Hirum Front Office Users Guide: Hotel Room Booking and Management, Exercises of History

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Front Office

Users Guide

Index

• Page 2 of
• Logging On………………………………………..
• Guests……………………………………………..
• Room Moving……………………………………..
• Booking Ledger…………………………………...
• Refunds……………………………………………
• Guest Check In/Out……………………………..
• Guest Accounts………………………………….
• Housekeeping….………………………………..
• Daily Banking……………………………………
• Reports…………………………………………...

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Guests To go to the guest area click on the first icon This area lists all bookings which can be sorted by clicking on the appropriate tabs to locate future, past, cancelled bookings etc To locate a guest, simply type their name, alternatively you can type the unit number and a box will pop up detailing all current and future bookings for that unit. Click on this tab to locate Archived guests i.e. guests that have been checked out

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To make a booking click insert, and complete the guest details, insert dates of stay and how many pax then select an available unit from the pick list and select the appropriate tariff. Alternatively, you can search for availability and costing in a more efficient method by clicking on the guest enquiry icon, If the guest wishes to take the booking, click Okay, if not click Cancel and no record will be retained

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BOOKING LEDGER

The second icon in the top row takes you to the booking ledger

This shows all bookings for a 30 day period. Please note that all checked in bookings show

as Upper and Lower Case whereas bookings not checked in will appear in Upper Case only.

Please note that when you go into the booking ledger it displays the units in numerical order,

however if you click on the tab on the left, you can sort them by unit. You can also put a tick

in “Condensed” towards the bottom right of the screen to view more units.

By putting your mouse on a booking you can preview the details of the booking, including any screen notes Please note the icons at the top of the booking ledger are the same as in the guest area, and by highlighting a booking you can use the icons to access accounts, insert charges, make payments, new bookings etc. The yellow indicates that the booking is having a cleaning function that day Seasons can be set up to show different colours as you approach that season To view a different date type in Start Date or use the arrows to quickly move by day, week, month or year To move a booking, highlight and click on cut, put the cursor where ou want to allocate the booking & then click paste When you tick ‘Allocations’ at the bottom of the screen any unused Agent Allocations will be shown in blue

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REFUNDS CANCELLING A FORWARD BOOKING Go to guest screen and locate the booking that is to be cancelled, highlight & Click on delete This will bring up a warning that the booking contains a deposit, click ok Enter reason for cancellation and input amount to be refunded in relevant boxes. Apply cheque number if refunding to guest and issue cheque. If manager &/or owner are receiving part or full refund then no cheque number will need to allocated The guest refund cheque will automatically be shown on cheque reconciliation table provided that the cheque number was allocated at the time of cancellation

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Although, cash is available to use as a refund method, this cannot be used in trust account properties. According to the Office of Fair Trading in accordance with Property Agents & Motor Dealers Act 2001 funds can only be refunded via Cheque or Electronic Funds Transfer (Credit Card Refund) not cash. Cash should only be used in non-trust sites, eg Motels. When reconciling, if the refunded amount does not appear on the trust account, please check the bank has not debited it from general or operating account as the two accounts are linked and the bank is not supposed to debit from the trust.

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Guest Check In To check in a guest, highlight their booking and click on the check in icon Guest Check Out This can only be done if the guest account balance is zero, otherwise the check out icon will not be lit up Once you have checked them out they no longer appear on the current screen however you can still access their account etc by clicking on the Archived tab.

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If you were receiving a deposit of $200.00 then you would have overtyped the $1,000.00 accommodation with the correct amount of $200.00 and also typed zero for breakfast, this will then generate a receipt in the amount of $200.00. If you made an error with the payment you will need to reverse the receipt. Highlight the receipt in the account and click on delete To print a statement for a guest detailing the transactions on their account, click on Once this previews, click on the printer icon to print If you were only paying the Accommodation of $1,000. the type zero in the amount for Breakfast, as shown below Ensure that you select the correct method of payment, that the receipt number is correct and that the total payment is what you have actually received from the guest. If this is all correct and you print receipts out of Hirum ensure the tick is on receipt and then click Okay If you have Security tracking set up it will default to your name, if not select your name from the drop down arrow and then selct the reason for cancelling the receipt from the next drop down arrow. Then re-issue the receipt

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Housekeeping Go to units icon in the top row then click on the housekeeping icon If the unit has had a service, (weekly linen change and clean) then highlight the guest and click on the service icon This action will then acknowledge the service has been done and set the guest up for their next service if appropriate. Locate the unit that has been cleaned, highlight and put a tick in “Unit is Clean”

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Click on next, then click on Do It to print the cashbook history. The Cashbook History is a summary of all the receipts processed within the receipt range you are banking. Please note that any recorded with an “x” at either end indicates a receipt that has been reversed. Click on next, click on Do It to add the entry to the banking register Check that you are holding the cash & cheques as displayed on the deposit slip. If correct, change the quantity to print two copies. One for the bank to keep, the other for your records When this is printed out, write in your cash breakdown. Sign & date. Total of today’s receipts The amount listed in the Transfer trust rental & trust sundry columns should equal the sum of credit cards

• any direct deposits receipted This total should equal the total of your credit card settlement Hirum will automatically complete this for you. Please check that it is correct. The Amount banked column will be all money that you need to take to the bank and the Amount Transferred is for money that will be automatically deposited

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Click on next, click on Do It to print the banking register Please note that even if you do not go to the bank on a daily basis, you should enter the banking daily into Hirum. Keep each days banking separate so that when you do take them to the bank each days banking will be listed separately on your bank statement which will make end of month reconciling easier. Please note that each days banking should have the status “OK”. If a previous days banking now has an error, cross check the original cashbook history with a current one and correct