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Resort Manager
Resort Manager is the complete integrated package of all the Resort Manager’s hotel property management system. Providing essential Front Desk, Reservations and Point of Sales modules together with Finance and Inventory Control modules (plus more), Resort Manager is the complete and comprehensive system ideal for medium to larger hotels and boutique villas.
Resort Manager contains all the modules for :
Solutions
Front Desk
Reservations
Room Status
Guest Relations
Point of Sales
Reporting
Back Office
Finance
Inventory Control
Front Desk
The Front Desk module covers all general front desk operations: walk-in bookings, guests in-house, task reminders, and telephone directories. It also contains the Night Audit Wizard to simplify closing the end of day’s business transactions and start the system on a new business day. This is a good benefit for having a property management system.
All these operations have pre-set selections, usually assigned by a manager and controlled by the Settings tools.
Walk-in guests are booked in at Front Desk.
The Check-In Wizard feature guides the operator through all the necessary stages to book in the unexpected guest(s).
The Check-In Wizard ensures:
• availability of the requested room type for the requested duration stay.
• allocation of a suitable, clean room.
The Guest In-house section of the Front Desk module covers all guests staying the resort as well as their desk folios.
All guests, groups and visitor (desk) folios are easily accessible.
Easy to view check-in and check-out dates, along with the running balance of the folio charges.
An easy search feature allows the operator to enter all or part of a guest name to bring up details of their room and check-in and check-out dates.
Front Desk staff can quickly determine which room to direct calls to or leave messages for, if required.
An easy search feature allows the operator to enter all or part of a guest name to bring up details of their room and check-in and check-out dates.
Front Desk staff can quickly determine which room to direct calls to or leave messages for, if required.
Busy Front Desk staff can be swamped by guests’ requests, administrative duties and incoming phone calls. Quickly written notes can be easily mislaid and overlooked by the next shift.
The Tasks feature centralises all the To-Do Tasks so that all staff can check at a glance what is outstanding and needs immediate attention.
Opening up any entry gives further details of the task: who the task was set by and allocated to, as well as the progress of completion.
The Search function performs a search on the entire hotel system: reservations, folios, and groups. A search can also be performed on future bookings, last year’s bookings or any date required.
Cancelled bookings can also be re-opened through Search if the booking is for today’s date.
Reservations
The Reservations module covers everything that happens before the guest arrives: bookings, guest records, room allocation, special requests etc.
There is a custom filter Room Calendar feature which also allows rapid ‘room optimisation’ to be performed. Availability function provides Front Desk staff with all the information they require about upcoming room availability, including rates and special discount periods. In conclusion, purpose of hotel reservation system is to keep on track on every movement.
Reservation forms are either automatically generated through OTA (Online Travel Agent) bookings or can be manually completed from other sources.
Returning guests are automatically detected, past stays and details can be viewed and auto-filled.
Availability of requested room type and allocation of a room.
Specific guest requests, notes and additional inventory items all handled.
The receiving, recording, and managing of reservations. The Reservations feature contains a list of all the existing and cancelled reservations in the system. From Reservations it is possible to perform further actions such as: making new reservations, checking in guests, cancelling reservations, printing guest Check-In form and issuing standard email letters for guests.
The Reservations feature contains multiple modes of search and filter to allow the operator to access reservation information under multiple categories.
Group bookings require slightly different handling, and the Resort Manager Groups feature ensures that necessary details are entered and recorded.
The Room Calendar displays every booking that has been taken and to which a room has been assigned.
Rooms are colour coded and can be further filtered by amenities.
For boutique resorts and hotels with limited rooms/villas (less than one hundred) it is highly advisable to allocate rooms immediately on booking to ensure availability and avoid moving guests from room to room.
The Room Calendar feature provides quick and easy viewing of occupancy and booking status and allows easy to perform room optimisation for maximum use of the hotel’s room resources.
The Availability chart shows the current and future availability of rooms in the hotel and the current percentage occupancy rate by date. This feature is for viewing and is extremely useful when answering telephone enquiries about availability and room rates.
Hover cursor over any room for a future date and a box opens displaying all applicable rates and minimum nights’ stay.
The bottom section of the Availability box shows Inventory Items. These are items of which the hotel has only a limited stock and that can be booked in advance. The operator can use this feature to quickly the check the availability of these items for a particular booking date(s).
All the Reservations, Front Office, General, Housekeeping and Telephone Operator selection options are controlled by the Settings tool.
There is a record for every room in the resort and records contain details regarding the room, including ownership and amenities.
Room rates are set dependent on several factors: the Room Type, the Rate Plan and the dates for the bookings. These can be overridden when necessary.
The Folio Item Maintenance tool creates complete lists of commonly used guest services, such as laundry lists, mini-bar contents, tour packages, spa etc. This guarantees the billing process is standardised and contains prices, service charges, applicable taxes, availability, and correct revenue codes.
The GDS (Global Distribution System) provides a real-time connection between the RM system and thousands of online Travel Agents (OTAs). Hotel updates on availability, rates etc. are sent to the GDS at regular intervals and automatically updated on all OTA sites. When bookings are made through an OTA, the GDS automatically creates a booking in the hotel reservation system. (Add-on module)
Room Status: Housekeeping
The Room Status module displays a grid of all the hotel rooms. This enables Housekeeping to view the status of each room at a glance. Basically. the status of each room can be quickly adjusted by a drop down menu or, for the common housekeeping tasks, through a ‘click’ button action.
The Room Status module displays a visual grid of all the hotel rooms. Housekeeping can view:
• location details of each room
• type of room.
• occupying guest name, with check in and check-out dates.
• current, colour coded status of each room.
• date sheets and linens were last changed.
Guest Relations
The Guest Relations module contains a complete record of all hotel guests whether they have stayed in-house or used the resort facilities.
There is a record for every hotel guest. This can be used for reference and to ensure a personalised hospitality service.
Along with the usual expected guest details are entry blocks for Comments, Likes and Dislikes and an alert check box.
Also, there fields for Loyalty Numbers and a space to display a photograph of the guest to ensure recognition by the Front Desk staff.
Moreover, there menu buttons to open a detailed contact information form and demographics form, including entry for spouse with DOB for birthday reminders.
Prevent duplicate entries and corrections with Copy and Merge.
Select which guest details to include and which to ignore.
Export Guests is the power tool for marketing.
There are three fields, operators, and values to include or exclude in the total hotel guest list to define the search.
There are check boxes to select which fields to output.
And a browse feature to assign the destination folder for the selected output.
Resorts may often wish to issue vouchers as part of a reward system, prizes for functions etc.
The Vouchers feature controls the issuing, cancelling, and extending of vouchers.
The Info box
at the end of each voucher line opens a box showing details, including when the voucher was used and by whom.
Point of Sales (PoS)
The Point of Sales module is the back bone of all the Resort Manager packages. It is designed for use in restaurants, bars, night clubs and shops – anywhere cash, credit or account sales are made. The menu bar for the PoS Client can be seen above. When set up most of the repetitive day-to-day business processes can be automatically performed by the Resort Manager system.
This highly versatile module substantially reduces any margin for human error and covers multiple service outlets. It is easy to operate and functions in whatever language or currency is required.
A business often has multiple stations and outlets e.g., bars, restaurants, spas etc. and needs to define what products each of the stations can sell. A group menu is set up for each station ensuring the correct products are available for the station.
Categories can be added, deleted or de-activated. The list can be ordered for convenience.
Outlets can be added as required.
Product List Maintenance contains a list of all products in the Point of Sales system, detailing: product group, production description, cost and discounts, tax and much more.
Add a new product and enter all applicable details to manage the appearance, position, cost and discount controls of a new product. These settings determine how the Cashier will view and use the product on the Point of Sales (PoS) Cashier Registry screen.
An image of the product can be inserted to show up on the PoS terminal screen.
The Inventory tab can link to stock control, original unit price, mark-up percentage etc.
Use Product List Maintenance to define a product, and to manage and control all its details.
PoS Terminals can be easily added or deleted, and each are allocated an individual name and assigned to an outlet.
User Interface and administrative setting for each terminal are applied here.
Fast Cash amounts and Pay In/Out Account Codes are also set.
Easily set up the commonly available item modifiers for a customer order.
Particularly useful when menu choices offer the customer multiple options to customise their order (build your own sandwich, pizza etc.)
Ensure that the correct additional cost is included, as well as service and tax if applicable.
There are many other useful tools and features built into the PoS system.
Kitchen messages allows the wait staff to add further explanatory text to the order. This would normally be done with handwritten notes which may easily be misunderstood. A clear order from the customer to the kitchen prevents time consuming mistakes and ensures customer satisfaction. Additional kitchen messages can be added to the system whenever required.
Set the Times tool for ‘Happy Hours’, ‘Early Bird’ dining discounts etc.
Close up the outlet end-of-day business with minimal fuss and paperwork with the End of Day Wizard.
The End of Day Wizard will guide the operator through the process ensuring that all invoices for the day have been closed and that all Terminals have been correctly logged out.
Reporting
Detailed and accurate daily and retrospective reports are essential for the financial management and advancement of any business. Resort Management manages and distributes reports as often as required. Reports can be filtered for specific examination of details. All reports are printable or distributed appropriately through authorised emails.
Back Office
The Back Office Settings option of the Finance module is where the business financial settings are created, viewed and edited throughout the Resort Manager system.
An account is a unique record of each type of asset, liability, equity, revenue, and expense. The Chart of Accounts is the base of any accounting system and represents a complete listing of every account in the system. Chart of Accounts must be created before any transactions can be processed.
New accounts can be added as required.
Accounts can be edited, deleted or de-activated.
Journal Definitions are a template of a predetermined set of accounts for use when entering transactions. A series of templates are created to enable regular transactions to be processed with minimal data entry errors.
Many transactions entered manually into the system are identical with only the date and amounts changing. These Journal Definitions will predefine the account codes, line prompts, debit / credits etc. to avoid having to select these every time a particular transaction type is entered.
This area is used to define ‘control accounts’. There are certain account codes drawn from the Chart of Accounts that have special meanings and are used for specific tasks.
Service charge percentage can be set, and Account Codes set for: Accruals • Receivable and Payable Control • Service Charge • Guest Folio Accruals • Customer Discount • Vendor Discount • Hotel Room Charge • Hotel Deposit • Telephone Calls • Spa Tips Account
There is an additional feature to add one or more of the Resort Bank Account details.
Budgets can be applied against any account but are most commonly applied against Income, Cost of Sales, and Expense accounts to monitor progress against expectations.
Select any account from the Chart of Accounts and open a Budgets dialog box for that account. Enter the budgets required for the time frame. Use the Copy Budgets arrow to quick complete the form and adjust as required at any time.
Finance: General Ledger
The Finance or General Ledger section of the Resort Manager is based on double-entry bookkeeping. When set up the Finance system automatically defines and manages all business transactions. The system simplifies the correct input of transactions and vastly reduces any margin for human error. It serves as the hotel accounting system.
All financial hotel transactions for the business will appear in the General Ledger for the Finance department to check and control. The system automatically generates a number of Management Reports for the Finance department to use for detailed analysis and planning.
Transaction Entry is the basis of all financial records entered into the Resort Manager system and contains the details of all financial movements between accounts.
When recording an accounting transaction, one account is debited, and another account is credited. In some cases, two accounts or more may receive the debit or credit. But the total amount of the debit must equal the total amount of the credit so that the balance is zero.
Resort Manager system allows multiple templates to be created to ease the daily transaction entry tasks of the end user and vastly reduce the possibility of human error.
Many of the financial transactions entered can be automatically Posted by the system (if all the required information is correct, preset, and unblocked). If a transaction is not approved the system displays a message citing the reason for non-approval.
Select any transaction entry in the Approve Transaction box to open the original transaction form to view or edit.
Multiple transactions can be approved simultaneously. Once a Transaction is approved it is posted and is added to the permanent ledger and cannot be deleted.
Use Currency Rates to set short term Currency Rates that override the default rates set in the Currency Codes. The rates are easily updated on a regular basis to reflect changes in the exchange rates.
A one-tap button allows the user to quickly add a new currency rate, applying a new rate and stipulating the effective date range for this rat
All financial transactions are posted within a Financial Period. Financial Periods are based on months and years starting from the system start date (defined during initial installation).
The Close Financial Period Wizard guides the user through the process ensuring that all transactions for the period to be closed have been Posted and Approved.
The Wizard prompts the user to print General Ledger financial reports: Trial Balance Summary • Trial Balance Full • Budget Variance • Cash Accounts Register • Journal Summary
Once the necessary reports have been printed the period is locked to prevent further transactions, and if this is the final period of the year closing balances are transferred to the opening balances of the next year.
Finance: Accounts Payable and Receivable
Accounts are the monies paid out by a business: Accounts Payable (A/P), and the monies paid into a business: Accounts Receivable (A/R).
Customers and Vendors are entered into the system through a simple form. All contact details are recorded and are easily retrievable.
Details can be edited, deleted, or (if already used as part of a financial transaction) de-activated.
Applicable Terms and Conditions applicable are entered and automatically applied to all transactions.
The last invoice and payment is displayed on screen, and the entire transaction history is available through Vendor History from where original invoices and payments can be accessed.
Create, save, cancel, and post Accounts Payable Invoices for a vendor or service supplier and for Accounts Receivable Invoices for a customer.
A simple form which auto calculates unit price.
Different currencies can be applied and converted using Period or Fixed Rate settings.
A/P and A/R Invoice Selector searches for and retrieves invoices based on a variety of filter options.
An A/P Credit Note is typically used when a product is returned for a refund, when an invoice amount has been overstated, or in other circumstances where the vendor must return money to the business, or the business must return money to the customer (A/R Credit Note).
The RM system offsets the amount against outstanding invoices due to be paid to the vendor or by the customer.
The applicable Revenue Accounts are then credited or debited to the total amount of the Credit Note.
This tool allows the business to create and record quotations for potential customers. Quotations for vendors are made through the Purchasing module.
Customer details and quotation validity dates are recorded.
Itemise and breakdown the costs of the products and/or services
Payment methods and currency options can be selected.
Once the customer has agreed to the quotation an invoice can be automatically created from the quotation screen.
Inventory Control: Stock
Stock Items contains all materials and products (perishable and non-perishable) purchased by a business and taken into store to be held until required.
There is a financial implication to the control and management of all stock items as costs and assets. In order for a business to run efficiently stock control must be carefully managed and monitored. The Resort Manager Stock module automates much of the stock control work to maintain accurate stock control.
Before any purchase is made, a stock record card for the item must be created. The importance of inventory control in hotels is for tracking purposes. It can also used in Point of Sales Recipes to calculate the cost of products sold.
* There is an addition feature available for when a ‘Direct Purchase’ is made, e.g. someone goes directly to a store to buy something for immediate use.
The Standard Recipes tool is used to create ‘bulk’ recipes for soups, sauces, etc. which are then be sold as they are or used in other recipes. These recipes are made up in bulk and then stored in portions so that they are quickly available for use in other recipes.
A stock code must first be created for a standard recipe to record the quantity and cost of the finished product.
As ordered deliveries of ingredients are received and recorded, the system automatically updates the prices for all recipes and entries that contain the received items. The cost price for any recipe can be viewed and used in the Recipe reports.
Once an order for stock items has been delivered or collected, details are recorded, and the stock levels adjusted.
Additionally, if a service has been requested, Order Receiving is also where a record of this completed service will be entered e.g. air-conditioner servicing.
The Issue tool is used to manually issue stock. This is used for any stock item that is not going through the Point of Sales system but is nevertheless being used, e.g., items used in a buffet breakfast, housekeeping when stocking trolleys with mini shampoo to replenish guest bathrooms etc.
All stock items must have both a unit of purchase and units of issue. The options that can be selected on the Stock record form are defined here.
Within the Stock module there are several standard lists that values can be chosen from. In stock inventory for example, there may be two: Market List and Stock Category.
All stock items are usually audited on a regular basis. The RM system provides a customisable audit tool to expedite the process and guarantee all required stock items are included.
The Auditor Selector allows individual stock items and product categories to be filtered and selected for audit and prints ‘blind’ audit forms, i.e. the person performing the audit knows what items to count but does not know how many items the system expects to be in stock.
Completed audit results are fed back into the system and any discrepancies can then be handled by categorising into appropriate causes, e.g., spoilage etc.
Inventory Control: Purchasing
Purchasing refers to the business process of acquiring goods or services to accomplish the goals of the business.
The normal business model for purchasing goods and services is initiated by creating a Purchase Request. Once the Purchase Request is approved a Purchase Order can be created which will then undergo a further approval process. This whole process is managed through the Resort Manager system.
An additional streamline process is available for the purchasing of perishable and fast-moving goods in daily use by the F&B Departments, through the Market List process.
And for instances when a member of staff needs to go directly to a store to buy some item, the Direct Purchase process can be used.
Purchase Requests are an internal process whereby a relevant staff member submits a Purchase Request to buy goods or services to senior management or the Purchasing Department for approval. This is the start of the purchasing process.
The approval purchase process can be easily monitored with traffic light approval buttons.
As with many RM forms there is a useful comment area for any relevant notes on the required purchase to be made.
Purchase Orders are easy to complete with six Status levels: Awaiting Approval, Rejected, Approved, Cancelled, Issued and Closed.
Approval stages are authorised by inputting PIN numbers for security measures.
Many form fields are auto filled by the system.
Purchase Orders adhere to all pre-set Purchasing Rules and Levels.
Currency and Exchange Rate options are available. Applicable tax is added, last recorded item price is shown, and all order balance calculations are system generated to ensure accuracy.
All new user accounts for the system are allocated a security level which sets the level at which they are authorised to approve a purchase if job appropriate. Which Levels are required to authorise POs of varying values are defined in Purchasing Levels.
Purchasing Rules is where the purchasing process rules are set. There is no limit to the number of rules that can be set.
A maximum purchase value is set so that less costly purchases can be authorised by department managers to meet regular departmental needs. As the purchase value of goods and services increase more senior authorisation is required.
The number of quotes for a costly purchase request can be set. The purchase request can also be selected to include clearance from Cost Control to ensure the purchase is necessary and is not already in stock somewhere, and that there are available funds for the purchase.
Once the Purchasing Rules are set the system will prompt for the assigned approvals and quotes on all Purchase Orders.
A faster and more simplified process than normal is required for the F&B Departments to order and receive perishable and fast-moving goods on a daily basis or however often required. A Market List completed daily is used for this specific purpose.
Perishable and fast-moving items that are eligible to be used in a Market List are set up in the Stock module of the Resort Manager.
The Print Market List creates a printable hard copy shopping list based on the market categories.
There are often occasions when immediate and direct purchase of a business item is required. Someone goes straight to a store to buy a stock item for immediate use; it is not practical or timely to go through the usual purchasing process.
A record of the purchase is made in the system through Purchasing: Direct Purchase and the expense of using the product is put directly against the department concerned. The items bought are not tracked through the Stock module.