KWHotel Free User Manual
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10. 78 ..................................................................................................... 55 9 :;Configuration-->Security
8.
On “Other” tab enter On-line reservation number and the information where the customer comes from to your accommodation site.
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9.
The Reservation status depends on the reservation dates and payment made by the customer. When you set the status the reservation changes its colour in Calendar module. There are three types of statuses:
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Past statuses (left column) – if the check-out date is before current date the available statuses are: „Vacant not paid”, „Vacant”, „Vacant excess payment”.
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Current statuses (middle column) – if the customer has already checked-in and not yet checked-out the statuses are “Occupied”.
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Future statuses (right column) – Reservation planned in the future.
If the customer has not made any payment for the reservation yet, the statuses are: confirmed, not confirmed, cancelled. If you mark the reservation cancelled and hit “Save”, the reservation gets deleted. If you fill in the “Advance payment” field, the status of the reservation changes to “Advance paid”. If the full amount of money was paid, the status of the reservation changes to „Reservation paid full”.
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In case of any questions or doubts, go to “Help on statuses” (bottom right corner of the reservation window).
10.
If the advance payment due date is set on particular day, the system shows a reminder.
When the advance payment due date is before current date, the reservation gets highlighted red on the Calendar. 11.
There is a possibility to add meals and products when making a reservation.
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“Issue documents” icon is used for issuing: Invoices, Pro forma invoices, Receipts, Advance VAT invoices, Advance Pro Forma invoices and Booking confirmations. To enable „Check-in” icon, go to Tools-->Configuration-->Other-->Obligatory Check-in
„History” allows you to view the reservation before its modifications.
If the reservation was modified many times, you can preview its basic form, before any revision was made. When you complete filling in the information in the „New reservation” window, click „Save”. If you point over a reservation in Calendar module you can view the most important information and comments about it.
To add a new Group booking, mark the reservation period or select the check-in date in Calendar module and click „Add group booking” at the bottom of the window.
„Group booking” window is divided into several different parts. 1.
Here you need to fill in:
• •
Check-in date (calendar on the left) Check-out date (calendar on the right)
To set the dates, click on the scroll-down arrow next to the calendar icon and mark the days on the calendar; today’s date is highlighted in blue.
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If you need to change the month, click on the left or right-side arrow next to the month’s name. Another option is to click on the month’s name and choose from the list.
„Days” field – reflects how long the customer stays at the accommodation site. When you enter the check-in date and fill in the number of days the system automatically adjusts the check-out date.
2.
At the top of the room list there are options and filters used for searching and selecting the rooms.
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First select the rooms for the Group booking.
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Next fill in the number of adults and children in the table.
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Enter the rates and children rates. If the default rates were set for the rooms before, the program fills the rates automatically. However, it is possible to modify the default rates at this point, just enter the new value into the table.
• Check-in and check-out dates get transferred from “Reservation dates”, you can not modify them in the table. •
“Sum-Rates”, “Sum-Meals”, “Sum-Items” – these values are calculated by the system automatically; „Meals” and „Products” can be modified by clicking on their icons in the bottom left corner of the window.
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Next five grey columns of the “Room list” table are not editable. These are default room rates that were set for the rooms before.
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When you complete entering the required data click „Save”.
It is obligatory to set the reservation dates first and then select the rooms when creating a Group booking. If you want to book different rooms for different dates in one Group Booking,
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you need to: 1. Set the first Reservation Date.
2. Select the rooms to be occupied in that period.
3. Change the Reservation Date.
4. Mark the rooms to be booked at that time .
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If you look at the Room list table now, you can see that each room has the correct reservation date assigned.
When clicking on a reservation that belongs to a Group booking in Calendar module, it is possible to view either a Single reservation window or a Group booking window (screen shot below):
A Group booking window is usually used when adding a new reservation. When the guests arrive and you need to enter their data, you rather edit each reservation separately.
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If you enter a value into „Amount paid” or „Advance” fields in Group booking, the payment gets divided by the number of guests or rooms and it is transferred into each reservation separately. E.g. There is a Group booking for 3 single rooms (100 Eur per night/room) for 10 days; full payment for the Group booking equals 300 Eur. If the customer paid 1500 Eur advance, there is 1500 Eur payment left. When opening any single reservation, the „Amount paid” comes out as 500 Eur (1500 Eur divided by 3 rooms). The calculation gets more complicated if you select different payment options for different rooms in one Group booking (room rate per night or price per person).
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In “Customers” module it is possible to search for customers either by their address or by name; moreover you can add new customer, edit and delete existing client’s data. There are three options to view customers in the database: the last 60 who made reservation, the last 60 added to database, all (loading may take a few minutes). To add a new client to the database click on „Add new customer” next to yellow plus icon. The window pops up where you need to fill in all the necessary information. A customer can get one of 3 statuses: “Child”, “Regular”, “Blacklist” (Regular – it can be useful for discounts and promotions, Blacklist – indicates unwanted client). On the “New customer” window you can also issue a Hotel ID card by clicking on the icon at the bottom. Additionally, if you want to make sure this is the only record of the customer in the database, click on „Delete customer copy” icon at the bottom right side of the window.
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In the top toolbar you can find the following selection of features: a. b. c. d.
„Setup” to modify the page settings. „Preview” opens print preview. „Print” for printing the guests list. Different view options: • „Customers accommodated on”, you need to select the date on the calendar. • „Customers who arrived on”, also mark the date on the calendar. • „Customers who left or will leave on”. • „Customers checked-in on”. • „Reservations for” • „All reservations made on”
e.
Each view can contain different data regarding customers or reservations, just tick the box next to the information that you want to be included in the view. Additional facilities in the Logbook are: „Customers report” and ”Group Report”.
f.
In the Logbook you can view data of all customers who made the reservation and are registered in the system.
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In „Meals” you can find the following options: „Meals report for”; to run the report, open the calendar and select the date. „Setup” to modify the page settings. „Preview” opens print preview. „Print” for printing the meals list. „Number of meals on selected day” – it shows a detailed list of meals on particular day; additionally you can mark the option “Count meals only for occupied reservations” to view the meals for checked-in customers only.
a. b. c. d. e.
You can add a meal to a reservation when creating new or editing an existing one. To view “Edit Meals” window, click on “Meals” icon at the bottom of the “New reservations” window. Now you can fill in the information such as: the number of people eating full/half meal, the meal types and their prices (the system automatically calculates total price). Moreover it is possible to create different combinations of meals on particular day by entering adequate numbers into white/blue fields of the table.
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This module is mainly created for issuing documents and creating the assortment base. There are different types of documents available, i.e.: Invoices, Pro Formas, Receipts, Invoice Corrections and Cash Receipts (cash released, cash accepted, bank released, bank accepted). When the document is created, it can be easily printed. Click „Save” to call out Print options. Here you can select if you wish to print either original invoice, its copy or both of them. Each type of document can be paid according to different payment option; moreover it is possible to join different forms of payment in one document.
In Bills module go to „Add invoice” to create a new invoice. After filling in the necessary information and saving the invoice, the printing option automatically comes out. If you do not want to print the document at this stage, hit “Close”. If option „Paid” at the bottom of the invoice window is unmarked and the due date is before current date, the invoice gets highlighted red on the list of invoices.
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When Pro Forma is paid, you can issue the document simply by clicking on “Invoice” at the bottom of its window.
On the list of invoices the number of Pro Forma gets highlighted in different colour depending on its status:
• • •
Pink – Pro Forma unpaid; due date is highlighted in red. Green – Pro Forma paid. Blue – Pro Forma cancelled.
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When correcting an Invoice it is important to delete the present data first and next input the correct information into the field.
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To change the VAT ID rate: 1. Enter “0” into „Quantity” field in the “Products” table. 2. Add the same service below. 3. Enter correct VAT rate.
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Cash Register Receipts
Here, following options are available:
Cash accepted Cash released Bank accepted Bank released
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In KWHotel it is possible to create different assortment groups (e.g. goods, services) and an in-house assortment to facilitate your work in the accommodation site. You can select the assortment when creating documents.
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In Statistics module there are three types of view: Graphs and charts; you can set the graph breakdown: • for particular period of time, • by different rooms, • by days,
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by months.
Graphs and charts include occupancy ratio.
Statistics overview
“Statistics overview” additionally contains “Total Cash Inflow” divided by different types of payment; moreover it is possible to check on the cashier’s name.
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Sales Record by Document Type
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Shift Reports
They contain information about proceedings that take place during a specific shift. It enhances communication between different shifts so that each shift can assess work that was completed and determine how to proceed.
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On Menu bar go to “Tools” and then “Configuration”.
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Configuration window is divided into different tabs: • •
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In Calendar Configuration you can change the calendar design. It is possible to set unique colour codes for the reservations, choose frame colour and shape for the strips, decide on the room list colour. You can also add additional information to the Calendar, i.e.: „Number of people making reservation”, „Address”, “Comments”, just tick the box next to selected feature. For Hotel packages you can set thickness of the reservation strip frame. “Restore defaults” option reverses the modifications back into basic layout. You can also select “Sharpen Edges” and „Shaded Colour” options to enhance the representation of data.
On „Taxes” tab you can set standard tax rate for the Room rate per day, Meals, Products.
Next you need to enter the Location and Currency name.
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Finally decide on the method of calculation for VAT invoices (Gross or Net prices).
In Taxes Configuration it is possible to set the calculation method and value of Local tax.
On Invoices tab you can decide on the invoice numbering method (annual numeration, monthly numeration) and set up the default prefixes for invoices and receipts. Moreover you can enter your in-house invoice names for accommodations, meals and advance payments. Additionally make sure the invoices contain your company logo. In the bottom left field select the payment type and on the right enter the address for issuing invoices.
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In Meals Configuration it is possible to give meals your in-house names; moreover you can set the default meal prices.
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„Users” tab is used for setting up access rights for different KWHotel Users. There are four options available: Guest, Junior Receptionist, Receptionist, Administrator. You can find detailed information on access rights in the program.
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In E-mail Configuration you can decide on default E-mail sending option. You can choose either your personal E-mail application or KWHotel E-mail client. Selecting the second option requires filling in the required data in the system.
The program enables you to send Booking confirmation E-mails. If this option is selected in Configuration, the feature „Issue document” in Reservations gets highlighted either red – when the confirmation was not sent, or green – when the confirmation was sent. Confirmation E-mails may be sent out automatically as well.
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Booking confirmation E-mail was not sent:
Booking confirmation E-mail was sent:
When sending the confirmation from your default E-mail application, the system pastes the confirmation text directly into the body of the message. Therefore confirmation layout may be damaged. Another option is to send the confirmation in the attachment as PDF file. In order to do this, go to E-mail Configuration and mark the option “Send E-mail from KWHotel mail client”, then enter the required information into the system. On request, KajWare can also prepare your individual in-house Booking confirmation with company logo, location map and many more (requires extra charge).
KWHotel enables you to establish default names for Invoices & Pro Formas, Booking Confirmations, and Hotel ID Cards. You can modify documents layout and save your preferences regarding “0%” VAT ID usage as well. If you want your in-house Guest policy to be attached to each Booking confirmation, type it in the Layout Configuration window.
To minimalize risk of losing your database current progress, KWHotel Security configuration offers you a variety of security options. You can either force program to
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automatically create database backup every 30 minutes or before closing the application. Additionally you can enable option to ask you upon program shutdown, whether you wish to back up your database. There is also an On-line backup option. If you wish to enable it, please contact KWHotel Support Team.
Both Primary and Secondary keys must be entered by the User. The Primary key has to contain 8 characters and the Secondary key, 6 characters. Primary key is stored on your workstation but the Secondary key is not and has to be typed in every time you encrypt or decrypt the Credit Card number.
Other
On „Other” tab you can set up default names for 3 different age ranges.
Moreover you can decide on the „Overbooking” option, which means booking the same room more than once. If you mark “Yes” the reservations in Calendar could overlap.
When saving a reservation the system additionally asks for the confirmation for overbooking. The following message appears:
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Hit „Yes” to confirm. See overbooking in Calendar module on the screen shot below:
Another option in „Other” tab is “Showing subvention amount field in Reservation window”. When marking “Yes” and filling in the subvention value in Reservations, the amount gets deducted from the “Amount payable”.
See the subvention in Reservations window below:
Other features are regarding Reservations window, as below:
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Enabling obligatory check-in and check-out options forces user to manually perform check in and check-out actions to successfuly complete reservation process.
KWHotel cooperates with Postnet Thermal fiscal printers. To synchronize the printer go to “Tools” and then “Fiscal Printer Configuration”. When the window pops-up, fill in all the required data.
: KWHotel allows you to encode Hotel cards via „New Reservation” menu. Such card will be used by customer to gain access only to selected rooms. Reports creator: To make your work proceed as swiftly as possible, KWHotel allows you to issue automatic reports. They are based on pre-defined layouts where only data fields change their values.
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