Daily Procedures for Hotel/Motel

Daily Reporting

The following reports should be printed each morning;

The following reports need to be printed daily;

To build each report;

Choose Reports on the Upper Tool Bar

Select Daily or Accounting

Choose the report you require from the list above 

Reports 1 & 2 - Arrivals/Departures Lists

The Arrival and Departure Lists should be built using today's date.

Go to In/Out (Upper Tool Bar)

Select the reservation you wish to see on the top left of the screen

• Check In = Expected Arrivals
• Check Out = Expected Departures

Click once on refresh at the bottom right of the screen.

You will be presented with a list of the reservations that match your search.

From this screen you can print a report based on the matches using the print report button at the bottom of the screen.

You can also check reservations In and Out, by ticking the reservation in question then clicking once on either the Check In or Check Out

buttons.

Report 3 - Housekeepers Report

If you have chosen to use the full Housekeeping module and wish to allocate areas/tasks to specific Housekeepers you will need to refer to the Housekeeping Procedure Guide located within the RMS Knowledge Base.

Build the Housekeepers report for today's date.

Go to Reports (Upper Tool Bar) > Daily > Housekeepers

You may choose to Group by No Grouping or Group by Task, try the options to see what suites your property.

Report 4 - To Do Chart/List

The To Do button is located on the Upper Tool Bar.

Requirements which have been specified against reservations are listed here, for action on the day specified.

1. The To Do Button is located on the Upper Tool Bar.
2. Click once on the date required that you wish to print the list for from the calendar
3. Click on the Print Button
4. Click the Build Button
5. Print the report

Reports 5 & 6 - Overdue Arrivals/Departures Lists

Overdue Arrivals and Departures need to be maintained to ensure that no reservations are left in the system without being checked In or Out.

Go to Reports (Upper Tool Bar) > Daily > Overdue Arrival or Overdue Departure.

Use the following screen shots as a guide.

It is important that any reservations found on these reports are dealt with immediately either by No Showing, Cancelling or changing the Arrival date.

Report 7 - Cash Transactions

Build the Cash Transactions report for today's date.

Go to Reports (Upper Tool Bar) > Accounting > Cash Transactions

Using the default options as shown below, this should match your physical cash/credit cards and cheques taken for today.

Daily Front Office Procedure

1. Every reservation that arrives MUST be Checked IN
2. Every reservation that departs MUST be Checked OUT
3. Once an area is cleaned, it must be marked as clean using the following guide
4. Balance your cash drawn and Eftpos machine to Reports>Accounting>Cash Transactions

Self Hosted Users - Your RMS Database must be backed up daily to the External disk by using one of your seven USB or CDs, use the following guide for steps on how to achieve this.

RMS Cloud users databases are backed up automatically by RMS.

**RMS has an automatic local backup module which Self Hosted users can use.  This feature performs a backup of your data up to 4 times per day to your nominated drive.

**Internet Off Site backups - This feature performs a backup of your data up to 4 times per day to your nominated drive as well as 1 internet off site backup - Please talk to your RMS sales person - it is extremely economical.  

5. End Of Day

Option 1. If using End Of Day accounting option you will need to refer to the Night Audit Procedure Guide located within the RMS Knowledge Base.

Go to www.rms.com.au > Support > Knowledge Base > Procedure Guides & Reports > Night Audit > Night Audit Procedure Guide.

Option 2. If RMS is rolling automatically at midnight > balance to the Cash Transaction Report at the end of your shift.

Daily Front Office Procedure 1 & 2 - Check In/Out

The IN/OUT button found on the Upper Tool Bar gives you quick access to all reservations which are arriving, departing or In-House.

Simply select Check In (Exp Arrivals), Check Out (Exp Departures) or Current (In House Guest) then click once on Refresh.

To edit any of the reservations listed double click on the reservation that you wish to open from the list.

Reservations can be checked In or Out directly from this screen using the buttons at the bottom of the screen.

 Daily Front Office Procedures 3 - The Clean Screen

Use the ‘Clean’ button on the Upper Tool Bar to open the Clean screen

1. Select the Area Status's you wish to see (using the options to the left E.g. Vacant Dirty)
2. Select the areas that have been cleaned by ticking the relevant boxes
3. Click on the ‘Set To Clean’ button on the Lower Tool Bar
4. When the Set To Clean message appears select Yes

All areas need to be set to clean before checking anyone into them.

Backups

Please follow these steps to perform your daily Backups.

** This step is not required for RMS Cloud users, iBackup or Scheduled onsite backup module users. 

1. Click Start > Programs > RMS for Windows > Backup and Restore
2. Select the backup button on the tool bar
3. You will now see a screen similar to that below
4. By default the backup program will backup to your external drive as indicated by the dot in External Disk.  If you are baking up to external media such as USB or CD please make sure you are using the correct Drive Letter.
5. Ensure your USB Stick or Disk is in the computer and then press the Begin Backup button
6. The backup should complete without error
7. Close the backup program with the cross in the top right hand corner

Weekly Reports

Arr/Dep/StayOver Forecast

Go to Reports (Upper Tool Bar) > Daily > Arr/Dep/StayOver Forecast

Shows how many Arrivals, Departures and Stay Over you have for each day. Also a good report for guiding you when creating next week Staff rosters.

Overdue Deposits Report

Go to Reports (Upper Tool Bar) > Daily > Overdue Deposits (Sort By – Deposit Date & Group By – No Group).  If you are using the Second deposit option ensure that you tick to group by 1st/2nd deposit.

This report shows reservations which have not sent a deposit by their due date.

Maintenance Report

Go to Reports (Upper Tool Bar) > Daily > Maintenance Reports

Provides a list of areas that are currently out for maintenance.  Give copies of this report to Front Office, Housekeeping and Maintenance departments.

Monthly Reports

 Update Monthly Figures

Go to Reports (Upper Tool Bar) > Update Monthly Figures > Update Figures

This should be done on the first day of the new month and will write your figures for the month to a table so that you can then build the YTD reports.

Debtors Ledger

Go to Reports (Upper Tool Bar) > Accounting > Debtors Ledger (Group by Company or Travel Agent)

This will shows you all your current Debits and Credits. It is important to ensure that all departed and cancelled bookings have a zero balance.  You may want to give a copy to your Accountant.

If using AR Statements (Accounts Receivable)

Go to Reports (Upper Tool Bar) > Accounting > AR Statements (Enter the date range you wish to print statements for Choose - All Companies- Print)

These Statements are used to issue bulk debtors whereby you are transferring all outstanding accounts from the reservations to a Company or Travel Agent account i.e. Wotif, Need it Now etc

If using Statements

Go to Reports (Upper Tool Bar) > Accounting > Statements (Choose - Specific Company- Choose the Company – Tick Preview Before printing- Print)

These Statements are used to issue bulk debtors to Companies or Travel Agents which shows all the reservations with outstanding accounts.

Cash and or Charge Report

Go to Reports (Upper Tool Bar) > Management > Cash and or Charge Report

These report shows all cash received and or charges raised against each GL Code. Good for TAX reporting. You may want to give a copy to your Accountant.

Client by Region/Country

Go to Reports (Upper Tool Bar) > Management > Clients by Region

This report shows the number of reservations and tariff figures for bookings that come from a particular region or country.  The region is defined by the postcode on the reservation and the country is defined by the country field on the reservation.  A good report for Marketing.

Occupancy Report

Go to Reports (Upper Tool Bar) > Management > Occupancy

This report is used to look at the properties performance over a date range based on the occupancy level.  A Good report for Marketing.

Marketing Report

Go to Reports (Upper Tool Bar) > Management > Marketing

Report shows the number of reservations from particular reservation type/business sectors over a period of time and can be used to track reservation type/business sectors performance.  A Good report for Marketing.

Quarterly Reports

ABS Report (Australian and New Zealand clients only)

Go to Reports (Upper Tool Bar) > Management > ABS Report

This report shows the Occupancy and Accommodation Revenue statistics as set out by the Australian Bureau of Statistics.

Yearly Reports

 Occupancy

Go to Reports (Upper Tool Bar) > Management > Occupancy

Shows you your occupancy per category as well as total revenue.

YTD Cash

Go to Reports (Upper Tool Bar) > Management > YTD Cash

This report shows a comparison on the income received this financial year with last.

YTD Charge

Go to Reports (Upper Tool Bar) > Management > YTD Charge

This report shows a comparison on the charges posted this financial year with last.