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 :
Point of Sales
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 generally 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 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.
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
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.
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.
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.
The standard reports available for the PoS module are:
Sales Summary • Open Invoices • All Produced Invoices • Invoice Detail • Product Sales Report • Profitability • Shift Cash Analysis Report • Product Analysis Report • Docket Check by Folio • Docket Check Report • Sales by Classification • Sales Transaction by Account • Sales Transactions by Terminal / User • Shift Payment Summary • Product List Report • Voucher Status • Voids List • Entertainment / Office Summary • Invoice Discounts • Outlet Session Summary • PoS Recipe Card • PoS Sales with Modifiers • Sales Summary by PoS Times
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.
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 0.
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.
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.
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.
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.