Fidelio Frequent Flyer Manual V7.14.1705

Fidelio Suite 7 Frequent Flyer Manual Front Office Version 7.14.1705

Delphi is a trademark of Borland. MSDOS, Windows 95, Windows-NT, Windows 2000, Windows XP and Microsoft Word are trademarks of Microsoft Corporation. Oracle is a trademark of Oracle Corporation. Crystal Report Writer is a trademark of Crystal Decisions. R&R Report Writer is a trademark of Concentric Data Systems, Inc. Netware is a trademark of Novell. All other brand and product names are trademarks or registered trademarks of their respective companies. This document has been prepared by Micros-Fidelio (Ireland) Ltd. and is available to a select group of individuals for informational purposes. This is a confidential document that contains concepts, methods and other proprietary information. Readers are to treat the information herein as confidential. © 2006 Micros-Fidelio (Ireland) Ltd. All rights reserved. No part of this document may be reproduced, transmitted or used in any form by any means – graphic, electronic or mechanical, including photocopying, recording, taping or information storage and retrieval systems or otherwise – without the prior consent of the copyright owners. Micros-Fidelio (Ireland) Ltd. makes no warranty of any kind with regard to this material, including but not limited to the implied warranties of marketability and fitness for a particular purpose. Micros-Fidelio (Ireland) Ltd. shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing, performance, or use of this material. Information in this document is subject to change without notice. Author: V7 Development Team Printed in Germany Micros-Fidelio (Ireland) Ltd. Europadamm 2-6 41460 Neuss Germany Tel: +49 2131 137 0 Fax: +49 2131 137 464

© Micros-Fidelio (Ireland) Ltd. September 2006

Table of Contents Introduction ............................................................................................ 1 Activating Fidelio Frequent Flyer......................................... 1 Accessing Fidelio Frequent Flyer ......................................... 2 Logging In........................................................................... 4 Navigation keys................................................................... 4 Accelerator keys................................................................ 4 Control Keys and Shortcut Keys........................................... 5 Quick Keys .......................................................................... 6 The Date field...................................................................... 8 Changing the date ............................................................. 9 Displaying corresponding screens and dialog boxes.......... 10 Using the blue drill down arrow ......................................... 10 Using the buttons ............................................................ 11 Printing screens and dialog boxes..................................... 11 Printing using the print pop-up button ................................ 11 Saving and accessing print table files ................................. 17 Exiting Suite 7 Front Office ............................................... 19 Frequent Flyer Guest Records ............................................................... 21 Searching for a Guest Record ............................................ 21 Editing a Guest Record ...................................................... 22 Creating a New Guest Record ............................................ 25 Deleting a Guest Record .................................................... 26 FFF Processing ...................................................................................... 27 Processing Guest Records ................................................. 27 Creating an Export File ...................................................... 27 Copying an Export File....................................................... 30 Deleting an Old Export File................................................ 31 Index .................................................................................................... 33

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

v

1 Introduction The main purpose of the Fidelio Frequent Flyer (FFF) program is to collect guest stay information and write it to ASCII files. These files can then be exported to the appropriate third parties for statistical evaluation. The Frequent Flyer program can be used for any or all of the following: ¾

Frequent Flyer Programs (FFP): To collect and calculate bonus information for guests who are eligible for frequent flyer credit while staying at the hotel. The program code and membership number should be noted on the reservation, so that the miles/nights/bonus points earned during the stay can be computed and credited to the guest. The miles/nights/bonus points are calculated nightly.

¾

Frequent Guest Programs (FGP): To collect bonus information for a hotel chain's own frequent guest programs (FGP). A guest may be a member of one frequent guest program per stay. As with the Frequent Flyer programs, the membership identification and program code must be noted on the reservation.

¾

Data Collection: The Frequent Flyer program is an excellent tool for collection of various types of guest data, and offers an information pool for retrieval when required.

Activating Fidelio Frequent Flyer In order to use the Fidelio Frequent Flyer program, the following steps must be carried out: ¾

Turn the parameter ex_fff to on. (See the section on "Parameters" in the Suite 7 Configuration Manual.)

¾

Enter the FFF license number.

¾

Configure the Fidelio Frequent Flyer components, such as the Frequent Flyer program codes, export files, and payment methods. (See the chapter on Fidelio Frequent Flyer in the Suite 7 Configuration Manual.)

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 1

Suite 7 Fidelio Frequent Flyer Manual

Accessing Fidelio Frequent Flyer The Suite 7 main menu screen has six coloured icons located on the top of the screen. Each icon represents one of the main user modules.

To access the Fidelio Frequent Flyer program: 1. From the main Suite 7 screen, click the MISCELLANEOUS icon.

The Miscellaneous toolbar appears to the right of the main menu icons.

2. Click the FREQUENT FLYER icon.

The main FFF grid appears. This grid lists all of the guest records that have been transferred from Front Office to the Fidelio Frequent Flyer program. Frequent Flyer Guests grid Column

Description

Possible values

Guest Name

Name of the guest.

Guest name transferred from Front Office to the FFF program.

Departure

Departure date.

Valid departure date.

Reservation#

Guest reservation number.

Guest reservation number transferred from Front Office.

Market

Primary market segment code.

Any defined market segment code. (See the section on market codes in the Rate Management chapter of the Suite 7 Configuration Manual.)

FF

FFP code associated with this reservation.

Any defined Frequent Flyer Program code. (See the Frequent Flyer section in the Suite 7 Configuration Manual.)

FG

FGP code associated with this reservation.

Any defined Frequent Guest Program code. (See the Frequent Flyer section in the Suite 7 Configuration Manual.)

Status

Status of the guest reservation.

blank=in-house or departed CX=cancelled NS=no-show

Page 2

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Introduction

Column

Description

Possible values

R. Status

Status of this guest record.

Org=original record that has not been modified or exported. Chg=changed record. New=new, or manually created, record. Also called a retro, or retroactive, record. Snt=sent, or exported, record.

F.O. Status

Status of this guest in the Front Office.

In-house or Departed.

FFF Grid Fields and Buttons This field or button

Does this

And is explained here

Guest Name

Searches for a guest record by guest name.

Searching for a Guest Record

Reservation No.

Searches for a guest record by reservation number.

Searching for a Guest Record

Departure Date

Searches for guest records by departure date.

Searching for a Guest Record

Edit

Edits the selected guest record.

Editing a Guest Record.

New

Creates a new guest record.

Creating a New Guest Record

Delete

Deletes the selected guest record.

Deleting a Guest Record

Options

Displays the options for Processing Guest Records creating, exporting, and deleting FFF export files.

Close

Closes the Fidelio Frequent Flyer program.

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 3

Suite 7 Fidelio Frequent Flyer Manual

Logging In To use the Suite 7 Front Office system you must log into the system first. You must have a valid user identification and password. To access and input Cashiering data you need to login with your Cashier number and Password. Logging into Suite 7 Front Office: 1. From the desktop, click the Fidelio Suite 7 icon The Login Screen appears.

2. Type your user identification in the User I.D. field box. 3. Tab to the Password field box. 4. Type your secret password in the Password field box. 5. Click LOGIN, the Suite 7 Front Office main menu screen appears. You are now logged into the system.

Navigation keys Accelerator keys Suite 7 Front Office has accelerator keys that allow you fast access to a box on a screen or dialog box. When a letter is underlined you can press the Alt + letter keys and the cursor moves into the appropriate box. For example, on the New Reservations screen the letter “A” is underlined in the Arrival date field. By pressing the Alt + A keys, the cursor moves into the Arrival date field box. To use the accelerator keys: From the screen or dialog box, press Alt + letter The cursor moves into the appropriate box.

Page 4

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Introduction

Control Keys and Shortcut Keys Suite 7 Front Office has control keys and shortcut keys that allow you to perform actions directly from the keyboard without having to use the mouse. Using these keys saves you time. For example, to open the Detailed Availability screen you would open the Quick Keys main menu and click on the icon. When you use the control keys, to open the Detailed Availability screen, use the control key Ctrl + D and the Detailed Availability screen opens. Suite 7 Control keys Control Key

Menu Item

Ctrl + A

Arrivals

Ctrl + B

Billing

Ctrl + C

Copy

Ctrl + D

Detailed Availability

Ctrl + E

Postings

Ctrl + F

Floor Plan

Ctrl + G

Groups

Ctrl + H

House Status

Ctrl + I

In-House

Ctrl + J

Calendar

Ctrl + K

Internal Use

Ctrl + L

Room Rack

Ctrl + M

Messages

Ctrl + N

New Reservation

Ctrl + O

Telephone Operator

Ctrl + P

Control Panel

Ctrl + Q

Quick Keys

Ctrl + R

Rate Plan Query

Ctrl + S

Room Search

Ctrl + T

Information Book

Ctrl + U

Update Reservation

Ctrl + V

Paste

Ctrl + W

Arrivals/stayovers/departures

Ctrl + X

Cut

Ctrl + Y

Occupancy Graph

Ctrl + Z

Calculator

Shift + Alt + P

Profiles

Shift + Alt + C

Cashier Functions

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 5

Suite 7 Fidelio Frequent Flyer Manual

Suite 7 Shortcut keys Shortcut Key

Description

F1

Displays the Help window.

Alt + F4

Closes the active window and logs out.

F10

Closes all active windows.

Shift + F10

Displays a pop-up menu.

Ctrl + F10

Toggles the cursor into/out of the menu bar.

F12

Moves the cursor from a data field to the grid.

Alt + Down arrow

Displays a combo box.

Alt + Spacebar

Toggles the menu bar on/off.

Tab

Moves forward through the fields /options. Moves to the next field and confirms the entry.

Shift + Tab

Moves backward through the fields/options.

Ctrl + Tab

Moves forward through tabs.

Ctrl + Shift + Tab

Moves backward through tabs.

Escape

Cancels the current action. Removes a Combo box before a selection has been made.

Home

Moves the cursor to the beginning of a field.

End

Moves the cursor to the end of a field.

Ctrl + Home

Moves the cursor to first editable field.

Ctrl + End

Moves the cursor to the last editable field.

Page Up

Pages forward through the records.

Page Down

Pages backward through the records.

Quick Keys Suite 7 Front Office allows you to select the Quick Keys main menu from any screen. The Quick Keys are shortcuts to screens, searches, and desktop tools. Using these keys allows rapid access to information without having to leave the section that you are currently working on. For example, a customer is making a new reservation while at the same time asking questions about restaurants in the area. You can use the Information Book quick key for restaurant information instead of aborting the new reservation screen, looking up the restaurant information, closing the Information Book, and reopening the new reservation screen. To access the Quick Keys main menu: Hold down the Ctrl key while pressing Q (CTRL + Q) The Quick Keys main menu appears.

Page 6

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Introduction

Quick Keys icons Icon

Description

Shortcut Key

Detailed Availability

Ctrl + D

Control Panel

Ctrl + P

Maximum Availability

Shift + Alt + M

House Status

Ctrl + H

Rate Plan Query

Ctrl + R

Room Search

Ctrl + S

Room Rack

Ctrl + L

Floor Plan

Ctrl + F

Occupancy Graph

Ctrl + Y

Information Book

Ctrl + T

Telephone Operator

Ctrl + O

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 7

Suite 7 Fidelio Frequent Flyer Manual

Icon

Description

Shortcut Key

Arrivals/Stayovers/Departures Ctrl + W

Calculator

Ctrl + Z

Log Book

Shift + Alt + L

Calendar

Ctrl + J

Currency Convert Calculator

Shift + Alt + R

The Date field The fields are setup in the system configuration; therefore the format of the dates and the separators between the dates may vary from one hotel to another. You can type the date with or without separators. You can also type the current day and month without the year and the year will default to the current year. Typical date formats include the following: ¾

MM/DD/YY

¾

DD/MM/YY

¾

MM-DD-YY

¾

DD-MM-YY

¾

DDMMYYYY

There are many date fields in the system. For example, START DATE, ARRIVAL DATE, or DATE. The date can be either a specific date or an 'as of' date.

A specific date is when you need to see what happened on that day. For example, you need to see which guests have departed 09/09/99. An 'as of' date is when you need to find out information starting from that date. For example, you need to read the occupancy graph starting from 09/09/99 through 12/09/99. Note: For setting up the date format, see the Suite 7 Configuration Manual.

Page 8

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Introduction

Changing the date The date can be changed by typing a new date or with the use of the calendar. You can also select a range of dates. For example, to reserve a new reservation both the arrival date and departure date must be entered. The FROM DATE is the arrival date and the TO DATE is the departure date. How to type a new date: 1. Place the cursor in the DATE box. 2. Type the new date in the DATE box. 3. Press the Tab key, the date is changed. How to change the date using the calendar: 1. Click the drop down arrow

next to the Date field box.

The calendar appears.

2. Change the month to a previous month or future month by clicking the horizontal arrows located on the top of the calendar or by pressing the Page Up or Page Down key. 3. Change the year to a previous year or future year by pressing the Ctrl + Page Up or Ctrl + Page Down key. 4. Place the cursor on the date and click the left mouse button or move the keyboard arrow keys to locate the date and press Enter, the date is changed. How to select a range of dates using the calendar: 1. Click the drop down arrow

next to the Date field box, the calendar appears.

2. Change the month to a previous month or future month by clicking the horizontal arrows located on the top of the calendar or by pressing the Page Up or Page Down key. 3. Change the year to a previous year or future year by pressing the Ctrl + Page Up or Ctrl + Page Down key. 4. Select the date which is the From Date. 5. Press the Shift key while clicking the right horizontal arrow on the keyboard until you have highlighted the date that is the TO DATE.

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 9

Suite 7 Fidelio Frequent Flyer Manual

The date range is highlighted on the calendar. 6. Press Enter, the dates are changed.

Displaying corresponding screens and dialog boxes Using the blue drill down arrow When there is no blue drill down arrow next to the field, this indicates that no additional information can be displayed for the field. next to it indicating that there is Many fields have a blue drill down arrow additional information that can be displayed.

For example, by double clicking in the OO Rooms field box, the Out of Order screen appears. To display corresponding screens and dialog boxes using the blue drill down arrow: 1. Place the cursor in the field box.

2. Double-click inside the field box with the left-mouse button. The corresponding screen appears.

Page 10

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Introduction

Using the buttons Many screens and dialog boxes have buttons that are activated. You can open other screens and dialog boxes by clicking these buttons. The letters within the buttons can be shaded different colours. Suite 7 Front Office button colours Colour of the letters

Example

What the colour represents

Grey

The button is deactivated indicating that you cannot click the button. This can be because the option is not active in your hotel or that you do not have the user rights to use this option.

Black

The button is activated indicating that you can click the button and another screen or dialog box appears.

Printing screens and dialog boxes Suite 7 Front Office allows you to print some of the screens and dialog boxes. You can print to a printer or to a file. There are two ways to print a screen or dialog box: ¾

Click the PRINT button, the contents of the screen or dialog box are sent to the printer.

¾

Click the right-mouse button and then click the pop-up PRINT button.

To print by clicking the print button: From the screen or dialog box, click the PRINT button. The contents of the screen or dialog box are sent to the printer.

Printing using the print pop-up button Many screens and dialog boxes that do not have a PRINT button can be printed by using the PRINT pop-up button available on the right-mouse click. Printing via the PRINT pop-up button gives you the option of customising the report. The printing options include: ¾

Defining the table format.

¾

Defining headers and footers to appear in each page of the report.

¾

Defining a header to appear at the beginning of the report only and/or a summary to appear at the end of the report only.

¾

Previewing the table before printing.

¾

Saving the table format to a file and accessing previously saved formatting.

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 11

Suite 7 Fidelio Frequent Flyer Manual

Print without selecting printing options: 1. From the screen or dialog box, place the cursor on the white portion of the screen. 2. Click the right-mouse button, a pop-up PRINT button is displayed.

3. Click the pop-up PRINT button, the Grid Print dialog box is displayed.

4. Click PRINT, the contents of the screen or dialog box are sent to the printer in print table format. Printing with printing options: 1. From the screen or dialog box, place the cursor on the white portion of the screen. 2. Click the right-mouse button, a pop-up PRINT button is displayed.

3. Click the pop-up PRINT button, the Grid Print dialog box is displayed.

4. Click ADVANCE. The Table Print dialog box appears. It contains seven command buttons and three tabs.

Page 12

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Introduction

5. Select the REPORT, PAGE and FORMAT tabs and make customizations to the report as required. 6. Click PRINT, the contents of the screen or dialog box are sent to the printer in print table format. Print dialog box command buttons Click this button

To do this Save a document.

Save a file under a new name.

Load an existing document.

Set report properties, file name, description, and job name.

Send a print table to the printer.

Preview the print table before printing.

Close the Table Print dialog box.

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 13

Suite 7 Fidelio Frequent Flyer Manual

Print dialog box tabs This tab

Is used:

FORMAT

To define the table format.

PAGE

To define headers and footers to appear in each page of the report.

REPORT

To define a header to appear at the beginning of the report only and/or a summary to appear at the end of the report only.

Report formatting options: There are three formatting options available: ¾

Style - specifies the type of grid lines to appear in the table.

¾

Horizontal Separator - specifies a horizontal guide, in addition to the horizontal grid lines, to facilitate reading the lines of the table.

¾

Title and Summary options - indicates that there is to be a table title and/or summary, and specifies whether it should have a grey shaded background to make it easy to recognize. The text for the title and summary is entered in the report tab.

How to format the report: 1. On the Table Print dialog box, click the FORMAT tab.

2. Click one of the STYLE options; the preview displays the selected grid style. 3. Select one or more of the options next to TITLE AND SUMMARY OPTIONS. The preview displays the selected options. If you selected TABLE TITLES or TABLE SUMMARY, you must enter the text into the Report tab. 3. Select one of the HORIZONTAL SEPARATOR options. The preview displays the selected separator. 4. Type a number in the EVERY X LINES box.

Page 14

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Introduction

Print dialog box format tab options Printing format option

Definition

Style None

There are no grid lines in the print table.

Horizontal Lines

Only horizontal grid lines, between each section, appear in the print table.

Vertical Lines

Only vertical grid lines, between each column, appear in the print table.

Both

Both horizontal and vertical grid lines appear in the print table.

Title and Summary Options Table Titles

Column headers are printed in the print table. The text for the title is entered in the Report tab.

Grey Table Titles

The table title is shaded grey.

Table Summary

Summary text is printed at the end of the print table. The text for the summary is entered in the Report tab.

Grey Table Summary

The table summary is shaded grey.

Horizontal Separator None

There are no horizontal lines drawn separating the rows in the print table.

Lines

Horizontal lines are drawn separating the rows in the print table.

Lines - Every x lines

Horizontal lines are drawn every “x” rows. For example, draw a horizontal line every 2 rows.

Grey

Alternate blocks of text lines are shaded grey and unshaded. Horizontal lines are not drawn separating the rows.

Grey - Every x lines

The number of text lines in each block. For example, shade 2 text lines grey, then skip the next 2 text lines, and so on.

How to define a table title and table summary: The REPORT tab is used to enter the text for a title to appear only at the beginning of the report and/or a summary to appear only at the end of the report. 1. On the Table Print dialog box, click the FORMAT tab. 2. Click the TABLE TITLES and/or the TABLE SUMMARY options. If you want the title and summary to appear on a grey background, select those options also. 3. Click the REPORT tab to display the report page. 3. Type the title text in the HEADER box. 4. Type summary text in the SUMMARY box. 5. Select an OUTPUT OPTION - PRINTER or FILE. If FILE is selected click on the filename field, enter the name of the output file and click SAVE.

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 15

Suite 7 Fidelio Frequent Flyer Manual

Note: The text will not appear unless the appropriate option has been selected on the Format tab. How to define headers and footers for each page of the report: The PAGE tab is used to define headers and footers to appear in each page of the report 1. On the Table Print dialog box, click the PAGE tab. 2. Type header text in the HEADER box. 3. Type footer text in the FOOTER box. How to preview a report before printing: From the Table Print dialog box, click the PREVIEW button. The Preview print table screen appears displaying the contents of the screen or dialog box in print table format.

Preview print table screen command buttons Click this button

To do this Enlarge the display of the print table.

Reduce the display of the print table.

Display the first page of the print table.

Turn back the page of the print table by one page.

Page 16

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Introduction

Click this button

To do this Advance the page of the print table by one page.

Display the last page of the print table

Send the print table to the printer.

Close the Preview print table screen.

To select a specific page number to go to.

Saving and accessing print table files You can save the print table formatting to a file, with any selected print options, such as titles, headers, and footers. This format can then be accessed at a later date and applied to a current print table. When accessing a print table format that you have saved, you can: ¾

Print the document as is.

¾

Edit the document, print and re-save it.

¾

Delete the document.

¾

Edit the document properties.

Save a print table format to a file 1. From the Table Print dialog box, click NEW, and enter a filename and description (optional). The SAVE button is activated. 2. Format the report as explained in the above sections. You may also preview the table, if desired. 3. On the REPORT tab, select the FILE button, the FILENAME field is activated. 4. If you wish to select a different filename, click on the filename field, select the file from the browser that appears, and click the SAVE button. 5. If you make more changes in the printing options, click the SAVE button to save the changes. 6. If you want to print the report now, as well as save to a file, click the PRINT button. 7. When you are finished, click ABORT to exit the Table Print dialog box.

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 17

Suite 7 Fidelio Frequent Flyer Manual

Access an existing print table file: 1. From the Table Print dialog box, click LOAD. The Documents List dialog box appears.

2. Select the desired Print Table from the list. 3. You may delete a document, view the properties, or load it. To delete the selected document, click DELETE, and confirm the deletion.

To view and edit the properties, click PROPERTIES. The Properties dialog box appears.

Page 18

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Introduction

To load the selected file, click SELECT. The selected file is loaded and can be edited and printed from the Table Print dialog box.

Exiting Suite 7 Front Office To exit Suite 7 Front Office: 1. Close all open screens and dialog boxes.

2. Click the EXIT button icon screen, the Login screen appears.

on the Suite 7 Front Office main menu

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 19

Suite 7 Fidelio Frequent Flyer Manual

3. Click EXIT. The Suite 7 Front Office is closed and the desktop appears.

Page 20

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

2 Frequent Flyer Guest Records ¾

Guest information is automatically transferred every night during the night audit from Front Office to FFF, creating or updating a guest record in FFF for each reservation. Situations may occur in which the information transferred is incomplete or incorrect; for instance, a guest may have forgotten to present his FFP or FGP card at check-in. How the guest record in FFF may be changed depends on the guest status:

¾

In-house guests: changes may only be made in Front Office. The FFF guest record will be automatically updated during night audit the following night.

¾

Checked-out guests: changes are made directly to the guest record in FFF. Once a guest has checked out, his frequent flyer guest record is available to be, edited, created or deleted: Note: When an eligible guest has departed, his FFF guest record is not available until after the night audit following his checkout.

Searching for a Guest Record You may search for the guest record you want to edit by name, reservation number, or departure date, or a combination of the above. The general search and search by name is alphabetical. To search for a guest record: 1. Type the full name, beginning of the name, reservation number, and/or departure date in the appropriate field(s) at the bottom of the main FFF grid. 2. Click the ENTER button, the frequent flyer guest record that best matches the search criteria appears according to the following: ¾

If searching by name, there may be more than one match. The first match in alphabetical order will be displayed. You may scroll through the alphabetical listing in the bottom left corner of the screen to select an alternate guest record.

¾

If searching by departure date, there will probably be more than one match. The FFF grid will display the matching records in alphabetical order, and then the first guest record on the list will appear. You may close this and select a different name from the grid.

¾

If searching by reservation number, or a combination of information that produces only one match, that record will appear.

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 21

Suite 7 Fidelio Frequent Flyer Manual

Editing a Guest Record You may search for the guest record you want to edit by name, reservation number, or departure date, or a combination of the above. To edit a guest record: 1. Select the guest name from the FFF grid. (Or do a search for the guest record, as described above.) 2. Click EDIT. The selected guest record appears. It contains two tabs, Guest and More Fields. The fields in the left-most column of the Guest tab contain information about the guest, and are self-explanatory. The status of the FFF guest record, as well as the front office status of the guest are displayed in the bottom centre of the screen. The guest record also contains a search field and an alphabetical listing of other guest records at the bottom left corner so that you may select a different record without returning to the FFF grid.

3. Make the necessary changes to the record, the SAVE button is activated If the Front Office status of the guest is "in-house", all the fields will be greyed out, indicating that the record cannot be edited. Access the actual guest reservation or profile, and make the necessary corrections. The FFF guest record will be updated during night audit. 4. Click SAVE to save the changes and then CLOSE. If a FGP or FFP code has been entered, but no FF number is present, the edited record cannot be saved and the following message appears:

Page 22

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Frequent Flyer Guest Records

5. Click OK, enter a valid FF number in the FGP and/or FFP fields, and click SAVE again. 6. Click CLOSE to exit the Guest Record. You are returned to the main FFF grid. Tip: You can access the next/previous record in alphabetical order by pressing the PageUp/PageDown keys. Guest Record dialog box fields - Guest tab Field

Description

Arrival

Arrival date.

Departure

Departure date.

Room Type

Room type code.

Room No.

Room number.

Payment

Method of payment. Entered automatically after check-out. If entered manually, select the method that was used for the majority of the charges.

Amount

Amount posted to the payment code in the Payment field.

Source

Source code linked to the guest reservation.

Agent

Travel agent linked to the guest account.

Market

Market segment code for this reservation. If different nights were attributed to different market codes, room nights, guest nights, and revenue are calculated separately for each market code.

Room Nights

Number of room nights the guest was in the hotel for each market segment.

Guest Nights

Number of room nights multiplied by the number of people included in this reservation. For example, double occupancy for three nights would be six guest nights.

Revenue

Amount of gross room revenue generated for each market segment.

Total

Total room nights, guest nights, and revenue for this stay.

FGP/FFP Code

Code of the frequent guest or flyer program. If the program code has not been provided by the system, make sure to enter it.

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 23

Suite 7 Fidelio Frequent Flyer Manual

Field

Description

FGP/FFP Nights

Number of eligible room nights credited to the selected frequent guest or frequent flyer program. This number may be different from the total number of nights for the reservation, since programs may exclude certain rate codes or market segments. (See the FFF section of the Suite 7 Configuration Manual.)

FGP/FFP No.

Guest membership number in the frequent guest or frequent flyer program. If the membership number has not been provided by the system, make sure to enter it.

FGP/FFP Pts/Miles

Number of points or miles earned for this stay.

FGP/FFP Bonus

The number of bonus miles or points earned in addition to the standard points or miles.

FGP/FFP Sent

Date this FGP or FFP record was exported. If this record was not yet sent, this field is blank.

Guest Record dialog box fields - More Fields tab Field

Description

Created

Date the guest record was created. Read only field.

Confirmation No.

Reservation confirmation number.

Block

Group name, if the reservation is linked to a block.

CRS No.

Central reservation system number linked to the reservation, if applicable.

A/R Number

Accounts Receivable number of the guest, if applicable.

Credit Card

Guest credit card number, if applicable.

Packages

Codes for all packages included in this reservation.

Specials

Codes for all specials listed on the guest account.

Rate Code

Rate code at the time of departure. Usually provided by the system.

Rate

Rate at the time of departure.

Average Rate

Average net room rate, computed by dividing the amount in the Total Revenue field by the number of Room Nights.

Eligible Room

Eligible room revenue. Usually the net amount of the room revenue, exclusive of VAT and other tax type amounts. This field is user-definable, and may vary depending on the setup of the FFF program.

N-Eligible Room

Amount of the room charge not used to compute points or miles. This field is user-definable, and may vary depending on the setup of the FFF program.

Page 24

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Frequent Flyer Guest Records

Field

Description

F&B, Telephone/Fax, Banquet, Other Open Dept.

Eligible and non-eligible amounts charged to Food & Beverage, Telephone/Fax, Banquets, and Other Open Departments. These fields are user-definable, and may vary depending on the setup of the FFF program.

Total

Total eligible charges used to compute benefits in the frequent guest and frequent flyer programs.

Creating a New Guest Record Usually, the frequent flyer guest records are created automatically from data transferred from the Reservations and Front Office modules. However, it is possible to create a guest record manually if necessary. Manually created records are referred to as retroactive records.

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 25

Suite 7 Fidelio Frequent Flyer Manual

To create a guest record manually: 1. In the Frequent Flyer Guests grid, click NEW, the Frequent Flyer Guest Record is displayed.

2. Complete both tabs of the guest record. Only the fields whose field names appear in bold type (Last Name, Arrival and Departure dates, and Room Nights, Guest Nights, and Revenue for one Market code) are mandatory. After the mandatory fields are filled in, the Save button is activated. 3. Click SAVE, you are prompted to confirm the changes in the current Frequent Flyer Guest Record. 4. Click YES and then CLOSE. The new guest record is created and you are returned to the FFF grid.

Deleting a Guest Record In the event that a guest record was created by mistake, or is a duplicate, it may be deleted. The records of departed guests should not be deleted, unless they were checked in accidentally. In general, you should not delete any records, unless they are duplicates or were created by mistake. To delete a guest record: 1. Locate and select the guest record to be deleted. 2. Click DELETE, you are prompted to confirm the deletion. 3. Click YES, the record is deleted, and no longer appears in the grid.

Page 26

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

3 FFF Processing Processing Guest Records The information about guests stay is collected by FFF on a nightly basis. An ASCII file is created, which can then be exported to the appropriate airline or other destination. Export file names and types are defined in the FFF configuration. (See the Frequent Flyer chapter in the Suite 7 Configuration Manual.) The OPTIONS button in the main FFF grid provides access to the export file operations. The Options dialog box contains three tabs: ¾

Create

¾

Copy

¾

Delete

Creating an Export File The Create option allows you to create FGP, FFP, and data collection ASCII files for export. In order to be eligible to be written to the export file being created, a guest record must meet the following conditions: ¾

The departure date must be on or between the From and To dates selected when creating the file.

¾

The record must show a zero balance.

¾

The guest record may not have been exported to the selected file type. If you wish to export a record a second time, so that it will be flagged as fully exported, the file type must be "Resend". Note: Old frequent flyer guest records are periodically purged from the system. However, in order to be purged they must be marked "fully exported", that is, they must have been exported to both the FFP and FGP program, if applicable. It is important to create all export files types on a regular basis, so that all records will be fully exported.

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 27

Suite 7 Fidelio Frequent Flyer Manual

To create an export file: 1. At the bottom of the main FFF grid, click OPTIONS, the Options dialog box appears with the Create tab automatically selected.

2. Select a file type by clicking in the appropriate Export check box. The other fields for the selected file type become active.

Page 28

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

FFF Processing

3. Define the range of dates to be included in the file. Click on the From and To fields, and select a date for each from the calendar that appears. 4. If the file has been sent before, click RESEND. 5. Repeat step 2, through step 4, for all file types to be created. 6. Click PROCESS, you are prompted to confirm the export process.

7. Click YES. All records meeting the Create criteria are now copied into an export file(s), and the system informs you that the files have been successfully created.

8. Click OK. Create Export File dialog box fields Field

Description

Type

Read-only field that displays all the available types of export files. These are the codes assigned to the frequent flyer and guest export files when FFF is configured. (See the Frequent Flyer chapter in the Suite 7 Configuration Manual.)

Export

Indicates whether the file type is selected to be created. Click in the box to select the file type. Default is blank (not selected).

From/To

Indicates the range of dates to be included in the selected file type. Click on the field to display a calendar from which to select the date. Default "From" date is the last export date plus one. Default "To" date is the current date minus one.

Resend

Indicates the selected file type has been previously sent for the selected dates. In general, files should be exported only once. Click in the box to indicate a resend. Default is blank (not selected).

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 29

Suite 7 Fidelio Frequent Flyer Manual

Copying an Export File This option can be used to copy an existing export file. The file may then be saved or sent to a destination other than the automatic export destination. Default paths may be specified for each file type. (See the Hotel Data, FF Setup section in the Miscellaneous chapter of the Suite 7 Configuration Manual.) To copy an export file: 1. At the bottom of the main FFF grid, click OPTIONS. The Options dialog box appears with the CREATE tab automatically selected. 2. Click the COPY tab, the Copy dialog box is displayed.

3. Select a file type by clicking the appropriate COPY option. The other fields for the selected file type become active. 4. Click on the FILES DATED BEFORE field to select a cut-off date for files to be copied. 5. Click on the PATH field and select the path from the OPEN dialog box. 6. Repeat step 2, through step 4, for all file types to be created. 7. Click PROCESS, you are prompted to confirm the copy process.

8. Click YES; the system informs you that all files created before the selected dates have been successfully copied.

Page 30

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

FFF Processing

9. Click OK. Copy Export File dialog box fields Field

Description

Type

Read-only field that displays all the available types of export files. These are the codes assigned to the frequent flyer and guest export files when FFF is configured. (See the Frequent Flyer chapter in the Suite 7 Configuration Manual.)

Copy

Indicates whether the file type is selected to be copied. Click in the box to select the file type. Default is blank (not selected).

Files Dated Before

All files created before the selected date will be copied. Click on the field to display a calendar from which to select the date. Default date is the current date minus one.

Path

Defines the path for the new files. Click on the field to display a standard "Open" dialog box from which to select the path. Default drive path is defined in the hotel setup. (See the Hotel Data, FF Setup section in the Miscellaneous chapter of the Suite 7 Configuration Manual.)

Deleting an Old Export File This option allows you to delete FFP, FGP, and data collection ASCII files from the export path defined in the FF Setup of the Hotel Data. (See the Hotel Data, FF Setup section in the Miscellaneous chapter of the Suite 7 Configuration Manual.) To delete an FGP, FFP, or data collection ASCII file: 1. At the bottom of the main FFF grid, click OPTIONS. The Options dialog box appears with the CREATE tab automatically selected. 2. Click the DELETE tab, the Delete Export File dialog box is displayed.

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 31

Suite 7 Fidelio Frequent Flyer Manual

3. Select a file type by clicking the appropriate DELETE option. The other fields for the selected file type become active. 4. Click on the FILES DATED BEFORE field to select a cut-off date for files to be deleted. 5. Click on the PATH field and select the path from the OPEN dialog box. 6. Repeat step 2, through step 4, for all file types to be deleted. 7. Click PROCESS, you are prompted to confirm the delete process.

8. Click YES; the system informs you that all files created before the selected dates have been successfully deleted.

9. Click OK.

Page 32

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Index A Accelerator keys .......................... 4 Accessing an existing print table format ................................... 17

I Introduction ................................1

L

B

Logging In...................................4

Blue drill down arrow.................. 10

N

C

Navigation keys Accelerator Keys........................4

Control keys................................ 5

Control keys .............................5

Copying an Export File ................ 30

Quick Keys ...............................6

Creating a New Guest Record....... 25 Creating an Export File ............... 27

D Date field

Shortcut keys............................5

O Opening the Table Print dialog box 11

Changing a date using the calendar ........................................... 9

P

Date field ................................. 8

Printing

Selecting a range of dates using the calendar .......................... 9

Previewing before printing ........... 11 Pop-up print button.................. 11 Print button ............................ 11

Typing a new date ..................... 9 Deleting a Guest Record.............. 26 Deleting an Old Export File .......... 31 Displaying corresponding screens and dialog boxes ..................... 11

E Editing a Guest Record................ 22 Exiting the Suite 7 Front Office..... 19

F Formatting the report ................. 11 Frequent Flyer

Screens and Dialog boxes ......... 11 Printing from the Table Print dialog box........................................ 11 Printing using the print pop-up ..... 11 Processing Guest Records ............ 27

Q Quick Keys ..................................6

S Saving a print table format to a file ............................................. 17

Accessing ................................. 2

Saving and accessing print table files ............................................. 17

Introduction ............................. 1

Shortcut keys ..............................5

G

U

Getting Started............................ 1

Using the blue drill down arrow .... 10

© 2006 Micros-Fidelio (Ireland) Ltd. September 2006

Page 33