Before you can begin to run your hotel business, you must specify rules and defaults for how you want to manage your hotel operations.
The Hotel Setup controls many configurable functionalities for your hotel. You can have multiple properties or stores within the same database. You need to have a separate Hotel Setup for each property.
To create a new hotel property
- Click the
icon, enter Hotel Setup,and select the relevant link. - Click the New action, and fill in necessary data.
The lists below describe the main fields on the Hotel Setup page. Click the links to see descriptions of the card's FastTabs and fields.
In the Hotel Setup page you can view and edit basic settings for each property in the FastTabs listed below.
General FastTab
General setup fields for the hotels:
| Field | Description |
|---|---|
| Property | The Store No. for the hotel. There can be many properties in the system. |
| Setup Code | Unique identification for the hotel group. |
| Hotel Name | Name of the hotel. |
| Rate Includes VAT | Used for calculation of VAT. You specify if the rate includes VAT. |
| Accommodation Item No. | You specify the item that is used in the POS when charging the accommodation. The Rate Codes also have a similar field, if that one is empty the system will use this setup. |
| Balance Transfer Item No. | Posting Item for Reservation Balance Transfer, which allows you to pay an X amount for another reservation. Note: Make sure this item has no VAT/TAX setup and is a non-inventory item. |
| Stores Allowed to Charge | Filter list of Stores that can charge POS Transactions to a hotel reservation. |
| Reservation Extra Item Filter | Special Groups used to filter Reservation Extra items. |
| Currency | Currency of the Rate Code in the Property. |
| Hotel Report Invoice ID | ID of the Hotel Report Invoice. Makes it possible to adopt a Hotel Invoice for each customer. |
| Hotel Report Preview ID | ID of the Hotel Preview Invoice. Makes it possible to adopt a Hotel Preview Invoice for each customer. |
| Invoice Text Before Detail | Text to display on the Hotel Report Invoice before the Detail Section. |
| Invoice Text After Detail | Text to display on the Hotel Report Invoice after the Detail Section. |
| Accrual Accounting | When Accrual Accounting is Yes, Night Audit posts an invoice to Finance for every night of the stay. Unlike the cash method, the accrual method records revenue when a product or service is delivered to a customer with the expectation that money will be paid in the future. If the value is No, the Night Audit uses cash basis accounting that recognizes income and expenses only when money changes hands. Charges are therefore posted to the Hotel Balance account until at the time of payment, when they are posted to sales and the bank. See Night Audit Process. |
| Deposit Amount Over Reservation Amount | When creating deposits, you can specify here if you allow the amount for the deposit to be higher than the reservation amount. |
Accommodation Tax FastTab
Here you define the accommodation tax percentages and calculation types that should apply to reservations for each property. The setup is flexible and is posted with the night audit, if enabled.
| Field | Description |
|---|---|
| Tax incl. in Rate | Specifies whether Accommodation Tax is included in the Rate Code or not. |
| Tax Posting Income Account | General Ledger income account number. |
| Tax Calculation | How is the tax calculated?
|
| Tax Amount Type | Is the tax a fixed amount or percentage of the rate?
|
| Tax Amount/Percent | The tax amount or percentage depending on the Tax Amount Type. |
| Tax Item No. | The accommodation tax item used when acc.tax is not included in the rate. Added to a new Detailed Revenue Entry line. |
Number Series FastTab
Here you define the Number Series for the hotel property. The possible series are:
- Reservation No. Series
- Group Booking No. Series
- Prepayment No. Series
- Cancellation No. Series
- Statement No. Series
- Night Audit No. Series
Default Values FastTab
In this FastTab you can set up default values for individual and group reservations.
The Default Customer and Default Guest are required fields as the hotel setup needs this information in case it is missing on reservations.
| Field | Description |
|---|---|
| Default Days Staying | Default number of days when creating a reservation. |
| Default Room Type | Default room type for when creating a reservation. |
| Default Rate Code | Default rate code for when creating a reservation. |
| Room Reservation Type | Default reservation type for when creating individual reservations. |
| Group Reservation Type | Default reservation type for when creating group reservations. |
| Default Price Group | Price group used to calculate item/product price. |
| Default Customer | Default customer. Used for Night Audit, if there is no customer on the reservation. |
| Charge Activity to Room | Charge activity to the room so the activity is part of the room balance and can be paid at checkout or be invoiced. |
| Default Activity Location | Default location for activities. Overrides the activity location of the current activity user for activities created from Hotel Reservations. |
| Min Res. Act. Availability | Minimum availability for a Reservation Activity. Example: You have one activity to do, so you check that there are at least three availabilities to choose from. |
| Task for Attention | Task to create when the hotel reservation Attention field is set to true. |
| Show Rate Lines | If Yes, then all lines in the Rate Code are shown in the POS; otherwise, only one line is displayed with room number, arrival, and departure dates. Also when Show Rate Lines = No a Deal is created with Deal No. = #HOTELDEAL to handle displaying and printing of Rate Code lines. |
| Rate Lines Printing | Specifies how Rate Code is printed on a POS invoice. There are four options available:
|
| Derived Rate Rounding Type | Specifies how to round derived rates. Determines whether the derived rate will be rounded up or down to the nearest interval as specified in the Derived Rate Rounding Precision field. If you select Nearest, digits that are higher than or equal to five (5) will be rounded up, and digits that are lower than or equal to five will be rounded down. |
| Derived Rate Rounding Precision | Specifies the digit to which derived rates are rounded. Example: If you want to round to an amount without decimals you should enter 1, 10, or 100 and so on. If you want to round to two decimals you enter 0.01 and so on. |
| Derived Rate Decimal Places | Specifies the number of decimal places that are shown for derived rates. Example: If you enter 1 in this field, exactly 1 decimal place is set. If you enter 1:4, a minimum of 1 and a maximum of 4 decimal places is set. If you enter 2: a minimum of 2 decimal places is set. If you enter :2 a maximum of 2 decimal places is set. The default value in this field is 2:2. |
| Same Changes in incl. in Rate | Specifies to apply the same changes (Discounts, Payer No.) for all Detailed Revenue Entry lines included in the rate. |
Check-in FastTab
Here you can set the Default Check-in Time and Default Check-out Time for guests at the hotel. Note: This can also be changed at reservations.
Auto allocate rooms at check-in - if this check box is selected, you can check in a reservation without using a room number. If this check box is disabled, each reservation needs to have a room number allocated before check-in.
Note: This does not work for checking in a group, then you have to run the Auto Room Allocation action on the Hotel Group Reservation card or choose a room number for each reservation via their respective Reservation Cards.
Night Audit FastTab
The night audit process is scheduled to run every night. To work properly, the night audit needs to have a Night Audit Journal Template and Night Audit Journal Batch specified, as well as a G/L account for the temp balance.
If Accrual Accounting is No, it is necessary to post the finance General Journal that is created by Night Audit.
| Field | Description |
|---|---|
| Night Audit Journal Template | Number of the Night Audit Journal Template. |
| Night Audit Journal Batch | Batch number for the Night Audit Journal. Created, if necessary. |
| Night Audit Customer No. | Customer number that is used in the Night Audit if there is no customer on a reservation or if the guest is paying. |
| Night Audit Temp Balance | G/L Account number for hotel balance account. Must have Direct Posting = Yes. |
| Night Audit Source Code | Source code for the Night Audit journal. Default is GENJNL. |
Housekeeping FastTab
Setup for all things related to the housekeeping feature. The Housekeeping Job must have default values to assign as housekeeping rule for each room when run.
| Field | Description |
|---|---|
| Room Swap Housekeeping Status | The Housekeeping status the previous assigned room will get in case there is a room swap. Room swap is when a reservation has been checked in to the room and then changed to another room. |
| Check-in Housekeeping Rule | Specifies which housekeeping rule the housekeeping job should apply to the room when a reservation is checked in. |
| Stayover Housekeeping Rule | Specifies which housekeeping rule the housekeeping job should apply to the room when a reservation is staying over. |
| Checkout Housekeeping Rule | Specifies which housekeeping rule the housekeeping job should apply to the room when a reservation is checked out. |
| Vacant Housekeeping Rule | Specifies which housekeeping rule the housekeeping job should apply to the room when it is empty. |
| Room Swap Housekeeping Rule | Specifies which housekeeping rule the housekeeping job should apply to the room when a reservation is moved from it, when there is a room swap. |
Unified Settings FastTab
The POS Transfer Account and the Room Transfer Tender Type fields play a role when you charge items or activity to a room.
The Room Transfer Income/Expense No. is used as a parameter to the POS Command HOTELCHARGE2ROOM. The deposit setup is always the income account that you specify here.
| Field | Description |
|---|---|
| POS Transfer Account | G/L Account that is used when something is charged to a room. |
| Room Transfer Tender Type | The tender type that is used when items are charged to a room. |
| Room Transfer Income/Expence No. | The Income/Expence account that is used when items are charged to a room. |
| Hotel Balance Inc/Exp No. | The Income/Expence account that is used when Accrual Accounting is Yes so an invoice for Rate Code has been posted and the room is being payed in the POS. |
| Fire Report Path | Path to a folder that stores the fire reports, for example c:\FireReports |
| POS Deposit Type | Fixed to: Income Account. |
| POS Deposit Posting | The Income/Expence account that is used when a deposit is posted. |
| POS Discount Income/Expence No. | The Income/Expence account that is used when a discount is given on the POS. |
| Work Location | Specifies the work location for the purpose of staff management integration and rostering. |
| Calculate Statistics | Calculate statistics stored in the Hotel Res Statistic table. |
Web Settings FastTab
The fields for Web Settings are:
| Field | Description |
|---|---|
| Max no. of Nights in Web res. | Limits the number of nights in a hotel reservation created by Web API. |
| Virtual POS URL | URL to the virtual POS that is used in BackOffice: https://channelmgt.lsretail.com/VirtualPOS/ |
| Backoffice POS No. | The POS that is used in BackOffice (deposit). |
| Backoffice Deposit Staff ID | Staff used in BackOffice (deposit). |
| No. of minutes reserved | Number of minutes a room type is reserved in the Room Type Block table. |
| Payment Type | Payment type used for web payments. |
| Web Routing Rule | Routing rule used for new web reservations. |
| Web Market Segment | Market segment used for new web reservations. |
| Web Date Format | Specifies the date format that is used on the Web Templates (POS). |
| Web Comment Category | Web Services comments use this comment category when no comment category was specified in the web reservation. |