Interfacing PMS with Aloha

v6.1

User Guide

Copyright
Copyright 2006, Radiant Systems, Inc. The information contained in this
publication is confidential and proprietary. No part of this document may be
reproduced, disclosed to others, transmitted, stored in a retrieval system, or
translated into any language, in any form, by any means, without written permission of Radiant Systems, Inc.
Radiant Systems, Inc. is not responsible for any technical inaccuracies or
typographical errors contained in this publication. Changes are periodically
made to the information herein; these changes will be incorporated in new
editions of this publication. Any reference to gender in this document is not
meant to be discriminatory. The software described in this document is provided under a license agreement. The software may be used or copied only in
accordance with the terms of that agreement.
Radiant Systems, Inc., 2006. All Rights Reserved. ALOHA is a U.S. Registered Trademark of Radiant Systems, Inc. Microsoft, and Windows are
registered trademarks of Microsoft, Inc. IBM is a registered trademark of
International Business Machines Corporation. Other products mentioned are
trademarks or registered trademarks of their respective companies.

Table of Contents

Introduction
Configuring Aloha PMS........................................................ 1-1
Interfacing PMS with the Aloha System............................................ 1-4
Assigning PMS Categories ............................................................ 1-6
Configuring a Room Service Tender ............................................. 1-9
Configuring a PMS Comp ............................................................ 1-16
Providing the Ability to Approve PMS Offline Posting.................. 1-18
Configuring a Room Service Order Mode.................................... 1-20
Enabling Inquiries with PMS ........................................................ 1-24
Printing PMS Information on Guest Checks ................................ 1-29
Other POS Features for PMS Operations ................................... 1-32
Defining PMS Parameters in EDC.................................................. 1-33

Using Aloha PMS .................................................................. 2-1

Performing FOH Operations in QuickService ................................... 2-4
Applying a Room Service Order Mode .......................................... 2-4
Charging an Order to a Guest ....................................................... 2-6
Inquiring a Guest Account ........................................................... 2-10
Performing FOH Operations in TableService ................................. 2-12
Starting a Check with PMS .......................................................... 2-12
Applying a Room Service Order Mode ........................................ 2-13
Charging an Order to a Guest ..................................................... 2-15
Performing a PMS Inquiry............................................................ 2-18
Handling Offline PMS Transactions................................................ 2-21
Performing PMS Functions from the BOH...................................... 2-23
Posting a Charge from the BOH .................................................. 2-23
Inquiring a Guest Status from the BOH ....................................... 2-25

v6.1

Adjusting a Charge from the BOH ............................................... 2-26

Deleting a Charge from the BOH ................................................ 2-27
Troubleshooting PMS..................................................................... 2-29
Viewing the Debug Log ............................................................... 2-29
Viewing the Charge Report ......................................................... 2-30

Index

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Interfacing PMS with Aloha v6.1

Introduction

What Aloha PMS Interface Does

Aloha PMS Interface provides integration between the Aloha TableService or
QuickService system and a hotels Property Management System (PMS). As
an add-on to the Aloha system, Aloha PMS Interface instantly gives hotels
essential information to provide guests with more consistent and gratifying
service.
You can use Aloha PMS Interface to:

Charge purchases to a guest's account.

View residence status and charging privileges of guests.
Easily manage and maintain room service orders with additional flat
and percentage fees, and automatic or manual gratuity.
Print guest and room information on the guest check.

It meets specific requirements of the hotel environment and gives hotels the
immediate ability to close a check to a guests individual account.

What is a Property Management System?

A property management system is an orderly open-item, unit control,
accounting system designed to organize and manage accounting concepts of
rooms and restaurant areas.

v6.1

Benefits of a PMS include:

Increases cash flow and prevention of lost income.

Provides daily, weekly, and monthly accounting controls.
Reduces heavy end-of-month/beginning-of-month workloads.
Eliminates posting errors and maintains accurate records.

The hotel industry is a 24-hour multi-million dollar operation. To compete in the hospitality technology market, you must have an automated approach to aiding night audits and charging purchases to a guests account. Aloha currently integrates with 10 PMS systems and you can use
Aloha PMS Interface with either the TableService or QuickService product.

How Can Aloha PMS Interface Improve Customer Service?

In a hotel environment, customer service is the backbone of a successful establishment. Guests
are usually from out of town and exceptional service traditionally brings them back. With Aloha
PMS Interface, guests can easily charge orders to their room account whether they are in the bar,
restaurant, or in their room. Furthermore, accounting personnel will save hours of labor each
week.

What You Need to Know about Aloha PMS Interface

The creation of a well-defined and functional database on the POS side is imperative when using
Aloha PMS Interface. You can control the interface to accommodate the restaurant by using various sets of menus for the restaurant, bar, and room service. Furthermore, most hotels charge different rates, depending on where you order the item. For example, hotels normally charge 10-15
percent higher for a restaurant item when ordered through room service. You may also add a
delivery fee to room service items. Various server menus may require multiple job codes, job
groups, and regular events.
The hotel environment commonly has non-taxed items, such as room rental for banquet functions, and certain amenities. You can track amenity items for their cost in the database, even
though you do not charge them to the guest.
The Aloha system and the PMS system require you to define revenue centers correctly in both
products. Revenue centers must match exactly, and you cannot change the information once it is
in use. If the revenue centers on both systems are not identical, the information reports incorrectly when sent to the PMS program.

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Conventions Used in This Guide

Numerous graphics and instructions appear throughout this guide. These conventions make it
easy to find and understand information.

Symbols and Alerts

The following graphic symbols alert you to important points throughout this guide:

Highlights a special point of interest about the topic under discussion.

Alerts you that the operation being described can cause problems if you are not
careful.

Directs you to a more complete discussion in another chapter of the current

guide, or other reference material.

Points to a useful hint that may save you time or trouble.

Interfacing PMS with Aloha v6.1

Introduction

How This Guide is Organized

This guide is designed to help you quickly get familiar with Aloha PMS Interface. It is organized
as follows:

Chapter 1: Configuring Aloha PMS

This chapter explains the setup requirements and procedures for both QuickService and
TableService to enable the Aloha PMS Interface.

Chapter 2: Using Aloha PMS

This chapter discusses the vital elements and the various messages associated with the Aloha
PMS Interface. Gratuity and room service fees can be applied to a check which can be charged to
the guests account. Employees become familiar with the procedures of ordering and posting
charges if the PMS is down.

Index

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Introduction

Interfacing PMS with Aloha v6.1

Configuring Aloha
PMS
This chapter discusses the setup requirements and procedures for the
Hotel Interface program, such as defining order modes, tenders, categories, and other database elements to meet the requirements of a
hotels Property Management System.
Interfacing PMS with the Aloha System............................................ 1-2
Assigning PMS Categories ............................................................ 1-4
Configuring a Room Service Tender ............................................. 1-7
Configuring a PMS Comp ............................................................ 1-14
Providing the Ability to Approve PMS Offline Posting.................. 1-16
Configuring a Room Service Order Mode.................................... 1-18
Enabling Inquiries with PMS ........................................................ 1-22
Printing PMS Information on Guest Checks ................................ 1-27
Other POS Features for PMS Operations ................................... 1-30
Defining PMS Parameters in EDC.................................................. 1-31

Chapter
1

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Configuring
Aloha PMS

3This chapter discusses, in detail, the setup requirements for the Aloha PMS Interface. In this section you learn how to:
Define the property management system to use.
Create the PMS Tender ID and tender button for use in FOH.
Create the PMS Inquire button for QuickService installations.
Set up room service/auto gratuity charges.
Define PMS sales and retail categories.
Set up guest check print settings for PMS information.
Customize the Tip and Room # lines for the guest check.
Establish the settings for use in Aloha EDC.

The Aloha PMS Interface add-on provides an important link between the Aloha system and the
PMS system of the hotel. Through proper setup, use the PMS system to verify the registration of
a guest and charging privileges, apply charges to the guest or separate guests in the same room,
and assist hotel accounting personnel in tracking charges posted each day.
This chapter is broken down into separate sections of setup procedures for the Aloha QuickService, Aloha TableService, and Aloha EDC product. Please refer to the section pertaining to the
product installed at your location. You must log in to the appropriate product and have security
key access to PMS Interface to perform the procedures in this chapter.

Interfacing PMS with Aloha v6.1

Configuring Aloha PMS

13

Interfacing PMS with the Aloha System

The Aloha PMS Interface program provides a method to interact with the hotel's Property Management System. To utilize the PMS functionality, the system requires necessary settings found
in Maintenance > Store Settings.
Refer to the Aloha QuickService and TableService Reference Guides for more information on Aloha Manager.
To enable PMS:
1. Select Maintenance > Store Settings > Hotel group. The Property Management System (PMS) tab appears. See Figure 1-1 for QuickService. See Figure 1-2 for TableService.

Figure 1-1 QuickService Store Settings - Hotel Group

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Configuring
Aloha PMS

Figure 1-2 TableService Store Settings - Hotel Group

2. Select Use Property Management System (PMS) to enable the PMS interface and activate the remaining options on the tab.
3. Select the PMS type from the drop-down list. Aloha currently supports the following
property management systems:

Aloha Hotel Manager

CSS
Encore
Fastech Meal Accountability
Fidelio
Generic Micros 4700
HIS
HIS Preauth
Marriott
RDP
Springer Miller

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15

If you select Fastech as your PMS vendor, the PMS response text prints on the guest
check. The PMS response contains the new account balance, including all current guest
checks.
4. Type the number of PMS Sales categories you are using to report sales. You can use up
to 16 PMS sales categories.
5. Type the number of seconds, with 30 minutes as the default, to wait for a response from
the PMS system. a value for the PMS Timeout.
6. Type a number of seconds in which you want the Aloha system to wait before renaming
the .req (request) file. value in REQ Timeout. For each transaction requiring a PMS
authorization, the Aloha POS system sends an .req file to the PMS, via the EDC program. When the PMS responds, the .req file is renamed to an .ans file. There may be
instances when the time it takes for EDC to send the .req file to the PMS and for the PMS
to respond, the FOH could time out and return to the floating logo, subsequently placing
the transaction in limbo. In general, the PMS timeout added with the .req timeout should
not exceed the FOH timeout on the POS system. The PMS timeout starts after the PMS
picks up the .req file or the .req timeout lapses.
7. Type the number of voucher copies to print. This setting controls the number of vouchers to print when you make adjustments or authorizations to the PMS payment, but not
when you delete a PMS payment.
8. Select Report Revenue Center Sales from where check originated, if desired. Sales
for the check are reported under the revenue center which the sale originated. For example, if a check originates in the bar and is later transferred to the dining room, the sales
for the check report under the bar revenue center.
9. Select the printer to use for offline processing when the POS cannot connect to the PMS
system.
10. Click Save and close the Store Settings function.

Assigning PMS Categories

You must specify up to 16 sales and retail categories to correspond with the categories used by
the PMS of the hotel. These PMS categories allow you to automatically break down guest check
totals properly in the FOH for reporting. Assign each category to the correct PMS sales category
number. If not, the transactions with these items will not post to the hotels property management
system. Some PMS systems pull only the total charge and require only one category. In some
systems, defining more than the one category can cause the PMS Categories not defined correctly error.

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Configuring
Aloha PMS

Usually, categories have been previously defined for other purposes. The property management
system uses these same categories. The following procedure includes the required or suggested
settings We do not discuss other settings on the Categories function tab.
To assign PMS categories:
1. Select Maintenance > Menu > Categories. The Categories function tab appears. See
Figure 1-3 for QuickService. See Figure 1-4 for TableService.

Figure 1-3 QuickService Categories Function

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17

Figure 1-4 TableService Categories Function

2. Select a sales or retail category from the Category drop-down list.

3. Enter a number between 1 and 4 in the PMS Sales Cat text box. PMS Sales categories
are set up on the hotels property management system when you define the interface.
Most property management systems use the following categories: 1-Food, 2-Liquor, 3Beer, and 4-Wine. Depending upon how the information is captured, the PMS Categories not set up correctly error may occur. This usually indicates the hotel did not set up
the interface to accept the defined category. Review the setup of the PMS system with
the controller and determine the information to upload.
Some systems can only accept data through one PMS category. If this is the case, all
PMS categories must be set to 1.
4. Repeat the procedure until you assign a PMS number to all necessary sales and retail
categories.
5. Click Save and close the Categories function.

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Configuring
Aloha PMS

Configuring a Room Service Tender

The PMS Interface uses a room service tender to charge payments to a guest account. To do this,
create a new tender and attach it to a tender button in the same way you set up other tender buttons.
The following procedures include the required or suggested settings for the room service tender.
We do not discuss other settings on this function tab.
To configure the room service tender:
1. Select Maintenance > Payments > Tenders > Tender tab. The Tenders function tab
appears with the Tender tab as the default. See Figure 1-5 for QuickService. See Figure 16 for TableService.

Figure 1-5 QuickService Tenders - Tender Tab

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19

Figure 1-6 TableService Tenders - Tender Tab

2. Enter an unused number and press Enter.

3. Type Room Service, or any identifying text, in the Description text box.
4. For TableService operations, assign a button position for the tender to display on the
FOH by using one of three options:
Type a numeric button position in the Button text box.
Select First Available Button to place the button in the first available position.

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Interfacing PMS with Aloha v6.1

Click the Position button. The Button Position dialog box appears.

Configuring
Aloha PMS

Figure 1-7 Button Position Dialog Box

Select the desired button position and click OK.

For QuickService installations, refer to Adding the Room Service Tender to a Panel
on page 1-15.
5.
6.
7.
8.
9.

Select Active.
Select Track.
Select Can Refund.
Select Allow Tips to indicate this tender can accept tips, if applicable.
Enter the maximum tip percentage you can enter in the FOH for tips in Max Tip. Enter
the percentage as 10.000 for 10%, 50.000 for 50%, etc.
10. Click Save to perform the next step.
11. Select Room Service from the Report as drop-down list.
12. Click Save.

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13. Select the Type tab.

Figure 1-8 QuickService Tenders - Type Tab

Figure 1-9 TableService Tenders - Type Tab

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Interfacing PMS with Aloha v6.1

Select Credit Card and Not Applicable from the drop-down list.
Select the Identification tab and complete the options on the tab.
Select the Authorization tab and complete the options on the tab.
Select the Back Office tab.

Configuring
Aloha PMS

14.
15.
16.
17.

Figure 1-10 QuickSerivce Tenders - Back Office Tab

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1 13

Figure 1-11 TableService Tenders - Back Office Tab

18. Select PMS to post charges for this tender ID to PMS.

19. Specify the PMS Tender ID. You must obtain this setting from the property management system vendor to determine where the tender amount posts to in the PMS system.
20. Do not enter text in the PMS Room # option for the tender, if you want to allow FOH
entry of a valid guest room number. You can specify a default room number only if all
charges to the Tender ID post to the same account.
You can create multiple PMS tenders by entering the account numbers of the most frequently used general ledger accounts in the PMS Room # text box. As you close
checks, you can touch the tender for the specific general ledger account number and post
the charge to that account on the Aloha Payment Report. as well as posting to the general
ledger account number specified by the PMS interface.
21. Click Save and close the Tenders function.

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Interfacing PMS with Aloha v6.1

For QuickService installations, you must add the tender button to a panel to display on the FOH.
For TableService installations, the room service tender appears on the FOH in the button position
you specified when you created the tender.
The following procedure includes the required or suggested settings to add the room service tender to a panel. We do not discuss other settings in Panel Editor.
To place the room service tender button on a panel in QuickService:
1. Select Maintenance > Menu > Panel Editor. The Panel Editor workspace and toolbar
appear.
2. Select Commands > Edit Panel > Button Functions. The Edit Buttons - QuickService
dialog box appears.
3. Select the panel to contain the Room Service tender and click OK. The selected panel
appears.
4. Double-click an unassigned button or create a new button. The Edit Button - QuickService dialog box appears.
5. Select Tender from the Function drop-down list.

Figure 1-12 QuickService Tender Button Function

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Configuring Aloha PMS

1 15

Configuring
Aloha PMS

Adding the Room Service Tender to a Panel

6. Select the Room Service tender type from the Tender ID selection list on the right.
The button text changes from Tender to the description entered in the tender definition
(usually Room Service).
7. Type the desired name, such as Room Charge or PMS Charge, to display on the FOH
button in the Text text box.
8. Complete the remaining options on the dialog box, such as text, background, and bitmap, as necessary.
9. Click OK to exit the dialog box. The newly assigned button appears on the panel.

Figure 1-13 QuickService Panel with Room Service Tender

10. Select Commands > Close Panel from the Panel Editor toolbar. A confirmation appears.
11. Click OK to save and close the panel.

Configuring a PMS Comp

You can define comps to require PMS information, referred to as a dual comp. They require you
to enter a name and room number for the transaction. To accommodate guests who charges to
their account and guests who do not have a room, you should create two separate comps for each
comp in your system: a regular POS comp, and a PMS comp. When you apply a PMS comp, the
POS system sends an inquiry to the PMS for verification, and upon approval, decreases the check
on the POS system and the sales from the PMS categories on the PMS side.

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Interfacing PMS with Aloha v6.1

To configure a PMS comp:

1.
2.
3.
4.
5.
6.
7.

Select Maintenance > Payments > Tenders.

Type an unused number in the Number drop-down list, and press Enter.
Type a name for the tender, such as PMS Visa.
Select Active.
Click Save to perform the next step.
Select the comp from the Report As drop-down box.
Select the Back Office tab.

Figure 1-14 QuickService Comps - Back Office Tab

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Configuring Aloha PMS

1 17

Configuring
Aloha PMS

The following procedure include the required or suggested settings for a PMS comp. We do not
discuss other settings on this function tab.

Figure 1-15 TableService Comps - Back Office Tab

8. Select PMS Authorize to require you to enter PMS information for the comp, and upon
a response, sends the transaction to the PMS.
9. Select Allow PMS Offline Posting to enable offline posting for the comp when the POS
system cannot connect to the PMS.
10. Click Save.
11. Repeat the procedure for each comp requiring PMS information.
12. Click Save and exit the Comps function.

Providing the Ability to Approve PMS Offline Posting

In the event the POS system cannot connect to the PMS, you must allow a manager, or an
employee with sufficient access, to approve an offline transaction for a PMS tender or PMS
comp. To do this, you must select PMS Offline Posting on their access level.
To enable the ability to approve PMS offline transactions:
1. Select Maintenance > Labor > Access Levels.
2. Select the access level, such as Manager, from the Level drop-down list.

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Configuring
Aloha PMS

3. Select the Financial tab.

Figure 1-16 QuickService Access Levels - Financial Tab

Figure 1-17 TableService Access Levels - Financial Tab

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1 19

4. Select PMS Auth Offline Posting to approve offline PMS transactions when the POS
system cannot connect to the PMS.
5. Click Save and exit the Access Levels function.

Configuring a Room Service Order Mode

Room service fees (flat fees and percentage fees) are added to orders charged with the PMS Tender ID. Set up flat fees or percentage fees using order mode charges. The charge alerts the chef
that the order is for room service, and automatically adds the delivery fee to the check. You can
create room service charges by the following methods:
Flat fee room service charge Treats the charge as a fixed dollar amount and applies the fee to
the guest check when ordered through room service. To set up this fee, select Fixed Charge on
the Order Mode Info tab.
Percentage fee room service charge You can apply a percentage fee to a guest check that is
ordered through room service. To set up this fee, enter an amount in the Charge text box on the
Order Mode Info tab. Clear Fixed Charge if it is selected. The value is treated as a percentage,
rather than a fixed amount.
The following procedures include the required or suggested settings for the room service order
mode. We do not discuss other settings on this function tab.
To create the room service order mode:
1. Select Maintenance > System > Order Modes. The Order Modes function tab appears.
2. Enter an unused three-digit number in the Mode Number text box.
3. Type Room Service Charge, or any identifying description, in the Description text
box.
4. Select Active.

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Configuring
Aloha PMS

5. Select the Order Mode Info tab.

Figure 1-18 QuickService Order Modes - Order Mode Info Tab

Figure 1-19 TableService Order Modes - Order Mode Info Tab

6. Select Service Charge.

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7. Enter the text to display for the Charge Line Text on the guest check.
8. To enter a fixed charge, select Fixed and enter a fixed amount to charge with each transaction.
To charge a percentage, select Percentage and enter a percentage of the check to charge
with each transaction.
9. Click Save and close the Order Modes function.

Adding the Room Service Order Mode to a Panel

For QuickService installations, you must add the order mode button to a panel to display on the
FOH. For TableService installations, the room service order mode appears on the FOH in accordance to the ID number of the order mode.
The following procedure includes the required or suggested settings to add the room service
order mode to a panel. We do not discuss other settings in Panel Editor.
To place the Room Service order mode button on a panel for QuickService:
1. Access Panel Editor.
2. Select Commands > Edit Panel > Button Functions. The Edit Panel - Button Functions dialog box appears.
3. Select the panel to contain the Room Service order mode and click OK. The selected
panel appears.
4. Double-click an unassigned button or create a new button. The Edit Buttons - QuickService dialog box appears.

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Configuring
Aloha PMS

5. Select Order Type from the Function drop-down list.

Figure 1-20 QuickService Order Type Function

6. Select the Room Service order type from the Order Type selection list on the right.
The button text changes from Order Type to the description entered in the order mode
definition (usually Room Serv).
7. Type the desired name, such as Room Service, to display on the FOH button in the Text
text box.
8. Complete the remaining options on the Edit Button dialog box, such as text, background,
and bitmap, as necessary.
9. Click OK to exit the Edit Button dialog box. The newly assigned button appears on the
panel.

Figure 1-21 Panel after Room Service Order Mode

10. Select Commands > Close Panel from the Panel Editor toolbar. A Save confirmation
dialog box appears.
11. Click OK to save and close the panel.
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Configuring Aloha PMS

1 23

Enabling Inquiries with PMS

Performing an inquiry allows you access to the guests account through the PMS system and
return the balance on the account.

Providing the Ability to Start Checks with an Inquiry

If all of your orders through the POS system are guests at the hotel, you can configure the POS
system to start all checks with an inquiry to confirm the guest is registered at the hotel and has a
valid room number. This reduces screen touches and confirms the status of the guest early to
eliminate unnecessary voids. You can also make this ability optional in cases where the guest
does not wish to charge to their room. You must assign the appropriate job code to the employee
charging orders to rooms.
The following procedure includes the required or suggested settings of how to configure job code
to start checks with PMS for TableService operations. We do not discuss other settings on the Job
Codes function tab.
To provide the ability to start checks with an inquiry for TableService:
1. Select Maintenance > Labor > Job Codes. The Job Codes function tab appears.

Figure 1-22 TableService Job Codes - Job Code Tab

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Interfacing PMS with Aloha v6.1

You can accomplish the ability to start checks with a PMS inquiry in QuickService operations
with the placement and availability of your function buttons on panels and screens. For maximum
efficiency, you should create a script button function which includes an inquiry of the status of the
guest and then prompt you to begin a new order.
To provide the ability to start orders with an inquiry for QuickService:
1. Access Panel Editor.
2. Select Commands > Edit Panel > Button Functions. The Edit Panel - Button Functions
dialog box appears.
3. Select the panel to contain the Room Service order mode and click OK. The selected
panel appears.
4. Double-click an unassigned button or create a new button. The Edit Buttons - QuickService dialog box appears.
5. Select Script from the Function drop-down list.
6. Click Edit. The Edit Script dialog box appears.
7. Click Add. The Select Function dialog box appears.
8. Select PMS Inquire and click OK. The PMS Inquire function is added to the script.
9. Click Add.
10. Select New Order and click OK. The New Order function is added to the script.

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Configuring Aloha PMS

1 25

Configuring
Aloha PMS

2. Select the job code, such as Room Service, from the Number drop-down list and press
Enter. You may have to create a job code specifically for a hotel employee.
3. Select Start Check on PMS to allow employees to start checks with a PMS inquiry. The
Start PMS Check button appears on the FOH Working with Tables or Working with Tabs
screen.
4. Select Force PMS Check, if you want employees with this job code to only start checks
with a PMS inquiry. The Start PMS Check button appears and does not display the New
Tab or New Table button on the respective FOH screens.
5. Click Save and exit the Job Codes function.

11. Click OK. You are returned to the Edit Buttons - QuickService dialog box with the
parameters of the script function.

Figure 1-23 QuickService Scripted Start PMS Check Button Function

12. Type the desired name, such as Start PMS Check, to display on the FOH button in the
Text text box.
13. Complete the remaining options on the Edit Button dialog box, such as text, background,
and bitmap, as necessary.
14. Click OK to exit the Edit Button dialog box. The newly assigned button appears on the
panel.

Figure 1-24 Panel after Start PMS Check

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Configuring
Aloha PMS

15. Select Commands > Close Panel from the Panel Editor toolbar. A Save confirmation
dialog box appears.
16. Click OK to save and close the panel.

Providing the Ability to Perform a Standalone PMS Inquiry

You should also provide the ability to perform a PMS inquiry not related to an order, to verify the
status of the guest. For QuickService installations, you must add the PMS Inquiry button to a
panel to display on the FOH. For TableService installations, the PMS Inquiry button automatically appears on the FOH Close screen when you enable PMS in Maintenance > Store Settings >
Hotel group.
The following procedure includes the required or suggested settings through an example of how a
FOH user interface screen might look. We do not discuss other settings in Panel Editor.
To place the PMS Inquire button on a panel for QuickService:
1. Access Panel Editor.
2. Select Commands > Edit Panel > Button Functions. The Edit Panel - Button Functions
dialog box appears.
3. Select the panel to contain the PMS Inquire button and click OK. The selected panel
appears.
4. Double-click an unassigned button or create a new button. The Edit Button dialog box
appears.

Interfacing PMS with Aloha v6.1

Configuring Aloha PMS

1 27

5. Select PMS Inquire from the Function drop-down list.

Figure 1-25 QuickService PMS Inquire Function

6. Type the desired name to display on the FOH button in the Text text box, if you want
text other than PMS Inquire to display.
7. Complete the remaining options on the Edit Button dialog box, such as text, background,
and bitmap, as necessary.
8. Click OK to exit the Edit Button dialog box. The newly assigned button appears on the
panel.

Figure 1-26 Panel With PMS Inquire Button

9. Select Commands > Close Panel from the Panel Editor toolbar. A Save confirmation
dialog box appears.
10. Click OK to save and close the panel.

1 28

Configuring Aloha PMS

Interfacing PMS with Aloha v6.1

You can enhance the POS side of the PMS Interface so that a room number and a signature line
print on the guest check for the guest. Sometimes it is necessary to change the text. For example,
in a country club the guest does not have a room number, however, there is a member number.

Printing PMS Information for the Store

The following procedure includes the required or suggested settings. We do not discuss other settings in the Printing group.
To print PMS information on the guest check:
1. Select Maintenance > Store Settings.
2. Select Printing from the Group drop-down list. The corresponding tab appears.
3. Select the Check Content 2 tab.

Figure 1-27 QuickService - Store Settings Printing Group - Printing Content 2 Tab

Interfacing PMS with Aloha v6.1

Configuring Aloha PMS

1 29

Configuring
Aloha PMS

Printing PMS Information on Guest Checks

Figure 1-28 TableService Store Settings - Printing Group - Check Content 2 Tab

4. Select Print PMS Guest Name to enable the room number and guest name (selected
from a screen in the FOH) to print on the guest check. This is useful when there are multiple guests staying in the same room.
5. Select Print PMS Info to enable a blank line to print for which the guest can fill in their
room number and guest name.
6. Select Print Order Mode to enable the room service order mode to print on the guest
check.
7. Click Save and close the Store Settings function.

Customizing the Tip and Room # Lines

You can also customize the tip and the guest room number by revenue center. Typically, you use
these options in a TableService environment. The default text for these options are + Tip= and
Room #. Sometimes it is necessary to change the text. For example, in a country club the guest
does not have a room number, however, there is a member number.
To customize the guest check with tip and room # lines:
1. Select Maintenance > System > Revenue Centers. The Revenue Centers function tab
appears.
2. Select the revenue center from the Code drop-down list.
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Configuring
Aloha PMS

3. Select the PMS Options tab.

Figure 1-29 QuickService Revenue Centers - PMS Options Tab

Figure 1-30 TableService Revenue Centers - PMS Options Tab

Interfacing PMS with Aloha v6.1

Configuring Aloha PMS

1 31

4. Enter the text to print on the tip line in Tip Line Text to customize the text printed for the
tip amount. If left blank, the default of + Tip prints. If you prefer other text, such as +
Add Gratuity, enter the text to print in this text box.
5. Enter the text to print on the room line in Room Line Text to customize the text printed
for the room number. If left blank, the default of Room # prints. If other text is preferred, such as Member #, enter the text to print in this text box.
6. Click Save and close the Revenue Centers function.

Other POS Features for PMS Operations

To optimize your POS system for a hotel environment, you can configure the following features
on the POS side.

Automatic Gratuity
Automatic gratuities is a TableService concept in which tips are given to servers that are automatically added to the check based on a percentage of sales and the number of guests at the table.
In some exclusive hotels, automatic gratuity is always enforced, no matter the sale or guests.

House Accounts
House accounts are used as an accounts receivable setup where the guest charges to an account,
sometimes revolving, for later payment. You also use house accounts to charge for non-profit
organizations.

Pivot Seating
Pivot seating is a TableService concept that enables you to place orders by seating position of the
table to ensure correct tray set up and delivery of food. Restaurants employing this method have
a point of reference as the first seating position to start orders, such as the seat facing the bar or
the front door. In most hotels, pivot seating is always used.

Tipsharing
Tipsharing is a TableService concept that collects tips from all servers and placed into a tip
pool. The tips are then divided among all employees, including support staff.

1 32

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Interfacing PMS with Aloha v6.1

You must set parameters to the property management system in Aloha EDC to post and alter
charges and transactions. These settings must coincide with the information from the property
management system and are usually never changed, once set.
The PMS interface requires a null modem connection in order to communicate with the PMS
server. The typical setup is a serial to RJ45 connector at both ends for a Cat 5 cable. One end of
the cable has a null modem adapter between the connector and the serial port. The modem configuration in the PMS Parms dialog box are not currently used.

Refer to the Aloha EDC Users Guide for more information on Aloha EDC.

To define PMS parameters in Aloha EDC:

1. Launch Aloha EDC.
2. If POS processing is turned on, select File > Stop POS Processing.

Figure 1-31 PMS Menu

Interfacing PMS with Aloha v6.1

Configuring Aloha PMS

1 33

Configuring
Aloha PMS

Defining PMS Parameters in EDC

3. Select PMS > Parms. The PMS Parms dialog box appears.

Figure 1-32 PMS Parms Dialog Box

4. Select the COM port number used by Aloha EDC to communicate with the hotels
PMS.
5. Select the baud rate, or speed required for the communication link. This text box
defaults to 9600.
6. Select the parity to use. Enter N, E, or O, with O being the default.
7. Select the databits to use. This text box defaults to eight.
8. Select the stopbits to use. Enter 0 or 1, with 1 being the default.
9. Type the length of time the EDC system should wait for the hotels PMS to respond after
a message is sent before the response times out.
10. Type the desired length of time the Aloha system gives the hotels PMS to send an entire
message after the Aloha system begins to receive it.
11. Type the number of times the Aloha system sends another message to the hotels PMS if
there is no response the first time.
12. Select the debout to include extra debug messages in Debout.txt for additional troubleshooting assistance.

1 34

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Interfacing PMS with Aloha v6.1

Using Aloha PMS

This chapter discusses the operation and procedures for the Aloha
PMS Interface, such as how to apply a room service charge, gratuity,
and inquire about a guests room and charging status.
Performing FOH Operations in QuickService ................................... 2-4
Applying a Room Service Order Mode .......................................... 2-4
Charging an Order to a Guest ....................................................... 2-6
Inquiring a Guest Account ........................................................... 2-10
Performing FOH Operations in TableService ................................. 2-12
Starting a Check with PMS .......................................................... 2-12
Applying a Room Service Order Mode ........................................ 2-13
Charging an Order to a Guest ..................................................... 2-15
Performing a PMS Inquiry............................................................ 2-18
Handling Offline PMS Transactions................................................ 2-21
Performing PMS Functions from the BOH...................................... 2-23
Posting a Charge from the BOH .................................................. 2-23
Inquiring a Guest Status from the BOH ....................................... 2-25
Adjusting a Charge from the BOH ............................................... 2-26
Deleting a Charge from the BOH................................................. 2-27
Troubleshooting PMS ..................................................................... 2-29
Viewing the Debug Log................................................................ 2-29
Viewing the Charge Report.......................................................... 2-30

Chapter
2

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Interfacing PMS with Aloha v6.1

This chapter discusses, in detail, the operations involved for Aloha PMS Interface. In this section
you learn how to:
Place an order with the Room Service order mode.
Charge an order to the guests room.
Use PMS Inquire to inquire about a guests room status.
Apply gratuity to a check either manually or automatically.
Post, adjust, and delete PMS transactions.
Review PMS information using the Debug Log and Charge Report.

Type Name of
Chapter

The Aloha PMS Interface provides an important link between the Aloha system and the hotels
property management system. After the proper setup, the PMS system can verify the registration
of a guest and charging privileges, apply charges to the guest, or separate guests in the same
room, and assist hotel accounting personnel with tracking charges posted each day.
This chapter is divided into three sections for Aloha PMS Interface operations: Aloha QuickService, TableService, and Aloha EDC. Please refer to the Aloha product installed at your location.
You must have completed the setup procedures in Chapter 1 and have security key access to perform the operations in this chapter.

Interfacing PMS with Aloha v6.1

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23

Performing FOH Operations in QuickService

Working with Aloha PMS Interface in the Front-of-House (FOH) at any hotel restaurant or cafeteria is simple. The QuickService product provides user-definable screens with unlimited combinations of setups and designs to meet the criteria for any scenario. The examples used in this
section will differ from your actual screens and coincide with the setup requirements explained in
chapter one. We will discuss only the elements vital to the Aloha PMS Interface. Other buttons,
panels, or FOH procedures are not discussed.

Applying a Room Service Order Mode

You can apply room service orders to a guest's room like any other order mode. To apply an order
to a guests account, enter the order on the Aloha system as normal. In this example, the room
service order mode is located in the bottom right.

Figure 2-1 Panel before Order Mode Applied

To apply the room service order mode:

1. Enter items of your choice that are available to you.
2. Touch the order mode button configured for room service.

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Type Name of
Chapter

Figure 2-2 Panel after Order Mode Applied (Flat Fee)

3. A preceding indicator appears for each item in the guest check window for room service
preparation. The text color changes from blue to black. Also, we applied a fixed $2.00
charge to the order as an additional flat room service fee. If we set up the room service
order mode to apply a percentage charge, the charge would be $0.40.

Figure 2-3 Panel after Order Mode Applied (Percentage)

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25

Charging an Order to a Guest

You can charge orders to a guests room like any other tender and post the amount to the PMS. To
charge an order to a guests account, continue the procedure from the previous example to close
the guest check. In this example, we placed the room service tender on the tender panel.

Figure 2-4 Panel before Tender Applied

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Interfacing PMS with Aloha v6.1

To charge an order to a guest:

1. Touch the tender button configured for a PMS charge. The corresponding screen
appears.

Type Name of
Chapter

Figure 2-5 Room Charge Screen (Apply Amount)

2. Enter the amount charged and tip amount by using the keypad or touch OK to accept
the displayed amount. The prompt advances to Room # and the keypad changes to alphanumeric.

Figure 2-6 Room Charge Tender (Apply Room Number)

Interfacing PMS with Aloha v6.1

Using Aloha PMS

27

3. Enter the room number using the alphanumeric keypad and touch OK. The Please
Select One screen appears with a list of registered guests for the corresponding room
number.

Figure 2-7 Please Select One Screen (Room Charge)

When using the Encore PMS type, you do not receive the Please Select One screen and
select a guest.

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Interfacing PMS with Aloha v6.1

4. Select the guest to which to apply the charge and touch OK. The guest check appears
with the applied charge next to the guest.

Type Name of
Chapter

Figure 2-8 Screen after Room Service Charge Applied

If the interface cannot find the room number, an error message appears:

Figure 2-9 Room Number Not Passed Error

Touch the message and enter a valid room number. If the amount is sufficient to cover the
check, the check closes and the main screen returns to start a new order.

Interfacing PMS with Aloha v6.1

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29

Inquiring a Guest Account

You can inquire into a guest's room status using the PMS Inquire button. Use this feature at any
point of the ordering process and determine if the guest is registered with the hotel and has the
authority to charge orders to their room.
To inquire into a guest's room status:
1. Touch the button configured for PMS Inquire. The Enter Room Number screen
appears.

Figure 2-10 Enter Room Number Screen

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Interfacing PMS with Aloha v6.1

2. Enter the room number of the guest and touch OK. The PMS Inquire Information screen
appears.

Type Name of
Chapter

Figure 2-11 PMS Inquire Information Screen

The screen lists the guests registered to the selected room. You cannot apply charges from
this screen.
3. Touch OK to exit the screen.
If the Aloha system is not in sync with the hotels PMS, an error message appears:

Figure 2-12 No Response Error Message

Touch inside the error box and check the connection and settings between the Aloha system and the hotels PMS.

Interfacing PMS with Aloha v6.1

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Performing FOH Operations in TableService

Working with Aloha PMS Interface in the Front-of-House (FOH) for TableService at any hotel
restaurant or cafeteria is simple. The TableService product provides system generated screens
which standardizes the FOH user interface. The examples used in this section will differ from
your actual screens and coincide with the setup requirements explained in chapter one. Only the
elements vital to the Aloha PMS Interface are discussed. Other buttons, screens, or FOH procedures are not discussed.

Starting a Check with PMS

You can use the PMS Check button on the Working with Tables screen or a floor plan to determine the status of a guest and begin ordering. In this example, we force the room service operator
to start checks with the PMS Check button and not with the New Table/Tab button.

Figure 2-13 Working with Tables Screen with Force PMS

To start a check with PMS:

1. Touch PMS Check. The Enter Room Number screen appears.
2. Enter the room number and touch OK. The Please Select One screen appears with the
registered guests for the room.

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Interfacing PMS with Aloha v6.1

3. Select a guest and touch OK. The Enter Guests screen appears.
4. Enter the number of guests and touch OK. The Order Entry screen appears for ordering.

If you are using pivot seating, the Enter Guests screen does not display.

You can apply room service orders to a guests room like any other order mode. To apply an order
to a guests account, enter the order on the Aloha system as normal. In this example, we placed
the room service order mode in the top right of the Order Entry screen.

Figure 2-14 Order Entry Screen before Order Mode Charge

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2 13

Type Name of
Chapter

Applying a Room Service Order Mode

To apply the room service order mode:

1. Enter items of your choice that are available to you.
2. Touch Room Service.

Figure 2-15 Order Entry Screen after Order Mode Applied

A preceding indicator appears for each item in the guest check window for room service
preparation. The text color changes from blue to black.
3. Touch Close. The Close screen appears with a fixed $2.00 charge applied.

Figure 2-16 Close Screen with Order Mode Applied (Flat Fee)
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Using Aloha PMS

Interfacing PMS with Aloha v6.1

Or as a percentage charge.

Type Name of
Chapter

Figure 2-17 Close Screen with Order Mode Applied (Percentage)

4. To delete the room service charge, touch Remove M Charge located on the bottom of the
Close screen.
When you select Remove M Charge to delete the charge, the button disappears and you
cannot reapply the fee.

Charging an Order to a Guest

You can charge orders to a guests room like any other tender. To charge an order to a guests
account, continue the procedure from the previous examples, shown in Figure 2-14 and Figure 215, to close the guest check.
Like all tender screens, the name of the screen coincides with the description of the tender, as defined in Maintenance > Payments > Tenders.

Interfacing PMS with Aloha v6.1

Using Aloha PMS

2 15

To charge an order to room service:

1. Touch the room service tender. The Room Charge tender screen appears.

Figure 2-18 Room Charge Screen (Amount)

2. Enter the amount charged using the keypad, or touch OK to accept the displayed
amount. The prompt advances to the Tip line, if applicable.
3. Enter the tip amount and touch OK. The prompt advances to the Room # line and the
keypad changes to an alphanumeric keypad.

Figure 2-19 Room Charge Tender Screen (Room Number)

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Interfacing PMS with Aloha v6.1

4. Enter the room number using the alphanumeric keypad and touch OK. The Please
Select One screen appears with a list of registered guests for the room number.

Type Name of
Chapter

Figure 2-20 Please Select One Screen

5. Select the guest to which to apply the charge and touch OK. The Close screen appears
with the charge applied to the selected name

Figure 2-21 Close Screen

6. Touch Close to close the check.

Interfacing PMS with Aloha v6.1

Using Aloha PMS

2 17

Performing a PMS Inquiry

Use the PMS Inquire button at any point of the ordering process to determine if the guest is registered with the hotel and has the authority to charge orders to their room. This button is located on
the Working with Tables screen or placed on a floor plan. :

Figure 2-22 Working with Tables Screen

The PMS Inquire button is not available on the Working with Tabs screen if Delivery/
Frequent Buyer is also being used.

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Interfacing PMS with Aloha v6.1

It is also located at the bottom of the Close screen.

Type Name of
Chapter

Figure 2-23 Close Screen

To perform an inquiry on a guests room status:

1. Touch the PMS Inquire button. The Enter Room Number screen appears. :

Figure 2-24 Enter Room Number Screen

Interfacing PMS with Aloha v6.1

Using Aloha PMS

2 19

2. Enter the room number of the guest and touch OK. The PMS Inquire Information
screen appears.

Figure 2-25 PMS Inquire Information Screen

The screen lists the guests registered to the selected room. You cannot apply charges
from this screen.
3. Touch OK to close the PMS Inquire Information screen.

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Interfacing PMS with Aloha v6.1

Handling Offline PMS Transactions

If the POS system cannot connect to the hotel PMS, the manager approval screen appears.

Figure 2-26 PMS Offline Manager Approval Screen

Interfacing PMS with Aloha v6.1

Using Aloha PMS

2 21

Type Name of
Chapter

In the event the Aloha POS system cannot connect to the hotel PMS, and offline posting is configured, the POS system marks the transaction as unposted in the Trans.log and ground into other
grind files, allowing the POS system to close the check and create a report for unposted transactions. You can define an offline posting slip that prints to a designated printer when the PMS cannot connect. The slip uses values from the PMS Offline.ini file in the \Data and \Newdata
directories to translate the .req file into readable terms and prints to a defined printer.

Enter the password and touch OK to approve the approve the offline transaction. If the connection is still lost, the system asks you if you want to post the transaction as offline.

Figure 2-27 Offline Approval Screen

Touch OK to apply the PMS charge to the check on the POS side. The Offline receipt prints at the
local printer and you must apply the charge to the PMS.

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Interfacing PMS with Aloha v6.1

Performing PMS Functions from the BOH

Aloha EDC plays an integral part in the communication of the Aloha system and the hotels property management system. If you are licensed for Aloha EDC, the credit card authorization process
is automated. The Aloha system processes EDC requests in the background, thus it does not interfere with normal order entry operations.
Type Name of
Chapter

The Aloha EDC program must be running to communicate with the hotels property
management system.
To access the application, launch Aloha EDC.

Figure 2-28 PMS Main Menu

Posting a Charge from the BOH

You can post charges to a guests room from the BOH with the Post Charge command. Use this
only if the FOH is not running and you need to charge an order to a guests room.

Interfacing PMS with Aloha v6.1

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2 23

To post a charge from the BOH:

1. Select PMS > Charge. The PMS Authorize Transaction dialog box appears.

Figure 2-29 PMS Authorize Transactions Dialog Box

2.
3.
4.
5.
6.

7.
8.
9.
10.

2 24

Type the account number or the room number of the guest.

Type the revenue center in which to charge the credit.
Type the PMS tender ID that coincides with the PMS.
Select Direct Bill to indicate the guests order is directly billed to an individual or company address.
Type the check total information, such as sales, service charges, and taxes, in the Sales
TTL 1 through Sales TTL 16 text boxes. These options break sales down into the 16
defined PMS categories. Enter a dollar amount for each category the property management system uses. For example, enter 30 in the Sales TTL 1 text box (if 1=Food) and 7 in
the Sales TTL 4 text box (if 4=Wine) for an order that includes two steaks for $30 and
two glasses of wine for $7.
Type the dollar amount of the discount, if you applied promotions or comps to the
check.
Type the tax amounts by tax rate, in the Tax 1 to 4 text boxes.
Type the tip amount in the Service Charge 1 text box, if any.
Type the surcharge amount in the Service Charge 2 text box, if any.

Using Aloha PMS

Interfacing PMS with Aloha v6.1

11. Type the check number in the Selection # text box. The system assigns each guest a
number when more than one guest is registered to a room. Most property management
systems allow only four guests per room, however, some systems support up to eight
guests.
12. Click OK to automatically post the transaction and send it to the hotels property management system and exit the PMS Authorizing Transaction function.
If any errors are made in the data entry, a message appears on the screen. :
Type Name of
Chapter

Figure 2-30 PMS Response Info Dialog Box

13. Click OK and retry posting the charge.

14. Repeat the procedure until all charges are posted

Inquiring a Guest Status from the BOH

The Inquire command inquires about a guests status from the BOH or FOH. Use this to determine whether the guest is assigned to a room at the hotel and has charging privileges.

Interfacing PMS with Aloha v6.1

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2 25

To inquire a guest status from the BOH:

1. Select PMS > Inquire. The PMS Inquire dialog box appears.

Figure 2-31 PMS Inquire Dialog Box

2. Type the account number or room number.

3. Type the employee number of the person initiating the inquiry.
4. Click OK to automatically send the inquiry to the hotel's PMS and exit the PMS Inquire
function. The person(s) assigned to the room and the credit amount(s), if any, display on
the screen when the hotels property management system responds.
5. Repeat the procedure until all inquiries are sent.

Adjusting a Charge from the BOH

The Adjust Charge command adjusts charges after they are posted. You can adjust charges for the
current business day only because the EOD process clears them.

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Interfacing PMS with Aloha v6.1

To adjust a charge from the BOH:

1. Select PMS > Adjust Charge. The Adjust Charge dialog box appears.

Type Name of
Chapter

Figure 2-32 PMS Transaction Number

2. Type the transaction number to adjust. Use the Charge report to determine the transaction number, which is also called the PMS ID number.
3. Click OK. The PMS Adjustment Transaction dialog box appears with all fields populated, except the Enter Check Totals section.
4. Make the desired adjustments and click OK to send the adjusted charge through to the
hotels property management system. Any BOH adjustments to charges do not display in
the FOH with the current version of Aloha EDC.
5. Repeat the procedure for all necessary charges in need of adjusting.

Deleting a Charge from the BOH

The Delete Charge command deletes charges after they are posted. You can delete charges for the
current business day only because the EOD process clears them.

Interfacing PMS with Aloha v6.1

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2 27

To delete a charge from the BOH:

1. Select PMS > Delete Charge. The PMS Transaction Number dialog box appears.

Figure 2-33 PMS Transaction Number Dialog Box

2. Type the transaction number to adjust. Use the Charge report to determine the transaction
number, which is also called the PMS ID number.
3. Click OK. The PMS Delete Transaction dialog box appears with all fields populated,
except the Enter Check Totals section.
4. Click OK to delete the entire transaction from the account on the hotels property management system.
5. Repeat steps 1 through 4 until all necessary charges are deleted.

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Interfacing PMS with Aloha v6.1

Troubleshooting PMS
You can use the Debug log and the Charge report to help troubleshoot PMS transactions on the
side of the Aloha POS system.

Viewing the Debug Log

To view the debug log:

1. Select PMS > Debug Log. The Debout.edc log opens in Wordpad.

Figure 2-34 DEBOUT.EDC Log

2. Select File > Save As in WordPad to save the report, if desired.

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2 29

Type Name of
Chapter

The Debug Log command opens Debout.edc, located in the \Tmp directory. Use this file to troubleshoot problems that occurred in Aloha EDC.

Viewing the Charge Report

The Charge Report command opens Report.txt located in the \Tmp directory. This includes transactions posted for the current business day only because the EOD process clears them.
To view the Charge report:
1. Select PMS > Charge Report. The Report.txt log opens in Wordpad.

Figure 2-35 REPORT.TXT Report

Charge reports contain the guests room number, the amount of the charge, and a PMS
ID number. The PMS ID number is a unique number assigned by the Aloha system to
each transaction charged to the hotels property management system.
2. Select File > Print to print the report or select File > Save As to save the report, if
desired.

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Interfacing PMS with Aloha v6.1

Index

A
Adjust Charge 2-26

C
Charge Report 2-30

D
Delete Charge 2-27

G
Guest Check Print Settings
room # 1-30

I
Inquire 2-25

M
Max Tip 1-11

P
PMS categories 1-8
PMS check box 1-14
PMS Inquire Button 2-18
using 2-18
PMS Room # 1-14
PMS settings 1-4
PMS Tender ID 1-14

R
Room Service Fee (Flat
Fee) 2-18
Room Service Fee
(Percentage) 2-18

T
Tender ID 1-20
tips 1-11

W
Working in the Front-of-House 2-4

I-2

Index

Interfacing PMS with Aloha v6.0