Easy InnKeeping

  1. Recent changes
  2. EIK Release 11.0
  3. Eik Release 10.5
  4. Eik Release 10.0
    1. Eik Release 10.0 New Features
    2. Eik Release 10.0 Updated Functionality
    3. Eik Release 10.0 Bug Fixes
  5. Eik Release 9.1.1
    1. New Features
    2. Updated Functionality
    3. Bug Fixes
  6. EIK Release 9.0
    1. New Features
    2. Updated Functionality
    3. System Optimization
    4. Bug Fixes
  7. Eik Release 8.0
  8. Charts
    1. Daily
    2. Daily Rate
    3. Daily Room Type
    4. Detailed Weekly
    5. Hourly
    6. Monthly
    7. Monthly Room Type
    8. Room Type
    9. Weekly
    10. Weekly Room Type
  9. Condo
    1. Condo Maintenance
    2. Condo Owner Details
    3. Condo Reports
      1. Condo Owner Expense Reports
      2. Condo Owner Reports
      3. Condo Payment Reports
      4. Condo Owner Statement Reports
      5. Maintenance Reports
      6. Management Statement Reports
      7. Management Summary Reports
      8. Owner Statement Reports
  10. Easy InnKeeping Help
  11. Easy Innkeeping - Getting Started
  12. Features
    1. Cheque Management
    2. Color Settings
    3. Company Ledger
    4. Gift Certificate Setup
    5. Housekeeping Status
    6. Night Audit
    7. Option Settings
    8. Payment Transactions
    9. Run Night Audit
    10. Store Keeping
    11. Swimming Pool Management
    12. Travel Agent List
  13. House Keeping
    1. Category List
    2. Housekeeping Billing
    3. Housekeeping Reports
    4. Housekeeping Status
    5. Stock Management
  14. Point Of Sale
    1. POS Info
      1. Station
      2. Pos Type
      3. Session
      4. POS
    2. Table List
    3. Staff List
      1. Access Levels & rights
      2. Shift List
      3. Staff List
    4. Menu Item List
    5. Menu Group
      1. Main Group
      2. Sub Group
    6. Combo Pack
    7. Promo Code
    8. POS Billing
      1. GiftShop Billing
      2. Restaurant Biling
    9. Tax
    10. Kitchen Settings
      1. Kitchen list
      2. Kitchen Message
    11. Settings
  15. Reports
    1. Activity Log
      1. Activity By Date
      2. Activity by Employee
      3. Activity By Shift
    2. Analysis
      1. Expected Daily Income
      2. Future Reservations
      3. Reservation Activity
      4. Reservations Through OTA
      5. Reservations Through Referral
      6. Reservations Through Staff
      7. Reservations Through State
      8. StayOver
  16. Audit
    1. Close Out – Cash Out
    2. Night Audit
    3. Night Audit Occupancy
  17. Call Accounting Summary
  18. Charges Inventory
    1. Account Codes
    2. Inventory Sold
    3. Inventory Stock
    4. Inventory Tax
  19. Direct Billing
  20. Financial
    1. Amount Due
    2. Deposit
    3. Financial Report
    4. Income Summary
    5. Payment Settlement
    6. Payment Type
    7. Shift Report
    8. Tax
    9. Transaction Group
    10. Transaction
  21. Guest
    1. Guest Profiles (Sales)
    2. Guest Reservation History
    3. Guest History
    4. Guest Address
  22. Marketing
    1. Amount Of Sales
    2. Deleted Leads
    3. Leads
    4. Lead Status
    5. Lead Address
    6. Marketing Statistics
    7. Mass Email
    8. No. Of Downlods
    9. Sales Email
    10. Sales Personnel
    11. Staff Activity
    12. Testimonials
  23. Occupancy
    1. Daily Occupancy
    2. Daily Occupancy Summary
    3. Occupancy
    4. Inhouse Info
    5. POS Reports
      1. Daily Occupancy Report
      2. Daily Sales
      3. Item Wise
      4. KOT
      5. Table Wise
  24. Reservation
    1. Find Reservation
    2. Group Booking
    3. Guest
    4. Hourly Reservation
    5. Monthly Reservation
    6. Package Booking
    7. Quick Reservation
    8. Room Type Booking
  25. Travel Agent
    1. Travel Agent Statements
    2. Travel Agent Commission
  26. Other Reports
    1. Cheque Management
    2. Custom Reports
    3. Detailed Inhouse Info
    4. Form IV Report
    5. Laundry Management
    6. Purchase Report
    7. Sales Tax Report
    8. Stock Management
    9. Stock Item Wise Report
    10. Swimming Pool
    11. Tax Collect & Remittance
  27. Reservations
    1. Cancelled Reservations
    2. Checkin-CheckOut
    3. Check Out
    4. Front Office
    5. Group Booking
    6. Group Booking Summary
    7. Package Booking
    8. Reservation Summary
    9. Room Type assignment
  28. Setup
  29. Basic Easy Innkeeping
    1. Property Info
    2. Regular Rate setup
    3. Seasonal Rate setup
    4. Taxes
    5. Room Types
    6. Unit Set up
    7. Room views
    8. Amenities
    9. Bed Types
  30. Basic Easy Webrez
    1. Cms Editor
    2. Easy Webrez Cms Editor
    3. Online Template
    4. Online Widget
    5. Image Settings
  31. Advanced Easy Webrez
    1. Activities
    2. Color Settings
    3. Direction
    4. Display features
    5. Dynamic Text
    6. Gallery
    7. Photo page
    8. Property Description
    9. Property Rates
  32. Accounts
    1. Charges
    2. Credit Card
    3. Credit Card Types
    4. Discounts
    5. Main List
    6. Miscellaneous
    7. Payments
  33. Employee
    1. Access Level
    2. Shift List
    3. Staff List
  34. Easy Web POS
    1. Access level & Rights
    2. Combo Pack
    3. Menu Item List
    4. Menu Master Group
    5. Menu Sub Group
    6. Promo Code
    7. Settings
    8. Tax
  35. E-Connect
    1. Customers List
    2. Event Types
    3. Leads list
    4. Marketing Letters
    5. Objections
    6. Organization Types
    7. Order List
    8. Reason Types
    9. Reservation Letters
    10. Staff Response List

Recent changes #

How to use the beta Version:

  Beta Login Link: http://gracebeta.com/pmsui

Property Short Name, User Name and Password are same as your normal login details used to login to your live system.

Note: This is a test site.  Minor updates will be done in the application by the technical team on regular intervals.  Also, you should not make any guest’s reservations in the beta server. The reservation will stay in the beta server and it will not be shown in the live server.  You can make test reservations.

What’s New in New UI:

In the top of the main screen on the old system, there are black menus.  These have been removed in the New UI.

Setup Screen:

The setup menus in the top menu bar will be moved to a separate setup screen, which can be accessed by clicking on the Setup button in the top right corner of the main screen.

The different modules’ setup can be done here. The modules include Front office, Web Booking, Point of Sale (POS), Customer Relationship Management (CRM), Online Travel Agency (OTA) and Add on Features.

Reservation Screen:

All the reservation screens can be accessed under the “Reservation” icon which is located at the top of the screen.  When clicking the Reservation icon, by default it will navigate to the “Find Reservation” screen.  Other Reservation screens can be accessed on the left hand side of the screen.

Calendar Screen:

            To access the calendar screen, click on the “Calendar” icon, located at the top of the screen.

  1. All views of the calendar, such as Daily, Weekly, Detailed Weekly and Monthly can be accessed in the same screen by clicking on the respective buttons which are located below the status icons.
  2. To change the view to Room Name or Room Type, click on the Room Name/ Room Type dropdown before the Monthly view button.
  3. The Default Calendar which is located at the top right corner will show the calendar view that is setup under the Setup >> Default Settings page >> Default Calendar View.

   

Group Booking Updates

Group Booking function has been updated with the following features:

                                            

Changing Group Billing into Individual Billing and Vice versa

Steps:

  1. To change the Group Billing to Individual Billing, under the Group Booking Billing screen, click on the Individual Billing check box next to the respective reservation. Once it is checked, then all the room charges will be moved from Group Billing to Individual Billing.
  2. Once it is changed to Individual Billing, then the room charge and amount due will be shown in the right hand side of the billing button.
  3. If you want to change the Individual Billing to Group Billing again, then uncheck the Individual Billing check box.

Note:  When changing Individual Billing to Group Billing, only room charges and payments that are made in the Individual Billing will be moved to the Group Billing screen.

  1. In Group Billing, now the Blocked Rooms tab is now “Group Blocked Rooms” and the Reserved Rooms tab is now “Group Reserved Rooms
  2. In the Group Billing, Post-Tax Total is the sum of reserved rooms and also the blocked rooms

Searching a Group Name

Steps:

  1. To retrieve the existing Group Name and its related contact person’s information, click on the search magnifier next to the Group Name field. It will list the existing Group Names.  Click on the Group Name and all data for that Group will be populated in the appropriate fields.

.
Note:  When making any modification to the Contact Person details, it will update all the related Group Bookings that were created with this contact person previously.  You can change the Group Name for the existing contact person, without affecting existing Groups.

 Accessing Group Billing Screen

Previously, only when all of the rooms from the Blocked Rooms tab are reserved will the Group Billing screen be accessible, but now you can get in to the Group Billing screen even when the Blocked Rooms are not reserved.  Also, in the Group Billing screen, there will be separate rows for the Blocked Rooms and Reserved Rooms.

Making Payment in Group Billing

When making a Group payment, the reservations belonging to the group will be updated only when the Group amount due reaches “zero”.  Once the Amount Due reaches “zero”, then all of the reservations belonging to the Group will have the payment row added with the proper amount in the proper reservations.

Note: Until the Group’s Amount Due reaches “zero”, the reservations belonging to the Group Billing will not show as paid, even though payment was made in Group Billing.  Also, when the Amount Due in the Group Billing is “zero”, but if it is not updated to the respective reservation then click on the “Refresh” button which is located at the bottom of the Group Billing screen.

Making Payment in Individual Billing

            When making payments in any Reserved Room Billing (without checking “Individual Billing”) or while making a reservation in Quick Reservation Screen, then it is automatically moved to “Individual Billing”.  If any additional charges are applied in the reservation’s Billing, then the individual payment can be applied for that charge, in that reservation, and the Room Charges will remain in Group Billing.

For Existing Group Booking:

In existing Groups, if any partial payment has been made previously, then when making the full payment in the Group Billing screen, the partially paid reservation will not update the remaining amount but in Group Billing, the amount will be calculated correctly.

Minimum Nights Requirements

Minimum night stay requirements will no longer be applied via Rate Setup (Regular Rates/ Seasonal Rates) in the new user interface.  As an optimization, minimum nights for Front Office, Online Booking and OTA will be managed via Reservation Rule screen under Setup.

  1. Choose the From and To
  2. Check the “Minimum Night Stay” checkbox and enter the minimum number of nights in the textbox.
  3. If any particular day(s) (e.g. Sat and Sun) need the minimum nights applied during given date range, then check those day(s) checkbox.
  4. If any particular Room Type need the minimum nights applied during given date range, then check the respective Room Type’s check box and save the rule.
  5. Front Office and Online Booking Engine will automatically be affected. For OTA’s, go to Setup >> GDS Settings and push the availability to the respective OTA’s.

    Note: Existing minimum nights in the Regular and Seasonal Rates will be created for you in a Reservation Rule with all the days checked.  This will be done automatically in the back end when this is moved live.

EIK Release 11.0 #

EIK Release 11

New Feature 

Updated Functionality 

Bug Fixes

 

Occupancy Forecast

Occupancy Forecast will show the result based on the consolidated dates. It will shows the results for the single day in the each row.
To access Go to Reports>>Occupancy>>Forecast from the main menu.

  •    Number of Rooms – Total number of rooms booked on that particular date.
  •    Percent Occupancy – It will calculate based on the percentage of rooms occupied.
  •    Income – Total income for that particular day.
  •    AveragGo to calendar screen, right click on the cell click on block room. e Daily Rate – Average daily income for that particular day.
  •    Tot Rev Par – This will calculates based on Percent Occupancy X Average Daily Rate

 

GST

Steps:
1.    Go to Setup >> Basic Easy InnKeeping >> Taxes in the main menu.
2.    Add a tax with the tax type as “Percentage” and check the “India GST”. Based on the tax slab, the tax will be calculated automatically in the billing screen.
Note: You cannot select different tax types when Indian Tax is enable.
3.    Click on Save.

 

Note : By default the option under Features >> Default Settings >> Show Daily Rates on Bill will be set to “Yes” and Edit individual Room Charges on Billing Screen will be set to “No. This cannot be changed.

In the billing screen, you can edit the rooms based on nightly basis. For each day the respective tax slab will be calculated.


While taking the invoice print, the tax amount will be shown separately as CGST and SGST which is shown below:

 

Nightly Rate Edit

In the billing screen, rooms with multiple days can be edited on nightly basis. To do that follow the below steps.

  1. To enable this feature, need to contact support team. So it will be enabled from the admin.
  2. After enabling the Nightly Rate Edit option, by default the option under Features >> Default Settings >> Show Daily Rates on Bill will be set to “Yes” and Edit individual Room Charges on Billing Screen will be set to “No” by default. This cannot be changed.
  3. To edit individual nightly rate, click on the plus button near to the Room Charge in the billing screen. It will display the rates for individual nights.
  4. Click on the Edit icon (Pencil Icon) and change the rate as needed. The running total will adds the room rates for each day with the previous day amount.

Transaction ID in Payment Type Report

 

For generating a report based on the live payment transaction, the Payment Type report has been updated with a new column for transaction id and also a separate filtering option for live payments.

  1. Go to Report >> Financial >> Payment Type.
  2. Choose “Live Payment” from the payment dropdown.
  3. The payments which are done with live payments (with Transaction ID) will be displayed.

CVV code for Booking.Com

Reservation from Booking.Com with CVV code will not be retrieved/stored in Gracesoft.  Now you can directly get the CVV code from Booking.Com directly.

Bug Fixes

 

Flat Amount Per Night Tax

When increasing the number of rooms flat amount per night tax gets calculated in the reservation screen. This bug has been fixed.

Online Booking Engine Error

When processing a live payment in online booking engine, produces an error which causes double payment. This bug has been fixed.

Room Type Calendar Error

When changing the room charge for Booking.Com reservation to zero, it produces error in the Monthly Room Type calendar. This bug has been fixed.

Auto Email Error

When making a reservation in online booking engine with auto email condition for Birth Date error has been occurred. This bug has been fixed.

Cancelled Reservation in Custom Report

The cancelled reservations are shown in the custom report. This has been restricted not to show.

 

 

 

Eik Release 10.5 #

Eik Release 10.5

Shift List

     You can create different shifts to assign to your staff here. To create a Shift List, click on Setup>> Employee >> Shift List in the menu.

Steps:

1. Click on the Add button to add a new shift.

2. Enter Shift Number, Shift Name, From Time and To Time.

3. Click on the Add icon.

4. To edit the shift, click on the pencil icon.

 

Every time an employee logs in to the system using his/her credentials, the Select Shift Detail screen will be displayed. Each employee has to select his/her shift from the drop down menu before they can progress into the system.

 

Online Templates

     This feature will allow you to change the exterior look and feel of your online Booking Engine. It can be accessed by clicking on Setup>> Basic Easy Webrez >> Online Template.

– For Easy WebRez Online Booking Engine Version 1, templates 1-12 are applicable. For Easy WebRez Online Booking Engine Version 2, templates 13-19 are applicable. If you are unsure which version of the Booking Engine you use, please contact Support.

– You can click on the Preview button to see a preview of the template, or just click on the layout radio button to apply the template.

Note: Only the version-specific templates (as noted above) will be applied. Version 1 templates cannot be applied to Version 2 Booking Engine, and vice versa.

 

Default Settings

      To access the Default Settings screen, select Features >>Default Settings in the Main Menu.

Default Settings Overview:

Option Settings gives you a number of options to make changes to your Invoice setup, your page display setup, reservation setup, charts setup, time and date setup, color theme, Night Audit automation, Condo Owner Percentage, and Auto Email Settings. Enabling/Disabling the appropriate option in Option Settings will allow you to personalize Easy InnKeeping to your own needs.

Invoice Settings:

Invoice Settings allow you to make changes on your Invoice. Any changes made in the Invoice Settings will be reflected in the Invoice Screen (Invoice Details/Invoice) which is shown below. Enable or Disable display of daily rates, show or hide tax breakdown, show or hide check-in/check-out time, Select Price format and much more. You can view the Invoice screen on the Reservation Screen by clicking on the Invoice button.

Options under InvoiceSettings

Show Daily Rates on Invoice:

Selecting this option will allow nightly rates to be printed on the Invoice. This is useful when more than a single rate applies to a reservation and they are broken down clearly in the Invoice for the guest.

Show Tax Breakdown on Invoice:

Selecting this option will itemize the different taxes on the Invoice, as opposed to a single “Tax” line.

Edit individual Room Charges on Invoice Screen:

This option will cause Multiple Rooms to be split up into single rooms on the Invoice, so that individual rooms can be edited.

Show Property Logo:

Enabling this option will add your Property Logo to the Invoice Screen and the printed Invoice.  It can be viewed by clicking on the Print button.  Select an Invoice and click on Print Preview

Show Check In/Out Time on Invoice:

Enabling/Disabling this option will show/hide your property’s Check In and Check Out times on the Invoice screen.

Calculate Promo Discount Without Extra Person Charge:

This Feature will calculate promo discount without any extra person charge.

Select Price Format:

The format of your price – Decimal, Rounded or Ceiling can be set here. The Pricing format will follow whatever option has been enabled here.

Calculate Tax Without Discount:

This feature will calculate taxes for all charges except Discounts.  

Display Account Codes:

This feature will show the Account Codes for every item which has been added to the Invoice Screen in a numeric/alphabetic order. If “Numerically” is selected, Account codes will be displayed in their ascending numeric order. If “Alphabetically” is assigned, Account codes will be displayed in the ascending alphabetical order, based on their Description.  

Display Alert Messages:

Enable/Disable the display of Alert Messages. After making a reservation with this option enabled, a message will pop up on your reservation screen saying things like “You successfully saved this Reservation” or similar.               

Show Notes in Invoice:

You can display/hide the notes from the reservation screen on the guest invoice by enabling/disabling this option. Enabling this option will display your notes on the invoice. Click on the “Print” button to have your invoice printed.           

Allow Zero in Invoice:

When this option is set as YES, then you can have a room charge amount of zero in the invoice screen.   

Options under Page Settings

Calendar View:

You can change the calendar view to show by Room Name or by Room Type. Room Name will show the details of the rooms on the chart whereas Room Type will display the Rooms under their respective Room Type and can be expanded or collapsed.

Set Default Home Page To:

The default start-up page can be set here. The screen selected here will be the default screen that shows initially when you first log in to Easy InnKeeping.

Set No of Rows to be displayed:

This will determine the maximum number of rows that will be displayed per page in all Lists. For example, you can choose to display 10 rooms at a time in the Find Reservation Screen. To view rooms from room 11 onwards, click on the button in the lower right portion of the screen. Use the navigation buttons provided to move from one set of rooms to the other.

Show Guest Image:

This feature will show the Guest Image Button on the Reservation Screen. You can upload your guests’ image using this option.

Show Guest Document:

This feature will show the Guest Document Button on the Reservation Screen. Using this option, you can upload any relevant documents of your guests such as scanned copies of Government Issued Identity Cards etc.

Set Find Reservation Default Search:

The selected conditions here will be the default on the Find Reservation Screen.

Options under Reservation Settings

Note:  The Reservation Settings page will be displayed only when the Calendar view under Chart Settings is set to “Room Type”.

Do Not Assign Rooms During Reservation:

This option disables the option of making a reservation from the main menu. When “Do Not Assign Rooms During Reservation” is set to “Yes”, you can only make a reservation from the Reservation Chart, and it will open as an Unassigned Reservation page. If you try to make a reservation elsewhere, an alert message – “Permission Denied” will be displayed.  

Set Reservation Folio Number:

This feature will allow you to have a Unique number field in the Reservation Screen where you can manually enter unique reservation identification numbers.

Options for Chart Settings

Display Charts by:

This option allows you to display room details in the Availability Charts based on the following selections:

Unit Name:

Displays the Unit Name in the Availability Chart. If the reservations are unique to each unit name, use this option.

Unit No:

Displays Unit Number in the Availability Chart. Select this option if the reservations are based on unit numbers.

Unit No. & Unit Name:

This option displays both unit number and unit name in the Availability Chart.

Sort Charts by:

This option will sort the Room Names on the Availability Charts by either Unit Name or Unit Number.

Set Default Reservation to:

This selection allows you to choose the Quick Reservation or the Full Reservation screen as your default. Based on the option chosen, any new reservation opened from the Reservation Charts will open in that view. The Quick Reservation screen displays all the required details of the reservation in a single screen. The Full Reservation screen has a detailed view in different tabs.

Set Hourly Reservation to:

Full Chart will display full hour slots on the Hourly Chart and Semi Chart will show half hour slots.

Set Name to be displayed:

This feature allows you to choose how the guest’s name will display on the reservations in the Charts. For example, if you choose ‘Last Name’, Kumar Pradeep’s reservation will be displayed as ‘Pradeep’ in the reservation charts.

Set Status After Check Out:

After the rooms are checked out, we can set the status of the room by choosing from the dropdown list.

Display Room Status:

Enabling this option will display the Count of Rooms based on their status (Unconfirmed (2)) on the Monthly Availability Chart (Shown Below).

Floating Tool-bar:

While scrolling down on the availability chart, the days bar will be displayed when it is checked as “Yes”. On checking “No”, days bar won’t be shown while scrolling down.

Show Referral on Tooltip:

Enabling this option will display the Referral’s name on the tooltip.

Move Reservation With Old Room Rate:

This feature is used for moving the reservation from one room type to another room type with the same old rate.

Show Group Name: Enabling this option as “Yes”, will show the Group Name on the availability chart instead of showing the guest name.

Enable Multiple Room Selection: Enabling this option as “Yes”, in the room name calendar you can drag and select the cells to make block rooms, Multi Booking and change the housekeeping status.

Options for Date & Time Zone Settings

Use this date format:

All dates throughout the application will be displayed based on the format selected in this list. Dates can be of the following formats:

mm/dd/yy (month/day/year)

dd/mm/yy (day/month/year)

yy/mm/dd (year/month/day)

Show year in four digits:

Enabling this option will display the year in four-digit format. For example, “2017”.

Set default Check-In time:

The time selected here will be set as the Check In Time on the Invoice screen by default.

Set default Check-Out time:

The time selected here will be set as the Check Out Time on the Invoice screen by default.

Option for Color Settings:

Color Themes:

You can change the color theme of the entire application by choosing a color here.

Option for Languages:

Front Desk Language:

You can change the language of the text in the entire application.There are around sixteen different languages to choose from.

Options for Night Audit Settings

Run Night Audit Report every night at:

By checking this option, you can set a fixed time to run your Night Audit Report. The Night Audit report can be run each night at the chosen time and handed over to the Management of the property.

Options for Condo Owner Settings

Set Individual Owner Percentage: This setting is applicable only to users with the available Condo Module. This is the percentage of the reservation total that will be allocated to the Condo Owner. The Owner/Property Management percentage of revenue can be set here.When unchecked, you can enter the Owner’s and the Management’s percentage here.When checked, the percentages are entered in the Condo Owner Details page.

Option for Auto Email Settings

Always Check Auto Email:

Enabling this option will automatically send an E-mail to the guest, upon completion of the reservation. Note: You will have to enable the auto email in the Reservation Letter screen.

Daily Backup Report:

Backup report will allow the system to send a status report of Daily, Weekly and Monthly Charts on a daily basis to your property’s Email ID.

Information and Direction

      Property Description and Direction Info pages are included in a single page with two different tabs. To access this page, go to Setup >> Advanced Easy WebRez >> Information and Direction.

Property Description:

The Property Description feature provides the ability to enter information describing your property, any ongoing offers your property may have, and also allows you to enter content for directions to the property. The entered information is displayed in your booking engine.

Steps:

  • 1. Enter the Property’s Description.
  • 2. If necessary, mention any ongoing offers.
  • 3. Give Directions to your property from a popular landmark.
  • 4. Click on Save Changes button.

Direction Info:

The Direction Info page gives you the ability to provide guests directions to your property. You can add directions in two formats – either by specifying the complete address or specifying the latitude/longitude coordinates.

Steps:
1. Select the Input type from the drop-down menu.
2. Give the required address/latitude, longitude coordinates.
3. Provide description, if necessary.
4. Click on the Save Changes button once you are done. 

Room Type

     Room types can be setup under Setup>> Basic Easy InnKeeping >> Room type.  A room type can have multiple room names under it.

Note: When changes are made in the Room Type screen, all respective Units under the Room Type will be modified.  You no longer need to update each individual unit under the Room Type.  The following three fields get changed in the Units when we save the Room Type: 
1.    Room Name
2.    Max. Occupancy
3.    Amenities

For example, if the Luxury1 Unit has a Max. Occupancy of 3, and the Luxury Room Type has a Max. Occupancy of 2, then saving the Luxury Room Type will update the Luxury1 unit to a Max. Occupancy of 2.  Similarly, any changes made to Room Name and Amenities will be updated as well. 

Steps:
1.    Click on Add Room Type button to open the Add Room Type.
2.    If you want the room that you’re creating to be active, select the “Yes” radio button.  Marking your room as active will have it displayed on the availability calendar and enable reservations for that Room Type.
3.    Enter the Room Type Name and choose an existing Rate.
4.    Enter the Number of Beds and Maximum Occupancy for this Room Type.
5.    In No. of Rooms to Create, enter the number of Units you want created for this Room Type.   For example, if you enter 5, then 5 rooms will be created under this Room Type with the same information you provided for that Room type.
6.    Upload an Image if you wish to by just clicking on the Browse button. (Optional)
7.    Enter a Description for this Room Type. 
8.    If the room type has Amenities listed, select the ones you want included and click on the >> button.
9.    Then click on save button for your changes to take effect.

Also, you can edit the Room Type List and change the room type name and room type status. 

Unit Setup

      Single room settings can be changed in Unit Setup.  It can be accessed by navigating through Setup >> Basic Easy InnKeeping >> Unit Setup.

Steps:
1.    Click on the Add Room button to add or change the Unit.  The add room page will be displayed.
2.    By default, the room will be active.  If you want the room to be created but made inactive, select the “No” button.
3.    Select Room Type from the dropdown list.
4.    Enter Room Name and Room No.
5.    Choose the order to show in the charts like daily, weekly and monthly in the Display Order dropdown. 
6.    Enter the Maximum Occupancy you wish to set up for the room.
7.    Select the No. Of Beds and Bed Type from the Dropdown list.
8.    Check the option “Yes” or “No” to display the room in Online Reservation selection or not.
9.    Click the browse button to upload a nice picture of the room.
10.    Enter the room’s description. 
Advanced Settings: 
11.    Select the Room View/location, from the Dropdown list.  (Optional)
12.    To assign multiple rates to the room, check the check box near the rates.
13.    To show this room in the Online booking engine availability calendar, select “Yes” for Show Online Room in Availability calendar. 
14.    To assign the tax from the tax list page (the taxes which are set as true will be assigned), select the Default radio button. If you need to assign any particular tax, select the Variable radio button. 
15.    Single Rate option will enable charges for a single person (This is applicable only when the number of guest is one).
16.    To make the rooms Master and Partial, select the room you need as master from the dropdown and in another room select the room as partial for the master room.  
17.    If the unit has any of the amenities listed, select the appropriate choices and click on the >> button.
18.    Click on the Save button.Also, you can change the room name, room type, rate name, display order and active from the room name list just by clicking on the edit (pencil icon) next to the respective room.  You can filter the rooms based on the availability in the online (Booking Engine, Booking.Com and Expedia) rooms by selecting the particular filtering from the room filter dropdown menu. 

Custom Label

     The Custom label feature will enable User customized labels on some of the fields in Easy Innkeeping.  It is found by navigating to Setup >> Advanced Easy InnKeeping >> Customs labels.  You can change the labels in four different main screens and also the main screens will contain sub screens. The main screens with sub screens are listed below: 

–    Front Office (PMS)  
The changes made in this screen will make modifications in five related sub screens in Easy InnKeeping. 

 Booking Engine
The changes made in this screen will make modifications in Easy WebRez Online Booking Engine. 

POS Screen
The changes made in this screen will make modifications in the labels in the POS screens. 

CRM
The changes made in this screen will make modifications in the label in the lead and customer screens in the CRM. 

Property Info

     Property info allows you to enter detailed information about your property. To access Property info page, Go to Setup>> Basic Easy InnKeeping>> Property Info. Clicking on Modify Property will open up the Modify Property screen where you can make the desired changes.

Steps:
1.    Enter property name and contact information, as you would like it to appear on the guest Invoice.  In the address fields, you can auto fill the contact details by simply searching the particular location. 

2.    The email address which is entered here will be used as the “Sender” email address when sending the letters/email from Easy InnKeeping and Online Booking Engine. 
3.    The login credentials (Login Name and Password) of the Property Admin can be modified here.  Property Short Name is unique so that cannot be changed.  
4.    Click on the Browse button and upload the picture of your property and Logo separately.  Logo will be displayed on the invoice while printing. 
5.    Check the option “Center” or “Left Corner” for the Logo placement to appear on any online reservation. 
6.    Make note of your property short name, login name and password as these are essential to login to the software.
7.    Make the necessary changes and click on the Save button. 

 

Staff List

 

     The Staff List feature allows you to maintain a database of all your Front Office and POS staff along with their general and personal details. To access staff list, navigate through Setup >> Employee >> Staff List in the Menu.

Steps:
1.    Click on the Add button to add a new worker to the list.
2.    Enter the worker’s name in the Staff Name field of the Add Worker Page as shown.
3.    Enter User Name and Password of the worker. These credentials will be used in the login page along with the Property Short Name. 
4.    Select an Access Level from the list. Access Levels can be created under Setup >> Employee >> Access Levels. 
5.    Select Shift from the list provided. Shift can be created under Setup >> Employee >> Shift List.
6.    Also mention his/her Position, Email id and Phone Number. 

7.    To add other contact information of the worker, click on the More button. 
8.    Click on Save button to save the changes.
9.    You can also edit the staff details from the staff list page itself. 

Note: You can also add POS staff by checking the radio button “POS”. The login credentials will be used to login the POS billing screen. 

10.    Also, you cannot delete any staff.  If you need to delete or don’t want to access the application, you can Disable the staff.  The disabled staffs can be viewed by changing the “Hide Disabled Worker” setting to “No”.

Access Level

     Different levels of access for the staff can be defined in the Access Levels screen.  To create or modify Access Levels, click on Setup>> Employee>> Access Levels in the Menu.

Steps: 
1.    Under Access Level, you can see the list of all created access levels. This can be applied to the respective staff under Setup >> Employee >> Staff List. 
2.    To create new access level, click on the Access Rights tab and enter new access level name.
3.    Choose the permissions are allowed for the respective pages and click on Save button. 

Inventory Items

     The Inventory Items feature provides various options to setup your payment methods.  To access Accounts, go to Setup >> Inventory Items. The payments, charges, discounts and misc. pages has been consolidated into a single page with three tabs for Main Groups, Sub Groups and Items which is shown in the below screenshot.  

Steps:
1.    To add a main group, click on Add button, enter the name and click on Save button. 
2.    To view/ add a subgroup for a respective Main Group, click on the view button (eye icon) under View/Add SubGroups. 


3.    To add a new Sub Group under a Main Group, click on Add button and choose the Main Group from the dropdown menu and enter the name of the Sub Group and click on Save button.
4.    To view/ add an Item for a respective Sub Group, click on the view button (eye icon) under View/Add Items. 

5.    To add a new Item under a Sub Group, click on Add button. Enter the Account Item Name, select the Main and Sub Groups and enter a default amount in the field provided. 

6.    Choose the taxes to be added to the item.
7.    Enable Apply to Booking Engine also by marking the “Yes” button. This will shows in the online shopping cart.
 

Eik Release 10.0 New Features #

Eik Release 10.0 – New Features

Multiple Language Interface

New multi-language interface option allows you to choose from a list of multiple languages. To choose another language apart from default English, go to Features on the top menu bar then select Option Settings from the drop down menu and select a language of your choice from the Language section and click Save.

To revert back to another language for instance, select the other language from the language drop down box located next to Help.

Seasons and Holidays Definition

Now you can create a season like holiday season, summer season with multiple date range at once and then you can assign this season to multiple regular rates. Now you can minimize the work of creating multiple seasonal dates for each and every regular rates.

To do this click Setup from the top menu bar, then select Basic Easy InnKeeping and click on Rate Setup and click on Seasons and Holidays Definition and then Add Season.

After creating the season, click on Rate tab in the rate setup screen and then select on the regular rate name that you need to create a seasonal rate. At the bottom of the regular rate screen, click on Add Seasonal Rates checkbox and tick the season you need to create a seasonal rate. In the Rack Rate enter the seasonal rate and click on Save Rate Plan.

If the extra charges differ from existing regular rate setup then tick the Extra Charges different from Rack and add the extra charge amount for the new seasonal rates and click on Save Rate Plan.

To view the created seasonal rate, click on View Seasonal Rate Magnifier in the regular rate screen.

You can also edit any details of the created seasonal rate by clicking on the Edit button (Pencil Icon) and delete any particular date range by clicking on the Delete button and then update the changes.

Eik Release 10.0 Updated Functionality #

Eik Release 10.0

New Features

Multiple Language Interface

New multi-language interface option allows you to choose from a list of multiple languages. To choose another language apart from default English, go to Features on the top menu bar then select Option Settings from the drop down menu and select a language of your choice from the Language section and click Save.

To revert back to another language for instance, select the other language from the language drop down box located next to Help.

Seasons and Holidays Definition

Now you can create a season like holiday season, summer season with multiple date range at once and then you can assign this season to multiple regular rates. Now you can minimize the work of creating multiple seasonal dates for each and every regular rates.

To do this click Setup from the top menu bar, then select Basic Easy InnKeeping and click on Rate Setup and click on Seasons and Holidays Definition and then Add Season.

After creating the season, click on Rate tab in the rate setup screen and then select on the regular rate name that you need to create a seasonal rate. At the bottom of the regular rate screen, click on Add Seasonal Rates checkbox and tick the season you need to create a seasonal rate. In the Rack Rate enter the seasonal rate and click on Save Rate Plan.

If the extra charges differ from existing regular rate setup then tick the Extra Charges different from Rack and add the extra charge amount for the new seasonal rates and click on Save Rate Plan.

To view the created seasonal rate, click on View Seasonal Rate Magnifier in the regular rate screen.

You can also edit any details of the created seasonal rate by clicking on the Edit button (Pencil Icon) and delete any particular date range by clicking on the Delete button and then update the changes.

Updated Functionality

Room Status

Housekeeping status (Clean, Dirty, Vacant…) can be assigned to the particular room in the calendar screen to help the housekeeping staffs easily understand the status of each room by seeing the calendar. Each status can be assigned a color code and a customized name can be given.

To assign a color code for a Housekeeping Status, Click on Setup on the top menu bar, Select Advanced Easy InnKeeping from the drop down then select Room Status.

To edit a color code, Click on the Edit button (Pencil icon) next to the color code you would want to edit, and assign a color from the color picker and click save.

Click on the second tab of room status screen to view the Reservation Status screen. Reservation status color can be changed under this option.

Both Housekeeping Status and Reservation Status changes can be viewed in calendar as shown below : –

Rate Setup

Now the Regular and Seasonal rate screen are clubbed into a single screen under “Rate Setup” screen.

Rate Setup

Regular Rate

No. of guest label has been changed to “Included Occupants”.

You can edit a regular rate in the list itself by clicking on the Edit button (Pencil Icon) and update the changes.

Policy Setup

In Policy setup screen you can create policies and make that visible in Reservation Invoice, online reservation and shopping cart screens. There is a new Search option on the top right corner to search the policies easier.

Taxes

Tax can be set up under Setup>> Basic Easy InnKeeping>>Taxes.

Steps:

1. Click on the Add button to add a new tax. The “Setup Tax” page is displayed as shown.

2. Enter Tax Name.

3. Select the Tax Type.

4. Enter the tax rate in the Amount box.

5. If the tax applies to lodging, then check the Applied To Lodging check box. Taxes will beapplicable to reservations only if this check box is selected.

6. Click on the Save button.

Online Widget

The Online Check Availability and Book Now widget can be placed in your website so that it will be navigated to our online booking engine EWR and guest will booking online and booked reservation will be captured in the Easy InnKeeping application. To access, go to Setup>> Basic Easy Webrez >>Online Widget.

Choose the Widget/ Book Now, automatically code for the Widget/ Book Now will be generated. You can copy this code and implement this code in your website.

Auto Email for GDS reservations

The Auto Email feature enabled automatically for reservations that come from online travel agency.

Letters

To make an easy access with the letter we have upgraded the letter screen with a brand new design. To access this new letter screen, go to Setup >> Advanced Easy InnKeeping >> Letters >> Reservation Letters.

Existing Letter List Screen:

New Letter List Screen:

Creating a Letter:

Click on “Add Letter” button in the bottom of the screen to create a new letter.

Steps 1: Letter Description

Enter the Letter Name, Description and Submitted By and click on Next button. If you already create a letter then click on Upload HTML File and upload the created document and click on Save button.

Steps 2: Select a Template

Select anyone predefined template and click on Next button. To preview the template click on Preview button.

Steps 3: Edit Template

You can build the letter content up here. In the “Type Your Text Here” area click on the edit icon (pencil icon).

Add the contents also choose the fields like first name, last name…etc. from the custom field’s dropdown and then click on Save button.

Editing a Letter:

To edit the letter click on the edit button located at the right hand side or also click on the letter name.

Preview:

To preview the letter click on the preview icon located at the right hand side.

Auto Email:

To enable auto email condition click on edit button (Pencil Icon) on the particular Mail Name and choose the Send Date (Instantly after booking, After check in date…etc.…) condition from the dropdown list and enter the Days (if send date condition is “Before check-in date” and if “Days” is set to 2 days then the letter will be send automatically before two days from the check-in date for the particular reservation) for which the letter should send.

Note: Only the Mail Name those are checked in the Enable/Disable checkbox, those emails only automatically sent. You can check in the list page of Auto Email that those email are enabled will be shown in “Green” color.

Merge Letter (Bulk Email)

Click on “Bulk Email” icon (Letter icon, under action column) for the particular letter.

Choose the condition to filter and click on Email button

Based on the filtered condition, result will be showed. After that you can click on Send button.

Other Settings

To access the pages easier in one single place the following pages (Referral, Bed Types, Room View, Guest Type, Visit Type, Zip/ Postal Codes, Credit Card) have been consolidated into a single page named as “Other Settings”. To access, go to Setup >> Advanced Easy InnKeeping >> Other Settings in the main menu.

New Screen:

The feature will remain the same for all the screens with an additional Search Box option at the top right corner and Page Selection option at the bottom of the screen.

Activities

All the activities that your property includes can be added under the Activities. To access Activities, navigate through Setup>> Advanced Basic Easy Webrez >> Activities in main menu.

Add Activity:

1. To add an activity, Click on ADD Activity button.

2. Enter the Activity Name and Distance from the property.

3. Give some description and click on Save Activity Name. This will be shown in the Online Booking Engine.

Amenities

The different kinds of Amenities in your property are added and maintained in this screen. Amenities that you add in this screen will be displayed in the Unit Setup screen so that you can assign the amenities to the rooms. Also, it will also displayed in the Online Booking Engine. Amenities can be managed under Setup >> Basic Easy InnKeeping >> Amenities.

Add Amenity:

1. Click on the ADD button. The Add Amenity screen appears.

2. Enter the Amenity Name and Description.

3. Upload the Image by clicking on Browse button.

4. Click on Save button

Image Settings

Image settings give you the provision to set up images for various sections of your booking engine namely background image, amenities, Image for your logo, Direction and finally slider images. You can set up to five slider images for your booking engine.

To access Image Settings, navigate through Setup>> Advanced Basic Easy Webrez >> Image Settings in Menu.

Steps:

1. Choose the Slider Images by clicking on Browse button. We can upload five Slider Images.

2. Similarly choose the corresponding images for Amenities, Logo, Direction and Background images.

3. Once finished click on Save Changes button.

Photo Gallery

The Photo Gallery feature allows you to add images of your property along with a related description. The uploaded images and description will be displayed in the Online Booking Engine. To access photo gallery, navigate through Setup>> Advanced Basic Easy Webrez >> Photo Gallery in Menu.

Steps:

1. Click on the browse button to upload images of your property.

2. Write a description about your property in the “Paragraph” field.

3. Click on Save changes for your changes to reflect on your booking engine.

Eik Release 10.0 Bug Fixes #

Eik Release 10.0 – Bug Fixes

Bug Fixes

Online Booking Display Order

In Room Name page of online EWR booking engine, rooms display order is changed to list out alphabetically.

E signature

The default timing of 12.00 AM to 12.00 PM shown next to the arrival and departure date in E Signature email letter has been removed.

Online Booking Speed Issue

EWR online booking engine loaded slowly when there is no availability for the selected dates.

Detailed Condo Owner Report

Error when decimal values are entered in the custom fields of reservation screen.

Same Room Type with Multiple Units – GDS

When multiple rooms booked for same room type from the GDS not fall on PMS bug has been fixed.

New Features #

Eik Release 9.1.1

  1. PMS – Color themes

We can change the theme of the PMS software under Features >> Option Settings >> Color Settings in the main menu.

option-settings

color-theme-settings

You can change the theme from the list which is mentioned above or else you can also choose the default color.

colour-themes

  1. Bulk Blocking

We can make bulk blocking the rooms in the monthly chart by dragging over multiple cells of a selected room and right click on the cell and then click on “Block”. The selected rooms will be blocked.

bulk-blocking

  1. Easy Setup Wizard

Easy Setup Wizard is a feature that will allow the reseller to easily access the all setup pages by simply clicking on next button. Initially, the reseller will be given an easy setup wizard link which can be used only one time. After entering the link, enter the reseller ID and click on “verify” button. 

easy-setup-wizard

add-property-easy-setup

  • After creating the setup step by step, it will navigates to the “Room Listing” page at last and then finally click on “Finish” button. It will navigate to the PMS login page where you can enter the property short name, login name and password that were created in “Add Property” which is shown above. After login into the property, the setup details whatever created in the wizard will be shown in the property.

easy-setup-login

  1. Auto Markup- Axis Rooms

Auto Markup feature will add a certain percentage of amount of the room rate (Regular and Seasonal) in the PMS and the added amount will be shown in the Axis Rooms. So the Auto Markup rate in the Axis Rooms will be higher than the normal rate in the PMS. The Auto Markup rates can be fixed in the Regular and Seasonal Rates.

channel-manager-markup

  1. CRM – Quote field

Quotes Field is used to add the enquire details from the leads about the products like the product version and products pricing and other additional product purchases that are made.

crm-quote-details crm-quote-fieldcrm-quote-details

When sending marketing email, Quotes details can also be added by editing the letter in the marketing letters (Email Template >> Marketing Letters >> edit) and add the quotes details fields into the letter which is shown below:

\crm-details-edit

Updated Functionality #

Eik Release 9.1.1

  1. Multi Room Booking

We can enable and disable the Multi booking which has been performed in the daily, weekly and monthly charts by dragging the cell and right click the selected cells and then click on “Book Now”.

option-settings

  • To access this feature, navigating to Features >> Option Settings and under chart settings, “Enable Multiple selection” as “Yes” to make multi booking and “No” to disable the feature.

muti-room-booking

  1. Shared Reservation

When a share reservation is made for more than two guests then the reservation status of the primary guest will be displayed in the charts.

shared-reservation

When a reservation is made for group booking and then a shared reservation is made in that group booking then the group name will be displayed in the chart.

groupname-shared-reservation

Bug Fixes #

Eik Release 9.1.1

Detailed Value of Service

When clicking on “Display result” of detailed value of service report error producing bug has been fixed.

Access Levels

An employee which has “Permission Denied” access level rights can able to make changes in billing screen bug has been fixed.

Amenities

When editing any amenity and if that amenity is assigned to a unit, after editing it will be removed from the unit bug has been fixed.

Quick Reservation Discount adding Multiple Times

When making a reservation for two different rooms with room discount added and making a room to be deleted in the Full Reservation screen and opening the same reservation in Quick Reservation and perform any changes in the reservation will add room discount in the billing and history screen bug has been fixed.

Custom Labels in Thank You Booking Page in EWR

If you try to change the custom labels for Home phone, work phone, Cell phone and Email id will not change in thank you booking page bug has been fixed.

Bulk Email

When trying to send a bulk Email with subject name same as letter name then the content is not showing up bug has been fixed.

EWR Slider

In EWR, when using the template5 a blank slider will be display after the five slider with images moves over bug has been fixed.

Minimum Number of Nights EWR

When minimum number of nights is assigned in seasonal rates are not affected in the EWR without showing any error message bug has been fixed. Now if the number of nights does not match with seasonal minimum number of stay then it will display a message.

Letters

When a reservation has made for a different rate by changing the default, then while trying to send a letter that contains rates field, error will be produced and this bug has been fixed.

Find Reservation Online Reservation Cancel

In find reservation page, we can now cancel the online bookings by simply clicking on the “Online Booking” and click on find button. On the right side, cancel button will be located where we can cancel the online reservations

No Deposit Requirement in Easy WebRez

When “No Deposit Required” is set as Deposit type in PMS, still the reservation amount needs to paid bug has been fixed. Now if “No Deposit Required” is deposit amount will be zero in online booking EWR.

Quick Reservation Total Paid

When the amount is filled in the amount field and try to change the number of guest and number of children then extra amount will be added to the reservation bug has been fixed.

EWR Editor

When opening the editor by default, the first template is selected instead of selecting the template which has selected in PMS bug has been fixed. When clicking on save only header only will be saving bug has been fixed. Now the entire page will be saved. Any labels which are changed in EWR editor will not be changing in the PMS bug have been fixed.

EIK Release 9.0 #

New Features #

New Features

  1. Updated UI (User Interface)
  1. Overall Design

The New UI gives the software a fresh new look, while keeping the general layout and flow of using the software similar to the older version making the transition smooth to the New UI.

updated-ui-interface

  1. Mobile Compatible

The new UI is using “BootStrap” framework. The bootstrap framework allows the software to be responsive to the device the user is using. Meaning, that application will display in a format that is compatible to the screen size you are using at the time. There are still certain areas of the software that we need to optimize to work better on mobile devices, but this gives us the basic foundation. Feel free to share any areas on the software that could be updated for more efficient use on mobile devices.

  1. Property Name Displayed

The property name has been added to the upper left corner of the software, making it easy for multiple properties to identify which system they are using.

property-name-displayed

  1. Menu Bar Update

The entire drop down menus have been updated to display items in alphabetical order making it easier for the user, to find the right item.

menu-bar-update

  1. Auto Daily Backup Report

The daily backup report can now be emailed to the property automatically on a daily basis. You can have the system send a backup of reservations for today, the next 7 days, or the next 250 days. Once you receive the email, you can click on the link to download the report. This is recommended to be completed on a daily basis to ensure you have a copy of the most recent backup, in case you have an issue with your internet or there is an unexpected issue with our software, The auto email option can be set by going to the Features Menu >> Option Settings and then select the particular backup option from the dropdown menu.

auto-daily-backupreport

  1. Multi Property Search option in Easy WebRez Booking Engine

A “NEW” feature for multiple property setups that will display an option to search availability of a sister property when no availability is found at the current property for guest’s booking online. When enabling this feature (Only if the property has the multi property feature), your guest will get an option to search for availability at your sister property. Multi Property Search can be enabled under Setup>>Advanced Easy Webrez>>Property Rates.

multi-property-search

  • Easy InnKeeping Settings
  • Easy WebRez Booking Engine Display

booking-engine-display

  1. Optional Custom Thank You Page In Easy WebRez

A Feature that allows your guest to end up back on your website instead of the default thank you page on the booking engine. After the completion of the Reservation in Online Easy WebRez, you can assign your preferred Website page to display instead of showing the default “Thank You Page”. This option can be made under Setup>>Advanced Easy Webrez >> Property Rates.

custom-thankyou

  1. Room Lock feature for the Quick Reservation Screen

In new UI we can select the multiple rooms byjust clicking on the checkbox instead of selecting(CTRL + Click) on that particular room.

room-lock-feature-qr

  1. Dashboard

The home page of the new UI has added a “Dashboard” feature in which it gives you the status of your property.

dashboard

Updated Functionality #

Updated Functionality

  1. Reservation Status Legend Updated

The Status Colour legend has been updated to the top of the calendar screen and now includes a summary of the total reservation listed for each status for the current date, giving you a summary of the current day’s reservations and availability. The housekeeping status is still listed at the bottom of the page.

reservation-status-lgend

Alert Messages Option

Saving a Reservation

  • After completion of the reservation an alert message will be popup that “You successfully saved this Reservation” in the Reservation Screen.

aler-save

Leaving a Page

  • When leaving a page without saving changes, an alert message will be displayed to “Stay on Page” or “Leave Page. This feature prevent users from closing a screen by mistake that they meant to update, but did not save their changes.

leaving-page

– The display alert option can be enabled/disabled under Features>>Option Settings and then click on Display Alert Messages. Click onYes” to display the Alert and click on “No” to disable the Alert.

display-alert-messages

  1. Full Name & Guest Count Display Option on Monthly Chart
  • Full Name” (First Name and Last Name) along with “No. of Guest” can be displayed in the Monthly Charts.

full-name-chart

  • The display of Full Name & Guest Count can be enabled/disabled under Features>>Option Settings in the Black Menu, then select Set Name to be displayed as “Full Name & Guest Count” from the dropdown.

select-fullname-option

  1. Quick, Full, and Group Reservations are combined
    The Quick, Full, and Group Reservation screens can now be accessed through one screen. Allowing you the ability to easily switch between the different screens as needed. The system will still display your preferred screen by default. We can switch between these three reservation screens by clicking on the tabs located on the top of the reservation window.

combined-reservation-tab

  1. Same Day Reservation setting in EWR
    The Property can be active when the “Same day reservation” option is selected. The same day setting can be enabled under Setup>>Advanced Easy Inn Keeping>>Property Rates.

sameday-reservation-setting

  1. Multiple Email Option for Reservations

You can now send multiple emails from the reservation screen. Simply enter multiple emails separated with only a Comma (,) in-between the Email ID’s.

mutiple-email-option

  1. PayPal Masspay Option

Allows “Non United States” client to integrate the “PayPal” payment gateway option even if PayPal does not support this option for your country. (Additional fees apply).

  1. Reservations Through OTA Report

In Reservations, through OTA Reports few more New Fields have been added. They are OTA#, Address, City, State, Country, Zip Code, Phone, and No. of Guest

reservation-otareport

  1. Tax Report
  • A New Field “Tax Exempt Amount” is added in the Tax Report. This field will give you the amount of tax that was exempted. “Tax Exempt” feature is enabled through the Billing Screen of the reservation.

tax-report-new

  • To view the Tax Exempt amount in this field, you must Tick the “Tax Exempt” option in the Billing Screen.

tax-billing-details

  1. Option to control the Policy Display

We updated the options on the Policy settings page. You can now turn on/turn off the different policies display on the booking engine versus your printed invoice. The policy setting can be updated by going to Setup>>Advanced Easy Innkeeping >>Policies.

setup-policies

The policy screen is shown below, where we can add the policies by clicking on “Add Policy” button.

policy-station-list

  1. E-signature and Invoice Print in History page

The Guest E-Signature and Invoice print can be tracked in the History tab. By clicking on the printed E-Signature or Invoice print name in the history screen, the printed page will be displayed.

e-signature-invoice-print

  1. Reservation Notes Functionality
  • A New option to include your reservation notes on the printed invoice is available.. This option can be enabled by going to Features >> Option Settings>> Billing Settings.
  • Update the required text that can be stored and viewed in both the reservation notes and guest notes section. In addition, you can drag the lower right corner of the notes box to enlarge the viewing area.

option-settings

show-notes-settings

System Optimization #

System Optimization

Sales & Marketing Modified as CRM (Customer Relationship Management)

The Sales & Marketing label has been updated to CRM (Customer Relation Management) to better describe the feature and minimize the space being used in the menu bar.

system-crm-meny

Consolidated Easy WebRez (V3) Template into Easy WebRez (V2)

Templates which are used in Easy WebRez (V3) can be used in Easy WebRez (V2). It can be accessed under Setup>> Basic Easy WebRez>> Online Templates.

online-template

Easy WebRez Consolidation

All the features of Online Booking engine Easy WebRez (V1 and V3) have been consolidated to Online Booking engine Easy WebRez (V2).

ewr-customization

We have updated our Data Importing tool to help on boarding new properties to Easy InnKeeping.

  • This updated tool, allows us easily to import both guest and reservation data into Easy InnKeeping from different software applications. This still requires custom database work for us to move the data. (Additional charges apply).

Bug Fixes #

Bug Fixes

Offline Data

The date format should be MM/DD/YYYY and the separator should be (/).

export-excel

Right Click Menu

The compatibility for Right Click Menu in the Monthly Availability Chart has been fixed in Chrome. The menu will now appear when you right click on the reservation.

right-click-menu

Condo Changes

All the Condo Owner Names in the dropdown list have been arranged alphabetically. Under Condo>> Condo Maintenance Owner Name, Room Name, Created Date fields, “Sorting” feature have been fixed. Now we can sort the names by both the ascending and descending order.

Auto Emails not sending for EWR Reservations

Auto Emails which are not sending while booking on Online Booking engine bug has been fixed. Now we can send the Auto Emails from EWR without any difficulties.

Group Booking Guest Notes

The guest notes in the Group Booking screen have been fixed. Now we can save the notes using special character also.

Issues with loading EWR

Loading EWR from the client website bug has been fixed.

EWR Property Confirmation Email

In the Confirmation Email which came from EWR, at the bottom of the email “Book again from (property name and hyperlink to the property website)” has been fixed. Now if you click on the “Book Again Hyperlink” it will navigate to the property’s website instead of navigation to the GRACESOFT website.

EWR V2 Wrong Price Display

When the Extra Person Charges are added, the charge amount will be shown exactly in the show policy page.

Blank Confirmation Email

The issue of receiving Blank Confirmation Email from Online Booking engine has been fixed.

Multi Room Booking

Saving “Credit Card Number” and “No. of Children” field in Multi Room Booking bug has been fixed.

Right Click Check Out

In Monthly Calendar, the right click “Checkout” bug has been fixed. Now if the reservation has any amount due and attempted to checkout, a popup will be displayed that “You are trying to checkout this reservation, Amount due 2182.25 is pending. Do you want to continue?”

EWR Deposit Requirement

When setting up the Deposit Type, and selecting "No Deposit Required" and amount set to zero, the booking engine still collects the full deposit amount has been fixed. Now it will not take any amount if “No Deposit Required” option is choosed.

While trying to access the EWR widget from the property website and navigating to the EWR Booking Engine, property’s background image not visible bug has been fixed.

Reservation Rules
When adding a reservation rule, the “effect from date” on the reservation rule display, in international date format instead of US date format bug has been fixed.

  • EWR Background Image
  • GDS – Cancellations update

The cancellation process in Booking.com and Expedia bug has been fixed. We can cancel the Booking.com and Expedia Reservations.

No. of Kids Calculation in Multi Room Booking

In Multi Room Booking, the No. of Kids field will also calculate the Extra Person Charges.

Auto housekeeping implementation in EWR

Ability to have the Auto Housekeeping charge added to online reservations.

Auto lock in Unit Setup

This is related to the “Auto Lock” feature in the unit setup. The issue was, if you unblock a related unit, it did not unblock in other units. This Bug has been fixed.

GDS – Room Type Closes Issue

Room type closing and opening for GDS Booking has been fixed.

Minimum Nights Display in EWR

When booking for less than certain nights “Minimum Nights Message” will be displayed.

Allowing Zero in Amount Field

We can set the “Zero” value for the payment in the Billing Screen. We can enable/disable this feature under Features>> Option Settings>> Allow Zero in Amount Field.

zero-billing

Eik Release 8.0 #

Eik Release 8.0

  1. Gift Certificates

Gift certificate is a certificate issued by the Property to their guests who visit hotels often. It is like a debit card customer can make use of it while they visit hotels. It offers a fantastic selection of money – saving coupons by all favourite hotels, restaurants allowing them to enjoy a comfortable stay and dining without spending too much money. It saves money for the next visit to the restaurant with Gift Certificates.

Merits of Gift Certificates:

  • It offers money saving coupons to diners and business promotions services to restaurant owners. With the coupons, diners will be able to enjoy discounts on their next restaurant visit.
  • Coupon promotion services offer a great way for restaurant and Business owners to reach out to a brand new audience. They will find out these restaurants and feel enticed to give a visit.

Demerits of Gift Certificates:

  • It is non-refundable and cannot be redeemed or exchanged for cash, check or credit.

Uses of Gift Certificates

  • If the Gift Certificate had an amount greater than the purchased value which you have done, then a credit for the remaining amount will be placed on your file which can be used in future.
  • If your final invoice is greater than the value of your Gift Certificate you may pay the difference with cash, check, or credit card.

Friendly Usage of Gift Certificate through Easy Inn Keeping:

1.Getting Started with Easy Inn Keeping GO to the Menu Bar which is located at the top of the screen.

2.Click on Features →Gift Certificate Set Up

  1. Create Gift Certificate – Gift Certificates are issued by the Front Desk Executives to their guests.
  2. Front Desk Executives collect personal information from Guests as shown below:
  3. Click NEXT button as shown in the above image.
  4. Find some of the Gift Certificate Templates as shown below.
  • Gift Certificate Format

Gift certificate billing screen:

  1. In Billing screen the Gift Code and the amount and the other details are generated by default and Confirmation # pops up automatically which is right at the top above of the Gift Code
  • Find Existing Guest

Steps:

  1. EasyInnKeeping automatically saves all guest details like Name, Email ID etc. This database helps in filling details of recurring guests.

After typing the Guest Name, Email ID click the magnifying glass and the system picks the corresponding guest details from the current view to future reservations.

  • Gift certificate Purchase print bill screen
  • Billing Screen

Step 1: Go to Setup- > Account type -> Payment -> gift certificate payment.

Step 2: User has to enter the gift certificate code and when 10 digits are enteredautomatically the status will be shown.

Step 3: If the status is outstanding the amount will be displayed in the amount text box which is shown below in the Billing page.

  • Billing page – Gift certification Redeemed / used before save

Step 4: Then click on the SAVE button and the Gift certificate code will be added in the billing list as mentioned in the screen below:

  • Billing page – Gift certification Redeemed / used After Save

If the Gift Certificate is not used before the Expiry Date, then the Gift Certificate cannot be used.

Find Gift Certificate Details

Guest can find Gift certificate Code details

  • Gift certificate Report

Step 1: To pull the Report Go to Easy InnKeeping → Menu bar → Reports

Financial Reports → Transaction Report

  • Gift Certificate Status:

Step 1: To know the status of the Gift Certificate → Go to EasyInn Keeping → Features → Gift Certificate Setup → Gift Certificate Report as shown in the image below:

  • When the gift certificate is sold by the property, the certificate status will be shown as Sold out or Outstanding in the gift certificate table under the Gift certificate Report.
  • When the gift certificate is used/ redeemed the status is shown as Used.
  • When the gift certificate date expires, the status is shown and reflects as expired.
  • According to the status, the gift certificate report will be generated.
  1. EWR Hourly Reservations

An hourly reservation in EasyInn Keeping is the same option adopted in Online booking. It is easy to use and is a friendly – user, safe to book the reservations through online and holds a greater convenience, efficiency to the guest. It is an application which supports reservation through online. It helps consumers to book hotels and other services through online. This is a much essential application for the hotel industry and it has become one of the fastest growing sales channels.

  • Advantages

Customers on the go can even make reservations on their smart phones or tablets. There is no need for lengthy phone calls or visits to hotels or to an agency — with just a few minutes and a click of the mouse, you’ll have all your plans finalized.

Steps:

STEP 1: Setup→ Online Settings → Property Description, To enable the Online option

Check the boxes as per the screen mentioned below.

STEP 2: PMS have to opt for few procedures for booking through Online – PMS Settings.

Go to Setup →Unit Setup →fill the necessary details Unit name, Room Type, Start time, End time, Rate name column and Online room (yes) to be clicked and save changes.

STEP 3: Go to Setup→ Rate Setup→ Regular rates as clearly stated below fill the details and Save Rate Plan.

Step 1: While booking through “ONLINE” we can find the “Hourly Reservation “ menu in the right corner of the page, just CLICK on the Menu and you can find rooms available for hourly basis

Step 2: Next you can check the availability of rooms and fill the column details: the Arrival date, Start time, End Time, Total hours and No. of Guests and then click the “NEXT” button.

Step3: Next you can see the widget showing all the details filled and review the policies and just give a tick in the Check Box at the end of the page and click the NEXT button

Step 4: Fill all the *(asterisk) fields shown in the screen below. At the bottom of the page click the FINISH button.

Step 5: SAVE button.

  1. Stand Alone Guest Agreement

It is a form of a letter sent by the Properties to their guests to receive a specimen signature for evidence both from the direct and online booking guest. A specimen signature is an official “copy” that is kept on file and if needed in the future and can be used to validate if a signature is genuine.

In future, electronic signature capture for the mobile guest check-in allows guests to sign, check-in , receipts or registration cards using a tablet or Smartphone, speeding up the check-in process and reducing paper costs. Front desk personnel only need to log in to the GraceSoft PMS with a tablet or Smartphone to access this feature.

  • Faster check-in
  • Cuts paper and printing costs
  • Friendly Environment

STEP 1: Getting started with EasyInn Keeping Go to the Menu Bar which is at the top of the screen Reports → Letters → Create a Policy Letter in PMS.

Step 2) Go to the Full Reservation booking for the particular guest and CLICK on the Billing button at the bottom of the page.

Step 3) Click the Policy Signature button at bottom of the screen.

Two options will be displayed -> a) Local Rez System and b) Online booking.

The options are displayed for the properties for which the online booking engine is enabled. While selecting the Local Rez system, the front desk executives follow the process to get the signature from the clients using the hardware device.

Step 4: Online booking option, it will get into the page where they have to select the mail and Front Desk Executives should send along with the URL and agreement page in which the client will sign and send it back to the concerned property.

Step 5: Click the dropdown button as shown in the image shown below. Select a letter.

Step 6: After clicking you will find a screen as shown below. Click this URL to Sign and you will find a small box → Please Sign here

The guest signs in the above box and sends it back to the Property. This signature option allows properties to gather information before they arrive to the property agreeing to the terms and conditions at the time of the booking. Once the signature is captured, it will be updated and stored in the history tab of the reservations.

  • In Multiple Rate if you click “Yes” button, different rates are displayed. The properties can set or click any number of rates for a room type.
  • If they click “No” button, multiple Room Type rates will not be displayed.
  • SAVE button.

There is yet another option to set the rates through Yield Management. The rate setup in EasyInn Keeping reflects both in Single room (unit) and Room Types.

Step 3: In EasyInn Keeping Go to → Quick Reservation screen can see the rates at the right corner as image shown below. In unit setup all the rates selected are exhibited in both Quick and Full Reservation screen and images are laid down below.

  1. Multiple Rates in EWR Booking:

Step 1: Getting started with EasyInn Keeping Go to Setup >> Click Unit Setup as listed below:

In EasyInn Keeping the rate we shown or set the same reflects in EWR booking. The customers can view the multiple rates available for a single room. They can select rates accordingly to their wish. It saves their time and easily accessible.

The Online screen laid down below for better understanding.

  1. Unit Description in paragraphs and would like it to appear in paragraphs on the Booking Engine

Step 1: Getting started with EasyInn Keeping Go to Setup >> Click Unit Setup can find a screen below:

In a Unit Description column the properties will exhibit their ambience and just highlight the facilities they are providing in a particular unit.

STEP 2: Through EasyInn Keeping the Unit Description designed in such a manner the paragraph are spitted into two or three so it easily attracts the guest to read gist of the room and select room easily without any confusion.

STEP 3: In a same manner in Online Booking while checking the availability of rooms the guest can understand by reading unit description while booking.

Advantages:

→ Time Consuming

→ Guest need not unnecessarily have to contact hotels for further needs.

  1. Update Option in Daily Rate Chart

Step 1: Getting Started with EasyInn Keeping, Go to Menu Bar → Charts → Click Daily Rate Chart as per screen below:

Step 2: Select Edit button as shown in the screen below and modify the unit rate with a specified unit.

Step 3: After editing the unit rates click update button to finish task.

Step4: Save Button

Step 5: After finishing the task, the updated rate is pulled up in the Reservation screen and can locate the rate updated as shown arrow mark below.

  1. Yield Management

It is a set of yield maximization strategies and tactics meant to improve the profitability of certain businesses that focus on yield. It is complex because it involves several aspects of management control, including rate management, revenue streams management, and distribution channel management.

Yield management is multidisciplinary because it blends elements of marketing, operations, and financial management into a highly successful new approach. Yield management strategists frequently must work with one or more other departments when designing and implementing yield management strategies.

How to Increase Revenue in Hotels

Travellers will always need someplace to stay when out of town on business or on vacation. Make your hotel their preferred option by offering the right balance of customer service and price. Offer a unique environment or specialty services to differentiate yourself from the competition, and limit the number of rooms you offer at discounted rates. Consider hiring an expert in hotel revenue management to study your operations and identify areas in which you can increase revenue, as well as provide associated training to your staff.

Use by Industry:

Hotels use this system in largely to calculate the rates, rooms and restrictions on sales in order to best maximize their return. These systems measure constrained and unconstrained demand along with pace to gauge which restrictions to implement, e.g. length of stay, non-refundable rate, or close to arrival.

Yield management teams in the hotel industry have evolved tremendously over the last 10 years and in thisglobal economytargeting the right distribution channels, controlling costs, and having the right market mix plays an important role in yield management. Yield management in hotels is selling rooms and services at the right price, at the right time, to the right people.

Step: 1 Getting Started with EasyInn Keeping >>Go to Setup >> Yield Management

Step: 2 Click a button and see the screen below

Easy Inn Keeping is designed in such a manner the properties can opt any three methods so that they can increase their yield according to the demand and supply.

Last Minute Deal

Occupancy Rate

Free Night Stay

Step: 3 Go to Date Bar you can see the screen a Rule Title, Start Date, End Date, Lead Days and % of Base Rate .

  1. Rule Title type as Christmas Deal
  2. Start Date type as 12/01/2015
  3. End Date type as 12/31/2015
  4. Lead (Days) type as three days means guest as to book the units 3 days before or if they book during Xmas the hotel rates increases gradually say 200 or 300% than the regular rate.

For Eg: A unit rate is $150 and if a customer comes to book a room on 12/24/2015, unit rate is $150 will be higher than the regular rate. Due to peak season, guest pay the amount $150 instead he pay $300 or $450.

  1. SAVE the button.

Properties just push the rates higher in order to earn an income. In such a situation the Properties opt tricky way called as “ LAST MINUTE DEAL” .

Occupancy Bar:

Step : 4 If you opt OccupancyBar Click Occupancy Button. The procedure follows as per below

  1. Rule Title type as 95% occupied
  2. Start Date type as 12/25/2015
  3. End Date type as 01/10/2016
  4. Room Occupancy type as 95%

For Example: The rooms will be occupied by the guest in the property say 95% , the balance percentage the properties will try to hike prices may be double rate with the regular rate to earn a profit according to a demand.

  1. % of Base Rate type as 200
  2. SAVE button.

Flexible Rate Bar:

Step 5: If you go for Flexible Rate, Click Flexible Rate button. The procedure follows as below,

  1. Rule Title type as Book within 2 days 20% discount ( Morning Breakfast free for one day)
  2. Start Date type as 12/30/2015
  3. End Date type as 12/31/2015
  4. Actual Stay type as one day (1)
  5. Type :

Free Night Stay Discount

Some guests are quite flexible with their travel schedule and they may want to stay extra night or two. In such a situation the Properties provides an attractive offers to their guests called “Free Night Stay”.

Secondly offering guest 50% discount for additional night, in such a situation guest pay unit charge less than a normal rate for extra day. During off season or in peak season the properties will stabilize their income by giving discounts or increasing the prices to their guest .

SAVE button

  1. Meaning of Global Distribution System:

A worldwide computerized reservation network used as a single point of access for reserving, airlines, hotel rooms and other travel related items. The premier global distribution systems are Amadeus, Galileo, Sabre and Worldspan. They are owned and operated as joint ventures by major airlines and hotel groups. Also called automated reservation system (ARS) or computerized reservation system (CRS).

In this competitive and confusing scenario, the GDS network has surfaced as the undisputed answer. Hotels that are plugged into the GDS are ensured of their room nights being distributed across the biggest hotel booking resource. However, the GDS interface can be very challenging for hoteliers. The sheer volume of Travel Agents and competing hotels means that managing your room nights across the GDS can be very time consuming.

Significance of GDS:

It is very important to be on the GDS because this information is the only information travel agents will see. Also, the portal travel sites are usually the first places guests will go to search for their next vacation. The more visible you are on the internet the more reservations you will acquire.

GDS Code Optimization:

Code optimization is a set of methods of code modification to improve code quality and efficiency. A program may be optimized so that it becomes of a smaller size, consumes less memory, executes more rapidly, or performs fewer input/output operations.

It executes the work more rapidly, or is capable of operating with less memory storage or other resources, or draw less power.

  • An optimization must preserve the meaning of a program.
  • Cannot change the output produced for any input .
  • Cannot introduce an error
  • Transformation should be worth the effort.
  1. Offline Data
  • The Offline Data is used when there is internet outage the Properties can opt this method to prepare the reservation without any further delay.
  • Step 1: Go To EasyInn Keeping → Menu Bar → File → Offline Data. Find the screen listed below:
  • Step 2 : An excel file will be opened. Click New reservation given in the middle (box type) of the excel.
  • Step 3: A Quick Reservation screen will be opened in the Offline Data, book the reservation and SAVE button.
  • STEP 4 : In the same excel file Click “New Reservation” as arrow mark shown below and can fetch the details of reserved units.
  • STEP 5: Save the Excel file.
  • STEP 6 : Choose the excel file. The datas stored in excel file will be moved to EasyInn Keeping through Import from Excel as image shown below.
  • STEP 7: Go to Easy Inn Keeping → Menu Bar → Reservation → Quick Reservation. Through Easy Inn Keeping can find the reserved details in Quick Reservation as shown below.

Daily #

Daily Chart

Overview

The Daily Reservation Chart shows a list of all the units in your property, its occupants for the current day and their respective Check In and Check Out Date & Time, along with the room status.

Navigation

To access Daily Chart, go to Charts>> Daily in the Menu else you can also click on the “Daily” icon in the Main Menu.

daily-charts

daily-chart-icon

Steps:

1. Click on “Book Now” to make new reservation for that particular room.

2. For modifying the reserved reservation, just click on the reserved reservation. It will open the reservation page where you can modify.

daily-chart-book

Features

Left Top Corner Date

1. The dates of the current month are displayed on the top of the screen. By selecting a particular Month (December is chosen below) we can see the particular month’s reservations.

daily-chart-left-corner

2. A virtual calendar (12/09/2015) is displayed in the left margin will bring the mentioned date’s reservation which is shown below : –

– Right Corner Tabs

1. Clicking on Add Res, It will open reservation page for the current date.

2. Depending on the settings in Option Settings which is shown below, Quick Reservation or Full Reservation will be opened while clicking on Add Res.

daily-charts-add-reservation

option-daily-add-reservation

3. Clicking on Today button, even if the chart is in different date the chart will automatically show the current date’s details to the screen.

daily-charts-select-date

4. To move the calendar for next 30 days click on >>30 button.

5. To move the calendar for past 30 days click on << 30 button.

6. To move the calendar for next 7 days click on >>7 button.

7. To move the calendar for past 7 days click on << 7 button.

Status Bar

1. The red box which is highlighted below is known as Status Bar. In Monthly Availability Chart, the rooms which are booked will display the status of the room in the cell with their respective colours.

2. Status colour can be changes under Features>>Color Settings.

color-settings

select-colors

Room Name

1. Room Names in the left corner will display the room names which have been created in Unit Setup.

room-names

Book Now

1. By placing the pointer on a cell it will automatically changes to Book Now in green colour.

booknow

2. Then click on Book Now. It will direct to the reservation page and we can make a reservation for that particular day which we clicked on the chart cell.

Booked Reservation

1. By placing the pointer on a booked reservation it will pop up the details of the Guest and the reservation details which is shown below : –

2. By clicking on booked reservation, it will open the reservation page where we can make changes to the reservation if necessary.

quick-reservation

Right Click Options On Booked Room

By right clicking on a booked room a list of options will be shown.

book-rightclick

1. Move option will move the booked reservation from one date to another date, after clicking on Move right clicking on an empty cell and click on Replace option.

We can also move the reservation from one room type to different room type room by making settings under Features>>Option Settings >> Chart Settings>> Move Reservation With Old Room Rate and click on Save button which is shown below : –

2. We can mention the Status of the room whether it has been Confirmed, Check in, Check out, Fully Paid and Non Paid. After making any Status listed above, booked reservation will changes to that Status colour.

color-settings

option-daily-move-reservation

3. Click on Modify, to modify the reserved room.

4. By clicking on Delete, the booked reservation will be deleted. It cannot be retrieved later.

5. Cancel option will cancel the booked reservation. By clicking on Cancel, Cancellation screen will be displayed where we can make charge to the guest. Once the cancellation amount is enter click on Cancel button which is shown below : –

chart-cancel-reservation

6. Share With option will share a single room with No. of guest. We can utilise this option only when the Share Room is enabled in Quick Reservation.

quick-share quick-share-detail

1. If the reservation is allowed to Share Room then in Monthly Availability Chart, the reservation’s ID will be shown instead of showing Guest Name.

2. By right clicking on the Reservation ID we can share the room which is shown below :

3. By clicking on Share With, Quick Reservation Screen will be opened for same reservation ID another reservation is made which is shown below : –

quick-share-detail

Housekeeping Status

1. Housekeeping Status will identifies the status of the room whether it is Dirty or Clean to housekeeping Staffs.

housekeeping-status-color

2. Housekeeping Status along with its respective colours will be displayed at the button which is shown below : –

3. View Guest Info will display the guest details which is shown below : –

housekeeping-addguest

4. Print Bill option will print the billing screen.

house-printbill

5. Payments & Charges option will opens the Billing Screen where we can make any payments and charges to the reservation.

billing-details

6. Letter option will send letters to the guest for any intimation regarding reservation. Select and click on Send Email.

billing-details select-letter

Daily Rate #

Daily Rate Chart

Overview

Daily Rate chart provides easy reference for daily room occupancy and room rates.

Navigation

  1. To access Weekly Chart, go to Charts>> Daily Rate Chart in the Black Menu.
  1. The chart shows a list of all the units in your property and its daily rate for the current week. Rates will be displayed for the unoccupied units. We can change the daily rate for the room names by clicking on edit and update the rates for the particular room name and date.
  1. A virtual calendar is displayed in the top left. You can check this for any week by selecting a day in the calendar icon and then click on the “GO” button.

Daily Room Type #

Daily Chart by Room Type

1. To view the Daily chart by Room type, initially change the settings under Feature>>Option Settings and under page settings select the Calendar View as “Room Type

option-settings

2. Under Charts >> Daily Room Type, the Daily room type chart will be opened.

option-page-roomtype

3. In Daily Room Type chart, we can see the room names along with the room type. The Number of rooms for respective room type will be displayed at the top of the room type.

daily-roomtype

4. Click on “Book Now” to make new reservation for that particular room.

5. For modifying the reserved reservation, just click on the reserved reservation. It will open the reservation page where you can modify.

daily-roomtype-calendar

daily-roomtype-book

Detailed Weekly #

Detailed Weekly

Overview

Detailed Weekly chart shows more details on the page. The details which can be seen in the chart are Unit Name, Unit Number, Unit Type and Unit Rate.

Navigation

  1. To access Detailed Weekly Chart, go to Charts>> Detailed Weekly Chart in the Black Menu.
  2. By keeping the mouse pointer on the room name, the room name details such as Regular Rate, Weekend charge and Extra Person Charge.
  3. A virtual calendar is displayed in the top left. You can check this for any week by selecting a day in the calendar icon and then click on the “GO” button.
  • Features
  • Left Top Corner Date
  1. The dates of the current month are displayed on the top of the screen. By selecting a particular Month (December is chosen below) we can see the particular month’s reservations. 
  2. A virtual calendar (12/09/2015) is displayed in the left margin will bring the mentioned date’s reservation which is shown below : –
  • Right Corner Tabs
  1. Clicking on Add Res, It will open reservation page for the current date.
  2. Depending on the settings in Option Settings which is shown below, Quick Reservation or Full Reservation will be opened while clicking on Add Res.
  3. Clicking on Today button, even if the chart is in different date the chart will automatically show the current date’s details to the screen.
  4. To move the calendar for next 30 days click on >>30 button.
  5. To move the calendar for past 30 days click on << 30 button.
  6. To move the calendar for next 7 days click on >>7 button.
  7. To move the calendar for past 7 days click on << 7 button.
  • Status Bar
  1. The red box which is highlighted below is known as Status Bar. In Monthly Availability Chart, the rooms which are booked will display the status of the room in the cell with their respective colours.
  2. Status colour can be changes under Features>>Color Settings.
  • Room Name
  1. Room Names in the left corner will display the room names which have been created in Unit Setup.

 

  • Book Now
  1. By placing the pointer on a cell it will automatically changes to Book Now in green colour.
  2. Then click on Book Now. It will direct to the reservation page and we can make a reservation for that particular day which we clicked on the chart cell.
  • Booked Reservation
  1. By placing the pointer on a booked reservation it will pop up the details of the Guest and the reservation details which is shown below : –
  2. By clicking on booked reservation, it will open the reservation page where we can make changes to the reservation if necessary.        
  • Right Click Options On Booked Room

By right clicking on a booked room a list of options will be shown.

  1. Move option will move the booked reservation from one date to another date, after clicking on Move right clicking on an empty cell and click on Replace option.

We can also move the reservation from one room type to different room type room by making settings under Features>>Option Settings >> Chart Settings>> Move Reservation With Old Room Rate and click on Save button which is shown below : –

  1. We can mention the Status of the room whether it has been Confirmed, Check in, Check out, Fully Paid and Non Paid. After making any Status listed above, booked reservation will changes to that Status colour.
  2. Click on Modify, to modify the reserved room.
  3. By clicking on Delete, the booked reservation will be deleted. It cannot be retrieved later.
  4. Cancel option will cancel the booked reservation. By clicking on Cancel, Cancellation screen will be displayed where we can make charge to the guest. Once the cancellation amount is enter click on Cancel button which is shown below : –
  1. Share With option will share a single room with N no. of guest. We can utilise this option only when the Share Room is enabled in Quick Reservation.
  2. If the reservation is allowed to Share Room then in Monthly Availability Chart, the reservation’s ID will be shown instead of showing Guest Name.
  3. By right clicking on the Reservation ID we can share the room which is shown below :
  4. By clicking on Share With, Quick Reservation Screen will be opened for same reservation ID another reservation is made which is shown below : –

Housekeeping Status

  1. Housekeeping Status will identifies the status of the room whether it is Dirty or Clean to housekeeping Staffs.
  2. Housekeeping Status along with its respective colours will be displayed at the button which is shown below : –
  1. View Guest Info will display the guest details which is shown below : –
  1. Print Bill option will print the billing screen.
  1. Payments & Charges option will opens the Billing Screen where we can make any payments and charges to the reservation.
  1.  Letter option will send letters to the guest for any intimation regarding reservation. Select and click on Send Email.

 

 

 

Hourly #

Hourly Chart

Overview

The Hourly Reservation Chart shows the rooms that are available on hourly basis.

Setup

1. Go to Setup>> Basic Easy InnKeeping>>Unit Setup.

unit-setup

add-room

2. Click on “Add Room” and assign Room Type as “Meeting Room”. The Rooms which are assigned as Meeting Room as room type will be shown in Hourly Reservation Chart.

addroom-meeting

Navigation

To access, go to Charts >> Hourly in the Menu.

houly-charts

Steps:

1. Choose any “Meeting Room” and click on the “Cell” in the Chart. It will direct to the Hourly Reservation Screen. Fill the necessary details and Save the Reservation.

hourly-room-select

2. We can change the Viewing of the chart by clicking on any viewing method in “View Mode”.

3. We can also book on a particular day by choosing the “Date” which is present at the top left corner and click on “Go” Button.

4. Clicking on “New Reservation” will open the Hourly Reservation Screen.

Monthly #

Monthly Availability Calendar

Overview

The Monthly Availability Calendar shows a list of all the units in your property and its occupants for the current month. The slots within the calendar are filled with colors that signify different statuses of reservation. The respective status for each color code is also contained on the availability screen.

Feature

To access Monthly Availability Calendar click on Charts>>Monthly on Menu.You can also access Monthly Availability Calendar by clicking on Monthly Icon in Main Menu.

monthly-charts

monthly-chart-icon

monthly-calendar

Left Top Corner Date

The dates of the current month are displayed on the top of the screen. By selecting a particular Month (December is chosen below) , you can see the particular month’s reservations.

monthly-left-date-select

A virtual calendar (12/09/2015) displayed on the left margin will help you to view the reservations for the particular date you select on the calendar. Or you can select from the Months drop down, and all the reservations specific to that particular month will be pulled up on your monthly availability chart.

Right Corner Tabs

Clicking on Add Res, will open reservation page for the current date.

monthly-add-reservation

Depending on the settings that you have enabled in Option Settings which is as shown, Quick Reservation or Full Reservation page will be opened, while clicking on Add Res.

weekly-reservation-settings

Clicking on Today button will allow the chart to display all the reservations of the current date.

monthly-right-date-select

To move the calendar for next 30 days, click on >>30 button.

To move the calendar for past 30 days, click on << 30 button.

To move the calendar for next 7 days, click on >>7 button.

To move the calendar for past 7 days, click on << 7 button.

Status Bar

The red box which is highlighted below is known as Status Bar. The Status bar consists of different color codes that signify various statuses of reservation. In Monthly Availability Chart, the rooms which are booked will be displayed by use of colour codes whose respective status can be referred from the status bar. These color codes are customizable and can be set according to your preference. Status colour can be changed under Features>>Color Settings.

monthly-status-colors

color-settings

select-colors

Room Name

Room Names in the left corner will display all the room names created in Unit Setup.

room-names

The span of the monthly availability calendar is 30 days. From the current date, the reservations of the next 30 days will be displayed on it.

monthly-dates

Book Now

By placing the pointer on a cell it will automatically changes to Book Now in green colour.

booknow

Click on Book Now. You will be directed to the reservation page where you can make the reservation for that particular date whose cell you clicked on

Booked Reservation

You can easily view the details of your guest and other reservation information for any booked room by simply hovering the cursor over the cells that you want to view for. The Reservation Information is displayed to you in the form of a tool tip.

monthly-guest-information

By clicking on a booked reservation, it will open the reservation page where you can make changes to the reservation, if necessary

quick-reservation

Right Click Options On Booked Room

By right clicking on a booked room, a list of options will be shown.

monthly-right-click-option

Move option will move the booked reservation from one date to another. After clicking on Move, right click on an empty cell to which you desire to move the reservation to and click on Replace option.

monthly-book-replace

We can also move reservations of one room type to a different room type by enabling settings under Features>>Option Settings >> Chart Settings>> Move Reservation With Old Room Rate. Enable “Move Reservation With Old Room Rate” by marking the “Yes” checkbox. Click on Save button to reflect the changes.

option-settings

option-daily-move-reservation

We can mention the Status of the room with one of the various statuses provided – Confirmed, Checked in, Checked out, Fully Paid or Non Paid. After specifying the room with a status, the cell/s respective to that booked reservation will reflect the respective color code for that status.

Click on Modify, to modify the reserved room.

By clicking on Delete, the booked reservation will be deleted. It cannot be retrieved later.

Cancel option will cancel the booked reservation. By clicking on Cancel, Cancellation screen will be displayed where you can enter the cancellation charge, if applicable. Once the cancellation amount is entered, click on Cancel button which is shown below :

chart-cancel-reservation

Share With option will share a single room with “N” no. of guest/s. You can utilise this option if and only the Share Room option is enabled in Quick Reservation. (You need to mark the “Share Reservation” checkbox on your quick reservation page, in order to avail this feature).

quick-share

If a reservation is allowed to Share Room then on the Monthly Availability Chart, the reservation’s ID will be displayed instead of Guest Name.

monthly-available-share

By right clicking on the Reservation ID, you can enable a guest to share the room with another by entering his/her details on the Quick reservation page that pops up when you click on “Share With”.

monthly-available-share1

By clicking on Share With, Quick Reservation Screen will be opened for the same reservation ID. Enter the details of the new shared reservation. And click on Save button to reflect your changes.

quick-share-detail

Housekeeping Status

Housekeeping Status will help you identify the status of the room whether it is Dirty or Clean, so that necessary action can be initiated to the housekeeping staff.

monthly-housekeeping

Housekeeping Status along with its respective colours will be displayed at the bottom which is shown below :

housekeeping-status-color

Right click on any booked reservation. View Guest Info will display all guest details which is as shown.

housekeeping-addguest

Print Bill option will enable you to print the particular reservation.

house-printbill

Payments & Charges option will open the Billing Screen where you can make any payments and charges to the reservation.

billing-details

Letter option will enable you to send letters to the guest/s for any intimation regarding reservation. Right click on a booked reservation and select the “Letters” option.

select-letter

Multi Reservation

Multi reservation enables you to book multiple rooms for multiple dates at the same time with much ease. Simply drag your cursor along the cells that you want to book for. The selected cells will be highlighted in Red. Right click on any cell in that selected lot and click on the Book Now option. Multiroom/Date Booking screen will be be opened as shown.

monthly-multiple-reservation

monthly-multi-room-booking

Steps:

1. Enter the guest details in the Guest Information.

2. Enter No. of Adults and Children.

3. Select the Status of the reservation.

4. Make payments in Payment Details.

5. All the rooms that you selected, are displayed at the bottom of the screen.

6. Once done, click on Save button.

Monthly Room Type #

Monthly Availability Calendar – Room Type

Monthly Availability Calendar by Room Type helps you view the reservations according to the room type.

It can be enabled by making the view as room type under Options Settings. [ To enable room type view, navigate through Features>> Options Settings >>Page Settings>> Calendar View as Room Type and click on Save button]

option-settings

option-page-roomtype

3. Monthly Room Type Chart is accessed under Chart >> Monthly Room Type in Menu.

monthly-roomtype

By selecting a room from the Room Type dropdown which is shown below, you can view the reservations for that particular room type alone on the chart.

The second red box highlights the available rooms of that room type on that particular day.

monthly-roomtype-available-rooms

Room Type #

Room Type

Overview

The Room Type Chart shows the number of rooms available for each room type on a weekly basis.

Navigation

To view Room type, initially change the settings under Feature>> Option Settings and under page settings select the Calendar View as “Room Type

  1. Under Charts >> Room Type, the weekly room type chart will be opened.
  2. The chart consists of room type and number of rooms available with count. By clicking on the available count, Reservation By Room Type will be displayed which is shown below: –

Enter the necessary details and click on save button.

Weekly #

Weekly Chart

Overview

The Weekly Reservation Chart shows a list of all the units in your property and its occupants for the current week.

Navigation

1. To access Weekly Chart, go to Charts>> Weekly in the Black Menu else you can also click on the “Weekly” icon in the Main Menu.

weekly-charts

weekly-chart-icon

2. The dates of the current week are displayed on the top of the screen. A virtual calendar is displayed in the top left.

3. You can check this for any week by selecting a day in the calendar that is displayed and then click on the GO button.

Features

Left Top Corner Date

1. The dates of the current month are displayed on the top of the screen. By selecting a particular Month (December is chosen below) we can see the particular month’s reservations.

weekly-specify-date

2. A virtual calendar (12/09/2015) is displayed in the left margin will bring the mentioned date’s reservation which is shown below :

Right Corner Tabs

1. Clicking on Add Res, It will open reservation page for the current date.

weekly-addreservation

2. Depending on the settings in Option Settings which is shown below, Quick Reservation or Full Reservation will be opened while clicking on Add Res.

weekly-reservation-settings

3. Clicking on Today button, even if the chart is in different date the chart will automatically show the current date’s details to the screen.

4. To move the calendar for next 30 days click on >>30 button.

5. To move the calendar for past 30 days click on << 30 button.

weekly-select-date

6. To move the calendar for next 7 days click on >>7 button.

7. To move the calendar for past 7 days click on << 7 button.

Status Bar

1. The red box which is highlighted below is known as Status Bar. In Monthly Availability Chart, the rooms which are booked will display the status of the room in the cell with their respective colours.

2. Status colour can be changes under Features>>Color Settings.

color-settings

select-colors

Room Name

1. Room Names in the left corner will display the room names which have been created in Unit Setup.

weekly-room-names

Book Now

1. By placing the pointer on a cell it will automatically changes to Book Now in green colour.

weekly-booknow

2. Then click on Book Now. It will direct to the reservation page and we can make a reservation for that particular day which we clicked on the chart cell.

Booked Reservation

1. By placing the pointer on a booked reservation it will pop up the details of the Guest and the reservation details which is shown below

weekly-booked

2. By clicking on booked reservation, it will open the reservation page where we can make changes to the reservation if necessary.

quick-reservation

Right Click Options On Booked Room

By right clicking on a booked room a list of options will be shown.

1. Move option will move the booked reservation from one date to another date, after clicking on Move right clicking on an empty cell and click on Replace option.

weekly-right-click

We can also move the reservation from one room type to different room type room by making settings under Features>>Option Settings >> Chart Settings>> Move Reservation With Old Room Rate and click on Save button which is shown below :

option-settings

2. We can mention the Status of the room whether it has been Confirmed, Check in, Check out, Fully Paid and Non Paid. After making any Status listed above, booked reservation will changes to that Status colour.

unit-setup

3. Click on Modify, to modify the reserved room.

4. By clicking on Delete, the booked reservation will be deleted. It cannot be retrieved later.

5. Cancel option will cancel the booked reservation. By clicking on Cancel, Cancellation screen will be displayed where we can make charge to the guest. Once the cancellation amount is enter click on Cancel button which is shown below :

chart-cancel-reservation

6. Share With option will share a single room with No. of guest. We can utilise this option only when the Share Room is enabled in Quick Reservation.

quick-share

1. If the reservation is allowed to Share Room then in Monthly Availability Chart, the reservation’s ID will be shown instead of showing Guest Name.

 

2. By right clicking on the Reservation ID we can share the room which is shown below :

3. By clicking on Share With, Quick Reservation Screen will be opened for same reservation ID another reservation is made which is shown below :

quick-share-detail

Housekeeping Status

1. Housekeeping Status will identifies the status of the room whether it is Dirty or Clean to housekeeping Staffs.

2. Housekeeping Status along with its respective colours will be displayed at the button which is shown below :

3. View Guest Info will display the guest details which is shown below :

housekeeping-addguest

4. Print Bill option will print the billing screen.house-printbill

5. Payments & Charges option will opens the Billing Screen where we can make any payments and charges to the reservation.

billing-details

6. Letter option will send letters to the guest for any intimation regarding reservation. Select and click on Send Email.

select-letter

Weekly Room Type #

Weekly Chart by Room Type

1. To view the Daily chart by Room type, initially change the settings under Feature>>Option Settings and under page settings select the Calendar View as “Room Type”

option-settings

option-page-roomtype

2. Under Charts >> Weekly Room Type, the weekly room type chart will be opened.

weekly-roomtype

Condo #

Condo

The condo module helps the property managers or organisations to rent out units owned by different individuals. The Condo feature helps in tracking the owner information and financial details of each unit. This module is offered as an add-on and can be purchased separately.

condo-menu

Condo Maintenance #

Condo Maintenance

The condo maintenance screen allows you to track maintenance charges. To add a maintenance charge, follow the steps below:

Steps:

  1. Click on Condo > Condo Maintenance in the main menu.

condo-maintenance-menu

maintenance-charge-listing

  1. Click on Add Maintenance Charge button and Maintenance Charge Listing screen will be displayed which is shown below :
  2. The Condo Owner Charges screen appears as show below:
  3. Select Room Name from the list provided. Only the rooms that were assigned to owners in the Unit Setup screen will be listed.
  4. Select the Charge Type from the list provided. Only charges that were defined in the Account List will be listed here. To add a new charge, go to Setup > Account Main List. Click on the Subgroup (magnifying glass picture) next to Charges. In the Account Sub List that appears, add the account codes.
  5. Enter the work requested details.
  6. Enter the name of the individual/company that the work is assigned.
  7. Enter the labour cost.
  8. Enter the material cost.
  9. Enter the tax.
  10. The Total is calculated automatically by adding the labour cost, material cost and tax.
  11. Enter misc notes if any.

add-condo-owner-changes

Click on the Save Condo Owner Charges button to save changes

Condo Owner Details #

Condo Owner Details

Owner of Units are setup and maintained in this screen. To access the Owner Information screen, click on Condo >> Condo Owner Details in the main menu.

condo-owner-details-menu

The Condo Owner Listing screen is displayed as shown below.

Steps:

condo-owner-listing

add-condo-owner

  1. Click on the Add Condo Owner button.
  2. Enter Condo Owner Name, Condo Owner Address. Continue entering the Phone Number, City, State, Zip, and Country information.
  1. After entering the Owner information, click on the Save Condo Owner button.
  2. In Management percentage, enter the percentage of revenue retained by management.
  3. After entering the Owner information, click on the Save Condo Owner button.

To Delete Condo Owner

delete-condo-owne

  1. In the Condo Owner Listing screen, select the owner that you want to delete by clicking on the check box.
  2. Then click on the Delete Condo Owner button.
  3. A message ‘Are you sure you want to ‘Delete’ this Condo Owners Details? Click “OK” to confirm’ appears. Click on “OK” if you are sure you want to delete the condo owner. Click on “Cancel” if you do not want to delete the condo owner.

Assign Owners to Units

Unit Owners are assigned to units in the Unit Setup screen. Follow the steps below to assign owners to units. The condo owners have to be already setup before trying to assign condo units.

condo-owner-select

Steps:

  1. If the units are already defined in the Unit Setup screen, select the unit that you want to assign an owner by clicking on it in the Room Listing screen.
  2. Select Owner Name from the list provided. These Owners should be already defined in the Condo Owner screen.

Note: All the Owners that have been assigned to rooms will be displayed in the Owner Reports

Condo Owner Expense Reports #

Condo Owner Expense Reports

Condo Owner Expense report will shows the expenses which are related to the Condo Owner. To view the Condo Owner Expense report, go to Condo>> Reports>> Condo Owner Expense in the menu.

condo-owner-expense-menu

condo-owner-expense-report

Condo Owner Reports #

Condo Owner Reports

1. Condo Owner Report displays the room revenue and the percentage of amount that has to be given to the owner of the unit. Only the Owners that are assigned in the Room Setup screen can be selected to generate Owner based report.

2. To access Condo Owner Report, select Condo>> Report>> Condo Owner in the main menu.

condo-owner-reports-menu

3. Select the owner name from the list to view details that belong to the selected owner and click on Display Result button. To view reservations irrespective of the owners, select “All Owners” in the list.

condo-owner-report

Condo Payment Reports #

Condo Payment Reports

The Condo Payment Report displays room revenue for the selected owner, and also a record of payments made for each reservation. To see the condo payment report, go to Condo>> Reports>> Condo Payment

condo-payment-menu

condo-payment-report

Condo Owner Statement Reports #

Condo Owner Statement Reports

  1. To View the Condo Owner Statement Report, go to Condo>> Reports>> Condo Owner Statement in the main menu.

condo-owner-statement-menu

  1. The Condo Owner Statement report can be generated for each owner, and can be printed and distributed on a weekly or monthly basis. The statement includes Res.ID, Guest Name, Maintenance Type, Maintenance Detail, Maintenance Date Room Name, Arrival Date, Departure Date, Room Total, Other Charges, Tax, and Percentage Maintenance Charge.

owner-statement-report

Maintenance Reports #

Maintenance Reports

The Maintenance reports will lists the Owner Name, Room Name, Charge Type, Charge Detail, Charge Amount, and Added/Modified Date. To access the Maintenance report, click on Condo >> Reports>>Maintenance Reports.

maintenance-menu

condo-charge-maintenance-report

Management Statement Reports #

Management Statement Reports

The Management Statement is a report that can be generated for each owner, and can be printed and distributed on a weekly or monthly basis. The statement includes Res.ID, Guest Name, Room Name, Arr Date, Dep Date, Room Total, Other Charges, Tax, Maintenance Type, Maintenance Detail, Maintenance Date, Maintenance, Lodging Fees, Management, and Net to Owner. To access the Maintenance report, click on Condo >> Reports>> Management Statement.

management-statement-menu

Set Owner Percentage

If the percentage for all owners is the same, you can define it by going to Features >> Options Settings screen and then under the Condo Owner Settings section at the bottom.

Management Summary Reports #

Management Summary Reports

To access the Maintenance Summary report, click on Condo >> Reports>> Management Summary Reports.

Owner Statement Reports #

Owner Statement Reports

To access the Owner Statement Reports, click on Condo >> Reports>> Owner Statement Reports.

condo-owner-statement-menu

Easy InnKeeping Help #

EASY INNKEEPING – ASP

Welcome

Welcome to Easy InnKeeping – ASP, the web based reservation software created by GraceSoft, that can be accessed from any computer that has an internet connection. This software will help you manage your property with efficiency and ease, without being tied to a specific computer. The most versatile system of its kind on the market, Easy InnKeeping ASP meets all your reservation and guest management needs. With an easy-to-use interface, anyone who is familiar with operating a lodging property can use this product.

What is Easy InnKeeping ASP?

Easy InnKeeping ASP is an online tool that helps you manage your guest information and front desk activities. You can store guest and reservation details as and when they come in. The process of reserving units for guests is made very simple. Only units that are vacant during the days that a guest wants to reserve are contented, making the reservation process very straightforward and easy. Printing bills and sending email confirmation letters can also be done easily from Easy InnKeeping ASP. 

You can see the number of units occupied at a specific time using the Daily, Weekly or Monthly Reservation Charts. The reports give a graphical view of rooms occupied at different points of time. You are also provided with the option of building your own report based on your requirements using the Custom Report feature. 

The guest folio allows users to quickly add charges, such as lunch, gift shop sales or other services provided at the property. Using the account code setup a user defines prices and taxes for service and sale items in Easy InnKeeping ASP.

Easy InnKeeping ASP works with Easy WebRez, an online reservation system built by GraceSoft. This system will link to your website and enable your guests to check for availability and reserve rooms online. 

Who Uses Easy InnKeeping ASP?

Anyone who is familiar with operating a lodging property can use this product. Property owners that are on the move will greatly benefit from this software, as they can be anywhere in the world and take or review reservations. You do not have to be a computer expert to use Easy InnKeeping ASP as it requires minimal training. 

Key Features of Easy InnKeeping ASP

Guest Information

-One easy – to – read screen!

-Detailed guest information

-View complete reservation history

-Notes section to record guest’s requests

-Send Inquiry Letter

-Guest search based on name, address or telephone number

Reservation

-Guest, reservation & payment information in one central screen

-Print guest folios and email confirmation letters

-Individual & Group Reservations

-Flexible rate structure

-Automatic recall of credit card numbers

-Automatic room allocation based on seasonal rates

-Track Referral Source

Availability Chart

-Make a Reservation, Modify Guest details, Print a Bill or Confirmation Letter, Check – In or Check – Out your guest –Everything within a click of a mouse!!

-Color code confirmed reservations, checked-in or checked-out rooms

-View Monthly, Weekly and Daily calendars

-Account Codes & Point of Sale

-Perfect for innkeepers who either wish to add other charges, such as lunch, gift shop sales or other services provided in your property

Reports

-A wide variety of reports that help you track the bottom line such as financial reports, occupancy reports, referral reports, cancellation report, night audit etc.

-Create your own reports using Custom Report feature!

-Export your reports to Microsoft EXCEL or other formats

Letters

-From the calendar screen, immediately print or e -mail confirmation details!

-Customize letters and forms

About this Manual

In this user manual, you will find explanations of all the features in Easy InnKeeping ASP as well as tips to guide you through the program’s basic functionality.

Contacting GraceSoft

GraceSoft

3211 South Main Street

Stafford, TX 77477

USA

Sales

GraceSoft customer service hours are 9:00 A.M to 5:00 P.M. Central Standard Time,

Monday through Friday.

Easy InnKeeping Sales

Phone : (888) 781-1086

Fax : (713) 588-1805

Website:www.gracesoft.com

Email:solutions@gracesoft.com

Techinical Support

Customer Support

Online Support You can access the Help system at any time in Easy InnKeeping ASP. To access help, click on the Live Chat icon from your toolbar. In the page that comes up, enter your contact information. A support representative will assist you with all your questions. 

E-mail

You can also reach customer support by clicking on Help>Contact Support within the Easy InnKeeping software. In the page that comes up, click on the Product Support link. One of our support specialists will reply with a solution. You can also send us e-mail providing as much information as possible concerning your question. solutions@gracesoft.com

Telephone

(713) 981-5300

Please make sure that you are at your computer and prepared to give us the following information when you call:

The type of computer and browser you are using

The error message on your screen

What were you doing when the problem occurred

Steps you took if you tried to solve the problem

Fax

(713)588-1805

If you wish to send your question via fax, send it to the above number. As with questions via e-mail, please provide as much information as possible,

so that our customer support representatives can accurately investigate the problem and contact you with a solution.

Easy Innkeeping - Getting Started #

GETTING STARTED

Easy InnKeeping ASP is a web-based solution for all your hotel needs. All you require to get started is a high-speed Internet connection to use the system. You can access your information from any computer, tablet, mobile or PDA by just remembering the path and login information provided for you.

Browser Setting

In order to make efficient use of the software, the below preliminary browser settings need to be included :-

Enabling Pop-ups

– Make sure to set “Allow popups for apps.gracesoft.com” in Mozilla Firefox and “Always allow popups from apps.gracesoft.com” in Chrome so that the main page will be loaded.

Enabling JavaScript in browsers

In Mozilla Firefox

Here are the steps to turn on JavaScript in Firefox −

  • Open a new tab → type about: config in the address bar.
  • A warning dialogue box will be displayed. Select “I’ll be careful, I promise!”
  • A list of options to configure will be available on your browser
  • In the search bar, type JavaScript. Enabled.
  • There, you will find the option to enable or disable JavaScript by right-clicking on the value of that option → select toggle.

If JavaScript. Enabled is true; it converts to false upon clicking toggle. If JavaScript is disabled; it gets enabled upon clicking toggle.

In Chrome

Here are the steps to turn on or turn off JavaScript in Chrome −

Click the Chrome menu at the top right hand corner of your browser.

Select Settings.

Click Show advanced settings at the end of the page.

Under the Privacy section, click the Content settings button.

In the "JavaScript" section, select "Allow all sites to run JavaScript".

Logging in/Logging Out

To Login Easy InnKeeping ASP

– To Login, make sure you are connected to the internet and enter the URL in your web browser.

EXAMPLE: https://apps.gracesoft.com/pms/login.asp

– Enter the property short name, login name and password provided for you and click on Login. If you need to login to the old version click on ‘Login to old version’ (Please note the system is case sensitive)

– Also you can login through “http://www.gracesoft.com/” and click on the login button and enter the property short name, login name and password.

To Logout Easy InnKeeping ASP

– To Logout Easy InnKeeping ASP software, click on File in the main menu and click on Logout in the sub-menu option.

Recommended Browsers

Considering the simplicity, speed and security of the software, Mozilla Firefox and Chrome are the recommended browsers that help you to navigate within the software in a faster and easy way.

Moreover, Easy Innkeeping ASP offers manifold compatibility with iPhone, Android and all Personal Digital Assistants. This enhances the overall application experience irrespective of device manufacturers.

Print Setup (Header and Footer)

  • In Chrome,

Click on the “Customize and Control Google Chrome” icon which is present at the top right corner. Click on that icon and then click on “Print”. Header and footer options can be enabled/disabled accordingly

In Mozilla Firefox,

Click on “Open Menu” icon which is located at the top right corner and click on “Print” icon. Click the “Page Setup” button which is present at the upper left corner then click on “Margin & Header/Footer” Tab . Header and footer options can be changed accordingly.

Easy Access of Easy InnKeeping ASP

– You can assign the Easy InnKeeping ASP website as favourite by clicking on the star icon (Bookmark) which is present in the address bar so that you can access the website easily from the home page.

– You can also create shortcut in your desktop by right clicking on the desktop and then click on New>> Shortcut. Enter the URL as https://apps.gracesoft.com/pms/login.asp and enter the Name for the shortcut and click on finish. Now the shortcut will be created in the desktop. The default browser will open the link.

Navigating Through Easy InnKeeping ASP Screens

Navigating through Easy InnKeeping ASP Screens is quick and intuitive as it provides you with more than one way of navigation!

You can access different screens either by using the menu options or directly by clicking on the icons. You can move from one text box to the next by clicking on the text box with the mouse. Pressing the key can also do the same. To select an item from the list, click on the list once. All the items get listed. To select a particular item, move the mouse pointer over that particular item and click on it. Columns can be sorted in a different order by clicking on the column header. Click on the column header again to reverse the sorting order.

Accessing Help

You can access the Help system at any time in Easy InnKeeping ASP. The help feature allows you to have access to various options to get appropriate assistance for all your queries and clarifications.

Channel Manager Login

Contact support

Easy InnKeeping ASP offers you with various options for support. You can avail support services through Live Help, Phone or by logging a support ticket. Also, our representatives offer both online and onsite training services and tailor all your support needs as and when, is needed.

Live Help

Live Help is available from 5:00 AM to 5:00 PM CST

Phone Support

Support services are available at 713-981-5300 (Press 2 for Support) from 9:00 AM – 5:00 PM, Monday through Friday, CST. For after hours, emergency support, please leave a message and our on-call representative will respond back to you at the earliest.

Logging a Support Ticket

You can submit a support ticket and our customer care representative will respond to your ticket within 1 business day.

Training Services

EasyInnkeeping offers you with both online and onsite training services. You can schedule a quick tour of the software with one of our representatives, who will help you run through the software and extend customized training sessions as necessary.

Features #

CLOUD PMS

Cloud PMS

Easy InnKeeping is Cloud Based and this means you need not worry about maintaining IT infrastructure.

 

Easy InnKeeping PMS streamlines all the critical hotel operations like front desk reservations, OTA & online booking sync, managing seasonal rates, housekeeping and generating reports.

 

Securely login to Easy InnKeeping CLOUD from anywhere that has an internet connection. If you are operating from different locations, there is no need to be synchronizing data.

Online Booking Engine

Set up a commission free online booking engine and showcase your property, rooms, amenities and more. The online booking engine is integrated with secure payments gateways through which you can let your guests make a reservation online. Your guests will receive an automatic confirmation email once they make a reservation.

The best part is that the front desk rates and availability and the online booking engine rates and availability are in sync all the time thus eliminating the possibilities of overbooking.

 

Promo codes

Easy InnKeeping lets you generate and send promo codes to your guests lists. Your guest can enter the promo codes online and avail the offer and make a reservation.

 

All screen optimised

The online Booking Engine is all screen optimised. Your guest can book through pcs, laptops, phones and tablet devices.

Channel Manager

Channel manager and OTA integration helps you expand your reach.
With our channel manager integration you can sync your property’s real time rates and availability with the following OTAs.

Seasonal Rates

Managing seasonal rates should not be a headache. It’s in the best interest of the Hotelier to sell rooms at the optimum rate; but this can be missed if there is a disconnect between the management, staff , OTAs and the reservation system.

Set up custom rates by days, dates and seasons and remain in complete sync with the frontdesk, booking engines and OTAs.

Email Confirmations

Send your guests an automatic email confirmation once they make a reservation. This will give them a sense of assurance that the reservation has been made.

You can also send your guests personalized birthday and anniversary greetings.

Group Bookings

The Group Booking feature in Easy InnKeeping is ideal for blocking rooms for a group that is checking in and checking out on the same date. Blocked rooms will appear in the Reservation Charts and calendar screens under the group name, until individual guests are assigned.

Reports and Analytics

Dashboard

The Home Dashboard is a great way to get a glimpse of what is happening in your property.
Some of the key info that appear on the Dashboard include arrivals, departures and recent bookings from all sources, rooms blocked, occupancy and vacancy.

Reports

Easy Innkeeping reports make your hotel staff more available to serve for guests.
The reports include PMS system activity log reports, audits reports, marketing reports, guest reports, finance reports. Inventory reports and travel agent commissions.

Custom report builder

You can also build custom reports templates and generate them whenever you need. All of these reports can be exported as Excel sheets, text and XML.

Access Levels

Different levels of rights and software accessibility can be setup using this feature. For instance, you can restrict rate setup pages from front desk trainees.

Guests

Save Guest profile information. Fetch them whenever required. Send them personalised promotional emails and wishes.

Calendar views

Easy Innkeeping allows you to view up to 30 days reservation and  availability at a glance using the monthly calendar view.

Also available: Daily calendar, weekly calendar.

 

Cheque Management #

Cheque Management

To access this screen Go to Features >> Cheque Management in menu.

cheque-management-menu

cheque-management1

Color Settings #

Color Settings

The Colour for different reservation status in Monthly Availability Calendar is assigned in Color Settings.

  1.  Status colour can be changed under Features>>Color Settings.

color-settings

  1. Choose the color for the Status and click on Save button.

select-colors

Company Ledger #

Company Ledger

Company Ledger feature will allow you to add the room charges to the company bill. The total charges of the company will be debited from the Company’s credit limit. To access company ledger, go to Features>>Company ledger.

company-ledger-menu

Company List (Company Ledger) Screen will be displayed which is shown below:

company-list-add

Steps:

  1. Click on the Add button. Direct Billing Company (Company Ledger) screen is opened which is shown below : –
  2. Enter the Company Name, Address and Contact information.
  3. Enter the Credit Limit (which is highlighted above in red box). Each time a reservation is made through direct billing (Which is shown below), the reservation amount gets deducted from the Credit Limit which is assigned here.

direct-billing-company

Click on Direct Billing. These charges will be displayed on the reservation screen only if Direct Billing is enabled. Then click on the Save button.

Gift Certificate Setup #

Gift Certificate Setup

To access this screen Go to Features >> Gift Certificate Setup in menu.

gift-certificate-setup-menu

 

Craete Gift Certificate

To access this screen Go to Features >> Gift Certificate Setup >> Create Gift Cerftificate in menu.

add-gift-certificate

Find Gift Certificate

To access this screen Go to Features >> Gift Certificate Setup >> Find Gift Certificate in menu.

find-gift-certificate

Gift Certificate Report

To access this screen Go to Features >> Gift Certificate Setup >> Gift Certificate Report in menu.

gift-certificate-report

Housekeeping Status #

Housekeeping Status

Housekeeping Status allows you to assign status of the rooms, so they can be color coded in the chart screens. Allocating the status of rooms helps the staff to act accordingly. To access Housekeeping click on Features >> Housekeeping Status in the Main Menu.

housekeeping-status-menu

  1. Assign the Housekeeping Staffs from Housekeeper dropdown and Change Status will allow you to change the status of the respective room which is shown below :
  2. Based on the color assigned to the respective Housekeeping Statuses in the Room Status List Screen, the color is reflected in the Monthly Availability Calendar. (To set different color codes for different housekeeping statuses, go to Setup > Advanced housekeeping > Room Status).

housekeeping-status1

Night Audit #

Audit Reports

Night Audit displays all transactions (charges and payments), close and beginning balance for a particular period. This report is usually generated every night at the close of operations to determine the income generated for the day or can be run for custom dates to determine the consolidated income for a month/week etc.,

It can be viewed in New PMSUI under Reports>>Audit>>Night Audit

audit-nightaudit

night-audit-report1

Option Settings #

Option Settings

  1. To access the Options Setting screen, select Features >>Options Settings in the Main Menu. The Options screen is displayed as shown below :
  2. option-settings

Options Settings:

Options Settings gives you various options to make changes to your bill, your page, reservations, charts, time and zone, color, Night Audit, Condo Owner and Email Settings. Enabling/Disabling the appropriate option on the Option Settings Screen will allow you to personalise and make changes to the same.

Bill Settings:

Bill Settings allow you to make changes on your Bill. Any changes made in the Bill will be reflected in Billing Screen (Billing Details) which is shown below. Enable/Disable display of daily rates, show/hide tax breakdown, show/hide check-in/check-out time, Select Price format and much more. You can view the billing screen on the Reservation Screen by clicking on the Billing button.

On the Reservation screen, click on Billing button at the bottom to view your bill.

Options Under Bill Settings

Show Daily Rates on Bill: Selecting this option will allow nightly rates to be printed on the bill. This is useful when more than a single rate applies to a reservation and they are broken down clearly in the bill for the guest.

Show Tax Breakdown on Bill: Selecting this option will allow you to view the breakdown of different taxes on the bill.

Edit individual Room Charges on Billing Screen: This option will make Multiple Rooms to be split up into single rooms on the bill, so that individual rooms can be edited.

Show Property Logo: Enabling this option will display your Property Logo on the Billing Screen. It can be viewed by clicking on Print. Select an Invoice and click on Print Preview.

Show Check In/Out Time on Bill: Enabling/Disabling this option will show/hide your property’s Check In and Check Out timings on the billing screen.

Calculate Promo Discount Without Extra Person Charge: This Feature will calculate promo discount without extra person charge.

Select Price Format: The format of your price – decimal, Round or Ceiling can be set here. The Price format will follow whatever option has been enabled here.

Calculate Tax Without Discount: This feature will calculate the tax for all the charges except Discounts.

Display Account Codes: This feature will show the Account Codes for every item which has been added to the billing Screen in a numeric/alphabetic order. If “Numerically” is selected, Account codes will be displayed in their ascending order. If “Alphabetically” is assigned, Account codes will be displayed in the alphabetic ascending order of their description.

Display Alert Messages: Enable/Disable the display of Alert Messages, after making a reservation using this option. Enabling this, will popup a message on your reservation screen as follows – “You successfully saved this Reservation”.

Show Notes in Invoice: You can display/hide the notes on the reservation screen by enabling/disabling this option. Enabling this option will display your notes on the invoice. Click on “Print” button to have your invoice printed.

Options Under Page Settings

Calendar View: You can change the calendar view to be of Room Name or Room Type. Room Name will show the details of the rooms on the chart whereas Room Type will display the Rooms under their respective Room Type.

Set Default Home Page To: The default page can be set, so the screen selected here will always be the screen that appears every time when you Log In to your property.

Set No of Rows to be displayed: This will determine the maximum number of rows (rooms) that will be displayed in all the listing Screens. For example, you can choose to display 10 rooms at a time in the Find Reservation Screen. To view rooms from room 11 onwards, click on thebutton in the lower right portion of the screen. Use the navigation buttons provided to move from one set of rooms to the other.

Show Guest Image: This feature will show the Guest Image Button on the Reservation Screen. You can upload your guests’ image using this option.

Show Guest Document: This feature will show the Guest Document Button on the Reservation Screen. Using this option, you can upload any relevant documents of your guests such as scanned copies of Government Issued Identity Cards etc.,

Options Under Reservation Settings

Reservation Settings page will be displayed only when the Calendar view under Chart Settings is assigned to Room Type.

Do Not Assign Rooms During Reservation: This option disables the option of making a reservation from the main menu. When “Do Not Assign Rooms During Reservation” is assigned as “Yes”, you can make reservation from the Reservation Chart only and it will open as an Unassigned Reservation page. If you try to make a reservation elsewhere, an alert message – “Permission Denied” will be displayed which is shown below :

Set Reservation Folio Number: This feature will allow you to have a Unique number field in the Reservation Screen where you can manually enter unique reservation identification numbers.

Options for Chart Settings

Display Charts by: This option allows you to display room details in the Availability Charts based on the following selections :

  • Unit Name: Displays the Unit Name in the Availability Chart. If the reservations are unique to each unit name, use this option.
  • Unit No: Displays Unit Number in the Availability Chart. Select this option if the reservations are based on unit numbers.
  • Unit No. & Unit Name: This option displays both unit number and unit name in the Availability Chart which is shown below:-

Sort Charts by: This option will sort the Room Names on the Availability Charts based on Unit Name or Unit Number which is shown above.

Set Default Reservation to: This selection allows you to choose the Quick Reservation or the Full Reservation screen as your default screen. Based on the selected option, while double clicking to open a reservation from the Reservation Charts, the selected reservation screen will open up. The Quick Reservation screen displays all the required details of the reservation in a single screen. The Full Reservation screen has a detailed view of the reservation in different tabs.

Set Hourly Reservation to: Full Chart will display full timings on the Hourly Chart and Semi Chart will show partial (half) timings

Set Name to be displayed: This feature allows you to choose First Name or Last Name or both First & Last Name with guest count, while displaying reservations on the Charts. For example, if you choose ‘Last Name’, Kumar Pradeep reservation will be displayed as ‘Pradeep’ in the reservation charts.

Set Status After Check Out: After the rooms are checked out, out we can set the status of the room by choosing from the dropdown list which is shown below : –

Display Room Status: Enabling this option will display the Count of Rooms based on their status (Unconfirmed (2)) on the Monthly Availability Chart (Shown Below).

Floating Tool-bar: While scrolling down on the availability chart, the days bar will be displayed when it is checked as “Yes”. On checking “No” , days bar won’t be shown while scrolling down.

Show Referral on Tooltip: Enabling this option will display the Referral’s name on the tooltip.

Move Reservation With Old Room Rate: This feature is used for moving the reservation from one room type to another room type with the same old rate.

Show Group Name: Enabling this option Yeswill show the Group Name on the availability chart instead of showing the guest name.

Options for Date & Time Zone Settings

Use this date format: Date throughout the application will be displayed based on the format selected in this list. Dates can be of the following formats :

  • mm/dd/yy (month/day/year)
  • dd/mm/yy (day/month/year)
  • yy/mm/dd (year/month/day)

Show year in four digits: Enabling this option will display the year in four digits. For example, as in 2015.

Set default Check-In time: The time selected here will be set as the Check In Time on the billing screen.

Set default Check-Out time: The time selected here will be set as the Check Out Time on the Billing screen.

Options for Night Audit Settings

Run Night Audit Report every night at: Using this option, you can set a fixed time to run your Night Audit Report. The Night Audit report can be run each night at the fixed time and handed over to the manager of the property. This will help the manager keep track of the income generated before that night.

Options for Condo Owner Settings

Set Individual Owner Percentage: This is applicable only to users with Condo Module. This is the percentage of the reservation that will be allocated to the Condo Owner. The Owner- management percentage of dividend can be set here.

  • On unchecking the options for individual owner percentage, you can enter the owner and the management’s percentage of share.

Auto Email Settings Block in Option Setting Screen

Enabling this option will automatically send an E-mail to the guest, upon completion of the reservation.

Daily Backup Report

Backup report will allow the system to send a status report of Daily, Weekly and Monthly Charts on a daily basis to your property’s Email ID.

Payment Transactions #

PaymentTransactions

To access this screen Go to Features >> Payment Transactions in menu.

payment-transactions-menu

payment-transaction1

Run Night Audit #

Run Night Audit

  1. Run Night Audit feature will run the night audit for the defined date.
  2. To access Run Night Audit, click on Features >> Run Night Audit in the Main Menu.

run-night-audit-menu

run-night-audit

  1. Mention the date in Run Night Audit Report On and click on Run Night Audit Now.

Store Keeping #

Store Keeping

To access this screen Go to Features >> Store keeping in menu.

store-keeping-menu

store-keeping1

Swimming Pool Management #

Swimming Pool Management

To access this screen Go to Features >> Swimming Pool Management in menu.

swimming-pool-management-menu

diving-module1

Travel Agent List #

Travel Agent List

Reservations that are referred by travel agents can be tracked using this feature.

  1. To create Travel Agent, click on Features >> Travel Agent List in Main menu.

trave-agentlist-menu

Travel Agent List Screen will be displayed which is shown below: –

travel-agent

Steps:

  1. Click on the Add button to add a travel agent. Travel Agent screen will be displayed :

travel-agent-add

  1. Enter the Agent Name, Address and Contact information.
  2. Select the Commission Type from the dropdown. It can be:
  • % on Total Bill
  • % on total Nights
  • Flat Amount per Stay
  • Flat Amount per Night.
  1. Enter the Fee Amount. For example, if it is 10% of the total bill, select ‘% on Total Bill in the Commission Type and enter 10 as the Fee Amount.
  2. If you require any custom fields, enter the name of the fields in the text boxes.
  3. Then, click on the Save button.

Note: To make commission payment to the agent, assign the reservation to the travel agent by giving his respective agent code, which is as shown: –

Steps:

  1. Go to Travel Agent List (Navigation are explained above)
  2. In the Travel Agents List, click on the Payments icon for the agent that you want to pay as shown below :
  3. Details of the reservations such as Confirmation No, Guest Name, Arrival Date, Departure Date, Commission Amt, Total Paid and Total Due are displayed.
  4. Click on the check box (Near the Confirm No.) for the reservation that you want to pay commission to.
  5. Then click on the Pay Commission button which is shown above.
  6. To view the commission statement, click on the Print This Month Commission Statement button in the Agent Commission List screen.

Note: Travel Agent Commission report can be viewed by clicking on Reports >> Travel Agent >> Travel Agent Commission.

Once you select Travel Agent Commission, Travel Agent Commission Report Screen will be displayed which is shown below: –

House Keeping #

House Keeping

To access this screen go to Housekeeping on the main menu.

housekeeping-menu

Category List #

Category List

It’s nearly impossible to make a common cleaning list for all the rooms in a property. Every property has different room types that make the cleaning also unique. This facility provides the comfort of breaking down the basic process of cleaning into categories that ease the process of housekeeping.

Steps:

  1. To access this screen go to Housekeeping >>Category List on the main menu.

category-list-menu

  1. To add a new category, type the name of the category in the empty field of the Enter New Category and click the Save button at the right end.

housekeeping-categorylist

To delete a category, select the desired category and click the Delete button at the bottom.

Housekeeping Billing #

Housekeeping Billing

To access this screen go to Housekeeping >>Housekeeping Billing on the main menu.

housekeeping-billing-menu

 

Housekeeping Reports #

Housekeeping Reports

To access this screen go to Housekeeping >>Housekeeping Reports on the main menu.

housekeeping-report

Amount Due

This report shows the total amount due for every reservation. To access Amount due report, navigate through Housekeeping >> Reports >> Amount Due

house-amount-due-report

amount-due-report

Check-in Report

This report lists all the reservations that has its check-in date as that day / in that week/month/year. You can also opt to search for reservations using the custom dates calendar.

To access this facility go to Housekeeping >> Reports >> Check-in Report in the Main Menu bar.

house-checkin-report

Check in –Checkout Report

This report generates a list of guests who have checked in and checked out for that day/in that week/month/year. You can also use the Custom Dates calendar to search for Guests who have checked in/out during the custom dates that you select on the calendar.To access this report go to Housekeeping >> Reports >>Check in -Checkout Reports.

house-checkin-checkout-report

checkin-checkout-report

Checkout Report

Guest Checkout can be viewed under Housekeeping >> Reports >>Checkout

house-checkout-report

Housekeeping Report

The Housekeeping Report displays the housekeeping status of every room in the property. This current status could either be assigned from the reservation Charts or from the Housekeeping Status screen. The Housekeeping department may run this report before and after each shift to report the current housekeeping status of each room.

To access this facility go to Housekeeping >>Reports>> Housekeeping in the main menu bar.

housekeeping-report

To view the days report, click on the radio button labelled Today or select a Custom Date manually entering a date or choosing one from the virtual calendar.

housekeeping-report

Then select the Display Result button.

To export the status in Excel/XML/Text format click on the corresponding buttons Export to Excel/Export to XML/Export to Text.

To print the status click on the Print Preview button which formats it for the printer.

Housekeeping Assignment

The housekeeping assignment worksheet is a tool for scheduling housekeepers and recording room inspections. Any updates made on the Housekeeping status, or assignment will be printed on this worksheet.

Steps:

To use this feature, go to Housekeeping>Housekeeping Assignment in the Menu.

housekeeping-assignment-report

One can locate the report of that day by clicking on Today or for any Custom Dates by selecting a day from the virtual calendar.

housekeeping-assignment-report

Click on the Print Preview button to generate a copy for efficient use.

The printed worksheet includes columns for housekeeping to sign or initial, and also for a supervisor to mark each room as being inspected.

Housekeeping Occupancy

For properties that like to group their housekeeping task according to arrival and departures, the Housekeeping Occupancy report is best to view the those things together. A list of rooms can be provided to the Housekeeping staff based on the room occupancy for that day. A report can be generated for the occupied rooms (stay over), rooms expected to check in, check out and those that are vacant or blocked. The housekeeping department may print these room lists and schedule the rooms for cleaning accordingly.

To access this facility go to Housekeeping>Housekeeping Occupancy in the Main Menu bar.

housekeeping-occupancy-report

Steps:

1. Click on one of the options in the Drop down list based on the criteria you are going to search: Blocked, Check In, Check Out, Stay Over, or Vacant.

housekeeping-occupancy-report

2. Click the Display Result button at the bottom to view the room list.

3. To export the status in Excel/XML/Text format click on the corresponding buttons “Export to Excel/Export to XML/Export to Text”.

4. To print the status, click on Print Preview button which formats it for the printer.

Stay Over

This report provides information on actual number of guests residing in each room for any given time. This can be useful for the front desk, or housekeeping staff.

It can be viewed under Reports>>Activities>> Stay Over.

housekeeping-stayover-report

stayover-report

Housekeeping Status #

Housekeeping Status

Use this function to view the housekeeping status of all the rooms of all types in a property.This screen can be printed to generate a Housekeeper worksheet and distribute to housekeeping staff.

Steps:

  1. This facility can be accessed by selecting Housekeeping>> Housekeeping Status in the main menu bar.
  2. When the form first appears it displays the room occupancy for all room types along with the name of the housekeeper assigned for Today.
  3. To display room status for other dates, select a date on the virtual calendar and click on the Find button.

To assign Housekeepers on your cleaning schedule, select their name from the list. To update the housekeeping status, select from the Change Status column. Click on the Save Changes button once done.

Stock Management #

Stock Management

To access this screen go to Housekeeping >>Stock Management on the main menu.

housekeeping-stock-management

Point Of Sale #

Point Of Sale

Overview

Point of Sale is a billing software which can be used to bill for Restaurants and Gift Shops.

Navigation

Point of Sale can be navigated under “POS” in the Main Menu.

POS Info #

POS Info

To access this feature, go to POS>> POS Info

posinfo

Station #

Station

A restaurant may have different sections (or stations) like Grill station, fries station, Pizza station etc. You can add as many as sections as you want under the stations list. To access this feature, go to POS>> POS Info>> Station.

posinfo-station

Steps:

  1. To add a station, type the name of the station in the Enter new station text box.
  2. Click on the Save button. The station is added to the list.

Pos Type #

Pos Type

The POS type typically lists out all the types of restaurants like Chinese, tandoori, continental, Mediterranean etc. All the outlets within a property can be categorized with respect to the POS type. To make use of this feature, go to POS>> POS Info>> POS Type in the main menu.

posinfo-postype

Steps:

  1. Enter the name of the POS type that you want to add to the list and hit on the Save button.

The new POS type will be added to the list.

Session #

Session

The Restaurant timings define the various timings at which the restaurant operates. You can add your choice of timings in which the restaurant remains functional under this menu. To access this feature, go to POS>> POS Info>> Session

posinfo-session

Steps:

  1. To add a session, click on the “Add Session” button.
  2. The Add Session screen is displayed as follows,
  3. Provide all the necessary details.

Click on the “Save Session” button at the bottom.

POS #

POS

The POS essentially holds all the details of all the outlets within a property including the location, the restaurant type, the timings and the status of the restaurant whether it is opened/closed. To access this feature, go to POS>> POS Info>> POS.

posinfo-pos

To Add an Outlet

  1. To add an outlet, click on the Add Outlet button.
  2. The Add Outlet screen is displayed as follows,
  3. Specify whether the outlet is active. Mention the name of the outlet, its type, location, the number of stations it holds and other details.
  4. Once you are done, hit on the Save Outlet button at the bottom.

To Modify an Outlet

  1. To modify an outlet, click on the outlet name that you want to modify.
  2. Make the required changes/modifications.
  3. Hit on the Save Changes button once you are done.

To Delete an Outlet

  1. To delete an outlet, select the checkbox next to the outlet that you want to delete.

Hit on the Delete Outlet button once you are done.

Table List #

Table List

pos-table-list

Staff List #

Access Levels & rights #

Access Levels & rights

  1. The Levels of accessibility of the workers can be defined in the Access Levels screen.
  2. To create Access Level click on POS>> Staff List>> Access Level & Rights dropdown in Black Menu.

pos-staff-accesslevels

Steps:

  1. To make new access level, Enter New Access Level name and Save button.
  2. After saving, click on View Rights magnifier of the respective access level name. Assign Rights Screen will be displayed.
  3. Select the rights that you want to allow and click on the > button. To allow all privileges, click on the >> button and click on the Save button.      

Shift List #

Shift List

  1. The different shifts that are functioning in your restaurant are defined in this screen. The shifts defined in this screen will be listed when the employees login to the system using their login name and password.
  2. To access the shift screen, click on POS>> Shift List>> Shift List in the main menu.

pos-staff-shiftlist

Steps:

  1. Click on the Add button.
  2. Enter Shift No and Shift Name.
  3. Enter the time from when the shift starts.
  4. Enter the end time for this shift.

Click on the Save button.

Staff List #

Staff List

  1. The Staff List feature will add the details of the staffs and create a separate user names and passwords for your workers.
  2. To create Staff List click on POS>> Shift List>> Staff List dropdown in Black Menu.

pos-staff-stafflist

Steps:

  1. Click on the Add button which is shown above.
  2. Enter full name of the user in Add Worker Page which is shown below.
  3. Enter user name and password of the worker.
  4. Select Access Level from the list provided.
  5. Select Shift from the list provided.
  6. Also mention his/her position and Email id, Phone Number.
  7. Click on Save button.
  8. Click the Address tab. Enter the contact information.
  9. Click the browse button and upload the photo of the staff.

Click on save button.

Main Group #

Menu Group

To access this feature, go to POS >> Menu Group >> Main Group.

pos-maingroup

Sub Group #

Sub Group

To access this feature, go to POS >> Menu Group >> Sub Group.

pos-subgroup

Combo Pack #

Combo Pack

  1. The Combo Pack is said to be the sale of a combination of two and more items at a special subsidized rate.
  2. To create Combo Pack click on POS >> Combo Pack in Black Menu. 

pos-combo-pack

Steps:

  1. To add a combo, click on the Add button at the bottom. The “Add combo” screen appears.
  2. To make the combo active in the POS, enable the “Yes” radio button.
  3. In the Add Combo screen, enter the name of the combo and give a short description about the combo.
  4. Enter the number of items that you are going to place under the combo pack and give the details of the items that includes the name of the item that you can choose from the drop down list along with the number of items.
  5. If you are going to give the combo pack on a default rate, enable the “default rate” else enable the “Combo Rate” button. In case, you select a combo rate, specify the rate in the “Rate amount” box.

Finally, hit the “Save Combo” button.

Promo Code #

Promo Code

  1. A promotional code is a number and/or letter combination that is used to receive a financial discount on an item or service.
  2. To create Promo Code click on POS >> Promo Code in Black Menu. 

pos-promo-code

Steps:

  1. To add a promo, hit on the Add button at the bottom of the Promo listing screen. The “Add promo” screen appears.
  1. If you want the promo to be active at the time of sale, enable the “Yes” button or enable “No”.
  2. The Promo code is generated automatically. No same promo code will be generated.
  3. Specify the discount amount and fill in the Promo description

Once you are done, hit on the “Save Promo” button.

POS Billing #

GiftShop Billing #

GiftShop Billing

  1. The restaurant billings are performed in POS billing feature. 
  2. To Access POS Gift Billing click on POS >> POS Billing >> GiftShop Billing in Black Menu.

pos-giftshop-billing

  1. Select the food items from the “Menu and Sub Menu” list and click on send order.
  2. Click on “Sale Finish” button and the billing screen will be displayed.

We can also add the bill to the room billing by clicking on “Add To Room” at the top of the screen.

Restaurant Biling #

Restaurant Biling

  1. The restaurant billings are performed in POS billing feature. 
  2. To Access POS Billing click on POS >> POS Billing >> Restaurant Billing in Black Menu.

pos-restaurant-billing

  1. Select the food items from the “Menu and Sub Menu” list and click on send order.
  2. Click on “Sale Finish” button and the billing screen will be displayed.

We can also add the bill to the room billing by clicking on “Add To Room” at the top of the screen.

Tax #

Tax

  1. The Tax list is used to add various taxes charged on the items.
  2. To create TAX click on POS >> TAX in Black Menu.

pos-tax

Steps:

  1. To add a tax to the tax list, click on the Add button at the bottom of the Tax List screen. The Add Tax screen appears.
  2. Specify the name of the tax that you are to add and set the tax type to either Percentage of Amount or Flat Amount.
  3. Specify the amount to be deducted as tax for the corresponding tax type.

Once done, click on the Save button.

Kitchen Settings #

Kitchen Settings

Kitchen list #

Kitchen list

  1. A list of kitchens can be created under kitchen list and it can be assigned to the restaurants.
  2. To create Kitchen list click on POS >> Kitchen Settings>> Kitchen List in Black Menu.

pos-kitchen-list

Steps:

  1. Click on Add Kitchen button.
  2. Enter the Kitchen name
  3. Select the Outlet Name from the dropdown list.
  4. Enter the location of the restaurant and give the description of the restaurant.
  5. Upload the picture if necessary and click on save button.

Kitchen Message #

Kitchen Message

  1. If any message needs to be conveyed to the kitchen, it can be created here so that during ordering the food items the messages like less salt, more spicier…etc. can be mentioned.
  2. To create Kitchen list click on POS >> Kitchen Settings>> Kitchen Message in Black Menu.

pos-kitchen-message

  1. Enter the Message and hit on save button.

Settings #

Settings

  1. The Settings which have been created here will be affected in Easy Web POS.
  2.  To create Settings click on POS >> Settings in Black Menu.

pos-settings

  1. Under Bill Settings, date and time can be Shown/Hide on bill by keeping YES/NO.
  2. Select the price format as you preferred from the Dropdown list.
  3. Under Shown/Hide Menu Icons, we can Show/Hide the Menu Icons by making a “Tick mark” on that particular Icon check box.
  4. Under Date &Time Zone Settings, the format of date is made and the year that can be a four or two digit by Enabling/Disabling the checkbox.
  5. Set your local time from the Dropdown to be displayed in the POS bill.

Once all done, click on Save button

Activity Log #

Activity Log

To access this screen go to Reports >> Activity Log.

reports-activity-log

Activity By Date #

Activity By Date

This feature will show the activity of all the Employees and their respective shift details based on the given date. Based on the date and timing, the result will be displayed.

You can view this report under Reports>>Activity Log >>Activity By Date.

activity-by-date

  • We can see all the activities by clicking on All Activities from the dropdown which is shown below :

activity-log-report1

activity-date1

  • We can search for a particular activity by selecting any filtering methods from the dropdown which is shown below :

Activity by Employee #

Activity by Employee

Activities of individual employee can be viewed under Activity By Employee Report. Select the name of any employee from the “Select Worker” dropdown. You can view the activities of different employees.

It can be viewed under Reports>>Activity Log>> Activity By Employee.

activity-by-employee

activity-employee2

activity-employee1

Activity By Shift #

Activity By Shift

This feature is used when your property has multiple people working in different shifts. To view the actions performed by the staffs coming in different shifts, you can access the Activity By Shift report. Based on the date and timing, the result will be displayed.

It can be viewed under Reports>>Activity Log>> Activity By Shift.

activity-by-shift

activity-shift1

Analysis #

Analysis

Using this feature, generate accurate analytics of reservations and the income generated from it. There are various options to help you generate analytics for different sources of reservation

To access this screen go to Reports >> Analysis.

reports-analysis

Expected Daily Income #

Expected Daily Income

You can generate your property’s  per day income report for every reservation here. Based on the arrival or departure or both arrival and departure dates,  the records will be displayed.

It can be viewed in New PMSUI under Reports>>Analysis >> Expected Daily Income

analysis-expected-daily-income

expected-daily-income1

 

Future Reservations #

Future Reservations

This report displays the list of guests with future reservations (yet to arrive or depart for selected dates).

  • It can be viewed in New PMSUI under Reports>>Analysis >> Future Reservations

analysis-future-reservation

future-reservations1

Reservation Activity #

Reservation Activity

This report will displays the reservations based on the Arrival Date or Departure Date or both Arrival and Departure Date.

It can be viewed in New PMSUI under Reports>>Analysis >> Reservation Activity

analysis-reservation-activity

reservation-activity-report1

Reservations Through OTA #

Reservations Through OTA

Reservations that are made through Booking interfaces those sets of reports are shown in here.

It can be viewed in New PMSUI under Reports>>Analysis >> Reservations Through OTA

analysis-reservation-ota

reservation-tota11

Reservations Through Referral #

Reservations Through Referral

Referral Report is very useful for finding the source that generates the most income to your property. Based on the referrals the result will be displayed.

It can be viewed in New PMSUI under Reports >> Analysis >> Reservations Through Referral

analysis-reservations-referral

reservation-referral1

Reservations Through Staff #

Reservations Through Staff

This report tracks income generated by each worker, based on their login. We can track which worker has made/modify the reservation easily.

It can be viewed in New PMSUI under Reports>> Analysis >> Reservations Through Staff.

analysis-reservations-staff

reservation-worker1

Reservations Through State #

Reservations Through State

This report will show the details based on the “State” to which the guest belongs to.

It can be viewed in New PMSUI under Reports>> Analysis >> Reservation Through State.

analysis-reservations-state

reservation-state1

StayOver #

StayOver

This report provides information on actual number of guests residing in each room for any given time. This can be useful for front desk and housekeeping staff. Based on Arrival and Departure dates,  the result will be displayed.

It can be viewed in New PMSUI under Reports>> Analysis >> Stay Over

analysis-stayover

stay-over-report1

Audit #

Audit Reports

To access this screen go to Reports >> Audit.

reports-audit

Close Out – Cash Out #

Audit Reports

This report lists all the reservations, payments done through cards, additional charges and deposits for the reserved units.

It can be viewed in New PMSUI under Reports>>Audit>>Close Out – Cash Out

audit-closeout-cashout

closeout-cashout1

Night Audit #

Night Audit

Night Audit is a vital process within the accounting function of a hotel operation to ensure that all transactions are checked on a daily basis for accuracy and all unpaid transactions are completed.

  1. To Access Night Audit, click on Features >> Night Audit in the Main Menu.

night-audit-menu

Night Audit Screen will be displayed which is shown below:

Steps:

night-audit-1 night-audit-reconcillation

  1. Click on “Run Night Audit Report Now”(Shown Above)
  2. Once done, go to Reports >> Audit >> Night Audit.

night-audit-report

  1. The Night Audit report can be run each night at the fixed time and handed over to the manager of the property. This will help the manager keep track of the income generated before that night. If the Night Audit options are set, and a night audit reports is set, closing balance will reflect the incoming amount for that day only after the passing system day and time.

To run the Night Audit automatically.

  1. Go to Features >> Options Settings

pos-option-setings

  1. Check the box for “Run Night Audit Report Every Night at” and set the time.
  2. Click on “Save” then “close”.

Night Audit Occupancy #

Audit Reports

This report lists all the reservations, the amount due, additional charges and payments due, based on the reservations for the selected day.

It can be viewed in New PMSUI under Reports>>Audit>>Night Occupancy Report.

audit-nightaudit-occupancy

night-audit-occupancy1

Call Accounting Summary #

Call Accounting Summary

Call Accounting Module

Easy InnKeeping interfaces with Comm One call accounting system. The Comm One software regulates pricing for all calls made on the property’s telephone . The Call Accounting interface downloads phone charges from Comm One to the guest’s bill in Easy InnKeeping.

To access this screen go to Reports >> Call Accounting Summary.

reports-call-accounting-summary

Enabling Call Accounting Feature

GraceSoft support staff will enable this feature, when the Call Accounting interface is purchased. Upon purchase, Comm One will setup a training and installation for the client’s telephone system. After this installation is complete, the interface can be setup and installed to work seamlessly with the PMS and the communication lines in your property.

It can be viewed in New PMSUI under Reports>>Call Account Summary.

call-accounting-summary-report

Charges Inventory #

Reports

To access this screen go to Reports >> Charges Inventory.

reports-charges-inventory

Account Codes #

Account Codes

The Account Code report provides a complete list of all account codes setup in the property, the tax/regular tax imposed upon each item, whether it facilitates debit/credit payment etc. This report is useful for providing a printed copy, or file of the complete list of account items.

It can be viewed in New PMSUI under Reports>>Charges-Inventory>>Account Codes. 

charges-accountcodes

account-codes1

Inventory Sold #

Inventory Sold

The Inventory Sold Report gives you the details of the inventory or items sold during the selected date period. This will help the property to keep track and optimize their sales.

It can be viewed in New PMSUI under Reports>>Charges-Inventory>>Inventory Sold.

charges-inventory-sold

inventory-sales-report1

Inventory Stock #

Inventory Stock

The Inventory stock report displays the details of the inventories that are in stock for sale. This report helps you record and track items on the basis of both quantity and value.  You can easily identify items that are going to be out of stock and those which are less used.

It can be viewed in New PMSUI under Reports>> Charges-Inventory>> Inventory Stock.

charges-inventory-stock

inventory-stock-report1

Inventory Tax #

Inventory Tax

This report will display the tax imposed on every inventory item.

It can be viewed in New PMSUI under Reports>>Charges-Inventory>>Inventory Tax.

charges-inventory-tax

inventory-tax-report1

Direct Billing #

Direct Billing

This feature allows you to generate a report of reservations for employees belonging to your company/organisation, whose expenses are borne by the company.

To access this screen go to Reports >> Direct Billing.

reports-direct-billing

direct-billing-company-report

Financial #

Amount Due #

Amount Due

This report shows the amount due for all reservations. Based on the arrival and departure dates,  the records will be displayed.

It can be viewed in New PMSUI under Reports >> Financial >> Amount Due.

financial-amountdue

amount-due-report1

Deposit #

Deposit

This report shows the amount deposited or paid for, for each reservation. For example, if the guest books a Unit that costs $100 but he pays $200, it simply means that he wants to pre-pay $100 as charges for additional facilities that he will avail at your property.

It can be viewed in New PMSUI under Reports>>Financial>> Deposit

financial-deposit

deposit-report1

Financial Report #

Financial Report

This report displays a summary of room revenue, Extra Person charge, Discount, Tax, and payment information for each reservation.

It can be viewed in New PMSUI under Reports >> Financial >> Financial.

financial-financialreport

financial-report1

Income Summary #

Income Summary

The Income Summary report works just like the Occupancy report. It generates the total income earned for a specified period.

It can be viewed in New PMSUI under Reports>>Financial>> Income Summary.

financial-income-summary

icome-summary-report1

Payment Settlement #

Payment Settlement

The Payment Settlement Report provides a daily total for each payment type category. Based on the invoice date and card type, details will be displayed.

It can be viewed in New PMSUI under Reports>> Financial>> Payment Settlement

financial-payment-settlement

payment-settlement-report1

Payment Type #

Payment Type

The Payment type report displays the details of each payment transaction completed or recorded in Easy InnKeeping. For each payment type, a total amount received will appear at the bottom of each column. This feature can be used to reconcile credit card statements and cash box receipts. For e.g. if your guest do cash payment and cash deposit, then these will be shown individually.

It can be viewed in New PMSUI under Reports>>Financial>> Payment Type

financial-payment-type

payment-type-report1

Shift Report #

Shift Report

Using the shift report, you can identify reservations based on staff shifts – Morning, Noon and Night. Results will be displayed accordingly. You can easily track the shift in which that particular reservation was made. This helps to avoid any kind of manipulation of data by staff and gives you all the transparency on your reservations.

It can be viewed in New PMSUI under Reports >> Financial >> Shift Report.

financial-shift-report

shift-report-1

Tax #

Tax

  1. The Tax Report is used to report taxes payable for lodging and inventory sales. Please note that the revenues reported in the Tax Report are on a per night basis. If Custom Dates are selected from Jan 1, 2012 to Jan 31, 2012,  then all room and inventory revenue/taxes realized between those dates will only be reported.
  2. For example, if a reservation was checked-in on December 30th, 2016 and departs on January 2nd, 2017, only 1 night’s revenue and taxes will be reported for the Tax Report dated Jan 1, 2017 to Jan 31, 2017.

It can be viewed in New PMSUI under Reports>> Financial>> TAX

financial-tax-report

tax-report1

Transaction Group #

Transaction Group

This report lists all the account codes that were charged for the selected date/s and displays the total amount charged. Based on the account codes used for the searched dates, results will be displayed.

It can be viewed in New PMSUI under Reports >>Financial >> Transaction Group

financial-transaction-group

transaction-group-report1

Transaction #

Transaction

The transaction report can be used to find the credit card charges that has been used during payment.

It can be viewed in New PMSUI under Reports >> Financial >>  Transaction

financial-transaction

transaction-report1

Guest #

Guest

To acess this page click on Reservations >> Guest in main menu.

reservations-guest

Guest Profiles (Sales) #

Guest Profiles (Sales)

This report lists all the sales generated for guests in each of their reservations. You can view the total sales amount for each guest, which is displayed based on arrival and departure date.

It can be viewed in New PMSUI under Reports >>Guest >> Guest Profile (Sales).

guest-profiles-sales

guest-profile-report1

Guest Reservation History #

Guest Reservation History

This report will display all the reservations done by a particular guest/s. Based on the Guest Name, Email and Reservation Number, the records will be displayed. You can type in a keyword to make your search faster.

It can be viewed in New PMSUI under Reports >>Guest >> Guest Reservation History.

guest-reservation-history

guest-reservation-history-report1

Guest History #

Guest History

This report lists reservation history of each guest. Based on the arrival and departure dates, records will be displayed.

It can be viewed in New PMSUI under Reports >>Guest >> Guest History.

guest-history

guest-history-report1

Guest Address #

Guest Address

This report lists the names of all guests who stayed in your property along with other details (Birth date, anniversary date etc).Using this feature, you can identify guests and  send customized wishes to them on their birthday or anniversary.

It can be viewed in New PMSUI under Reports >>Guest >> Guest Address.

guest-address

guest-address-report1

Amount Of Sales #

Amount Of Sales

The report provides the total sales recorded by the sales staff during the stipulated period selected. The Staff Activity report lists the activities that are done on particular days by the sales staff who are assigned to contact leads or customers.

  1. It can be viewed in New PMSUI under Reports >>Marketing >>Amount of Sales.

marketing-amount-sales

marketing-report1

  1. Select any Sales Rep. or All.
  2. Choose From and To Month. Click on Search button.

The selected months will be displayed with the total sales revenue recorded per week.

Deleted Leads #

Deleted Leads

All leads who were deleted in the sales and marketing section is displayed here. The contact information and the reason for deletion are shown. To permanently delete the lead, check the checkbox next to contact ID and click on Delete Permanently button. The respective lead information will no longer be available in the system.

It can be viewed in New PMSUI under Reports >>Marketing >>Deleted Leads.

marketing-deleted-leads

deleted-reports1

Leads #

Leads

This report displays the list of all leads, who made inquiries or signed up for an Email or are not assigned to particular staff for follow-up. You can easily identify these by searching based on the conditions given in the drop down menu.

It can be viewed in New PMSUI under Reports >>Marketing >>Leads

marketing-leads

lead-list-report

  1. To filter the leads list, select the options from “Show Leads” and “Search By” drop down, then click on Search button. The corresponding leads are displayed.
  2. Click on Print / Preview All Leads button. A pop up window appears for preview. Click on Print button to print the list or click on Close button to close the window.
  3. You can also preview selected leads. Check the checkbox next to Contact ID and click on Print / Preview Selected Leads button.
  4. By Selecting Report Type as“Detail” , you can print out all contact details, including full mailing address of the lead.

By Selecting Report Type as “List” ,you can print out a spread sheet format with contact name, phone, Email and referral source.

Lead Status #

Lead Status

The Lead Status report displays the leads based on their status like active, dead and waiting.

  1. It can be viewed in New PMSUI under Reports >>Marketing >>Lead Status.

marketing-lead-status

lead-status-report1

  1. Select the lead status type from the Show All list.  
  2. Select the reason type under Reason.

You can preview or print the list by clicking on the Print / Preview All button for all leads and Print / Preview Selected button for selected list by marking the checkbox of selected leads.

Lead Address #

Lead Address

This report gives the address and contact information of all leads.

It can be viewed in New PMSUI under Reports >>Marketing >> Lead Address

marketing-lead-address

lead-address-report1

Marketing Statistics #

Marketing Statistics

It can be viewed in PMS under Reports >>Marketing >>Marketing Statistics.

marketing-statistics

marketing-statistics-report1

 

Mass Email #

Mass Email

  1. Email tracking is a technique of monitoring email delivery to your guests. This method is widely used in email marketing to view the date your message was sent, how many emails were opened and to verify valid email addresses.
  2. You can strategically review all the email marketing campaigns with the help of Email Reports. The Report gives both summary and detail views of guests who have opened, read, unsubscribed on the email campaigns.
  3. All Reservation letters sent using the Mail Merge option in CRM (Customer Relationship Management) can be viewed in Email Reports.
  1. To View,  go to Reports >> Marketing>> Mass Email in Black menu.

marketing-mass-email

mass-email-report1

  1. Lists of emails with email name, status and sent date are displayed.
  2. Click on Mail Name.
  3. Click on the count of any column you want to check.

The number of the emails that are sent, bounced, opened, unsubscribed will be displayed.

No. Of Downlods #

No.Of Downlods

This report shows the number of inquiries received by the Sales App Registration form on a company’s web site. The report can be generated for the current year only.

  • It can be viewed in New PMSUI under Reports >>Marketing >>No. of Downloads

marketing-no-downloads

number-of-downloads-report1

To view the details for specific period of months, select the From Month and To Month and click on Search button. Click on Print / Preview button to preview the list and print.

Sales Email #

Sales Email

Sales letters are letters sent to your guests, customers, prospects and leads, promoting your organisation or property. You can generate a report on the number of sales emails that have been sent out so far. This information is vital in making key decisions on follow-up campaigns initiated by sales staff for promoting your organisation/property.

You can view the list of customers who received the email, opened and those that bounced back. The reason for the bounce can also be viewed.

To view this report in PMS go to Reports >> Marketing >> Sales Email in main menu.

marketing-sales-email

sales-marketing-email-report

  1. The email lists with mail name, status and sent date are displayed.
  2. Click on Mail Name.
  3. The number of emails that are sent, bounced, opened, unsubscribed will be displayed.

Click on the count of any column you wants to check.

Sales Personnel #

Sales Personnel

This report gives you the details of the sales staff.

To view this report in New PMSUI go to Reports >> Marketing >> Sales Personnel in Black menu.

marketing-sales-personnel

report-sales-personal

 

Staff Activity #

Staff Activity

The Staff Activity report lists the activities that are done by the sales staff assigned to contact leads or customers.

To view this report in PMS go to Reports >> Marketing >> Staff Activity in Black menu.

marketing-staff-activity

daily-activity-report1

  1. Select the staff name and click on Search button. The details of the response made by the staff,  on the selected day/s are displayed.

Select the reason type from the list under Reason.

Testimonials #

Testimonials

The report displays the testimonials given by leads or customers and recorded by Sales Staff. Sales Staff can use this report to provide testimonial material for marketing through web site and other marketing media. 

To view this report in PMS go to Reports >> Marketing >> Testimonials in menu

marketing-testimonials

customer-testimonials-report1

  1. Click on Search to display all testimonials.
  2. To filter the testimonials, Search By Property Name, Property Type, Contact Name, City or State. Click Search to display results.
  3. By Selecting Report Type “Detail” you can print out contact details, including name, phone, email and location.

By Selecting Report Type “List” you can print out a spread sheet with contact name, phone, email and testimonial

Occupancy #

Occupancy

To access this screen go to Reports >> Occupancy.

reports-occupancy

Daily Occupancy #

Daily Occupancy

The number of people who occupy the property can be tracked under daily occupancy report.

To view this report in PMS go to Reports >> Occupancy Report>> Daily Occupancy in menu

daily-occupancy-reports

daily-occupancy-report1

Daily Occupancy Summary #

Daily Occupancy Summary

The number of guests and the number of rooms occupied at any given day/time can be tracked under daily occupancy summary report.

To view this report in PMS go to Reports >> Occupancy Report>> Daily Occupancy Summary in Main menu

daily-occupancy-summary-reports

daily-occupancy-summary-report1

Occupancy #

Occupancy

Occupancy report will show the list of Unit Names, Total Nights, Percentage, Other Charges, Total Income, Discount, Income After Discount and Average.

To view this report in PMS go to Reports >> Occupancy Report>> Occupancy in Main menu

occupancy-reports

occupancy-report1

Inhouse Info #

Inhouse Info

Inhouse Info report will show the details of Current Room Status, Occupancy Status, Guest Statistics and Housekeeping Status for that day. Select that day’s date on the calendar and  click on “Show Status” button.

To view this report in PMS go to Reports >> Occupancy Report>> Inhouse Info in Main menu

inhouseinfo-reports

current-inhouseinfo-report1

POS Reports #

POS

To access this screen go to Reports >> POS Reports.

reports-pos

Daily Occupancy Report #

Daily Occupancy Report

Daily Occupancy report will display the Room Id,    Room Type, Guest Name, Arrival Date, Time, No of Persons, D.Time, and whether Breakfast is included or not.

To view this report in New PMSUI go to Reports >> Other >> Daily Occupancy Report in Main menu.

posreport-daily-occupancy

daily-occupancy-report1

Daily Sales #

Daily Sales

Daily Sales Report will display the items which have been sold out for the day.

To view this report in PMS go to Reports >> Other >> Daily Sales Report in Main menu.

posreport-daily-sales

daily-sales-report

Item Wise #

Item Wise

Item Wise report will display all the items in the Menu and its respective count in the inventory. This helps you to easily identify the items that are running low in count and helps you to replenish your stock accordingly.

  • To view this report in PMS go to Reports >> Other >> Item Wise Report in Main menu.

posreport-itemwise

itemwise-report1

KOT #

KOT

Kitchen Order Tickets (KOT) gives you the list of all the kitchen orders dispatched so far.

To view this report in New PMSUI go to Reports >> Other >> KOT Report in Main menu.

posreport-kot

kot-report1

Table Wise #

Table Wise

Table Wise report will displays the tables which have been created in POS.

To view this report in PMS go to Reports >> Other >> Table Wise Report in Main menu.

posreport-tablewise

tablewise-report1

Find Reservation #

Find Reservation

Overview

Find Reservation feature will find the Reservation based on the condition. To access Find Reservation go to Reservation >> Find Reservation in the Black Menu or click on Find Reservation Icon in the Main Menu.

find-reservation-menu

fin-reservation-main

Steps:

  • Select any Search Criteria Condition from the Search dropdown.

reservation-list

  • Based on the criteria give the input in the Input Field.
  • If you want search on particular dates click on the date fields and enter the dates.

reservation-list-search-option

  • Click on Find Button.
  • We can also cancel a reservation by clicking on “Cancel Button”.
  • We can search the type of Reservation by clicking on any condition in the “Show” and click on “Find” button.

Reservation can be cancelled by clicking on the “Cancel” button. Cancel Reservation Screen will be popup. Enter the Cancellation Charge amount and click on “Cancel” Button.

cancel-reservation-check

Group Booking #

Group Booking

Overview

The Group Booking feature in Easy InnKeeping is ideal for blocking rooms for a group that is checking in and checking out on the same date. Blocked rooms will appear in the Reservation Charts and calendar screens under the group name, until individual guests are assigned. Both individual and group payments are allowed from the Group Booking billing screen.

Navigation

  1. You can select from existing group Name and also can create new group code under Reservation>> Group booking

reservation-group-booking

group-bookings-list

Steps 1:

  1. Click on the Add button
  2. Enter all the details of the group including group name, arrival date, departure date, contact name, contact information and payment information. The group booking screen is shown below.

group-booking-general

  1. Click on the option “Yes” for Online Booking, if you want to allow guests from the group to book online.
  2. Then click on the Save button.

Note:You cannot enter the No. of Rooms field. This is a display field that gets automatically populated based on the number of rooms blocked in the Block Rooms tab which is shown below.

Steps 2:

  1. Click on the Block Rooms tab to assign the rooms and rates for this group.

group-booking-block-rooms

  1. Select Unit Type/Unit Names, Rates and number of guests per room, and Save to the Block Room list.
  2. You can continue selecting additional rooms for this group reservation by selecting the Unit Name, Rate and then clicking on the Save button.

Steps 3:

  1. Assign rooms for the guest in the Reservation tab.
  2. By clicking on Add which is shown above, Quick Reservation screen will be displayed where we can assign individual guest for the selected units.

group-booking-reservations

  1. After Clicking Add Quick reservation Screen will be opened.In the Reservation Page, the Group code will be automatically filled along with the group name and make necessary details in the reservation screen and Save the reservation which is shown below :

group-booking-code

Group Billing

  1. Billing for a group reservation can be done for the entire group or for individual guests in the group.
  2. Open the group reservation by clicking on Reservation >> Group Reservation and then, when the screen appears, click on the Billing button. The group billing screen appears as shown below:

group-booking-billing

billing-group-booking

  1. The billing details of individual reservations made for this group is listed in the top portion of the screen.
  2. The entire charge for the group is displayed in the lower portion of the screen.
  3. Click on the Individual Bill check box and then click on the Billing button. You will be taken to the individual billing screen of the guest. Add charges and payments relating to this specific guest and as necessary and then click on the Save button.

group-billing-details

The individual charges and payments that you make for each guest is reflected in the main group reservation’s bill screen and is displayed in the lower portion of the screen.

Guest #

Guest

To access this screen go to Reports >> Guest.

reports-guest

Hourly Reservation #

Hourly Reservation

Overview

Hourly reservation is mainly used for reserving rooms on an hourly basis on a particular day.

  • Basic Setups

Regular Rates Setup

Regular Rates can be defined as hourly rates and daily rates. When the rate type is assigned as an Hourly Rate, all charges applicable for a weekly basis become inactive. Fields indicating Weekend surcharge, extra person charge, no. of guest, children rate, no. of nights fields will be grayed out and do not accept any values.

modify-regular-rate

Room Setup

  1. Rooms settings can be made under Setup>> Basic Easy InnKeeping>>Unit setup and the unit setup page is shown below:

unit-setup

  1. For Hourly Reservation, the room type has to be assigned as Meeting Room. Only the rooms assigned as meeting rooms will be shown on the reservation page.

Accessing Hourly Reservation

Steps:

  1. Hourly reservation can be opened through Reservation>> Hourly Reservation.

hourly-reservation-menu

hourly-booking-screen

2. On clicking Hourly reservation, the respective page will open up. In this page, you can search for customers who have made hourly reservation/s. By clicking on ADD button, you will be navigated to the Hourly Booking page.

hourly-unitsetup

Stay Information

  1. Meeting Date will allow you to book the reservation for that specific day which you locate on the calendar.
  2. Start Time is the time of the customer’s arrival to the room and end Time is the leaving time of the customer from the room.
  3. Depending on the Start Time and End Time, the total hours will be calculated and displayed in the Hours field.
  4. Select one of the unit names from the drop down. Only the units that are marked as meeting room will be displayed in the drop down list.
  5. No of Guests will specify the count of people who are going to stay or make use of the

hourly-stay-info

hourly-reservation-menu

Payment Info

  1. “Add to Room Total” will add the bill to the room which is arriving above the hourly booking. Once Add to room total is clicked, then the payment field will be disappears which is shown below :

hourly-payment-info

  1. In Payment Type payments can be done in either cash or card. Credit card type can be set under Setup>>Accounts>>Payments.

setup-payments

  1. If cash is set as payment type, then credit card information is not necessary.
  2. Credit card set can be done under Setup>>Accounts>>Credit card type.

setup-credit-caed-types

  1. View button is used to show the information entered in the credit card field by entering a Password.

view-credit-number-full

  1. We can also verify the Credit Card details of the guest by making settings under Setup>>Accounts>>Credit card.

setup-credit-card

  1. Credit Card Setup & Validations Screen will be displayed which is shown below:

credit-card-setup-validation

Guest Information

hourly-guest-info

Enter the Guest’s basic details such as First name, Last name, Address and Email ID in this block. If the guest is already in the guest list, then enter his/her first, last name and click on TAB. The details of the guest will popup. Click on the desired guest name. His/her details will be auto populated in the fields.

Rate Information

hourly-rate-info

  1. If Tax Exempt is “checked”, tax will not be calculated for that particular reservation.
  2. Reservation Total displays the reservation’s total amount and Amount Due field displays the remaining amount that the customer needs to pay.

Bottom Buttons

  1. Save button will save the reservation and remains on the same page but Save &Close will save and close the reservation.

hourly-bottom-buttons

Bill

  1. Billing button is enabled only when the reservation is made. In billing screen, the current reservation’s entire Guest, Room Information, Payment and Charges details are displayed.

hourly-billing

  1. Payment and other charges can also be done in the billing screen.
  2. Payment and other charges can also be done in the billing screen.
  3. Print feature is used to take a printout of the billing screen.
  4. Send Email feature will send the billing details to that particular customer through Email. The Email ID given in the guest details during reservation will receive this mail.

Letter

Letter feature will send the letters like conformation, thank you…etc. in the form of Email and it can be setup under Setup>> Advanced Easy Inn Keeping>> Letters>> Reservation Letters.

setu-preservation-letters-menu

View History

History feature will show the entire action of the current reservation step by step. You can click on the Letter sent, E signature and Invoice printed to see the pages in detail.

hourly-reservation-history

Monthly Reservation #

Monthly Reservation

Overview

Monthly Booking will allow you to make reservations for a month.

SETUP MONTHLY RATE

  1. Monthly Rate can be fixed under Setup>> Basic Easy InnKeeping >> Regular Rate Setup.

regular-rate-setup

  1. Click on Add Regular Rate which is shown above. The Rates which are assigned as Monthly in the Rate Type in the Regular Rate (which is shown below), those particular rates only will be displayed in the rooms rate dropdown in Monthly Reservation Screen.

regular-rates

modify-regular-rate

NAVIGATION

To make Monthly Booking click on Reservation>> Monthly Reservation from the Black Menu which is shown below:

monthly-reservation-menu

  1. Monthly Reservation Screen will be displayed which is shown below:
  2. Let us discuss each blocks which are present in the Monthly Reservation.

Reservation block

monthly-reservation-module

  1. Arrival & departure date will fix the range of days were the customer going to stay.
  2. #Months will tell about the duration (months) of stay in the property by the Guest.
  3. No. of Guests will conform how many adults are going to stay

Guest

Enter the Guest basic details such as First name, Last name, Address and Email ID in this block. If the guest is already in the guest list then enter the first and last name and click on TAB. The details of the guest will be popup and click on that guest name.

monthly-guest

Status & Auto Email

  1. Status gives the details about what will be the current status of the booking which going to be.

monthly-status-auto-email

  1. Checkbox the “Auto Email” feature if you needs to send the auto email automatically according to the setup which has been created under Setup>> Advanced Easy InnKeeping>> letters>> Reservation letters>> Auto Email

setu-preservation-letters-menu

reservation-letter-list

  1. Status can be viewed in Charts>> Monthly Calendar. The Reservation status bar shows the “Reservation status” and in the chart the color of the status will be displayed.

monthly-reservation-status-bar

  1. Auto Email can be viewed whether it has been sent and opened under Quick Reservation>>History tab.

Rooms

  1. This feature will assign rooms to the reservation.
  2. We can add multi rooms (ctrl +click on the particular rooms).
  3. Select the rate from the dropdown.

monthly-rooms

Referrals Block

The Referral block is shown below:

monthly-referrals

Group code

  1. Group code feature is used to book multiple rooms for a range of dates and make a single person to pay all the billings or we can make the individual room to be paid. It can be setup in Reservation>>Group Booking in the Black Menu and then click on Add button in the Group Booking screen.

reservation-group-booking

  1. Group Booking Screen will be displayed which is shown below:

group-bookings-list

group-booking-general

Note: The complete process of Group Booking will be explained in Group Booking topic.

Direct Billing

  1. Direct Billing feature will add all the room charges to the company bill (for the person who is working in that company) and the company will be paying the bills for him.
  2. It can be accessed under Features>>Company ledger.

company-ledger-menu

company-list-add

  1. Company List (Direct Billing) Screen will be displayed which is shown below:

Steps:

  1. Click on the Add button which is shown above. Direct Billing Company screen will be shown below :

direct-billing-company

  1. Enter the Company Name, Address and Contact information.
  2. Enter the Credit Limit. Each time a reservation is direct billed to the company, it gets deducted from the Credit Limit.
  3. Click on the Direct Billing check box. Only by clicking on Direct Billing it will be displayed in reservation screen.
  4. Then click on the Save button.

Agent code

  1. Reservations that are referred by travel agents can be tracked using this feature. Their commission can be defined and combined into the reservation rates.
  2. To create Travel Agents click on Features >> Travel Agent list in Black menu.

trave-agentlist-menu

  1. Travel Agents List Screen will be displayed which is shown below:

travel-agent

Steps:

  1. Click on the Add button which is shown above. Travel Agent screen will be shown below :

travel-agent-add

  1. Enter the Agent Name, Address and Contact information.
  2. Select the Commission Type from the dropdown. It can be :
  • % on Total Bill
  • % on total Nights
  • Flat Amount per Stay
  • Flat Amount per Night.
  1. Enter the Fee Amount. For example, if it is 10% of the total bill, select ‘% on Total Bill in the Commission Type and enter 10 as the Fee Amount.
  2. If you need any Custom Fields, enter in the custom fields.
  3. Then click on the Save button.

Referral Types

  1. Referral type is the information about the hotel from any secondary sources like friends, newspapers, magazine…etc.
  2. For Referrals, commissions are not applicable to any secondary sources.
  3. It can be setup under Setup>> Advanced Easy InnKeeping>>Referral Types

setup-referral-types

  1. Referral List Screen will be displayed which is shown below:
  2. Enter New Referral name.

referral-type-list

  1. Click on Save button.

 

Payment Entry

payment-details-full monthly-payment-entry

  1. In payment Entry, payments can be done in either cash or card. Credit card type can be set under Setup>>Accounts>>Payments.

setup-payments

  1. If cash is set as payment type then credit card information is not necessary.
  2. View (which is shown above in payment entry) is used to see the Credit Card information of the guest. It can be viewed by entering User Name and Password which is shown below.

view-credit-number-full

  1. We can also verify the Credit Card details of the guest by making settings under Setup >> Accounts >> Credit card.

setup-credit-card

  1. Credit Card Setup & Validations Screen will be displayed which is shown below:
  2. If the card is assigned to “No validation” it will save the reservation but if the “validation” has been selected then it will verify the credit card details and shows error alert if the card does not meet the required correct details.

credit-card-setup-validation

Rates Sub-Block

  • The Rate Sub-block which is shown below:

monthly-rate

  1. Room Total” is the total of all the rooms which has been reserved instead of showing only one room rate.
  2. Extra Person Charges” will be added when the “No of guest” exceeds the fixed No. of Guest which is assigned under Setup>>Basic Easy InnKeeping>>Regular and Seasonal Rate Setup. It will also affect the TAX calculation.
  3. Discount” option is used to make discounts for the customer. It can be setup in Setup>> Accounts>> Discounts.

setup-discounts

discounts-account-codes

  • Miscellaneous is the extra charges which applies to the guest during occupation in the property.

Taxes

  • Once the Tax is assigned to the Unit we cannot add or modify the Tax in the reservation Screen or in the Billing screen. To make a new Tax go to Setup>>Basic Easy InnKeeping>>Taxes.

taxes

  1. Click on Add button which is shown above

tax-list

  1. Enter the Tax Name.

setup-tax

  1. Select the Tax Type from the dropdown. It consists of
  • Percentage Of Amount: Percentage amount of the room total.
  • Flat amount: A flat amount is charged regardless of the room total.
  • Inclusive GST: GST amount is 9.09% of the room total.
  1. Enter the tax rate in the Amount box.
  2. If the tax applies to lodging, select Applied To Lodging check box. Taxes will be applicable to units only if this check box is selected.
  3. Click on the Save button.

Payment Display

  1. Post Tax total” is the total after addition of taxes with room and miscellaneous rates.
  2. Total paid” field will display the amount which are paid by the customer.

monthly-payment-display

  • Amount due” field will notify the remaining amount that the customer needs to be paid.

Notes

Any needs and request from the customer side, it will be noted down at notes field.

monthly-notes

Bottom Features

  1. ADD feature will add a new Quick Reservation.
  2. SAVE button will save the reservation and remains on the same page but SAVE&CLOSE will save and close the reservation.

Billing

monthly-reservation-billing

  1. Billing button enabled only when the reservation has been made. In billing screen the current reservation’s entire Guest, Room Information, Payment and Charges details will be displayed.
  2. Payment and other charges can also be done in billing screen.
  3. Only room rate can be change but we cannot edit taxes.
  4. Print feature is used to take printout of the billing screen.
  5. Send Email feature will send the billing details to that particular customer through Email. The Email which has been given in the guest details during reservation to that mail only it will be sent.

Guest, Guest image, Guest doc

  1. Guest button will show the guest information and any changes can also be done.
  2. Guest image will takes the image of the customer through interface and any document of customer for security reason can be added through Guest Doc (Select Document popup) which is shown below.

Letter

  • Letter feature will send the letters like conformation, thank you…etc. in the form of Email and it can be setup under Setup>> Advanced Easy Inn Keeping>> Letters>> Reservation Letters.

setup-reservation-letters-menu

Delete

  1. Delete button will delete the entire reservation.
  2. Deleted reservation cannot be found in find reservation also.

History Tab

History feature will show the entire action of the current reservation step by step. You can click on the Letter sent, E signature and Invoice printed to see the pages in detail.

monthly-reservation-history

Package Booking #

Package Booking

OVERVIEW

Package Booking is a combination of Rooms and Inventory Items together and made it for use for the guest at a discounted rate than the original rate.

SETUP PACKAGE

  1. The package feature allows a property to build combinations of room stays, and other items like foods into a package and that can be given as a single item to the guest.
  2. To create packages click on Setup>> Advanced Basic Easy InnKeeping>> package Setup.

setup-package-setup

package-listing-screen

  1. Click on Add button. Add package page will be opened which is shown below:

add-package-screen

  1. Enter Package Name and Description.
  2. Click on Browse button to upload the picture.
  3. Enter Number of Rooms and Number of Nights included in the package.
  4. Select the rooms that can be booked for this package from the Room Details list. To select multiple rooms, hold the CTRL key and select with your mouse.
  5. Select Room Rate from the Dropdown.
  6. Select the Item Details from the provided list to add services or items.
  • Select the item name
  • Select the quantity. If a default price is defined for the item, it will be displayed. If no price is defined, please enter an amount.
  1. If you want to add more than 10 items click on Add More Items button and enter the item details.
  2. Enter the Number Of Guests.
  3. Select Online Package as “Yes” if you want to display packages in the Easy WebRez online booking page.
  4. Select the dates that the package should be applied. If you want to apply multiple dates for a single package, click on Add More Dates button and select the dates.
  5. Total Room Rate will be shown in the text box and also can be modified. Total cost is the actual amount of the package (calculation will be based on the room rate and item details amounts) excluding the tax will be displayed in textbox.
  6. Click Save Changes Button.

NAVIGATION

To make Package Booking click on Reservation>> Package Booking from the Black Menu which is shown below:

reservation-package-booking

package-booking-screen

Reservation block

  1. Arrival & departure date will fix the range of days were the customer going to stay. By assigning the Arrival Date, Departure Date will be calculated automatically based on the Package’s duration.
  2. No. of Nights will tell about the duration of stay in the property by the Guest.
  3. No. of Guests will conform how many adults are going to stay which cannot be entered here, It will be enter automatically

monthly-reservation-module

Guest

  1. Enter the First name and Last name and press “Tab” key, it will display the guest list
  2. By clicking on the magnifier near first and last name, matched details will be uploaded.

monthly-guest

Status & Auto Email

monthly-status-auto-email

  1. Status block gives the details about what will be the current status of the booking which going to be.
  2. Auto mail feature will send mails automatically according to the setup which has been created under Setup >> Advanced EasyInnKeeping >> letters >> Reservation or marketing letter >> Auto Mail.

setup-reservation-letters-menu

reservation-letter-list

  1. Status can be viewed in Charts>> Monthly Calendar and auto mail can be viewed whether it has been sent and opened under Quick reservation>>History tab.

Units

  1. This feature will assign rooms to the reservation.
  2. We can add multi rooms (ctrl+click on the particular rooms).

units-booking

Referrals

setup-referral-types

Group code

  1. Group code feature is used to book multiple rooms for a range of dates and make a single person to pay all the billings. It can be setup in Reservation>>Group booking>>Add.

group-booking-general

Direct Billing

  1. Company Ledger feature will add all the room charges to the company bill and the company will be paying the bills.
  2. It can be accessed under Features>>Company ledger.Steps:

company-ledger-menu

company-list-add

  1. Click on the Add button which is shown above. Direct Billing Company screen will be shown below :

direct-billing-company

  1. Enter the Company Name, Address and Contact information.
  2. Enter the Credit Limit. Each time a reservation is direct billed to the company, it gets deducted from the Credit Limit. The amount that can be direct billed to the company has to be within the credit limit that is allowed to the company.
  3. Click on the Direct Billing. Only by clicking on Direct Billing it will be displayed in reservation screen.
  4. Then click on the Save button.

Agent code

  1. Reservations that are referred by travel agents can be tracked using this feature. Their commission can be defined and combined into the reservation rates.
  2. To create Travel Agents click on Setup>> Features >> Travel Agents in black menu.

trave-agentlist-menu

Steps:

  1. Click on the Add button which is shown above. Travel Agent screen will be shown below :

travel-agent

travel-agent-add

  1. Enter the Agent Name, Address and Contact information.
  2. Select the Commission Type. It can be:
  • % on Total Bill
  • % on total Nights
  • Flat Amount per Stay
  • Flat Amount per Night.
  1. Enter the Fee Amount. For example, if it is 10% of the total bill, select ‘% on Total Bill in the Commission Type and enter 10 as the Fee Amount.
  2. If you need any Custom Fields, enter in the custom fields.
  3. Then click on the Save button.

Referral Types

  1. Referral is the information about the hotel from any secondary sources like friends, newspapers, magazine…etc.
  2. For Referrals, commissions are not applicable to any secondary sources.
  3. It can be setup in Setup>> Advanced Easy InnKeeping>>Referral Types

setup-referral-types

  • Enter New Referral name.

referral-type-list

  • Click on Save button.

Payment Entry

monthly-payment-entry

  1. In payment type payments can be done in either cash or card. Credit card type can be set under Setup>>Accounts>>Payments.

setup-payments

  1. If cash is set as payment type then credit card information is not necessary.
  2. Credit card set can be done under Setup>>Accounts>>Credit card type.

setup-credit-caed-types

  1. View is used to see the information which has been given in the credit card field by entering credit card password.

view-credit-number-full

  1. We can also verify the card details by setting under Setup>>Advanced Easy Webrez>>Credit Card.

setup-credit-card

  1. If the card is assigned to “No validation” it will save the reservation but if the “validation” has been selected then it will verify the credit card details and shows error alert if the card does not meet the required correct details.

credit-card-setup-validation

Rates

monthly-rate

Discounts

  1. Discounts are reduction of amount to a basic price of services.
  2. To create Discounts click on Setup>>Accounts>> Discounts dropdown in Black Menu.

setup-discounts

discounts-account-codes

Steps:

1. Click on Add button.

add-account-type

2. Enter the discount item description.

3. Select Account Group as Discount.

4. Select Account Subgroup.

5. Automatically the Account Type will assign to Debit.

5. Enter default amount if you wish to set up.

6. Click the Save button.

Taxes

setup-tax

  1. Select the Tax Type. It consists of
  • Percentage Of Amount: Percentage amount of the room total.
  • Flat amount: A flat amount is charged regardless of the room total.
  • Inclusive GST: GST amount is 9.09% of the room total.
  1. Enter the tax rate in the Amount box.
  2. If the tax applies to lodging, select Applied To Lodging check box. Taxes will be applicable to reservations only if this check box is selected.
  3. Click on the Save button.

Payment Display

monthly-payment-display

  1. Post total is the total after addition of taxes with other rates.
  2. Total paid field will display the amount in which customer has paid.
  3. Amount due field will notify the remaining amount that the customer needs to be paid.

Notes

Any needs and request from the customer side, it will be noted down at notes field.

monthly-notes

Bottom Features

bottom-button-features

  1. ADD feature will add a new Quick Reservation.
  2. SAVE button will save the reservation and remains on the same page but SAVE&CLOSE will save and close the reservation.

Billing

package-billing

  1. Billing button enabled only when the reservation has been made. In billing screen the current reservation’s entire Guest, Room Information, Payment and Charges details will be displayed.
  2. Payment and other charges can also be done in billing screen.
  3. Only room rate can be change but we cannot edit taxes.
  4. Print feature is used to take printout of the billing screen.
  5. Send Email feature will send the billing details to that particular customer through Email. The Email which has been given in the guest details during reservation to that mail only it will be sent.

Guest, Guest image, Guest doc

select-document

  1. Guest button will show the guest information and any changes can also be done.
  2. Guest image will takes the image of the customer through interface and any document of customer for security reason can be added through Guest Doc (Select Document popup) which is shown below.

Letter

  1. Letter feature will send the letters like conformation, thank you…etc. in the form of Email and it can be setup under Setup>> Advanced Easy InnKeeping>> Letters>> Marketing Letters.

setup-reservation-letters-menu

Delete

  1. Delete button will delete the entire reservation.
  2. Deleted reservation cannot be found in find reservation also.

History

History feature will show the entire action of the current reservation step by step which can be viewed under History Tab in Quick or Full Reservation.

history-full

Quick Reservation #

Quick Reservation

OVERVIEW

Quick reservation is a one page reservation where we can make booking easier.

NAVIGATION

  1. In black menu at the top click on Reservation>>Quick reservation else click on Reservation icon which is located exactly below the Main menu.

quick-reservation-menu

  1. Once quick reservation is clicked it will navigate to the reservation page which is shown below:

quick-reservation-acess

Description

Quick reservation consists of ten blocks which is listed below:

quick-reservation-screen

Reservation block

Here we will enter the reservation details.

monthly-reservation-module

  1. Arrival &departure date will fix the range of days were the customer going to stay.
  2. No of night will calculate automatically depends on Arrival &departure dates.
  3. No of Guests will conform how many adults are going to stay.
  4. No of Children will conform how many children’s are going to stay.
  5. Children Free Stay is mainly used to intimate housekeeping staffs to arrange things for the children’s who is below preassigned age.(e.g.: below 4years)

Guest

Enter the Guest basic details such as First name, Last name, Address and Email ID in this block. If the guest is already in the guest list then enter the first and last name and click on TAB. The details of the guest will be popup and click on that guest name.

monthly-guest

Status & Auto Email

  1. Status gives the details about what will be the current status of the booking which going to be.

monthly-status-auto-email

  1. Checkbox the “Auto Email” feature if you needs to send the auto email automatically according to the setup which has been created under Setup>> Advanced Easy InnKeeping>> letters>> Reservation letters>> Auto Email.

setup-reservation-letters-menu

reservation-letter-list

  1. Status can be viewed in Charts>> Monthly Calendar. The Reservation status bar shows the “Reservation status” and in the chart the color of the status will be displayed.

monthly-reservation-status-bar

  1. Auto Email can be viewed whether it has been sent and opened under Quick Reservation>>History tab.

monthly-reservation-history

Rooms

monthly-rooms

  1. This feature will assign rooms to the reservation.
  2. We can add multiple rooms (ctrl+ click on the particular rooms).
  3. Room type can be setup under Setup>> Basic Easy InnKeeping>>Room type.

room-types

  1. A room type can have multiple room names. Individual rooms can be set under Setup>> Basic Easy InnKeeping>>Unit setup.

unit-setup

Referrals

Group code

  1. Select any Group code. Group code feature is used to book multiple rooms for a range of dates and make a single person to pay all the billings. It can be setup in Reservation>>Group booking.

reservation-group-booking

Direct Billing

  1. Select any Direct Billing. Direct Billing feature will add all the room charges to the company bill and the company will be paying the bills. It can be enabled under Features>>Company ledger. Below the credit limit only we can make direct billing.

company-ledger-menu

company-list-add

direct-billing-company

Agent code

  1. Agent code feature is a third party dealing interface between customer and hotel management. It can be setup under Features>>Travelling Agent. Commission will be given to agent based on commission types under Features>>Travelling Agent.

trave-agentlist-menu

travel-agent

 

Share room

  1. Share room feature will share a single room on a particular day with N no of customers. It can be viewed in Charts in the form of reservation number. By clicking on ‘’Share With’’, Quick Reservation Screen will be opened. For the same Reservation ID and room name another reservation for different person can be made which is shown below :

calendar-share-rooms

  1. Referral is information about the hotel from any secondary source like friends, newspapers, magazine…etc. For Referrals, commissions are not applicable to any secondary sources. It can be setup in Unit Setup>> Advanced Easy InnKeeping>> Referral Types.

setup-referral-types

Payment Entry

monthly-payment-entry

  1. In payment type, payments can be done in either cash or card. Payment type can be set under Setup>> Accounts>> Payments.

setup-payments

  1. If cash is set as payment type then credit card information is not necessary.
  2. Credit card setup can be done under Setup>>Accounts>>Credit card type.

setup-credit-caed-types

  1. View is used to see the information which has been given in the credit card field. After clicking on the View button enter the credit card password and click on “Submit” button.

view-credit-number-full

  1. We can also verify the Credit Card details of the guest by making settings under Setup>>Accounts >>Credit card.

setup-credit-card

  1. Credit Card Setup & Validations Screen will be displayed which is shown below:

Rates

monthly-rate

  1. Select Rates” option will be visible only when single unit has been selected. If multiple rooms are selected Select Rates option will not be visible. We can select different rates for a room name with this feature.
  2. Unit Rate” is the per room rate which has been setup under Setup>>Basic Easy InnKeeping>> Unit setup. If any changes are made in unit rate it will affect Tax calculation and Room Total. Only “Regular rates” will be taken for Unit Rate for reservation unless Seasonal rate has been fixed for that particular date and unit.

unit-setup

  1. Room Total” is the total of all the rooms which has been reserved instead of showing only one room rate.
  2. Extra Person Charges” will be added when the “No of guest” exceeds the fixed No. of Guest which is assigned under Setup>>Basic Easy InnKeeping>>Regular and Seasonal Rate Setup. It will also affect the TAX calculation.
  3. Discount” option is used to make discounts for the customer. It can be setup in Setup>> Accounts>> Discounts.

setup-discounts

discounts-account-codes

Taxes

  • Tax can be set up under Setup>> Basic Easy InnKeeping>>Taxes.

taxes

  • Taxes which are made as true in tax list that list of taxes only will display in reservation.
  • We can split the tax in billing screen by enable the option under Features>>Option Setting>> Show Tax Breakdown on Bill.

tax-list

  • For implementing that taxes into rooms we need to setup in Setup>> Basic Easy InnKeeping>>Unit Setup.

add-room

Payment Display

monthly-payment-display

  1. Post Tax total” is the total after addition of taxes with room and miscellaneous rates.
  2. Total paid” field will display the amount which are paid by the customer.
  3. Amount due” field will notify the remaining amount that the customer needs to be paid.

Notes

Any needs and request from the customer side, it will be noted down at notes field.

monthly-notes

Bottom Features

  1. ADD feature will add a new Quick Reservation.
  2. SAVE button will save the reservation and remains on the same page but SAVE&CLOSE will save and close the reservation.

bottom-button-features

Billing

quick-reservation-billing

  1. Billing button enabled only when the reservation has been made. In billing screen the current reservation’s entire Guest, Room Information, Payment and Charges details will be displayed.
  2. Payment and other charges can also be done in billing screen.
  3. Only room rate can be change but we cannot edit taxes.
  4. Print feature is used to take printout of the billing screen.
  5. Send Email feature will send the billing details to that particular customer through Email. The Email which has been given in the guest details during reservation to that mail only it will be sent.

Guest, Guest image, Guest doc

select-document

  1. Guest button will show the guest information and any changes can also be done.
  2. Guest image will takes the image of the customer through interface and any document of customer for security reason can be added through Guest Doc (Select Document popup) which is shown below.

Letter

  1. Letter feature will send the letters like conformation, thank you…etc. in the form of Email and it can be setup under Setup>> Advanced Easy Inn Keeping>> Letters>> Reservation Letters.

setup-reservation-letters-menu

Delete

  1. Delete button will delete the entire reservation.
  2. Deleted reservation cannot be found in find reservation also.

History Tab

History feature will show the entire action of the current reservation step by step. You can click on the Letter sent, E signature and Invoice printed to see the pages in detail.

history-full

Room Type Booking #

Room Type Booking

  1. Monthly Availability Calendar by Room Type will show the view by Room Type.
  2. It can be access by making the view as room type in Options Settings which can be navigated by Features>> Options Settings and then >>Page Settings>> Calendar View as Room Type and click on Save button which is shown below :

Making Reservation by Room Type:

  1. To make reservation by room type navigate, Reservation >> Room Type Booking in the main menu.

reservation-roomtype-booking

Steps for making a room type reservation:

  1. Enter the arrival and departure dates and number of guest.
  2. Enter the Guest basic details such as First name, Last name, Address and Email ID in this block. If the guest is already in the guest list then enter the first and last name and click on TAB. The details of the guest will be popup and click on that guest name.

Status & Auto Email

  1. Status gives the details about what will be the current status of the booking which going to be.
  2. Checkbox the “Auto Email” feature if you needs to send the auto email automatically according to the setup which has been created under Setup>> Advanced Easy InnKeeping>> letters>> Reservation letters>> Auto Email.

Referrals

Group code

  1. Select any Group code. Group code feature is used to book multiple rooms for a range of dates and make a single person to pay all the billings. It can be setup in Reservation>>Group booking.

Direct Billing

  1. Select any Direct Billing. Direct Billing feature will add all the room charges to the company bill and the company will be paying the bills. It can be enabled under Features>>Company ledger. Below the credit limit only we can make direct billing.

Agent code

  1. Agent code feature is a third party dealing interface between customer and hotel management. It can be setup under Features>>Travelling Agent. Commission will be given to agent based on commission types under Features>>Travelling Agent.
  2. Referral is information about the hotel from any secondary source like friends, newspapers, magazine…etc. For Referrals, commissions are not applicable to any secondary sources. It can be setup in Unit Setup>> Advanced Easy InnKeeping>> Referral Types.

Units:

  1. Choose the room type from the dropdown menu (Pulled from Setup>> Basic Easy InnKeeping>>Room type) and enter the number of rooms to be booked. If the entered number of rooms are available for that day those rooms only can be booked. Enter the Room Rate (Pulled from Setup>> Basic Easy InnKeeping>> Regular rates Setup) from the dropdown menu.

Payment Entry

  1. In payment type, payments can be done in either cash or card. Payment type can be set under Setup>> Accounts>> Payments.
  2. If cash is set as payment type then credit card information is not necessary.
  3. Credit card setup can be done under Setup>>Accounts>>Credit card type.
  4. View is used to see the information which has been given in the credit card field. After clicking on the View button enter the credit card password and click on “Submit” button.
  5. We can also verify the Credit Card details of the guest by making settings under Setup>>Advanced Easy Webrez>>Credit card.
  6. Credit Card Setup & Validations Screen will be displayed which is shown below:

Rates

  1. Select Rates” option will be visible only when single unit has been selected. If multiple rooms are selected Select Rates option will not be visible. We can select different rates for a room name with this feature.
  2. Unit Rate” is the per room rate which has been setup under Setup>>Basic Easy InnKeeping>> Unit setup. If any changes are made in unit rate it will affect Tax calculation and Room Total. Only “Regular rates” will be taken for Unit Rate for reservation unless Seasonal rate has been fixed for that particular date and unit.
  3. Room Total” is the total of all the rooms which has been reserved instead of showing only one room rate.
  4. Extra Person Charges” will be added when the “No of guest” exceeds the fixed No. of Guest which is assigned under Setup>>Basic Easy InnKeeping>>Regular and Seasonal Rate Setup. It will also affect the TAX calculation.
  5. Discount” option is used to make discounts for the customer. It can be setup in Setup>> Accounts>> Discounts.

Taxes

  1. Tax can be set up under Setup>> Basic Easy InnKeeping>>Taxes.
  2. Taxes which are made as true in tax list that list of taxes only will display in reservation.
  3. We can split the tax in billing screen by enable the option under Features>>Option Setting>> Show Tax Breakdown on Bill.
  4. For implementing that taxes into rooms we need to setup in Setup>> Basic Easy InnKeeping>>Unit Setup.

Payment Display

  1. Post Tax total” is the total after addition of taxes with room and miscellaneous rates.
  2. Total paid” field will display the amount which are paid by the customer.
  3. Amount due” field will notify the remaining amount that the customer needs to be paid.

Notes

Any needs and request from the customer side, it will be noted down at notes field.

Bottom Features

  1. ADD feature will add a new Quick Reservation.
  2. SAVE button will save the reservation and remains on the same page but SAVE&CLOSE will save and close the reservation.

Billing

  1. Billing button enabled only when the reservation has been made. In billing screen the current reservation’s entire Guest, Room Information, Payment and Charges details will be displayed.
  2. Payment and other charges can also be done in billing screen.
  3. Only room rate can be change but we cannot edit taxes.
  4. Print feature is used to take printout of the billing screen.
  5. Send Email feature will send the billing details to that particular customer through Email. The Email which has been given in the guest details during reservation to that mail only it will be sent.

Guest, Guest image, Guest doc

  1. Guest button will show the guest information and any changes can also be done.
  2. Guest image will takes the image of the customer through interface and any document of customer for security reason can be added through Guest Doc (Select Document popup) which is shown below.

Letter

  1. Letter feature will send the letters like conformation, thank you…etc. in the form of Email and it can be setup under Setup>> Advanced Easy Inn Keeping>> Letters>> Reservation Letters.

Delete

  1. Delete button will delete the entire reservation.
  2. Deleted reservation cannot be found in find reservation also.

History Tab

History feature will show the entire action of the current reservation step by step. You can click on the Letter sent, E signature and Invoice printed to see the pages in detail.

  1. Monthly Room Type is accessed under Chart >> Monthly Room Type in Black Menu.
  2. By clicking on the Room Type Dropdown which is shown below we can view the particular room type alone in the chart.

The second red box highlights the available rooms on that particular day.

Travel Agent #

Travel Agent

To access this screen go to Reports >> Travel Agent.

reports-travel-agent

Travel Agent Statements #

Travel Agent Statements

This report will show the total amount of sales generated by travel agents and the commission paid to each. Based on the arrival date and the code, the records will be displayed.

To view this report in PMS go to Reports >> Travel Agent>> Travel Agent Commission in Black menu

travel-agent-statement-reports

travel-agent-statement-report1

Travel Agent Commission #

Travel Agent Commission

This report is used to record travel agent’s commission amount and commission paid to them.

To view this report in PMS go to Reports >> Travel Agent>> Travel Agent Commission in Black menu

travel-agent-comission-report

travel-agent-comission-report1

Cheque Management #

Cheque Management

To view this report in PMS go to Reports >> Other >> Cheque Management Report in Main menu.

other-report-cheque-management

Custom Reports #

Custom Reports

You can also create your own report to suit your reporting needs.

To view this report in PMS go to Reports >> Other>> Custom Reports in Black menu.

other-custom-reports

custom-reports1

Steps:

  1. Click on Add
  2. Under the Select Tables list, select the category of field that you want to display in your report. It can be Reservation, Guest, Travel Agent or Direct Billing Company.  
  3. Based on the table selected, the associated fields are displayed in the Available Fields list.            
  4. Select the field that you want to display in the report and click on the > button. You can continue to add more fields by selecting the field and then the >button. All the fields that are added appear in the Selected Fields list.            
  5. You can also pick fields associated from a different table to appear in the same report. Just pick a different table and then, select the field and add them to the Selected Fields list as described in the previous step.            
  6. Then click on Next button            
  7. Calculations like Sum and Average can be incorporated to the amount related fields to roll up the final values in the reports. Select the calculation that you want to include by selecting the appropriate check boxes.            
  8. Then click on Next button            
  9. Select the sorting order that you would like to apply, if applicable. You can apply sorting for up to four levels. Select the field for the sorting order.            
  10. Then click on Next button            
  11. Give a name (Title) to the report that you just created, so it can be used in the future. Enter the Description and the Created By details.            
  12. Click on Finish.            

The report that you created appears in the Custom Reports list.

Detailed Inhouse Info #

Detailed Inhouse Info

The detailed Inhouse Info will show the Basic information of accommodation for your property and the rate of charges.

To view this report in PMS go to Reports >> Other >> Detailed Inhouse Info in Black menu.

other-report-detailed-inhouse-info

detailed-inhouseinfo-report1

Form IV Report #

Form IV Report

To view this report in PMS go to Reports >> Other >> Form IV Report in Main menu.

form-iv-report

Laundry Management #

Laundry Management

To view this report in PMS go to Reports >> Other >> Laundry Management Report in Main menu.

laundary-management-report

Purchase Report #

Purchase Report

To view this report in PMS go to Reports >> Other >> Purchase Report in Main menu.

other-purchase-report

Sales Tax Report #

Sales Tax Report

Sales Tax Report will show the “Sales Tax” in a separate column in order to view the sales tax for each reservation easily.

To view this report in PMS go to Reports >> Other >> Sales Tax Report in Black menu.

sales-tax-report

form2-sales-tax-report

Stock Management #

Stock Management

To view this report in PMS go to Reports >> Other >> Stock Management Report in Main menu.

stock-management-report

Stock Item Wise Report #

Stock Item Wise Report

To view this report in PMS go to Reports >> Other >> Stock Item Wise Report in Main menu.

stock-itemwise-report

Swimming Pool #

Swimming Pool

To view this report in PMS go to Reports >> Other >> Swimming Pool Report in Main menu.

swimming-pool-report

Tax Collect & Remittance #

Tax Collect & Remittance

This Report will display the total tax collected and the amount of tax paid to the government.

  • To view this report in PMS go to Reports >> Other >> Tax Collect & Remittance Report in Main menu.

tax-collect-remittance-report

tax-collecting-remitance-report1

Cancelled Reservations #

Cancelled Reservations

Reservations which are cancelled can be viewed in Cancelled Reservation.

To view this report in PMS go to Reports >> Reservation>> Cancelled Reservation in Main menu.

resreport-cancelled-reservations

cancelled-reservation-report1

Checkin-CheckOut #

Checkin-CheckOut

Guest Check in and Checkout can be viewed in Check in -Checkout

To view this report in PMS go to Reports >> Reservation>> Check in -Checkout in Main menu.

resreport-checkin-out

checkin-checkout-report1

Check Out #

Check Out

Guests who are checking out can be viewed under check out report.

To view this report in PMS go to Reports >> Reservation>> Cancelled Reservation in Main menu.

resreport-checkout

checkout-report

Front Office #

Front Office

It is a report derived by the Front Office Executives which pulls the information on a daily basis.

  • To view this report in PMS go to Reports >> Reservation>> Front Office

resreport-front-office

front-office-report1

Group Booking #

Group Booking

Bookings made as Group Booking reservation can be viewed under this report.

To view this report in PMS go to Reports >> Reservation>> Group Booking in Main menu.

resreport-group-booking

group-reservation-report1

Group Booking Summary #

Group Booking Summary

Group booking summary report can be used to track group bookings made for the week.

To view this report in PMS go to Reports >> Reservation>> Group Booking Summary in Main menu.

resreport-group-booking-summary

group-reservation-summary1

Package Booking #

Package Booking

The reservations made as package bookings can be view under package booking reports.

To view this report in PMS go to Reports >> Reservation>> Package Booking in Main menu.

resreport-package-booking

package-booking-report1

Reservation Summary #

Reservation Summary

In Reservation Summary report, you can find the reservation details with “Beginning Balance and Close balance”.

To view this report in PMS go to Reports >> Reservation>> Reservation Summary in Main menu.

resreport-reservation-summary

reservation-summary-report1

Room Type assignment #

Room Type assignment

We can see the room type availability of rooms under room type assignment report.

To view this report in PMS go to Reports >> Reservation>> Room Type Assignment in Main menu.

resreport-roomtype-assignment

roomtype-assignment-report1

Setup #

EasyInnkeeping Setup

Overview :

Setup is the basic setting which allows the whole software to work based on the information given in each setup screen. Information has to be accurately entered in the Setup screens in order to access all the features effectively.

These setup features can be can be accessed by clicking on Setup dropdown in the Black Menu as shown

setup

Basic Easy Innkeeping #

EasyInnkeeping Setup

Information has to be accurately entered in Basic Easy InnKeeping Setup screen in order for Easy InnKeeping software to effectively manage your reservations. Basic Easy InnKeeping can be directed by Setup >> Basic Easy InnKeeping and the page can be shown below:

basic-easyinnkeeping-min

Property Info #

Property Info

1. Property info allows you to enter detailed information about your property.

2. Its navigating path is Setup>> Basic Easy InnKeeping>> Property Info.

property-info

3.The information entered here about the property will be displayed in the billing screen.

Steps:

1.Clicking on Modify Property will open up the Modify Property screen wherein you can make the desired changes.

property-details

modify-property

2.Enter property name and contact information, as you would like it to appear in the guest bill.

3.Click on the Browse button and upload the picture of your property and Logo separately.

4.Check the option “Center” or “Left Corner” for the Logo placement to appear in online reservation.

5.Make the necessary changes and click on the Save button.

6.Make note of your property short name, login name and password because these are essential to login to the software.

Regular Rate setup #

Regular Rate Setup

By default, Regular rates will be considered for all units during reservation unless a “Seasonal rate” has been fixed for that particular date. Regular rates can be constructed under Setup>> Basic Easy InnKeeping>> Regular rates Setup which is shown below:

Regular rates can be constructed under Setup>> Basic Easy InnKeeping>> Regular rates Setup which is shown below:

regular-rate-setup

Steps:

1.Click on Add Regular Rate button. The Add Regular page will be displayed

regular-ratesadd-regular-rate

2.Select the Rate Type from the list provided. The following rate types are available,

  • Daily- rates will be calculated for each day based on amount entered.
  • Weekly – rates are fixed for a week. Even if the guest does not stay exactly for a week, the rate will be divided by 7 and charged accordingly.
  • Monthly – rates are fixed for a month. Even if the guest does not stay for a month, the rate is divided by 30 and charged accordingly.
  • Hourly Rate – rates are defined by the hour.

3.Give a descriptive name for the rate. (For example, Grande Suite Room Rate)

4.Enter Rack Rate.

5.If you enter Weekend Surcharges, then select the days that you want to apply surcharges for by clicking on the appropriate day(s). For example if you want to apply surcharges for Saturday and Sunday, click on the check boxes representing Saturday and Sunday.

6.Enter Extra Person Charge. Based on the maximum number of people that are allowed to stay in a specific room for a specific rate, an extra person charge is charged for each day that the guest stays in that room.

7.Enter Minimum No. of Nights that are allowed to stay in this room at this rate.

8.Default checked value for the option “Disable this Rate” will be “No”.

9.Once done click on Save Rate Plan Button.

Seasonal Rate setup #

Seasonal Rate setup

Seasonal rates can be setup only for Regular Rates. We cannot create new seasonal rates without a regular rate. We can assign an extra rack rate for a particular range of dates and apply the seasonal rate instead of regular rate.

It can be navigated by Setup>> Basic Easy InnKeeping>> Seasonal rates Setup which is shown below:

seasonal-rate-setup

Steps:

1. Click on Add seasonal rate button which is shown above and the add regular rate page is shown below:

seasonal-rates1add-seasonal-rate

2. Select Rate Name from the Dropdown. These rates have to be defined first in the regular rate screen. (For example, Grande Suite Room Rate was defined in the regular rate screen.)

3. Specify the From and To date for which you want the seasonal rate to take effect. The Seasonal Rate will not be applicable out of the dates specified in the From and To fields.

4. Enter Rack Rate.

5. If you want to apply Weekend Surcharges, select the days that you want to apply surcharges for, by clicking on the appropriate day(s). For example if you want to apply surcharges for Saturday and Sunday, click on the check boxes representing Saturday and Sunday.

6. Enter Minimum No. of Nights that the guest is allowed to stay in this room at the specified rate.

7. Click on the Save button.

Taxes #

Taxes

Tax can be set up under Setup>> Basic Easy InnKeeping>>Taxes.

taxes

Steps:

1. Click on the Add button to add a new tax. The “Setup Tax” page is displayed as shown.

tax-listsetup-tax

2. Enter Tax Name.

3. Select the Tax Type. Tax type comprises of the following options:

  • Percentage of Amount: It denotes that the tax deducted will be a particular percentage of the total room amount.
  • Flat amount: A flat amount is charged as tax regardless of the room total.
  • Inclusive GST: GST amount is 9.09% of the room total.

4. Enter the tax rate in the Amount box.

5. If the tax applies to lodging, select Applied To Lodging check box. Taxes will be applicable to reservations only if this check box is selected.

6. Click on the Save button.

Room Types #

Room Types

Room type can be setup under Setup>> Basic Easy InnKeeping>>Room typeA room type can have multiple room names. Individual rooms can be set under Setup>> Basic Easy InnKeeping>>Unit setup.

room-types

2. A room type can have multiple room names. Individual rooms can be set under Setup>> Basic Easy InnKeeping>>Unit setup.

unit-setup

Steps:

1. Click on Add Room Type button and the Add Room Type page is shown.

room-type-listadd-roomtype

2. If you want the room that you’re creating to be active, select the “Yes” radio button. Marking your room as active will display and enable reservations for your room.

3. Upload the Image by clicking on Browse button.

4. Click on the Browse button to upload an attractive image of your room.

5. Enter the Number of Beds and Maximum Occupancy in this room.

6. Enter the Number of Beds and Maximum Occupancy for the room.

7. No. of Rooms denotes the total number of rooms that will be created for this room type.

8. If the unit is provided with amenities as listed, select the appropriate choices and click on the >> button.

9. Then click on Save button for your changes to take effect.

Unit Set up #

Unit Setup

Single room settings can be made in Unit Setup. It can be accessed by navigating through Setup >> Basic Easy InnKeeping >> Unit Setup.

unit-setup

Steps:

1.Click on Add Room button. The add room page is displayed.

room-listingadd-room

2. By default, the room will be active. If you want the room to be created but made inactive, select the “No” button.

3. Enter Unit Name and Unit No.

4. Select Room Type from the dropdown list.

5. Click the browse button to upload a nice picture of the room.

6. Select the Room View/location, No. Of Beds and Bed Type from the Dropdown list.

7. If the unit is provided with amenities as listed, select the appropriate choices and click on the >> button.

8. Enter the Maximum Occupancy you wish to set up for the room.

9. Single Rate option will enable charges for a single person (This is applicable only when the number of guest is one).

10. Check the option “Yes” or “No” to display the room in online reservation.

11. Click on the Save button.

Room views #

Room view

1. Room view will describe the room’s view from a particular point. It is setup under Setup>>Basic Easy InnKeeping>> Room Views

room-views

Steps:

1. To add a new room view, simply type the name of the view in the “Enter New Room View field” and click on the “Save” button.

2. To delete a particular room view/s, mark the checkbox corresponding to the desired ones and click on the “Delete” button. The selected room views are removed.

room-view-list

Amenities #

Amenities

The different kinds of Amenities in your property are added and maintained in this screen. Amenities that you add in this screen will be displayed in the Unit Setup screen. Amenities can be managed under Setup >> Basic Easy InnKeeping >> Amenities.

amenities

amenities-list

Steps:

1. Click on the Add button. The Add Amenity screen appears.

add-amenity

2. Enter the Amenity Name and Description.

3. Upload the Image by clicking on Browse button.

4. Click on Save button.

Bed Types #

Bed Types

1. You can add the different bed types in your property here. It can be navigated by Setup >> Basic Easy InnKeeping >> Bed Types.

bed-types

Steps:

1. To add a new bed type, enter the New Bed Type and click on Save Button.

2. To delete a particular bed type/s, mark the checkbox corresponding to the desired bed types and click on Delete button. The selected bed types are removed.

bedtype-list

Basic Easy Webrez #

Basic Easy Webrez

This feature is precisely used for making online reservations. Basic setups to enable your online reservation are done here. You can access this feature by navigating through Setup>> Basic Easy Webrez.

basic-easywebrez-min

Editor

Cms Editor #

CMS Editor

CMS Editor will enable you to manage content for your booking engine. You can add personalized text about your property and other sections of the booking engine using the CMS editor. To access CMS Editor, click on Setup>> Advanced Basic Easy Webrez >> CMS Editor in Menu.

cms-editor

cms1

Steps:

On clicking the CMS editor, you will be redirected to the page where you can edit different sections of your booking engine. The landing page of the CMS editor contains the content for your booking engine’s home page as shown below. On clicking the content, you will realize that it is contained within a block. The top right corner of the block has three options ..

cms2

• On clicking the first icon, you can edit the content in the block or add new content according to your preference.

• Clicking the second icon will copy paste the current block of content.

• Clicking on the third icon will close or remove the current block of content.

All the changes made here will be reflected in your booking engine’s home page.

cms3

cms4

To edit the content in the other sections of your booking engine, click on Room Adding from Online Booking dropdown. CMS Easy WebRez Room Adding page will open as shown:

cms5

The content that you add here will be displayed in the Search Rooms page below the Search Summary as shown.

cms6

There are various options present in the editor to help you display your content in a personalized way.

The four options present toward the top left of the editor are as follows,

cms7

• The first icon allows you to add new content. On clicking it, a block wherein you need to put your content is shown. Click on the marker icon on the top right of the block to add new content. Once you start, an editor appears as shown:

cms8

• Using the various options from the editor, create customized content for your page. Click on the Save button within the editor to save your changes.

• Once you are finished with adding all the content, click the icon cms9 on the top left to save the changes to your site. Note that you need to save changes to your editor and your website before you can publish your content.

• Once you are done saving the content, click on the “Publish Website” button. Your booking engine will be displayed with the saved changes.

Easy Webrez Cms Editor #

Easy Webrez Cms Editor

The Easy WebRez CMS editor allows you to easily customize your booking engine pages at a single place. To access Easy WebRez CMS Editor, navigate through Setup>>Basic Easy Webrez >> Easy Webrez Cms Editor in Menu.

easywebrez-cms-editor

Steps:

1. On selecting Easy WebRez CMS Editor, you will be redirected to a page wherein you can select a desired template for your booking engine.

2. Select the desired template by marking its corresponding radio button and click on the “Go To Design” button.

3. Once you select a desired template, you will be able to see the editor integrated with the booking engine pages as below.

4. The editing options are present towards the left as shown.

ewr-cms1

5. In the Select Page field, select a desired page to edit from the drop down.

6. On redirecting to the desired page, you will notice that everything on the page can be customized. You can create, change, add and modify content, add images to your page. Click on the “Marker” icon that appears at the top left corner of each tab that you want to customize. On hitting the marker icon, an on-screen editor is displayed. You can add or edit content as per for your preference using this option.

ewr-cms2ewr-cms3

7. Once you are finished customizing, click on the “Save” button to save your changes.

8. To preview your page with the saved changes, click on the “Preview” button.

9. To reset the changes made, click on the “Reset” button.

10. Note that it is important to Save within the on-screen editor and on the CMS editor for your changes to reflect in your booking engine.

Online Template #

Online Templates

This feature will allow you to make changes to the exterior look and feel of your booking engine. It can be accessed by navigating through Setup>> Basic Easy Webrez >> Online Template.

online-template

By default, there are nineteen templates. Choose any one by clicking on the radio button next to the desired template.

online-template

Online Widget #

Online Widget

Online widget feature will allow your guests to make a reservation easier by making use of the widget. The widget can easily allow the guest to enter all the basic information for a reservation. It can be navigated via Setup>> Basic Easy Webrez >>Online Widget.

online-widget

Steps:

1. From online widget page, you can select any widget by simply clicking on the radio button.

2. Then the respective widgets HTML code will be generated and it can be copied and paste on the properties coding section.

online-widget-list

Image Settings #

Image Settings

Image settings give you the provision to set up images for various sections of your booking engine namely background image, amenities, Image for your logo, Direction and finally slider images. You can set up to five slider images for your booking engine.

To access Image Settings, navigate through Setup>> Advanced Basic Easy Webrez >> Image Settings in Menu.

image-settings

Steps:

  1. Choose the Slider Images by clicking on Browse button. We can upload five Slider Images.
  2. Similarly choose the corresponding images for Amenities, Logo, Direction and Background images.
  3. image-settings-screen

Once finished click on Save Changes button.

Advanced Easy Webrez #

Advanced Easy Webrez

It is navigated by Setup>> Advanced Basic Easy Webrez. This feature gives provides you with more advanced options to customize your booking engine. Let us run through each options and its usefulness..

advanced-easywebrez

Activities #

Activities

All the activities that your property includes can be added under the Activites sub-menu. To access Activities, navigate through Setup>> Advanced Basic Easy Webrez >> Activities in Menu.

setup-activities

activity-listing

Steps:

1. To add an activity, Click on ADD Activity button.

add-activity

2. Enter the Activity Name and Distance from the property.

3. Give some description and click on Save Activity Name.

Color Settings #

Color Settings

Color settings will allow you to change colors in Header and Table-Header / Menu on the booking engine.

To access color settings, navigate through Setup>>Advanced Basic Easy Webrez >> Color Settings in Menu.

setup-color-settings

Steps:

1. Choose the background color and Text color for Header and Table-Header / Menu.

color-settings-changes

2. Select the Font and Font Size for Header and Table-Header / Menu from the Dropdown.

3. Once done, click on Save Changes button.

Direction #

Direction

The directions page primarily gives information about the direction to your property.
To make use of this feature, go to Setup>> Advanced Basic Easy Webrez >> Directions in Menu.

setup-direction

1. Easy WebRez provides you with the facility of adding direction in two formats – either by specifying the complete address or specifying the latitude/longitude.

Steps:

1. Select the Input type from the drop down menu.

direction-info

2. Give the required address/latitude, longitude specification.

3. Provide description, if necessary.

4. Click on the Save Changes button once you are done

Display features #

Display features

The Display Feature lists numerous features that you can enable or disable on the booking engine. To access display features, navigate through Setup>> Advanced Basic Easy Webrez >> Display Features in Menu.

setup-display-features

display-features-screen

Dynamic Text #

Dynamic Text

The Dynamic Text feature allows you to create your own customized captions for display on the booking engine. To access dynamic text, navigate through Setup>> Advanced Basic Easy Webrez >> Dynamic Text in Menu. Add the desired captions and click on the “Save Changes” button once done.

setup-dynamic-text

dynamic-text-function

Photo page #

Photo page

The Photo Page feature allows you to select a template and add content/images according to the selected layout. To access photo page, navigate through Setup>> Advanced Basic Easy Webrez >> Photo Page in Menu.

setup-photopage

photopage-layout-features

Steps:

1. Select a desired layout by marking the respective radio button. Every layout has a different pattern of text and image alignment.

2. Upload Images by clicking on Browse button.

3. Add a desired content of your property in the Paragraph field.

4. Once done, click on Save Changes button.

Property Description #

Property Description

The Property Description feature provides options to enter information describing your property, any ongoing offers in your property and also allows you to enter content for direction. The entered information is displayed in your booking engine.

To create Property Description, click on Setup>> Advanced Basic Easy Webrez >> Property Description in Menu.

setup-propertydescription

Steps:

1. Enter the property Description.

property-amenities

2. If necessary, mention any ongoing offers.

3. Give the Direction to your property from a popular landmark.

4. Click on Save Changes button.

Property Rates #

Property Rates

Property Rates provides more options to customize rates and other booking options, on your online reservations page (i.e., on your booking engine). It can be accessed by navigating through Setup>> Advanced Easy Webrez >> Property Rates.

setup-property-rates

Steps:

1. Enable Online Booking Option comprises a number of features within. You can enable/disable the respective features by checking/unchecking the corresponding checkbox.Screen.

2. Rate Information will help you set the rates to be displayed on the booking engine. The information entered here will be displayed in the booking engine as shown.

property-description-rateinfo

property-rates-summary

3. Enable Online Booking Search Page provides you with features to be displayed in the Search Summary section of the booking engine. Features enabled/disabled here will be reflected accordingly as shown.

4. Select Deposit Payment Requirements feature allows the user to pay a minimum amount as deposit prior to their stay. If this feature is enabled, users will be unable to make a reservation without paying the deposit amount.

5. Select Discount Requirements provides discount as a defined amount for a given period of time. You can enter the start/end day of discount and the stipulated amount that you assign as discount charges in the fields provided under this section.

search-summary

6. Select any Amenities included in Room Rates feature includes the selected amenities to the room rate. It is displayed on the booking engine under the Property Description page.

7. Online Reservations Availability:

  • The Lead time required for Online Reservations features sets a period of day(s) before when online reservations can be made from the current date. Beyond the stipulated lead time, online reservations cannot be made from the current date.
  • The Do not allow Online Reservations after feature disables online for the stipulated time you enter here.

8. Rate Adjustment by Percentage feature allows you to adjust the rate for a unit, for reservations made between a specified number of days from the current date.

Accounts #

Accounts

The accounts feature provides various options to setup your payment methods. To access Accounts, go to Setup>> Accounts.

accounts

Charges #

Charges

Charges specifically enumerate the amount of money incurred when adding any Point Of Sale Items or any other service/s that is availed from the property by the guest. To create Charges, click on Setup>> Accounts>> Charges in dropdown menu

setup-charges

charges-account-typesadd-account-type

Steps:

1. To add a charge, click on the Add button at the bottom. The Account Code screen is displayed. The account code field is auto generated.

2. Enter the description and select the Account Group as Charges from dropdown and select any related Account Subgroup.

3. Selecting the account group as charges will automatically change the account type to “Credit”.

4. Enter a default amount in the field provided. Enable this charge to be applicable for online bookings also by marking the “Yes” button in the “Online Item” option.

5. Choose the taxes to be added to the charge. To enable the added charge in lodging and POS, just enable the checkbox.

6. Click on YES in the Disable this Account option to disable this charge and click on Save to save your changes.

Credit Card #

Credit Card

The Credit card option helps you to setup different types of credit cards that are accepted for payment. Also, it allows you to choose a validation type when processing payments within the PMS and on the booking engine.

1. The Credit Card Type that should be available during payments is done here.

2. To go Credit Card click on Setup>> Advanced Basic Easy Webrez >> Credit Card in Menu.

setup-credit-card

Note : The credit card types that are enabled here are the only ones that will be displayed in the “Payment Type” drop down while logging a reservation.The credit card setup and validation screen appears as below,

credit-card-setup-validation

Steps:

1. Select the Credit Card Types by making a “Tick mark” on the checkbox of corresponding Card type.

2. Credit Card Validation will be available for Easy InnKeeping PMS and Easy WebRez Online Booking simply enabling the “tick mark”

3. Select "Validation Required" if Credit Card information is mandatory.

4. Select "No Validation" if Credit Card Information is not required.

5. Select "Authorize.Net, Paypal, CCAvenue Validation" if using real time processing.

6. Once done click on Save Changes Button.

Credit Card Types #

Credit Card Types

Credit Card types will add different types of cards to the list. To create a Credit Card type, click on Setup>> Accounts>>Credit Card types dropdown in Menu.

setup-credit-caed-types

Steps

1.To add a new credit type, enter the same in the New CC Type field and click on Save button. To delete particular credit card type/s, mark the checkbox corresponding to the credit card types and click on the “Delete” button at the bottom.

cctype-list

2. All the saved credit card types will appear as options in the drop down list for the Payment type option under Payment Entry block in the reservation screen.

Discounts #

Discounts

1. Discounts are reduction of amount to a basic price of services.

2. To create Discounts click on Setup>>Accounts>> Discounts dropdown in Menu.

setup-discounts

Steps:

1. Click on Add button.

discounts-account-codes

add-account-type

2. Enter the discount item description.

3. Select Account Group as Discount.

4. Select Account Subgroup.

5. Automatically the Account Type will assign to Debit.

6. Enter default amount if you wish to set up.

7. Click the Save button.

Note:

For Special discount in Account Subgroup Tax will be calculated beforse discount is added so we cannot assign tax separately for Special Discount.

We can enable in POS by clicking on Applicable for POS check box.

Main List #

Main List

Main list comprises of all the account main groups and its relevant sub groups.
To go to main list, click on Setup>> Accounts>>Main List dropdown in Menu.

setup-mainlist

Steps:

1. To add a new account main group, simply enter the name of the account main group in the field provided and click on the Save button.

mainlist-account-maingroup

2. The desired account group is added to the list. Click on the magnifier icon corresponding to the newly added account group to add the subgroups for the same.

mainlist-account-sub-greoup

3. Enter the new subgroups for the selected account main group and hit the Save button to save your changes.

4. Clicking on the account structure will give you a holistic view of all the account main groups and the related sub groups.

Miscellaneous #

Miscellaneous

Miscellaneous are extra charges collected from the guest. To create Miscellaneous charges, click on Setup>>Accounts>>Miscellaneous.

setup-miscellaneous

Steps:

1. Click on Add button.

miscellaneous

2. Enter the Item in Description.

add-account-type

3. Select Account Group as Misc.

4. Select Account Subgroup.

5. Enter Default Amount if you wish to set up.

6. Select the Tax from the options listed if it needs to be applied for the item.

7. Check the option Applied to Lodging so that the miscellaneous items will automatically be added to guest bill for the reservations.

8. Click the Save Button

Payments #

Payments

This feature allows you to setup pre-defined payment types for use throughout the system. Users can setup additional payment items under Setup>>Accounts>> Payments in Menu.

setup-payments

3. Click on ADD button to add new payments to the list.

list-payment-account

Steps:

1. Enter the payment item Description.

2. Select Account Group as Payment.

add-account-type

3. Select Account Subgroup.

paymenttype-reservation

4. If payment item is a deposit or payment, select Credit for Account Type.

5. If payment item is a refund, select Debit for Account Type.

6. Click the Save button.

Employee #

Employee

Employee feature consists of Shift List, Access Levels and Staff List. These features help to organise your staff and their shifts respectively. To access this feature, click on Setup>>Employee in Menu

employee

Access Level #

Access Level

Different levels of accessibility for workers can be defined in the Access Levels screen. To create Access Levels, click on Setup>>Employee>>Access Levels in Menu.

setup-access-levels

1. To create new access level, enter new access level name and hit on the Save button.

access-level-list

2. After saving, click on View Rights magnifier against the respective access level name.

access-levels-select

3. In the assign rights screen, select the rights that you want to delegate by clicking on the > button. To allow all privileges, click on the >> button and hit the Save button. The selected privileges will be populated in the Permission Available List.

setup-assign-rightts

Shift List #

Shift List

The different shifts that are operational for your staff can be created here.

To create shift list, click on Setup>>Employee>> Shift List in Menu.

setup-shift-list

Steps:

1. Click on the Add buttonto add a new shift.

shift-list

2. Enter Shift No and Shift Name.

new-shift-setup

3. Enter the start and end time for the new shift created.

4. Click on the Save button.

shiftlist-login

Every time an employee logs in to the system using his credentials, the Select Shift Detail screen is displayed. Employee has to select his shift from the drop down before he can continue to work on the system.

Staff List #

Staff List

The Staff List feature allows you to maintain a database of all your PMS and POS staff along with their general and personal details. To access staff list, navigate through Setup>>Employee>>Staff List in Menu.

staff-list

staff-list-details

add-worker-general

Steps:

  • Click on the Add to add a new worker to the list.
  • Enter full name of the user in Add Worker Page as shown.
  • Enter user name and password of the worker.
  • Select an Access Level from the list.
  • Select Shift from the list provided.
  • Also mention his/her position, Email id, Phone Number.
  • Click on Save button to save changes to the General Information.
  • Click on the Address tab to enter contact information of the worker.

ass-worker-address

  • Click on the browse button to upload an image of the staff.
  • Hit the Save button.

add-worker-general-pos

 

Note: You can also add POS staff by checking the radio button “POS”.

 

Easy Web POS #

Easy Web POS

Easy WebPOS for Restaurants and Gift Shops is an application software that can be directly integrated with your Easy InnKeeping PMS to help manage your POS business by managing your menu settings, inventory, employee logins and user rights. It can also be used as stand-alone software. To access Easy Web POS, navigate through Setup>> Easy Web POS in Menu.

easy-webpos

Access level & Rights #

Access level & Rights

Different levels of accessibility and rights for workers can be using this feature. To create Access Levels and Rights, click on Setup>> Easy Web POS >> Access Levels and Rights Menu.

setup-accesslevels-pos

Steps:

user-acess-rights

  1. Enter the New Access Level and click on the Save Level button.
  2. The new access level is added to the list
  3. Initially, all the rights for the newly added access level are disabled.
  4. Enable the given rights for a user by clicking on the “cross” button. It is enabled to a “tick mark”, denoting that the corresponding access rights have been given.

Finally, click on the Save Rights button.

Combo Pack #

Combo Pack

The Combo Pack is the sale of a combination of two or more items at a subsidized rate. To create a Combo Pack, navigate through Setup>> Easy Web POS >> Combo Pack in Menu.

setup-combo-pack

Steps:

combo-listing

To add a combo, click on the Add button at the bottom. The “Add combo” screen appears.

add-combo

  1. To add a combo, click on the Add button at the bottom. The “Add combo” screen appears.
  2. To make the combo active in the POS, enable the “Yes” radio button.
  3. In the Add Combo screen, enter the name of the combo and give a short description about the combo.
  4. Enter the number of items that you are going to place under the combo pack and give the details of the items that includes the name and the number of items.
  5. Enable the “default rate” to apply default rate for the items included in the combo or enable the “Combo Rate” option to enable combo rate for the items. In case, you select a combo rate, specify the rate in the “Rate amount” box.
  6. Finally, hit the “Save Combo” button.

Promo Code #

Promo Code

A promotional code is a number and/or letter combination that is used to receive a financial discount on an item or service. To create a promo code, navigate through Setup>> Easy Web POS >>Promo Code in Menu.

setup-promo-code

Steps:

promo-listing

To add a promo, hit on the Add button at the bottom of the Promo listing screen. The “Add promo” screen appears.

add-promo-code

  1. If you want the promo to be active at the time of sale, enable the “Yes” button or enable “No”.
  2. The Promo code is generated automatically. No same promo code will be generated.
  3. Specify the discount amount and fill in the Promo description

Once you are done, hit on the “Save Promo” button.

Settings #

Settings

This comprises of various options to enable/disable selected settings on your POS system. To access settings, click on Setup>> Easy Web POS >> Settings in Menu.

setup-settings-pos

  • Enable or disable display of date and time on bill by marking the appropriate “Yes” or “No” buttons.

pos-option-setings

  • Select the price format as preferred from the Dropdown list.

pos-settings-bill

  • Show/Hide Menu Icons on the POS interface by tick marking against that particular checkbox.

pos-menu-settings

  • Date format is selected under Date and Time Zone Settings. Set the year format to be of four digit by marking the checkbox. Set your local time from the Ddopdown to be displayed on you POS bill.

Once all done, click on Save button

Tax #

Tax

Tax list is used to add various taxes charged on the items. To create TAX, navigate through Setup>> Easy Web POS >> Tax in Menu.

setup-tax-pos

Steps:

tax-list-pos

To add a tax to the tax list, click on the Add button at the bottom of the Tax List screen. The Add Tax screen appears.

tax-pos-setup

  1. Specify the name of the tax that you are to add and set the tax type to either Percentage of Amount or Flat Amount.
  2. Specify the amount to be deducted as tax for the corresponding tax type.

Once done, click on the Save button.

Customers List #

Customers List

  1. To retain customers and provide opportunities to increase their business, it’s important to add, maintain and update Customer details.
  2. This can be accessed under Setup>> E-Connect>> Customers List in the main menu.

setup-customer-list

  • Adding and Deleting Customers

To add a Customer

  1. Click the Add Customer button at the bottom of the Customer List page.

customers-list-econnect

  1. The Add Customer form is displayed

add-customers-econnect

  1. Fill in the contact details of the customer, comments and purchase date and details.
  2. Once you are done click the Save Changes button at the bottom. The new Customer details are added to the existing list of customers.

To delete a Customer

  1. Select the customer (s) to be deleted by click the check boxes to the left.
  2. Click on the delete customer button at the bottom of the page.
  3. A dialog box appears to confirm your deletion. Click on “OK” and confirm. The selected customers will be deleted from the List.

To Filter Customer List Display

  1. Select All Customers to display all contacts in the Customers database.
  2. Select Customers in Mailing List to display all customers who have given permission to receive email communications.
  3. Select Customers not in Mailing List to display all customers who have opted out ofemail communications.

To Search for Customers

  1. Go to the Customer List and select any of the following search criteria in Search By drop down list.

customers-search

  1. Type in the search criteria and click the Search box to display results.
  2. Click on the Property or Organization name to view Lead details.

To define a new search, click the Clear button.

Event Types #

Event Types

The different types of the event that the property wants to mention and that can be created under Setup>> E-Connect>> Event Types

setup-event-types

To Add a Event

  • Enter the name of the new event and click on Save button.

event-type-list

  • The new event type gets added to the list.

To Modify a Event

  1. Click on the event name that you want to modify.
  2. Make the required changes and click on Save button.

To Delete a Event

  1. In the Event Type List screen click on the check box you want to delete.

Click on Delete button.

Leads list #

Leads list

  1. Properties can use the Leads List to maintain a list of inquiries, and manage sales communication with approaching clients.
  2. A sales department or personnel that manage corporate, wedding or event accounts can use this database to schedule appointments, calls and send email communications.
  3. The Lead List stores detailed contact information, call logs, and email messages sent to each lead. This is a great tool to help build revenue and add new accounts.
  4. To access the Lead List go to Setup>> E-Connect>> Lead List in main menu.

setup-leads-list

Adding and Deleting Leads:

lead-list-econnect

  1. To add a lead, click on the Add Lead button at the bottom.
  2. It redirects to a page containing the Add Lead form.
  3. Fill all the required fields (marked with an asterisk) and fill in the Lead status also for that respective lead.
  4. Click on the Save Changes button once you are done.
  5. To delete a lead, click on the specific lead (by clicking on the radio button) and press the Delete Lead button.

add-lead-econnect

Modifying Leads:

  1. Leads are displayed according to the name of the business, organization or contact name.
  2. To modify a lead, click on the property name of the lead displayed as a link.
  3. The modify Lead form is displayed. Make required changes.

Lead Status

lead-status-econnect

  1. For every Lead it is of greatest importance to maintain a lead status, to help sort and filter the Leads List. A lead status indicates the progression of the lead in the sales cycle.
  • When the lead is first added, it appears as “Active Lead”.
  • If the sales associate is still attempting to confirm interest, select “Waiting for Response
  • If the lead is validated as a potential sale, select “Hot”.
  • If the lead has no value, select “Dead”.
  1. By updating the Lead Status, sales associates can focus on nurturing potential leads to become new customers.
  • To update the Lead Status, select the record from the Leads List.
  • Change the status by clicking on the button, and Save Changes.

Moving Leads to Customers List

Once the lead has made a purchase or signed a contract, the lead can be transferred to the customer list

  • Select leads to be moved (by clicking on the check box).
  • Click on Move to Customer at the bottom of the Leads List page.

To Search and Sort the Leads List

The Sales & Marketing module provides several options for filtering and sorting the Leads List.

To Filter Leads List display:

Go to the Leads List and click to select any of the following options in Show All

  1. Select All Leads to display all contacts in the Leads database
  2. Select My Leads to display all leads assigned to my staff login
  3. Select Other Leads to display all leads assigned to other staff
  4. Select Not Assigned to display new leads in the database, that are not yet assigned to any sales staff
  5. Select Leads in Mailing List to display all leads who have given permission to receive email communications
  6. Select Leads not in Mailing List to display all leads who have opted out of email communications
  • To Search for Leads
  1. Go to the Leads List and select any of the following search criteria in Search By drop down list.
  • Company Name
  • Contact Name
  • Date
  • City
  • State
  • Property or Organization Type
  • Email
  • Sales Staff
  • Lead ID
  1. Type in the search criteria and click the Search box to display results.
  2. Click on the Property or Organization name to view Lead details.
  3. To define a new search, click the Clear button.

Assigning Leads to Sales Associates

For businesses with multiple sales associates, leads can be assigned by a supervisor to particular sales staff.

Notes: Please note that the sales staff will be selected from the list created in Setup > Staff.

  • To Assign a Lead

assign-lead

  1. Go to the Leads List and Search by any criteria.
  2. Select the checkbox next to each Lead you want to assign.

Click on Assign Leads button. The Assign Leads screen will open up, where you can select the Staff name from the list, add comments, save and your staff will receive an email notification of the new lead assigned.

Marketing Letters #

Marketing Letters

1. This feature allows you to create Emails, newsletters or promotions to the customers who are interested in booking at your property.

2. To make access these letters go to on Setup>> E- Connect >>Marketing Letter.

setup-marketing-letters

3. By default there won’t be any letters will be present. You can create and customize your own marketing letters templates.

Add Letters

1. First, you have to compose a letter that you want to send to your guests. To create a new letter, click on the Add Letter button. The Add Letter dialog appears as shown below.

2. Enter the name of the letter and other details as required that you are going to compose and upload the HTML file by clicking on “Upload File” browse button and click on the Save button. (For example Confirmation Letter.)

3. To display a letter that was previously written and saved, click on the letter in the Letter List.

Create Letter

1. Enter the name of the letter and other details as required that you are going to compose and click on the Save button. (For example Confirmation Letter.)

2. Now, you have to insert the Merge Fields that you want to incorporate in this letter. Select the name of the fields that you want to include from the “Select Fields” list.

3. Go through the list of Select Fields list. Insert the fields in the main document. To insert a merge field, place the cursor at the point where you want the Data to appear in the letter or the main document and click on the field that has to be inserted from the Insert Merge Field list.

4. You can incorporate as many fields as you want by following the same procedure explained above.

5. To change font, highlight the text that needs to be changed and click on the Font list box and select Font. The text can also be made Bold or Italic by choosing the appropriate formatting icons.

6. After completing the letter, click on the Save button.

Note: You cannot copy and paste the contents to letter editor from Ms Word or any website because the alignment will not be as accurate. You can copy and paste from notepad.

Merge Letter

1. The Merge Reservation Letter option can be used to send an email message or newsletter to a large list of recipients, or to print and mail out a series of letters.

2. To send a Bulk Email, select the type of letter from the letter list that you want to merge with the customer or lead details by clicking on the respective checkbox.

3. On a checkbox and go to the Merge Letter button at the bottom.

4. Once you click on it, the following dialog box appears.

5. On Query Options be sure to enter Field, Comparison, Compare To.

6. You can also select the list of guests to whom you want to send this letter based on certain filter criteria and sorting order.

7. Fill in all the details and click on the Email button at the bottom.

8. On the mailing list page it will display all the email addresses in your list, according to the filters you selected.

9. Enter the title you want your guests to see on Subject.

10. Click “Preview” to see how the email will display to your guests.

11. After closing preview, click on Send 50 emails. The software will send the first 50 addresses from your list, and will keep sending 50 emails at a time until the entire list is sent.

Auto Email

1. For complete instructions on using the Auto Email feature, refer to the Auto Email chapter.

2. To access this facility go to the Auto Email button at the bottom of the Letters List page.

3. To add a mail to the existing Auto Email schedule, click on the Add button at the bottom.

4. Once you click on it a vacant field is allocated to enter the name of the email, the letter which is to be attached to it, the schedule for the email and the date.

5. Press the Save button.

6. We can enable the auto Email feature under Features>> Option Settings >> Auto Email Settings on the Black Menu.

Objections #

Objections

The Objections that are entered here will get listed under Lead Status in Add / Modify Lead screen.

To make access Objection types go to on Setup>> E- Connect >>Marketing Letter.

setup-objections

Add Objections

objection-list-econnect

  1. Click Add button. Enter the objection name and click on Save Objection button. This gets added to the list.
  2. Click on View List to view the Objections added.

Modify Objections

add-modify-objectiontype

  1. Click on the objection name that you want to modify.
  2. Modify objection type screen appears.
  3. Make the required changes and click on Save Objection button.

Delete Objections

  1. In the Objection List screen, click on the checkbox next to the objection you want to delete.

Click on Delete button.

Organization Types #

Organization Types

The different types of the property for Leads and Customers are added here. These will be displayed as the Property Type in Add Lead and Customer screen.

To make access this screen go to on Setup>> E- Connect >> Organization Types

setup--organization-types

To Add a New Organization

organization-type-list

  1. Enter name of the new organization type and click on the Save button.
  2. The new organization type gets added to the list.

To Modify a Organization

  1. Click on the organization name that you want to modify.
  2. Make the required changes and click on Save button..

To Delete a Organization

  1. In the Organization Type List screen click on checkbox next to the type that you want to delete.

Click on delete button.

Order List #

Order List

  1. The orders list option can be used to record and print receipts for any sales that are unrelated to reservations or bookings at your establishment.
  2. Before creating a new order, be sure to add the Customer Name from the Customers List. Please note the customers list is maintained separately from the Guest List database.
  3. Each order records a description of items purchased along with account codes, payment details, and taxes. Orders can be viewed by searching by customer name, order number or by other criteria in the drop down list.
  4. To make access this screen go to on Setup>> E- Connect >> Order List

setup-order-list

To Add Order

Before creating a new order, be sure to add the Customer Name from the Customers List. Please note the customers list is maintained separately from the Guest List database.

order-list-econnect

  1. Click on the Orders list and Add Order at the bottom of the screen.
  2. Select the Customer from the list and the Billing Details screen will open
  3. Select the item sold by clicking on the Acct Code icon.
  4. Enter quantity and amount and Save.
  5. To enter payment, click on the Acct Code icon and enter payment type and details and save.
  6. Click Print to provide a printed receipt to the customer.
  7. Click Close and the order is added to the Orders List

select-guest-order

To View or Modify an Order

  1. Click on the View Order Details link respective to each customer at the right end.
  2. If due permissions are enabled, one can edit or delete order details by clicking on the edit (a pencil icon) or the delete option (indicated as a trash can).
  3. Once changes are done , click on the Print button to generate a copy of the Billing Details.

To delete an order

  1. Select the orders you need to delete by marking on the check boxes.
  2. Once done, click on the Delete order button.

Reason Types #

Reason Types

  1. Various kinds of reason can be created under Setup>> E-Connect>> Reason Types.

setup-reason-types

Add Reason

reason-types-list

  1. Click on Add Reason button. Enter the type of the reason and click on Save Reason button. This gets added to the list.
  2. Click on View List to view the types of the reasons added.

Modify Reason

modify-reason-types

  1. Click on the reason type that you want to modify.
  2. Modify reason type screen appears.
  3. Make the Required changes and click on the Save Reason button.

Delete Reason

  1. In the Reason Types screen, click on the checkbox next to the type you want to delete.

Click on Delete Reason button.

Reservation Letters #

Reservation Letters

1. Reservation letters are used to intimate the guest about the status of their reservation through Emails.

2. To make access these letters go to on Setup>> E-Connect >>Reservation Letter.

setup-reservation-letters

3. By default, five letters will be present in the reservation letter list which is highlighted below in red box.

Add Letters

1. First, you have to compose a letter that you want to send to your guests. To create a new letter, click on the Add Letter button. The Add Letter dialog appears as shown below.

2. Enter the name of the letter and other details as required that you are going to compose and upload the HTML file by clicking on “Upload File” browse button and click on the Save button. (For example Confirmation Letter.)

3. To display a letter that was previously written and saved, click on the letter in the Letter List.

Create Letter

1. Enter the name of the letter and other details as required that you are going to compose and click on the Save button. (For example Confirmation Letter.)

2. Now, you have to insert the Merge Fields that you want to incorporate in this letter. Select the name of the fields that you want to include from the “Select Fields” list.

3. Go through the list of Select Fields list. Insert the fields in the main document. To insert a merge field, place the cursor at the point where you want the Data to appear in the letter or the main document and click on the field that has to be inserted from the Insert Merge Field list.

4. You can incorporate as many fields as you want by following the same procedure explained above.

5. To change font, highlight the text that needs to be changed and click on the Font list box and select Font. The text can also be made Bold or Italic by choosing the appropriate formatting icons.

6. After completing the letter, click on the Save button.

Note: You cannot copy and paste the contents to letter editor from Ms Word or any website because the alignment will not be as accurate. You can copy and paste from notepad.

Merge Letter

1. The Merge Reservation Letter option can be used to send an email message or newsletter to a large list of recipients, or to print and mail out a series of letters.

2. To send a Bulk Email, select the type of letter from the letter list that you want to merge with the customer or lead details by clicking on the respective checkbox.

3. On a checkbox and go to the Merge Letter button at the bottom.

4. Once you click on it, the following dialog box appears.

5. On Query Options be sure to enter Field, Comparison, Compare To.

6. You can also select the list of guests to whom you want to send this letter based on certain filter criteria and sorting order.

7. Fill in all the details and click on the Email button at the bottom.

8. On the mailing list page it will display all the email addresses in your list, according to the filters you selected.

9. Enter the title you want your guests to see on Subject.

10. Click “Preview” to see how the email will display to your guests.

11. After closing preview, click on Send 50 emails. The software will send the first 50 addresses from your list, and will keep sending 50 emails at a time until the entire list is sent.

Auto Email

1. For complete instructions on using the Auto Email feature, refer to the Auto Email chapter.

2. To access this facility go to the Auto Email button at the bottom of the Letters List page.

3. To add a mail to the existing Auto Email schedule, click on the Add button at the bottom.

4. Once you click on it a vacant field is allocated to enter the name of the email, the letter which is to be attached to it, the schedule for the email and the date.

5. Press the Save button.

6. We can enable the auto Email feature under Features>> Option Settings >> Auto Email Settings on the Black Menu.

Staff Response List #

Staff Response List

  • The staff response list is used to view, add and schedule communications to either Leads or Customers.
  • The following options in the Leads List and Customer List are all available in the Staff Response List.
  • Show All (Sort) and Search By
  • Assign Leads
  • Add Lead and Add Customer
  • Modify Lead and Modify Customer
  • To access this screen go to CRM icon or Setup>> E-Connect>> Staff Response List in the Main Menu Bar. Click on the Staff Response List under the heading Lists in the left panel and the following page is displayed.

setup-staff-response-list

  • In the Show All field, select one from the drop down list that indicates what you want to display.
  • In the Search By field, select the search criteria and type in details to narrow the search.
  • The Lead Added Date search option allows you to type a particular date in mm/dd/yyyy format and locate all new leads added on that day.
  • Once done click on the Search button.
  • The results are displayed accordingly.

staff-response-list

Record Email, Phone or Fax Response

response-mail

Response to the Customer can be done through various modes like phone, fax or by Email. Appointments or phone calls can also be scheduled from here.

To Add Response

  • Select the checkbox next to a Customer or Lead in the list, and click on Response button.

    1. If the Response type selected is Email, it will open up the Select Letter box. Select a Letter from the list, and click Send Email. After verifying the email address and content, click Send.
    2. If the Response type selected is Phone, the Phone/Fax response box will display. Enter Phone number contacted, type in Comments, and to schedule a future phone call or appointment, select date from Call Back date and Save.

To View or Modify Response

  1. After searching for the lead or customer record, click on “View Response” to display the log of responses. Email responses will be displayed in full, and notes for phone/fax responses will display.
  2. To modify a Phone or Fax response, click on Phone next to the call back date.
  3. Enter any updates to notes, call back date or comments and Save Changes.

Call Back Scheduling

  1. In addition to the many search and sort options already available in the leads and customer lists, the Staff Response List provides a scheduling feature for all contacts. After a ‘call back’ date is recorded, the sales associate can search all phone calls or appointments by date.
  2. To search for calls scheduled for today only, under Show All, select Call Back Today
  3. Click on Search and all records scheduled for today will display
  4. To view future or past appointments, under Search By select Call Back Date and type in the date in mm/dd/yyyy format.
  5. Click on Search and the scheduled calls will display

To Merge Records

  1. Sometimes, due to multiple contacts a Customer or Lead will be listed twice in the same database. The Merge Lead feature provides an option to retain all records of responses by merging them to one record, and allowing the user to delete the duplicate one.
  • To merge records, select the check boxes corresponding to the records you want to merge and click the Merge Lead button.
  • You will be prompted about moving all Responses to one of the records. Click OK and you will see all the responses merged to a single record.
  • Select the Checkbox next to the duplicate record with no responses, and “Delete Lead” to remove.
  1. Initially to merge letters, select the type of letter from the letter list that you want to merge with the customer or lead details by black marking the respective checkbox.
  2. Click on acheckbox and go to the Merge Letter button at the bottom.
  3. Once you click on it, the following dialog box appears.
  4. You can also select the list of guests to whom you want to send this letter based on certain filter criteria and sorting order
  5. Then, click on the Merge & Preview button to view the merged letters. All guests will be merged and displayed based on the criteria selected.
  6. Click on the Print button to print the letter.
  7. Click on the Close button to exit this screen

Note: Please be patient during this process as it may take time, based on the number of letters that has to be merged.