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Hotel Management System

TS Hotel, the Hotel Management System is a comprehensive software suite consisting of integrated modules for various aspects of hotel management. The important modules in the Software include: Total Hotel Management Software like- Reservation System, Billing System, Front Desk Management and Accounting, Inventory, Stock Management System, even other module can be integrated to this software like Payroll, Employee Management System. In our lodging software all modules are tightly integrated and all hotel programs are included in one price, or any module can be choosing with individual price.

TS Hotel is general purpose Hospitality Management Software that can be used at hotels, motels, inns, resorts, lodges, hostel, guest houses, apartments, medical centers as Property Management System.   

Main Features

¨        Hotel status from main screen with easy Check in Check Out

¨        Reservation                                   

¨        Group Management/ Operations   

¨        Direct Billing/ City Ledger                                                             

¨        Guest Pictures at Various Stages of Stay                                           

¨        Full Network support and/or Desktop version for single PC         

¨        Multiple rate & rate type support in single stay                                    

¨        Comprehensive User Management                                            

¨        Ability to change room for a rented room on any day of the Guest Stay       

¨        Transaction management with insert, delete & restore feature 

¨        Expense Management                   

¨        Hotel Configuration                                                                      

¨        House Keeping                                                                            

¨        Lost and Found Management        

¨        Guest Message Recording             

¨        Address Book                                  

Other Features

¨        Can edit any rental in the past, each day is shown in Windows explorer style tree view  

¨        Flash rooms whose rent is delinquent

¨        Late check outs

¨        UNDO room status facility with Reports

¨        Guest database with advance search, export & import facility

¨        Scheduled and Manual Back up of all data

¨        Guest History

¨        Multiple Rooms Status Updates

¨        Weed out trouble customers by marking them as DNR (Do Not Rent)

¨        Room Blocking for any transaction

¨        Password protected Day blocking to secure data

Reports

¨        Charts for better representation of data

¨        Reports can be customize on certain level

¨        Password protected reports

¨        Summary reports for the exact picture of the property at a particular time

¨        Receipt or Folio printing

¨        Flexible automatic invoice printing if desired

¨        Any Report as far the client requirement

Feature in Brief 

1. Central Idea about the Hotel status from main screen

Reservation is very easy to handle through our software. It contains facility like searching, editing and deleting through extremely easy user interface. Basic operations include

¨        Select Room of your choice from available rooms list

¨        Perform rate type and rate related operations

¨        To check in a reserved room, open it and check in; a two mouse click operation!

¨        Block Reservation Dates for Certain Date range or selected dates

¨        Click on any vacant Room to do the Check-in

¨        View the property overview for any day by easy date tree view.

¨        All commonly used features are just one or two mouse clicks away with

Figure: Main Screen (interface)

¨        Lock days features enables hotel admin to disallow operators to view or edit previous days. This feature is enabled for the admin.

¨        Extremely easy to use with Graphical user interface.

¨        Allow execution of multiple features at the same time, e.g., reservation and guest database

¨        Ability to block  rooms  for multiple date ranges

 Figure: Room Reservation System

 2. Ability to change room for a rented room on any day of the Guest Stay

During the stay, guest wants to change the room for any reason. One can do this easily with the software. Desk clerk simply selects from any empty room to shift the guest. Rates can be changed or the old rates can continue.

Figure: Room Change

3. Comprehensive User Management with varying degrees of privileges  

In case of a multiple user environment on a network or where different desk clerks serve the guests, it is necessary to prevent all user form doing everything or viewing all the data. This software facilitates with various levels of privileges to perfectly define who can do what or who can view what. This is how we implement the security.

Figure: User Management 

4. Hotel Configuration 

The environment is fully configurable. Means that user can change any thing any time without disturbing the past data. For e.g. rate can be changed, room size, room position can be changed. Print options can be set any time. Also if user wants to ON/OFF some feature, he can do that through configuration. Additional payment type, room type, rate type can be added any time. User privileges can be changed.  

5. Address Book  

Address book has feature like standard address book where the names are listed in alphabetical order. It is helpful to store business card data. This is very useful when say user wants list of all restaurants or bankers.  

6. Well-designed restore database operation for data recover

It is possible that some how the present work is disturbed due to corruption of data. The software has backup facility to save data in such circumstances. One can automate it to take at constant period of time so the user doesn’t need to worry about it. The restore is a well defined interface that helps user to restore the data at any stage.  

Figure: Data Backup System  

7. Direct Billing support/ City Ledger with company level transaction management & folio 

The software supports unlimited company accounts with credit limit. Overpayments, credits and partial payments are supported. The past data can be adjusted to reflect any change in direct billing folio. Once a guest is checked out, the payment is automatically posted to respective company folio. One can generate company wise folio and bad debt marking facility is also available.  

8. Expense Management 

The software supports account payable and account receivable transaction recording. So if hotel pays for any services it hires and user wants reports on it, he can have it with account payable reports. So is the reverse case, when hotel gets some income and user wants to record it, account receivable is there.  

9. Full network support

Can connect, number of PC to one Database for concurrent operations. The software can be used in a multi user environment. User can decide which PC will act as a server and rest will be clients. Configuration part is performed by server through a privileged user. Rest of the operations can be performed by clients and data can be shared by all.  

10. Group Management/ Operations 

The complex operation is made very easy here. With essential minimum of entry, one can complete the entire operation. Payment and charges can be easily assigned to multiple rooms from the same familiar interface. Most of the feature that you can do with a single room is available for group too. To complete a group reservation you need to:

Select stay duration

·          Complete rate type and rate related operations

·          Select rooms to include in the group

·          Make payment if any

·          Reserve or Check-In the group.   

Figure: Group Operation  

11. Guest Message Recording 

When a guest is not available and somebody want to pass some message to the guest, desk clerk can use this tool. This handy tool helps desk clerk quickly record message and any special request by outsider to the guest.  The main interface can flash the rooms for which messages are to be passed. Multiple messages can be maintained and passed to the guests.   

12. Guest Snaps

Take Pictures of Guests at the time of Check-in Check-out and Payments. Very easy to use without any click. This feature is optional   

13. House Keeping  

The software allows scheduling housekeepers based on projected occupancy using the built-in scheduler. It can handle multiple groups and rooms can be assigned and reports can be printed for assigning tasks. So it would be easy for a desk clerk to verify if some housekeeping work is done or pending. 

14. Lost and Found Management 

This facility is used to record any unclaimed left out baggage or other commodities within property. Also if a guest complains regarding lost of any item within property, desk clerk can do that using this facility. It displays lost and found items list separately and desk clerk can keep track of who has found or who claimed that. 

Figure: Manage Lost & Found  

15. Multiple rate & rate type support in single stay 

This feature makes our software unique in serving the client in the best way. It is possible that a guest is applied many rate/rate types during his stay. It may be to various packages offered by the hotel. One can do this easily in the following way:

¨        Select room where multiple rate type are to be applied

¨        Select multiple rate link

¨        Divide the entire stay on basis of rate type and duration and enter special rate if you wish  

16. Quick check-in through magnetized driver license or identification card swipe 

In the busy hours of check out, check in, usually desk clerk finds little time to complete guest information. Our software has come out with a fast solution. The data can be captured through guest’s identity card or driver license with a swipe card reader directly without keying. This additional feature requires special hardware.  

Figure: Check In   

17. Transaction management with insert, delete & restore feature 

The major use of this feature is to rectify any mistake done by desk user. Say if a new day is created without recording a check in and many other operations are performed on the new day, one has to use this feature. While deleting any transaction, system keep backup of your transactions so that the deleted transactions can be restored too. Insert, Delete or Restore and transaction any time.  

18. Bad Debt operation at transaction level  

Hotel may have to bare some unrecoverable due in the business. The software allows marking such bad debt at individual check in level. It provides list of non-zero balanced transaction and user can select and mark such transaction as bad debt.  

19. Can edit any rental in the past, each day is shown in Windows explorer style tree view  

Once a new day is created during routine operations, the normal operations like check out/check in /stage change is not possible but any rental data can be updated without any inconvenience. Each day is shown as a node in explorer style window to access any date’s data easily.  

20. Weed out trouble customers by marking them as DNR (Do Not Rent)  

Hotel management wants to serve the guests in the best possible way. At the same time it wants to remember some unwanted guests too. The program has facility to mark a guest with some DNR reason. All the future transaction with that guest will be denied by the system unless the reason is removed for that particular guest. 

21. Flash rooms whose rent is delinquent   

The main interface can flash the rooms for which the guest has not paid rent fully. (Some due is there on the date) 

22. Guest History 

One can have a guest’s history – means can list his pervious stay in the hotel - from a list of checked in guests through a very useful feature called ‘Guest Ledger’. From there one can have list of guest currently staying, check out today or booked reservation today.  

23. Late check outs  

Software can generate list of late check outs and can checkout from that list. It is useful to the desk clerk when the guest has paid the due before and checkout recording is left due to rush hour activities.   

Figure: Check out   

24. Multiple Rooms Status Updates 

The Software has a unique feature to change the room status in mass. This saves desk clerk entry time a lot without clicking individual rooms and change their status. Different columns are provided so that one can decide up to which stage the room status change is needed.  

25. Password protected Day blocking to secure data    

The software has various ways to block routine operations – one for data security, one for maintenance purpose and one for some events. The first one is ‘Day locking’ feature. Once a day is locked, the transactions can’t be performed on that day and data will be secured form other transactions. Second one is ‘Room Blocking’ feature. Once a room is blocked, it can’t be available for any room level operation. The third one is ‘Block Date’ feature. Once a date is blocked, no reservation will be done on that date.  

26. Room blocking for any transaction   

The software has a way to block routine room operations for maintenance purpose. This is ‘Room Blocking’ feature. Once a room is blocked, it can’t be available for any room level operation.  

27. Scheduled and Manual Back up of all data   

The software has backup facility to save data in such circumstances. One can automate it to take at constant period of time so the user doesn’t need to worry about it. The restore is a well defined interface that helps user to restore the data at any stage. 

28. Software may be configured at any time without impacting past rental data   

User can change any thing any time without disturbing the past rental data. For e.g. rate can be changed, room size, room position can be changed. Print options can be set any time. Also if user wants to ON/OFF some feature, he can do that through configuration. If a rate type/room type/ room/ charge are not at all used, it can be removed too. 

29. UNDO room status facility with Reports  

The desk clerk can revert his action and bring the room into its pervious stage using UNDO feature. The reporting facility is available to let authority know what the stage was undone. 

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