The More... dialog box

Click the [More] button to access additional options for modifying the reservation.

Delete reservation

If you select the “Delete reservation” check box and then click [OK], the reservation will be deleted after confirming a prompt. Reservations can be deleted only if you have the relevant user rights, if no revenue or payments have yet been posted for the reservation, and provided that no end of day has been carried out within the reservation period.

More...

Payment/routing instructions

Navigator [More...] button Payment/routing instructions

Payment and routing instructions govern the automatic transfer of charges within different guest accounts.

This feature is particularly useful when invoicing group reservations as these usually involve both a collective invoice and separate individual invoices to which part of the revenue needs to be assigned. For instance, this applies to company reservations where the company assumes all costs for board and lodging but the employees pay for individual costs (such as extras). The invoices are therefore perfectly prepared for check-out because all revenue is posted in accordance with the rules stored in the payment/routing instructions.

Creating a payment/routing instruction

1. Open the reservation in the Navigator and click [More...] > Payment/Routing instructions.

2. Create a payment/routing instruction: Click [New]. This opens the detailed dialog box for creating a new payment or routing instruction.

3. Open the transaction accounts list: Click [New] again to access the transaction accounts list.

This lists all the transaction accounts as well as the routing codes that have been set up for frequently used payment/routing instructions. Transactions marked with an asterisk* are default transaction accounts that are defined in the system:

Accounts marked with a “+” are user-defined routing codes.
The transactions stored in the system data are listed at the end.

4. Select a transaction account: Double-click an account to select it. Multiple accounts can be selected and accepted by clicking [OK].
   All revenue for the accounts selected here will be posted to the routing target that is selected in the lower pane.

Keyboard entry: You can also enter transaction accounts manually in the “Keyboard entry” box. Use a comma separator to enter additional transaction account numbers. Click the [Add] button to add these accounts to the list.

5. Define routing validity: Use the following options to further restrict the validity of the payment/routing instructions. This allows you to define the precise routing time.

6. Define routing target:

7. Apply settings: Click [OK] to apply all the settings and show these in the routing instructions:

Day = weekday;  Target invoice = the target invoice details (A-F for internal, Standard for external routings)

Route to: Do not route = revenue is routed within the reservation.
For external routings: details of the recipient of the respective reservation.

Invoice recipient and default method of payment

The lower pane of the “Routing instructions” window shows the invoice recipient and assigned methods of payment stored. If a company or travel agent profile is assigned to the reservation, this will be included on part B of the invoice. Part A of the invoice is always assigned to the guest profile. This cannot be changed.

Changing the method of payment: If a method of payment is selected for the reservation, this is used for part A of the invoice. To change the method of payment for part of the invoice, select it and click  [Method of Paym.]. Then choose the new method of payment required from the list.

Address: The [Address] button opens the profile search dialog box, in which you can select a new invoice recipient for the partial invoice.

Secondary address: If an alternative address to the main address has been stored in the profile (e.g. a company address), this can also be selected as the “Secondary address”.

Frequently Used Instructions

Click the [Frequently Used Instructions] button to access a list of freely definable and default routing codes.

Default routing codes are routings that are predefined in the system and would typically be required by most hotels; company reservations for example. In this case, the accommodation costs to be charged to the company’s account would be posted to invoice B.

It is also possible to create custom routing codes; for example, if different revenues from entirely different accounts (accommodation, spa treatments, and parking for example) are to be grouped within a single routing code. Once these have been created, they can be reused for your payment/routing instructions.

For more information about creating routing codes, see the protel system data manual.

Instructions “100” - “205” are the default instructions provided by the system.

Fixed charges

Navigator [More...] button Fixed charges

Use this option to enter charges that are to be additionally posted to the room rate at end of day. Example: An additional daily charge of two euro is to be posted for a daily newspaper.

You enter or select the accounts in the lower pane.

 Click [Y] to select an account from the list of all the accounts available in the system.

 Click [New] to use the selected account/article as a fixed charge.

Commission Recipients

Navigator [More...] button Commission recipient

You use this function to assign a reservation to multiple commission recipients of the same profile type.

Commission recipients through profile assignment

This pane lists the commission recipients that are assigned to the reservation automatically from the linked guest profile (4 max.: travel agent, company, source, group). The account number, name, and assigned commission code are displayed.

Additional commission recipients

To add additional commission recipients, click [New]. Click [Delete] to remove a selected profile assignment for this reservation.

Deposit

Navigator [More...] button Deposit

The deposit function allows you to manage deposits and advance payments.

From Version 2013.17.672 The deposit will be marked as “used” in the balance check already during the check-in; in doing so, the deposit’s booking status changes to “in use”.  

The upper section of the dialog box is divided into two panes, the left showing the deposit due and the right the deposit received.

Entering a deposit (left pane)

In the left pane, enter the payment due date:

1. Currency: The deposit currency.

2. Date: The deposit due date (the date by which the deposit needs to be paid)?

3. Amount: Enter the required deposit amount.

4. [New]: Click [New] to accept your entries.

You can follow the above procedure to enter multiple receivables.

Print payment form (possible only if a data exchange license is installed!)

Guest deposits can be transmitted to the protel HMS automatically by means of a bank transfer via data exchange (using MultiCash e-banking software, for example), where they can then be stored as payments. Click the [Print payment form] to create the payment/transfer form required by the guest for making the payment.

Select the deposit that is to be paid in the upper pane and click [Payment form].

Changing the deposit

If you need to change the amount or payment deadline, select the row in the upper pane, enter the changes, and click [Change].

Posting a deposit (right-hand pane)

1. Click the [Payment] button on the right-hand side of the window.

2. Enter the method of payment (important for ensuring that the deposit is posted correctly) and the amount paid. If you need to add more than one received deposit payment, click the [Add] button to calculate the total.

3. Click [OK] to post the deposit payment entered.

The system also accepts credit card payments. Click [Read CC] or [CC from Profile] to do this.

Once the deposit has been posted, the guest now has a credit balance corresponding to the amount posted. Any charges to be applied will then be posted against this credit.

Print deposit invoice

If the guest requires a receipt for the deposit, you can print out a deposit invoice for payments received. Be sure to select the appropriate deposit form for this printout.

Rate by day grid (RBD grid)

Navigator [More...] button Rate by day grid

You use the RBD grid to define different rates or rate codes for specific days of the stay (e.g., if a guest has booked a package for a single day or is entitled to a special rate for one night). You can also use it to change the number of persons for specific days of the reservation.

More examples:

• A conference speaker is arriving one day early and receiving a discount for this day

• A guest books for his wife to join him for the weekend at half-board (instead of the usual bed and breakfast)

The RBD grid easily accommodates changes such as these. protel posts the information stored here automatically for the specifically scheduled days.

The upper pane shows each day of the stay on a different row. Once guests have checked in, protel shows only the days still to be posted.

Changing data

In general:

1. Select the row of the day of the stay that you wish to change

2. Select the check box adjacent to the entry you want to change, and enter the required values (or select a value from the list).

3. Click the [Save Data] button to apply your changes.

Changing the number of persons or number of additional beds/cribs

Changing the rate

NOTE: If an amount has already been changed manually in the Navigator or when entering the reservation, no change will be made here because manual rates are fixed.

Other

Additional information

Right-click a date to view the associated rate information or price information per person. Select the required information from the context menu.

Companion

Navigator [More...] button Companion

Registration laws in some countries stipulate that guests have to fill out a registration card when they arrive at the hotel. All data associated with this can be stored using the “Companion” function, where you can enter all accompanying persons and persons subject to this registration requirement (for example, the reservation was booked by Mr. Smith and his companions are his wife and his son, who is subject to the registration requirement). Ideally, you would enter the companion details at the time of reservation since this will allow for preparation of the registration cards prior to the guests’ arrival.

Entering a new companion

Open the reservation in the Navigator and click [More...] > Companion.

1. In the “Companion” tab, enter the details of the companion, including their name, date of birth, and passport number.
   Information such as nationality and language is transferred directly from the profile assigned to the reservation. If the nationality or language is different from that of the guest making the booking, you can change it here.

Version 2015.19.030

The button for scanning business cards controls the connected business card scanner so that the field for the companions can be directly filled when scanning. HINT: This button only functions if the business card scanner interface has been set up.

2. Click [OK] to apply the companion settings.

The [Family] button

You can enter family members in the guest profile and then add these to the reservation as companions. This saves having to re-enter their names and dates of birth the next time this guest stays at the hotel with the family.

1. Click the [Family] button. If family members have been entered in the guest profile, click the relevant entries to add them to this reservation.

The Stays tab

The “Stays” tab is required if companions will be staying for a different period. The relevant dates can be entered here.

Phone calls

Navigator [More...] button Phone calls

If the system has a PBX interface, this option takes you to a log of all calls made by the guest. It shows the date and time of the calls, the number of units, the amount charged, and the phone number called. Use the drop-down list to choose whether to show telephone charges for all invoices or a specific invoice window.

Click the [Print] button to print the list. A list of all calls might be required by the guest, for example, to settle up with his or her company.

Wake up calls

Navigator [More...] button Wake up calls

This option is particularly useful for hotels that have an appropriately configured PABX interface. Any wake-up calls that you enter in this dialog box are communicated to the PABX and processed automatically. The wake-up call management feature can also be useful even if you don’t have a PABX interface since you can print out wake-up call lists from Reporting that you can use to make and monitor the calls manually. The process steps are the same either way.

You are only shown the days reserved for the guest’s stay. You can enter up to four different wake-up times per day.

As soon as protel receives confirmation from PABX that a wake-up call has been made, it selects the relevant check box.

The [Rem.] button takes you to information that is used exclusively by the PABX interface. This information cannot be modified. These entries are made by the interface and relate to the wake-up call.

Click [Delete all] to clear all entered wake-up calls.

If you wish to delete only one wake-up call, double-click the entry and press the “Delete” key.

Interface information

Navigator [More...] button Interface information

Use the protel.ini to activate this feature.

If various interfaces are available, you can use this feature to define guest-specific settings for each interface, e.g. for Internet access, for connected access control systems, telephone settings, Pay TV etc.

Traces

Navigator [More...] button Traces

In protel PMS, traces are important internal guest-related messages or tasks for different hotel departments. For example, a trace can be created for the kitchen if a birthday cake needs to be prepared for a guest, or for housekeeping if a bouquet of flowers is required in a room.

For an overview of traces, go to the trace report (“Reports > Traces”), where you can view all the traces by date. You can also generate a trace report when you complete the end-of-day routine.

The “Traces” dialog box lists all the traces stored for a reservation. This provides a clear overview of the dates and times of the required traces, the departments affected, the name of the users who entered the traces, the times the traces were entered, the respective tasks, the task status, and, the name of the user who completed the task if it has been completed already.

Traces can also be saved in the guest History. This is indicated by an “X” in the “History” column.

The context menu

To access the edit function of the Traces dialog box, right-click to open the context menu:

Creating/altering traces

The dialog box for creating/altering traces is divided into several panes:

From / To / Time: You enter the date or period and time the trace must be completed here.

Reservation info: Displays the reservation period booked.

Weekdays (as of version 2013.16.690 of Jan. 22, 2013): You can define specific weekdays on which you want the trace to appear for a period. The period must be entered from the first trace to the last trace. This cannot be transferred to the Auto Trace; it applies only for unique traces.

Traces History: If you select this check box, the trace will also be saved in the Traces History of the guest profile.

Auto Trace: If you select this option, the trace entry will be saved after reservation check-out and set automatically each time the guest makes a new reservation.

Show at: Causes a trace to be shown in association with a specific action (reservation, check-in, check-out).

Department: Select the department responsible from the drop-down list. The table below lists the predefined traces for the respective department. Double-click to insert traces listed here in the text box.

Text: If you choose not to insert any traces from the table (see above), you can enter your own text here.

Text (local): In this box, you can enter text in a local language that uses a different character code (e.g. Arabic). For more information about local text boxes, see: Hints and tips > Local text boxes.

Document (as of version 2007.11.395 ): Click the [...] button to store a document associated with the trace entry. This could be a menu, for example, if the guest has reserved a table for the restaurant, or a greetings card that can be accessed and printed out for a birthday trace, or even detailed trace-related instructions for employees, and so on. Documents stored here are saved centrally at path <protel>\TRACEDOC, which can be accessed from any workstation.

Click [OK] to save the trace entry.

If at least one open trace exists, an exclamation point will appear in the Navigator:

Attached profiles

Navigator [More...] button Attached profiles

You can attach another guest profile to a reservation. protel interprets the attached profile as an accompanying person and uses this person’s details for registration purposes. A guest profile for the accompanying person must exist (or be created) in protel; the companion does not then need to be entered manually from the More dialog box.

Right-click anywhere within the dialog box to open the context menu, which contains the following editing options:

Deviant exchange rates

Navigator [More...] button Deviant exchange rates

You can use this option to define an individual exchange rate for a reservation. This will overwrite the global exchange rate for this reservation.

Select the “Fix exchange rate for this reservation” check box. You can then choose to define a specific exchange rate for a currency or select a date that is to provide the basis for the currency exchange rate.

Credit card authorization

Navigator [More...] button Credit card authorization

You perform credit card authorization to verify the card validity and credit limit. The amount you enter can range from the rate for one night to the cost of the entire stay.

Edit invoice

Navigator [More] button Edit invoice

A number of additional invoice processing options are offered here. You can also access the options listed here by clicking the [Edit] button from within the invoice form.

Information invoice

Navigator [More] button Edit invoice Information invoice

Print out of an invoice that shows all registered charges up to now (can be used as a receipt for payment receipts).

Invoice print mode

Navigator [More] button Edit invoice Invoice print mode

Summarization and sorting of items

The following different options are available for printing out the guest invoice:

• Detailed invoice: If you select this option, every individual posting is printed; nothing is summarized.

• TAA summarized by day: Causes postings for the same transaction account to be summarized by day.

• TAA summarized by stay: This option is chosen by default. Postings for the same transaction account will be summarized by stay (one row for accommodation, one for telephone, one for minibar etc.).

• TAA summarized by guest names: This option is particularly recommended for group invoices because the individual charges are assigned to each guest.

• TAA summarized per rooms: This setting can also be useful for group invoices.

• Summarize EOD charges only: With this option, all postings that are posted as part of the end-of-day routine (room rates and other fixed charges) are summarized and any additional postings are printed out in detail.

• Summarize TAAs to total package: Same as “TAA summarized by stay”, but also summarizes all accounts as total packages; in other words quantity = 1. This is useful for weekend arrangements that involve daily posting at different daily rates.

• Summarize EOD charges to total packages only: With this option, only EOD postings are summarized as total packages; all other postings will be printed in detail.

• TAA summarized by guest, sorted by res.no.: This setting can be useful for group invoices. The charges are assigned per guest and sorted by the guest reservation numbers.

• Detailled invoice, sorted by TAA main groups: With this option, the postings are not summarized, but sorted by the main groups defined in the system data; for example, accommodation, hotel bar, spa treatment, and so on.

• TAAs summarized per day, sorted by TAA main groups: Postings for the same transaction account are summarized by day and sorted by the defined main groups.

• TAAs summarized per stay, sorted by TAA main groups: With this option, all postings for the same transaction account are summarized for the entire stay and sorted by the defined main groups.

Invoice Layout

Additional invoice forms to the standard invoice can be stored in the system data. Choose the invoice form you require from this drop-down list.

You can also define the currency to be used for this invoice. To be able to do this, the currencies and exchange rate must have been created already (see the Exchange rates chapter).

Lease invoices for long staying guests (available only after activation)

You use this option to define the invoicing procedure for long-term guests. Please contact our support team if you require the separate guide that explains this in more detail.

Pro forma invoice

Navigator [More] button Edit invoice Pro forma invoice

The pro forma invoice calculates the accommodation costs for a guest or group in advance and displays these on an invoice form. These costs are calculated on the basis of the rate code, the stored fixed charges, and the stored packages.

A pro forma invoice for a group can be created from the group master. It is important that the split has already taken place (i.e., that individual reservations exist) for group members at the time the invoice is generated.

Charges are not posted at this time. An advanced invoice is created only for charges according to rate code and fixed charges.

1. Immediately after choosing this function, the “Invoice print mode” window (see above) appears, in which you can then choose the required invoice mode and form.

2. A dialog box then appears, in which you choose whether to create the pro forma invoice for the entire stay or for a specific number of days only:
   Enter days: Enter the number of days and click [OK] to confirm.

3. Select the invoice window (A,B, C, etc.) for which you want to create the pro forma invoice. Routings to other invoices/invoice windows will be taken into account here.

The pro forma invoice is not given an invoice number. If you would like pro forma invoices to have invoice numbers, this can be configured in the system. Note that the invoice number is allocated by the final check out for the reservation. If the invoice section on which the pro forma invoice was based is not used, the invoice form is retained and is stored within the system.

Invoice history

Navigator [More] button Edit invoice Invoice history

Shows all previous invoices for this guest.

The functions in the upper pane of the dialog box allow you to filter your search by specific criteria. Enter an invoice number, a date, and/or a fiscal code, and click [Start Search]. Click the [Reset Filter] button to clear all the filter criteria.

All of the invoices matching the entered search criteria will be displayed in the center of the window. If you do not set any filters ([Reset Filter]+[Start Search]), all of the invoices for the guest will be listed.

You can select invoices individually or all at once (click the [All] button).

The following functions are available for the selected invoices:

Void Invoice

You use this option to void invoices retroactively. This creates a void invoice and, if only a part of the invoice is being voided, a new, corrected invoice.

The dialog box lists all items from the invoice. The lower pane shows the total charges and the total for the individual items selected.

Post marked items to new invoice: If only part of the invoice is to be voided, select the charges that are to be reposted after the void (one by one or by clicking the All / None buttons) and select the Post marked items to new invoice check box. Then click [Void invoice] and confirm the subsequent prompt to complete the procedure. This will generate a void invoice in invoice window A and the new invoice in invoice window B. From the invoice window, you can now check out the newly posted charges.

For more information, see also “Cash Register”, “Invoice History”!

Advanced payment

Navigator [More] button Edit invoice Advanced payment

From version 2013.17.000: This function can also be added to the Navigator's tree view. Ask your protel Support Team to set up your protel system accordingly! We’re happy to help.

If the guest makes an advanced payment either at the time of or after arrival, you can enter and post the payment here. The payment will be posted directly to the guest account. This payment will be included in the daily balance calculation.

Guest information is shown in the upper pane of the dialog box.

Invoice: From the drop-down list, select the part of the invoice to which the advanced payment is to be posted.

Value: Choose the date on which the credit is to be entered (if not today’s date).

Method of paym.: Select a payment method and enter the amount:

Manual rate code posting

Navigator [More] button Edit invoice Manual rate code posting

This option is for posting or voiding rate codes and additional fixed charges manually (“More...” button, “Fixed charges”).

Note that, unlike advance invoices, the postings made here are effected in addition to the rate codes/fixed charges posted during an end-of-day routine.

Rate code: The box in the top left shows the rate code that was entered for the reservation.

Use different rate code: If you want to post a different rate code, select the Use different rate code check box. This makes the rate box editable, allowing you to select a different rate code.

Date: Choose a date for which the room rate is to be posted. You can enter the date directly or use the [+]- or [-] buttons. This function is used for price determination purposes only. The posting will always be made to today’s date. The date does not need to be within the reservation period.

Quant.: You can also enter the quantity to be posted, meaning the number of nights rather than number of persons.

Options: The following options are available for selection:

Use different billing text: In this box, you can enter free text that also appears on the invoice. If you leave this box blank, protel displays the rate code text.

In the center of the window, the name of the guest for which the posting applies is highlighted. If you accessed this function from a group master, all the guests in the group will be listed here. In this case, all the guests will be highlighted, but not the master itself. Click individual guests or click the [All] or [None] buttons to select or remove guests to be posted.

Test Posting: Before completing the posting, you can display in the second window a list of the postings to be made according to the conditions entered previously. This gives you an opportunity to check the list and amend if necessary before posting the revenue.

Do Posting: Click this button to complete the posting to the invoice. If at this point you notice that the settings are incorrect, you can only make corrections by voiding the invoice or deleting items from it.

Date of next rate code posting

Navigator [More] button Edit invoice Date of next rate code posting

You use this option to set the room rate posting date to an earlier or later date.

Transfer charges to another invoice

Navigator [More] button Edit invoice Transfer charges to other invoice

This offers an additional option for transferring charges (to supplement that explained in Transferring charges to another partial invoice).

The window is divided into two panes. The left pane lists the data for the invoice containing charges to be transferred (the source invoice). The right pane lists the invoices to which the charges are to be transferred (the target invoice).

Source invoice

The details (name, room number) are displayed for the guest whose charges are to be transferred.

Click [Mark all] to select all the charges listed. If you only want to transfer individual charges, click the relevant ones to select.

If you select the Charges with posting date check box and enter a period, the system will only transfer the charges that fall within this period. If you select The following TAAs only check box and enter the transaction accounts, the system will only post charges for the specified accounts. Use a comma separator when entering multiple transaction accounts.

Target invoice

Enter the room number or name of the guest account to be posted. If a group master exists, you can click the Group Master button to post to the master account.

The individual partial invoices of the target guest account are displayed below this. If balances already exist, these will also be listed. To post the charges to the appropriate partial invoice (A, B, C etc.), click the corresponding button (to A, to B etc.).

Collect charges from group members (group master only)

Navigator [More] button Edit invoice Collect charges from group members

You use this option to post charges for group members to the Group Master.

All charges for all group members are listed by default and will therefore be included in the transfer posting.

To select specific charges to be included in the transfer posting, simply click the relevant entries (guests, TAA main groups, transaction accounts, individual postings). These postings will be listed in the top right under “The following charges are transfered”.

Groupmembers:

Lists the names and room numbers of all group members.

Please note that only checked in group members (members with status CI) will be displayed!  

All of the members are selected by default, meaning that charges will be transferred from the invoices of all guests. You can, however, select individual guests to be included in the transfer posting. You can also click the [All] or [None] button to select or deselect all guests respectively. You use the A - F check boxes on the right if you wish to include charges from specific detailed invoices in the transfer posting.

From Maingroups / Following TAAs only:

These boxes show the TAA main groups and transactions accounts for which postings have been made to guest invoices. Select the specific charges you want to transfer to the master by selecting the required main groups and transaction accounts.

Charges from:

With this option, you can select charges that were posted on specific days to be included in the transfer posting. Simply choose the days in question. You can use the [All] and [None] buttons to quickly select or deselect all dates listed.

The following charges are transfered:

This box, which is situated in the top right of the window, lists all the charges selected. You can also select individual charges from this list.

To transfer the posting of the selected charges to the required group master invoice, click the relevant button ( - ).

Click the [Pay. instr.] button to open the routing/payment instructions for the group master. See the “Payment/routing instructions” for more information about this window. Click the [Transfer by using payment instruction] button to complete the transfer posting in accordance with the routing/payment instructions stored.

Print reports

Navigator [More] button Edit invoice Print reports

Displays/prints a report showing all the posted invoice windows of the guest.