Welcome

Presentation of the Semper Property Management System (PMS)

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This is the log-in screen – each user has their own unique user id and password.

A profile is setup for each user that determines which functions they may access.

A ribbon interface groups logical functions together such as Reservations, Front Desk, Accounting, Admin etc. We will visit each later in the presentation

Rooms are listed on the left

A calendar display is presented which covers 3 months at a time

A navigation bar is displayed at the bottom. The small arrow advances (or goes back) one week and the larger arrow one month. The “o” returns to the current month

Each reservation is recorded on the calendar together with a status (e.g. Provisional, Confirmed, In-house, checked-out etc.) Each colour represents a different status. i.e Light blue designates a provisional reservation, yellow a confirmed etc. Bookings in Italics represent group bookings All colours can be customized as can the information that gets displayed on the calendar.

Click directly on any reservation to open

The transaction screen is utilized for processing reservation transactions and invoicing

Comprehensive reservation information is recorded for each reservation. Special guest requirements are automatically inserted in the reservation

Multiple functions can be performed within this screen including recording of charges (sales), payments, expenses, invoices (deposit, pro-forma and final) etc.Multiple accounts are managed by using the allocation feature and selecting the account to be processed

Many tools exist to improve productivity.

Quick access toolbar enables each user to customize most-used functions

The last 20 reservations worked on can be selected from the drop-down list

Right-click on any reservation and a menu is displayed to enable quick access to commonly used functions

The functions found under the GENERAL Tab

Comprehensive search capability

Quick access to any person in the database including guests, travel agents, company contacts etc.

Comprehensive reports with over 100 to choose from.Limit employees to selected reportsSetup own favorite list for quick access

Favorite reports represented by an icon on ribbon for quick access

Access to birthdays and anniversariesAutomatically displayed the first time a user logs in Ability to send email from the system

Information posted from telephone management systems and /orpoint of sales systems can instantly be viewed including historic postings

The functions found under the RESERVATIONS Tab

A quote can be produced and emailed within 60 secondsStandard templates ensures professional and consistent look and feel of the quotes Email quote directly from the system All quotes are stored and managed in the systemAny quote can be altered and re-sendRemarks can be added to keep track of the progress of each quoteCan be transferred to waitlist or directly onto the calendar as a reservation

All previous quotes are listedRemarks on each indicate activity requiredQuotes can be deleted or set as in-active

New quotes can be produced using a wizard style interface – one screen at a timeOrThe more experienced users can select the tabs at the top of the screen

Waitlists are presented and managed in a similar way to quotes. Email waitlist directly from the system All waitlisted reservations are managed in the systemRemarks can be added to keep track of the progress of each waitlistCan be transferred to the calendar as a reservationOnce recorded a special tab highlights the waitlisted date

A new reservation can be recorded by selecting the New function or by selecting the appropriate cell on the calendar. (e.g. The example shows twin room 4 arriving on the 31st of October selected)

The new function activates a quick and easy to use wizard that directs the user through the process as will be demonstrated next.

Record a new reservation

Example 1.An individual requests a new reservation and will pay all charges

Select the new reservation wizard

Select the arrival and departure dates. Only available rooms are displayed for selectionOnce a screen has been completed the user selects “Next”

Next enter the number of adults and children

Select “An individual” as the booking agent.Note: The Rate can be changed at this point. (The system inserts the venue default rate as set within the admin system)

Next enter the guest details. The system automatically searches the database for return guests. By highlighting one of the entries, all information is displayed to enable the user to identify the guest.

Once the guest details have been entered (or selected), a summary of the reservation is displayed for verification.

Deposit invoices and directions can be generated at this point. These documents can be emailed directly from the system.

This ends the process and the reservation is recorded in the system

Record a new reservation

Example 2.A travel agent or company requests a new reservation and will pay all accommodation charges. The guest will pay incidentals

Select the new reservation wizard

Select the arrival and departure dates. Only available rooms are displayed for selection

Next enter the number of adults and childrenThen select the booking agent as a travel agent or company

A list of companies are presented for selection together with contacts at the company. (a new contact can also be defined)

A summary of the reservation is produced If a deposit is required, a deposit invoice can be produced as well as directions to the venue.These can be emailed directly from the system

End

Deposit tracking is designed to manage all outstanding deposits from a single environment. The user has the ability to: Open any of the reservations listed by double clicking on a reservation Record a deposit payment (which confirms the reservation and removes it from this list)Record activity required to manage the collection of depositsDisplay any of the deposit related reports.

Groups – This function enables the creation of group booking. This can also be achieved via the NEW reservation functionExtensive support for group management is present.

All reservations – Displays a list of all active reservations with the ability to drill-down to the individual reservation.

The Provisional line was selected and a list of all provisional reservations are displayedDouble click on any reservation to open the individual reservation

Internet Sync – This function synchronizes with real-time booking systems to retrieve new reservations New Internet Reservations

Displays a list of reservations received from real-time systems. These reservations have already been inserted in the calendar Used to filter real-time reservations received and ensure each is processed

Allocations – Allocate rooms to companies. This function is used to mark the calendar when rooms are allocated to a specific company or individual.Allocated rooms are not considered a reservation and can still be reserved if needed

Cancelled reservations – Display a list of cancelled reservations with the ability to restore the reservation to active state.

Print Calendar – Prints the current calendar screen. Often used as an off-line mechanism when user is away from the system. Book at other venue – Enables the operator to book a guest into any other venue using a real-time

booking system. This is done in collaboration with a real-time vendor

The functions found under the FRONT OFFICE Tab

Check-in Display a list of guests who are due to check in today. (Groups are auto identified)Print a customized registration form for a single or multiple guests (Information of the guest is automatically inserted in the registration form)Open individual reservations Check-in single or multiple guests at the same time.

Sales Easy to use wizard is used to record sales that are either posted to an in-house guest or recorded as a casual saleIn this example a sale is recorded to an in-house guest. Easy to use graphical interface is used to group products for selectionRate is automatically applied when the product is selectedOnce recorded, the sale is posted to the guest account.

Check-out All guests due to check-out are listed. Guests where balances exist are colour coded to ensure payment is processed. (or invoiced and transferred to debtors) Single or multiple guest can be check-out simultaneouslyIndividual reservations can be opened for further processing

Un-Invoiced Reservations All reservations that require invoicing are listed (i.e.. Have outstanding balance) This feature ensures all reservations have been processed An invoice can be produced from this screen and emailed to the guest or company

No Show No show reservations are indicated within the reservation and removed from the calendar screen. Such reservations can be restore to an active state, cancelled or invoiced. Invoiced no-show reservations are managed via the debtors system

Cash up Individual employees can be cashed-up at the end of their shift to ensure good controls are implementedConsolidated cash-up can also be done for multiple employees

Invoice setup Invoices can be produced with detailed transactions displayed or in summary formVarious summary styles can be setup to suit a venue

The functions found under the ACCOUNTING Tab

Deposit Tracking, Invoicing and No Shows These functions are the same as previously described

Refunds Refunds are recorded and managed in the system including assigning various refund methods (e.g. cash, credit card etc.)

DebtorsAll monies outstanding is managed by the debtors system except for deposits which is managed by the deposit tracking system.

DebtorsA list of all debtors is presented and colour coded to identify the various types of debtor accounts together with a total of all debtorsIn-house debtors can be included or excluded from the list

Easy access to all debtor reports

DebtorsIndividual reservations can be accessed for detailed informationPayments or Expenses (e.g. discounts, write-offs, credit notes etc) can be applied from this screenAge Analysis groups debtors by company as seen on the following screen

DebtorsCompanies are displayed together with an age analysis of each companyGuest debtors is a lists of checked-out guest accounts with outstanding balancesDouble click any company to view details of the company businessAbility to print a statement for a single account or all statements

DebtorsIn this example a company account is displayed with all invoices and unallocated paymentsNew payments can be recorded and allocated to individual invoicesStatements can be produced reflecting all activity for a period

Day-end and month-endDay-end records all activity between two periods or daysMonth-end records all transactions within a calendar month which get posted to any accounting system. Full audit trails of all transactions form an integral part of the system. Various month-end reports exist reflecting the income and cash-flow of the business

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