Medallion Guide 541p5b

. An example: • Clicking in the allows data to be entered into field and stored for later use. When referring to buttons by using text and not a graphic, Buttons are identified using [BUTTONS]. An example: • Clicking the [INSERT] button opens windows or causes an action. When buttons are not available they are grayed out and will not activate when clicked. Available buttons are not grayed out, and when clicked on an action is performed. When referring to folder tabs by using text and not a graphic, Folder Tab identifiers are identified using {FOLDER TAB}. An example: • Clicking on {FOLIOS} with the mouse opens the Folios window within the application.

MEDALLION – DAY-TO-DAY Medallion offers many options to perform your day-to-day tasks. Opening a work area convenient to the task at hand and/or the functions performed at your particular property is just a mouse click away. After initial access to Medallion the application opens to the last work area displayed.

Logging into Medallion The Screen is the first screen displayed when entering Medallion PMS. Logging in with your name and the assigned by the of your system is necessary before accessing the system. Type your information into the appropriate areas of the Screen. Entering your name and uper or lower case is acceptable. The screen is displayed as follows:

Figure 2-1: Screen Pressing "Enter" or clicking on "OK" with the mouse logs you into the system. Medallion opens in, the Room Plan otherwise referred to as the Tape Chart, displayed below: Guide

2 of 64

The Plan Module

Figure 2-2: Room Plan or Tape Chart NOTE: MEDALLION OPENS TO THE WINDOW OF THE LAST MODULE ACCESSED AFTER THE INITIAL OPENING. When opening Medallion at the start of each day always check the system and business dates. The two date should always match. If the dates are not the same it is an indication that the End of Day Procedure was not completed the day before. NOTE: MAKE SURE TO COMPLETE THE END OF DAY PROCEDURE EACH DAY. THIS PROCEDURE IS DISCUSSED IN MORE DETAIL LATER IN THIS GUIDE.

Exploring Navigation in the Room Plan Once Medallion is open, maneuvering inside the application with ease is desirable. The The following information is provided to familiarize the with the navigation features of Medallion. The Room Plan, being the window the application opens in is the first area to be explored. It is divided into several modules accessed by menus, folder tabs, s, and icons. Modules contain windows displaying fields. The fields are data entry areas that store the data you enter to be retrieved for later use. This information is utilized for reservations, reports, and a variety of other functions. Medallion provides a variety of navigating tools giving you a choice and discovering the most comfortable way to perform your daily operational tasks. In the following material each navigational tool

Guide

The Plan Module

3 of 64

will be briefly defined. Following is a graphic that identifies the various sections of the Room Plan Module.

Figure 2-3: Identification Chart Utilize the graphic above to assist with identifying the navigational tool being defined. Below are brief definitions and/or descriptions for each area of the Room Plan window. 1.

Menu Bar – A navigation feature that selects functions by left clicking on a menu opening a drop-down menu.

2.

Speed Bar – A navigation feature that selects functions by left clicking on an icon. Different speed bar icons are available according to what module you are working in.

3.

System Date – Displays the actual date from the computer clock.

4.

Business Date – Displays the current trading date as defined by the last End of Day performed. Financial and statistical information accrues against the current Business Date.

5.

Folder Tabs – A navigation feature that selects modules by left clicking on a folder tab.

6.

View Options – A navigation feature that opens a different view by left clicking on an icon and acts as a toggle to change views. This option allows data to be grouped according to room type, allocation of rooms, etc. Operations can be accessed by different methods according to the view being displayed.

7.

Display Options – s may define two separate Room Plan Views with different number of days and rooms included.

Guide

4 of 64

The Plan Module

8.

Tape Chart – Displays the main area of the room plan where performing day-to-day tasks take place. This area will be explored further later in the guide.

9.

Status – Displays the status of different system features.

10.

Room Filters – Displays room information according to type of room, such as Deluxe or Presidential.

11.

Room Numbers & Types – Displays room information relating to each room.

12.

Occupancy – Displays the occupancy of your property.

13.

Calendar – Displays the selected month in the Tape Chart of the Room Plan window.

14.

Room Attributes – Displays and filters room by the attribute, such as fire and/or Jacuzzi in room, or connecting room.

15.

Time Period Display – Changes display in the tape chart by last month or week, current day, or next week or month.

Figure 2-4: Time Display • Double Arrows display time by advancing one month into the future or one month into the past. • Single Arrows display time by advancing one day into the future or one day into the past. • Clock always displays the present day. 16.

Trash – Functions as the recycle bin. Deleted files are maintained until file is permanently deleted from Trash.

Additionally, Medallion allows the to view short definitions when the mouse rests on an icon briefly. An example is shown in the graphic below:

Figure 2-5: Balloon Example

Guide

The Plan Module

5 of 64

Functions and Navigation Options of the Room Plan General Navigation Navigating in the Room Plans to make a reservation can be accomplished by a number of methods. General Navigation features include: • Right mouse click opens a menu of choices depending on the section of the room plan you are in. • Clicking on a folder tab opens the window of the folder selected. • Clicking on an icon opens the window of that icon. • TAB key moves from one field to another. • Drag – Clicking on an area, continue to hold down the left mouse button, and move the cursor across the window. Release the mouse button and a function is performed. Using this method in Medallion opens a reservation window from the Room Plan view.

The Menu Bar The Menu Bar has 4 menus to choose from, The Main Menu, Plan, Management, and Help. • The Main Menu access functions effect the system: - – Logs into the system - – Logs out of the system - Lock the System – Locks the system for security, with rights may log back into the system - Guest Messages – Opens messages for guest to view or edit - Messages – Opens messages to the to view or edit - Telephone Interface - Interface Keyboard AOP - Connect to test The System - Switch to Database – Gives the option of selecting a live or training database - Exit – Exits or logs out of the system • The Plan Menu access modules, functions, or effect display options within the Room Plan: - Search Guests – Opens a window to search for a specific guest - Search Rooms, Function key F3 – Opens window to search for a specific room - Display Names – Having this item checked displays the name of the guest within the Room Plan - New Reservation, Function key F2 – Opens window to make a new reservation. - Family Reservation - Group Reservation - Walk In - Recycle - Arrival by Time - Auto Allocate - Checkout Guide

6 of 64

The Plan Module

- Express Checkout - Print Registration Cards - Print Selection - Preferences – Set preferences for display colors, calendar display, room display, and reservation information • The Management Menu performs functions that maintain and manage the information stored on your system. The functions include: - End of Shift – Selection of this option opens a window to view and process end of shift activities. - End of Day – Selection of this option opens a window to view and process end of day activities. - Print EOD Reports – Selection of this option prints End of Day reports. - Print EOM Reports – Selection of this option prints End of Month reports. - Audit – Performs property audit. - Room Posting – Opens window to view and perform posting of charge per room. - Fast Posting or Function key F7 – Opens window to perform fast posting. - Direct Posting or Function key F8 – Opens window to perform direct posting. - Database Backup – Performs a back up of information stored in the property database. - Phone Book – Provides a search for businesses and entertainment facilities in the area of your property, such as telephone, address and other data. - Waitlist – Opens a window to view the Wait List - Authorization List – Opens a window displaying charges per guest and performs authorization for credit cards. - OTA Interface Inventory - Medallion Export/Import – Performs the process of exporting or importing data. - Back Office Transfers – Performs the process or exporting or transferring information - Individual Transfers – Performs the process of exporting information regarding property and/or groups Accessing the menu bar is one method for opening the various modules of Medallion. You can carry out functions by choosing options from the menu of individual modules. The following instructions provide an example of how to use the menu bar: 1.

Click on the name of the module to access:

Guide

The Plan Module

7 of 64

Figure 2-6: Using the Menu Bar 2.

Selecting the module you want to access opens a corresponding window:

Guide

8 of 64

The Plan Module

Figure 2-7: Open Window – Using the Menu Bar 3.

Enter information in the appropriate field or select and icon to perform the function. NOTE: FURTHER INFORMATION REGARDING FUNCTIONS IS PROVIDED LATER IN THIS GUIDE.

Guide

The Plan Module

9 of 64

Speed Bar Functions Following is a table listing the icons and buttons for reservations that: • Create new reservations • Activate and/or perform functions • Open windows for input of information

Icons Image

Speed Bar Icons Description/ Window Opened/Action Performed

Individual – opens to the Individual Reservation Window Individual Reservations are made independently of other reservations and check-in/out is completed independently. Family – opens to the Family Reservation Search window that can be search by entering the last name of the family. If the family is found information can be inserted into new reservation, updated and completed as a new Family Reservation. Family Reservations are made for a family unit and check-in/out is completed as one action. Group – opens to the Group List window and lists all groups ed at the property. After a brief pause the Group Reservation window opens allowing reservations to be made. Group reservations are made for a group of individuals, such as a company or convention. Check-in/out can be completed as multiple actions at different intervals. Walk In – opens to the individual booking Search Guests – opens to the search window for guests. Enter the last name of the guest and value is returned for all guests ed with that last name. Information pertaining to the guest can then be accessed by selecting the following buttons: Show in Plan, Reservation, Folio. Selecting close will close the search function. Room Search – Pressing F3 function key on the keyboard also opens to the search window for rooms. Enter the room number and press the search button to begin the process. Automatically Allocate – opens the window to allow automatic allocation of a room.

– Exits the System

Lock the System – Locks the current screen requiring the current to re-enter their . Check Out – opens to the Fast Check Out screen.

Direct Posting – allows for direct posting to specific folios. Usually used for Retail or Kiosk Sales. Shortcut F8. Fast Posting – Allows for standard posting to any guest folios. Shortcut F4.

Right clicking on the room displays pop-up

Drag Navigation Option Following is an example of how to use the drag option: 1.

Clicking on an area for the start date of the reservation, continue to hold down the left mouse button, and move the cursor across the window. Inside the room plan this method can be used to begin the reservation process.

Guide

10 of 64

The Plan Module

Figure 2-8: Example – Drag Option 2.

When the mouse button is released the reservation screen opens as follows:

Guide

The Plan Module

11 of 64

Figure 2-9: Open Window - Drag Option 3.

After entering all information required and clicking on OK the Room Plan window appears as follows:

Guide

12 of 64

The Plan Module

Figure 2-10: Completed Reservation-Drag Option

Guide

The Plan Module

13 of 64

Inside the Plan Module The Status The Status of Medallion monitors functionality of various processes such as, Guest Messages, Messages, the Interface Manager, Lost Calls, Confirmation List, Deposit List, Wait List, and others according to the system configuration of your property. The follow graphic labels the processes that are monitored within the status :

Figure 2-11: Status

Guest Messages Guest Messages displays a blinking red light when there are guest messages to open. The messages left for guests are entered and opened by two different methods. The first method is utilized from the Status described below. Entering a new guest message: 1.

On the status select the icon for guest messages. The following window opens:

Guide

14 of 64

The Plan Module

Figure 2-12: Entering a New Guest Message 2.

Select the icon boxed in red from the figure above. The following window opens:

Guide

The Plan Module

15 of 64

Figure 2-13: New Message Window 3.

Enter the Name, Room, and Subject of message. Next enter the message for the guest. After entering all appropriate information all buttons become fully functional. Click on the OK button and the message can be opened at a later time for the guest.

4.

After completing the instructions above and the windows are closed a Red Light flashes to alert the that Guest Messages are waiting to be delivered.

Delivering a Message 1.

Click on the icon with the flashing light for Guest Messages.

2.

Select the message to be opened. Double clicking on the message or selecting the Edit icon opens the message window.

3.

Check Delivered when the message is delivered to the guest. Medallion stamps message with time and date of delivery.

Guide

16 of 64

The Plan Module

Figure 2-14: Edit Message - Delivered 4.

Clicking OK closes the Edit Message window.

Messages messages are messages left for employees that use the Medallion system. The messages are used for general information that can be shared by all employees. messages are not to be confused with email and do not contain any security features. Entering a Message 1.

Click on the Message icon. The following window opens:

Figure 2-15: Enter Message

Guide

The Plan Module 2.

17 of 64

Clicking on the icon above opens the following window:

Figure 2-16: Message Window 3.

Click on the area boxed in red and the following window opens:

Figure 2-17: List - Message 4.

From this window you can choose pre-configured lists. Place a check in the check box for each . Click on OK to complete the process.

Interface Manager The Interface Manager monitors interfaces configured for your property ensuring the interfaces are functioning properly. If the interfaces are not functioning properly the icon’s red light flashes as a warning alerting the employee that there is a problem with interfaces.

Guide

18 of 64

The Plan Module

Lost Calls Lost calls are telephones calls made from vacant rooms, rooms that guests have checked out or unallocated rooms. Medallion tracks lost calls and places them in a house to allow tracking of revenue from these calls. Clicking on the Lost Calls icon opens directly to the Folio House shown below:

Figure 2-18: Lost Calls Folio

Status of Reservations Medallion provides the ability to set color preferences for display options. Setting color preferences for the status of your reservations can be set while in the room plan by right clicking on the reservation and choosing color from the pop-up menu as shown below: 1.

Right clicking anywhere on the reservation bar activates a pop-up menu:

Guide

The Plan Module

19 of 64

Figure 2-19: Reservation Status

Figure 2-20: Pop-up Menu 2.

Select Color from the pop-up menu and the following window opens:

Figure 2-21: Select Color 3.

Select the color to be used and the window closes. NOTE: THE PROCESS DECRIBED ABOVE IS ONLY TEMPORARY. TO SET YOUR COLOR PREFERENCES FOR RESERVATIONS PERMANENTLY ADVISE OUR SYSTEMS REPRESENTATIVES DURING INSTALLATION.STATUS OF MESSAGES

The status of Guest Messages and

Status of Room Checking the status of a room is as simple as a glance with Medallion. Room status is displayed within the Plan Module. The small lights next to the room number and type indicate whether the room is ready for occupancy. • Red light indicates the room is dirty • Gold indicates the room is clean

Guide

20 of 64

The Plan Module

• Green indicates the room is clean and inspected

Figure 2-22: Room Status – Plan Module View Room status can also be checked by additional methods and in various views, such as: Right clicking on the room displays this pop-up.

Figure 2-23: Room Status Pop-up Mouse-over activates this balloon with status information.

Figure 2-24: Room Status Balloon

Entering an Notes on the Calendar Medallion gives you the option of placing various notes on the calendar displayed in the Plan Module. Each occurance can then be highlighted with color to bring attention to the note. Entering a note such as construction taking place on your property or entrances being blocked to the property, can be entered on the calendar displayed in the Plan Module by following the instructions provided below:

Guide

The Plan Module

21 of 64

Right click within the top 3 rows of the calendar displayed in the Plan Module. The following is displayed:

Figure 2-25: Enter New Calendar Notes Click on New Calendar Notes the following window opens:

Figure 2-26: Calendar Notes Window Enter all relevant information. The field indicates what line of the Plan Module the event is being entered on. After entering all information and clicking OK the process is complete.

Selecting a Calendar Note Color The note color can be changed by clicking on in the area indicated:

Figure 2-27: Calendar Notes – Select Color Click on the color to be chosen, then click OK in event window.

Guide

22 of 64

The Plan Module

To Edit/Change Calendar Notes Right click on the event to be changed and the following pop-up is displayed:

Figure 2-28: Calendar Notes – Edit or Change Select Edit from the menu. The Event window opens, make the necessary changes and click OK.

Delete Calendar Notes Right click on the event to be deleted and the pop-up menu is displayed:

Figure 2-29: Calendar Notes – Delete 1.

Select Delete and the folllowing message is displayed:

Guide

The Plan Module

23 of 64

Figure 2-30: Calendar Notes – Delete Message 2.

Select Yes and the event is deleted.

Guide

24 of 64

The Plan Module

Display Options Display options for the Plan Module are set in the preferences menu as shown below, alternately you can Right Mouse Click anywhere on the ribbon chart, choose Preferences:

Figure 2-31: Display Options – Preferences

Guide

The Plan Module

25 of 64

Display Colors Follow the instruction below to change/select colors for your display. After clicking on the option above the following window opens:

Figure 2-32: Colors Palette The {Colors} tab is displayed. Colors are applied to the area selected. For example clicking on the box in front of Color for Room No. and Floor No. will apply colors that are selected to that area of the Room Plan. Clicking on the box in front of the label opens the following window: Select a color by clicking on it. Additional colors are located in the Custom Colors or additional colors can by defined by clicking on the button labeled Define Custom Colors.

Information Follow the instructions below to set preferences for what information is displayed in your Room Plan: 1.

Open the Preferences window.

2.

Select the {Information} tab. The window opens. Under Room Plan changing the number of Room and/or Days in the corresponding view is done by using either the up or down arrow to increase or decrease the number being displayed as shown below. This changes the total number of Room/Days being displayed in either view.

Guide

26 of 64

The Plan Module

Figure 2-33: Preferences – Number of Rooms Displayed 3.

Checking the boxes of information affects what is displayed in when you hover the mouse pointer over a booking in your Room Plan. Check all boxes required and click OK to complete the process.

Guide

The Plan Module

27 of 64

Filter Follow the instruction below to set preference of how information is filtered in your Room Plan: Open the Preferences window. Select the {Filter} tab. Checking All or None determines if room codes are able to be filtered or not. See below:

Figure 2-34: Preferences – Filter Setup

Guide

28 of 64

The Plan Module

General Operations In Reservations The reservation windows discussed above have various operations that can be performed in each window. • • • • •

Copy Reservation Delete Reservation Extend/Shorten Reservation Move Reservation Dividing or Splitting a Reservation

To Copy a Reservation 1.

In the Room Plan view, right-click on the reservation to be copied. The following menu pops up:

Figure 2-35: Copy – Pop-up Menu 2.

Select copy from the menu. The following window opens:

Guide

The Plan Module

29 of 64

Figure 2-36: Copy Reservation 3.

Enter the new dates of the reservation. Room Numbers come into view; select the Room No. from the left side of the window. Click OK to complete the process.

Figure 2-37: Copy Reservation – Dates Entered NOTE: IF THE BOOKINGS CURRENT RATE PLAN HAS NOT BEEN CONFIGURED FOR THE ROOM THE FOLLOWING MESSAGE POPS UP AND YOU CANNOT COMPLETE THE PROCESS.

Guide

30 of 64

The Plan Module

Figure 2-38: Warning Message - No Rate Plan Configured

To Delete a Reservation 1.

From the Room Plan view, right-click on the reservation to be deleted. The following menu pops up:

Figure 2-39: Delete Room

Guide

The Plan Module 2.

31 of 64

Clicking on Delete displays the following message:

Figure 2-40: Warning – Delete Reservation Clicking on Yes deletes the reservation.

Guide

32 of 64

The Plan Module

To Extend or Shorten a Reservation 1.

From the Room Plan view, select the reservation to be extended or shortened. Using the drag method, click on one end of the reservation, keep mouse key depressed until the cursor changes to a hand. Move the mouse either right or left, (dragging). If a guest is arriving earlier than the original reservation drag to the left, if the guest is staying long drag to the right. The reservation can be adjusted to either extend or shorten the stay simply by dragging the mouse. See below: NOTE: HISTORICAL BOOKINGS CANNOT BE MOVED IN THIS WAY.

Figure 2-41: Change Reservation Period – Drag Method

Guide

The Plan Module

33 of 64

To Move a Reservation 1.

From the Room Plan view, right-click on the reservation to be moved. The following pop up menu is displayed.

Figure 2-42: Move Reservation 2.

Click on move and the following window is displayed:

Guide

34 of 64

The Plan Module

Figure 2-43: Move Reservation - Reason 3.

Select a Reason for the move and click OK. Moving the reservation is complete. NOTE: NOTE THE DATE AND ROOM, USING THE DATE BAR AND THE ROOM BAR, BEFORE YOU COMMENCE WITH ANY MOVE, EXTENSION OR SHORTENING OF A RESERVATION!

Guide

The Plan Module

35 of 64

To Divide a Reservation A booking can be divided when a guest is moved during their stay. The divide may be moved in advance for planned room moves. To Divide a booking: 1.

From the Room Plan view, right-click on the reservation to be divided. The following pop up menu is displayed.

Figure 2-44: Divide Reservation – Step 1 2.

Click on Divide and the following window opens:

Guide

36 of 64

The Plan Module

Figure 2-45: Divide Reservation – Reason 3.

Select the reason for dividing the reservation. Click OK and the reservation is divided.

Figure 2-46: Divide Reservation - OK

Figure 2-47: Divided Reservation NOTE: IMMEDIATELY AFTER COMPLETING THE SPLIT RIGHT-CLICK TO ACCESS THE POP-UP MENU AND SELECT ROOM MOVE. THIS VACATES THE OLD ROOM AND OCCUPIES THE NEW ROOM. YOU DO NOT NEED TO CHANGE INVOICES.

Guide

The Plan Module

37 of 64

Views of the Plan Module Medallion provides different ways to organize data that can be view in various ways. The icons associated with each view or function are found on the upper right portion of the Room Plan view (refer to Identification Chart – Function Options number 6). Each view gives different functions to view or make a reservation. Information can be viewed by: • Room Type Plan • Reservation Table • Room Plan

Making Reservations inside Room Type Plan A Room Type Reservation is a reservation made without allocating a room. Room Type Reservations are not shown in the Room Plan view as a reservation bar and can only be viewed in the Reservation Table or the Occupancy area by right clicking on the date the reservation was made. Please refer to the Identifcation Chart for location of the Occupancy area of the Room Plan. Room Type Reservations are covered in more detail in Chapter 3.

Making an Individual Reservation from the Room Type Plan 1.

Click on the icon for individual reservations. The following window is displayed:

Figure 2-48: Individual Reservation – Room Type Plan 2.

Complete all relevant information and click OK.

Guide

38 of 64

The Plan Module

Making reservations of all types is completed as in the Room Plan view, the only difference being that they are unallocated and not displayed in the Room Plan.

Management of “Not-Allocated” Reservations Using the Occupancy area is the best way to manage reservations that have not been allocated. This area of the Room Plan provides information such as the number of rooms not allocated, tentative/provisional reservations and the number of vacant rooms per day. Right-clicking on the date of a specific number of unallocated rooms displays a pop-up menu with options to choose from. Selection of Unallocated for a specific date shown below:

Figure 2-49: Unallocated Pop-up The following window is displayed:

Figure 2-50: Unallocated Rooms

Guide

The Plan Module

39 of 64

Allocating the reservations displayed is as simple as choosing the Auto Allocate icon from the icon bar or double-clicking on the unallocated reservation opens the reservation window. From the reservation window click the Allocate icon from the bottom of the screen and assign the room.

Folder Tabs of the Reservation Window The Individual Reservation has 4 additional folder tabs that are accessed to view information pertaining to each reservation. A brief definition of each folder tab is provided in the following sections. Profiles The Profiles Folder Tab contains detailed information on the guest, company and up to 2 travel agents stored for later use by the system. Information pertaining to reservations can be entered through this window also.

Figure 2-51: Reservation Window – Profile Tab Exploring the Profile Tab Contained in the Profile Tab are various fields and additional tab that access various functions. The functions and definitions are identified below: • • • • •

Split Charges - split the charge of reservation between guests Save in History Now - saves reservation in history immediately Company - company information related to reservation Travel Agent 1 Travel Agent 2 -

Guide

40 of 64

The Plan Module

• Asg a credit card to guarantee the reservation can be completed in the Profile tab. See instruction below: 1.

The double dollar icon next to the Birthday/Place field starts the process as displayed below:

Figure 2-52: Credit Card Guarantee in Profile 2.

Clicking on the double dollar icon as displayed above opens the following window to add a new credit card and assign the card for guarantee of reservation:

Figure 2-53: Assign Credit Card in Profile 3.

Completing all relevant information and clicking OK assigns the credit card for guarantee of the reservation.

Guide

The Plan Module

41 of 64

Folios The Folios Folder Tab provides access to the folios associated with a reservation. All room and other charges are posted to folios either automatically as part of the Room and Tax or End of Day Process, automatically by interfaces or manually as required. Each Reservation may have up to six folios associated with it. For more detail see Inside the Folios Module.

Figure 2-54: Reservation Window – Folios Tab Additional Charges This folder tab allows for the establishment of Additional Charges that will automatically billed by the Room and Tax Billing process. The charges may be daily, or on specific days of stay by using the scheduler.

Guide

42 of 64

The Plan Module

Figure 2-55: Reservation Window – Additional Charges Change Log The Change Log Folder Tab displays a log of all actions made on the reservation being accessed.

Guide

The Plan Module

43 of 64

Figure 2-56: Reservation Window- Change Log

Making Reservations Medallion has four (4) categories of reservations: • Individual – Reservations made in this category are under the individual name, but can pertain to more than one person sharing a room. • Family – A Collection of Individual Reservations that arrive and depart together. • Group – A Collection of Reservations that may arrive and depart together or at different date / times. • Walk-In – Reservations made in this category are very similar to individual excepting that the person walks in with no previous reservation and checks into available rooms. We will explore the Reservation Module in more detail in the following sections.

Searching for Reservations Medallion gives you the ability to search for information stored in history files when making reservations. All reservations can be searched for by activating the Guest Search window by clicking on the Guest Search Icon. Clicking this icon opens the following window:

Guide

44 of 64

The Plan Module

Figure 2-57: Guest Search Window Activating the window shown above allows the to enter information to search by in the appropriate fields. For example in the window above the letter “K” is entered in the [Company] field and the dates for the search are entered in the [From] and [To] fields. Checking the appropriate boxes indicates types of reservations to search for. Clicking on the Search button activates the function and all information found regarding search criteria is displayed in the Search Data Display shown above. Searching for different types of reservations will be covered in more detail later in this chapter. Search Family Reservation The Family Reservations window contains 2 views to select from, List or Family Reservation. According to the tab selected information is viewed differently and different functions are available to the . Family Reservation opens in the List view that lists guest history. This information pertains to guests that have stayed at your property in the past. Information can be searched by Family Name and/or Date. If entering a Date in the appropriate fields without a Name, all families that were guests at your property during the time period will be displayed. You can select from the list displayed to edit or complete a new reservation. Before entering the reservation window the search window opens. Simply enter the name of the family and/or date in the appropriate field and the search begins. If the name is found you may use

Guide

The Plan Module

45 of 64

this data to start the reservation process. Changes can be made to information in order to reflect the current stay.

Inside the Reservation Window Definitions and/or descriptions of the areas contained in each window are provided before instructions of each reservation category. Reservation Window Definitions Window Area

Guide

Fields

Definition/Descriptions

Guest

Name of Guest

Company

Does the guest represent a company?

T/A 1

Travel Agent 1 – if booked through

T/A 2

Travel Agent 2 – if booked through

Nationality

Country or Ethnicity of guest

Adults

Number of Adults

Children

Number of Children up to 3 child age categories may be used.

Market/SOB (Source of Business)

The market segment from which the reservation is derived. The method by which the reservation was supplied.

Credit Limit

Sets a credit limit or no limit

Number

Number of Reservation

Time

Check-in Time

Status

Is room allocated?

Tentative or Definite

Is reservation tentative or definite?

Room No.

The room number that is assigned, if any

Desired

Preferred room.

Room Type

Room type: Deluxe, Presidential, etc.

Arrival

Date of arrival

Departure

Date of departure

Arrival or Departure Note

Special notes for check-in/check-out

Meal Plan

Press icon to view meal plan, if available, or change Rate, Meal Plan, Package or number of guests for some days of stay.

Rate

Press icon to view rate

Package

If package is available use drop-down menu to select from.

Sp. Wish

Special Wishes (Special Request) per reservation

Apply Rate Change

When checked seasonal changes will apply during stay. When not checked the guest will stay season prevailing at arrival date.

46 of 64

The Plan Module Room

Rate for Room

Meal Plan

Rate for Meal Plan if applicable

Extras

Rates for extra services

Discount

If discount applies, percentage.

Package

Rate for Package if applicable

Add. Chg.

Additional Charges

Per Night

Rate charged per night

Total

Total for rate charged per night

Deposit

Displays deposit request.

Received

Amount of deposit and if received

Booking

Booking or Rate Policy.

Guar./Canc.

Displays Guarantee and Cancellation policies associated with rate.

H’keeping

Displays Housekeeping schedule information.

Guarantee

The method that guarantees the booking.

Settlement

The default settlement method for all folios associated with the reservation.

Allocating a Reservation The following instructions apply to all reservations; Individual, Walk-in, Family, and Group. A new reservation window opens indicating that the reservation is unallocated as shown below:

Figure 2-58: Reservation Unallocated Follow the instructions below to allocate the reservation: 1.

To allocate the room click on the Allocate icon from the icon bar at the bottom of the window.

Guide

The Plan Module

47 of 64

Figure 2-59: Room Allocation – Icon Location 2.

Pressing Allocate opens the following window showing available rooms:

Figure 2-60: Allocate Rooms Window 3.

If the guest has a desired room the light next the Room will blink to notify the . Click on the room to be assigned and enter date information click OK. Clicking OK places the back into the Reservation Window. Further information can be entered at this time by selecting another Folder Tab. If no further data is required proceed to step 8.

4.

Clicking on OK completes the reservation process.

Guide

48 of 64

The Plan Module

Individual Reservations Individual Reservation Window Icons/Buttons

Icon/Button Image

Description/ Window Opened/Action Performed Room Allocation – Asg a Room to a Booking.

Folios – Opens folios window

Guest History

Move

New Guest Message

Print Confirmation

Schedule Confirmation

Wait List

Making an Individual Reservation To make an Individual Reservation do one of the following: 1.

Press the F2 function key, click on the menu, or click on an icon of the speed bar for Individual Reservations. Additionally, from the Room Plan view and using the drag method discussed earlier in this guide will also access the following window:

Guide

The Plan Module

49 of 64

Figure 2-61: Individual Reservation Step 1 The TAB key moves you to the next field. Use SHIFT-TAB to go to previous field. NOTE: FIELDS MARKED WITH A RED ASTERISK ARE MANDATORY FIELDS – INFORMATION MUST BE ENTERED INTO THE FIELD TO COMPLETE THE RESERVATION. To complete the reservation: 1.

Enter the name of the guest. In the field 1 the Surname of guest is entered, field 2 the first name is entered.

2.

TAB to the next field and enter the appropriate information.

Figure 2-62: Individual Reservation Step 3 Guide

50 of 64

The Plan Module

NOTE: PRESSING THE TAB KEY AFTER ENTERING THE SURNAME OF THE GUEST OPENS THE FOLLOWING WINDOW:

Figure 2-63: Reservation Window - Entering Surname and Pressing Tab Key NOTE: INFORMATION DISPLAYED IN THIS WINDOW IS PULLED FROM HISTORY. PRESSING THE INSERT BUTTON OR DOUBLE-CLICKING ON THE GUEST HIGHLIGHTED WILL INSERT ALL RELEVANT INFORMATION OF THAT GUEST INTO THE RESERVATION WINDOW. THE RESERVATION WINDOW WILL OPEN AND DATA CAN BE UPDATED TO REFLECT THE CURRENT RESERVATION AND STORED AS A NEW RESERVATION. PRESSING THE TAB KEY AGAIN CLOSES THIS WINDOW IF NO INFORMATION IS INSERTED OR CHANGED. 3.

Continue to use the TAB key to navigate through the window until all necessary information is entered into the fields. The sections in the reservations window provide different methods to enter information into fields.

Drop-down menus activated by pressing on a small arrow allows the to select data from a list. Double arrows allow either an increase or decrease of a numerical data that is entered simultaneously when the mouse is released.

NOTE: TRAVEL AGENT INFORMATION IS ENTERED BY SELECTING THE PROFILE FOLDER TAB AND CHOOSING FROM THE RIGHT SIDE OF WINDOW TRAVEL AGENT 1 AND/OR TRAVEL AGENT 2. SEE BELOW:

Guide

The Plan Module

51 of 64

Figure 2-64: Rerservation Window – Profiles – Travel Agent

Guide

52 of 64

The Plan Module

Family Reservations

Icon/Button Image

Family Reservation Icons Description/ Window Opened/Action Performed Opens name window

Push button displays message “Do you really want to do Checkin?”

Opens move window

Attach guest to family

Detach guest from family

Add New Reservation

Accept/Save changes on a reservation

Check-In

Print Registration

Unmark as Lead

Mark as Lead

Making a Reservation from the List Window 4.

Clicking on Family Reservation from the menu or clicking on the icon from the speed bar opens the Family Guest History search.

Guide

The Plan Module

53 of 64

Figure 2-65: Family Reservation Step 1 5.

Enter the Family Name in the field then the dates to search from and to. If the name is found it will be displayed in the status area of the window.

Guide

54 of 64

The Plan Module

Figure 2-66: Status Window Family Reservation Selecting the {Family Reservation} tab, double-clicking on the name displayed in the status area or clicking on Accept/Save changes the view to the Family Reservation of the family name displayed in the status window as shown below:

Guide

The Plan Module

55 of 64

Figure 2-67: Family Reservation by Name 6.

The view above shows the Family Reservation tab selected. Using this view clicking on Add New adds a new reservation as shown in the window below:

Guide

56 of 64

The Plan Module

Figure 2-68: Open Window of Family Reservation 7.

Enter data in all fields necessary to complete the reservation. Click OK and the reservation is made.

Making a Group Reservation The instruction in the following section give an example of one method to make a group reservation. See Chapter 3, The Group Module for more detailed information. To make a Group Reservation: 1.

Clicking on Group Reservation from the menu or clicking on the icon from the speed bar opens the Group List window.

Guide

The Plan Module

57 of 64

Figure 2-69: Group Reservations List Window 2.

The Group Reservation window opens a few seconds after the window above as shown below:

Guide

58 of 64

The Plan Module

THIS PAGE INTENTIONALLY LEFT BLANK

Figure 2-70: Group Master - Reservation NOTE: DOUBLE-CLICKING ON THE GROUP NAME DISPLAYED IN THE GROUP LIST WINDOW OR CLICKING ON ACCEPT/SAVE OPENS THE RESERVATION OF THE GROUP SELECTED. CHANGES CAN BE MADE TO THE GROUP RESERVATION FROM HISTORY AND SAVED AS A NEW RESERVATION OF THE GROUP NAMED BY CLICKING OK. 3.

Completing all relevant fields and clicking OK saves the reservation to history.

Creating a Rate Plan and Code Medallion provides the ability of preparing individual price tables for every reservation. Follow the instructions below to create a price table:

Adding Packages to a Reservation Adding Special Requests to a Reservation

Guide

The Plan Module

59 of 64

Checking a Guest In or Out Checking a Guest In The reservation has been made and now the guest must be checked-in. Checking in a guest can be accomplished by following the instructions below: 1.

Right click on the reservation bar and select the option Check-In from the pop-up menu as shown below:

Figure 2-71: Check-In Guest 2.

Selecting Check-In opens the following window:

Guide

60 of 64

The Plan Module

Figure 2-72: Check-In Window

Posting a Payment before Checking In The Check-In window enables posting of payments if the guest prepays for the stay. To post a payment before checking in the guest follow the instructions below: 1.

Select the {Payments} tab, next select from the list, select the Category.

Guide

The Plan Module

61 of 64

Figure 2-73: Posting Payment for Check-In 2.

Right-clicking on the Category or Price activates the following pop-up.

Figure 2-74: Positng Pop-up 3.

Click on Posting and the following window is opened:

Guide

62 of 64

The Plan Module

Figure 2-75: Check-In Payment NOTE: DOUBLE-CLICKING IN THE CATEGORY/PRICE AREA OF THE TABLE WILL ACTIVATE THE WINDOW ABOVE ALSO. In the [Amount] field the full amount due is automatically displayed. If this is the correct amount to be posted click on OK. The Payment window reflects information from the window that is open when posting is activated; in this case the CheckIn window. The example shown above demonstrates the guest paying the whole balance of lodging, no other charges have been incurred. It is acceptable for the guest to pay only a portion of the whole amount due for lodging. Checking a guest in without advance payment is possible. When choosing to do this Medallion generates the following message:

Guide

The Plan Module

63 of 64

Figure 2-76: Check-In Message Select Yes and the guest is checked in and the reservation changes display color to reflect the check-in status.

Checking Out a Guest During the check-out process Medallion detects balances due before the process can be completed. If a balance is due the Fast Checkout window is displayed as follows:

Figure 2-77: Fast Checkout Window – Disabled Checkout Button Guide

64 of 64

The Plan Module

The Checkout Button is disabled or grayed out as shown in the example above. Medallion does not allow the check-out process to be completed until the guest is settled.

Settling the Guest Right click on the reservation and select the option Checkout from the popup menu as shown below:

Figure 2-78: Pop-up Menu - Checkout The following window opens:

Figure 2-79: Guest Check-out – Fast Check-out Window

Guide

The Folios Module

1 of 14

Chapter 3: The Folios Module INSIDE THE FOLIOS MODULE What is a Folio? A Folio is a page, container, or place that holds information regarding a specific topic. In this case the Folios Module contains information regarding s. Posting to all house s takes place in this module. There are various methods used to access the Folios Module: • Clicking on the Folio Folder Tab in the Room Plan View • Through each Reservation Category; Individual, Family, Guest, and Walk-In • Through the actual guest reservation The {Folios} tab provides access to the folios associated with a reservation. All room and other charges are posted to folios either automatically as part of the Room and Tax or End of Day Process, automatically by interfaces or manually as required. Each Reservation may have up to six folios associated with it.

Folio Operations and Navigation Inside the Folios window various operations are available to the . The Folios Module accesses operations that are specific to the Folio window. The table below shows the icon image and gives a brief definition of the operation performed: Table 2 - 1. Folios Icons Image

Definition The Folios Window Search for a guest Search for a group master Search for a house Search s by number Creates a new house Opens and displays 2 folios side-by-side; act as a toggle switch, clicking turn on/off Print the folio Refresh the window; re-displays data in window

General navigation is performed by using the tab other windows of the Medallion system.

Guide

key to move from one field to another as in

2 of 14

The Folios Module

Searching in Folios Opening the Folios Module displays a folio containing no data. From this window you can display a folio by entering a room number in the first field or by utilizing the icons available in the Folios Module. See below:

Figure 3-1: Folio Tab Window – Enter Room Number Selecting the {Folios} tab opens a blank page when no guest or reservation selected. The window that opens has no data displayed. You can search on the different categories listed below: • • • •

Guest Group Master House Folio Number

Activating the search function for categories is accomplished in a variety of methods. The following methods are available: 1.

Folios Menu

Guide

The Folios Module

3 of 14

Figure 3-2: Folios Menu 2.

Shown below is the Folios window open and displaying the search function when opening the Folios Module the first time:

Guide

4 of 14

The Folios Module

Figure 3-3: Folio Window - Search NOTE: WHEN ENTERING MEDALLION FOLIOS MODULE FOR THE FIRST TIME THE WINDOW OPENS AS SHOWN ABOVE. AFTER USING THE SEARCH FUNCTION AND OPENING A FOLIO MEDALLION WILL OPEN TO THE LAST VIEWED WINDOW.

Search by Guest Searching can be accomplished in a broad or narrow scope depending on the information provided to complete the operation. The more information provided the narrower the scope. For instance you may need to search for a particular guest that stayed during on a specific date or you may only want guests whose last name began with “B” and they stayed during a range of time, a month for example. Selecting search criteria is accomplished by checking a box. The following table offers an image and brief definition of each check box. Table 2- 1. Folios Guest Search Criteria Image

Definition Tentative Reservation

Image

Family Reservation

Definition

Definite Reservation

Allocated Reservation

Checked-In Reservation

Unallocated Reservation

Checked-out Reservation

Cancelled – guest that has a history at the property

Individual Reservation

No Show – guest that has a history at the property

Group Reservation

Guide

The Folios Module

5 of 14

Following are instructions to search for a particular guest, using the Search for Folio method boxed by red, during a specific date. To begin the search, open the Folios Module by clicking on the {Folios} tab. If opening the Folios Module for the first time the screen has no data displayed and appears as follows:

Figure 3-4: Folio Search Guest – No Data 1.

Select the category to search by from the pop-up menu. In this case we will search by Guest. If opening the Folios Module after opening a guest folio the screen is displayed as follows:

Guide

6 of 14

The Folios Module

Figure 3-5: Folio Search Guest – Data 2.

Click on OK.

Guide

The Folios Module 3.

7 of 14

After clicking OK the following window is displayed. Information pertaining to the search is displayed in the Status Area:

Figure 3-6: Folio Guest Search Open Using the to move through each field, enter the Last Name, First Name, and any additional information about the guest, the more information the narrower the search. Check the appropriate boxes as shown below:

Guide

8 of 14

The Folios Module

Figure 3-7: Folio Guest Search Enter Information

Search by Group Master 1.

Left Click on the Folio tab shown in the figure below:

Guide

The Folios Module

9 of 14

Figure 3-8: Folio Search Group Master 2.

Select Search Group Master and click on OK as shown above. The following window opens:

Figure 3-9: Folios Search Group Master Guide

10 of 14

The Folios Module

Place a check in the appropriate box and either enter the group name in the Field or Double-Click on the group to be searched for to activate the search function. When the search is complete the data will be displayed in the folios window as shown below:

Figure 3-10: Folio Group Master Search Complete

Search by House

Search by Folio Number

Posting inside the Folio

Moving a Folio

Printing the Folio To print a folio follow the steps below: 1.

Click on the Print Icon shown below:

Guide

The Folios Module

11 of 14

Figure 3-11: Print Folio

Guide

12 of 14 2.

The Folios Module

Click on Yes to preview the report before printing. If Yes is selected the following window is displayed:

Figure 3-12: Folio Print Options for Preview

Guide

The Folios Module

13 of 14

Review the printer setting and click OK, the following preview of the report is displayed:

Figure 3-13: Report Preview

House s House s are separate s used to post charges but not necessarily connected to a reservation.

Opening a House

Edit House

Archieve House

Guide

14 of 14

The Folios Module

THIS PAGE LEFT INTENTIONALLY BLANK

Guide

Room Type Reservations

1 of 6

Chapter 4: Room Type Reservations ROOM TYPE RESERVATION? Medallion allows a reservation to be made without allocating a room number. A reservation that is not allocated is not shown on the Room Plan as a reservation bar, but only added to the Occupancy Area as part of the line Unallocated count as shown below.

Figure 4-1: Occupancy Overview of Room Plan

Making Individual Room Type Reservations The following instructions assist with making an Individual Room Type Reservation. 1.

Click on

Guide

to open the individual reservations window. The window is displayed as follows:

2 of 6


Figure 4-2: Unallocated Individual Reservation 2.

Using the tab key move to each field in the window and complete all necessary information. Click OK all information is entered.

In the Room Plan look in the Occupancy Area, the unallocated reservation is reflected. To view the reservation, right-click on the date of the unallocated reservation. The following pop-up menu is displayed:

Figure 4-3: Occupancy Pop-up Menu 1.

Select Unallocated for the current date from the menu and the following window is displayed:

Guide


3 of 6

Figure 4-4: Unallocated Reservation Window 2.

From the window shown above, right-clicking on the reservation opens the following pop-up menu to choose from:

Guide

4 of 6


Figure 4-5: Unallocated Reservation Window – Pop-up Menu 3.

Selecting

from the menu opens the Allocate Rooms window as shown below:

Figure 4-6: Allocate Rooms Window Opened from Pop-up Menu Select a room that is ready for occupancy from the list by scrolling. Enter all additional information and click OK. The reservation is allocated and is displayed in the Plan view of Medallion. Allocation of a unallocated reservation can also be completed by double-clicking on the reservation as shown in the view of step 4. Double-clicking opens the directly to the reservation window, the reservation can then be allocated by selecting tion window as shown below:

from the icon bar at the bottom of the reserva-

Guide


5 of 6

Figure 4-7: Individual Room Type Reservation – Allocate Button Making Room Type reservations for all other categories, such as group and family, are the same as discussed in Chapter 1 of this manual with the difference of not allocating the room. See Chapter 1, sections regarding making reservations.

Guide

6 of 6


Guide

The Group Module

1 of 12

Chapter 5: The Group Module INSIDE THE GROUP MODULE The Group Module handles all group reservations. Group reservations can pertain to companies, organizations or any other group of persons. Group Reservations can arrive and/or depart together or at different date and times. When making group reservations a number of rooms are blocked (set aside) for the group and are allocated at a later time, such as during check in. Making a reservation in this manner is also known as a Room Type Reservation.

Navigation in the Group Module Medallion provides a variety of navigation features within each module. The following paragraphs give you an overview of the features available for accessing processes in the Group Module.

Groups Menu The Groups Menu is a drop down menu that selections can be made from to access difference processes available in the Group Module of Medallion. The following graphic shows the location of the Groups Menu within the Group Module window.

Figure 5-1: Group Module – Group Menu Guide

2 of 12

The Group Module

New Group/F2 You can enter a new group by selecting this menu option.

Edit Group Reservation Right clicking on the relevant group reservation opens a pop-up menu to select from as shown below:

Figure 5-2: Group Reservation Pop-Menu Additionally, Delete, Copy and opening the reservations Folios are accessible from the pop-up menu.

Edit Checked-In Group Clicking on the group of your choice while in the Group module before you select the above option from the menu.

Delete Checked-In Group Click on the group of your choice. This option will only be available if all room invoices have a zero balance.

Guide

The Group Module

3 of 12

Navigation Inside the Group Master Icon Bar The Icon Bar within the Group Module allows access to the following functions: •

Logs out of system

•

Locks the system

•

Opens Group Master for New Reservation

Making Group Reservations There are 2 (two) methods to make a Group Reservation: • •

Through the Plan Module or Through the Group Module

Plan Module Following the instructions given in the next sections give an example of making a new reservation for Groups. To make a Group Reservation: Clicking on Group Reservation from the menu or clicking on the icon from the speed bar opens the Group List window.

Figure 5-3: Group Reservations List Window Guide

4 of 12

The Group Module

The Group Reservation window opens a few seconds after the window above as shown below:

Figure 5-4: Group Master - Reservation NOTE: DOUBLE-CLICKING ON THE GROUP NAME DISPLAYED IN THE GROUP LIST WINDOW OR CLICKING ON OPENS THE RESERVATION OF THE GROUP SELECTED. CHANGES CAN BE MADE TO THE GROUP RESERVATION FROM HISTORY AND SAVED AS A NEW RESERVATION OF THE GROUP NAMED BY CLICKING OK. Using the tab key to move to each field, complete all necessary information and then click on OK. The Group Reservation is made and saved in history.

Group Module Follow the intructions in the next paragraphs to make a reservation from the Group Module. NOTE: ALL FUNCTIONS AND ICONS IN THE GROUP MASTER WILL ALWAYS AFFECT THE ENTIRE GROUP. IF, FOR EXAMPLE, YOU CLICK ON "CHECK IN", THE ENTIRE GROUP WILL BE CHECKED IN; IF YOU CHANGE THE ARRIVALOR DEPARTURE DATE, ALL GROUP MEMBER DATES WILL BE CHANGED. Click on the Groups folder tab and the following window is displayed:

Guide

The Group Module

5 of 12

Figure 5-5: Group Window Opened

Guide

6 of 12

The Group Module

To create a new group reservation from this window, click on played:

. The following window is dis-

Figure 5-6: Group Master Window Using the tab key to move to each field, complete all necessary information on the left side of the window.

Blocking Rooms On the right side of the window click on displayed:

to Add Room Type Requests. The following window is

Guide

The Group Module

7 of 12

Figure 5-7: Group Master – Add Room Type Request The following window opens. Complete each step show and then click OK. The Group Reservation is made and saved in history.

Figure 5-8: Group Master – Add Room Type Request, Steps 1-3

Guide

8 of 12

The Group Module

Allocating a Group Reservation Allocating a Group Reservation can be completed using 2 methods: •

Allocate each reservation individually by clicking on

.

•

Auto Allocate all reservations in the group by clicking on

.

The instructions given in the previous sections relate to blocked or room type reservations. The following instructions assist in the allocation of group reservations. Open the Group Master by right clicking on the reservation and selecting Edit from the pop-up menu or by double-clicking on reservation. Select the Rooming List Tab and the following window opens:

Figure 5-9: Group Master – Rooming List Reservations can be allocated one at a time or as a group depending on the selection. Selecting Allocate from either the icon bar or from the Room column allows each reservation to be allocated individually and room numbers can be assigned by choice. The following is displayed by choosing Allocate:

Guide

The Group Module

9 of 12

Figure 5-10: Group Master – Rooming List Allocate Selecting Auto Allocate played as follows:

assigns rooms to the entire group automatically. The window is dis-

Figure 5-11: Group Master – Rooming List Auto Allocate

Guide

10 of 12

The Group Module

Change a Group Member Room You can only change a room on the Room Plan. Click the individual reservation bar with the right mouse button and select the option "Split" from the menu. You can now drag the part of the reservation and change the room location on the selected date. What is the fastest way to enter the Group Master? When you look at a group on the Room Plan, Just click on one of the rooms with the right mouse button and select "Groups" from the menu. Another way is that you first search for the group in the Group module. (Chapter "4.3.2 Search Group Reservation")Then click on the group in the box 'Reserved Group Master' or, if the group has already been checked in, the box 'Checked- In Group Master'. The third way is to click on one of the group rooms with the left mouse button to highlight it and then click on the icon "Group" on the icon bar.

Group Check-In/Check-Out You can only perform a Group Check-In / Out in the Group module. Either click on the icon "CheckIn" on the Group Master page or select the "Group Member" page in the module and select the same icon. The following screen appears: INSERT SCREEN SHOT HERE Either selects to check in the whole group and the group master or only the group master. Every single group member can be checked-in individually via the room plan. Only if all of a group are checked in, or the designated room to receive the Group Invoice is checked in, will the automatic posting facility to the Group Invoice be activated. The Group Check-Out can only be performed once all room invoices have a zero balance. Again, you have the option of either using the "Check-Out" icon on the "Group Master" page or the "Group Member" page in the Group module.

Change Group Rate You can change the room rate at any time in a group reservation, as you can in an individual reservation. Select the page "Group Master" in the Group module. As described in “Chapter 1 Making an Individual Reservation", you can use the icons next to the price table to change the room rate. This room rate change then only applies to the selected group for the duration of their stay.

How do you recognize a Group Reservation? There are two ways to identify a Group Reservation. Point the mouse arrow on any group room on the Group Plan without clicking on it and a short information window will display a group 'symbol' as shown below: The same symbol appears above the first name of the guest when you enter the reservation screen.

Guide

The Group Module

11 of 12

The second way to identify a Group reservation is to click on one of the rooms with the right mouse button. The drop-down menu will list the option "Group" only if the room is part of a group booking.

Change the Color of a Group There is a wide range of colors available to color-code your reservations. Select the Group Master in the Group module and select one of the groups. Click on the icon "Color" and select a specific color for the group in question. The color of all reservations that are part of the group will be changed.

Guide

12 of 12

The Group Module


Guide

Scheduling Banquets

1 of 2

Chapter 6: Scheduling Banquets BANQUETS OR EVENTS Medallion make it easy to schedule an event or banquet at your property. A few button clicks and Medallion can build a complete menu including appetizers and desserts, incorporate special equipment, such as video/audio equipment and reserve specific facilities/rooms at your property for the event. You can then tie the event/banquet to a specific group reservation. The instructions provided in this chapter assist you with scheduling events/banquets.

Making the Reservation 1.

Open the Banquet Module by clicking on the Banquet Tab and the following window is displayed.

Figure 6-1: Opened Banquet Window 2.

Select the date for the Banquet and drag across the blocks of time to reserve for the event. After releasing the mouse button the following window is displayed:

Guide

2 of 2

Scheduling Banquets

Figure 6-2: Banqueting Reservation Window

Guide

ing Office

1 of 6

Chapter 7: ing Office INSIDE THE ING OFFICE The s Office handles all money owed to your business by clients buying services or goods with credit. This module could also be referred in ing as “s receivable”. The following paragraphs guide you through entering, filtering, and viewing data by various methods.

Opening the s Office Window The window below shows the s Office tab open and identifies the parts of the window. Entering information in the top section allows the s to search by specific criteria displaying data in the bottom section of the window labeled as Detailed Information. The middle section of the s Office displays credit cards use at your property; such as locations, totals, and referring to credit cards. Detailed information is displayed in the bottom section; such as company name, , address, phone and/or fax numbers, etc. Additional tabs are available in this section displaying Open Transactions, Paid Transactions, Unallocate Payment, information Linked to Reservations, and Traces. See the figure displayed below for more information.

Figure 7-1: s Office Screen

What is the difference between Debtor and Debtor ? The difference between a Debtor and Debtor is an individual, a debtor refers to a company and groups transactions by the company, in this case credit card companies. Medallion Guide

2 of 6

ing Office

gives you the ability to post to an allowing the flexiability to view information filtered and displayed by various methods. The advantage of this is that regular guests/companies can have outstanding folio summaries and shown with a grand total.

Opening a Debtor To open a debtor follow the instructions provided below: 1.

Click on the s Office tab and the window opens. From this window click on the New icon displayed below:

Figure 7-2: Open New Debtor 2.

The following window opens:

Guide

ing Office

3 of 6

Figure 7-3: New Debtor Window 3.

Complete all relevant information in the window shown above. Clicking OK finishes the process.

Edit a Debtor Changing details such as address or person of the , can be accomplished in various methods. The instructions below provide examples. To edit a debtor - example 1 1.

Click on the s Office tab. While in the open window from the menu bar select s Office. The following drop down menu is displayed:

Closing a Debtor A Debtor can only be closed if the balance is zero.

Search for Debtor /Invoice Filter Settings allow you to specify search criteria for a Debtor Folio or . Guide

4 of 6

ing Office

Select the criteria. Please note that two windows refer to Debtor s and one window to specific folios. Medallion will search online as soon as the criteria are activated and the “Auto” box is flagged.

Debtor Payment To close an outstanding Debtor, select the relevant line in "Outstanding Debtors" and click on it with the right mouse button. Select the option "Payment" from the drop-down menu. And the following window will appear You can also enter a certain discount amount. Enter the amount in "Discount" and click on "OK". The invoice will now be displayed under "Paid Debtors". If you want to close more than one invoice at the same time, keep the "Control" key on your keyboard depressed, whilst clicking on your selection of folios with the left mouse button. The field "Total of Selection" will display the Grand Total of selected folios. Now click on one of the selected folios with the right mouse button and select option "Payment" from the menu.

Unallocated Payments If you receive any payments from a debtor, but without any specification of one of the open bills, you can add a “not allocated payment”. To create this, you have to open the s office tab, open the not allocated payments tab and got to “back office” on the menu bar. Now you can select “new not allocated payment”. You will get this screen: Fill in the fields; press ok and the new not allocated payment will be created. Mention that you will get a negative total. When doing a payment from an outstanding payment, you will have the choice to allocate this to a not allocated payment, as you can see in this screen: Now this payment will appear in the paid debtors and also in the not allocated payments. In your debtors overview you will be able to see the amount of not allocated payments that is left.

Payment refund "Paid Debtor" Click on the Debtor in the "Paid Debtor" section with the right mouse button and select the option "Payment refund" from the menu. The Debtor Invoice will again be displayed in the section "Outstanding Debtors".

Edit "Paid Debtor" If you have made a Debtor note in the relevant box when entering the Debtor payment, you can edit this note by clicking on the relevant posting line with the right mouse button.

Guide

ing Office

5 of 6

Edit Debtor If you want to change Debtor- or Invoice , click on the relevant line in the "Outstanding Debtors" section with the right mouse button and select option "Edit" from the menu. Alternatively, click on the icon "Edit Debtor " on the icon bar. Another way is to double-click on the posting line.

View Debtor Folio You can view the folio at any time in detail. Click on the posting line with the right mouse button and select "Show Invoice" from the menu. You can also perform this function with the "View debtor" icon on the icon bar.

The Menu of the "s Office" Module As in other modules, certain functions can be performed using the menu. The list of functions carries references to the chapters containing detailed function description.

s Office All these functions have been explained in detail in previous chapters. Please refer to above listed chapters for reference.

Guide

6 of 6

ing Office

Guide

Connecting to Word

1 of 6

Chapter 8: Connecting to Word Inside the Text Editor Module Connection to Microsoft "Word" Concept: Reservation confirmation letters and general correspondence for guests and groups are produced from Medallion using Microsoft Word templates. Figure 8-1: Set-Up: • Save Master Template (Medallion template.dot) in your Microsoft Office Templates Folder: The default location from a standard MS Word Installation is C:\Program Files\Microsoft Office\Templates. TIP: Folders can be created in the Office Template Folder to organise prepared templates. TIP: A workgroup Templates location can be specified and only one template will be needed on the entire network – Tools/Options/FileLocations/Workgroup Template – browse to Shared Server Directory •

Save a copy of this template and call it the name of the letter you require e.g. “Provisional Confirmation Letter.Dot”.

Guide

2 of 6

•

Connecting to Word

These templates contain the following fields identified by number that link to Medallion 2000.

Field 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21

Field Name First Name Company Surname Company Name Title Company Title Salutation Company Salutation Nationality Company Nationality Address 1 Do Not Use Town Company Town Country Company Country Post Code Company Post Code Phone Company Phone Fax

Field 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51

22 23 24 25 26 27

Company Fax Per Person Per Night Birthday Arrival Date Departure Date Room

52 53 54 55 56 57

Field Name Board Total Rate Rate Per Night Room Rate Board Rate Total Pax Adults Total Kids Total Paying Kids Child 1 Child 2 Child 3 Reservation Number Ref Dep Res Number 2 Today Number of Nights Full Name Post code & Town Company Post code & town Name 53 port Email Company Email Mobile

28 29 30

Room Type 29 Reservation created Date

58 59 60

Company Mobile Short Guest Note Long Guest Note

Field 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87

Field Name 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 Rate PP

88 89 90

Surname Folio Balance Birth Place Address 2 Company Address 2 Company Name Language Company Language Company Birth Date

91

Company Birthplace

Guide

Connecting to Word

•

Compose the letter incorporating the numbers where the text from Medallion 2000 is required for instance the following results in an address block.

513 11 85 13 17

Dear 5 3 Thank you for your reservation • • • •

Fields can be used twice by copy and pasting the relevant number. Once you are happy with the complete letter delete the unwanted fields. Save the final letter within the Template folder ensuring that it is saved as a template. (*.dot). Multiple Letters can be created from templates in this way.

USAGE

Guide

3 of 6

4 of 6

Connecting to Word

Please make sure that you have all the relevant information in the address

fields: MS Word opens – select File/New

The available templates will be displayed

Guide

Connecting to Word

5 of 6

Select the required template

Once WORD has been opened and all the fields have been inserted, you are then able to print off the confirmation letter for the customer. You are able to change this letter, as you would change a normal WORD document if you so require. Once you have printed off the letter you will be asked if you want to save the change these can be saved with a relevant doc name. Note for installer for Confirmation Letters: The Medallion CFG.INI has the following settings concerning confirmation letters. ; MSWord MSWordPath = C:\Program Files\Microsoft Office\Office\Winword.exe MSWordMacro=1 MSWordMacroseparator=, MsWordMacroSubSeparator=@ MSWordMacroQuote=" MSWordMacroFile=C:\Medallion\XImport\Export.txt MSWordBanquetMacro=1 MSWordBanquetMacroFile=C:\Medallion\XImport\Banquet.txt

Guide

6 of 6

Connecting to Word

The setting “MSWordPath" is preset at the standard for Office 97, Office 2000. If these applications have been installed at a different location then this must reflect that.

This is particularly true of MS office for XP.

If using word for XP the Winword.exe needs to be followed with a "/n" switch or an error will result in running the template.

“MSWordPath=C:\Program Files\Microsoft Office\Office\Winword.exe /n“

Text within the template macro defines the path where word expects to find “Medallion\XImport\Export.txt“

If medallion is not installed on C:\ then this path will not be valid. And an error will generate opening the template. To change this path in the macro to reflect an installation on M:\ or similar do the following.

Open MSWORD Select File /Open Change the Files of type from DOC to DOT (templates) Navigate the medallion template and select it. Once open select from the toolbar Tools/Macro/Visual Basic Editor.

Then select Find from the edit menu search for “C:\Medallion“ Once found change the entry to reflect the actual install directory. Click on the save button and exit the Visual Basic Editor Then exit word.

Guide

Generating Reports

1 of 2

Chapter 9: Generating Reports INSIDE THE REPORTS MODULE In Medallion Reports Module you are able to compile reports from the data stored on your system and then print them. Configuration of the various reports available at your property is completed in Medallion . Reports can then be from the Medallion Property Management System by opening the Reports Module and selecting the Report Tab from the Room Plan. The Report window opens and is displayed as follows:

Figure 9-1: Reports Module Window Opened Select the Date of the Report from the Date field on the right side of the window. Right clicking on the report displays the following pop-up menu:

Figure 9-2: Report Pop-up Menu Selecting Edit or double-clicking directly on the report to be generated opens the window for Report Printing as follows: Guide

2 of 2

Generating Reports

Figure 9-3: Print Report Select the appropriate options from this window and select OK and your report is sent to the printer selected in this window.

Guide

Data Stored in History

1 of 4

Chapter 10: Data Stored in History INSIDE THE HISTORY MODULE Medallion stores all transactions regarding reservations in history files. The history files allow you to retrieve data that would otherwise be lost, for later use. History files are stored in 2 categories: • Guests • Companies Opening the History module the following window is displayed: Figure 10-1:

Guest History Guest History displays all guests who have previously stayed in the Hotel. Once a guest has checked out, the guest record is moved to history. Guest History allows you to summarize your regular and frequent guest information. Each guest history will have the history of the guests previous stays, total revenue spent, address details, etc. Guests can also be put into history with a link to a Company and/or a Travel Agent. When you are making a reservation Guest History will search the Database for any corresponding entries. If the entry you require is available you can choose “INSERT” and the completed fields from the History record will populate the new record. If the new reservation or the reservation made from History has a company attached you must complete the following step. Once you have finished entering any further details into the reservations you must then click on the “Guest/Company Information” tab and check the box “Attach to Company” to ensure that the reservation and the Company are connected and details of the new reservation will then go to the current History for the individual and the company. You can also link a guest to History when making the first reservation for a guest. You would use this feature if you were to make a number of reservations all at once for a guest who was returning on a regular basis. You would complete the reservation details for the first reservation as above and then click on the “PUT TO HISTORY” button. You will then be asked the following questions: Answer ‘YES’ and then the following statement will appear. Click on “OK” This will add the guest to History before arrival and allow you to make further bookings from History. Guide

2 of 4


Editing a Guest History Record. You can edit a guest history record in two different ways. If you make a reservation from History for a guest and enter new information in the reservation, upon checkout this will write to the History and update it. If you receive new details for a guest and wish to change the History without making a reservation you should do the following: Go into Guest History by clicking on the “Guest History” tab. Type in the part of the Guest name to search the History Database. When you have the record you wish to edit highlighted on the screen, click on the “WRITE” button and you will enter into the History of the guest. Make the necessary changes and click on the “OK” button. Deleting a Guest History Record If you want to delete a Guest History Record, the steps to take are very similar to editing a guest history record. You retrieve the record you wish to delete and highlight it on your screen. You then choose the “Delete” button and you will get the following question box: Select “YES” and the record will be deleted. Merging two or more Guest History Records This situation can occur if reservations are not being made from Guest History, or history is not being checked when reservations are made. When you have two or more records for the same guest in History you should merge the records together. To do this you do the following: Highlight the duplicate records by holding down the shift key and clicking on each record. Once the records are highlighted, then right click over the records and choose the option to “MERGE” The system will then display the records you have chosen and you will need to check the one you wish to become the “Main” History. Place a tick in the check box next to this History and then click the “OK” button. When time permits you should check for duplicates in history on a daily or weekly basis.

Merging Guest History Details into Word Documents. This feature can be very beneficial when used in conjunction with Mail-outs, etc. Select the Guests from History that you wish to export out to your document.

Guide


3 of 4

Highlight the records by holding down the shift key and clicking on each record. Once the records are highlighted, then right click over the records and choose the option to “EXPORT TO ASCII” You will get the following message on the screen: When you accept the export the process will take place automatically and the information will be put into a file called “Guest History Text Transfer” Open your Word document and using ‘Tools’, ‘Mail Merge’, and ‘Create’ prepare your document. For “Get Data” select the Text file as your data source and then complete your document as required.

Guide

4 of 4



Guide

Housekeeping Module

1 of 2

Chapter 11: Housekeeping Module Housekeeping The housekeeping module is best used for a quick room status overview and to "Block" rooms.

Housekeeping Screen To enter the screen, select the module "Housekeeping" from the module bar.

Block Room To block a room, click on the selection "Out of Order" in the Housekeeping module and then click on the icon "Block" on the icon bar. The following window now allows you to enter the room to be blocked and the duration. You can also enter a reason why this room has been blocked and even add a note to it. Confirm your input with "OK". The blocked room will be displayed on the Room Plan with a black reservation bar and will be shown on the list in the Housekeeping module as follows: If you want to enter a reason, the reason should be created in the module classified Housekeeping.

Re-Instate Blocked Room You can return a blocked room into operation in the Housekeeping module. Select the section "Out of Order" and click on the relevant room with the right mouse button. Then select "Delete" and the black reservation bar on the Room Plan will be deleted.

Edit Blocked Room If you need to adjust the period for which the room has been taken out of operation, enter the "Out of Order" section of the Housekeeping module and click on the relevant room with the right mouse button and choose the move option. Enter the new date and confirm with "OK".

Guide

2 of 2

Housekeeping Module


Guide

Statistics

1 of 2

Chapter 12: Statistics INSIDE THE STATISTICS MODULE The module "Statistics" allows you to prepare reports and graphical reports on the occupancy of your operation. When you click on the module "Statistics", the following window appears: Select filter settings with regard to room type and click on "View". Medallion will display the requested statistic in graphical format. Click on the page "Statistic" and then on the icon "View" and Medallion will prepare an overview of the day's occupancy in a table format as follows:

Guide

2 of 2

Statistics


Guide

The CTRL Module

1 of 2

Chapter 13: The CTRL Module INSIDE THE CTRL MODULE Medallion logs all transactions of data inside the control module. By logging the transactions or manipulations Medallion make tracking the changes made to data very simple. Opening the CTRL tab lists all

Event the first part you can find every action that has been done. You can choose a specific action, , guest, module, date,… by using the different filters. By clicking on the printer button you can print this log. A setting in determines how many days’ events are retained by the system. The default setting is 60 after which these records are deleted.

Transaction Journal All payment transactions are logged into the Transaction journal. By using the filters you can select a specific group of transactions. By clicking right you have the option to go immediately to the folio if you which to make any changes. It is also possible print this journal by clicking the print button. None of this information can be deleted. But it can be archived

Guide

2 of 2

The CTRL Module


Guide

Archiving Data

Chapter 14: Archiving Data INSIDE THE ARCHIVE MODULE

Guide

1 of 2

2 of 2

Archiving Data


Guide

Travel Agent Information

Chapter 15: Travel Agent Information INSIDE THE TRAVEL AGENT MODULE

Guide

1 of 2

2 of 2

Travel Agent Information


Guide

Managing Your Property

1 of 8

Chapter 16: Managing Your Property MANAGING WITH MEDALLION On the menu bar of Medallion is the Management Menu. This menu provides all management sources for your property such as; End of Shift Procedure, End of Day Procedure, Database Backup and many more. By selecting the name of the procedure to be run from the Management Menu Medallion walks you through each process. The following instructions are provided to assist you with the management of your property.

Completing the End of Shift Procedure Selection of the End of Shift procedure from the Management Menu is performed while in the Room Plan Module as shown below:

Figure 1: Management Menu – Room Plan Running the End of Shift Report is an essential part of the daily tasks. Completing this procedure assists in keeping the system updated and current. Following are instructions provide with the completion of this task. 1.

Click on the Management Menu, then select End of Shift. The following window opens:

Guide

2 of 8


Figure 2: Management Menu-End of Shift

Figure 3: End of Shift-Payments 2.

3.

The Payment window displays all payments for the shift being processed. This display can be used to cashing. Selection of the Turnover tab displays information grouped by Revenue. After ing all data proceed with the following step. Click on the End of Shift Button

.and the following message is displayed:

Guide


3 of 8

Figure 4: End of Shift-Message 4.

Click Yes and the procedure is completed. The End of Shift window is redisplayed showing no data.

Figure 5: End of Shift-Complete Once the prodecure is complete information can be printed by clicking on the Print Button shown in the window above.

Printing the End of Shift Report Follow the instructions below to print the report:. 1.

Click on the Print button and the following window is displayed:

Guide

4 of 8


Figure 6: End of Shift-Print 2.

Click on the Print button and the report is sent to the printer.

Completing the End of Day Procedure The End of Day procedure is a process that keeps your system current, such as updating the business date and resetting revenue values. There are two options available to complete the End of Day Procedure; automatically or manually. Selecting the End of Day procedure from the Management Menu performs all processes of the EOD procedure completing each phase in the proper order. To complete the procedure automatically while in the Plan Module select End of Day from the Management Menu as shown below.

Guide


5 of 8

Figure 7: Management Menu-End of Day Clicking to End of Day from the menu shown above opens the following window:

Figure 8: End of Day Window Opened

Guide

6 of 8


Print EOD Reports

Print EOM Reports

The Posting Process Posting is the process of asg charges to a guest, group, or category. There are various methods used to post a charge depending on the type of charge and where the charge is assigned. Normal Posting – Normal posting can be done individually to a single guest in the folios module accessed from the Reservation Window or the Folio Module window. Fast Posting – Fast posting gives the ability to make multiple postings of transactions to multiple guest from a single process in one window. Direct Posting – Direct posting is used to post items that are not attached to a reservation. Items that can be purchased at the front desk, gift shop or any area not associated with reservations, such as, a newspaper.

Room Posting The following instructions provide assistance with the Room Posting process.

Fast Posting

Direct Posting

Guide


Database Backup

The Phone Book

Waitlist

Authorization List

Medallion Export/Import

Back Office Transfers

Individual Transfers

Guide

7 of 8

8 of 8



Guide

Medallion Day-to-Day

Chapter 17: Medallion Day-to-Day LESSONS & EXAMPLES -

Guide

1 of 2

2 of 2

Medallion Day-to-Day


Guide

Medallion Guide 541p5b

Overview 4q3b3c

More details 26j3b

Related Documents 171j1w

Medallion Guide 541p5b

Guide 4x3b4j

The Medallion Calls Score 526524

Guide Samsung L700 Guide English 2l6573

Servicemanager - Guide - Vm Guide 3n4l1f

Quality Stage Guide 6yr3

More Documents from "Alex Serban" 521261

Medallion Guide 541p5b

Classworksheet Halloween 11b2x

Bentel Bgs 220 Spec Sheet A4 En q734s

Death In America 63n4f

Iap Textbook Of Pediatrics,5e (2013) [pdf] [unitedvrg].pdf 6c1i3k

The Use Of Webquest In The Classroom 1q226z