Front Desk

Manual

Version 8.8
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Information in this document is subject to change without notice.

MICROS-Fidelio (Ireland) Ltd. makes no warranty of any kind with regard to this
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Copyright © 2009 MICROS-Fidelio (Ireland) Ltd. All Rights Reserved. No part of

this publication may be reproduced, photocopied, stored on a retrieval system, or
transmitted without the express prior written consent of the publisher.

Author:
V8 Development Team

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© 2009 Micros-Fidelio (Ireland) Ltd. June 2009

Table Of Contents
Introduction ............................................................................................ 1
About Suite 8 Front desk ..................................................... 1
Logging In........................................................................... 1
Front Desk Shortcut Bar ...................................................... 2
Navigation Keys .................................................................. 3
Using the blue drill down arrow .......................................... 4
HTML View .......................................................................... 4
The Quick Keys.................................................................... 7
The Date Box....................................................................... 8
Changing the date ............................................................... 9
Customising the HTML display............................................. 9
Favourites ......................................................................... 11
Logging off, Exiting Suite 8 and Locking the Station ......... 12
Arrivals ................................................................................................. 15
Check In............................................................................ 15
Reservations ..................................................................... 23
Inhouse Guests ..................................................................................... 25
Messages .............................................................................................. 27
New Financial Account .......................................................................... 31
Financial Accounts ............................................................ 31
Room Blocking ...................................................................................... 39
Queue Rooms ........................................................................................ 47
Lost & Found ......................................................................................... 49
Lost & Found Actions......................................................... 54
Matching Lost & Found Items............................................ 55
Number Cycles .................................................................. 58
Traces ................................................................................................... 61
Index .................................................................................................... 65

© 2009 Micros-Fidelio (Ireland) Ltd. June 2009 v

1
Introduction
About Suite 8 Front desk
The Suite 8 Front Desk Module is used for entering, searching and modifying
reservations for arrivals and in house guests, performing room blocking, handling
guest messages, accessing house accounts and checking house Status.
You have the same options as from the reservation navigator screen to search,
edit, modify profiles, enter guest messages, guest comments, reservation notes
and profile notes. You can make postings to add charges on the guest bill. All
these functions are available for in house guests and arrivals. User definable
search screens and Info templates in HTML format allow a flexible, property
related handling of the reservation navigator.

Logging In
To use Suite 8 you must first log into the system. You must have a valid user
identification and password.
Logging into Suite 8
1. From the desktop, click the Fidelio Suite 8 icon.

The Fidelio V8 Login screen appears.

2. Type your user identification (case sensitive) in the Login name box.
3. Tab to the Password box.
4. Type your secret password (case sensitive) in the Password box.
5. Click LOGIN, the Suite 8 main menu screen appears.
You are now logged into the system.

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Suite 8 Front Desk Manual

Front Desk Shortcut Bar

The Suite 8 main menu screen has nine coloured tabs located on the left of the
screen. Each coloured tab represents one of the main user modules.

To open the Front Desk Shortcut Bar:

1. Click FRONT DESK from the coloured shortcut bar.
The Front Desk shortcut bar opens.

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 Introduction

2. Alternatively you can click FRONT DESK on the menu bar.

The Front Desk menu screen appears.

Navigation Keys
Accelerator keys
Suite 8 has accelerator keys that allow you fast access to a box on a screen or
dialog box. When a letter is underlined you can press the Alt + letter keys and
the cursor moves into the appropriate box. For example, on the Profile Search
screen the letter “A” is underlined in the Name box. By pressing the Alt + A keys,
the cursor moves into the Name box.
To use the accelerator keys:
From the screen or dialog box, press Alt + letter
The cursor moves into the appropriate box.
Shortcut keys
Suite 8 has shortcut keys that allow you to perform actions directly from the
keyboard without having to use the mouse. Using these keys saves you time.

Suite 8 Shortcut keys

Shortcut Key Description
F1 Displays the help.
Alt + F4 Closes the active window.
F10 Closes all active windows.
F12 Moves the cursor from a data box to the first
record on the grid.
Alt + Down arrow Displays a combo box.
Tab Moves forward through the boxes/options.
Moves to the next box and confirms the entry.
Shift + Tab Moves backward through the boxes/options.
Ctrl + Tab Moves forward through tabs.
Ctrl + Shift + Tab Moves backward through tabs.
Escape Cancels the current action.
Removes a Combo box before a selection has been
made.
Home Moves the cursor to the beginning of a box.
End Moves the cursor to the end of a box.

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Using the blue drill down arrow

Many boxes have a blue drill down arrow next them indicating that there is
additional information that can be displayed.

For example, on the House Status screen clicking the blue drill down arrow on the
Out of Order line displays the Out of Order Rooms screen.

HTML View
Suite 8 offers the possibility to view information in HTML format. HTML is the
abbreviation for "Hypertext Markup Language." This is the system of marking a
document so it can be published on the World Wide Web and viewed with a
browser. The main areas where information can be viewed in HTML format are as
follows:
¾ Reservation Navigator
¾ Groups
¾ Blocks
¾ Profiles
¾ Cashiering
¾ Tasks and Activities

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 Introduction

¾ Events
¾ Conference Reservation
The HTML display on the reservation navigator can be hidden so that the
reservation grid is expanded. Double-click in the blue reservation header bar or
right-click and select/deselect LOWER PART OF THE SCREEN from the short-cut menu
to view or hide the HTML display. This setting is stored per user and remains until
the next time it is changed.

View information in HTML format

In this example we will display information in HTML format on the profile screen.
1. Click the CUSTOMER RELATION menu and select PROFILES to display the customer
profile screen.
2. This main customer profile screen is called the Navigator and is divided into 3
distinct areas:
¾ Query - basic and advance profile search criteria
¾ Query Results - the results of the query shown in a grid format
¾ Tree Listing and HTML Page
¾ A tree listing of all the details associated with this profile
including address, communications, links, reservations or
history
¾ A freely definable HTML display which by default has a 'big'
format where the details are displayed in a non-grid style
format or a list format. The HTML display can be printed by
using the right mouse click.
3. Enter the name to search for in the NAME box and click SEARCH.

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4. The query results are shown in grid format in the middle section of the screen
and the tree and HTML formats are shown in the lower section of the screen.

5. In this instance the HTML view displays a summary of the profile details. The
tree listing is displayed by default expanded by one level. A plus sign next to a
folder indicates that it can be expanded to show more folders; a minus sign
indicates that it can be collapsed.
Expand the HTML tree

¾ Click the expand icon to show all available folders.

Collapse the HTML tree

¾ Click the collapse icon to collapse all folders to the uppermost level.

Refresh the HTML View

¾ Click the refresh icon .

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 Introduction

Clear the HTML View

1. Click the clear icon .

2. The Tree and HTML section of the screen is cleared completely of all details.
However it is only cleared for the selected profile, as soon as another guest is
selected the HTML view for that guest is displayed.
Change the display of the HTML
Two additional buttons on the html display allow you to change whether certain
details are displayed in a non-grid style or in a list format. By default the 'big'
view is displayed.

1. To view in list format click the button.

2. To view in a non-grid style, click the button.

The Quick Keys

Suite 8 allows you to select the Quick Keys main menu from any screen. The
quick keys are shortcuts to screens, searches, and desktop tools. Using these
keys allows rapid access to information without having to leave the section that
you are currently working on. For example, a customer is making a new
reservation while at the same time asking questions about restaurants in the
area. You can use the Telephone Book quick key for restaurant information
instead of aborting the new reservation screen, looking up the restaurant
information, closing the Telephone Book, and reopening the new reservation
screen.
To access the Quick Keys main menu
¾ Click the QUICK KEYS menu option.
The Quick Keys menu is displayed.

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The Date Box

The format of the dates and the separators between the dates may vary from one
hotel to another. The date format is defined in the Control Panel Windows
Regional Settings/Options.
Typical date formats include the following:
¾ MM/dd/yy
¾ MM/dd/yyyy
¾ yy/MM/dd
¾ yyyy-MM-dd
¾ dd-MMM-YY
You can type the date directly in the date box; however it must be typed exactly
as per the pre-defined format.

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There are many date boxes in the system, for example, Arrival Date or From
Date. The date can be either a specific date or an as of date.

A specific date is when you need to see what happened on that day. For example,
you need to see which guests have departed 01/01/03.
An 'as of date' is when you need to find out information starting from that date.
For example, you need to read the room rack starting from 09/09/03 through
12/09/03.

Changing the date

The date can be changed by typing a new date or with the use of the calendar.
To type a new date
1. Place the cursor in the Date box.
2. Type the new date in the Date box, in the defined format including separators.
3. Press the Tab key, the date is changed.
To change a date using the calendar

1. Click the drop down arrow next to the Date box.

The calendar appears.

2. Change the month to a previous month or future month by clicking the

horizontal arrows located on the top of the calendar or by pressing the Ctrl +
Page Up or Ctrl + Page Down key.
3. Place the cursor on the date and click the left mouse button or move the
keyboard arrow keys to locate the date and press Enter, the date is changed.

Customising the HTML display

The HTML display may be customised according to the requirements of the
property.
The customization options available are:
¾ View Source
¾ Edit template with notepad
¾ Edit template with associated application

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How to customize the HTML display

Place the cursor on the HTML display and right-click to display the short-cut
menu.

The following options are available:

¾ Select PRINT to print an exact copy of the HTML display. The print page
margins and the actions to take if the HTML printout is too large for the
defined paper size can be defined in the configuration.
¾ Select PRINT WITH SETUP to display the printer options and then print the
HTML display.
¾ Select VIEW SOURCE to view the HTML code, no changes can be made.
¾ Select EDIT TEMPLATE WITH NOTEPAD to open the relevant *.htm and *.qry in
notepad. Users with HTML programming knowledge can edit these files to
meet the requirements of the property.
¾ Select EDIT TEMPLATE WITH ASSOCIATED APPLICATION to open the relevant *.htm
and *.qry with the program associated with these file types. Users with
HTML programming knowledge can edit these files to meet the
requirements of the property.
How to use HTML Expressions to customize the HTML display
Properties can configure and store customised html files in the Version 8 directory
for htm files. The files are displayed in Suite 8 either by logged in user, user
language, customised htm files for all users or language specific htm files for all
users.
The priority Suite 8 uses to determine which file to use is in the sequence as
listed:
¾ Customised htm file by user initials
To display a customised htm file by user initials, the htm file has to be
called USR_USERINTIALS_HTMFILENAME.HTM.
Example: For a user with the initials DS the file has to be called
usr_ds_quickinfo.htm.
¾ Customised htm file by user language
To display a customised htm file by user language, the htm file has to be
called CUST_LANG_LANGUAGE SHORT DESCRIPTION_QUICKINFO.HTM.
Example: If the language short description is F for French, the user has to
select this language under User Settings → Startup → Language and the
file, such as quickinfo.htm has to be called cust_lang_f_quickinfo.htm.
¾ Customised version for all users
To display a customised version of htm files for all users, the html files
have to be called CUST_HTMLFILENAME.HTM.
Example: cust_quickinfo.htm.
¾ Customised version by language

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To display a customised version by language, the html files have to be

called LANG_SHORT DESCRIPTION OF THE LANGUAGE_HTMLFILE.HTM.
Example: lang_f_quickinfo.htm, where f stands for the short description
of the language.
¾ If none of these files can be found then the standard htm file is displayed
How to hide or show expressions depending on activated features or
license
The following expression can be used to hide for example, Conference
Information on the HTM file when working with the small business edition:
if ({const isBnB})=(1)}{/if}{else} {if {feature Meeting Planner}} Conference
{runquery 2}
Customization functionality is controlled by the user right HTML source view
and edit under Setup → Configuration → Users → User Definition → Rights →
Miscellaneous.

The print page margins and the actions to take if the HTML printout is too
large for the defined paper size are defined via the option HTML printout
under Setup → Configuration → Miscellaneous → Global Settings →
Miscellaneous → Visual Appearance 4.

Favourites
The favourites shortcut toolbar allows you to keep your most frequently used
options right where you can find them. Your most used options can be added to
the favourites shortcut toolbar where they are more noticeable and more easily
organized to suit your purposes.
To make the most of the favourites shortcut toolbar, you need to organize the
options in it; this can be done using drag and drop.
In user settings the favourites shortcut toolbar can be set to be listed first and
will then be the default shortcut toolbar opened when logging on to Fidelio.

Note: The Favourites shortcut toolbar cannot be removed from

the toolbar.

How to add an option to the favourites shortcut bar

1. Click one of the coloured shortcut toolbars on the left to list the options on
that toolbar.
2. Right-click the option that you want to add, and then click ADD TO FAVOURITES
on the shortcut menu.
The option is now listed on the favourites shortcut toolbar.
3. Repeat Steps 1 and 2 for each option that you want to add.

Note: Options from Web Services cannot be added to the

favourites shortcut toolbar.

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How to delete an option from the favourites shortcut bar

1. Click the FAVOURITES shortcut toolbar on the left to list the options.
2. Right-click the option that you want to remove, and then click DELETE BUTTON
on the shortcut menu.
The option is removed from the favourites shortcut toolbar.
3. Repeat Steps 1 and 2 for each option that you want to remove.
How to reorganise the options on the favourites shortcut bar
1. Click the FAVOURITES shortcut toolbar on the left to list the options.
2. Select the option to be moved and then left-click and hold the mouse button
while you drag the option to its new location on the toolbar.
3. Repeat Steps 1 and 2 for each option that you want to move.
On the toolbar the favourites shortcut bar can be listed first by selecting the
option Favourite buttons on top under Miscellaneous → User Settings →
Appearance Tab.

Logging off, Exiting Suite 8 and Locking the Station

The windows menu consists of the following options:
¾ Close All - closes all open screens and dialog boxes.
¾ Lock Station - locks the workstation.
¾ Logout - closes all open screens and logs off Suite 8.
¾ Exit Application - closes all open screens and exits the application.
Close All
¾ Click the WINDOWS menu and the option CLOSE ALL.
All open screens and dialog boxes are closed.
Lock Station
¾ Click the WINDOWS menu and the option LOCK STATION.
All open screens and dialog boxes are closed and the Login screen appears.
A new user can now login.

The open screens and dialog boxes from the user who locked the station will
not be closed if the parameter LEAVE OPENED SCREEN ON SWITCH USER is selected
under Setup → Configuration → Miscellaneous → Global Settings → Generic →
Generic 3 tab.
Logout
1. Click the WINDOWS menu and the option LOGOUT.
All open screens and dialog boxes are closed and the Login screen appears.

A new user can now login.

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2. To close the application completely click CANCEL.

Suite 8 is closed and the desktop appears.
Exit Application
¾ Click the WINDOWS menu and the option EXIT APPLICATION.
Suite 8 is closed and the desktop appears.

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2
Arrivals
The ARRIVALS option on the FRONT DESK menu displays the reservation navigator
defaulted to the Arrival tab. The reservation navigator consists of seven different
pages of information which are accessible by clicking the appropriate tab.

The ARRIVAL tab displays by default all reservations with the status EXPECTED
ARRIVAL for today's date. The date filter allows you to display expected arrivals for
a specific date and reservations with the statuses CHECKED IN and/or CANCELLED
may be included in the display via the Selection filter.
The search criteria on the reservation navigator are identical regardless of which
tab is selected with the exception of the Financial Accounts tab.
The available options are for the most part the same as in reservations, however
several options may not be available for reservations with the status expected
arrival, for example REINSTATE and UNDO CHECK IN.
The HTML display on the reservation navigator can be hidden so that the
reservation grid is expanded. Double-click in the blue reservation header bar or
right-click and select/deselect LOWER PART OF THE SCREEN from the short-cut menu
to view or hide the HTML display. This setting is stored per user and remains until
the next time it is changed.

The default reservation statuses to be displayed on the Arrival tab are defined
via the option Arrival Page under Setup → Configuration → Miscellaneous →
Global Settings → Miscellaneous → Search Screens → Default Search Criteria
on Reservation Navigator.
See: Suite 8 Reservations Manual for more details.

Check In
This option may be used to check-in a guest who has a reservation and is
accessible via the CHECK IN button on the Reservation Navigator.
Depending on the parameter settings and interfaces installed, a variety of
messages may be displayed upon check-in. For example, the display of the
check-in successful message is parameter controlled and if a key card interface is
installed then a message to print the key card is displayed at check-in.
If the parameter ALLOW CHECKIN WITHOUT ROOM FOR NEXT DAY is active then it is
possible to check in a reservation for several days even if a room has not been
assigned for all days of the stay. A room must be assigned for the first night, but
upon check-in either a room number is assigned for the remaining days or the
reservation is checked in and is marked as a scheduled room move from the day
where no room is assigned.

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A hint can be defined to display at check in under a specified condition, an

example for a hint at check in could be a reminder to confirm the stay details.

How to check-in a reservation with a room number assigned

1. From the Reservation Navigator select the reservation to be checked-in.
2. Click the CHECK IN button.
A message is displayed indicating that the check-in was successful.

3. Click OK to close the check-in successful message.

Depending on the interfaces installed additional messages may be displayed.
For example, if an interface for key cards is installed, the Make Key dialog box
is displayed.

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 Arrivals

4. Click the MAKE KEY button to print a key card.

How to check-in a reservation with no room number assigned
1. From the Reservation Navigator select the reservation to be checked-in.
2. Click the CHECK IN button.
If no room number has been assigned the Room Search Dialog screen is
displayed.

Several criteria including the STARTING DATE, number of NIGHTS and ROOM TYPE
are completed with details from the reservation.
3. To search for a specific room number, enter the room number in the ROOM NO.
field.
4. If ROOM FEATURES were entered on the guest profile or reservation then these
are displayed.
5. In the FLOORS field select the required floors from the floor selection list and
then click CLOSE.
6. Select DUE OUT ROOMS to include rooms which are due to depart.
7. Select INCL. OUT OF SERVICE to include rooms which have the status out of
service.
8. Select the room statuses to include from the HOUSEKEEPING STATUS list; by
default all room statuses which are defined as CLEAN are selected.
9. Click SEARCH to display the rooms available according to the entered criteria.
10. Select the required room from the grid and click the SELECT button.
A message is displayed indicating that the check-in was successful.

11. Click OK to close the check-in successful message.

Depending on the interfaces installed additional messages may be displayed.

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Rooms Search screen field names

Field Name Explanation of the field

Room No The room number.
Room Type The room type.
Description The room type description.
Features The room features. For example, CN – Connecting
Door.
Floor The floor number.
Housekeeping The housekeeping status of the room. For example,
Status CL – Clean, DI – Dirty or INS – Inspected
No. of pax The maximum number of people that under normal
occupancy conditions could sleep in the room
(excluding cots and/or cribs).
Next Block The next arrival date for which the room is blocked.
Assignments Displays information about rooms that have special
housekeeping or general assignments. For example,
TWN or TRI, this may indicate to housekeeping that
the room needs to be prepared in a special way.

Room Search screen search fields

Fill in this field With this information

Starting Date The date for which to search for available rooms.
Nights The number of night's to search for available rooms.
Room Types Select specific room types if required.
Room Number Enter a specific room number if required.
Room Features Select specific room features.
Floors Select specific floors if required.
Due out rooms Select this check box to include rooms currently in-
house, but that are due to check-out. The search can
include due out rooms by default by selecting the
parameter DUE OUT ROOMS ON ROOM SEARCH (DEFAULT) in
configuration.
Include out of Select this check box to include rooms that are marked
service as out of service.
Housekeeping Select the required housekeeping statuses.
Status

How to check-in a reservation with a credit card active

1. From the Reservation Navigator select the reservation to be checked-in.
2. Click the CHECK IN button.
If a credit card interface is installed and the parameter ASK FOR CREDIT CARD AT
CHECK-IN is active then a message is displayed asking if you want to attach a
credit card to this reservation. If the parameter is not active then the Credit
Card Detail dialog box is displayed directly.

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 Arrivals

3. Click YES to display the Credit Card Details dialog box.

The guest's credit card can be swiped or the credit card details entered
manually.
4. Upon swiping the card or selecting the CARD TYPE manually; the AUTHORIZATION
AMOUNT is calculated according to the rules setup at your property to calculate
the approval amount.
5. Click OK to close the Credit Card Details dialog box and to request online
authorization if a credit card interface is installed.
A message is displayed indicating that the check-in was successful.
6. Click OK to close the check-in successful message.
How to check-in a reservation with no room number assigned for all days
of the reservation
1. From the Reservation Navigator select the reservation to be checked-in.
2. Click the CHECK IN button.
A message is displayed indicating that not all days have a room number
assigned.

3. If a room should not be assigned for the remaining days at this point, click
NO .
A message is displayed indicating that the check-in was successful. The
reservation will be displayed on the list of scheduled room moves from the
day where no room number is assigned.

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4. If a room should be assigned for the remaining days, click YES.

The Room Search screen is displayed with all the room types required for this
reservation listed.

5. Select a room number for each room type required.

6. Click CLOSE to close the room search dialog box.
A message is displayed asking if you want to continue the check-in process.

7. Click YES to continue.

A message is displayed indicating that the check-in was successful.
8. Click OK to close the check-in successful message.

Note: On the reservation Advanced Query filter a query called

'No room for today or tomorrow' can be used to search for the
reservations that have no room assigned.

How to check-in a reservation with luggage list/entry active

1. From the Reservation Navigator select the reservation to be checked-in.
2. Click the CHECK IN button.
A message is displayed indicating that the check-in was successful.

3. Click OK to close the check-in successful message.

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 Arrivals

If the option POP UP LUGGAGE LIST is selected in the configuration then the
Luggage list screen is displayed. If the option POP UP LUGGAGE ENTRY is selected
then the Luggage dialog box is displayed directly.

4. Click NEW to display the Luggage dialog box.

5. If auto-numbering is not active then enter the LUGGAGE LABEL NUMBER;

depending on the configuration only a numeric entry may be allowed.
6. Enter the NUMBER OF PIECES of luggage.
7. Select the current LOCATION of the luggage from the drop-down list; depending
on the configuration a location may be mandatory.
8. Select a STATUS from the drop-down list, such as normal, picked up by guest
or delivered to room.
9. Enter any additional information in the COMMENTS box.
10. If the luggage label is to be printed click the PRINT button.
11. Click OK to add the luggage label details to the luggage list.

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Suite 8 Front Desk Manual

12. Click CLOSE to close the Luggage List.

The check in successful message is controlled by the parameter Display
message when check in was successful under Miscellaneous → User Settings
→ Reservation.

Prompting for a credit card at check-in is controlled by the parameter Ask for
credit card at check-in under Setup → Configuration → Miscellaneous → Global
Settings → Reservation → Reservation 1 tab.

If the parameter Allow checkin without room for next day is active under
Setup → Configuration → Miscellaneous → Global Settings → Reservation →
Reservation 3 tab then a reservation can be checked in even if a room has not
been assigned for all days of the reservation.

Daily charges can be posted automatically after check-in by selecting the

parameter Post daily charges after check-in under Setup → Configuration →
Miscellaneous → Global Settings → Reservation → Reservation 3 tab. The
charges are posted using the night audit cashier ID and there is no user
notification that the daily charges have been posted.

The cashier login and then the guest folio for the checked-in guest can be
displayed right after check in by selecting the parameter Show billing after
check-in under Setup → Configuration → Miscellaneous → Global Settings →
Reservation → Reservation 3 tab. If sharers were checked-in then the guest
folio is displayed for all sharing guests.
The housekeeping statuses are defined under Setup → Configuration →
Reservations → Room Management → Housekeeping

Due out rooms can be included by default in the room search by selecting the
parameter Due out rooms on room search (default) under Setup →
Configuration → Miscellaneous → Global Settings → Miscellaneous → Search
Screens 2 tab.

Luggage label functionality is controlled by the parameter Luggage label

functionality under Setup → Configuration → Miscellaneous → Global Settings
→ Reservation → Luggage 5 tab. All the luggage label configuration options
are displayed when the option is activated.

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Luggage locations are defined via the option Luggage Location under Setup →
Configuration → Reservations.

Hints are defined via the option Hints under Setup → Configuration →
Reservation.

Reservations
Many of the options available in the Front Desk module are also available in the
Reservations module.
The following options are detailed in the Suite 8 Reservations Manual:
¾ Reservation Navigator
¾ Reservation Search
¾ New/Edit Reservation
¾ Walk In
¾ Cancel Reservation
¾ Reinstate
¾ All the options available via the OPTIONS menu of the both the Reservation
Navigator and the Edit Reservation screen.

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3
Inhouse Guests
The INHOUSE GUESTS option on the FRONT DESK menu displays the reservation
navigator defaulted to the In House tab. The reservation navigator consists of
seven different pages of information which are accessible by clicking the
appropriate tab.

The IN HOUSE tab displays all reservations with the status CHECKED IN, and
depending on the setup, the Selection filter may also include the statuses
EXPECTED ARRIVAL, CHECKED OUT and/or DUE OUT.
The search criteria on the reservation navigator are identical regardless of which
tab is selected with the exception of the Financial Accounts tab.
The available options are for the most part the same, however several options
may not be available for reservations with the status in house, for example
DEPOSIT REQUESTED and WAITLIST.
The HTML display on the reservation navigator can be hidden so that the
reservation grid is expanded. Double-click in the blue reservation header bar or
right-click and select/deselect LOWER PART OF THE SCREEN from the short-cut menu
to view or hide the HTML display. This setting is stored per user and remains until
the next time it is changed.

The default reservation statuses to be displayed on the In House tab are

defined via the option In House Page under Setup → Configuration →
Miscellaneous → Global Settings → Miscellaneous → Search Screens → Default
Search Criteria on Reservation Navigator.

The possibility to change the profile of a checked in reservation is controlled

by the user right Change guest after check in under Setup → Configuration →
Users → User Definition → Rights → Reservations.
See:Suite 8 Reservations Manual for more details.

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4
Messages
This option may be used to leave a message for a guest and is accessible via the
FRONT DESK menu and via the OPTIONS menu of the both the Reservation Navigator
and the Edit Reservation screen.
Messages can be printed in a user definable format and with an appropriate
interface messages can be sent via:
¾ The video system, so the guest can view the message on the television
screen.
¾ The telephone system, which triggers the message lamp in the room.
If an interface is connected the NOTIFY INTERFACE box is selected by default.
How to enter a new guest message
1. Click the FRONT DESK menu and select MESSAGES.
The Messages screen is displayed.
2. Click NEW, the reservation navigator is displayed.
3. Use the search criteria to locate the required reservation and then click
SELECT.
The Message dialog box is displayed.

4. In the MESSAGE FROM box enter the name of the person who is leaving the
message.
5. Enter the CONTACT INFO. such as a telephone number.
6. The NOTIFY INTERFACE option is selected by default if an appropriate interface is
active.

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Suite 8 Front Desk Manual

7. Enter the guests MESSAGE or select a standard message text from the MESSAGE
TEXT LIST and double click.
8. Add any additional details if required.
9. Click OK to save the message without printing or click PRINT to save and print
the message. A warning message is displayed that the message must be
saved before printing.

10. Click YES to save and print the message.

The Printing records dialog box is displayed briefly.

11. Click OK to close the message dialog box.

How to view or edit a guest message
1. Click the FRONT DESK menu and select MESSAGES.
The Messages screen is displayed.

The screen is split into 4 sections:

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 Messages

¾ The upper left-hand side of the screen is the search area. You can
search for messages by entering a guest NAME, a ROOM NO or a DATE.
¾ The upper right-hand side of the screen allows the search to be
narrowed by message status:
¾ All Messages - not received, printed and received messages.
¾ Not Received - for all messages which have not been received yet.
¾ Set to Received by PMS User - all messages which have been
marked as received.
¾ Printed Messages - all messages which have been printed.
¾ Sent to Video System - all messages that have been sent via the
video interface. (Interface Dependant)
¾ Received through Video System - all messages that have been
received by the guest via the video interface. (Interface Dependant)
¾ A list of the current messages with details about the date and time, the
guest name, the user who took the message and the message status is
displayed in the grid in the middle of the screen.
¾ The text of the currently selected message is displayed in the lower part
of the screen.
2. To activate the search, click SEARCH; to clear the search criteria, click CLEAR.
3. Select the message to be viewed and click EDIT.
The message screen is split into two sections:
¾ The upper part displays guest details, who the message was from and
contact details.
¾ The lower part displays the message text.

4. Make any changes if required to the message and click OK to close the
message without printing or click PRINT to print the message.
5. Click CANCEL to exit the message dialog box without saving any changes.

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Suite 8 Front Desk Manual

How to print a guest message

1. Click the FRONT DESK menu and select MESSAGES.
The Messages screen is displayed.
2. Select the message to be printed and click PRINT.
The Printing Records dialog box is displayed briefly and the message is
printed.

How to mark a guest message as received

1. Click the FRONT DESK menu and select MESSAGES.
The Messages screen is displayed.
2. Select the message to be marked as received and click RECEIVED.
In the STATUS column the time and user who marked the message as received
is listed.

Options available on the messages screen

¾ New - to enter a new message.
¾ Edit - to edit an existing message.
¾ Received - to mark the selected message as received.
¾ Received All - to mark all messages as received.
¾ Print - to print the selected message.
¾ Find in Grid - to further narrow the search.

Standard message texts can be defined via the option Messages under Setup
→ Configuration → Reservations.

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5
New Financial Account
Financial Accounts
Financial Accounts are accounts that do not affect the properties availability and
are used to post charges to non-guest accounts. For example, permanent
accounts such as staff accounts, POS Accounts or other internal accounts used to
post no-show and cancellation fees, corrections or charges for non staying guests.
Financial Accounts are also used for conference bookings and conference
telephone charges and internal lost postings such as interface late charges.

Note: In the Meeting Planner module the financial accounts

option and postings functionality are available if the PMS license
and/or the CCM Billing Component license are activated.

Financial accounts may be accessed via several options in Suite 8:

¾ Reservations
¾ Front Desk
¾ Meeting Planner
¾ Cashiering
How to access via Reservations
The financial account option in reservations may be used to open, edit or create a
financial account.
1. Click the RESERVATIONS menu and select FINANCIAL ACCOUNTS.
The Reservation Navigator screen is displayed defaulted to the Financial
Accounts tab.
2. Click NEW to display the New Financial Account dialog box.
How to access via Front Desk
The financial account menu option in front desk may be used to open a new
financial account.
1. Click the FRONT DESK drop down menu and select NEW FINANCIAL ACCOUNT.
The financial account dialog box is displayed.
An existing account may be edited by selecting the financial account page on the
reservation navigator via the Arrivals or Inhouse Guests menu options.

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How to access via Meeting Planner

There are several ways to access Financial Accounts from with the Meeting
Planner module:
1. On the Conference Diary, right-click on a booking, select BOOKING OPTIONS to
display the short-cut menu.
or
From Event Management, locate the booking and select OPTIONS or EDIT the
booking and select OPTIONS to display the short-cut menu.
or
From Event Management, click EVENTS and select OPTIONS to display the short-
cut menu.
2. Click FINANCIAL ACCOUNTS on the short-cut menu to display the Financial
Accounts Search screen.

3. Click NEW FA to create a new financial account.

The financial account dialog box is displayed.
The search criteria, financial account Name, Description and Account Number
allow the user to locate the required financial account easily. In addition selecting
the option Show on pop-up will display all available financial accounts. This
setting is saved for future use until changed by the user.

Note: The financial account can also be displayed via Event

Management when selecting Postings. However, as this option
allows postings you must enter a cashier number.

How to access via Cashiering

1. Click the CASHIER menu and select BILLING.
The Cashier Login screen is displayed.
2. Enter your CASHIER NUMBER and PASSWORD, click LOGIN.
The Billing Search screen is displayed.
3. Click NEW FA to display the New Financial Account dialog box.
How to create a new financial account
1. Access the New Financial Account dialog box via one of the access methods
described above.

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 New Financial Account

2. In the GROUP box, click the drop-down arrow and select the type of financial
account required.
3. If required select the DATE RANGE check box and enter a date range (from/to)
on the financial account.
Note: Usually it is not necessary to enter a date range on a financial account.
4. Click the button next to the PROFILE box to open the profile search screen,
SELECT an existing profile or create a NEW one.
5. In the ACCOUNT NUMBER box, click the drop-down arrow and select an account
number. If the account number was defined with a description then this is
updated in the NUMBER DESCRIPTION box.
6. If no default MARKET code has been defined, click the drop-down arrow and
select a market code.
7. The DESCRIPTION box is automatically updated with the financial account
number and description.
8. In the CREDIT LIMIT box, click the drop-down arrow and select the credit limit
required.
9. The LIMIT VALUE field is automatically updated with the value of the chosen
CREDIT LIMIT, but this may be changed as required.
10. If TRANSPONDER functionality is active then this option will be displayed. It is
filled with the transponder card number if the financial account was created
upon swiping or entering a transponder card.
11. In the SOURCE CODE box, click the drop-down arrow and select the source code
required.
12. In the CHANNEL CODE box, click the drop-down arrow and select the channel
code required.
13. Click OK.

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If the new financial account was created via cashiering then the posting
screen is displayed.

New Financial Account dialog box

Fill in this With this information

field
Group Select a financial account group from the list of predefined
groups.
Date Range Select the date range check box and enter the date range
(from/to) you would like to keep the Financial Account in
your system. However, it is usually not necessary to enter a
date range on a financial account.
Profile Each financial account must be linked to a profile. Click the
profile drop-down arrow to open the profile search screen.
Account Each financial account must have an account number before
Number it can be checked into the system. Click the drop-down arrow
to get a list of predefined account numbers.
Number The description defined for this account number is displayed.
Desc.
Market Select from a list of predefined Market Codes. If this field is
defined as mandatory then a market code has to be
attached. When setting up a financial account in meeting
planner the market is filled by default with the market
segment from the booking master.
Description Displays the financial account group and financial account
number.
Credit Limit Select a credit limit from the list box.
Limit Value The credit value associated with the selected credit limit is
displayed. This may be changed as required.
Transponder The transponder card number is displayed if the financial
account was created upon swiping or entering a transponder
card.
Source Code Select from a list of predefined source codes.
Channel Code Select from a list of predefined channel codes.

Note: If the start date selected equals the system date and the
OK button is clicked, the financial account will be checked in. If
the start date does not match the system date the financial
account status will be ‘Expected’.

How to edit financial account settings

1. Select the required financial account and click EDIT to display the Financial
Account Settings dialog box.
In cashiering display the billing screen of the required financial account and
click the FA SETTINGS button to display the Financial Account Settings dialog
box.
In Meeting Planner display the Financial Accounts Search screen via one of the
access methods described above, select the required financial account and
click SELECT to display the Financial Account Settings dialog box.

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 New Financial Account

2. Make any changes necessary and click OK to close the financial account
settings.
How to link profiles to financial accounts
This option is used to link Company, Agent, Source, Meeting Planner or Vendor
profiles to the financial account.
1. Access the Financial Account Settings dialog box via one of the access
methods described above.
2. Click PROFILES to display the Profile Select dialog box.
3. On the profile type required click the drop-down arrow.
The Profile Search dialog is displayed.
4. Search for the required profile, click SELECT.
The Profile Select dialog box is displayed with the profile selected.
5. Click OK to return to the Financial Account Settings dialog box.
How to unlink profiles to financial accounts
This option is used to unlink Company, Agent, Source, Meeting Planner or Vendor
profiles to the financial account.
1. Access the Financial Account Settings dialog box via one of the access
methods described above.
2. Click PROFILES to display the Profile Select dialog box.
3. Select the profile to be unlinked.
4. Click DELETE LINK.
5. Click OK to return to the Financial Account Settings dialog box.

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How to enter notes for financial accounts

This option is used to add, edit, delete and view notes related to the selected
financial account.
1. Access the Financial Account dialog box via one of the access methods
described above.
2. Click NOTES to display the Notes dialog box.
See: Suite 8 Reservations manual for more details.
How to link billing instructions to financial accounts
This option is used to link billing instructions to the Financial Account.
1. Access the Financial Account Settings dialog box via one of the access
methods described above.
2. Click BILLING INSTR. to display the Billing Instructions dialog box.
See: Suite 8 Reservations manual for more details.
How to link credit cards to financial accounts
This option is used to add, edit, delete, guarantee or get approval for credit cards.
For example the charges of conference bookings or group members might be
routed to a financial account and paid by a company credit card.
1. Access the Financial Account Settings dialog box via one of the access
methods described above.
2. Click CREDIT CARDS to display the financial account credit cards dialog box.
See: Suite 8 Reservations manual for more details.
This option is only available if the status of the financial account is expected,
checked in or closed.
How to enter fixed charges for financial accounts
This option is used to enter fixed charges on the Financial Account. Fixed charges
are used to post daily charges other than room, tax or packages, for example
conference equipment rental from external locations. Suite 8 posts fixed charges
automatically during night audit or when choosing the option post daily charges in
the cashiering module.
1. Access the Financial Account Settings dialog box via one of the access
methods described above.
2. Click FIXED CHARGES to display the Fixed Charges dialog box.
See: Suite 8 Reservations manual for more details.
How to unlink a CCM financial account
1. Locate the required booking.
2. Click the OPTIONS button to display the short-cut menu.
3. Click FINANCIAL ACCOUNTS on the short-cut menu to display the Financial
Accounts Settings dialog box.

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 New Financial Account

4. Click UNLINK, the message "Unlink CCM Booking?" is displayed to confirm the
unlinking, select YES.
5. If no postings have been made the Financial Account will be unlinked. If
postings have been made then a message is displayed to "Transfer postings of
the selected booking?" select YES.
6. The cashier folio is displayed; click the TRANSFERS button to display the
Transfer Posting dialog box.
7. In the TO ROOM field select the account to transfer the postings to or create
and then select a new financial account.
8. The charges may be transferred in the normal manner or transferred by
checking the TRANSFER POSTINGS OF SELECTED CCM BOOKING check box. This
option transfers all postings that have been made via the MANUAL POST option
under the EVENTS menu.
9. Click OK to transfer the charges.
10. Click the CLOSE button to close the cashier screen.
11. Click OK on the Financial Account Settings dialog box to complete the
transaction.

Note: Financial Accounts will be unlinked only when the OK

button on the FA edit screen is pressed. If CANCEL is pressed then
the FA is still linked even if postings have been transferred.

Note: Postings that have been made via the option POSTINGS on
the OPTIONS menu are not linked to the CCM booking and posted
directly to the Financial Account. These postings have to be
transferred individually.

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Suite 8 Front Desk Manual

The financial account groups and numbers are defined via the options
Financial Account Groups and Financial Account Numbers under Setup →
Configuration → Cashiering.

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6
Room Blocking
A room blocking is the assignment of a room to a reservation. The room blocking
option is accessible via the FRONT DESK menu and may be used to search for and
assign rooms for reservations arriving today, for a specific date in the future or
that meet certain criteria.
Some properties like to assign all the room numbers prior to arrival and some
properties may use this option to assign rooms for specific groups, parties, room
types or VIP levels.

The room blocking screen is split into two or three sections depending on whether
the HTML option is selected:
¾ The upper section contains all the selection criteria. The reservation selection
criteria are listed on the left, the rooms selection criteria in the middle and on
the right are the available housekeeping statuses; by default all room statuses
which are defined as CLEAN are selected.
¾ The middle section of the screen displays the results of the selection:
¾ The RESERVATIONS grid displays the reservations in alphabetical order
according to the selected rooms criteria. The display order may be
changed by clicking the column heading by which the display should be
sorted. Clicking the REFRESH button updates the reservations listing.

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¾ The ROOMS grid displays the available rooms for the reservation selected in
the reservations grid and according to the selected criteria. The room
features are listed and also the number of days the room has not been
occupied. Clicking the REFRESH button updates the available rooms.
¾ If the HTML option is selected then the freely-definable html display is shown
in the lower section of the screen.

Note: Reservations with a room type change during the stay are
displayed over more than one row. The first row of a reservation
is displayed in a black font; subsequent rows of the reservation
are displayed in a blue font. A grey background indicates that
the row is part of a reservation with at least one room type
change during the stay.

How to block a room

1. Click the FRONT DESK menu and select ROOM BLOCKING.
The Room Blocking screen is displayed.
2. The STARTING DATE and the TO DATE default to today's date, but may be
changed as required.
3. Complete the search criteria by typing information or selecting information
from the drop-down lists.
For an explanation of the search criteria on the room blocking screen, see the
Room Blocking Search Criteria table below:
4. Select the room statuses to include from the HOUSEKEEPING STATUS list; by
default all room statuses which are defined as CLEAN are selected.
5. In the RESERVATIONS section click the REFRESH button to display the
reservations according to the entered criteria.
6. In the ROOMS section all available rooms meeting the search criteria and the
first reservation listed are displayed.
7. Select the reservation to be blocked; a list of suitable rooms is displayed on
the ROOMS grid.
8. Point to the required room on the ROOMS grid and hold down the left-mouse
button.
9. Drag the room from the ROOMS grid to the RESERVATION grid and then release
the left-mouse button.
The room is assigned to the selected reservation.
If the check box ONLY UNBLOCKED RESERVATIONS is selected then the reservation
is no longer listed.
10. Repeat the steps above until all the required rooms have been blocked.
11. Click CLOSE to exit the room blocking screen.

Note: The housekeeping statuses available are dependant upon

the statuses that have been configured by your property.

How to automatically assign rooms

1. Click the FRONT DESK menu and select ROOM BLOCKING.
The Room Blocking screen is displayed.

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 Room Blocking

2. The STARTING DATE and the TO DATE default to today's date, but may be
changed as required.
3. Complete the search criteria by typing information or selecting information
from the drop-down lists.
For an explanation of the search criteria on the room blocking screen, see the
Room Blocking Search Criteria table below:
4. Select the room statuses to include from the HOUSEKEEPING STATUS list; by
default all room statuses which are defined as CLEAN are selected.
5. In the RESERVATIONS section click the REFRESH button to display the
reservations according to the entered criteria.
6. Select the reservations to which rooms are to be assigned by holding the CTRL
key and clicking the required reservations.
To assign rooms to all the reservations listed click the SELECT ALL button. Click
the UNSELECT ALL button to unselect all the reservations.
7. Once the reservations to be assigned are selected, click the AUTO ROOM ASSIGN.
button.
A progress bar is displayed.

If reservations with rooms assigned are included in the automatic room

assignment then when the first reservation with a room assigned is found a
question is displayed asking if you want to overwrite existing room selections.

8. Click YES to overwrite existing room selections or NO to ignore all reservations

with a room already assigned.
If any of the reservations exceed the recommended number of persons then
an error message is displayed.

9. Click YES to continue or NO to not assign a room to this reservation.

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Suite 8 Front Desk Manual

Once the room assignment has been completed an information box is

displayed with the following information:
¾ Start and finish time of the automatic room assignment.
¾ Rooms assigned and the reservation numbers and names to which
they were assigned.
¾ Any error messages, such as when no room is available.
¾ If a reservation has more than one room assigned then an entry is
listed that the room assignment should be done manually.
¾ The number of rooms which were assigned out of the total
selected.

10. Click OK to close the summary screen.

11. Click CLOSE to exit the room blocking screen.
Room Blocking Search Criteria

Fill in this field With this information

Starting date Enter the date for which you would like to block rooms
or select a date from the calendar. The default is
today's date.
To date The default to date is the same as the starting date,
however a date range can be selected by entering a
different date or selecting a date from the calendar.

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 Room Blocking

Fill in this field With this information

Confirm. no. Enter the confirmation number of the reservation for
which you would like to block a room. Multiple
confirmation numbers can be entered separated by a
comma.
If a confirmation number is entered then the other
reservation filters are deactivated and only reservations
with the entered confirmation number are displayed.
Guest Enter a guest name if you would like to block a room
for a specific guest. Click the drop-down arrow to open
the profile search screen.
Company Enter the company name if you would like to assign
rooms only for a specific company. Click the drop-down
arrow to open the profile search screen.
Agent Enter the agent name if you would like to assign rooms
only for a specific agent. Click the drop-down arrow to
open the profile search screen.
Source Enter the source name if you would like to assign
rooms only for a specific source. Click the drop-down
arrow to open the profile search screen.
Group Enter the group name here if you would like to assign
rooms only for a specific group. Click the drop-down
arrow to open the group reservations search screen.
Block Enter the block name here if you would like to assign
rooms only for a specific group block. Click the drop-
down arrow to open the block search screen.
Only unblocked Select this check box to view only reservations with no
reservations room number assigned.
Room types Select specific room types from the list of available
room types.
Room features Select specific room features from the list of available
features.
Floor Enter a floor number or select the required floors from
the drop-down list to assign rooms on a specific floor.
Start from room Enter the room number the search or automatic room
assignment should start from.
Departing rooms Select this option to display rooms that are currently
occupied but that are due to check-out today.
If not selected then only rooms which were vacant last
night will be displayed.
Just Before Select this option and enter a time to display rooms
that are currently occupied, but that are due to check-
out before the entered time.
Checked out Select this option to display rooms that have already
rooms only checked out and are vacant.
Ignore profile Select this option to ignore the room features entered
room features on the guest profile.
Ignore reservation Select this option to ignore the room features entered
room features on the reservation.

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Suite 8 Front Desk Manual

Fill in this field With this information

Incl. out of service Select this option to include rooms which have been
placed out of service.
Display only Select a reservation and select this check box to display
preferred rooms / only the preferred rooms and/or room types entered on
room types for the the guest profile that match the room type of the
reserved room reservation.
type For example, if the guest prefers suites and double
rooms but the reservation is for a double room, then
only double rooms will be displayed.
This option can be selected by default via User Settings
on the Miscellaneous menu.
Display only Select a reservation and select this check box to display
preferred rooms / only preferred rooms and/or rooms types entered on
room types the profile of the selected reservation.
For example, if the guest prefers suites and double
rooms but the reservation is for a double room, then
both suites and double rooms will be displayed.
This option can be selected by default via User Settings
on the Miscellaneous menu.
Displays an explanation of how a reservation with a
room type change during the stay is displayed on the
reservations grid:
"Each time interval of a reservation is represented by a
new row.
The first row of a reservation is displayed in a black
font.
Subsequent rows of the reservation are displayed in a
blue font.
A gray background indicates that the row is part of a
reservation with more than one time interval and is
displayed in more than one line."
Housekeeping Select the required housekeeping statuses; by default all
Status room statuses which are defined as CLEAN are selected.

Options available on the room blocking screen

¾ AUTO ROOM ASSIGN. - to automatically assign rooms to the selected
reservations.
¾ EDIT PROFILE - to view or edit profile details.
¾ EDIT RES. - to view or edit reservation details.
¾ CHECK IN - to check-in a reservation that is arriving today.
¾ RESET FILTER - to clear the query criteria with the exception of the dates
which are not reset.
¾ NOTES - to display profile or reservation notes. This option is displayed only
if there are profile or reservation notes attached.
¾ HTML - to display reservation information in Html format.
¾ SELECT ALL - to select all reservations listed in the Reservations grid.
¾ DESELECT ALL - to de-select all reservations listed in the Reservations grid.

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 Room Blocking

¾ REVERSE SELECTION - to reverse the selection in the Reservations grid.

¾ - displays a pop-up menu with the following two options:

¾ SAVE AS DEFAULT - saves the current room filter settings as the default
settings when opening room blocking. The settings are applied to all users.
¾ SAVE FOR AUTOMATIC ROOM SPLITTING - saves the current room filter settings
as the default settings for automatic split room assignment. The settings
are applied to all users.
How to save default settings
1. Click the FRONT DESK menu and select ROOM BLOCKING.
The Room Blocking screen is displayed.
2. The STARTING DATE and the TO DATE default to today's date, but may be
changed as required.
3. Complete the search criteria by typing information or selecting information
from the drop-down lists.

4. Click to display a pop-up menu.

5. Select SAVE AS DEFAULT.

A confirmation message is displayed.

6. Select YES to save current room filter settings as the default for all users.
7. Click CLOSE to exit the room blocking screen.
How to save default settings for automatic split rooms assignment
1. Click the FRONT DESK menu and select ROOM BLOCKING.
The Room Blocking screen is displayed.
2. The STARTING DATE and the TO DATE default to today's date, but may be
changed as required.
3. Complete the search criteria by typing information or selecting information
from the drop-down lists.

4. Click to display a pop-up menu.

5. Select SAVE FOR AUTOMATIC ROOM SPLITTING.

A confirmation message is displayed.

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Suite 8 Front Desk Manual

6. Select YES to save current room filter settings as the default for Automatic
Split Rooms Assignment for all users.
7. Click CLOSE to exit the room blocking screen.

The housekeeping statuses are defined via the option Housekeeping under
Setup → Configuration → Reservations → Room Management.

On the room blocking screen the option Display only preferred rooms / room
types for the reserved room type can be selected by default under
Miscellaneous → User Settings → Search Screens.

On the room blocking screen the option Display only preferred rooms / room
types can be selected by default under Miscellaneous → User Settings →
Search Screens.
The html refreshes immediately when using the mouse, however, when using
a key stroke the refresh is performed according to the milliseconds defined via
the option Tree Delay under Setup → Configuration → Miscellaneous → Global
Settings → Miscellaneous → Search Screens 2 tab. When clicking for the first
time in the grid in the first row and then pressing the down arrow the html is
refreshed immediately instead of using the defined key stroke delay.

The save default settings functionality is controlled by the user right Save
default filter for automatic room assignment under Setup → Configuration →
Users → User Log → Reservation.

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7
Queue Rooms
This option displays all reservations which are currently on the check-in queue
and is accessible via the FRONT DESK menu and via the Q ROOMS tab on the
Reservation Navigator. This option and the display of the Q Rooms tab are
parameter controlled.
Reservations can be placed on the check in queue when there are no rooms
available at the time of arrival. The length of time that a reservation has been on
the check in queue is listed in the column TIME ON Q. As rooms become available
they can be allocated according to the length of time a reservation has been on
the queue.
Reservations are removed from the queue, either by being checked-in or via the
option DELETE FROM QUEUE on the Options menu of the reservation navigator.

How to add rooms to the queue

1. From the Reservation Navigator select the reservation to be added to the
queue.
2. Select ADD TO QUEUE from the OPTIONS menu.
A confirmation message is displayed.

3. Click YES to add the reservation to the queue.

The reservation is now listed under both the Arrival tab listing and the Q
Rooms tab. The time the reservation has been in the check in queue is listed
in the column TIME ON Q.

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How to delete rooms from the queue

1. From the Reservation Navigator select the reservation to be removed from the
queue.
2. Select DELETE FROM QUEUE from the OPTIONS menu.
A confirmation message is displayed.

3. Click YES to delete the reservation from the check in queue.

The reservation is removed from the Q Rooms listing and is now listed under
the Arrival tab.

Queue rooms functionality is controlled by the parameter Queue Rooms

Handling under Setup → Configuration → Miscellaneous → Global Settings →
Reservation → Reservation 1 tab.

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8
Lost & Found
This option may be used to record, track and match lost & found items and is
accessible via the FRONT DESK menu. Users are also able to enter any actions
which are taken on the lost & found items. This option is parameter controlled.
The Lost & Found Items screen is divided into two sections:
¾ Lost items - used to enter or track items for guests who are missing an item.
¾ Found items - used to enter or track items found by guests or employees.

How to track lost items

1. Click the FRONT DESK menu and select LOST & FOUND.
2. On the left-hand side in the LOST ITEMS section, enter any known search
criteria in the search options, see Lost Items Search dialog box.
3. Click SEARCH, all items for the entered search criteria where FOUND BY has not
been completed are displayed.

Lost Items Search dialog box

Field Definition
From The date from which the search should be started.
To The date until which the search should be limited.
Group Select a lost item group from the list of defined groups, e.g.
personal, jewellery, miscellaneous.
Item Description of the item.
Room Enter the room number if the item was lost in a specific
guest room.
Public places Select a public place if the item was lost in a specific public
place.
Function space Select a function space if the item was lost in a specific
function space.
Full Text Search Selected by default, the search will display all lost item
records which contain any part of the ITEM text. If not
selected then the entry in the ITEM field must be an exact
match.
Include matched Select this option if the search should also include items
which have been matched with a found item or with the field
FOUND BY completed.
Include resolved Select this option if the search should include resolved
records.

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How to track found items

1. Click the FRONT DESK menu and select LOST & FOUND.
2. On the right-hand side in the FOUND items section, enter any known search
criteria in the search options, see Found Items dialog box.
3. Click SEARCH, all items for the entered search criteria where LOST BY has not
been completed are displayed.

Found Item Search dialog box:

Field Definition
From The date from which the search should be started.
To The date until which the search should be limited.
Group Select a found item group from the list of defined groups,
e.g. personal, jewellery, miscellaneous.
Item Description of the item.
Room Enter the room number if the item was found in a specific
guest room.
Public places Select a public place if the item was found in a specific
public place.
Function space Select a function space if the item was found in a specific
function space.
Full Text Search Selected by default, the search will display all found item
records which contain any part of the ITEM text. If not
selected then the entry in the ITEM field must be an exact
match.
Include matched Select this option if the search should also include items
which have been matched with a found item, or the field
LOST BY completed.
Include resolved Select this option if the search should include resolved
records.
Number If number cycles have been activated, then enter the record
number which was assigned when the item was recorded as
found.

How to record a lost item

1. Click the FRONT DESK menu and select LOST & FOUND.
2. On the list items section click NEW, the lost item dialog box is displayed.

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3. In the GROUP box, click the drop-down arrow and select the lost item group
from the list of pre-defined groups.
4. In the ITEM box, enter a description of the lost item.
5. In the LOST BY box, click the drop-down arrow to open the profile search dialog
box, enter the name of the guest who lost the item and select their guest
profile.
6. The WHEN box is automatically filled with the current date and time, click the
drop-down arrow to open the calendar/clock, select the time and date the
item was lost.
7. In the WHERE Box, enter the location where the item was lost.
8. In the ROOM box, enter a room number if the item was lost in a guest room.
9. If the item was lost in a public place, select the PUBLIC PLACE from the list of
defined public places.
10. If the item was lost in a function space or the guest was joining an event in a
function space, select the FUNCTION SPACE from the list of defined function
spaces.
11. In the KEEP UNTIL box the date until which the item should be kept will be
completed automatically if a default number of days has been defined,
otherwise enter the date until which the lost record should be kept for
tracking.

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12. In the NOTES box, enter any additional information.

13. The RESOLVED option should only be selected if the lost item record should be
marked as "case closed".
14. If a picture of the item exists, this can be stored with the lost record using the
SCAN button.
15. Click OK to save the lost item record.
How to record a found item
1. Click the FRONT DESK menu and select LOST & FOUND.
2. On the right-hand side in the Found items section click NEW, the found item
dialog box is displayed.

3. In the GROUP box, click the drop-down arrow and select the item group from
the list of pre-defined groups.
4. In the ITEM box, enter a description of the found item.
5. In the FOUND BY box, click the drop-down arrow to open the profile search
dialog box, enter the name of the person who found the item and select their
guest profile.

Note: All employees (users) are also available on the profile

search.

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6. The WHEN box is automatically filled with the current date and time, click the
drop-down arrow to open the calendar/clock, select the time and date the
item was found.
7. In the WHERE Box, enter the location where the item was found.
8. In the ROOM box, enter a room number if the item was found in a guest room.
9. If the item was found in a public place, select the PUBLIC PLACE from the list of
defined public places.
10. If the item was found in a function space, select the FUNCTION SPACE from the
list of defined function spaces.
11. In the KEEP UNTIL box the date until which the item should be kept will be
completed automatically if a default number of days has been defined,
otherwise enter the date until which the found record should be kept for
tracking.
12. In the NOTES box, enter any additional information.
13. The RESOLVED option should only be selected if the found item record should
be marked as "case closed".
14. The SCAN button can be used to scan the item or a picture of the item, this is
then stored with the found record.
15. Click OK to save the found item record.
16. If number cycles are activated, then a message is displayed showing the
number assigned to the found item.

17. Click OK.

Options available on the lost and found screen

¾ Search - to search for an existing lost or found item
¾ New - to enter a new lost or found item.
¾ Edit - to edit an existing lost or found item
¾ Delete - to delete a lost or found item.
¾ Copy Filter - to copy the current search criteria from lost items to found
items and vice versa.
¾ Clear Filter - to clear the current search criteria.
¾ Found By - to mark a lost item as found by.
¾ Lost By - to mark a found item as lost by.
¾ Match - to match a lost item with a found item.

Lost and found functionality is controlled by the parameter Lost & Found
under Configuration → Setup → Miscellaneous → Global Settings → Generic →
Generic 3 tab.

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Lost and found functionality is controlled by the user right Lost & Found under
Configuration → Setup → Users → User Definition → Rights.

Lost and found groups and actions are defined via the option Action
Categories and Groups under Configuration → Setup → Miscellaneous → Lost
& Found.

Lost & Found Actions

Users can record the different actions taken with regard to the lost or found item.
Actions can be assigned, edited or deleted from a lost or found item.
Typical actions would be:
¾ Item claimed as lost
¾ Item found by housekeeping
¾ Item found by another guest
¾ Guest informed by email
¾ Guest informed by telephone
¾ Item sent to guest
How to add a new lost or found action
1. Click the FRONT DESK menu and select LOST & FOUND.
2. Enter any search criteria and click SEARCH, all lost & found records for the
entered search criteria are displayed.
3. Select the required item from the Lost & Found grid; all actions taken for this
item are displayed in the lower grid.
4. Click NEW to enter a new action; the Lost & Found Actions dialog box is
displayed.

5. In the ACTION box, click the drop-down arrow and select the required action.
6. In the NOTES box, enter any additional information about the action.
7. Select the option RESOLVED if the case is now closed.
8. Click OK, the action is added to the lost/found record.

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 Lost & Found

Note: Selecting RESOLVED closes the case and removes the items
from the Lost & Found screens. The case can be re-opened by
selecting to display resolved cases in the search query and
clearing the RESOLVED option on the required record.

How to edit a lost or found action

1. Click the FRONT DESK menu and select LOST & FOUND.
2. Enter any search criteria and click SEARCH, all lost & found records for the
entered search criteria are displayed.
3. Select the required item from the Lost & Found grid; all actions taken for this
item are displayed in the lower grid.

4. Select the action to be edited and click EDIT, the Lost & Found Actions dialog
box is displayed.
5. Make any changes necessary and click OK, the action is updated.
How to delete a lost or found action
1. Click the FRONT DESK menu and select LOST & FOUND.
2. Enter any search criteria and click SEARCH, all lost & found records for the
entered search criteria are displayed.
3. Select the required item from the Lost & Found grid; all actions taken for this
item are displayed in the lower grid.
4. Select the action to be deleted and click DELETE, the action is removed from
the item.

Matching Lost & Found Items

Items recorded as LOST or FOUND can be matched; one of the most common
scenarios would be the case of a lost item which is found by housekeeping and
later claimed by the guest.
For example: Housekeeping finds a mobile phone and enters a new FOUND item
record. The guest calls and says that they lost a mobile phone; a new LOST item
record is entered. These two records are matched and a new action such as
"Returned to Guest" is selected, this is applied to both the LOST and FOUND item
records. The case is closed by selecting the option RESOLVED.
A record can be 'matched' without having to enter a corresponding lost or found
record. If the guest calls to say that an item has been lost and that item has
already been recorded as found then the found record can be completed with the
action and the name of the person who lost the item and vice versa.

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How to match items

1. Click the FRONT DESK menu and select LOST & FOUND.
2. On the left-hand side in the LOST ITEMS section, enter any known search
criteria, click SEARCH.
3. On the right-hand side in the FOUND items section, enter any known search
criteria, click SEARCH.
4. Select the item on each side which is to be matched and click the MATCH
button, the Lost and Found Actions dialog box is displayed.

5. In the ACTION box, click the drop-down arrow and select the required action.
6. In the NOTES box, enter any additional information about the action.
7. Select the option RESOLVED if the case is now closed.
8. Click OK, the action is added to both the Lost & Found records.

Note: Selecting RESOLVED closes the case and removes the items
from the Lost & Found screens. The case can be re-opened by
selecting to display resolved cases in the search query and
clearing the RESOLVED option on the required record.

Use the Found by option to close a lost item record

1. Click the FRONT DESK menu and select LOST & FOUND.
2. On the left-hand side in the LOST ITEMS section, enter any known search
criteria in the search options.
3. Click SEARCH, all items for the entered search criteria where FOUND BY has not
been completed are displayed.
4. Select the item from the list.
5. Click the FOUND BY button; the Lost & Found Actions dialog box is displayed.

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6. In the ACTION box, click the drop-down arrow and select the required action.
7. In the NOTES box, enter any additional information about the action.
8. Select the option RESOLVED if the case is now closed.
9. In the FOUND BY box, click the drop-down arrow to open the profile search
dialog box, enter the name of the employee who found the item and select
their profile.
10. Click OK, the action is added to the Found record.

Note: Selecting FOUND BY closes the case and removes the items
from the Lost & Found screens. The case can be re-opened by
selecting to display resolved or matched cases in the search
query and deleting the action.

Use the Lost by option to close a found item record

1. Click the FRONT DESK menu and select LOST & FOUND.
2. On the right-hand side in the FOUND ITEMS section, enter any known search
criteria in the search options.
3. Click SEARCH, all items for the entered search criteria where LOST BY has not
been completed are displayed.
4. Select the item from the list.
5. Click the LOST BY button; the Lost & Found Actions dialog box is displayed.

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6. In the ACTION box, click the drop-down arrow and select the required action.
7. In the NOTES box, enter any additional information about the action.
8. Select the option RESOLVED if the case is now closed.
9. In the LOST BY box, click the drop-down arrow to open the profile search dialog
box, enter the name of the guest who lost the item and select their guest
profile.
10. Click OK, the action is added to the Lost record.

Note: Selecting LOST BY closes the case and removes the items
from the Lost & Found screens. The case can be re-opened by
selecting to display resolved or matched cases in the search
query and deleting the action.

Number Cycles
Number cycles can be used to automatically assign a number for each found
object. If number cycles are activated, then a message is displayed showing the
number assigned to the found item. In the search criteria the number can be
used to search for a found record.
How to configure number cycles for found objects
1. Click the SETUP menu and select CONFIGURATION.
The main configuration options are displayed.
2. Click the CASHIERING menu and select NUMBER CYCLES.
The number Cycles dialog box is displayed.

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3. Enter the NAME of the number cycle, for example Lost & Found.
4. The VALUE box shows the last used or printed number of the number cycle.
5. Enter the STARTING NUMBER for the cycle.
6. In the TYPE box select LOST AND FOUND NUMBERS from the drop-down list.
7. In the RESTART DATE box enter the date the number cycle will be reset to the
starting number.
8. Select the YEARLY check box to reset the number cycle each year on the
restart date defined.
9. Leave the DEFAULT check box blank.

10. Click OK to save the number cycle setup.

11. Click CLOSE to close the configuration screen.
How to link the number cycle
1. Click the SETUP menu and select CONFIGURATION.
The main configuration options are displayed.
2. Click the MISCELLANEOUS menu and select GLOBAL SETTINGS.
3. Select GENERIC and then click the GENERIC 3 tab.
4. In the LOST & FOUND NUMBER CYCLE box select the number cycle defined for lost
& found.
5. Click SAVE and then click CLOSE to exit the configuration screen.

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Number Cycles Setup dialog box

Field Definition Legal Values

Name The name of the number cycle. Up to 30 alphanumeric
(Required) characters
Value Shows the last used or printed Up to 60 digits
number of the number cycle. For
new installations, this field should be
empty.
Starting The number the cycle should start Up to 60 digits
Number with.
Type The type of folio or receipt this Select from a list box.
(Required) number cycle applies to.
Predefined types are:
Invoices
User Defined
Currency Exchange
Booth Telephone
AR Postings
AR Payments
Registration Cards.
Void Invoices
Credit Note
Fattura
Fattura & Nota di Credito
Proforma Invoices
Automatic FA Numbers
Lost and found numbers
Police Export
Tourist Export
Restart date The date the number cycle will be Select from list box
reset to the starting number.
Yearly Indicates that the number cycle will Check: YES
be reset each year on the restart Blank: NO
date defined.
Default Indicates that the number cycle Check: YES
marked as default will be used for all Blank: NO
invoices or receipts with no number
cycle attached.

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9
Traces
This option may be used to view all traces, create and resolve traces and is
accessible via the FRONT DESK menu.
Traces are internal messages attached to a reservation, group block or A/R
account noting that a specific action is required on a specific date. They are used
to remind other departments or co-workers of actions to take or information
about the reservation. A trace could be set, for example to the housekeeping
department to ask them to put an extra bed into the guest room during the stay.
Traces require an instruction (trace text) and an instruction date.
How to view or edit a trace
1. Click the FRONT DESK menu and select TRACES.
The Traces screen is displayed.

The screen is split into 3 sections:

¾ The upper part of the screen is the search area.
You can search for traces by entering a guest NAME, a DATE or a trace
STATUS.
You can limit the trace types displayed by trace group; RESERVATION,
BLOCK or ACCOUNTS RECEIVABLE and within each group by trace
department.

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¾ By default all open traces for all dates are listed in the grid in the
middle of the screen. Details include the trace date and department,
the date and time the traces was entered, the name of the user who
entered the trace and whether the trace has been resolved and if so
when and by whom. The grid can be sorted by double clicking on the
relevant column heading.
¾ Details of the currently selected trace are displayed in HTML format in
the lower part of the screen.
2. To activate the search, click SEARCH or FULL SEARCH; to clear the search
criteria, click CLEAR.
3. Select the trace to be viewed and double-click or click EDIT.
The trace screen is displayed.

4. Make any changes if required to the trace and click OK to close the trace.
5. Click CANCEL to exit the trace dialog box without saving any changes.
How to enter a trace
1. Click the FRONT DESK menu and select TRACES.
The Traces screen is displayed with a list of all the open traces.
2. Click NEW, the Trace For selection dialog box is displayed.

3. Select RESERVATION, BLOCK or ACCOUNTS RECEIVABLE and click OK.

Depending on the trace type selected then the Reservation Navigator, Block
Search or A/R Accounts Navigator is displayed.

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4. Use the search criteria to locate the required reservation, block or A/R account
and then click SELECT.
The Traces dialog box is displayed.

5. In the TRACE DATES FROM and TO boxes select the date for the trace.
6. In the TRACE DEPARTMENTS box select the department the trace is for.
A list of texts that you may select from appears under TRACE TEXTS.
7. Type the trace message in the TEXT box or select one of the pre-defined trace
texts by double-clicking the text.
8. Click OK to save the trace.

Trace dialog box

Field Definition
Trace Date From - The date the trace is for.
To
Trace Departments Defines the department the trace is for.
Trace Texts The pre-defined traces texts belonging to the selected
trace department.
Text Free-format trace text can be entered in addition to or
in place of one of the pre-defined texts.

How to resolve a trace

1. Click the FRONT DESK menu and select TRACES.
The Traces screen is displayed with a list of all the open traces.
2. Locate the trace to be resolved.
3. Click RESOLVE NOW, the trace is now marked as resolved.
In the RESOLVED ON and RESOLVED BY columns the time and user who marked
the trace as resolved is listed.

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Note: The resolved trace may not be displayed as by default

only open traces are listed. Selecting the STATUS 'Resolved' or
'Both' will display resolved traces.

How to mark a resolved trace as unresolved

1. Click the FRONT DESK menu and select TRACES.
The Traces screen is displayed with a list of all the open traces.
2. In the STATUS box select 'Resolved' or 'Both' to display resolved traces and
then click SEARCH.
3. Select the trace to be unresolved.
4. Click CLEAR RESOLVE, the trace is now marked as not resolved.
In the RESOLVED ON and RESOLVED BY columns the time and user who marked
the trace as resolved are removed.
How to delete a trace
1. Click the FRONT DESK menu and select TRACES.
The Traces screen is displayed with a list of all the open traces.
2. Locate the trace to be deleted.
3. Click DELETE, the trace is deleted.

Options available on the traces screen

¾ NEW - to enter a new trace.
¾ EDIT - to edit an existing trace.
¾ DELETE - to delete an existing trace.
¾ RESOLVE NOW - to mark the selected trace as resolved.
¾ CLEAR RESOLVE - to mark the selected trace as not resolved.
¾ EDIT RES. - to edit the reservation linked to the selected trace.
¾ EDIT BLOCK - to edit the block header linked to the selected trace.
¾ EDIT A/R - to edit the A/R account linked to the selected trace.
¾ FIND IN GRID - to further narrow the search.
Trace group's control where the traces appear in Fidelio and are defined via
the option Activity and Trace Groups under Setup → Configuration → CRM.
Traces can be linked to Blocks, Accounts Receivable Accounts or Reservations.

Trace types are linked to the trace groups and are defined via the option
Trace Types under Setup → Configuration → Reservations.

Trace changes are displayed in the user log if the options Reservation Trace is
added, Reservation Trace is edited, Reservation Trace is deleted, Reservation
Trace is resolved, Reservation Trace is unresolved are selected in Setup →
Configuration → Users → User Log → Reservation.

Trace functionality is controlled by the user rights View, Edit, New and Delete
under Setup → Configuration → Users → User Definition → Rights → Traces →
Reservation traces.

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Index
A I
Accelerator keys .......................................3
In house guests...................................... 25
Arrivals
Introduction
Checking in a guest ............................15
About Suite 8 Front Desk ..................... 1
Automatic Room Assignment .................39
L
B
Logging In ................................................ 1
Blue drill down arrow ................................4
Logging Out
C Exiting Version 8 ................................ 12
Logging off Version 8 ......................... 12
Changing the date
Typing a new date.................................9 Lost & Found
Using the calendar ................................9 Actions................................................ 54
Matching Items ................................... 55
Check In Number Cycles................................... 58
Checkin in a guest ..............................15 Recording a found item ...................... 49
D Recording a lost item ......................... 49
Tracking lost & found items................ 49
Date field
Changing a date using the calendar .....9 M
Typing a new date.................................9 Messages
E Entering a message ........................... 27
Receiving a message......................... 27
Exiting Version 8.....................................12
N
F
Navigation keys
Financial Accounts..................................31 Accelerator keys................................... 3
Front Desk Quick keys............................................ 7
Arrivals ................................................15 Shortcut keys........................................ 3
Financial Accounts..............................31
Q
H Q Rooms................................................ 47
HTML Queue Rooms........................................ 47
Change the HTML display ....................4
Collapse HTML Tree.............................4 Quick keys ............................................... 7
Expand HTML Tree...............................4 S
View HTML display ...............................4
Shortcut keys ........................................... 3
HTML View ...............................................4

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