Hospitality Technology Systems

Managing Technology in the Hospitality Industry

Fifth Edition

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Competencies forHospitality Technology Systems

1. Describe the basic functions of:– Property Management Systems– Point-of-Sale Systems– Sales and Catering Systems

2. Identify stand-alone technology systems that may interface with property management systems.

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Competencies forHospitality Technology Systems

3. Identify hospitality accounting modules typically provided by back-office software packages.

4. Explain the elements and impact of e-commerce on hospitality organizations.

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Lets Go On a Trip!

We Need Hotel Reservations

• What options do you have to make your hotel reservation?

– Travel Agents– Hotel Company Website– 3rd Party Online Resources– At Hotel Front Desk

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PMS Functions

Reservations Module – enables a hotel, a spa, or a resort to rapidly process room requests, generate timely & accurate rooms, revenue & forecasting reports.

• Shows availability

• Allows for forecasting of availability

• Organizes and shows reservation records

• Provides reservation confirmations

PMS Functions cont.Rooms Management Module – assists in

maintaining check–in, check–out, housekeeping, and switchboard functions.

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Rooms Management Module

• Reports the status of a room (is it clean or has the guest checked-out)

• Registration - checking in & out procedures

• Room assignments - who is in which room

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PMS Functions

Guest Accounting Module – allows for property control of a guests account during the stay.

• Folio management

• Credit monitoring

• Transaction tracking – what is being charged and from where on the property

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Common PMS Interfaces• Central reservation system

• Internet

• Sales and catering

• Point-of-sale

• Electronic payment processing

• Revenue management

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Common PMS Interfaces cont.

• Back office accounting

• Call accounting

• Electronic locking systems

• Energy management

• Auxiliary guest service devices

• Self-service devices

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POS Order Entry Functions• Displays menu items

o Different priceso Different meal periodso Different outlets

• Applies modifiers to menu items

• Groups menu items with single price

• Provides a default order display location to see what is being ordered

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POS Example

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POS Order Entry Functions

• Allows delayed order entry to time service

• Counts down items in short supply

• Provides rapid entry of quick-service items

• Offers simple way to re-order a round of drinks

• Enables off-menu orders

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POS Settlement Functions• Splits charges on check

• Transfers checks from one server to another

• Combines checks for different tables or servers

• Can apply service charges

• Automatically adds gratuity when appropriate

• Reports tips by server

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POS Settlement Functions

• Records settlement method

• Tracks voids, corrections, and adjustments

• Provides reports such as:o Cashier shift balanceso Menu item sales analysiso Server productivity

o Serves as a clock in/out method for employees

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Sales and Catering - Group Sales

• Creates master record for a company who books the property and can create corporate subsidiaries (mini accounts)

• Facilitates property contact person

• Displays guestroom & function room availability

• Creates and tracks group bookings

• Allows adjustments for prior contracted rooms based on past history & forecasting

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Sales and Catering - Function Rooms

• Records function room size & configuration capabilities

• Displays images of each function room in typical configurations

• Displays function room availability in graphic form (how long a room is booked for)

• Creates a banquet event order (BEO) – information need to set-up room, food requirements, contact information and more …

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Accounting ApplicationsAccounts Receivable Module – monitors outstanding balances

of guest and property accounts

• Customer master file – contains all the information the property must know about the guest

• City ledger file – for guests that have checked out but who have an outstanding balance

• Account aging file – where a business charges late fees or interest to accounts that are not paid on time. It is a major revenue source for various charge accounts and a standard business practice

Accounting Applications

Accounts Payable Module – handles all possible items that need to be paid, such as wags, supplies, food, benefits.

• Vendor master file – contains all accounts of current and former vendors

• Invoice register file – lists all current invoices to be paid and paid

• Check register file – oversees the calculation & in house printing of checks for payments of selected invoices.

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Accounting ApplicationsPayroll Module

• Employee master file

• Payroll register file

• Government register file

Financial Reporting File

• General ledger – principal accounting ledger containing all balance sheets & income statements

• Trial balance – maintains a list of accounts debits & credits

• Financial statements – balance sheets & income statements =>– Assets = Liabilities + Equity

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E-Commerce Concepts

• Internet

• E-distribution channels

• Online reservation systems

• Website Development