Express Check Out - MSI Solutions

1 Best Western International Confidential Page 1 The comprehensive set of technical instructions contained within, are designed to assist Member hotels with the necessary steps to implement Express Check Out. The four methods included are: Enable Express Check Out by printing and delivering a folio statement to each Guest room Enable Express Check Out by sending a folio statement to departing Guest email Allow Express Check Out using the Guest room telephone o Additional hardware and software purchases may be required to provide the necessary interfaces. Please be advised that the support of these features will vary by PMS vendor.

2 Allow Express Check Out using the Guest room television o Additional hardware and software purchases may be required to provide the necessary interfaces. Please be advised that the support of these features will vary by PMS vendor. Express Check Out WinPM Best Western International Confidential Page 2 I. How to configure folios to automatically print at checkout WinPM has the ability to configure the printing options so that folios will automatically print at checkout . The user performing this action must have the security rights to change this configuration setting. 1. From the Main menu click on GM Functions header at the top of the screen 2.

3 Click on System Settings from the menu list and a new window will open 3. Click on Property Settings from the left menu to expand the options Best Western International Confidential Page 3 4. Select Printing Options 5. The options will display, click on the Folios tab 6. Next to the Number of Folios to print on Check -Out enter the number of copies that should print for each checkout performed 7. You may select other folio print options that meet your needs and click Save to implement the change The system will now automatically print the folio once the reservation has been checked out If you do not wish for folios to automatically be printed enter a zero.

4 You may manually print each folio as later explained in this document. (Pg. 10) II. How to add an email address to the folio during Check In 1. From the Main menu click on the ' Check In' button or select 'Front Office/Cashier' from the top of the screen and click on ' Check In' (F2) from the drop down menu. 2. The Guest Check In screen will appear, type in your search criteria a. Guest Name Last/First b. Arrival date c. Confirmation number 3. Click the Search button to display results Best Western International Confidential Page 4 4. Select your reservation by clicking on the record 5. Click OK or double click the record to open the reservation 6.

5 The reservation will open and you will be prompted to assign a room number 7. Select your room number by double clicking on the room record to assign 8. You will then receive a prompt to enter in the payment method 9. Enter the payment information and click OK Best Western International Confidential Page 5 10. The reservation is now In-House, you must click on 'Change' from the right menu to update the reservation 11. Click in the Email field at the bottom of the screen and enter the guests email address 12. Click Save to now save the reservation 13. Click Close to exit. Best Western International Confidential Page 6 III.

6 How to generate a list of email addresses prior to checkout WinPM does not have an option to pre-populate and email with the guests stored email address. In preparation for checkout you will want to pull a Guest Data Export report. This will allow you to have a list of guests email address s on hand during checkout to expedite the process. This report requires a newer version of Microsoft Excel to be loaded on your PC so that you can open it in a more legible format. The file type is a .CSV which is primarily opened in Excel but you can also use Notepad to view the results. 1. From the Main screen, click on Reports 2. The menu list will appear, select Guest Data 3.

7 From the Guest Data option select Guest Data Export 4. The Guest File Data Exporter window will open 5. Select your file path and name by clicking on the Folder icon Select the file location where to save the report Enter the file name you want to name the report Best Western International Confidential Page 7 6. Click 'Open The folder and file name are now populated on the Guest data File Exporter 7. In the 'Data Range' section select Guests Stayed 8. Enter in your date range in the From and To fields for the guests due out This would be the checkout date 9. In the Guest Marketing Filters section, select the dropdown for Status Select 'In House' 10.

8 Click Save You will receive a prompt that it was saved/exported successfully 11. You can now open the report from the location you saved it in to display all guests and their email addresses that were stored. You will want to print the report to have on hand during checkout to mark guests as you Check out each one. Best Western International Confidential Page 8 IV. How to Check out and Post payment 1. From the Main menu select 'Front Office/Cashier' from the top of the screen and click on ' Check out' (F9) from the drop down menu. (Or click on the ' Check Out' button) 2. The ' Check Out A Guest' search screen will appear 3.

9 Enter in your search criteria a. By Last Name & First Name b. Or by Room Number Best Western International Confidential Page 9 4. Click OK and the Guest folio will appear 5. Click on Post , to post payment 6. The posting options will display, enter in the required payment fields a. Department & Amount are required fields 7. Click OK to post the payment Best Western International Confidential Page 10 8. The balance is now at zero ($ ) 9. Click on the ' Check Out' button on the right side of the screen to Check the reservation out. If you select Check Out and a balance is still due, the post payment screen will reopen until no balance is left.

10 Then the guest can be successfully checked out. V. How to Email the folio during checkout 1. After selecting the Check Out button on the Guest Folio screen click on 'Print' 2. The Report Setup screen will open 3. Select Preview under the 'Report Destination' section 4. Click 'OK' Best Western International Confidential Page 11 5. The Print Preview screen will appear allowing you to preview the folio prior to emailing it 6. Click Email icon 7. The system will prompt you for a file name to save a copy of the folio in PDF format a. You can use the system name default Folio_business date or manually type a file name that will make sense to the guest (Ex: Guest name_Confirmation#) 8.