Summary Slide

 Property Management System

 Diagram–The Guest Account
 Guest Registration Menu
 Diagram–Guest Accounting Menu Display
 Check-in Illustration
 Steps 1 to 10
 Registration Card
 Diagram Registration Card
 PMS Hierarchy
 Diagram–PMS Hierarchy
 Internet Exercise

Figure 8-1
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.

Figure 8-2
 The Guest Account–
Two Parts of the Same Whole

Guest Guest
Registration Accounting
Menu Menu

Figure 8-3
Guest Registration Menu

Figure 8-4
 Figure 8-5
Guest Accounting Menu Display

Guest Name: M/M Jones Room Number: 123

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 12/1 123 Room Rate 100.00
AI
2 12/1 123 Room Tax 6.00
AI
3 12/2 123 Room Serv. 38.50
JB
4 12/2 123 Movie 8.00
KM
5 12/2 123 Room Rate 100.00
AI
6 12/2 123 Room Tax 6.00
AI
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?
Figure 8-6
Step 1 is to identify the arrival and departure information, and if need be,
verify with management the availability of sleeping rooms.

Figure 8-7
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.

Figure 8-8
Step 3 is to use the PMS system to determine what available rooms in
the hotel inventory match the guest’s room preferences.

Figure 8-9
Step 4 is to assign a specific room number based on what PMS indicated
was available.

Figure 8-10
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.

Figure 8-11
Step 6 is needed to determine method of payment.

Figure 8-12
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.

Figure 8-13
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.

Figure 8-14
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).

Figure 8-15
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.

Figure 8-16
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
Figure 8-17
 The Registration Card Figure 8-18

Room Number_________ Card # 001

Nice Hotel and Towers
123 Nice Avenue, Anywhere, USA

Arrival Date______Departure Date_______ Payment________

Room Preference________ Rate___________
Signature___________________
(By signing above, I hereby confirm all details contained herein are correct and agree to
abide by hotel policies)

Check-in Time is 3PM (15:00) Check Out Time is 12:00

Guest Name __________________________

Company Name _______________________
Address _____________________________
Telephone ______________
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
Figure 8-19
 P M S H ie r a r c h y

F r o n t O ffic e M e n u

R e s e r v a t io n s M e n u R e g is t r a t io n M e n u N ig h t A u d it M e n u H o u s e k e e p in g M e n u U n ifo r m S e r v ic e s M e n u

M a k e a R e s e r v a t io n G u e s t R e g is t r a t io n T r ia l A u d it R o o m S ta tu s U p d a te G u e s t L o c a to r

P o s t A d v a n c e D e p o s it G u e s t A c c o u n t in g M a r k e t S e g m e n t a t io n G u e s t R e g is t r a t io n G u e s t M e s s a g e C e n te r

G r o u p B o o k in g s P r in t D a ily R e g is t r a t io n C a r d s P O S M enu R o o m B lo c k in g

T r a v e l A g e n t C o m m is s io n s C h a r g e R o u t in g R o o m S ta tu s U p d a te G u e s t M e s s a g e C e n te r

R o o m F o re c a s ts R o o m B lo c k in g F in a l H o u s e k e e p in g R e p o r t s

R e s e r v a t io n s R e p o r t s G u e s t M e s s a g e C e n te r

G u e s t M e s s a g e C e n te r F ro n t D e s k R e p o rts

Figure 8-20
PMS–Internet Exercise

This exercise exposes you to a different PMS

system.
 Step 1: Go to the web site www.execu-tech.com
 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

Figure 8-21
 Property Management
Systems Web Sites

Hospitality Technology Solutions TCS Systems

http://www.innhanse.com
TPE Research
http://www.tperesearch.com
Multi-Systems Inc.
http://www.msisolutions.com
InnSystems
http://www.innsystems.net/index.html
Resort Systems Inc.
http://www.resortsystemsinc.com/index.html
http://www.guesttracker.com
Hotel Data Systems
http://www.hoteldata.com
Micros
http://www.micros.com/
Aremissoft
http://www.aremissoft.com
Metropolis Technologies
http://www.metropolis-tech.com
Ramesys Hospitality
http://www.us.ramesys.com

Figure 8-22