protel Front Office - HiT S.A.

1 Unauthorized distribution not permitted Hospitality with a System protel PMS protel Front Office User Manual | protel Front Office | User Manual | (February 2014) Page 2 of 322 protel Front Office User Manual protel hotelsoftware GmbH. All rights reserved. Editor: Martin Drenkelfort, Technical Communication and Public Relations Dept. protel hotelsoftware and protel Front Office are proprietary and registered trademarks. Further information about protel hotel software products can be found on our website at protel hotelsoftware GmbH Europaplatz 8 44269 Dortmund Germany T: +49 (0) 231 91593 0 F: +49 (0) 231 91593 999 The protel hotel management software and the documentation were created and verified with utmost care and to the best of our knowledge. protel hotelsoftware GmbH does not take any responsibility, neither for eventual damage caused by the use of the software or its documentation, nor for eventual mistakes that may be contained in the manual or in the software.

2 protel hotelsoftware GmbH does not provide any guarantee with regards to this documentation and rejects guarantees regarding the fitness or suitability for a specific purpose. Moreover, no guarantee is provided, unless expressively given in writing, for the compatibility of the software with other programs or hardware components. These conditions apply even without prior notice as well on eventual updates or changes. protel hotelsoftware GmbH reserves the right to make alterations to this document or to withdraw it at any time and without prior notice. Product names are registered trademarks and are the property of the respective holders of the rights and are governed by the statutory regulations. The use of common names, registered names, trademarks, etc. in this publication does not imply, even in the absence of a specific statement, that such names are exempt from the relevant protective laws and regulations and therefore free for general use.

3 This documentation may not be copied partially or as a whole, nor be reproduced or distributed by any other means, without prior written approval given by protel hotelsoftware GmbH. Document version: | February 20, 2014 protel Front Office - User Manual | protel Front Office | User Manual | (February 2014) Page 3 of 322 Table of Contents About this manual ..7 Preface .. 7 Elements and icons used .. 7 Further information .. 8 Hints and tips ..9 Toolbar .. 9 Function keys ..10 Working with windows ..11 Hotel selection ..11 Standard buttons ..11 Working with tables ..12 Profile tabs ..14 Context menu ..15 Selecting multiple items ..15 Drag & Drop ..16 Entering a date ..16 Sticky notes ..17 Search bar ..17 Local text fields ..18 The Navigator .. 19 Navigator structure ..19 Pane - Guest ..20 Pane - Reservation ..22 Pane - Invoice ..25 Pane - Messages ..28 DC Reservation history.

4 33 Reservation texts ..34 Change name (assign to another guest) ..36 Creating sharers ..36 Guest history ..36 button ..38 Group members/Group master ..64 IFC settings ..66 protel Front Office - User Manual | protel Front Office | User Manual | (February 2014) Page 4 of 322 Reservation .. 67 The Reservation dialog box ..67 Finding and creating a reservation ..75 Private reservation ..76 Company reservation ..77 Group reservation ..77 Travel agent reservation ..90 Source reservation ..90 Sharer reservation ..90 Sales enquiry ..95 Room allocation ..100 Rooms out of service ..103 Block/unblock rooms ..104 Hurdle Rate availability ..107 Maintain Allocations ..114 Overbooking ..123 HIS Wellness ..124 Distribution channel settings ..124 Cash register .. 125 Cash register overview ..125 Logging in to a cash register ..126 Invoices ..127 Chance Sales ..142 Posting charges ..143 Vouchers.

5 144 Cash Register Posting ..145 Check / Currency Exchange ..146 Exchange rates ..148 Cash Register Closure ..149 Deposits to be paid ..151 Paid out receipts ..152 Invoice History ..154 Accounts receivable ..157 Batch Invoices (SQL only) ..168 protel Front Office - User Manual | protel Front Office | User Manual | (February 2014) Page 5 of 322 Reports .. 169 Arrivals report ..169 In-house list ..173 Departures report ..175 Messages ..178 Traces ..180 Rentable objects ..181 Phone numbers ..183 Balances ..184 Reservations ..186 No shows ..192 Meal plan ..193 Room type plan (F2) ..195 Room plan (F3) ..203 Available rooms ..212 Forecasting reports ..213 Hotel status ..214 Lost + Found ..215 External organizer ..220 Housekeeping ..221 Room status ..230 Room discrepancy ..231 Administration of cots ..232 Reservations on the book ..234 Office .. 235 Internal Reporting ..235 Report spooler.

6 237 Manager spooler ..237 Graphic module ..238 Commission clearing ..239 Word processor ..243 Editing templates ..244 Internal word processor ..246 Information book ..247 End of protel Front Office - User Manual | protel Front Office | User Manual | (February 2014) Page 6 of 322 Options .. 253 Printer ..253 User logoff ..253 User System data ..254 Reload system data ..254 Active sessions ..254 Wake-up call management ..255 PBX protocol ..257 User-defined values - day/month ..257 Entering a move ..257 MPE hotel selection ..258 SQL Editor ..259 Language ..259 Guest profile .. 261 Searching guest profiles ..262 Guest profile tabs ..265 PCI ..297 My profiles (SPE & MPE only) ..298 File Export/Mail Merge ..299 Mail Merge History ..307 Headquarter Profile Maintenance ..308 protel Match & Merge ..309 MS Outlook Synchronisation ..310 Import MS Outlook Email ..311 Add-Ons .. 313 Daily Rates.

7 313 Index .. 319 protel Front Office - User Manual | About this manual | protel Front Office | User Manual | (February 2014) Page 7 of 322 About this manual This chapter provides general information about using this manual. Preface Our protel hotel management systems keep evolving with the growing needs of our clients. Despite their complexity, however, they remain highly flexible and adaptable at the core. In fact, our software solutions are as unique and individual as the requirements of the companies that use them. This makes it extremely difficult to provide a manual that is perfectly tailored to the needs of each and every hotel. While we took great care to explain all features of the software in detail, the individual steps and workflows may vary across hotels depending on their company structure and specific configuration of the software. It should therefore be noted that both the online help and this manual are not intended as a replacement for comprehensive on-site user training.

8 Should you notice that the described procedure does not coincide with what you see, you may not be using the latest version of the manual. In this case please look at the version number and date of the manual. You can find these informations in the imprint and the footers. Questions or suggestions are also always welcome: If you are sure that you are using the latest version and still cannot find certain information or find the descriptions to be unclear, please write to Elements and icons used Icon Description A note that provides important background information Please note: Important! Associated topics / additional information Refers to available user rights Indicates additional settings to expand or amend a feature protel Front Office - User Manual | About this manual | protel Front Office | User Manual | (February 2014) Page 8 of 322 Further information protel manuals & documents Further documents about protel can be provided upon request.

9 Please contact your protel Partner. Documents about software updates can be accessed directly in the protel menu Help > About protel > Internet Update > Read Update Information . The online help system also includes a continuously growing amount of additional information. Support Please note that this manual will not be able to answer all of your questions thoroughly. If you need any support, please feel free to contact your local protel Partner or protel Academy protel s property management software is a powerful tool with an enormous range of functions. As with every software, the more you are familiar with it, the more you will benefit from it. Although hotel software from protel is fairly self-explanatory, a training session is recommended to get the most out of the hospitality system, regardless if you are working with protel online or protel on-premises solution or if you are a beginner or an advanced protel user.

10 protel training programs for hospitality industry members cover the entire spectrum of your daily routine at the Front Office including tips and tricks to get things done more efficiently. protel Individualized Training protel offers training sessions to suit your every need. If you are interested in an individualized training for you or your team, please contact us at or your local protel Partner. protel Front Office - User Manual | Hints and tips | protel Front Office | User Manual | (February 2014) Page 9 of 322 Hints and tips Toolbar The toolbar provides quick access to the most frequently used features. Click a toolbar icon to open the respective function. All commands that are accessible through an icon can also be selected using the corresponding menu items. Shows the interface status. Opens the Room type plan. Opens the Room plan. Opens the List of available rooms.