Hotel Setup

Before you can begin to run your hotel business, you must specify rules and defaults for how you want to manage your hotel operations.

The Hotel Setup controls many configurable functionalities for your hotel. You can have multiple properties or stores within the same database. You must have a separate Hotel Setup for each property.

To create a new hotel property

Click the icon, enter Hotel Setup List, and select the relevant link.
Click the New action, and in the Hotel Setup page, fill in the necessary data.

In the Hotel Setup page you can view and edit basic settings for each property.

The tables below describe the main fields on the Hotel Setup page. Click the links for a quick navigation to descriptions of the page's FastTabs and fields.

General

General setup fields for the hotels:

Field	Description
Property	The Store number for the hotel. There can be many properties in the system.
Setup Code	Unique identification for the hotel group.
Hotel Name	Name of the hotel.
Rate Includes VAT	Specifies if the rate includes or excludes VAT.
Hotel VAT Calculation	Sales Invoice - uses the same VAT (or sales tax) calculation as in sales invoice lines. VAT Posting Setup - VAT is calculated using VAT Posting Setup and is simpler and faster.
Accommodation Item No.	You specify the item used in the POS when charging the accommodation. The Rate Code also has the same field, if it is empty the system uses this setup.
Balance Transfer Item No.	Posting Item for Reservation Balance Transfer, which allows you to pay an X amount for another reservation. Note: Make sure this item has no VAT/TAX setup and is a non-inventory item.
Stores Allowed to Charge	Filter list of Stores that can charge POS Transactions to a hotel reservation.
Reservation Extra Item Filter	Special Groups are used to filter Reservation Extra items.
Res. Extra Shoulders (No. of Days)	Here you can specify how many days outside of the reservation dates, reservation extras can be added. Example: If the value is 0, no shoulders are allowed. If the value is 2, reservation extras can be added two days prior and after the reservation dates.
Currency	Currency of the Rate Code in the property.
Deposit Amount Over Reservation Amount	When creating deposits, you can specify here if you allow the deposit amount to be higher than the reservation amount.

Accommodation Tax

Here you define the accommodation tax percentages and calculation types that should apply to reservations for each property. The setup is flexible and is posted with the night audit, if enabled.

Field	Description
Tax incl. in Rate	Specifies whether Accommodation Tax is included in the Rate Code.
Tax Posting Income Account	General Ledger income account number. G/L Account to post the tax.
Tax Calculation	How is the tax calculated? Per night Per person and night
Tax Amount Type	Is the tax a fixed amount or percentage of the rate? Amount Percentage
Tax Amount/Percent	The tax amount or percentage specified in the Tax Amount Type.

Number Series

Here you define the Number Series for the hotel property. The possible series are:

Reservation No. Series
Group Booking No. Series
Prepayment No. Series
Cancellation No. Series
Night Audit No. Series

Default Values

In this FastTab you can set up default values for individual and group reservations.

The Default Customer and Default Guest are required fields as the hotel setup needs this information in case it is missing on reservations.

Field	Description
Default Days Staying	Default number of days when creating a reservation.
Default Room Type	Default room type for when creating a reservation.
Default Rate Code	Default rate code for when creating a reservation.
Room Reservation Type	Default reservation type for when creating individual reservations.
Group Reservation Type	Default reservation type for when creating group reservations.
Default Price Group	Price group used to calculate item/product price.
Default Customer	Default customer. Used for Night Audit, if there is no customer on the reservation.
Charge Activity to Room	Charge activity to the room so the activity is part of the room balance and can be paid at checkout or be invoiced.
Default Activity Location	Default location for activities. Overrides the activity location of the current activity user for activities created from Hotel Reservations.
Min Res. Act. Availability	Minimum availability for a Reservation Activity. Example: You have one activity to do, so you check that there are at least three availabilities to choose from.
Task for Attention	Task to create when the hotel reservation Attention field is set to true.
Derived Rate Rounding Type	Specifies how to round derived rates. Determines whether the derived rate will be rounded up or down to the nearest interval as specified in the Derived Rate Rounding Precision field. If you select Nearest, digits higher than or equal to five (5) are rounded up, and digits lower than or equal to five are rounded down.
Derived Rate Rounding Precision	Specifies the digit to which derived rates are rounded. Example: If you want to round to an amount without decimals, you should enter 1, 10, or 100, and so on. If you are going to round to two decimals you enter 0.01 and so on.
Derived Rate Decimal Places	Specifies the number of decimal places that are shown for derived rates. Example: If you enter 1 in this field, exactly 1 decimal place is set. If you enter 1:4, a minimum of 1 and a maximum of 4 decimal places is set. If you enter 2: a minimum of 2 decimal places is set. If you enter :2 a maximum of 2 decimal places is set. The default value in this field is 2:2.
Same Changes in incl. in Rate	Specifies to apply the same changes (Discounts, Payer No.) for all Detailed Revenue Entry lines included in the rate.
Deposit Calculation Mode	Default value for new deposit policy lines.

Check-in

Here you can set the Default Check-in Time and Default Check-out Time for guests at the hotel. Note: This can also be changed at reservations.

Auto allocate rooms at check-in - if this check box is selected, you can check in a reservation without using a room number. If this check box is disabled, each reservation needs to have a room number allocated before check-in.
Note: This does not work for checking in a group, then you have to run the Auto Room Allocation action on the Hotel Group Reservation card or choose a room number for each reservation via their respective Reservation Cards.

Night Audit

The night audit process is scheduled to run every night. To work correctly, the night audit needs to have a Night Audit Journal Template and Night Audit Journal Batch specified, as well as a G/L account for the temp balance.

Field	Description
Account Method	None - The Night Audit job does not process any reservations. Temp Balance - The General Journal is posted to Night Audit Temp Balance for InHouse reservations. The Night Audit uses cash basis accounting that recognizes income and expenses only when money changes hands. Charges are therefore posted to the Hotel Balance account, until the time of payment when they are posted to sales and the bank. Accrual Accounting - The General Journal is posted every night to Sales and VAT accounts for InHouse reservations. Night Audit posts an invoice to Finance for every night of the stay. Unlike the cash method, the accrual method records revenue when a product or service is delivered to a customer with the expectation that money will be paid in the future.
Hotel Balance Inc/Exp No.	The Income/Expence account used when the room is being paid on the POS or in Sales invoice.
Night Audit Journal Template	Number of the Night Audit Journal Template.
Night Audit Journal Batch	Batch number for the Night Audit Journal. Created, if necessary.
Night Audit Customer No.	Customer number used in the Night Audit if there is no customer on a reservation or if the guest is paying.
Night Audit Temp Balance	G/L Account number for hotel balance account. Must have Direct Posting = Yes.
Night Audit Source Code	Source code for the Night Audit journal. Default is GENJNL.
Use Advanced Deposit	Post Sales Tax Liability when the reservation is prepaid in full.

Housekeeping

Setup for all things related to the housekeeping feature. The Housekeeping Job must have default values to assign as housekeeping rule for each room when run.

Field	Description
Room Swap Housekeeping Status	The Housekeeping status the previous assigned room will get in case there is a room swap. Room swap is when a reservation has been checked in to the room and then changed to another room.
Check-in Housekeeping Rule	Specifies which housekeeping rule is applied to the room at check-in on arrival date.
Stayover Housekeeping Rule	Specifies which housekeeping rule the housekeeping job applies to the room, when a reservation is staying over (excluding arrival and departure date). Only used when the reservation is longer than one night.
Checkout Housekeeping Rule	Specifies which housekeeping rule is applied to the room when a reservation is checked out.
Vacant Housekeeping Rule	Specifies which housekeeping rule the housekeeping job applies to the room when it is empty.
Room Swap Housekeeping Rule	Specifies which housekeeping rule is applied to the room when a reservation is moved from the room, when there is a room swap.

Point of Sale

Field	Description
POS Transfer Account	G/L Account used when something is charged to a room.
Room Transfer Tender Type	The tender type used when items are charged to a room.
POS Deposit Type	Fixed to Income Account.
POS Deposit Posting	The Income/Expence account used when a deposit is posted.
Show Rate Lines	If Yes, all lines in the Rate Code are shown in the POS; otherwise, only one line is displayed with room number, arrival and departure dates. Also, when the Show Rate Lines value is No, a Deal is created with Deal No. #HOTELDEAL handles the display and printing of Rate Code lines.
Rate Lines Printing	Specifies how Rate Code is printed on a POS invoice. There are four options available: Select the setting from the Functionality Profile Header Only Items w/Added Amt. Only All Lines
Filter Days Back	Specifies for how many days in the past you want to see list of reservations in the Hotel Front Desk.
Filter Days Forward	Specifies for how many days in the future you want to see a list of reservations in the Hotel Front Desk.
Backoffice User POS No.	Used by the Change Property action where this POS number is set in the Retail User table, so the next time the POS is opened this POS is used.

Invoices

Field	Description
Hotel Report Invoice ID	ID of the Hotel Report Invoice. The ID makes it possible to adopt a Hotel Invoice for each customer.
Hotel Report Preview ID	ID of the Hotel Preview Invoice. The ID makes it possible to adopt a Hotel Preview Invoice for each customer.
Invoice Text Before Detail	Text to display on the Hotel Report Invoice before the Detail Section.
Invoice Text After Detail	Text to display on the Hotel Report Invoice after the Detail Section.

Members

If a new member is created in the Hotel, these are the default values used for Member Club and Member Scheme. If the fields are empty, the Mobile Loyalty Default Club Code in Member Management Setup is used.

Field	Description
Default Member Club	Specifies the default member club assigned when creating new members.
Default Scheme Code	Specifies the default member scheme assigned when creating new members.

Unified Settings

The POS Transfer Account and the Room Transfer Tender Type fields play a role when you charge items or activities to a room.

The Room Transfer Income/Expense No. is used as a parameter to the POS Command HOTELCHARGE2ROOM. The deposit setup is always the income account that you specify here.

Field	Description
Fire Report Path	Path to a folder that stores the fire reports, for example c:\FireReports
Work Location	Specifies the work location for the purpose of staff management integration and rostering.
Calculate Statistics	Calculate statistics stored in the Hotel Res Statistic table.

Web Settings

The fields for Web Settings are:

Field	Description
Max no. of Nights in Web res.	Limits the number of nights in a hotel reservation created by Web API.
Virtual POS URL	URL to the virtual POS used in BackOffice: https://channelmgt.lsretail.com/VirtualPOS/
Backoffice POS No.	The POS used in BackOffice (deposit).
Backoffice Deposit Staff ID	Staff used in BackOffice (deposit).
No. of minutes reserved	Number of minutes a room type is reserved in the Room Type Block table.
Payment Type	Payment type used for web payments.
Web Routing Rule	Routing rule used for web payments.
Web Market Segment	Market segment used for web payments.
Web Date Format	Specifies the date format used on the Web Templates (POS).
Web Comment Category	Web Services comments use this comment category when no comment category is specified in the web method.