Property Management System (PMS)

-a computer systems that manage a variety

of task. A hotel PMS manages a guest’s
check-in and check- out cash transactions at
the front desk, outlet/ ancillary transactions,
reservations, housekeeping, night audit, and
other tasks.
Factors that influence the type of PMS:
1. Conduct a needs of analysis
Need analysis -is the process where hotel
owners and senior managers determine
the required scope of their PMS needs.
The documents are exactly what process
a particular hotel will require from its
PMS. Factors such as hotel size, product
type, location and target market affect this
analysis.
The appropriate software should be secured
PMS software.

Example of PMS on the market currently that

operate on different software flatforms.
.Older PC systems are MS-DOS based.
. Newer PC systems use a Microsoft Windows
platform.
.Other software platforms are available in
Linux.
.Still others are written specifically for Apple
computers.
2.Consider the requisite hardware needs.
Hardware- is understood to be the
actual machine the software runs on.
The software itself often dictates the
hardware needs. The chosen
software will require specific
processing speeds and memory
capability of its hardware.
PMS Workstation- the areas where an
employee or manager can access the
PMS. The end users of the chosen
configuration are the hotel employee
and managers. Each PMS workstation
will include software, software and
computer monitor.
Aesthetic impact of the hardware
 PMS workstation will need to be placed in
many areas of the hotel.
 A PMS network also referred to as
LAN(Local Area Network) allow each
station to communicate with the other.
This communication is vital, as hotel must
know the status of their facility in real
time.
 The PMS station will show a room as
checked out as soon as the front desk
employee completes the transaction.
 PMS are more than communication tools.
They can also be thought of as extensive
databases. They store guest information
and preferences.
PMS divide the guest account into
two separate menus

1.Guest Registration Menu-

contains information specific to
the guest stay.
2. Accounting Menu- tracks all
debits and credits.
The Check-in
• For the front desk, the PMS is used
continuously to guest check in and out of
the hotel.

Step by step series of PMS in gathering

information to check in walk- in guest.

1. Is to identify the arrival and departure

information,and if need be, verify with
management the availability of sleeping
hours.
2. Is to identify the room type the
guest prefers. The agent should do
their best to match the guest’s room
preferences with what is available.
3. Is to use the PMS to determine
what available rooms in the hotel
inventory match guest’s room
preferences.
4.Is to assign a specific room number
based on what PMS indicated was
available.
5. Is to determine the tax status of the guest. If
the guest works for agencies of the
government, or certain not-for- profit
organizations, he or she may be tax exempt.
6.Is needed to determine method of payment.
7. In this step the front desk is able to make
notes relevant to the guest for other
employees. Beacuse this guest is paying by
check, a good practice is to note the check
number in the registration menu. Also
disabled guest may need assistant later, so
another not was made.
8. Is to gather personal identification
information. A drivers license or some other
proper form of identification should be
shown.
9. Is to verify the rate market code. The
market code is needed to be serve as a
”check and balance” to the sleeping room
rate assigned.
10.Is the final step. The rate is typically
assigned at the same time a market code is
issued. However, because this was walk-in,
and the walk –in rate changes, the rate was
assigned last.
Registration Card
 Summarizes much of information
contained in the guest registration
menu of PMS. The information of the
card is used to verify the accuracy of
that information in PMS.
PMS Heirarchy
 Each PMS menu contains specialized
information and reporting capabilities
for a specific rooms-division area.
Several of these menus lead the user
to even more specialized menus and
reporting options.
A front Office menu can then lead
the user to other menus namely:
1. Reservation menus
2. Registration menus
3. Night audit menu
4. Housekeeping menu
5. Uniform services menu