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And WINDOWS Management Tools Introducing the “Management/Statistics”, “Reservation Management”, “Graphical Room Status”, and Reservation Calendar” Programs.

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Presentation on theme: "And WINDOWS Management Tools Introducing the “Management/Statistics”, “Reservation Management”, “Graphical Room Status”, and Reservation Calendar” Programs."— Presentation transcript:

1 and WINDOWS Management Tools Introducing the “Management/Statistics”, “Reservation Management”, “Graphical Room Status”, and Reservation Calendar” Programs The installation guides for all programs are located at the end of this presentation

2 Introduction This power point presentation is built to provide you with an overview of these Windows Management Tools, as well as installation assistance. This power point initially presents an overview of the capabilities of both programs. The big deal is the flexibility in accessing and displaying data. The last part of this presentation will assist you with the installation of the programs. Both programs need to know where your program is located and specifically be pointed to the data files.

3 With the Management/Statistics Report program you are provided daily, month to date, and year to date, calculations and displays for room revenue, rooms sold (Rack and Discounted), rooms out of service, rooms provided at comp, rooms in service, and even your ADR and revenue per guest. You are provided with two different presentations … one for STATISTICS and another for REVENUE & RECEIPTS. The STATISTICS is the only presentation that provides year to date tracking. Track and View your property’s activities …. The program works very much like the Management Summary built into the regular system, but with much more display and printing flexibility. We have also added Year to Date capabilities in 6 month windows. You can display the current year and last year. It links to fiscal year criteria established in your “setupinn” ini file.

4 Uses the same symbols as Housekeeping WINDOWS Based STATISTICS Program for InnKeeper Uses the same symbols as Housekeeping Starting up the program will provide this as your start up display. The “DISPLAY” options are provided on the right side of the display. Clicking on “VIEW” will provide the option to switch to the REVENUE & RECEIPTS view. Activating daily presentations is easy. Just click on the calendar for the month and day to view. The “Report Date” will reflect your Fiscal Year” start month that is setup…. Default will be standard 12 month calendar. COMP reflects room nights accumulated by guests who had “COMP” as the room rate. A zero (0) rate will not reflect a COMP, but just a discounted room.

5 The Statistics Reporter Select the quarter to View, and Print out any displayed quarter. This presentation mode provides quarterly statistics with the totals for each month,and the calculations for the associated YTD. The system enables you to select the quarters for the current year and for the previous year. “GTD No Shows” reflects the number of guests who had guaranteed reservations but were not checked in using the CHECK IN RESERVATION mode, cancelled, or changed to another date.

6 The Statistics Reporter Select the week to View, and Print out any displayed 7 day span. This presentation mode provides day by day, and printing, in any selected 7 day window span. The system enables you to select whether you want to view the current or previous year, then the desired month and finally the week span. “GTD No Shows” reflects the number of guests who had guaranteed reservations but were not checked in using the CHECK IN RESERVATION mode, cancelled, or changed to another date. COMP reflects room nights accumulated by guests who had “COMP” as the room rate. A zero (0) rate will not reflect a COMP, but just a discounted room.

7 WINDOWS Tools Overview This section provides an overview of the tools built for WINDOWS stations that provide staff and managers with expanded functions and graphical displays: Reservation CalendarReservation Calendar Room StatusRoom Status

8 With the Reservation Calendar (RESVCAL) program you are provided the capability to view and sort reservations in a variety of graphical displays, as well as by a variety of criteria that assist you with the management of your Single, FIT, Block, cancelled reservations, and even pre-assigned rooms. You are provided with three different presentations … one as a calendar, another as a room/date matrix, and even a listing. Track and View your Reservations …. The Reservation Summary in RESVCAL works very much like the Reservation Summary built into the regular system, but with much more sorting flexibility. We have also added Guest Code and Market Code display. Each column has specific sorting items for the reservation viewed.

9 The Reservation Calendar FITS Events Blocks Singles Overview Sorting Options

10 The Reservation Calendar Track your FIT reservations Track your EVENTS Track your BLOCK/GROUP arrivals for each day Track your SINGLES/ARRIVALS for each day

11 The Reservation Calendar …. with stayovers as well Display the stayovers for every day of the selected month. Reflects reservations only, not guests already checked in This day’s items listing exceeds the box size.. Use the slide to view all listings

12 The Reservation Calendar The entire month is presented with all a overview of Blocks, Singles, and Events. You select the month and Year in the Date window. The system presents the actual number of arrivals and events for each day. The Events presentation helps you track events and meeting rooms. The Block presentation shows the number of rooms booked and the number used. The Singles view lists the guests for any day clicked on, with an expanded list available.

13 The Reservation Calendar The Reservation Calendar provides you with the ability to quickly, and easily, change views and the desired data to view. And clicking on a day in the Singles view will provide you with an expanded list of the arrivals for that day. Print out the calendar for all, or a selected view, for management and distribution, for any month. Here we list the arrivals for the 16th of October

14 The Reservation Calendar …. the pre-assigned The Reservation Calendar provides you with a graphical room/date grid for up to a year in advance. The grid displays currently occupied rooms, as well as pre- assigned rooms. Move the bars on the right side and the bottom to move through dates and rooms. PRE-ASSIGNS OCCUPIED

15 Uses the same symbols as Housekeeping WINDOWS Based RESERVATIONS Sorting for InnKeeper Uses the same symbols as Housekeeping Accessing this part of the program will provide this as your start up display. The “DISPLAY” options as Report Type and Sort Method. Clicking on “Singles” or “Blocks” will provide the option to switch to the desired reservation type. Use your mouse to slide the cursor on the bottom and slide across all of the displayed fields. Currently the WINDOWS Reseravtion Summary only sorts and lists single reservations for the next 999 days.

16 RESERVATION Sorting & Reporting You can sort the list by all criteria listed in the columns. The system will display the number of reservations for the date range selected. Slide the cursor across the viewing windows to see all applicable data fields. Click on the “column title” and the system will sort the list the displayed list by that criteria/data. Clicking again will do a reverse order sort.

17 WINDOWS Based RESERVATIONS Sorting for InnKeeper Access any displayed reservation to view it, or to USE a FIT. Double Clicking on any displayed reservation will pop up the reservation detail.

18 RESERVATION Sorting & Reporting Currently the WINDOWS Reseravtion Summary only sorts and lists block reservations for the next 999 days. You can select any start date and any ending date within the next year. The program will automatically resort based on the dates entered when you click on Generate Summary. The system will display the number of reservations for the date range selected. Slide the cursor across the viewing windows to see all applicable data fields. The Block presentation presents data fields associated with the Block reservations. Use this program to track your groups with cutoff dates. By selecting EXPIRY DATE NOT EQUAL TO START DATE you will be able to sort and list those Blocks where you have entered a cutoff date sooner than than the arrival date.

19 With the Room Status (ROOMSTAT) program you are provided the capability to view and sort rooms in a variety of graphical displays, as well as by a variety of criteria that assist you with the management of your different toom types, as well as the status of these rooms. You are provided with three different presentations … one as a room graphic display, another as a pre-assigned room/date matrix, and even various listings. Track and View your Room Status …. The R works very much like the Reservation Summary built into the regular system, but with much more sorting flexibility. We have also added Guest Code and Market Code display. Each column has specific sorting items for the reservation viewed.

20 The Room Status Program Display your rooms graphically so you can view the status, for all rooms, by status, by floor, by building, or by type, and even by maid/cart allocation. For TODAY, or any day of the last 31.

21 The Room Status Program The Room Status options bar provides you with the capability to select the Groups which works via an ini file you create to sort rooms, the View method for graphical or list, show rooms by Status Filter, and even by Room Type. The Lists provide you with the ability to print out maid lists using sorting criteria that you define in the “RoomStat.ini” file. Here we are listing the “clean” and “dirty” rooms

22 The Room Status Program List the companies staying with you by room. Get a list for today, or for any day in the last 31.

23 The Room Status Program Select the “RESERVATIONS” mode in the VIEW window to view your current occupied rooms and pre-assigned rooms in the “room/date” matrix.

24 The Windows Management Summary The Windows Reservation Calendar This concludes the presentation on the WINDOWS based programs associated with InnKeeper. The Windows Graphical Room Status Now the installation guides for all programs.

25 Installations The Management/Statistics Summary and the Reservation Summary programs need to be installed from the CD or from the website/FTP. The Graphical Room Status (ROOMSTAT) and the Reservation Calendar (RESVCAL) programs can be activated just by downloading or copying them to your INN folder and then building a Desktop icon for them. They all need ini file pathing and ROOMSTAT needs a floor and/or maid cart setup. The next few pages will walk you through the installation of these programs. All programs need to know where your InnKeeper program is located and be pointed to the data files.

26 Installing the “Management Summary” on Windows 95/98/NT/2000/XP From the Update.500 CD Note: this is not a multi-user program, it will need to be installed on every PC that you desire to host this Windows program. Click on My Computer, then browse to your CD drive. Now locate the IKRvnSumm4 folder, click on it, then click on Keith, then Mgmt Summ Setup. You will see a SETUP icon, double click on it to start the install. The install wizard will install the STATRPRT system in the Program Files area of the PC. You may need to RESTART your Windows system if the install wizard determines that your system needs to be restarted to activate some necessary files. During the installation the system may prompt you that files are older than existing …. Keep the newest files. Additionally, you may also be told that some parts could not be installed …. Click on “IGNORE”. Following the installation, click on START, then locate InnKeeper Reports, click on the program extension to startup the Management/Statistics Summary program. You will be prompted to tell the program where the “Setupinn.ini” file, and perhaps the “Inndat.06D” file, are located …. Browse to your INN folder for “Setupinn” and INN\DATA for “Inndat.06d”.

27 Installing STATRPRT with a Down Load from CAPA’s FTP Log into either the or website and browse to the UPDATE area. Download the STATRPRT.zip file to a new folder called “UPDATES” in your current INN folder. STATRPRT will download to this folder.www.capasoftware.comwww.ehospitalitysystems.com Note: this is not a multi-user program, it will need to be installed on every PC that you desire to host this Windows program. Click on My Computer, then browse to your INN folder. Now locate the UPDATE folder, click on it, then click on STATRPRT, to unzip the installation programs. After the unzip you will see a SETUP icon in the UPDATE folder, double click on it to start the install. The install wizard will install the STATRPRT system in the Program Files area of the PC. You may need to RESTART your Windows system if the install wizard determines that your system needs to be restarted to activate some necessary files. During the installation the system may prompt you that files are older than existing …. Keep the newest files. Additionally, you may also be told that some parts could not be installed …. Click on “IGNORE”. Following the installation, click on START, then locate InnKeeper Reports, click on the program extension to startup the Management/Statistics Summary program. You will be prompted to tell the program where the “Setupinn.ini” file, and perhaps the “Inndat.06D” file, are located …. Browse to your INN folder for “Setupinn” and INN\DATA for “Inndat.06d”. You can copy the Program Icon from the START/PROGRAMS area to your desktop.

28 Installing the “Room Status” (ROOMSTAT) on Windows 95/98/NT/2000/XP From the Update.500 CD Note: this is not a multi-user program, it will need to be installed on every PC that you desire to host this Windows program. Click on My Computer, then browse to your CD drive. Now locate the RoomStat folder, click on it, then copy the RoomStat icon with the bunk bed symbol, and the RoomStat configuration file to your INN folder. Following the installation of these files in your INN folder, you will need to create an ICON on your desktop. Right Click on a blank area of the desktop, select “new shortcut”, browse to ROOMSTAT.exe in the INN folder. YOU NOW HAVE A DESKTOP SHORTCUT. The ROOMSTAT ini file enables each property to customize the ROOMSTAT to reflect their property’s layout and to facilitate maid worksheets by Maid name or Maid cart number,

29 ; the location for the data, innkeeper keeps it in the data directory ; that is directly below the innkeeper directory dataPaTh=h:\inn\data ;datapath=f:\vb\roomstat\data ; floors. start with floor, any text between floor and the = sign ; will be used as the name in the dropdown box floor3rd=AAAAA-ZZZZZ floor1st= ,CDEF floor2nd= ; indicates should doublespace printout. remove to remove. doubleline=sure ; how many seconds(approximate) till automaticaly refreshes refreshRate=900; 15 minutes Browse to the ROOMSTAT.INI file in the INN folder, then double click on it to open it with NOTEPAD so that you can configure it for your property. 1.Ensure the path reflects your system 2.Enter the “floor” configurations that reflect what you want to display and print 1 12 You can establish “floor” configurations to sort floors, maid carts, rooms by maids, buildings, suites, etc. You can define ranges ( ), individual rooms (123,222,333), and you can use room names or mix letters and numbers (120A,150B). Numerical and Alpha rooms will be sorted accordingly. Setting up your Room Status program …. If your various PC’s are using different paths to the INN system, you will need to install the program in a local folder with roomstat.ini so that you can run the programs on these PC’s.

30 Installing the “Reservation Calendar” (RESVCAL) on Windows 95/98/NT/2000/XP From the Update.500 CD Note: this is not a multi-user program, it will need to be installed on every PC that you desire to host this Windows program. Click on My Computer, then browse to your CD drive. Now locate the Resvcal folder, click on it, then copy the Resvcal icon with the calendar symbol to your INN folder. Following the installation of these files in your INN folder, you will need to create an ICON on your desktop. Right Click on a blank area of the desktop, select “new shortcut”, browse to RESVCAL.exe in the INN folder. YOU NOW HAVE A DESKTOP SHORTCUT. The setupinn ini file enables you to ensure that the RESVCAL knows where the INN data is located,

31 ; ***** General Operational Parameters **** ;DataPath=D:\inn\data ; the directory holding the Windows version ; management summary and reservations ; summary data files. ;Guests=2 ; Max no. of guests allowed in a room before ; extra person charge becomes effective. ;Local Printer = i:\inn\data ; Path to local printer file(s). ;Registration Card offset = 2 ; # of blank lines to print in between ; registration cards. DataPath= must be activated (remove the “;” if present) and DataPath must reflect the path to the Inn Data location for every PC it is installed on. If your various PC’s are using different paths to the INN system, you will need to install the program in a local folder with setupinn.ini so that you can run the programs on these PC’s. Setting up your Reservation Calendar ….


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