Date post: | 02-Nov-2014 |
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Competencies forHospitality Technology Systems
1. Describe the basic functions of:– Property Management Systems– Point-of-Sale Systems– Sales and Catering Systems
2. Identify stand-alone technology systems that may interface with property management systems.
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Competencies forHospitality Technology Systems
3. Identify hospitality accounting modules typically provided by back-office software packages.
4. Explain the elements and impact of e-commerce on hospitality organizations.
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We Need Hotel Reservations
• What options do you have to make your hotel reservation?
– Travel Agents– Hotel Company Website– 3rd Party Online Resources– At Hotel Front Desk
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PMS Functions
Reservations Module – enables a hotel, a spa, or a resort to rapidly process room requests, generate timely & accurate rooms, revenue & forecasting reports.
• Shows availability
• Allows for forecasting of availability
• Organizes and shows reservation records
• Provides reservation confirmations
PMS Functions cont.Rooms Management Module – assists in
maintaining check–in, check–out, housekeeping, and switchboard functions.
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Rooms Management Module
• Reports the status of a room (is it clean or has the guest checked-out)
• Registration - checking in & out procedures
• Room assignments - who is in which room
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PMS Functions
Guest Accounting Module – allows for property control of a guests account during the stay.
• Folio management
• Credit monitoring
• Transaction tracking – what is being charged and from where on the property
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Common PMS Interfaces• Central reservation system
• Internet
• Sales and catering
• Point-of-sale
• Electronic payment processing
• Revenue management
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Common PMS Interfaces cont.
• Back office accounting
• Call accounting
• Electronic locking systems
• Energy management
• Auxiliary guest service devices
• Self-service devices
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POS Order Entry Functions• Displays menu items
o Different priceso Different meal periodso Different outlets
• Applies modifiers to menu items
• Groups menu items with single price
• Provides a default order display location to see what is being ordered
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POS Order Entry Functions
• Allows delayed order entry to time service
• Counts down items in short supply
• Provides rapid entry of quick-service items
• Offers simple way to re-order a round of drinks
• Enables off-menu orders
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POS Settlement Functions• Splits charges on check
• Transfers checks from one server to another
• Combines checks for different tables or servers
• Can apply service charges
• Automatically adds gratuity when appropriate
• Reports tips by server
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POS Settlement Functions
• Records settlement method
• Tracks voids, corrections, and adjustments
• Provides reports such as:o Cashier shift balanceso Menu item sales analysiso Server productivity
o Serves as a clock in/out method for employees
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Sales and Catering - Group Sales
• Creates master record for a company who books the property and can create corporate subsidiaries (mini accounts)
• Facilitates property contact person
• Displays guestroom & function room availability
• Creates and tracks group bookings
• Allows adjustments for prior contracted rooms based on past history & forecasting
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Sales and Catering - Function Rooms
• Records function room size & configuration capabilities
• Displays images of each function room in typical configurations
• Displays function room availability in graphic form (how long a room is booked for)
• Creates a banquet event order (BEO) – information need to set-up room, food requirements, contact information and more …
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Accounting ApplicationsAccounts Receivable Module – monitors outstanding balances
of guest and property accounts
• Customer master file – contains all the information the property must know about the guest
• City ledger file – for guests that have checked out but who have an outstanding balance
• Account aging file – where a business charges late fees or interest to accounts that are not paid on time. It is a major revenue source for various charge accounts and a standard business practice
Accounting Applications
Accounts Payable Module – handles all possible items that need to be paid, such as wags, supplies, food, benefits.
• Vendor master file – contains all accounts of current and former vendors
• Invoice register file – lists all current invoices to be paid and paid
• Check register file – oversees the calculation & in house printing of checks for payments of selected invoices.
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Accounting ApplicationsPayroll Module
• Employee master file
• Payroll register file
• Government register file
Financial Reporting File
• General ledger – principal accounting ledger containing all balance sheets & income statements
• Trial balance – maintains a list of accounts debits & credits
• Financial statements – balance sheets & income statements =>– Assets = Liabilities + Equity
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