Reservation Templates by cas18150


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                     Presentation of the
          Semper Property Management System (PMS)

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This is the log-in screen –
each user has their own unique user id and password.

A profile is setup for each user that determines which functions they may
A ribbon interface groups logical functions together such as Reservations, Front Desk,
Accounting, Admin etc.
We will visit each later in the presentation
Rooms are listed on the left

 A calendar display is presented which covers 3 months at a time

A navigation bar is displayed at the bottom. The small arrow advances (or goes back) one week and
the larger arrow one month.
The “o” returns to the current month
Each reservation is recorded on the calendar together with a status (e.g. Provisional, Confirmed, In-
house, checked-out etc.)
Each colour represents a different status. i.e Light blue designates a provisional reservation, yellow a
confirmed etc.
Bookings in Italics represent group bookings
All colours can be customized as can the information that gets displayed on the calendar.
                  Click directly on any reservation to open

       Comprehensive reservation information is recorded for each reservation.
       Special guest requirements are automatically inserted in the reservation
The transaction screen is utilized for processing reservation transactions and invoicing
Multiple functions can be performed within this screen including recording of charges (sales),
payments, expenses, invoices (deposit, pro-forma and final) etc.
Multiple accounts are managed by using the allocation feature and selecting the account to be
                       Many tools exist to improve productivity.

Quick access toolbar enables each user to customize most-used functions

        Right-click on any reservation and a menu is displayed to enable quick access to
        commonly used functions

 The last 20 reservations worked on can be selected from the drop-down list
The functions found under the GENERAL Tab
Comprehensive search capability

          Comprehensive reports with over
  Quick access to any person in the database 100 to choose from.
          Limit employees to selected reports
  including guests, travel agents, company
  contacts etc. own favorite list for quick access
   Favorite reports represented by an icon on ribbon for quick

Access to birthdays and anniversaries
Automatically displayed the first time a user logs in
Ability to send email from the system

  Information posted from telephone management systems and /or
  point of sales systems can instantly be viewed including historic postings
The functions found under the RESERVATIONS Tab
        New quotes can be produced using a wizard
        style interface – one screen at a time
  All previous quotes are listed
  Remarks on each indicate users can select the
A quote can be produced and emailed within 60 seconds
        The more experienced
  activity required top of the screen
Standard templates ensures professional and consistent look and feel of the quotes
        tabs at the
  Quotes can be deleted or set
Email quote directly from the system
  as in-active
All quotes are stored and managed in the system
Any quote can be altered and re-send
Remarks can be added to keep track of the progress of each quote
Can be transferred to waitlist or directly onto the calendar as a reservation
Waitlists are presented and managed in a similar way to quotes.
Email waitlist directly from the system
All waitlisted reservations are managed in the system
Remarks can be added to keep track of the progress of each waitlist
Can be transferred to the calendar as a reservation
Once recorded a special tab highlights the waitlisted date
A new reservation can be recorded by selecting the New function or by selecting the appropriate cell on
the calendar. (e.g. The example shows twin room 4 arriving on the 31st of October selected)

The new function activates a quick and easy to use wizard that directs the user through the process as
will be demonstrated next.
                      Record a new reservation

     Example 1.
     An individual requests a new reservation and will pay all charges

Select the new reservation wizard
   Select the arrival and departure dates.
   Only available rooms are displayed for selection
   Once a screen has been completed the user selects “Next”

Next enter the number of adults and children

Select “An individual” as the booking agent.
Note: The Rate can be changed at this point.
(The system inserts the venue default rate as set within the admin system)
     Once the guest details have
     been entered (or selected), a
     summary of the reservation
     is displayed for verification.

     Deposit invoices and
     directions can be generated
Next enter the guest details.
     at this point.
The system automatically searches the
     These documents can
database for return guests. be
     emailed directly the entries,
By highlighting one of from the all
information is displayed to enable the
user to identify the guest.
     This ends the process and the
     reservation is recorded in the
                      Record a new reservation

      Example 2.
      A travel agent or company requests a new reservation and will pay all
      accommodation charges. The guest will pay incidentals

Select the new reservation wizard
               Then select the booking agent as a travel agent or
Next enter the companyof adults and children
 Select the arrival and departure dates.
 Only available rooms are displayed for selection

  A list of companies are presented for selection together with contacts at the company.
  (a new contact can also be defined)
A summary of the
reservation is produced
If a deposit is required, a
deposit invoice can be
produced as well as directions
to the venue.
These can be emailed
directly from the system

Deposit tracking is designed to manage all outstanding deposits from a single environment.
The user has the ability to:
 Open any of the reservations listed by double clicking on a reservation
 Record a deposit payment (which confirms the reservation and removes it from this list)
Record activity required to manage the collection of deposits
Display any of the deposit related reports.
Groups – This function enables the creation of group booking.
This can also be achieved via the NEW reservation function
Extensive support for group management is present.
                                                The Provisional line was selected and a list of
                                                all provisional reservations are displayed
                                                Double click on any reservation to open the
                                                individual reservation

All reservations – Displays a list of all active reservations with the ability to
drill-down to the individual reservation.
                  Internet Sync – This function synchronizes with real-time booking systems to
                  retrieve new
New Internet Reservations reservations
Displays a list of reservations received from real-time systems.
These reservations have already been inserted in the calendar
Used to filter real-time reservations received and ensure each is processed
Allocations – Allocate rooms to companies. This function is used to mark the calendar when
rooms are allocated to a specific company or individual.
Allocated rooms are not considered a reservation and can still be reserved if needed

  Cancelled reservations – Display a list of cancelled reservations with the ability to restore the
  reservation to active state.
 Print Calendar – Prints the current calendar screen. Often used as an off-line mechanism
 when user is away from the system.
Book at other venue – Enables the operator to book a guest into any other venue using a real-time
booking system. This is done in collaboration with a real-time vendor
The functions found under the FRONT OFFICE Tab
Display a list of guests who are due to check in today. (Groups are auto identified)
Print a customized registration form for a single or multiple guests
(Information of the guest is automatically inserted in the registration form)
Open individual reservations
Check-in single or multiple guests at the same time.
Easy to use wizard is used to record sales that are either posted to an in-house guest or recorded as a
Easy to use
casual sale graphical interface is used to group products for selection
Rate is automatically recorded to the product is selected
In this example a sale isapplied whenan in-house guest.
Once recorded, the sale is posted to the guest account.
All guests due to check-out are listed.
Guests where balances exist are colour coded to ensure payment is processed. (or invoiced and
transferred to debtors)
Single or multiple guest can be check-out simultaneously
Individual reservations can be opened for further processing
Un-Invoiced Reservations
All reservations that require invoicing are listed (i.e.. Have outstanding balance)
This feature ensures all reservations have been processed
An invoice can be produced from this screen and emailed to the guest or company
No Show
No show reservations are indicated within the reservation and removed from the calendar screen.
Such reservations can be restore to an active state, cancelled or invoiced.
 Invoiced no-show reservations are managed via the debtors system
Cash up
Individual employees can be cashed-up at the end of their shift to ensure good controls are
Consolidated cash-up can also be done for multiple employees
Invoice setup
Invoices can be produced with detailed transactions displayed or in summary form
Various summary styles can be setup to suit a venue
The functions found under the ACCOUNTING Tab
 Deposit Tracking, Invoicing and No Shows
 These functions are the same as previously described

Refunds are recorded and managed in the system including assigning various refund methods (e.g. cash,
credit card etc.)
All monies outstanding is managed by the debtors system except for deposits which is managed by the
deposit tracking system.
A list of all debtors is presented and colour coded to identify the various types of debtor accounts
together with a total of all debtors
In-house debtors can be included or excluded from the list

      Easy access to all debtor reports
        Companies are displayed together with an age analysis of each company
        Guest debtors is a lists of checked-out guest accounts with outstanding balances
        Double click any company to view details of the company business
        Ability to print a statement for a single account or all statements

Individual reservations can be accessed for detailed information
Payments or Expenses (e.g. discounts, write-offs, credit notes etc) can be applied from this
Age Analysis groups debtors by company as seen on the following screen
In this example a company account is displayed with all invoices and unallocated payments
New payments can be recorded and allocated to individual invoices
Statements can be produced reflecting all activity for a period
Day-end and month-end
Day-end records all activity between two periods or days
Month-end records all transactions within a calendar month which get posted to any accounting
Full audit trails of all transactions form an integral part of the system.
Various month-end reports exist reflecting the income and cash-flow of the business
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