Fidelio Suite 7

Front Desk Manual

Front OfficeVersion 7.11

Creation Date: August 1999

Delphi is a trademark of Borland.

MS-DOS, Windows 95, Windows-NT and Microsoft Word are trademarks of Microsoft
Corporation.
R&R Report Writer is a trademark of Concentric Data Systems, Inc.
Netware is a trademark of Novell.
Crystal Report Writer is a trademark of Seagate Software Inc.
All other brand and product names are trademarks or registered trademarks of their
respective companies.

Copyright Micros Systems Inc.

August 1999
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. Micros Systems Inc. retains the right to update or change the contents of this
document without prior notice. Micros Systems Inc. assumes no responsibility by the
contents of this document.

Table of Contents
Table of Contents ........................................................................................................ 1
Introduction ................................................................................................................. 5
About Suite 7 Front Desk ............................................................................................ 5
Getting Started ....................................................................................................... 5
Logging In ....................................................................................................... 5
Front Desk Speedbar.............................................................................................. 7
Navigation keys ...................................................................................................... 8
Accelerator keys.............................................................................................. 8
Control keys and Shortcut keys .................................................................... 9
The Quick Keys..................................................................................................... 11
Opening the Quick Keys main menu .......................................................... 11
The Date field ....................................................................................................... 13
Changing the date ........................................................................................ 13
Displaying corresponding screens and dialog boxes........................................... 15
Using the blue drill down arrow.................................................................. 15
Using the buttons ......................................................................................... 17
Printing screens and dialog boxes ....................................................................... 18
Printing by clicking the print button .......................................................... 18
Printing without selecting print options..................................................... 18
Printing with printing options..................................................................... 19
Exiting the Suite 7 Front Office .......................................................................... 24
Arrivals ........................................................................................................................ 27
Opening the Arrivals Search dialog box ............................................................. 27
Searching for an expected arrival........................................................................ 28
Searching for an expected arrival using the standard search................... 28
Searching for an expected arrival using the advanced search option....... 30
Checking in a walk in guest......................................................................... 33
Checking in a guest ...................................................................................... 35
Checking in a guest to a room with virtual number configuration (DID) 37
Canceling an expected reservation.............................................................. 39
Editing an expected reservation.................................................................. 42
Displaying the options that can be attached to an expected reservation . 45
In-House Guests......................................................................................................... 49
Opening the In House Guest Search dialog box ................................................. 49

Page 1

Rooms Management Module

Searching for an in-house reservation ................................................................ 50

Searching for an in-house guest using the standard search ..................... 50
Searching for an in house guest using the advanced search option ......... 52
Canceling a checked-in reservation............................................................. 54
Viewing a guests bill.................................................................................... 55
Reinstating a reservation that has checked out......................................... 57
Viewing an in-house guests profile............................................................. 58
Moving an in-house reservation from one room to another room ............. 59
Editing an in house reservation .................................................................. 60
Displaying the options that can be attached to an in house reservation.. 61
Room Blocking ........................................................................................................... 65
Opening the Room Blocking dialog box............................................................... 65
Searching for available rooms for a reservation ................................................. 67
Blocking a room .................................................................................................... 69
Unblocking a room................................................................................................ 72
Checking in a guest .............................................................................................. 74
Automatic room blocking ..................................................................................... 74
Messages ...................................................................................................................... 79
Opening the Select dialog box.............................................................................. 79
Displaying messages ............................................................................................ 80
Accessing the Display Messages option ...................................................... 80
Displaying specific messages ....................................................................... 81
Creating a new message .............................................................................. 83
Deleting a message....................................................................................... 86
Printing a message ....................................................................................... 86
Marking a message as received ................................................................... 86
Unmarking a received message................................................................... 87
Marking all messages as received ............................................................... 87
Turning the Lamp On .................................................................................. 87
Sending messages ................................................................................................. 88
Accessing the Send Messages option........................................................... 88
Sending messages to guests......................................................................... 89
Sending a message to a group ..................................................................... 91
Displaying traces .................................................................................................. 93
Accessing the Display Traces option ........................................................... 93
Creating a new trace .................................................................................... 94
Editing the trace........................................................................................... 97
Resolving a trace .......................................................................................... 98
Unresolving a trace ...................................................................................... 99
Deleting a trace .......................................................................................... 100

Page 2

Table of Contents

House Status............................................................................................................. 103

Viewing the House Status screen.............................................................. 103
House Accounts........................................................................................................ 109
Opening the House Accounts dialog box ........................................................... 109
Creating a house account........................................................................... 110
Index........................................................................................................................... 115

Page 3

Rooms Management Module

Page 4

1
Introduction
The Suite 7 Front Desk Module allows you to perform all the hotels front desk
functions.
In this manual you will find step-by-step instructions to guide you through most of the
basic Front Desk functions you will require. However, as you get to know and use Suite
7, you will discover that many functions can be performed in more than one wayas
well as using shortcut keysand you will naturally choose the methods you find most
convenient.

About Suite 7 Front Desk

You can view expected arrivals and in-house guests. You can also view all the
reservations for a specified date, or just reservations that meet certain criteria, and see
what rooms are available for them. You can then check in guests including walk in
guests, and cancel reservations.
Messages can be sent and displayed for guests. You can send messages to guests
individually or by group. You can keep an unlimited number of messages for each
guest, mark messages as having been received or not, and print messages in a userdefinable format.
You can view an overall picture of the hotel at that very moment. The last option
available is to open accounts in the hotel.

Getting Started
Logging In
To use the Suite 7 Front Office system you must log into the system first. You must
have a valid user identification and password.
Logging into the Suite 7 Front Office:
1.

From the desktop, click

The Login Screen appears.

Page 5

Suite 7 Front Desk Manual

2.

Type your user identification in the User I.D. field box.

3.

Tab to the Password field box.

4.

Type your secret password in the Password field box.

5.

Click LOGIN.
The Suite 7 Front Office main menu screen appears.

You are now logged into the system.

Page 6

Introduction

Front Desk Speedbar

The Suite 7 Front Office main menu screen has six Suite 7 speed icons located at
the top left of the screen. Each speed icon represents one of the main user
modules.

To open the Front Desk toolbar:

1.

From the main Suite 7 screen speedbar, click the FRONT DESK icon.

The FRONT DESK toolbar appears to the right of the icons.

This toolbar is the starting point for all Suite 7 Front Desk functions.
Note: The Front Desk toolbar displays up to six buttons at a time.
2.

To access additional buttons, click the right arrow at the right side of the toolbar.
The buttons on the left disappear, the other buttons all move left, and the
additional buttons appear on the right.

3.

To toggle back to the previous button display, click the arrow on the left side of
the toolbar.

For Front Desk toolbar icons, see Table 1, page 8.

Page 7

Suite 7 Front Desk Manual

Table 1: Front Desk toolbar icons

Icon

Name of the icon

Description

Arrivals

Opens the Arrivals Search dialog box

from where you can search for
expected arrivals.

In-House Guest

Opens the In-House dialog box from

where you can search for guests who
have a reservation and who have
checked into the hotel reservations.

Room Blocking

Opens the Room Blocking dialog box

from where you can search for
available rooms for a reservation.

Messages

Opens the Select dialog box from

where you can choose to display
messages, send messages, or
display traces.

House Status

Opens the House Status screen that

gives an overall picture of the hotel at
that very moment.

House Accounts

Opens the House Accounts dialog

box from where you can open
accounts in the hotel.

Navigation keys
Accelerator keys
Suite 7 Front Office has accelerator keys that allows you fast access to a field 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 field box. For example, on the New Reservations screen
the letter A is underlined in the Arrival date field. By pressing the Alt + A keys, the
cursor moves into the Arrival date field box.
To use the accelerator keys:
From the screen or dialog box, press Alt + letter.
The cursor moves into the field box.

Page 8

Introduction

Control keys and Shortcut keys

Suite 7 Front Office has control keys and shortcut keys that allows you to perform
actions directly from the keyboard without having to use the mouse. Using these keys
saves you time. For example, to open the Detailed Availability screen you would open
the Quick Keys main menu and click on the icon. When you use the control keys, to
open the Detailed Availability screen, use the control key Ctrl + D. The Detailed
Availability screen opens.
For Suite 7 Front Office control keys, see Table 2.
For Suite 7 Front Office shortcut keys, see Table 3, page 10.
Table 2: Suite 7 Front Office control keys
Control Key

Menu Item

Ctrl + A

Arrivals

Ctrl + B

Billing

Ctrl + C

Copy

Ctrl + D

Detailed Availability

Ctrl + E

Postings

Ctrl + F

Floor Plan

Ctrl + G

Groups

Ctrl + H

House Status

Ctrl + I

In-House

Ctrl + J

Calendar

Ctrl + K

Internal Use

Ctrl + L

Room Rack

Ctrl + M

Messages

Ctrl + N

New Reservation

Ctrl + O

Telephone Operator

Ctrl + P

Control Panel

Ctrl + Q

Quick Keys

Ctrl + R

Rate Plan Query

Ctrl + S

Room Search

Ctrl + T

Information Book

Ctrl + U

Update Reservation

Ctrl + V

Paste

Page 9

Suite 7 Front Desk Manual

Control Key

Menu Item

Ctrl + W

Arrivals/Stayovers/Departures

Ctrl + X

Cut

Ctrl + Y

Occupancy Graph

Ctrl + Z

Calculator

Table 3: Suite 7 Front Office shortcut keys

Shortcut Key

Description

F1

Displays the Help window.

Alt + F4

Closes the active window and logout.

F10

Closes all active windows.

Shift + F10

Displays a pop-up menu.

Ctrl + F10

Toggles the cursor into/out of the menu bar.

F12

Moves the cursor from a data field to the grid.

Alt + Down arrow

Displays a combo box.

Alt + Spacebar

Toggles the menu bar on/off.

Tab

Moves forward through the fields /options.

Moves to the next field and confirms the entry.

Shift + Tab

Moves backward through the fields/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 field.

End

Moves the cursor to the end of a field.

Ctrl + Home

Moves the cursor to the first editable field.

Ctrl + End

Moves the cursor to the last editable field.

Page Up

Pages forward through the records.

Page Down

Pages backward through the records.

Page 10

Introduction

The Quick Keys

Suite 7 Front Office 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
Information Book quick key for restaurant information instead of aborting the new
reservation screen, looking up the restaurant information, closing the Information
Book, and reopening the new reservation screen.

Opening the Quick Keys main menu

To open the Quick Keys main menu:
Hold down the Ctrl key while pressing Q (Ctrl + Q).
The Quick Keys main menu appears.

For Quick Keys main menu icons, see Table 4, page 14.
Table 4: Quick Keys main menu icons
Icon

Description

Shortcut Key

Detailed Availability

Ctrl + D

Control Panel

Ctrl + P

Page 11

Suite 7 Front Desk Manual

Icon

Description

Shortcut Key

Maximum Availability

House Status

Ctrl + H

Rate Plan Query

Ctrl + R

Room Search

Ctrl + S

Room Rack

Ctrl + L

Floor Plan

Ctrl + F

Occupancy Graph

Ctrl + Y

Information Book

Ctrl + T

Telephone Operator

Ctrl + O

Arrivals/Stayovers/Departures

Ctrl + W

Calculator

Ctrl + Z

Log Book

Calendar

Page 12

Ctrl + J

Introduction

Icon

Description

Shortcut Key

Currency Convert Calculator

The Date field

The fields are setup in the configuration, therefore the format of the dates and the
separators between the dates may vary from one hotel to another. You can type the
date with or without separators. You can also type the current day and month without
the year and the year will default to the current year. For example, MM/DD/YY,
DD/MM/YY, MM-DD-YY, or DD-MM-YY, or DDMMYYYY.
There are many date fields in the system. For example, Start date, Arrival date, or
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 09/09/99.
An as of date is when you need to find out information starting from that date. For
example, you need to read the occupancy graph starting from 09/09/99 through
12/09/99.
Note: For setting up the date format, see the Suite 7 Configuration
Manual.

Changing the date

The date can be changed by typing a new date or with the use of the calendar.

Typing a new date

To type a new date:
1.

Place the cursor in the Date field box.

2.

Type the new date in the Date field box.

3.

Press the Tab key.

The date is changed.

Page 13

Suite 7 Front Desk Manual

Changing a date using the calendar

To change a date using the calendar:
1.

Click the drop down arrow

next to the Date field 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 Page Up or Page
Down key.

3.

Change the year to a previous year or future year by pressing the Ctrl + Page Up
or Ctrl + Page Down key.

4.

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 now changed.

Selecting a range of dates using the calendar

You can select a range of dates. For example, to reserve a new reservation both the
arrival date and departure date must be entered. The From date is the arrival date
and the To date is the departure date.
To select a range of dates using the calendar:
1.

Click the drop down arrow

The calendar appears.

Page 14

next to the Date field box.

Introduction

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 Page Up or Page
Down key.

3.

Change the year to a previous year or future year by pressing the Ctrl + Page Up
or Ctrl + Page Down key.

4.

Select the date which is the From date.

5.

Press the Shift key while clicking the right horizontal arrow on the keyboard
until you have highlighted the date that is the To date.
The date range is highlighted on the calendar.

6.

Press Enter.
The dates are changed.

Displaying corresponding screens and dialog boxes

Using the blue drill down arrow
When there is no blue drill down arrow next to the field, this indicates that no
additional information can be displayed for the field.
Many fields have a blue drill down arrow
next to it indicating that there is
additional information that can be displayed.

Page 15

Suite 7 Front Desk Manual

For example, by double clicking in the OO Rooms field box, the Out of Order screen
appears.
To display corresponding screens and dialog boxes using the blue drill down
arrow:
1.

Place the cursor in the field box.

2.

Double click inside the field box with the left mouse button.
The corresponding screen appears.

Page 16

Introduction

Using the buttons

Many screens and dialog boxes have buttons that are activated. You can open other
screens and dialog boxes by clicking these buttons.
The letters within the buttons can be shaded different colors.
For Suite 7 Front Office button colors, see Table 5.
Table 5: Suite 7 Front Office button colors
Color of the letters

Example

What the color represents

Gray

The button is deactivated indicating that

you can not click the button. This can be
because the option is not active in your
hotel or that you do not have the user
rights to use this option.

Black

The button is activated indicating that you

can click the button and another screen or
dialog box appears.

Page 17

Suite 7 Front Desk Manual

Printing screens and dialog boxes

Suite 7 Front Office allows you to print some of the screens and dialog boxes. You can
print to a printer or to a file.
You can print by clicking the PRINT button when the button is activated or by clicking
the pop-up PRINT button after clicking the right mouse button.

Printing by clicking the print button

To print by clicking the print button:
From the screen or dialog box, click the PRINT button.

The contents of the screen or dialog box are sent to the printer.

Printing without selecting print options

Note: The contents of the screen or dialog box are sent to the printer in
print table format.
To print without selecting printing options:
1.

From the screen or dialog box, place the cursor on the white portion of the screen.

2.

Click the right mouse button.

A pop-up PRINT button appears.

3.

Click the pop-up PRINT button.

The Grid Print dialog box appears.

4.

Page 18

Click PRINT.

Introduction

The contents of the screen or dialog box are sent to the printer in print table
format.

Printing with printing options

Note: The contents of the screen or dialog box are sent to the printer in
print table format.

Setting the print layout

Opening the Table Print dialog box
To open the Table Print dialog box:
1.

From the screen or dialog box, place the cursor on the white portion of the screen.

2.

Click the right mouse button.

A pop-up PRINT button appears.

3.

Click the pop-up PRINT button.

The Grid Print dialog box appears.

4.

Click ADVANCE.
The Table Print dialog box appears.

Page 19

Suite 7 Front Desk Manual

For Table Print dialog box, see Table 6.

Table 6: Table Print dialog box command buttons
Click this command
button

To do this
Save a document.
Create a new document.
Load an existing document.
Set report properties, file name, description, and job
name.
Send a print table to the printer.
Preview the print table before printing.
Close the Table Print dialog box.

Page 20

Introduction

Entering text in the Table Print dialog box

Note: The contents of the screen or dialog box are printed in a print
table format.
Text typed in the Page Header and Footer field boxes appear in the header and footer
on every page.
Text typed in the Report Header field box appear in the report title directly above the
table. Text typed in the Report Summary field box text appears below the table.
Entering text in the Page page of the Table Print dialog box
To enter text in the Page page of the Table Print dialog box:
1.

On the Table Print dialog box, click the PAGE tab.

The Table Print dialog box appears displaying the Page page.

2.

Type header text in the Header field box.

3.

Type footer text in the Footer field box.

4.

Continue to Entering text in the Report page of the Table Print dialog box,
page 21.

Entering text in the Report page of the Table Print dialog box
For Table Print dialog box printing layout options, see Table 7.
Table 7: Table Print dialog box printing layout options
Printing layout option

Definition

Table Titles

Column headers are printed in the print table.

Gray Table Titles

The table titles is shaded gray.

Table Summary

Summary text is printed at the end of the print table.

Gray Table Summary

The table summary is shaded gray.

None

There are no horizontal lines drawn separating the rows in

the print table.

Lines

Horizontal lines are drawn separating the rows in the print

table.

Lines Every x lines

The number of horizontal lines drawn separating the rows.

For example, every 2 lines draw a horizontal line.

Page 21

Suite 7 Front Desk Manual

Printing layout option

Definition

Gray

Horizontal lines are not drawn separating the rows. The text
line is shaded gray.

Gray Every x lines

Horizontal lines are not drawn separating the rows. The

number of text lines shaded gray. For example, every 2 text
lines shade the next 2 text lines.

Printer

The contents of the screen or dialog box are sent to the

printer.

File

The contents of the screen or dialog box are sent to a file.

To enter text into the Report page of the Table Print dialog box:
1.

On the Table Print dialog box, click the REPORT tab.

The Table Print dialog box reappears displaying the Report page.

2.

Type header text in the Header field box.

3.

Type summary text in the Summary field box.

4.

Check one or more check boxes next to TITLE AND SUMMARY OPTIONS.

5.

Click one of the HORIZONTAL SEPARATOR radio buttons.

6.

Type a number in the Every x lines field box.

7.

Continue to Printing from the Table Print dialog box, page 23.

Page 22

Introduction

Printing from the Table Print dialog box

To print from the Table Print dialog box:
1.

Click the PRINT radio button to send the print table to the printer or the FILE
radio button to sent the print table to a file.
If you are sending the print table to a file, type the full path name of the file in
the file field box that is located below the FILE radio button.

2.

Click PRINT.
The contents of the screen or dialog box appear on the Preview print table screen
in print table format. (See Previewing before printing, page 23).

3.

From the Preview print table screen, click PRINT.

The print table is sent to the printer.

Previewing before printing

The print table can be previewed before printing.
To preview before printing:
1.

From the Table Print dialog box, click PREVIEW.

The Preview print table screen appears displaying the contents of the screen or
dialog box in print table format.

For Preview print table screen command buttons, see Table 8, page 24.

Page 23

Suite 7 Front Desk Manual

Table 8: Preview print table screen command buttons

Click this button

To do this
Enlarge the display of the print table.
Reduce the display of the print table.
Display the first page of the print table.
Turn back the page of the print table by one page.
Advance the page of the print table by one page.
Display the last page of the print table
Send the print table to the printer.
Close the Preview print table screen.

Exiting the Suite 7 Front Office

To exit the Suite 7 Front Office:
1.

Close all open screens and dialog boxes.

2.

Click the exit icon

on the Suite 7 Front Office main menu screen.

The Login screen appears.

Page 24

Introduction

3.

Click EXIT.
The Suite 7 Front Office is closed and the desktop appears.

Page 25

Suite 7 Front Desk Manual

Page 26

2
Arrivals
The Suite 7 Front Desk module allows you to view arrivals, check in guests including
walk in guests, and cancel reservations.

Opening the Arrivals Search dialog box

To open the Arrivals Search dialog box:
1.

From the main Suite 7 screen speedbar, click the FRONT DESK icon.

The Front Desk toolbar appears to the right of the icons.

2.

Click the ARRIVALS icon

The Arrivals Search dialog box appears.

Page 27

Suite 7 Front Desk Manual

For an explanation of the fields in the Arrivals Search dialog box, see Table 1.
Table 1: Arrivals Search dialog box fields
Field

Explanation of the field

Name

The guests last name.

First Name

The guests first name.

Company

The name of the company who made the reservation.

Agent

The name of the travel agent who made the reservation.

Group

The name of the group the reservation was made for.

Block

The block code of the group the reservation was made for.

Confirmation #

The confirmation number of the reservation.

Resrv Type

The status of the reservation

Searching for an expected arrival

You can make and save changes to reservations with the status of expected arrival.
To locate an expected arrival you can perform the following searches:
!" A standard search that is used to display a list of expected arrivals that match the
criteria entered.
!" An advanced search that is used to narrow the search and to specify more
precisely the expected arrivals to be displayed.

Searching for an expected arrival using the standard search

To search for an expected arrival using the standard search:
1.

From the Arrivals Search dialog box, enter one or more search criteria or leave all
the fields blank.

2.

Click SEARCH.
If no search criteria were entered, the Arrivals dialog box appears displaying the
expected arrivals for todays date. The expected arrivals are listed in alphabetical
order of the guest names.

Page 28

Arrivals

If search criteria was entered, the Arrivals dialog box appears displaying a list of
expected arrivals for todays date that match what has been specified. For
example, search for the Last Name Ab. The Arrivals dialog box appears
displaying a list of expected arrivals for todays date that have the letters Ab in
their names, such as Abbot and Abrams.

If search criteria was entered and there are no expected arrivals that match what
has been specified, a confirmation dialog box appears asking if you want to search
for all reservations.

Page 29

Suite 7 Front Desk Manual

3.

Click YES to search for all expected arrivals regardless of the date.
The Arrivals dialog box appears with all expected arrivals.
Click NO to close the confirmation box.

For an explanation of the option buttons in the Arrivals dialog box, see Table 2.
Table 2: Arrivals dialog box options
Clicking this option

Does this

W ALK IN

Opens the New Reservation screen allowing you to make a

new reservation and check in the guest.

CHECK IN

Checks in a guest and changes the guests status from

Expected to Checked-In.

CANCEL

Cancels the reservation of an expected arrival. The reservation

is no longer displayed on the Arrivals dialog box and the
reservation status changes to Cancelled.

PROFILE

Displays the Profile screen for the selected reservation.

OPTIONS

Displays the Reservation Options dialog box without displaying

the Reservations screen.

EDIT

Displays the Reservation screen for the selected reservation.

SEARCH

Opens the Arrivals Search dialog box.

Searching for an expected arrival using the advanced search option

To search for an expected arrival using the advanced search option:
1.

From the Arrivals Search dialog box, click ADVANCE.

The Arrivals Search dialog box expands.

Page 30

Arrivals

The Advanced Arrivals Search dialog box fields are explained Table 3, page 32.
2.

Enter one or more search criteria and click SEARCH.

The Arrivals dialog box appears.

If search criteria was entered and there are no expected arrivals that match what
has been specified, a confirmation dialog box appears asking if you want to search
for all reservations.

Page 31

Suite 7 Front Desk Manual

3.

Click YES to search for all expected arrivals regardless of the date.
The Arrivals dialog box appears with all expected arrivals.

For an explanation of the option buttons in the Arrivals dialog box, see Table 2, page
30.
Table 3: Advanced In House Guest Search dialog box fields
This field

Is to search for

General

All reservations that are expected to arrive today.

Already Checked In

All reservations that were checked-in today.

Day Use

Reservations with the same arrival date and departure date.

Comp

Reservations that are marked as Comp (Complementary) in

the Reservation screen.

All Reservations

All reservations regardless of status and date.

Mass Cancellation

If the check box is checked then all reservations that can be

cancelled will be displayed and an additional button
MASS CANCELLATION will be available on the Arrivals dialog
box. Upon clicking the MASS CANCELLATION button you will be
warned that you are about to cancel all reservations for the
specified date and reminded to enter a specific reservation
type to be cancelled.

Checked Out

Reservations that have checked out today.

City

Reservations for guests from a specific city.

Country

Reservations for guests from a specific country.

Room No.

All reservations blocked with the specified room number.

Member No.

Reservations with the specified member number.

Guest Card No

Reservations with the specified guest card number.

CRS No.

Reservations with the specified central reservations number.

Page 32

Arrivals

This field

Is to search for

Arrival Time --- To ---

Guests who are expected to arrive within the range of arrival

time. If the To field is left blank, the search will be for arrival
times after the stated time.

Party

Reservations with the name of the party that the guest is

travelling with.

Departure --- To ---

Guests who are expected to depart within the range of dates. If

the To field is left blank, the search will be for departure dates
after the stated date.

Note: If no reservations match the search criteria, Suite 7 notifies you

that no reservations were found.

Checking in a walk in guest

To check in a walk in guest:
1.

From the Arrivals Search dialog box or Arrivals dialog box, click WALK IN.
The New Reservation screen appears.
Note: The Arrival date and Reservation Type fields are not available for
changes.

Page 33

Suite 7 Front Desk Manual

2.

Type all the required profile and reservation information.

3.

Click OK.
A confirmation dialog box appears displaying the room number to be assigned and
asking if you want to check in the guest.

4.

Click YES.
A message appears asking if you want to check in the guest.

Page 34

Arrivals

5.

Click YES.
Note: The Assign Virtual Number dialog box may appear. For more
information on virtual numbers, see Checking in a guest to a room
with virtual number configuration (DID), page 37.

6.

Click OK.
A message dialog box appears displaying a check-in successful message.

7.

Click OK.
A message dialog box appears displaying the reservation number.

8.

Click OK.
The walk in guest is checked in and the New Reservation screen is closed.

Checking in a guest
To check in a guest:
1.

From the Arrivals dialog box, select the reservation.

2.

Click CHECK-IN.
If the room number has not been assigned, a Room Block prompt appears with the
default room number. The default room number is the first available room
number of the selected room type.

Page 35

Suite 7 Front Desk Manual

3.

Accept the default room number or choose one from the drop-down menu.

4.

Click OK.
If you did not select a method of payment in the Reservation screen, the Payment
Method dialog box appears.

5.

Complete the Payment Method dialog box, and click OK.

Note: The Assign Virtual Number dialog box may appear. For more
information on virtual numbers, see Checking in a guest to a room
with virtual number configuration (DID), page 37.

6.

Click OK.
A message dialog box appears displaying a check-in successful message.

Page 36

Arrivals

7.

Click OK.
The guest is checked in.

Checking in a guest to a room with virtual number configuration (DID)

The assignment of virtual numbers depends entirely upon how your hotel system is
configured for DID (Direct Inward Dialing) and the interface used in the hotel.
A virtual number can be permanent or non-permanent. A non-permanent virtual
number can be assigned to a guest while checking in or once the guest is in house (see
the Suite 7 Reservations Manual). A permanent number can be assigned permanently
to a guest profile at any time. Once it is marked as permanent, it can not be used for
another assignment (see the Suite 7 Reservations Manual).
A virtual number can also be guest-based or room-based. In a room-based virtual
number, Suite 7 assigns an identical virtual number to all reservations staying in the
same room. If the second sharer to check in has a permanent virtual number, Suite 7
will ignore the assignment and the virtual number issued for the first sharer is used.
If the reservation is guest-based and is a share, Suite 7 assigns a new virtual number
at check-in for each sharer. It is not possible to assign the same virtual number to two
or more sharers.
For arriving guests, the system goes through the normal check-in procedure and
displays the virtual number assignment screen as the last process. For checked in
guests, you can use the Virtual Number option from the Option menu to remove or add
a virtual number (see the Suite 7 Reservation Manual).
To check in a guest to a room with virtual number configuration:
1.

From the Arrivals dialog box, select the reservation.

2.

Click CHECK-IN.

3.

If the room number has not been assigned, a Room Block prompt appears with the
default room number.

Page 37

Suite 7 Front Desk Manual

4.

Click OK to accept the selected room number.

The Assign Virtual Number dialog box appears.

Depending on the configuration, you will be either be prompted to assign a virtual

number or a virtual number will be automatically assigned (see Table 4, page 39).
5.

If you are prompted to assign a virtual number, click the empty field(s) drop down
arrow and select a number from the drop down list.

6.

Click OK.
A message dialog box appears displaying a check-in successful message.

7.

Click OK.
The guest is checked in.

Page 38

Arrivals

Table 4: Actions of virtual numbers at check in per configuration

Configuration

At check in it does this

Auto Assign

Suite 7 automatically assigns a number from the

virtual number pool to every check-in. If a guest has
permanent VN assignments, Suite 7 will
automatically select and displays the permanent
virtual number attached to the profile.

Prompt to Assign

Allows the user to type in a number or select a

number from the drop down list. If the field is left
blank, there will be no VN assignment.

Do Not Assign

Displays the message No VN assigned in place of

the virtual number field.

Canceling an expected reservation

You can cancel an expected reservation if the guest has not made a deposit to
guarantee the reservation, if the reservation is a duplicate, or if the guest informed the
hotel that they will not be arriving. Canceling a reservation will release rooms back to
availability. You can cancel either one reservation at a time or several reservations of
the same criteria using the MASS CANCELLATION option.
Note: If the guest has made a deposit, you can not cancel the
reservation with this option. It must be cancelled through the
Cashiering program.
To cancel an expected reservation:
1.

From the Arrivals dialog box, select the guest.

2.

Click CANCEL.
The Cancel reservation dialog box appears.

Page 39

Suite 7 Front Desk Manual

3.

From the Cancel reservation dialog box, click the drop down arrow and select a
reason from the Reasons list.

4.

Click YES.
The reservation is cancelled. The reservation no longer appears on the Arrivals
dialog box and reservation status is changed from Expected to Cancelled.

To cancel an expected reservation using the Mass Cancellation option:

1.

From the Arrivals dialog box, click SEARCH.

The Arrivals Search dialog box appears.

2.

Click ADVANCE.
The Arrivals Search dialog box expands.

Page 40

Arrivals

3.

Enter your search criteria.

4.

Check the Mass Cancellation check box.

5.

Click SEARCH.
The Arrivals dialog box appears with all the reservations that are to be cancelled
at one time. The Mass Cancellation button also appears.

6.

Click MASS CANCELLATION.

Page 41

Suite 7 Front Desk Manual

A confirmation dialog box appears asking if you are sure that you want to cancel
all the specified reservations.

7.

Click YES.
The Cancel reservation dialog box appears.

8.

From the Cancel reservation dialog box, click the drop down arrow and select a
reason from the Reasons list.

9.

Click YES.
The reservations are cancelled. The reservations no longer appear on the Arrivals
dialog box and reservation statuses are changed from Expected to Cancelled.

Editing an expected reservation

You can edit an expected reservation.
To edit an expected reservation:
1.

From the Arrivals dialog box, select the reservation to that you want to edit.

2.

Click EDIT.

Page 42

Arrivals

The Reservation screen appears.

3.

Make the required changes.

4.

Click OK.
If no room has been assigned, Suite 7 assigns an available room and a
confirmation dialog box appears asking if we want to assign a room number and
check in the guest.

5.

Click YES or NO.

If you clicked YES, the reservation is changed, the room is assigned to the guest,
the guest is checked in, and the Reservation screen is closed.
If you clicked NO, the reservation is changed and the Reservation screen is closed.
If a room has been assigned and no rooms are available, a confirmation dialog box
appears asking if we want to continue.

Page 43

Suite 7 Front Desk Manual

6.

Click YES to continue or click NO to assign a room.

If you clicked YES, the reservation is changed and the Reservation screen is
closed.
If you clicked NO, the cursor is automatically placed in the Room field box.

7.

Type a room number or select a room number from the Room Search dialog box.

8.

Click OK.
A check-in message appears.

9.

Click YES or NO.

If you clicked NO, the reservation is changed and the Reservation screen is closed.
If you clicked YES, the reservation is changed, the room is assigned to the guest,
the guest is checked in.
A message dialog box appears displaying a check-in successful message.

10. Click OK.

The guest is checked in.
Note: For more information on the reservation fields, see the Suite 7
Reservations Manual.

Page 44

Arrivals

Displaying the options that can be attached to an expected reservation

Various options can be attached to a reservation through the Reservation Options
dialog box. For example, leisure booking, fixed charges, a message, or traces. Changes
to the reservation can also be made. For example, authorizing direct billing, adding
routing instructions, or splitting a party reservation.
To display the options that can be attached to an in house reservation:
1.

From the Arrivals dialog box, select the reservation to whom you want to attach
the option.

2.

Click OPTIONS.
The Reservation Options dialog box appears.

For an explanation of Reservation Options dialog box option buttons, see Table 5, page
46.
Table 5: Reservation Options dialog box option buttons
Click this option button

To do this

Routing

Direct charges of specific department codes to post

automatically to different folios.

Page 45

Suite 7 Front Desk Manual

Click this option button

To do this

Auth. Direct Bill

Authorize direct billing for guests who are not paying for
their own stay, but who are having their payment made
by someone else, such as, a company or organization.

Traces

Communicate guests requests with other hotel staff. It

allows the hotel to keep track of things that have to be
done for guests on a specific date.

Reg. Card

Print a registration card for the current reservation.

Room Move

Move an in-house guest to another room. Not available

for an expected reservation.

Reinstate

If a guest has checked out, you can check the guest

back into the room. Not available for an expected
reservation.

Package Options

Display a list of package elements for which an

allowance has been created.

Credit Cards

Get additional or manual approval of the guests credit

card.

Confirmation

View, print, or e-mail a confirmation letter.

Waitlist

Move a guest reservation to the Waitlist.

Fixed Charges

Post specific charges on a daily basis.

Virtual Numbers

If your system is configured for DID (Direct Inward

Dialing), you can assign a specific telephone or fax
number to a guest reservation for the duration of the
guests stay. Not available for an expected reservation.

Accompanying

Register each guest in the room, even if there is only

one actual reservation for that room.

Delete

Delete a reservation.

Regrets

Move a guest reservation to the Regrets list.

Rate Info

View a room rate in various currencies.

Changes

View all the changes made to a reservation since the

original reservation was made.

Messages

View, create, edit or delete guest messages.

Add On

Make a copy of the current reservation with a different

reservation number.

Locator

Enter a guest locator.

Deposit

Post a deposit payment before the guest checks in.

Page 46

Arrivals

Click this option button

To do this

Shares

Combine two (or more) reservations to share the same

room or to break an existing share reservation.

History

View the details of previous stays.

Party

Split a party reservation.

Meal Plan

Set the meal plan schedule for a guest.

Leisure

Leisure activities are bookings for hotel outlets such as

restaurants, spa, golf tee time, hairdresser or any other
leisure activity or service.

Billing

Open the Billing screen in the Cashiering Module. Not

available for an expected reservation.
Note: For further instructions on Options, see the Suite 7 Reservations
Manual.

Page 47

Suite 7 Front Desk Manual

Page 48

3
In-House Guests
An In-House guest is a guest who has a reservation and is checked into the hotel.
Included in the In House guest reservations are the post master (PM) reservations.

Opening the In House Guest Search dialog box

To open the In House Guest Search dialog box:
1.

From the main Suite 7 screen speedbar, click the FRONT DESK icon.

The Front Desk toolbar appears to the right of the icons.

2.

Click the IN-HOUSE GUESTS icon

The In House Guest Search dialog box appears.

Page 49

Suite 7 Front Desk Manual

For an explanation of the fields in the In House Guest Search dialog box, see Table 1,
page 51.
Table 1:In House Guest Search dialog box fields
Field

Explanation of the field

Room No

The guests room number.

Name

The guests last name.

First Name

The guests first name.

Company

The name of the company who made the reservation.

Agent

The name of the travel agent who made the reservation.

Group

The name of the group the reservation was made for.

Block

The group code.

Party

The name of the party that the guest is travelling with.

Searching for an in-house reservation

You can make and save changes to existing in-house reservations.
To locate existing in-house reservation you can perform the following searches:
!" A standard search that is used to display a list of in-house reservations that
match the criteria entered.
!" An advanced search that is used to narrow the search and to specify more
precisely the in-house reservation to be displayed.

Searching for an in-house guest using the standard search

To search for an in-house guest using the standard search:
1.

From the In-House Guest Search dialog box, enter one or more search criteria or
leave all the fields blank.

2.

Click SEARCH.
If no search criteria was entered, the In House dialog box appears displaying the
reservations in alphabetical order of the guest names.

Page 50

In-House Guests

If search criteria was entered, the In House dialog box appears displaying a list of
in house reservations that match what has been specified. For example, search for
the Last Name Bar. The In House dialog box appears displaying a list of
reservations for guests who have the letters Bar in their names, such as Barnes
and Barson.

For an explanation of the option buttons in the In House dialog box, see Table 2.
Table 2: In House dialog box options
Clicking this option

Does this

NEW

Not Activated.

BILLING

If you have the appropriate rights, displays the guests bill in

Cashiering.

Page 51

Suite 7 Front Desk Manual

Clicking this option

Does this

CANCEL C.I.

Cancels the check-in of a guest whom checked-in today and

does not have a balance. The reservation is no longer
displayed on the In House dialog box and the reservation
status changes to Expected.

REINSTATE

Reinstates a checked-out reservation. This button toggles to

CANCEL CI.

PROFILE

Displays the Profile screen for the selected reservation.

OPTIONS

Displays the Reservation Options dialog box without displaying

the Reservations screen.

ROOM MOVE

Displays the Room Move dialog box so you can move an inhouse guest to another room.

EDIT

Displays the Reservation screen for the selected reservation.

SEARCH

Opens the In House Guest Search dialog box.

Searching for an in house guest using the advanced search option

To search for an in house guest using the advanced search option:
1.

From the In House Guest Search dialog box, click ADVANCE.

The In House Guest Search dialog box expands.

Page 52

In-House Guests

The Advanced In-House Guests Search dialog box fields are explained Table 3,
page 54.
2.

Enter one or more search criteria and click SEARCH.

The In House dialog box appears.

Note: If no reservations match the search criteria, Suite 7 notifies you

that no reservations were found.

Table 3: Advanced In House Guest Search dialog box fields

This field

Is to search for

General

All reservations with the status of Checked-in.

Day Use

Reservations with the same arrival date and departure date.

Complementary

Reservations that are marked as Comp (Complementary) in

the Reservation screen.

Due Out

Reservations that are due to depart today.

Checked Out

Reservations that have checked out today.

Arrival --- To ---

Guests who are expected to arrive within the range of dates.

Departure --- To ---

Guests who are expected to depart within the range of dates.

City

Reservations for guests from a specific city.

Country

Reservations for guests from a specific country.

Room Type

Reservations with the specified room type.

VIP Code

Reservations with the specified VIP code.

Page 53

Suite 7 Front Desk Manual

This field

Is to search for

Market Code

Reservations with the specified market code.

Color Code

Reservations with the specified color code.

Source

Reservations booked through the specified source.

Source Code

Reservations with the specified source code.

Member No.

Reservations with the specified member number.

Guest Card No

Reservations with the specified guest card number.

Rate Code

Reservations with the specified rate code.

Arrival Time --- To ---

Reservations with expected arrivals within the stated time

frame. If the To field is left blank, the search will be for arrival
times after the stated time.

Canceling a checked-in reservation

You can cancel a checked-in reservation if the guest has checked in today and does not
have a balance. For example, the wrong guest was checked-in.
To cancel a checked-in reservation from the Reservation List grid:
1.

From the In House dialog box, select the guest.

2.

Click CANCEL C.I.

A confirmation dialog box appears.

Page 54

In-House Guests

3.

Click YES.
A confirmation dialog box appears asking if you want to change the room status.

4.

Check the check box to change the room status to Touch Up and click YES or to
change the room status to Dirty, or NO to keep the same room status.
A confirmation dialog box appears asking if you want to block the room number.

5.

Click YES or NO.

The check-in is cancelled. The reservation is no longer displayed on the In House
dialog box and the status of the reservation changes to Expected.

Viewing a guests bill

The Billing option will open the Billing screen in the Cashiering Module. Here you can
view in-house guests folio, post charges, and use other related functions.
To view guests bill:
1.

From the In House dialog box, click BILLING.

The Cashier Login dialog box appears

Page 55

Suite 7 Front Desk Manual

2.

Type your cashier number in the Cashier No field.

3.

Type your password in the Password field.

4.

Click LOGIN.
The Billing screen appears.

Note: For instructions on Billing see the Suite 7 Cashiering Manual.

Page 56

In-House Guests

Reinstating a reservation that has checked out

If a guest has checked out the reinstate option enables you to check the guest back into
the room. The option is active only if the guest has checked out.
To reinstate a reservation that has checked out:
1.

From the In House dialog box, select the guest.

2.

Click REINSTATE.
A warning appears.

3.

Click ORIGINAL ROOM or PX ROOM.

The reservation status is changed from Checked Out to Checked In or Walk In.
The REINSTATE button is toggled to CANCEL C.I.

Page 57

Suite 7 Front Desk Manual

Viewing an in-house guests profile

To view an in-house guests profile:
1.

From the In House dialog box, select the guest.

2.

Click PROFILE.
The Profile screen for the guest appears.

Page 58

In-House Guests

Note: For more information on Profiles, see the Suite 7 Reservations

Manual.

Moving an in-house reservation from one room to another room

You can move an in-house reservation from one room to another room.
To move an in-house reservation from one room to another room:
1.

From the In House dialog box, select the guest that you want to move.

2.

Click ROOM MOVE.

The Move Room dialog box appears.

3.

From the Move Room dialog box, type a new room number in the Room No. field
box or click the drop down arrow and select a room number from the Room Search
dialog box.

4.

Click the drop down arrow and select a reason for the move from the Reasons list.

5.

Click YES.
The room number is changed.

Page 59

Suite 7 Front Desk Manual

Note: If your hotel is configured for DID, the Virtual Numbers dialog
box may appear. When a guest moves to a different room, a guest-based
virtual number will always follow the guest. When a guest moves from
a room with room-based virtual numbers, the virtual number always
stays with the room, and a new virtual number is assigned to the guest,
depending upon the new room DID setup. For further instructions and
information on virtual numbers, see Error! Bookmark not
defined., page Error! Bookmark not defined..

Editing an in house reservation

You can edit an in house reservation.
To edit an in house reservation:
1.

From the In House dialog box, select the reservation that you want to edit.

2.

Click EDIT.
The Reservation screen appears.

3.

Make the required changes.

4.

Click OK.

Page 60

In-House Guests

The reservation is changed and the Reservation screen is closed.

Note: For more information on reservations, see the Suite 7
Reservations Manual.

Displaying the options that can be attached to an in house reservation

Various options can be attached to a reservation through the Reservation Options
dialog box. For example, fixed charges, a message, or a location. Changes to the
reservation can also be made. For example, authorizing direct billing, adding routing
instructions, or adding a leisure booking.
To display the options that can be attached to an in house reservation:
1.

From the In House dialog box, select the reservation to whom you want to attach
the option.

2.

Click OPTIONS.
The Reservation Options dialog box appears.

For an explanation of Reservation Options dialog box option buttons, see Table 4, page
62.

Page 61

Suite 7 Front Desk Manual

Table 4: Reservation Options dialog box option buttons

Click this option button

To do this

Routing

Direct charges of specific department codes to post

automatically to different folios.

Auth. Direct Bill

Authorize direct billing for guests who are not paying for
their own stay, but who are having their payment made
by someone else, such as, a company or organization.

Traces

Communicate guests requests with other hotel staff. It

allows the hotel to keep track of things that have to be
done for guests on a specific date.

Reg. Card

Print a registration card for the current reservation.

Room Move

Move an in-house guest to another room.

Reinstate

If a guest has checked out, you can check the guest

back into the room. Not available for in-house
reservations.

Package Options

Display a list of package elements for which an

allowance has been created.

Credit Cards

Get additional or manual approval of the guests credit

card.

Confirmation

View, print, or e-mail confirmation letters. Not available

for in-house reservations.

Waitlist

Move a guest reservation to the Waitlist. An in-house

reservation can not be moved to the Waitlist, therefore
the option is not available.

Fixed Charges

Post specific charges on a daily basis.

Virtual Numbers

If your system is configured for DID (Direct Inward

Dialing), you can assign a specific telephone or fax
number to a guest reservation for the duration of the
guests stay.

Accompanying

Register each guest in the room, even if there is only

one actual reservation for that room.

Delete

Delete a reservation. An in-house reservation can not

be deleted so the option is not available.

Regrets

Move a guest reservation to the Regrets list. An inhouse reservation can not be moved to the Regrets list,
therefore the option is not available.

Rate Info

View a room rate in various currencies.

Page 62

In-House Guests

Click this option button

To do this

Changes

View all the changes made to a reservation since the

original reservation was made.

Messages

View, create, edit or delete guest messages.

Add On

Make a copy of the current reservation with a different

reservation number.

Locator

Enter a guest locator.

Deposit

Post a deposit payment before the guest checks in. Not

available for in-house reservations.

Shares

If the reservation is a share, view the shares and split

the room charges.

History

View the details of previous stays.

Party

Split a party reservation.

Meal Plan

Set the meal plan schedule for a guest.

Leisure

Leisure activities are bookings for hotel outlets such as

restaurants, spa, golf tee time, hairdresser or any other
leisure activity or service.

Billing

Open the Billing screen in the Cashiering Module.

Note: For further instructions on Options, see the Suite 7 Reservations
Manual.

Page 63

Suite 7 Front Desk Manual

Page 64

4
Room Blocking
A room blocking is the assignment of a room to an expected arrival. The Front Desk
Room Blocking option enables you to view all the reservations for a specified date, or
just reservations that meet certain criteria, and see what rooms are available for them.
Information from a guests reservation and profile are automatically included in the
information you see in the Expected Arrivals list. If you want more complete
information about an expected arrival, you can access the related guest profile and
reservation directly from the Room Blocking options main screen, the Room Blocking
dialog box.

Opening the Room Blocking dialog box

To open the Room Blocking dialog box:
1.

From the main Suite 7 screen speedbar, click the FRONT DESK icon.

The Front Desk toolbar appears to the right of the icons.

2.

Click the ROOM BLOCKING icon

The Room Blocking dialog box appears.

Page 65

Suite 7 Front Desk Manual

The left-hand window displays the Expected Arrivals list. The column headings are
explained in Table 1, page 67.
Table 1: Room Blocking dialog box - Expected Arrivals list column headings
Column heading

Description

Type

The room type code.

St

The status of the room. If the housekeeping status is other than

Inspected, then the status will show one of the following codes:
DI = dirty, CL = clean, IS = inspected, TU = touch up.
In addition, if the front office status is not Vacant, the status of the
room will show Occ = Occupied.
Not all hotels are configured with the IS and TU codes. For
further explanation see the Suite 7 Configuration Manual.

Room

The room number assigned to the guest.

FullGuestName

The guests first and last name.

Time

The time of arrival.

The number of rooms in the reservation.

Ad

The number of adults in the reservation.

Ch

The number of children in the reservation.

Page 66

Room Blocking

Column heading

Description

Depart

The expected departure date.

Group

The group name if the guest is part of a group.

The list in the left-hand window can include all reservations for the date in the Date
field, or can be limited by the other fields on the lower left-hand side of the dialog box.
These fields are explained in Table 2, page 68.
Table 2: Room Blocking dialog box - Reservation viewing criteria
Field

Description

Arrival Date

The date the reservation is for.

Only unblocked
reservations

When the check box is checked, the reservations for which rooms
have not yet been assigned are displayed. When the check box is
unchecked, all reservations, including those with assigned rooms,
are displayed.

Group Name

Select the group name from the drop-down list to view the members
of the specified group.

Room Type

Select the room type from the drop-down list to view expected
arrivals with that room type.

VIP greater than

Only expected arrivals with a VIP code greater than that indicated
will be displayed.

Block Code

Select the block code from the drop-down list to view the expected
arrivals with the given block code.

Party

Type the name of the party to view expected arrivals from a given
party.

Guest Name

Type the guests name to view a specific guest reservation.

Note: After filling in a field, press the Tab key, and the limiting
selection takes effect.

Searching for available rooms for a reservation

To search for available rooms for a reservation:
Select the guests name in the Expected Arrivals window.
In the window on the right-hand side of the dialog box is a list of available rooms, of
the same type as in the highlighted reservation. The Available Rooms list column
headings in this window are explained in Table 3, page 68.

Page 67

Suite 7 Front Desk Manual

The list of available rooms of a given type can be limited by checking the check boxes
at the lower right of the Room Blocking dialog box. It can also be limited by selecting
specific features and floor.
The check boxes are explained in Table 4, page 70.
The features and floor selections are explained in Table 5, page 69.
Additional information about the reservation is displayed in the fields immediately
below the Expected Arrivals and Available Rooms lists. The guest information fields
are explained in Table 6, page 69.
Table 3: Room Blocking dialog box - Available Rooms list column headings
Column heading

Description

Type

The type of room.

Room

The room number.

Status

The housekeeping status of the room:

DI = dirty, CL = clean, IS = inspected, TU = touch up.
Not all hotels are configured with the IS and TU codes. For
further explanation see the Suite 7 Configuration Manual.

Features

The floor number, and codes of other room features, such as NS

for No Smoking, C for facing court.

Info

The front desk room status:

AE = Arrival Expected (+time), AC = Arrival Checked-in,
D = Day use, DN = Departure expected, DP = Departed,
OC = Occupied.

Table 4: Room Blocking dialog box check boxes

Check this check box

To do this

Expected departure
rooms

Include rooms that are expected to depart today but have

not yet been vacated.

Inspected rooms only

Limit the list of available rooms to rooms that have been

inspected after cleaning.

All Room Types

Include all the room types in the list of available rooms. If this
is unchecked, only rooms of the type indicated in the
reservation will be displayed.

Page 68

Room Blocking

Table 5: Room Blocking dialog box Features and floor selections

Click this drop
down arrow

To do this

Features

Display the default features that are copied from the Features field
of the guest profile. The feature codes can be overridden.

Limit to Floor

Limits the room assignment to certain floors.

Table 6: Room Blocking dialog box - Guest information fields

Field

Description

Remarks

A display-only field. The remarks, such as VIP status, room feature

and last room occupied, are copied from the guests reservation and
profile.

Preferred Room

A display-only field that is copied from the guests profile. It is the

room number that is preferred by the guest. This room will be
highlighted automatically if it is available.

Blocking a room
To block a room:
1.

In the Room Blocking dialog box, select the guests name in the Expect Arrivals
list.
Additional information about the reservation is displayed in the fields
immediately below the Expected Arrivals and Available Rooms lists.

Page 69

Suite 7 Front Desk Manual

The guest information fields are explained in Table 6, page 69.

2.

In the Available Rooms list, on the right-hand side of the Room Blocking dialog
box, choose the room you want to assign the guest.

3.

Click BLOCK, or press Alt + B.

The room number is appears next to the guests name and is also removed from
the Available Rooms list in the right-hand window.

Page 70

Room Blocking

If the room has a housekeeping assignment , you are prompted to confirm the
blocking.

4.

Click YES.

5.

If you block a room that has a shared reservation, the Creation of Share
Reservation dialog box appears.

Page 71

Suite 7 Front Desk Manual

6.

Click OK.
The Creation of Share Reservation dialog box is closed and the Room Blocking
dialog box appears.

7.

Click CLOSE.
The Room Blocking dialog box is closed.

Unblocking a room
You can remove the assigned room from an expected arrival.
To unblock a room:
1.

In the Room Blocking dialog box, select the blocked reservation.

Note: When a reservation without a blocking is selected, the UNBLOCK
button is deactivated.

2.

Click UNBLOCK, or press Alt + N.

The room number is removed from the reservation and added to the Available
Rooms list.
If you unblock an assignment of a shared reservation, Suite 7 asks you if you
want to move the second guest.

Page 72

Room Blocking

3.

Click NO to leave the second guest in the room.

Click YES to move the second guest.
The Create Share Reservation dialog box appears.

4.

Click OK.
The Creation of Share Reservation dialog box is closed and the Room Blocking
dialog box appears.

Page 73

Suite 7 Front Desk Manual

Checking in a guest
To check in a guest:
1.

Select the guests name in the Expected Arrivals list.

2.

Click CHECK-IN.
If a room number has not been assigned to the reservation, a Room Block
notification appears.

3.

If you want to accept the room number assigned by the system, click OK.
If you want to change the room number assigned by the system, click the drop
down arrow, select a room number from the Room Search dialog box, and click
SEARCH.
Note: The Assign Virtual Number dialog box may appear. For more
information on virtual numbers, see Error! Bookmark not
defined., page Error! Bookmark not defined..

4.

Click OK.
A Check-in Successful notification appears and the reservation is checked in.

Automatic room blocking

With the Auto function, Suite 7 allows you to automatically block all reservations for a
specified date.

Page 74

Room Blocking

The Auto function is a global function. You can block all reservations for specific
groups, parties, room types, or VIP levels.
To automatically block rooms:
1.

In the Room Blocking dialog box, specify the criteria you require: date, group,
block code, party, room type, or VIP level.
Note: If no criteria are specified then all reservations are automatically
blocked.

2.

Click AUTO.
The Automatic Room Block dialog box appears.

3.

Fill in the fields you require. The fields of the Automatic Room Block dialog box
are explained in Table 7, page 76.

4.

Click BLOCK.
The room blocking is performed. As each reservation is processed, its name and
the assigned room number appear in the Guest and Room fields, respectively.
A message box appears after all the blockings are processed.

Page 75

Suite 7 Front Desk Manual

5.

Click OK.
The Automatic Room Block dialog box appears.

6.

Click CLOSE.
The Room Blocking dialog box appears.

Table 7: Automatic Room Block dialog box fields

Field

Description

Arrival Date

The expected arrival date of the reservations being

automatically blocked.

Features

The room features required for the blocking.

Override Guest
Features

Overrides the room features specified in the guest profile. If

this field is checked, no attention is given to room features on
a reservation.

Start from Room

Begin blocking reservations from a specified room number.

Limit to Floor

Limit the room blocking to a specified floor.

Group/Block

This is an information-only field. If either the Group or Block

Code field is completed in the Room Blocking dialog box, this
field is filled in automatically.

Include Groups

Include groups in a global automatic blocking for a given date.

If this field is unchecked, blocking will be only for individual
reservations, not groups. If a group or block code is selected
before the automatic blocking, this field is inactive.

Departing Rooms

If this field is checked, the rooms of guests scheduled to

depart, but who have not yet checked out, will be included in
the automatic room blocking.

Inspected Rooms Only

In hotels that maintain separate categories for clean rooms

and rooms that have actually been inspected after cleaning,
checking this limits the blocking to inspected rooms.

All Group Dates

If a group is selected and this field is checked, all members of

a group are included in the automatic blocking, even those
expected to arrive on different dates.

Page 76

Room Blocking

Field

Description

Guest

Information-only field. After clicking BLOCK, the name of the

reservation being processed in the blocking process appears.

Room

Information-only field. After clicking BLOCK, the room number

of the reservation being processed in the blocking process
appears.

Page 77

Suite 7 Front Desk Manual

Page 78

5
Messages
The Suite 7 Front Desk module includes the Messages option for sending and
displaying messages for guests. This option allows you to send messages to guests
individually or by group. You can keep an unlimited number of messages for each
guest, mark messages as having been received or not, and print messages in a userdefinable format.
With the appropriate interfaces, the messages will trigger the message-waiting lamp
on the telephone to turn on or will send the message directly to the in-house video
system so that the guest can call it up on the television screen.
Messages remain in the system until they are deleted or until the completion of the
night audit after the guest has checked out.
Another option included is the Traces option. This option allows you to create a trace
and attach it to a guest reservation. The trace is a message to the hotel staff to perform
a specific action on a specific date. In addition to normal traces, you can create action
traces, which will automatically change certain reservation data, such as the rate code,
market code, number of adults, on a specified date.

Opening the Select dialog box

To open the Select dialog box:
1.

From the main Suite 7 screen speedbar, click the FRONT DESK icon.

The Front Desk toolbar appears to the right of the icons.

Page 79

Suite 7 Front Desk Manual

2.

Click the MESSAGES icon

The Select dialog box appears.

Displaying messages
Accessing the Display Messages option
To access the Display Messages option:
From the Select dialog box, click DISPLAY MESSAGES.
The Display Messages For dialog box appears.

The Display Message For dialog box contains buttons that allows you to select the type
of messages to be displayed. For an explanation of these buttons, see Table 1, page 81.

Page 80

Messages

Table 1: Display Message For dialog box options

Click this option button

To display this type of message

NOT Received

Messages that have not been marked as received by the

guest.

Manual received

Messages that have been marked as received by a user.

Printed

Messages that have been printed.

Lamp ON

Messages with the status of Lamp On. The lamp on the

telephone in the guests room has been switched on to
indicate that the guest has a message.

Video Sent

If the hotel is configured for the video option, messages

that have been sent to the guests television.

Video Received

If the hotel is configured for the video option, messages

that have been viewed on the television by the guest.

ALL Messages

All messages in the system regardless of the status.

Displaying specific messages

To display specific messages:
1.

Click the button for the type of message to be displayed.

A Message Display dialog box appears with the appropriate message title. For
example, All manually received messages, All messages with status LAMP ON,
and All messages sent to video. The guest names that have received the messages
are listed in the grid box. The message for the highlighted guest is displayed in
the text box. At the bottom of the dialog box are option buttons that allow you to
perform additional procedures for the message.
If there are no messages that meet the display criterion, a Message Display dialog
box appears with the appropriate message title, an empty grid box, and an empty
text box.
For example, when MANUALLY RECEIVED is clicked, the All manually received
messages dialog box appears displaying all the messages in the system that were
marked as received by the guest.

Page 81

Suite 7 Front Desk Manual

2.

Perform the options required.

The option buttons are described in Table 2.

3.

Click CLOSE.
The Message Display dialog box is closed.

Table 2: Message Display option buttons

Click this option button

To do this

New

Compose a new message.

Delete

Delete the currently highlighted message.

Print

Print the currently highlighted message.

Not Received/Receive

Toggle the message status: If the Status column does not

indicate Received, it means that the message has not
been received and the toggle RECEIVE button is activated.
If the Status column displays the date and time that the
message was received, it means that the message was
received and the NOT RECEIVED button is activated.

Receive All

Mark the status of all messages as received. The date,

time, and operators name appear in the Status column.

Lamp On

Turn a lamp on the telephone in the guests room, to

indicate that a message is waiting.

Page 82

Messages

Note: Each time information about a guest is accessed, Suite 7 reminds

the hotel staff that the guest has a message. After the message has
been received by the guest, printed, or transferred to the in-house video
system, Suite 7 stop giving out reminders. However, the message will
remain available even after being marked as received, until completion
of the night audit after the guest has checked out.

Creating a new message

To create a new message:
1.

From the Message Display dialog box, click NEW.

The Send Messages To dialog box appears.

2.

Choose the guest that you want to leave a message for.

3.

You can narrow the search by typing criteria in the fields Room, Name, Group,
Party, at the lower left of the dialog box and pressing Enter.
The Send Message to dialog boxes appears with the searched for guest names.

Page 83

Suite 7 Front Desk Manual

4.

Choose the guest that you want to leave a message for.

5.

Click SELECT.
The Guest New Message dialog box appears. In the right window pane of the
dialog box is a list of pre-defined messages.

Page 84

Messages

6.

Type the message in the left window pane or select a pre-defined message by
double-clicking the message.
The message appears in the left window pane and the PRINT and Save options are
activated.

7.

Click SAVE to save the message or PRINT to save and print the message.
When the SAVE button is clicked, the message is saved, the Guest New Message
dialog box is closed and the Message Display dialog box appears.
When the PRINT button is clicked the message is saved and sent to the printer,
the Guest New Message dialog box is closed, and the Message Display dialog box
appears.
When a new message was created for a group and the SAVE or PRINT button was
clicked, the Save Message for dialog box or Print Message for dialog box appears.

8.

Click the required radio button, if necessary type the between dates, and click
OK.
A confirmation box appears.

9.

Click OK.
A confirmation box appears displaying the number of guests the messages was
saved or printed for.

10. Click OK.

The Message Display dialog box appears.

Deleting a message
To delete a message:
1.

From the Message Display dialog box, select the guest name with the message
that you want to delete.

Page 85

Suite 7 Front Desk Manual

2.

Click DELETE.
A Delete Message confirmation box appears.

3.

Click YES.
The message is deleted.

Printing a message
A message can be printed so that the guest can have a hard copy of the message
To print a message:
1.

From the Message Display dialog box, select the guest name with the message
that you want to print.

2.

Click PRINT.
The message is sent to the printer.

Marking a message as received

When a guest receives a message, the message is marked as received.
To mark a message as received:
1.

From the Message Display dialog box, select the guest name with the message
that you want to mark as received.

2.

Click RECEIVE.
The status of the message is changed to Received at a specific date and time along
with a user name. The RECEIVE button is toggled to NOT RECEIVE.
Note: The message is removed from the All message NOT received
dialog box and is moved to the All manually received dialog box.

Unmarking a received message

A message that has been marked as received can be unmarked to Not Receive.

Page 86

Messages

To unmark a received message:

1.

From the Message Display dialog box, select the guest name with the message
that you want to unmark as received.

2.

Click NOT RECEIVE.

The status of the message is changed to Not Received. The NOT RECEIVE button is
toggled to RECEIVE.
Note: The message is removed from the All manually received dialog
box and is moved to the All message NOT received dialog box.

Marking all messages as received

All messages for all the guests can be marked as received in one action.
To mark all messages as received:
From the Message Display dialog box, click RECEIVE ALL.
The status of all the messages is changed to Received at a specific date and time along
with a user name. The RECEIVE button is toggled to NOT RECEIVE.
Note: All the messages are removed from the All message NOT received
dialog box and are moved to the All manually received dialog box.

Turning the Lamp On

The Lamp On option can be activated only when the message status is Not Received
and after the guest has checked into the hotel.
Note: Normally the lamp is turned on automatically through the
telephone interface.
To turn the Lamp On:
1.

From the Message Display dialog box, select the guest name with the message
that you want to turn the Lamp On.

2.

Click LAMP ON.

The status of the message is changed from Not Received to Lamp On at a specific
date and time along with a user name.

Page 87

Suite 7 Front Desk Manual

Note: The message appears on the All message NOT received dialog box
and the All messages with status LAMP ON dialog box.

Sending messages
Accessing the Send Messages option
To access the Send Messages option:
From the Select dialog box, click SEND MESSAGES.
The Send Messages To dialog box appears.

The Send Messages To dialog box contains buttons for all the available types of guests
to whom the message can be sent. For an explanation of these buttons, see Table 3,
page 89.
Table 3: Send Messages To dialog box options
Choose this

To send messages to

Guests Arriving Today

Guests who are expected to arrive today.

Guests Arriving Tomorrow

Guests who are expected to arrive tomorrow.

Guests Departing Today

Guests who are expected to check out today.

Guests Departing Tomorrow

Guests who are expected to check out tomorrow.

Guests in House

All checked in guests who are in house today.

Guests in House Tomorrow

All checked in guests who will be in house tomorrow,

regardless of arrival date.

Page 88

Messages

Choose this

To send messages to

Group guests

Guests who are part of a group.

Sending messages to guests

A global message can be sent to all the guests at one time.
To send messages to guests:
1.

Click the button for the type of guests to send messages to.
A Messages for guests dialog box appears with the appropriate message title. For
example, Messages for guests arriving today, Messages for guests departing
tomorrow, and Messages for group guests.
For example, when GUESTS ARRIVING TOMORROW is clicked, the Messages for
guests dialog box appears.

2.

Type the VIP code range.

3.

Type the language codes you want to include or exclude.

4.

Click OK.
A Messages for guests dialog box appears.

Page 89

Suite 7 Front Desk Manual

5.

Type the message in the left window pane or select a pre-defined message by
double-clicking the message.
The PRINT and SAVE options become activated.

6.

Click SAVE to save the message or PRINT to save and print the message.
A confirmation box to save or print the message appears.

7.

Click Yes.
A message box appears displaying the number of guests that the message has
been saved and/or printed for.

Page 90

Messages

8.

Click Ok.
The Message for guests dialog box is closed.

Sending a message to a group

To send a message to a group:
1.

From the Send Messages To dialog box, click GROUP GUESTS.

The Messages for group guest dialog box appears.

2.

Type or select a group from the drop-down list next to the Group field.

3.

Type or click the In House Between drop down arrow and select a date from the
calendar.

4.

Check the Include Checked-In Guests to include the guests are checked-in.

5.

Type the VIP code range.

6.

Type the language codes you want to include or exclude.

Page 91

Suite 7 Front Desk Manual

7.

Click OK.
The Messages for group guests dialog box appears.

8.

Type the message in the left window pane or select a pre-defined message by
double-clicking the message.
The PRINT and SAVE options become activated.

9.

Click SAVE to save the message or PRINT to save and print the message.
A confirmation box to save or print the message appears.

10. Click Yes.

A message box appears displaying the number of guests that the message has
been saved and/or printed for.

Page 92

Messages

11. Click Ok.

The Message for group guests dialog box is closed.

Displaying traces
With the Display Traces option, you can view traces, resolved traces, and unresolved
traces. The Traces option allows you to communicate guests requests with other hotel
staff. The Traces option allows the hotel to keep track of things that have to be done
for guests on a specific date. For example, if the guest needs a baby crib, you advise
housekeeping that they need to bring a crib to that guest on that date. On the specified
date entered, Suite 7 notifies housekeeping, through the trace report, that a crib is
requested. You can create, modify, delete or resolve a trace or mark it as completed.
In addition, there is a special type of trace called Action trace. The Action trace relates
to changes in the reservation itself (such as change of rate code, price, or the number of
guests), and is resolved automatically during the night audit. An Action trace cannot
be modified and would normally be entered from the individual reservation screen.

Accessing the Display Traces option

To access the Display Traces option:
From the Select dialog box, click DISPLAY TRACES.
The Display Traces dialog box appears.

Page 93

Suite 7 Front Desk Manual

Creating a new trace

To create a new trace:
1.

From the Display Traces dialog box, click the button for the type of trace to be
displayed.
A Traces dialog box appears with the appropriate message title. For example,
Resolved Traces, Unresolved Traces, or All Traces. At the bottom of the dialog box
are option buttons that allow you to perform additional procedures for the trace.
For example, when ALL TRACES is clicked, the All Traces dialog box appears
displaying all the traces in the system regardless of whether the trace was
resolved or unresolved.

2.

Click NEW.
The Create Trace For dialog box appears.

Page 94

Messages

3.

Enter the selection criteria: Room, Name, Group, or Party, OR, select the guest,
and click SELECT.
The New Trace Entry dialog box appears.

4.

Enter From and Until Trace Dates.

5.

Under Trace Department, select the department the trace is for.

On the right-hand side, a list of texts that you may select from appears under
Trace Texts. A free format text box is also displayed.

Page 95

Suite 7 Front Desk Manual

6.

Type the message in the text box or select a pre-defined message by doubleclicking the message.
The selected text appears in the text box and the Save button is activated.

7.

Click SAVE.
The Traces dialog box reappears with the text you entered.

If the guest is part of a group, the Save traces for dialog box appears.

8.

Click the required radio button.

9.

Click OK.
The Traces dialog box appears.

Page 96

Messages

Editing the trace

To edit text on the Traces list:
1.

From the Display Traces dialog box, click the button for the type of trace to be
displayed.
The Traces dialog box appears.

2.

Click EDIT.
The Edit Trace Entry dialog box appears.

Page 97

Suite 7 Front Desk Manual

3.

Edit the text in the text box.

4.

Click SAVE.
The Traces dialog box appears displaying the edited text.

Resolving a trace
When a trace is marked resolved, it indicates that the trace has been performed.
To resolve a trace:
1.

From the Display Traces dialog box, click ALL TRACES or UNRESOLVED TRACES.
The Traces dialog box appears.

Page 98

Messages

2.

Select the trace that you want resolved.

The Resolve button is activated, unless the trace you highlighted is an action
trace, a trace that can only be resolved in the night audit. For example, to change
the room charge for an additional number of guests is an action trace. Bringing in
an extra pillow or towel, though, is handled by the housekeeping staff and is not
an action trace.

3.

Click RESOLVE.
The traces status changes from Not resolved to Resolved indicated by the date,
time, and the user who changed its status. If you are viewing the All Traces dialog
box, the RESOLVED button is toggled to UNRESOLVE.
Note: The message is removed from the Unresolved Traces dialog box
and moved to the Resolved Traces dialog box.

Unresolving a trace
If a trace was mistakenly marked as resolved, you can unmark the trace to unresolved.
To unresolve a trace:
1.

From the Display Traces dialog box, click ALL TRACES or RESOLVED TRACES.
The Traces dialog box appears.

Page 99

Suite 7 Front Desk Manual

2.

Select the trace that you want unresolved.

3.

Click UNRESOLVE.
The traces status changes from Resolved to Not resolved. If you are viewing the
All Traces dialog box, the UNRESOLVE button is toggled to RESOLVED.
Note: The message is removed from the Resolved Traces dialog box and
moved to the Unresolved Traces dialog box.

Deleting a trace
To delete a trace:
1.

From the Display Traces dialog box, click the button for the type of trace to be
displayed.
The Traces dialog box appears.

Page 100

Messages

2.

Click DELETE.
A confirmation box appears.

3.

Click YES.
The trace is deleted.

Page 101

Suite 7 Front Desk Manual

Page 102

6
House Status
The House Status screen gives an overall picture of the hotel at that very moment.

Viewing the House Status screen

To view the House Status screen:
1.

From the main Suite 7 screen speedbar, click the FRONT DESK icon.

The Front Desk toolbar appears to the right of the icons.

2.

Click the HOUSE STATUS icon

The House Status screen appears.

Page 103

Suite 7 Front Desk Manual

To recalculate the House Status screen:

1.

From the House Status screen, click the CURRENT STATUS radio button.

2.

Click PRESS HERE TO RECALCULATE.

The House Status screen figures are updated in all categories and fields.

For House Status screen room summary terms, see Table 1, page 105.
For House Status screen movement terms, see Table 2, page 105.
For House Status screen housekeeping status terms, see Table 3, page 106.
For House Status screen end of day projection terms, see Table 4, page 107.
Table 1: House Status screen room summary terms
Term

Definition

Total Hotel Rooms

The total number of rooms in the hotel.

Page 104

House Status

Term

Definition

Out of Order

The number of rooms that are out of order and are not available
for sale. For example: No electricity.

Total Rooms to Sell

The number of rooms available for sale.

Total rooms less Out of order.

Out of Service

The number of rooms that are taken out temporarily for a

specific day but are included in the availability and can be
brought back at any time. For example: Closed Floor.

Table 2: House Status screen movement terms

Term

Room /
PAX

Definition

Departures Expected

Room

The number of rooms which are due to depart that

day.

PAX

The number of persons which are due to depart that

day.

Room

The number of rooms that have departed that day.

Pax

The number of persons that have departed that

day.

Room

The number of rooms which are due to arrive that

day.

PAX

The number of persons which are due to arrive that

day.

Rooms

The number of rooms which are due to arrive that

day that have room numbers assigned to them.

PAX

The number of persons which are due to arrive that

day that have room numbers assigned to them.

Room

The number of rooms that arrived that day.

PAX

The number of persons that arrived that day.

Room

The number of rooms that were due to depart that

day and have extended their stay.

PAX

The number of persons, which were due to, depart

that day and have extended their stay.

Room

The number of rooms that departed earlier than

expected.

PAX

The number of persons that departed earlier than

expected.

Departures Actual

Arrivals Expected

Pre-assigned Rooms

Arrivals Actual
Extended Stays

Early Departures

Page 105

Suite 7 Front Desk Manual

Term

Room /
PAX

Definition

Day Rooms

Room

The number of rooms that were occupied during the

day and did not stay overnight.

PAX

The number of persons that occupied rooms during

the day and did not stay overnight.

Room

The number of rooms which have guests that have

checked in and made the reservation the same day.

PAX

The number of persons who checked in and made

the reservation the same day.

Room

The number of rooms that did not have prior

reservations, walked into the hotel, and checked in.

PAX

The number of persons that did not have prior

reservations, walked into the hotel, and checked in.

Same Day
Reservations

Walk-Ins

Table 3: House Status screen housekeeping status terms

Term

Occ /
Vac

Definition

Inspected Rooms

Occ

The number of occupied rooms that were cleaned

and inspected.

Vac

The number of vacant rooms that were cleaned and

inspected.

Occ

The number of occupied rooms that were cleaned

but not inspected.

Vac

The number of vacant rooms that were cleaned but

not inspected.

Occ

The number of occupied rooms that were used by a

guest and have not been cleaned.

Vac

The number of vacant rooms that were used by a

guest and have not been cleaned.

Occ

The number is always zero because an out of order

room can not be occupied.

Vac

The number of vacant rooms that are out of order

and are not available for sale. For example: No
water.

Occ

The number is always zero because an out of order

service room can not be occupied.

Clean Rooms

Dirty Rooms

Out of Order

Out of Service

Page 106

House Status

Term

Occ /
Vac

Definition

Vac

The number of vacant rooms that are taken out

temporarily but are included in the availability and
can be brought at any time. For example: Closed
Floor.

Note: The Housekeeping status term "Inspected" is optional and is set

up during configuration. It may or may not appear depending upon the
setup of the system.

Table 4: House Status screen end of day projection terms

Term

Room /
PAX

Definition

Available Tonight

Room

The number of rooms that will be available for sale

that night.

Occupied Tonight

Room

The number of rooms that will be occupied that

night.

PAX

The number of persons that will be occupying the

hotel that night.

Allotments

Room

The number of rooms that are from a block which is

due to arrive and do not have guests (non pickedup group reservation). These rooms are not
available for sale.

Individuals

Room

The number of rooms that are occupied by

individuals who are not part of a group.

PAX

The number of individual persons that are

occupying rooms and do not belong to a group.

Room

The number of rooms that are occupied by a group.

PAX

The number of persons that are occupying rooms

and belong to a group.

Groups

Page 107

Suite 7 Front Desk Manual

Page 108

7
House Accounts
The House Accounts option is used to open accounts in the hotel. For example, a hotel
guest who wants to pay some charges separately from his room bill or a non-guest who
came into the hotel to attend a convention and has to pay charges. A house account is
charged like any other folio.

Opening the House Accounts dialog box

To open the House Accounts dialog box:
1.

From the main Suite 7 screen speedbar, click the FRONT DESK icon.

The Front Desk toolbar appears to the right of the icons.

2.

Click the HOUSE ACCOUNTS icon

The House Accounts dialog box appears.

Page 109

Suite 7 Front Desk Manual

For an explanation of the House Accounts dialog box fields, see Table 1.
Table 1: House Accounts dialog box fields
Field

Description

Last Name

The last name of the guest.

First Name

The first name of the guest.

Account Until

The date until which the account will be valid. The default is the next
day.

Market Code

A drop-down list of market codes, used to maintain statistics of

market segments.

Source Code

A drop-down list of source codes, used to maintain statistics of

source of business.

Creating a house account

After creating a house account, the account is treated by Suite 7 as an In-House
account.
To create a house account:
1.

Type the complete last name or the first letters of the last name in the Last Name
field and click PROFILE.
The Profile Search dialog box appears displaying the guest names that meet the
criteria typed in the Last Name field.

Page 110

House Accounts

If no profile exists or matches the criteria typed in the Last Name field, the
Profile Search dialog box appears without any guest names.

2.

If a profile exists, select the guest name and click OK.

The House Accounts dialog box appears with the last name filled in. Continue to
step 7.

3.

If a profile does not exist, click NEW.

The New Profile dialog box appears.

Page 111

Suite 7 Front Desk Manual

4.

Click the required radio button and click OK.

The Profile screen appears with the last name filled in.

5.

Fill in the required information and click SAVE.

The profile is saved.

6.

Click CLOSE.
The House Accounts dialog box appears with the last name filled in.

Page 112

House Accounts

7.

Type a date in the Account Until field or click the drop down arrow and select a
date from the calendar.

8.

Click the Market Code drop down and select a market code from the market code
list.

9.

Click the Source Code drop down and select a source code from the source code
list.
The OK button is activated.
Note: All the fields except First Name are mandatory. If the date,
market code or source code are not entered, you will not be able to save
the account.

10. Click OK.

A notice appears displaying the account number and confirming that the account
has been checked in.

11. Click OK.

The House Account dialog box is closed.
Note: It is strongly suggested at this time to enter the payment method,
see In-House Guests. To post charges or pay the bill, see the Suite 7
Cashiering Manual.

Page 113

Suite 7 Front Desk Manual

Page 114

Index
Accelerator keys, 8

Authorize direct bill, 46

Accompanying, 46

Availability

Add on, 46
Arrivals, 8, 27
Advanced in house guest search dialog
box fields, 32
Arrivals dialog box options, 30
Arrivals search dialog box fields, 28
Arrivals toolbar icon, 8
Canceling an expected reservation, 39
Checking in a guest, 35
Checking in a guest with virtual
number configuration (DID), 37
Checking in a walk in guest, 33
Control key, 9
Displaying the options that can be
attached to an expected reservation,
45
Editing an expected reservation, 42
Open the In house guest search dialog
box, 27
Payment method dialog box, 36
Searching for an expected arrival, 28
Using the advanced search option, 30
Using the standard search, 28
Arrivals/stayovers/departures, 12

Detailed availability, 11
Control key, 9
Maximum availability, 12
Billing, 9, 47, 55
Control key, 9
Viewing a guests bill, 55
Button colors, 17
Calculator, 10, 12
Control key, 10
Calendar, 12
Control key, 9
Changes, 46
Checked-in, 54
Canceling a checked-in reservation, 54
Checked-out, 57
Reinstating a reservation that has
checked-out, 57
Confirmation, 46
Control keys, 9
Arrivals, 9
Arrivals/stayovers/departures, 10
Billing, 9
Calculator, 10

Control key, 10

Page 115

Suite 7 Front Desk Manual

Calendar, 9
Control panel, 9
Detailed availability, 9
Editing
Copy, 9
Cut, 10
Paste, 9
Floor plan, 9
Groups, 9
House status, 9
Information book, 9
In-house, 9
Internal use, 9
Messages, 9
New reservation, 9
Occupancy graph, 10
Postings, 9
Quick keys, 9
Rate plan query, 9
Room rack, 9
Room search, 9

Selecting a range of dates using the

calendar, 14
Typing a new date, 13
Delete, 46, 62
Deposit, 46
Dialog boxes
Advanced in house guest search, 32
Advanced in-house guest search, 53
Arrivals, 30
Arrivals search, 28
Automatic room block, 76
Display message for, 81
House accounts, 110
In house guest search, 27, 50
In-house, 51
Payment method, 36
Reservation options, 45
Room blocking
Available rooms list column
headings, 68
Check boxes, 68

Telephone operator, 9

Expected arrivals list column

headings, 66

Update reservation, 9

Features and floor selections, 69

Control panel, 9, 11
Control key, 9
Credit cards, 46

Guest information fields, 69

Reservation viewing criteria, 67
Send messages to, 88

Currency convert calculator, 13

Display traces option, 93

Date field, 13

Displaying corresponding screens and

dialog boxes

Changing a date using the calendar, 14

Page 116

Index

Using the blue drill down arrow, 15

Housekeeping status terms, 106

Using the buttons, 17

Movement terms, 105

Displaying messages, 80
Editing, 10
Copy control key, 9
Cut control key, 10
Paste control key, 9
Fixed charges, 46
Floor plan, 12
Control key, 9
Front desk speedbar, 7
Front desk toolbar, 7
Groups, 9
Control key, 9
History, 47
House accounts, 8, 109
Creating a house account, 110
House accounts dialog box fields, 110
House accounts toolbar icon, 8
Opening the house accounts dialog box,
109
House status, 12, 103
Control key, 9
House status screen. See House status
screen
House status toolbar icon, 8
Viewing the house status screen, 103
House status screen, 103
End of day projection terms, 107

Recalculating the house status screen,

104
Room summary terms, 104
Viewing the house status screen, 103
In house guest search dialog box, 27
Information book, 9, 12
Control key, 9
In-house, 9
Control key, 9
In-house guest, 8
In-house guest toolbar icon, 8
In-house guests, 49
Advanced in house guest search dialog
box fields, 53
Canceling a checked-in reservation, 54
Displaying the options that can be
attached to an in-house reservation,
61
Editing an in-house reservation, 60
In house guest search dialog box fields,
50
In-house dialog box options, 51
Moving an in-house reservation from
one room to another room, 59
Opening the in-house guest search
dialog box, 49
Reinstating an in-house reservation
that has checked-out, 57
Searching for an in-house guest

Page 117

Suite 7 Front Desk Manual

Using the advanced search option, 52

Using the standard search, 50
Searching for in-house reservation, 50
Viewing a guests bill, 55
Viewing an in-house guests profile, 58
Internal use, 9
Control key, 9
Introduction, 5

Mass cancellation, 39
Canceling an expected reservation
using the Mass cancellation option,
40
Meal plan, 47
Messages, 9, 46, 79
Accessing the display messages option,
80
Accessing the send messages option, 88

About Suite 7 front desk, 5

Control key, 9

Date field, 13

Creating a new message, 83

Displaying corresponding screens and

dialog boxes, 15

Deleting a message, 86

Front desk speedbar, 7

Display message for dialog box options,

81

Front desk toolbar, 7

Displaying messages, 80

Getting started, 5

Displaying specific messages, 81

Loggin in, 5

Marking a message as received, 86

Logging out, 24

Marking all messages as received, 87

Navigation keys, 8

Message display option buttons, 82

Printing screens and dialog boxes, 18

Messages toolbar icon, 8

Quick Keys, 11

Opening the select dialog box, 79

Lamp on, 87

Printing a message, 86

Leisure, 47

Send messages to dialog box options, 88

Locator, 46

Sending a message to a group, 91

Log book, 12

Sending messages, 88

Logging in, 5

Sending messages to guests, 89

Logging out, 24

Turning the lamp on, 87

Manuals, 13, 56

Unmarking a received message, 87

Suite 7 cashiering manual, 56

Suite 7 configuration manual, 13

Page 118

Navigation keys, 8
Accelerator keys, 8

Index

Control keys, 9

Control key, 9

Quick Keys, 11

Registration card, 46

Shortcut keys, 9

Regrets, 46

New reservation, 9

Reinstate, 46

Occupancy graph, 10, 12

Reservation, 50, 67

Control key, 10
Package options, 46
Party, 47
Paste, 9
Postings, 9
Control key, 9
Previewing, 23
Preview print table screen, 23
Previewing before printing, 23
Printing
By clicking
Print button, 18
Right mouse button, 18
Printing with printing options, 19
Screens and dialog boxes, 18
Profile, 58
Viewing an in-house guests profile, 58
Quick keys, 9
Control key, 9
Main menu screen, 11
Rate info, 46
Rate plan query, 9, 12
Rates, 9
Rate plan query, 12

Displaying the options that can be

attached to an in-house reservation,
61
Editing an in-house reservation, 60
Searching available rooms for a
reservation, 67
Searching for an in-house reservation,
50
Reservation list grid, 54
Reservation options, 45, 61
Accompanying, 46, 62
Add on, 46, 63
Authorize direct bill, 46, 62
Billing, 47, 63
Changes, 46, 63
Confirmation, 46, 62
Credit cards, 46, 62
Delete, 46
Deposit, 46, 63
Fixed charges, 46
Fixed Charges, 62
History, 47, 63
Leisure, 47, 63
Locator, 46, 63
Meal plan, 47, 63

Page 119

Suite 7 Front Desk Manual

Messages, 46, 63
Package options, 46, 62
Party, 47, 63
Rate info, 46, 62
Registration card, 46, 62
Regrets, 46, 62
Reinstate, 46, 62

Available rooms list column

headings, 68
Check boxes, 68
Expected arrivals list column
headings, 66
Features and floor selections, 69
Guest information fields, 69
Reservation viewing criteria, 67

Reservation options dialog box option

buttons, 45

Room blocking toolbar icon, 8

Room move, 46, 62

Searching available rooms for a

reservation, 67

Routing, 45, 62
Shares, 47, 63
Traces, 46, 62
Virtual numbers, 46, 62
Waitlist, 46, 62
Reservations, 9
New reservation
Control key, 9
Update reservation
Control key, 9
Room blocking, 8, 65
Automatic room block dialog box fields,
76
Automatic room blocking, 74
Blocking a room, 69
Checking in a guest, 74
Opening the room blocking dialog box,
65
Room blocking dialog box

Unblocking a room, 72
Room move, 46, 59
Moving an in-house reservation from
one room to another room, 59
Room rack, 9, 12
Room search, 9, 12
Control key, 9
Routing, 45
Screens
House status screen, 103
Sending messages, 88
Shares, 47
Suite 7 front office, 6
Button colors, 17
Main menu screen, 6
Shortcut keys, 10
Telephone operator, 9, 12
Control key, 9
Toolbar icon, 8

Page 120

Index

Arrivals, 8

Editing the trace, 97

House accounts, 8

Resolving a trace, 98

House status, 8

Unresolving a trace, 99

In-house guest, 8

Update reservation, 9

Messages, 8

Virtual numbers, 46

Room blocking, 8
Traces, 46, 93
Accessing the display traces option, 93
Creating a new trace, 94
Deleting a trace, 100

Actions of virtual numbers at check-in

per configuration, 39
Checking in a guest with virtual
number configuration, 37
DID (Direct Inward Dialing), 39
Waitlist, 46

Page 121