1. PROPERTY MANAGEMENT SYSTEM
UNIT- IX

2. Property Management System
Within the guest ledger, PMS’s divide the guest account into two separate menus:
Guest Registration Menu
Guest Accounting Menu
The registration menu contains information specific to the guest stay.
The accounting menu tracks all debits and credits.

3. Two Parts of the Same Whole
The Guest Account–
Two Parts of the Same Whole
Guest
Accounting
Menu
Guest
Registration
Menu

4. Guest Registration Menu

5. Guest Accounting Menu Display
Guest Name: M/M Jones Room Number:
Arrival Date: 12/1 Payment Billing Method : CA/SRT
Departure Date: 12/3 Reservation Status: I
Line # Date Room/Acct Reference Credit Debit Empl.
1 12/ Room Rate
2 12/ Room Tax
3 12/ Room Serv
4 12/ Movie
5 12/ Room Rate
12/2 123 Room Ta x
/3 123 Check Out
Balance Due: 0

6. Check-in Illustration
The actual check-in of a guest is a very good way to illustrate the guest registration menu within PMS.
The following slides illustrate the registration of a walk-in guest, that is, a guest without a reservation.
What factors might a front office manager take into consideration when setting that day’s walk-in rate?

7. Step 1 is to identify the arrival and departure information, and if need be, verify the availability of sleeping rooms.

8. Step 2 is to identify the room type the guest prefers
Step 2 is to identify the room type the guest prefers. Agents should do their best to match the guest’s room preferences with what is available.

9. Step 3 is to use the PMS system to determine what available rooms in the hotel inventory match the guest’s room preferences.

10. Step 4 is to assign a specific room number based on what PMS indicated was available.

11. Step 5 is to determine the tax status of the guest
Step 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.

12. Step 6 is needed to determine method of payment.

13. Step 7 In this step, the front desk agent is able to make notes relevant to the guest for other employees. Because this guest is paying by check, a good practice is to note the check number in the registration menu. Also, another note was made indicating that this disabled guest may need assistance later.

14. Step 8 is to gather personal identification information, such as name, address, phone, and company name, if applicable. A driver’s license or some other proper form of identification should be shown.

15. Step 9 is to verify the market code
Step 9 is to verify the market code. The market code is needed to serve as a “check and balance” to the sleeping room rate assigned. The market code should match the rate. This is needed to uncover any possible fraud by front desk employees (e.g., reducing a rate for a friend).

16. Step 10 is the final step. The rate is typically assigned at the time a market code is issued. However, since this was a walk-in, and the walk-in rate changes, this rate was assigned last.

17. Registration Card
A registration card summarizes much of the information contained in the guest registration menu of PMS.
The information on the card is used to verify the accuracy of information in PMS, such as:
Arrival/departure information
Spelling of the guest’s name
Assigned rate

18. 123 Nice Avenue, Anywhere, USA
The Registration Card
Nice Hotel and Towers
123 Nice Avenue, Anywhere, USA
Card # 001
Room Number_________
Arrival Date______Departure Date_______ Payment________
Room Preference________ Rate___________
(By signing above, I hereby confirm all details contained herein are correct and agree to abide by hotel policies)
Signature___________________
Check-in Time is 3PM (15:00) Check Out Time is 12:00
Guest Name __________________________
Company Name _______________________
Address _____________________________
Telephone ______________

19. PMS Hierarchy
The organization of the menus within PMS and their inter-relationship is called a PMS hierarchy.
The primary menu is the front office menu. Subsequent menus are:
Reservations Menus
Registration Menu
Night Audit Menu
Housekeeping Menu
Uniform Services Menu

21. PMS–Internet Exercise
This exercise exposes you to a different PMS system.
Step 1: Go to the web site
Step 2: Download the Hotel Demo
Step 3: Download 30-Day Evaluation
Step 4: Fill Out Basic Information
Step 5: Complete Download
Step 6: Begin Exploring the Program
Step 7: Navigate the Main Menu
Step 8: Create Your Own Reservation

22. Bibliography
Textbook of Hotel Front Office Management & Operations by Manoj Kumar Yadav.
Check-in Check-out Managing Hotel Operations by Gary K. Vallen and Jorome J.Vallen.
Managing Front office Operations byMichael L Kasavana Phd,Richard M.Brooks.
Hotel Front Office Training Manual by Suvradeep Gaurang Ghosh.

23. Bibliography wwwwikianswers.com www.hotelassociationofindia.com
wwhotelsmag.com
ww w.hospitality school.com

24. BIBLIOGRAPHY
Textbook of Hotel Front Office Management & Operations by Manoj Kumar Yadav.
Check-in Check-out Managing Hotel Operations by Gary K. Vallen and Jorome J.Vallen.
Managing Front office Operations byMichael L Kasavana Phd,Richard M.Brooks.
Hotel Front Office Training Manual by Suvradeep Gaurang Ghosh.