Arrival Date, Adult, Room Type, Room, Amount, Child, RTC, Rate Code, and Fixed fields are all read
only. The only field that can be edited is the Departure Date. When the user click the down drop arrow to
the right of the Deparuture Date field the system dispalsy a date picker for the user to set the date as
shown on the following screenshot:

After extending the departure date the user should click the Save button.

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6.3 Waiting List

Waiting list reservation is useful at times when a hotel is sold out or fully committed, but wishes to keep
options open should a cancellation or change arise. Waiting list reservations are non-guaranteed, but can
be moved to guaranteed status, allowing the hotel to maximize occupancy during peak periods.

The following screen shows the list of guests that are in the waiting list and are not yet checked in. There
are three ways to treat this list i.e. amending the arrival date, checking in the guest, or cancel the
reservation.

There are three options to resolve waiting list related issues:

1. Check-in the guest

2. Amend the arrival date
3. Cancel the registration

Check-in Guest

If you select the check in button after selecting the guest the system will display the check in window and
allow you to check in the guest as shown on the following screenshot:

270
Amend the Date

All registrations on the waiting list are expected to be checked in before the end of the day. Thus, if there
are any registrations that are not yet checked in, either the check-in process is missed while the guest is
actually checked in or there is a plan change. This process is used to handle the case of the plan change.
The schedule change is handled by clicking the Amend Date button which will display the date amendment
interface as shown on the following screenshot:

271
Arrival Date – This field is used to amend the arrival date. When the user click the down drop arrow, the
system displays the date picker as shown on the following screenshot:

Departure Date - This field is used to amend the departure date. When the user click the down drop
arrow, the system displays the date picker as shown on the following screenshot:

272
Cancellation

The third option that is used to solve the waiting list registration issue is by cancelling the registration.
This can happen when the guest is on the waiting list but not checked in due to one of the following cases
– the guest disappears, room could not be found, or the gust deliberately cancel the registration. When
the user click the Cancellation button, the system displays a confirmation message as shown on the
following screenshot:

273
When the user click the Yes button, the system displays the authorization window as shown on the
following screenshot:

After providing the password, if the user selects the Ok button the system displays the cancellation
window as shown on the following screenshot:

274
The user is then expected to select the reason for cancellation and click the Cancel button. Gray out the
other fields.

The system then displays a confirmation message as shown on the following screenshot:

275
6.4 6 PM Arrival

This screen shows all 6PM registrations that are expected to arrive on the business date and the auditor
is expected to amend the arrival date, check in the guest or cancel the reservation as shown on the
following screenshot:

276
There are three ways to resolve the 6PM registration issue:

1. Amend the arrival date

2. Check-in the guest
3. Cancel the registration

Amend Arrival Date

All registrations on the 6PM list are expected to be checked in before the end of the day. Thus, if there
are any registrations that are not yet checked in, either the check-in process is missed while the guest is
actually checked in or there is a plan change. This process is used to handle the case of the plan change.
The schedule change is handled by clicking the Amend Date button which will display the date amendment
interface as shown on the following screenshot:

Arrival Date – This field is used to amend the arrival date. When the user click the down drop arrow, the
system displays the date picker as shown on the following screenshot:

277
Departure Date - This field is used to amend the departure date. When the user click the down drop
arrow, the system displays the date picker as shown on the following screenshot:

Check-in Guest

This option is used in the case the guest registration is 6PM, the guest is in a room but not yet checked in.
When the user click the Check In button after selecting the registration, the system displays a confirmation
message as shown on the following screenshot:

278
When the user selects the Yes button of the above confirmation dialog box, the system displays the check-
in window as shown on the following screenshot:

279
Cancel the Reservation

This option is used when the guest disappears after making the 6PM reservation. When the user click the
Cancellation button, the system displays a confirmation message as shown on the following screenshot:

If the user click the Yes button of the above confirmation message, the system displays authorization
window for the user to put the password as shown on the following screenshot:

280
As the user enter the password and press the Ok button or enter key from the keyboard, the system
dispalsys the cancellation detail form as shown on the following screenshot:

281
The user can select the Reason from the above screen and press the Cancel button.

6.5 Guaranteed Arrival

This screen shows the list of guaranteed reservations that are expected to be checked in on the given
business date but are not yet checked in. Here the user is expected to amend the arrival date, check in
the guest or cancel the reservation or change the reservation state to the no show.

When the user click the no show button after selecting the reservation, the system displays the no show
maintenance window as shown on the following screenshot:

282
When the user click the No Show button from the detail screen the system will change the registration
state to no show and the entry will disappear from the list.

If the user click the cancellation button, the system requests for the password of the authorized personnel
as shown on the following screenshot:

283
6.6 Room Discrepancy

This screen contains any maintained room discrepancies. Here the user is expected to resolve the issue
and adjust the list according to the fact. This is done not from this window rather by going to the room
discrepancy window of the housekeeping section.

The auditor view and escape this section by simply clicking the Next button.

6.7 Clear Held Bills

This screen shows the list of held bills attached with the given registration.

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6.8 Bucket Check

After a guest checks in, it is not uncommon for certain details regarding their stay to change, such as room
numbers, departure dates, number of people in the room, or rates. The purpose of this task is to ensure
the information on the Registration Cards matches the information in the System. The user can print the
report after selecting the list entries or if the user simply click the next button the system will save the
report and move to the next step.

285
6.9 Room and Tax Post

This screen is used to perform the room and tax posting. By default all the entries will be selected and if
the user click the + button, the system displays other changes such as the packages that will be posted as
shown on the following screenshot:

When the user click the Post button, the system request for the credentials of authorized person as shown
on the following screenshot:

286
6.10 Summarize Transaction

This screen is used to summarize transactions into a single summary voucher as shown on the following
screenshot:

287
It is not yet implemented.

6.11 F&B Audit

288
6.12 Journalize Revenue

6.13 Report Archive

This screen is used to generate and archive night audit related reports in the form of pdf. The user is
expected to select the reports and click the Archive Report button as shown on the following screenshot:

289
After selecting the Archive Report button the system will show a progress as shown on the following
screenshot:

290
When it finishes the next button will be activated.

6.14 End of Night Audit

The following screen is the last screen of the night audit:

291
When you click the finish button, the system displays a confirmation message as shown on the following
screenshot:

292
7 Housekeeping
A guest’s comfort and a longer stay are among the top most priorities in the hotel industry. A clean room
as a part of the guest’s experience contributes to repeat business and referrals to other potential clients.
While housekeeping regulations may differ from one hotel to the other, there are basic rules and
standards that hotels must meet. The aim of housekeeping is to offer a clean and hygienic atmosphere
for guests.

Industry studies have consistently shown that hotel cleanliness is among the leading factors influencing
guest satisfaction and a property’s reputation. However, the truth is that, for many hoteliers, maintaining
an effective housekeeping department can prove to be a significant challenge. This is due to often
overstretched resources and the difficulty in keeping track of all tasks. Since hotels and resorts
traditionally rely on a paper-based management strategy, an increase in assignments or responsibilities
often means an increased likelihood of overlooked guestrooms and public areas; with a guest’s experience

293
and future property revenues ultimately paying the price. With this is mind, more and more hotels are
discovering the advantages of implementing software solutions that ensure the seamless and real time
transmission of communication and data to staff members. Equipped with such functionality, property
leadership can ensure that housekeeping attendants are always where they need to be, and that a task,
no matter how small, never gets overlooked.

In this section we will discuss the task assignment to attendants, room management, turndown
management and room status discrepancy concepts will be discussed.

7.1 Task Assignment

You user the Housekeeping Task Assignment feature to generate Task Sheets for an individual attendant,
a group of attendants, or all available attendants on a daily basis. The sheets may be generated
automatically in which case the rooms may be evenly distributed to the available attendants or distributed
based on a maximum number of credits per attendant. Alternatively, new Task Assignment sheets can be
created manually by selecting attendants and individual rooms. Discuss credit

In the CNET ERP PMS, you can access the task assignment feature by selecting Housekeeping/ Task
Assignment menu item of the CNT ERP PMS system, which will display the task assignment setup form:

The task assignment set up form is used to select the date and month values and initiate the task
assignment process as shown on the following screenshot:

294
Assign Task – This button is used to initiate the task assignment process. When the user click this button,
the system displays the task sheet details form which will be used to further setup the task assignment as
shown on the following screenshot:

295
Generate – This is used to initiate the Task Assignment process. Before clicking this button the
user should select the type/s of rooms that will be involved in the assignment process and the list
of attendants/cleaners/ that will take the assignment. If Front Office (FO) status i.e. Occupied and
or Vacant is not selected the system will display the following error:

On the other hand, if the user did not select any of the housekeeping status i.e. Clean, Dirt, Out
of Order, Out of Service, Inspected and or pickup options the system will display the following
error:

If you select the FO and HO statuses properly and click the Generate button the system will
generate the task assignment and displays a confirmation message as shown on the following
screenshot:

296
When the user selects the date and month value the system displays the list of assignments grouped by
attendants as shown on the following screenshot:

297
When you click the + sign at the left, you will see the details of the assignment as shown on the first record
of the above screenshot.

Cancel – This button is used to close the Task Sheet Details form.

Task Date – This field is used to show the date to which the assignment is generated.

Occupied – If this checkbox is selected, the system will assign only those occupied rooms to the
attendants.

Vacant – If this checkbox is selected, the system will assign only those vacant rooms to the
attendants.

Clean – If this checkbox is selected, the system will assign only clean rooms to the attendants.

Dirty – If this checkbox is selected, the system will assign only dirty rooms to the attendants.

Out Of Order – If this checkbox is selected, the system will assign out of order rooms only to the
attendants.

Out Of Service – If this checkbox is selected, the system will assign out of service rooms only to
the attendants.

Inspected – If this checkbox is selected, the system will assign inspected rooms only to the
attendants.

Pickup – If this checkbox is selected, the system will assign pickup rooms only to the attendants.

Attendants – This field is used to select attendants to which the housekeeping assignment will be
given. When the user click the down drop arrow the system displays the list of attendants ready
for being selected as shown on the following screenshot:

298
Task Sheet – This button is used to see the task sheet. When the user click the Task Sheet after selecting
one of the assignment from the grid, the system displays a preview of the details as shown on the
following screenshot:

Add – This button is used to add additional attendant on the given assignment. When the user
click the Add button, the system displays the attendant addition window as shown on the
following screenshot:

299
The user can then select the attendant and click the Ok button.

Save – This button is used the generated assignment. When the user click this button the system
displays a confirmation message after saving the assignment as shown on the following
screenshot:

300
 Print – This button is used to print preview the assignment sheet by showing the details as shown
on the following screenshot:

Cancel – This is used to close the task sheet modification window.

Print – This button is used to print the task assignment summary. When the user click this button the
system displays the summary in a printable format as shown on the following screenshot:

301
Cancel – This button is used to close the task sheet setup window.

Task Date – This field is used to filter the task assignment by date. When the user click the down drop
arrow, the system displays the date picker as shown on the following screenshot:

Month – This field is used to filter the task assignment by month. When the user click the down drop
arrow, the system displays the list of months to be selected by the user as shown on the following
screenshot:

302
7.2 Room Management

Room management is one of the routine activities under the hotel housekeeping department. The major
activity here is checking and changing the status of rooms. The room status can be changed through
Housekeeping/Room Management menu item of the CNET ERP PMS system as shown on the following
screenshot:

Save – This button is used to save changes to the room status.

303
Refresh – This button is used to refresh room status i.e. to reflect changes from different corners.

Print – This button is used to print rooms with their status.

Cancel – This button is used to close the room management window.

The following are the list of filtering options:

Clean – When selected the system displays clean rooms.

Dirty – When selected the system displays dirty rooms.

Out of Service – When selected the system displays out of service rooms.

Inspected – When selected the system displays inspected rooms.

Pickup – When selected the system displays pickup rooms.

Out of Order – When selected the system displays out of order rooms.

Vacant – When selected the system displays vacant rooms.

Occupied – When selected the system displays occupied rooms.

Room – This field is used to select series of rooms such as odd, even etc as shown on the following
screenshot:

304
Arrivals – When selected, the system will display the list of rooms that are assigned to expected guests.

Arrived – When selected this will cause the system to display the list of rooms that belongs to the guest
that are checked in today.

Stayover – When selected, the system will display rooms that belongs to in-house guest who will not
checkout today.

Due out – When selected, the system will display the list of rooms that belongs to guests that are going
to depart today.

Checked Out – When selected, the system will display the list of rooms that were used by currently
checked out guests.

Not Reserved – When selected, the system will display rooms that are not yet reserved.

305
Room Type – This field is used to filter the list of room of the selected type. When the user click the down
drop arrow, the system displays the list of room types for the user to select one as shown on the following
screenshot:

Floor – This field is used to display rooms on the given floor. When the user click the drop down arrow,
the system displays the list of floors for the user to select one as shown on the following screenshot:

306
Room No – This is used to display the status of the selected room. When the user click the drop down
arrow, the system displays the list of rooms as shown on the following screenshot:

7.3 Turndown Management

Turndown is a hotel service in which a room is cleaned and refreshed, and bed linen is turned down for
sleeping, usually during the period guest is not in the room. In some hotels, an item of confectionery such
as a chocolate or a mint is sometimes left on top of a pillow in the bed that has been turned down and
some hotels have more elaborate turndown services, such as bed-time stories for children and cocktails
served to couples.

Turndown requirement can be assigned to a registration or to the room.

The TURNDOWN MANAGEMENT screen displays a list of rooms that have requested turndown service for
the current date, while identifying rooms that have already received turndown service and those that do
not require it for the current date.

For the current date, the Turndown Management screen lists registrations (Arrivals, Arrived/In House,
and Stay Over) according to the following guidelines:

307
  Registrations will display with the Required turndown status when the Turndown check box is
selected on the Room Instruction screen for the registration. (To display the Room Instructions
screen, select the Housekeeping button from the Reservation Options menu.)

IT IS NOT IMPLEMENTED.

 Registrations will display with the Not Required turndown status when the Turndown check box
is selected on the Room Instruction screen for the registration, and the turndown status has been
manually changed to Not Required on the Turndown Management screen for that day.
 Reservations will display with the Completed turndown status when the Turndown check box is
selected on the Room Instruction screen for the reservation, and the turndown status has been
manually changed to Completed on the Turndown Management screen for that day.

The Turndown Management screen shows Arrivals that have a room assigned as well as those that do not
yet have a room assigned. You may also prepare a Turndown Task Sheet to guide staff in providing
turndown service.

When you select Housekeeping/Turndown Management menu item, the system displays the turndown
management window as shown on the following screenshot:

308
Save – This button is used to save a given turndown modification.

Refresh – This button is used to refresh the list of turndown status of registrations.

Print – This button is used to print turndown status of registrations.

Cancel – This button is used to close the turndown management screen.

Required – When selected this checkbox is used to filter only registrations with the turndown required
value.

Not Required – When selected this checkbox is used to filter only registrations with the turndown not
required value.

Arrivals - Show reservations that are scheduled to arrive today (Due In).

Arrived - Show reservations that are in-house (Checked Ins that arrived today and Due Outs that are Day
Use)

Stay Over - Show reservations that will be in-house tonight (Checked Ins that arrived prior to today).

From Room – This is used to filter registrations using room number and indicates filtering starting value.
Enter only a From Room number to search for that room and all higher numbered rooms. When the user
click the drop down arrow, the system displays the list of room for the user to select one as shown on the
following screenshot:

309
To Room – This is used to filter registrations using room number and indicates ending filtering value.
When the user click the drop down arrow, the system displays the list of room for the user to select one
as shown on the following screenshot:

Room Type – This is used to filter registrations along with turndown status using the room type value.
When the user click the drop down arrow, the system displays the list of room types for the user to select
one as shown on the following screenshot:

310
Date – This field is used to filter the registrations’ turndown status on the given date value. When the user
click the drop down arrow, the system displays a date picker as shown on the following screenshot:

Date Doesn’t exist in OPERA, it always works for today.

The grid fields descriptions is as follows:

Room - Room number. Click in this column to see additional information about the room, including an
image, if available.

311
Room Type - Click in this column to see additional information about the room type, including an image,
if available.

Status - Housekeeping room status for the room i.e. dirty, pickup, clean, etc.

Name – This field shows the guest's name.

Res. Status – This field shows the current status of the reservation such as checked in, arrived, arrival, etc

Turndown Status – This field shows the turndown status for the reservation. Select the down arrow to
select a different turndown status. If a room number has not been assigned to the reservation and
turndown is marked as Required on the reservation level, you will not be able to change the status to
Completed.

Remarks

1. The Turndown check box on the reservation and/or room level applies to the entire reservation
stay.
2. The turndown status for a reservation displays within Turndown Management but displays only
the turndown status of today and not the entire reservation stay.

The registration or room turndown setting is not implemented.

7.4 Discrepancy

Room Discrepancies occur when there is a conflict between the Front Desk and Housekeeping occupancy
status of a room. The room attendant may go into a room to clean it and find that the guest has already
departed. Thus, the housekeeping status of the room would be vacant. However, if the guest did not check
out officially, the Front Office status of the room would still show as occupied. The other possibility is that
the Front Office status is vacant and you find out that there are still suitcases in the room or other
indications that the room is currently occupied. Consequently, the housekeeping status would be
occupied. Thus, there are two types of Room Discrepancies, Sleep and Skip:

Sleep Discrepant - This occurs when the Front Desk room status shows a room as Vacant, but the
Housekeeping room status is marked as Occupied. A common way this can happen is when a guest comes

312
down to the Front Desk to settle their bill, but is not actually checking-out at that time. After settlement,
the guest returns to the room. If the Front Desk agent mistakenly checked the room out, and
Housekeeping then enters the room, they may change the Housekeeping status back to Occupied until
the guest physically departs.

Skip Discrepant - This occurs when the Front Desk room status shows a room as Occupied, but the
Housekeeping room status is marked as Vacant. The most common way this can happen is when a guest
may leave on the morning of departure without stopping by the Front Desk to check-out. In properties
where payment is taken in full at check-in, or an express check-out folio is delivered over night before
departure, guests with no additional charges to pay, or those with credit cards on file may simply leave
the keys in the room and depart. Housekeeping may come in to clean the room and mark it as Vacant,
while the Front Desk still has the reservation checked-in.

In both situations, the Discrepancy Report indicates issues with the occupancy status of a room, and
should be printed and given to the Front Desk to follow up.

When the user click Housekeeping/Discrepancies menu item of the CNET ERP PMS, the system will
display the room discrepancies window as shown on the following screenshot:

New – This button is used to register a new room discrepancy record. When the user click the new button
the system displays the new room discrepancy report registration form as shown on the following
screenshot:

313
Refresh – This button is used to tell the system to reflect any changes on the room discrepancy from any
corner of the hotel.

Print – This button is used to print the room discrepancy list.

Cancel – This button is used to close the room discrepancy window.

Sleeps – When checked the system filters all rooms listed as sleeps. These are rooms that are reported to
be occupied by the housekeeping personnel but are listed as vacant by the Front Office.

Skips - When checked the system filters all rooms listed as skips. These are rooms that are reported to be
vacant by the housekeeping personnel, but are listed as occupied by the Front Office.

Person Discrepancy – When checked the system filters all rooms where the number of occupants conflicts
between Front Office and Housekeeping.

Sleep/Person – This is used to filter discrepancies that comes because of sleep.

Skip/Person – This is used to filter discrepancies that comes because of skip.

Due Out Only – When checked the system filters only reservations with a Due Out reservation status. This
feature can be used to identify reservations that may be candidates for Check Out by the Housekeeping
department.

314
Date – This field is used to filter the list by date. When the user click the drop

Floor – This field is used to filter the discrepancy information by floor. Enter the floor number desired or
select from the drop down list as shown on the following screenshot:

Room – This field is used to filter the discrepancy information by room number. Enter the room desired
or select from the drop down list as shown on the following screenshot:

Room Type – This field is used to filter the discrepancy information by room type. Enter the room type
desired or select from the drop down list as shown on the following screenshot:

315
Room No – This field represents the room number.

Room Type - This field represents the room type assigned to the room.

Room Status – This field represents the room status such as dirty, clean, out of order, etc of the room.
Room Status displays in the color defined in the Housekeeping screen. You can change the room status
from Dirty to Clean to Inspected back to Dirty again, all in this order.

Housekeeping Status – This field represents the housekeeping status. Select the down drop arrow and
select the occupancy status (Vacant or Occupied) you wish to apply to the selected rooms. You cannot
change the Front Office status from here. It changes automatically if you check in or check out a guest.

FO Status – This field shows the Front Office occupancy status.

Res. Status – This field represents the reservation status of the reservation. These include:

 Arrival - Reservation due to arrive today, but not yet checked in.
 Arrived - Reservation due in today and already checked in.
 Stay Over - Reservation that stayed the previous evening and that are continuing their stay for
the present system day (date).
 Day Use - Reservation staying for the present system day (date). Arrival date and Departure date
is equal to today's date.
 Due Out - Reservation due to check out. If a room is due out, that room is an available room to
use for the current business date.

316
  Departed - Reservation that has checked out for the day.
 Not Reserved - No reservation is checked in or pre-blocked into this room for today's date.

FO Persons – This field represents the number of persons recorded for the room per the reservation.

HK Persons - This field represents the number of persons recorded for the room by housekeeping.
Housekeeping can record the number of persons that are in a room by entering the figures here. This can
be useful to detect person discrepancies for rooms. For example, Front Office has recorded one person
for a room, but it is obvious to Housekeeping that there are at least two people using the room. By default,
the number of adults assigned to the reservation appears here.

Discrepancy – This field represents possible room discrepancies. Sleep is displayed in

the Discrepancy column if the Housekeeping status is occupied and the Front Office status indicates that
the room should be vacant. Skip is displayed in the Discrepancy column if the Housekeeping Status is
vacant and the Front Office status indicates that the room should be occupied. Or, if the reservation has
a number of persons that differs from what the attendant observes, Person appears in
the Remarks column. Sleep/Person indicates both a Housekeeping Status discrepancy and a Persons
discrepancy.

8 Reports
8.1 Interactive Reports
8.1.1 Dashboard Report

The CNET ERP PMS Dashboard report provides a single view of all the necessary data and functionality.
The dashboard screen has six major sections – Hotel Basic Information, Calendar, Registration Statistics,
Room Occupancy Chart, Reservation Chart, and Housekeeping Status Chart as shown on the following
screenshot:

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8.1.1.1 Hotel Basic Information

8.1.1.2 Calendar

8.1.1.3 Registration Statistics

This section of the dashboard report shows the number of overdue out, due out, no show, Waiting list,
arrivals list, arrived list, stay overs, departures, post master, and cancelled registrations of the current
business date as shown on the following screenshot:

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8.1.1.4 Room Occupancy Chart

8.1.1.5 Reservation Chart

8.1.1.6 Housekeeping Status Chart

8.1.2 Room Inventory

8.2 Night Audit

N Report Description Possible

o Name Criteria

1 Trial The Trial Balance report includes all transactions posted, and then a  Date
Balance breakdown of business within each of the five Ledgers (Guest Ledger,
AR Ledger, Deposit Ledger, Package Ledger, and Inter hotel Ledger.

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2 Rate 
Adjustme
nt Report

3 Daily This report is used to show the guest total balance on the given date  Date
Resident after deducting payments.
Summary

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4 Cancellati This report is used to shown the list of reservations that are  Date
on of the cancelled on the given date.
Day

The Cashier Summary Report is a summary of the cashiering activity

5 Cashier  Date
on the selected date (during the shift just ending). The report has
Summary  Cashier
these main sections:
1. The report provides the amounts (in local and foreign currency)
and number of postings for each of the following:
 Cash Received.
 Checks Received.

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  Total Cash and Checks Received.
2. Cash Drop Amount, Check Drop Amount, and Total Drop Amount.
3. Difference between Cash Drop Amount and Cash Received, Check
Drop Amount and Checks Received, and Total Drop Amount and
Total Cash and Checks Received.
4. Credit Card transactions by type and Total Value of Credit Card
transactions.
5. Accounts Receivable transactions Total Value.
6. Other Payments (excluding deposit transfers) by type and Total
Value of Other Payments.
7. Deposit Transfers

6 Check 
Report of
the Day

7 Checkout This report shows the list of guests that are checked out on the  Date
Report given date. The list shows the registration and payment details.

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8 City A city ledger is a report for tracking non-guest transactions. Hotel  Date
Ledger accounting is divided into front-office and back-office operations. Criteria
The front-office typically deals with registered guests and records  Daily
their transactions to the guest ledger. Money that the hotel handles  Weekly
that is not attributable to a currently registered guest becomes part  Monthly
of the city ledger and is handled by the accounting department in  At the
the back office. (Here company should always appear) day of
 Annually
 Date
Range
 Show all

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9 Credit 
Cards of
the Day

10 Daily This report is used to show the total transaction made on the given  Date
Business date, the month and year to date totals, in comparison with the last
Report year same date, month and year values.

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11 Deposit 
Ledger

12 No Show This report shows the list of gusts that made a reservation but did  Date
Report not appear until the day closing time of the given date.

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13 Package This report shows the package transactions along with registration  Date
Report details that are done on the given date.

14 Rate This report is used to see any rate mount variations on the given  Date
Check business date and where the difference occurs.
Report

15 Daily Sales 
Summary

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16 Cash 
Dropped
Report

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17 Room This report is used to show the income that is collected or is 
Income expected to be collected on the given date or range of days.
Report

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18 Manageria This report is the most comprehensive type of report that indicates  Date
l Flash the overall hotel rooms and room sales status by comparing the
current status with the previous year and month.

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8.3 Housekeeping Report

No Report Name Description Possible Criteria

1 Discrepancy Report This report shows any discrepancy  Date

between the front office and
housekeeping department room status
recordings.

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2 HK Activity Report This report shows log of any status  Date
changes made on rooms on the given
date.

3 HK Attendants Report 

4 Status Report This report shows the detail status of all  Date
the rooms within the hotel on the given
date.

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5 Task Assignment Report This report shows the task assignment  Date
summary information on the given date.

8.4 Transaction Reports

No Report Name Description Possible Criteria

1 Cash Receipt Report This report is used to show the  Date Criteria
list of cash receipt transactions  Daily
that are made within the given  Weekly
date range or on the given  Monthly
date.  At the day of
 Annually
 Date Range
 Show all

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2 Paid Out Report This report is used to show the  Date Criteria
list of cash Paid Out  Daily
transactions that are made  Weekly
within the given date range or  Monthly
on the given date. Paid outs are  At the day of
expenses made by the hotel on  Annually
behalf of the guest and the  Date Range
same is later charged to the  Show all
Guest room account or Invoice
.Eg:- Taxi fees, Doctor fees,
Medicines purchased etc.

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3 Rebate Report This report is used to show the  Date Criteria
list of Rebate transactions that  Daily
are made within the given date  Weekly
range or on the given date. A  Monthly
rebate is an amount paid by  At the day of
way of reduction, return, or  Annually
refund on what has already  Date Range
been paid.  Show all

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4 Credit Sales Report This report is used to show the  Date Criteria
list of credit sales transactions  Daily
that are made within the given  Weekly
date range or on the given date  Monthly
 At the day of
 Annually
 Date Range
 Show all

5 Cash Sales Report This report is used to show the  Date Criteria
list of cash sales transactions  Daily
that are made within the given  Weekly
date range or on the given date  Monthly
 At the day of
 Annually
 Date Range
 Show all

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6 Debit Note Report  Date Criteria
 Daily
 Weekly
 Monthly
 At the day of
 Annually
 Date Range
 Show all

7 Refund Report This report is used to show the  Date Criteria

list of refunds to guests or  Daily
customers that are made  Weekly
within the given date range or  Monthly
on the given date  At the day of
 Annually
 Date Range
 Show all

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8 Daily Room Charge This report is used to show the  Date Criteria
Report list of daily room charges that  Daily
are made within the given date  Weekly
range or on the given date  Monthly
 At the day of
 Annually
 Date Range
 Show all

9 Room POS Charge This report is used to show the  Date Criteria
Report list of POS charges that are  Daily
made within the given date  Weekly
range or on the given date in  Monthly
 At the day of

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 relation with the registered  Annually
guests.  Date Range
 Show all

8.5 Other Reports

No Report Name Description Possible Criteria

1 Arrival List This report contains the list of  Date

guests that are going to be
arrived on the next business date.

2 Departure List This report shows the list of gusts  Date

that are going to be checked out
on the next business date.

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3 Detail Daily Sales This report is used to see the  Date
Transaction transaction amount, additional
charges, tax, and totals from each
guest by the given cashier.

4 Drop Off Report This report contains the list of  Date

gusts that request for shuttle
service from the hotel at the time
of checkout.

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5 Guest In-House List This report shows the list of in-  Date
house guests.

6 Pickup Report This report contains the list of  Date

guests that needs shuttle service
into the hotel

6 Police Report This report contains the list of in-  Date

house guests along with the
details such as name, gender, id#,
arrival and departure dates

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7 Postmaster In-House List This report contains the list of in-  Date
house guests that are on the
postmaster room type.

8 Room Move This report contains the list of  Date

guests that are moved from one
room to another on the given
business date.

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9 Arrived List This report contains the list of  Date
guests that are arrived on the
given business date.

10 Due Outs This report shows the list of gusts  Date

that are going to be checked out
on the next business date.

11 Stayovers This report shows the list of in-  Date

house guests that will not be

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 checked out on the next business
date.

12 Summary Of Summary This report is used to show the  Date Criteria

Report room, POS and tax transaction  Daily
summaries on a given date or  Weekly
within the given date ranges.  Monthly
 At the day of
 Annually
 Date Range
 Show all

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