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WISH.

NET FRONT OFFICE SYSTEM


System User Manual v7.1.1

PROLOGIC FIRST WISH.NET User Manual v7.1.1 Page 1 of 414












User Manual

For

WISH.NET Front Office System

Release Version 7.1.1

Comprehensive step by step guide to features and tasks


























WISH.NET FRONT OFFICE SYSTEM
System User Manual v7.1.1

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Contents
1 INTRODUCTION ........................................................................................................................... 9
1.1 Applicability Statement ....................................................................................................................... 9
1.2 Purpose of the Manual ........................................................................................................................ 9
1.3 How to Use this Manual ...................................................................................................................... 9
1.4 Operating Environment....................................................................................................................... 9
1.5 Compatible Hardware ......................................................................................................................... 9

2 WISH.NET LOGIN ........................................................................................................................ 10
2.1 Screen ................................................................................................................................................ 10
2.2 Actions ............................................................................................................................................... 10

3 RESERVATIONS ........................................................................................................................... 11
3.1 Individual Reservation ....................................................................................................................... 11
3.1.1 New Reservation ....................................................................................................................... 11
3.1.2 Reservation Screen Field Descriptions ...................................................................................... 13
3.1.2.1 Guest Details ..................................................................................................................... 13
3.1.2.2 Statistical Information ....................................................................................................... 24
3.1.2.3 Arrival and Contact Information ....................................................................................... 25
3.1.2.4 Transfer Details ................................................................................................................. 26
3.1.2.5 Billing Details ..................................................................................................................... 27
3.1.2.6 Proforma Invoice (Quick Key Ctrl+I) .................................................................................. 36
3.1.2.7 Documents (Quick Key Ctrl+M) ......................................................................................... 36
3.1.2.8 Guest Notes (Quick Key Ctrl+N) ........................................................................................ 37
3.1.2.9 Guest Traces (Quick Key Ctrl+T) ........................................................................................ 39
3.1.2.10 Log Details (Quick Key Ctrl+G) .......................................................................................... 40
3.1.2.11 More .................................................................................................................................. 40
3.1.2.12 Actions ............................................................................................................................... 41
3.1.2.13 More Actions ..................................................................................................................... 42
3.1.3 Search & Modify Reservation ................................................................................................... 46
3.1.4 Multiple Rate Reservation......................................................................................................... 48
3.1.5 Reservation with Multiple Profiles ............................................................................................ 49
3.1.6 Reservation with Negotiated Rates .......................................................................................... 51
3.1.7 Reservation with Guest History ................................................................................................ 52
3.1.8 Cancel a Reservation ................................................................................................................. 55
3.1.9 Turnaway Reservation .............................................................................................................. 56
3.1.10 Recreate Cancelled / Turnaway Reservations........................................................................... 58
3.1.11 Refusal ....................................................................................................................................... 59
3.1.12 Waitlist Reservation .................................................................................................................. 60
3.1.13 Confirm a Waitlist Reservation ................................................................................................. 61
3.1.14 Copy Reservation ...................................................................................................................... 62
3.1.15 Queue Rooms ............................................................................................................................ 63
3.1.15.1 Place a Reservation on Queue (Queue Rooms) ................................................................ 63
3.1.15.2 Search & Release Guest Reservations in Queue ............................................................... 64
3.1.15.3 Check-in a Queue Reservation .......................................................................................... 65
3.1.16 Sharer Reservations .................................................................................................................. 66
3.1.17 Post & Void Charges .................................................................................................................. 67
3.1.17.1 Post a Deposit / Refund on a Guest Reservation .............................................................. 67
3.1.17.2 Void Deposit ...................................................................................................................... 68


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3.1.17.3 Transfer Deposit to another Guest ................................................................................... 70

4 GROUPS ..................................................................................................................................... 74
4.1 Group Status Codes ........................................................................................................................... 74
4.2 Create New Group Master ................................................................................................................ 75
4.3 Reservation Screen Field Descriptions .............................................................................................. 76
4.3.1 Group Details ............................................................................................................................ 76
4.3.2 Statistical Information ............................................................................................................... 79
4.3.3 Contact Information .................................................................................................................. 79
4.3.4 Preferences ............................................................................................................................... 80
4.3.5 Billing Details ............................................................................................................................. 81
4.3.6 Bill Routing ................................................................................................................................ 83
4.3.7 More .......................................................................................................................................... 87
4.3.8 Group Notes .............................................................................................................................. 87
4.3.9 Log Details ................................................................................................................................. 88
4.3.10 Actions ....................................................................................................................................... 89
4.3.11 More Actions ............................................................................................................................. 90
4.3.12 Other Group Booking Functions................................................................................................ 91
4.4 Search & Edit Group Reservation ...................................................................................................... 92
4.5 Group Block ....................................................................................................................................... 94
4.6 Rooming List ...................................................................................................................................... 98
4.6.1 Room Type Summary ................................................................................................................ 99
4.6.2 Creating Rooming List ............................................................................................................... 99
4.6.3 Dummy List.............................................................................................................................. 101
4.6.4 Cancel Guest / Sharer (Group Members)................................................................................ 103
4.6.5 Queue Room ........................................................................................................................... 105
4.6.6 Select ....................................................................................................................................... 106
4.6.7 Auto Assign .............................................................................................................................. 107
4.6.8 Modify ..................................................................................................................................... 108
4.6.9 Errors ....................................................................................................................................... 109
4.6.10 Check-In ................................................................................................................................... 110
4.7 Early Arrival & Late Departure of Group Members ........................................................................ 110
4.8 Copy Group Reservation ................................................................................................................. 111
4.9 Cancel Group Reservation ............................................................................................................... 113
4.10 Group Movements .......................................................................................................................... 116
4.11 Download Details ............................................................................................................................ 117
4.12 Handling Advances .......................................................................................................................... 118
4.12.1 Post Deposit ............................................................................................................................ 118
4.12.2 Void Deposit ............................................................................................................................ 119
4.12.3 Transfer Deposit ...................................................................................................................... 120
4.13 Check-In Group ............................................................................................................................... 121
4.14 Reinstate Checked-Out Group ........................................................................................................ 123

5 FRONT DESK ............................................................................................................................. 124
5.1 Arrival Check-In / Room Allocate .................................................................................................... 124
5.1.1 Search for Arrivals ................................................................................................................... 124
5.1.2 Assign Rooms .......................................................................................................................... 126
5.1.3 Check-In Guest ........................................................................................................................ 128
5.2 Guest Details ................................................................................................................................... 129
5.2.1 Search for Arrivals ................................................................................................................... 129


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5.2.2 Check-In Guest ........................................................................................................................ 132
5.2.3 Check-In a Walk-In Guest ........................................................................................................ 134
5.2.4 Check-In a Cancelled / No-Show Guest ................................................................................... 135
5.3 Queue Reservations ........................................................................................................................ 137
5.3.1 Placing a Reservation in Queue ............................................................................................... 137
5.3.2 Searching for Reservations in Queue ...................................................................................... 139
5.3.3 Releasing the Reservations in Queue ...................................................................................... 141
5.3.4 Check-In a Reservation in Queue Room.................................................................................. 143
5.4 In-house Guests............................................................................................................................... 144
5.4.1 Searching for In-house Guests ................................................................................................ 144
5.4.2 Editing In-House Guest Reservations ...................................................................................... 145
5.4.3 Adding Accompanying PAX ..................................................................................................... 146
5.4.4 Adding a Sharer Reservation to In-house Guest ..................................................................... 149
5.4.5 Splitting Rates between Sharer Reservations ......................................................................... 150
5.5 Room Transfers ............................................................................................................................... 154
5.5.1 Single PAX ................................................................................................................................ 154
5.5.2 Sharers .................................................................................................................................... 156
5.6 Recheck-In a Checked-Out Guest .................................................................................................... 158
5.7 Additional Front Desk Functions ..................................................................................................... 160
5.7.1 View Other Guests .................................................................................................................. 160
5.7.2 Issuing Electronic Door Key Cards ........................................................................................... 161
5.7.3 Wake-Up Call Set ..................................................................................................................... 162
5.7.4 Telephone PABX Interface (Optional) ..................................................................................... 163
5.7.5 SMS Interface (Optional) ......................................................................................................... 164
5.7.6 Guest Messages ...................................................................................................................... 165
5.7.7 Guest Flags .............................................................................................................................. 167
5.7.8 Link Guest History ................................................................................................................... 168
5.7.9 De-Link Guest from History ..................................................................................................... 170
5.7.10 Traces View and Resolve ...................................................................................................... 172
5.7.11 Printing Guest Letters ............................................................................................................. 174
5.8 Archive Guest Details ...................................................................................................................... 176
5.9 Floor Plan Inquiry ............................................................................................................................ 178
5.10 Task Management ........................................................................................................................... 181
5.10.1 Create New Task ..................................................................................................................... 183
5.10.2 Assigning Task to a User / Department ................................................................................... 184
5.10.3 Assigning Task to Multiple Users / Departments .................................................................... 185
5.10.4 Cancel / Complete an Assignment .......................................................................................... 187
5.11 Special Accounts.............................................................................................................................. 188
5.11.1 Special Accounts Fields Description ..................................................................................... 188
5.11.2 Creating New Special Account ................................................................................................ 194

6 CASHIERING.............................................................................................................................. 196
6.1 Post / Print Charges ......................................................................................................................... 196
6.1.1 Posting Charges ....................................................................................................................... 199
6.1.2 Posting Allowances ................................................................................................................. 200
6.1.3 Posting Payments Cash/Credit Cards ................................................................................... 200
6.1.4 Posting Paid-Outs .................................................................................................................... 201
6.1.5 Voiding Charges / Allowances / Payments / Paid-Outs .......................................................... 203
6.1.6 Splitting Charges ..................................................................................................................... 204
6.1.7 Reprint Receipts / Vouchers ................................................................................................... 207


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6.1.8 View POS Details ..................................................................................................................... 207
6.1.9 Transfer Charges to another Guest Folio ................................................................................ 209
6.1.9.1 Transfer Particular Folio Transactions ............................................................................ 210
6.1.9.2 Transfer Particular Charge Code Transactions ................................................................ 211
6.1.9.3 Transfer All Charges in the Folio ..................................................................................... 212
6.1.9.4 Transfer Particular Date Transactions ............................................................................. 213
6.1.10 Transfer Charges to another Account ..................................................................................... 214
6.1.10.1 Transfer Particular Folio Transactions ............................................................................ 215
6.1.10.2 Transfer Particular Charge Code Transactions ................................................................ 216
6.1.10.3 Transfer All Charges in the Folio ..................................................................................... 217
6.1.10.4 Transfer Specific Amount ................................................................................................ 218
6.1.10.5 Transfer Particular Date Transactions ............................................................................. 219
6.1.11 User Defined Charge Description ............................................................................................ 220
6.1.12 Folio Preview / Print / File ....................................................................................................... 223
6.1.13 FX (Foreign Exchange) Calculator ............................................................................................ 224
6.1.14 Foreign Exchange Encashment ............................................................................................... 225
6.1.15 Void Foreign Exchange Encashment ....................................................................................... 228
6.1.16 Reprint Foreign Exchange Certificate ...................................................................................... 229
6.2 Process Check-Out .......................................................................................................................... 230
6.2.1 Cash / Credit Card Check-Out ................................................................................................. 231
6.2.2 Account Receivable Check-Out (Bill to Company Settlement) ............................................... 233
6.2.3 Bill On-Hold Check-Out ........................................................................................................... 234
6.2.4 Settle and Release Bill On-Hold ............................................................................................... 238
6.2.4.1 To Settle by Cash / Credit Card and Release ................................................................... 238
6.2.4.2 To Settle by Transfer to A/R and Release ....................................................................... 240
6.2.4.3 To Settle by Transferring Charges to another Account and Release .............................. 242
6.2.5 Sharer Rate Adjustment .......................................................................................................... 243
6.2.6 Balance Inquiry ........................................................................................................................ 244
6.2.7 Bulk Folio Print ........................................................................................................................ 246
6.2.8 Departure Check-Out .............................................................................................................. 248
6.2.9 Post and Void Charges Main ................................................................................................... 250
6.2.10 Group Check-Out..................................................................................................................... 252
6.2.11 Members Check-Out ............................................................................................................... 254
6.2.12 Group Master Check-Out ........................................................................................................ 255

7 HOUSEKEEPING ........................................................................................................................ 256
7.1 Housekeeping Functions ................................................................................................................. 256
7.1.1 Update Status of Individual Rooms ......................................................................................... 262
7.1.2 Update Status of All Rooms .................................................................................................... 263
7.1.3 Make Room Status to Temporary Out of Order (TOO) ........................................................... 264
7.1.4 Reinstate Temporary Out of Order Status (TOO).................................................................... 265
7.1.5 Make Room Status to Permanent Out of Order (POO) ........................................................... 266
7.1.6 Setting Permanent Out of Order (POO) for Range of Dates ................................................... 267
7.1.7 Reinstate Permanent Out of Order Status (POO) ................................................................... 268
7.1.8 Add / Update / Delete /Return Loaned Items ......................................................................... 269
7.1.9 Update Status of Room PAX Discrepancies ............................................................................. 272
7.1.10 Update Room Cleaning Schedule ............................................................................................ 274
7.2 Lost and Found Maintenance.......................................................................................................... 275
7.2.1 Add Lost and Found Item ........................................................................................................ 276
7.2.2 Search for Lost and Found Item .............................................................................................. 276


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7.2.3 Modify Lost and Found Item ................................................................................................... 277
7.2.4 Claim Lost and Found Item By Finder .................................................................................. 277
7.2.5 Claim Lost and Found Item By Guest ................................................................................... 278
7.2.6 Maid Assignment .................................................................................................................... 280
7.2.7 Maid List .................................................................................................................................. 281
7.2.8 Assign Rooms to Maids ........................................................................................................... 281
7.2.9 Delink Maid Room Assignment ............................................................................................... 285
7.2.10 Checking Maid Assignment History......................................................................................... 285
7.3 Public Area Task .............................................................................................................................. 286
7.3.1 Creating Public Area Task ........................................................................................................ 289
7.3.2 Searching for a Task ................................................................................................................ 290
7.3.3 Modifying a Task ..................................................................................................................... 291
7.3.4 Assigning Task to a User / Department ................................................................................... 292
7.3.5 Assigning Task to Multiple Users / Departments .................................................................... 292
7.3.6 Cancel / Complete an Assignment .......................................................................................... 294
7.3.7 Cancel / Complete a Task ........................................................................................................ 296

8 COMPANY / AGENT MAINTENANCE .......................................................................................... 298
8.1 Company / Agent Maintenance Screen Field Description .............................................................. 298
8.1.1 Agent / Operator / Corporate Details ..................................................................................... 299
8.1.2 Contact Information ................................................................................................................ 300
8.1.3 Address Details ........................................................................................................................ 301
8.1.4 Contact History........................................................................................................................ 301
8.1.5 Statistics .................................................................................................................................. 302
8.1.6 Other Details ........................................................................................................................... 303
8.1.7 Options .................................................................................................................................... 304
8.1.8 Log Details ............................................................................................................................... 305
8.1.9 Contact List .............................................................................................................................. 306
8.1.10 Defaults ................................................................................................................................... 307
8.1.11 Actions ..................................................................................................................................... 308
8.1.12 More Actions ........................................................................................................................... 308
8.2 New Company / Travel Agent Profiles ............................................................................................ 310
8.3 Corporate / Travel Agent Contracts ................................................................................................ 311
8.3.1 New Corporate Contract ......................................................................................................... 311
8.3.2 New Travel Agent Contract ..................................................................................................... 315
8.3.3 Copy Contracts ........................................................................................................................ 316
8.3.4 Changing Contract Status ........................................................................................................ 318
8.3.4.1 PE (Pending) .................................................................................................................... 318
8.3.4.2 CX (Cancelled) ................................................................................................................. 318
8.3.4.3 SE (Sent) .......................................................................................................................... 319
8.3.4.4 SI (Signed) ........................................................................................................................ 320
8.3.4.5 EX (Expired) ..................................................................................................................... 321
8.3.5 Edit Contract ........................................................................................................................... 321
8.3.6 Delete Contract ....................................................................................................................... 322
8.3.7 Contract Notes ........................................................................................................................ 323
8.3.8 Notes Template ....................................................................................................................... 326
8.3.9 Printing Contracts ................................................................................................................... 327
8.3.10 Allotments ............................................................................................................................... 328
8.3.11 TA / Corporate Contracts Batch Printing ................................................................................ 332
8.4 Travel Agent / Operator Discount ................................................................................................... 333


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8.4.1 Pax Discount based on Youth and Children ............................................................................ 334
8.4.2 Nites Incentive ........................................................................................................................ 336
8.4.3 Long Stay Discount .................................................................................................................. 339
8.4.4 Early Booking Discount............................................................................................................ 340
8.4.5 Travel Discount........................................................................................................................ 342
8.4.6 Fixed Discount ......................................................................................................................... 342

9 TELEPHONE OPERATOR ............................................................................................................. 345
9.1 Contact Category Details ................................................................................................................. 346
9.2 Guest Details ................................................................................................................................... 348
9.3 Telephone Line Activation / De-Activation ..................................................................................... 349
9.4 Guest Locator .................................................................................................................................. 351
9.5 Messages for Guest ......................................................................................................................... 351
9.6 Wake-Up Calls ................................................................................................................................. 353
9.7 Charge Postings ............................................................................................................................... 354

10 NIGHT AUDIT ............................................................................................................................ 356
10.1 Night Audit Checklist ....................................................................................................................... 357
10.2 Transactions .................................................................................................................................... 357
10.3 Prior to Business Date Actions ........................................................................................................ 362
10.4 After Business Date Actions ............................................................................................................ 363

11 GUEST HISTORY ........................................................................................................................ 364
11.1 Search & Edit Guest History ............................................................................................................ 364
11.2 Guest History Merge ....................................................................................................................... 369
11.3 Guest History Purge ........................................................................................................................ 370

12 MANAGEMENT INFORMATION SYSTEM .................................................................................... 376
12.1 Management Statistics .................................................................................................................... 376
12.1.1 Trends ...................................................................................................................................... 376
12.1.2 Market Segment Statistics ...................................................................................................... 377
12.1.3 Detail Statistics ........................................................................................................................ 380
12.1.4 Todays VIP .............................................................................................................................. 380
12.1.5 Todays Settlements ................................................................................................................ 380
12.1.6 Budget Comparison ................................................................................................................. 381
12.2 MIS Budget Entries .......................................................................................................................... 381
12.3 MIS Competition Statistics .............................................................................................................. 383

13 MANAGER FUNCTIONS ............................................................................................................. 386
13.1 Availability Management ................................................................................................................ 386
13.1.1 Over booking ........................................................................................................................... 386
13.1.2 Under booking ......................................................................................................................... 387
13.1.3 Closed for Arrival/ Departure .................................................................................................. 388
13.2 Rate Management........................................................................................................................... 389
13.2.1 Rate Management Screen Field Description ........................................................................... 390
13.2.2 Creating New Rate Code ......................................................................................................... 398
13.2.3 Setup Rate Limits .................................................................................................................... 399
13.2.4 Birthday Wishes ...................................................................................................................... 400
13.2.5 Folio Inquiry from Backup ....................................................................................................... 402
13.2.6 Report Inquiry from Backup .................................................................................................... 403


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13.2.7 Foreign Currency Maintenance (Exchange Rates) .................................................................. 404
13.2.8 Lock Maintenance ................................................................................................................... 405
13.2.9 Manual Cancel / No-show ....................................................................................................... 406
13.2.10 Meal Plan Details ..................................................................................................................... 408
13.2.11 Pre Assign Rooms .................................................................................................................... 409
13.2.12 Floor Plan Setup ...................................................................................................................... 411
13.2.12.1 Details Panel .................................................................................................................... 412
13.2.12.2 Room Inventory Panel ..................................................................................................... 413
13.2.12.3 How to merge Cells in Floor Plan setup? ........................................................................ 413
13.2.12.4 How to remove merging of Cells? ................................................................................... 413
13.2.12.5 How to color the Cells without specifying any text?....................................................... 413




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1 INTRODUCTION

1.1 Applicability Statement

This manual has been written, keeping in mind the end-user, who uses the application and
which mainly acts a reference manual.

1.2 Purpose of the Manual

The manual contents are based on current software release version. With the new
requirements coming up and with each release of the product, the release versions are likely
to change.

1.3 How to Use this Manual

This manual contains information for establishing your work using WISH.NET Application. Use
this manual as a self-learning textbook. It describes the various functions that will be provided
in the application and also the hardware and software requirements in the system. It will
guide you through each of the major features within WISH.NET

1.4 Operating Environment

WISH.NET client workstation operating system should be Windows XP Service Pack 3 /
Windows VISTA / Windows 7 or higher. The backend server environment is Windows Server
2000/2008 with a SQL Server 2000/2008 database.

1.5 Compatible Hardware

WISH.NET has been designed to work seamlessly with industry standard IBM PC technology
compatible workstations. Although the program may operate with various other hardware
peripherals, Prologic First does not provide guarantee on 100% compatibility

Please consult Prologic First Technical Services for Server and Client hardware configuration
requirements



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2 WISH.NET LOGIN

WISH.NET user account is created by System Administrator or other with appropriate access rights. You will
have to use this credential to login to the system.

2.1 Screen




Property ID is the one used in your PMS System
User Id: User ID as per user account e-mail received from you
Password: Password as per user account e-mail received from you

2.2 Actions

Entering Invalid Login Name or Password will pop-up error handling screen with appropriate message
Please note that User Id and Password is not CASE SENSITIVE


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3 RESERVATIONS

3.1 Individual Reservation

This section contains details to create, edit/update and cancel reservations in WISH.NET including some
other functions for reservations.

3.1.1 New Reservation
Begin a new Individual (FIT) Reservation. Follow the steps given below to create a new reservation
1. Click on Front Desk and select Guest Details form.

The Guest Detail Form appears



Enter Guests name in Name field. Enter last name followed by first name and then title.
Complete all the necessary fields using proper capitalization and punctuation.

Following are the necessary fields to create reservation-
Name, Arrival date, Nights/ Departure Date, No. of PAX (Adult/ Youth/ Child), Room type, Rate &
Currency, Guest Class, Market Segment, Business Source, Domicile, Payment Method, A/R Id (if
payment mode is voucher of bill to company).


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Click on Create Reservation or press Alt+C from keyboard to save the reservation.



Click on OK to complete the process



Once the reservation is created, the system generates a valid Guest ID and Confirmation Number
which is displayed on top of the guest details section along with the Reservation Status.





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3.1.2 Reservation Screen Field Descriptions
3.1.2.1 Guest Details
This is the section where all relevant details of the guest are entered to create a reservation.



Name: Name of the guest. Last name comes first followed by first name and title. Titles can be
selected from the list in drop down.

As soon as Tab is pressed after entering the guests last name, a small screen opens with list of Guest
Histories matching with the Guests last name. Correct history can be selected from here and it will be
linked with the guest reservation.

To link a history with the reservation, select the history record and click on Link button.



Option is also available to filter the history records.
To use filter type the criteria in appropriate column of first row and press enter from keyboard.

Guest Through- None/ Corporate/ Travel Agent/ Operator: Option to select company or Travel
Agent/ Operator guest is booked through.

Group Id/ Name: If the guest belongs to a group this information gets populated.

Firm Name: If the company guest works for and the company/ TA/ Operator guest is booked
through are different, in this field- name of the company guest works for is specified.

Arrival Date: Indicates the arrival date of the guest. Either type the date in this field or use the
calendar to select the date.


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As Tab is pressed after entering the Arrival Date, system displays list of matching reservations to
avoid duplicity.



Nights: The number of nights for the guest reservation.

Departure Date: The departure date auto-populates based on the arrival date and number of
nights.

Number of Rooms: This is used for multi-room reservations. The default value is one and the value
of zero is not allowed. The maximum value allowed is 9. If a number greater than one is entered,
the system will create as many individual reservations by copying the details (except Room No. if
specified) as entered but all with a single Confirmation Number. And all rooms will be of the same
room type.

Note: multi-room reservations can only be created collectively. All other operations such as
modification, cancellation, check-in, etc must be performed individually per room reserved.

Adults/Youth/Child: Number of adults, youth and children occupying the room that may directly
affect the rates with multiple PAX charges.

Room Type: The room type the guest prefers for the reservation. Click the drop down arrow next
to this field to select the preferred room type.

Upgraded From- Room Type Change allows upgrade of guests into higher category of rooms
without affecting the rates. This field should remain the original room type booked and quoted to
the guest.

Room No.: This field is the guests room number. Click on the button next to this field to
select a room from the available rooms.

Rate & Currency: The code that defines the rate charged to the guest. To select or change a rate,
click on the drop down arrow next to this field. In currency field, select the currency in which room


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rate has to be charged to the guest. Click on the button at the end of the row to check the
rate.

System Rate: The rate charged to the guest each night of the accommodation. Rate associated
with the selected rate code (which is defined in rate code setup).

Manual Rate: If the guest is to be given a discounted rate. While doing the rate code setup rate
override is allowed for a rate code, guest on that rate code can be given a discounted rate. E.g.
guest is given ADHOC rate of 7500 where as in setup we have defined rate of 9000 for the
particular room type. Than manual rate for this guest will be 7500.

Terms: This is to inform that the Room Rate is inclusive of which plan. At the time of Night Audit
the system will segregate the plan component from Room Rate and post the same to F&B
Revenue.



*** Personal Details (Quick Key Ctrl+S)

Personal Details: This screen is used for entering personal details of the guests like address,
designation, contact details, date of birth, identification details etc.



Following details can be recorded in this screen-
Guests Home or Business Address
Firm Name this is the same firm name given in the guest details section.
Designation


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Date of Birth
Language- Language setup can also be done from the link given in same screen Language
Details
Nationality
Telephone, Mobile, Fax No., Email Id and Website
Option to Attach Guest Image. On right clicking on photograph section system gives option to
scan the image or load from a network location or to clear image




Identification details: Guests identification details are specified in this section.



Following details can be recorded in this screen-
Type of Identification Document
ID Number (passport number Identification document is passport)


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ID Issue Date
ID Expiry Date
Issue Place
Visa Type
Visa Number
Visa Issue Date
Visa Expiry Date
Option to Attach Identification Image. On right clicking on Identification Image section system
gives option to scan the ID or load from a network location or to clear image.

Note: WISHNET has interface with IDScanner and 3M scanner. If Identification document is
scanned using these scanners ID details and Guest Image get auto picked up.






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On clicking on Scan Passport Image, Guests passport image will appear in left section. On
scanning, text data captured from guests passport will appear in right section. This is based on
fields selected in IDSCAN.CFG.
On clicking on Scan Face Image, Guests Image will appear in Face Image section.
On clicking on Scan Sign Image, Guests Signature image from the passport will in Signature
Image section.
Clicking on Reset Data will clean the data on the screen.
Clicking on Copy Images to system will copy the scanned images to their respective fields in the
Guest details Form.


Membership Card Details: If hotel runs Membership program, the cards can be defined in the setup
and can be licked with the guest reservation from this screen



Membership card Type
Membership card Number
Membership card Expiry
Membership card Issue date




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Police Details: Police details are specified in this section. This is used for Foreign Nationals.



Arriving From
Next destination, Destination contact number
Port of Arrival in country, Arrival date in country
If guest carries work permit than- Registration number, Registration date, Place of registration
Marital Status, Gender


Sponsor & Parents Details: Guests Sponsor and parents details.




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*** Allotment Details (Quick Key Ctrl+L)



If more than one intermediary is relevant to the current reservation (for example, both a Tour
Operator and a Travel Agent), multiple can be selected by clicking on the Allotment Details. Select
the relevant intermediaries.

The Contract rate selection has an internal priority. The order of priority is first Corporate, then Travel
Agent and last Tour Operator. In other words, if both an Agent and an Operator are marked for a
reservation, the system will pick and apply the Travel Agents contracted rate to the reservation. Of
course, the user may modify this by selecting an alternate Rate Code. You must explicitly specify the
allotment block, if any, from which to take availability (the system will automatically look for
availability in the general pool if the selected allotment block is already used).

The terms and cancellation policy for this reservation is assumed to be that of the intermediary with
the highest priority (first Corporate, then Agent and finally Operator). However, at the time of making
a refund (in the event of cancellation), the system defaulted refund amount can be manually changed
to the correct one.

Booker Ids, created in Travel Agent/Corporate master can be linked with the reservation from this
option.



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*** PAX Details (Quick Key Ctrl+P)

Adding Accompanying PAX to a reservation is a simplest way of adding another guest to the
reservation. This should be used if the guest Accompanying the main guest doesnt need a separate
bill and will not be paying for the stay.



To add Accompanying PAX to the reservation follow the steps given below
Click on Pax Details option in Guest Details Section.
Add row or press Alt+A from keyboard and fill in the guest details.
Guest Image and Identification Image can also be attached by clicking on the Scan Image and
Scan Passport tabs in Pax Details screen and scanning/ loading the images.
Click on Save Modification or press Alt+M to save.
Click on OK to complete the process.



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*** Preferences (Quick Key Ctrl+E):



Preferred Room Attributes-This Field is to record guest preferences related to room attributes
e.g. Non smoking room, Garden facing etc.
Special Amenities- Here you can record special amenities to be arranged for the guest e.g.
Fruit basket, Chocolate Platter, Baby cot etc. codes can be selected from the dropdown list.

To add guest preferences to the reservation, just select them from the dropdown lists


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*** Rate Details (Quick Key Ctrl+R):



System Rate, Manual Rate as specified in the Guest Details section and Guest rate (Rate that
the guest is paying). This is calculated after the guest checks in.

Rate Blend: Option to change the rate during the stay of the guest.
E.g.: if a guest is staying from 01oct2010 to 31dec2010 and his current rate is RACK@ 12000
+taxes and the hotel wants to change his rate from 15dec2010 for rest of his stay to
11000+taxes the date from, rate code, room rate can be specified in this option. To add
another row, press from the keyboard.

Sharer Split: If there are sharers in the room, this area shows the sharers name, arrival &
departure date, PAX count Adult, youth and child for the sharer reservation and room rate that
the sharer will pay.

Autopost Charges: Autopost charges allow charges to post automatically in each reservation
through the Night Audit process along with room and tax. Examples of Autopost Charges that
post every night are extra beds and parking charges.

To add Autopost charges to the guest reservation follow the steps given below
Click on Charge code and click on Button this will populate list of charge codes.
Select appropriate charge code for the charge to be posted.
Enter Amount and currency for the charge to be posted.
If the charge is to be posted daily, click on the daily checkbox.
If the charge is to be posted per PAX, click on the Per Pax check box. If one posting is to
be done per room leave the flag unchecked.


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Close the tab and Click on Save Modification or press Alt+M in Guest Details form to
save.
Click on OK to complete the process.

Meal Plan: If Room Rate is not inclusive of meal plan. At the time of posting room charges,
system will add the plan component over and above the Room Rate and post the same to F&B
Revenue.


3.1.2.2 Statistical Information
This is the section where data is entered to capture the statistics and business trends. All fields in this
section are mandatory.



Guest Class: Hotel can have different category of guest like- VIP, Normal, Long Staying etc and
classify there guest accordingly.

Market Segment: Market Segment defines the sales sector the guest belongs to.

Business Source: This is how the Hotel received this reservation.

Domicile: Domicile (place of residence) of the guest.

Special Guest: Special Guest indicator marks a guest for special attention. This may be used by
either the Reservation users or at the Front Desk. An explanatory note may be added in Comments
field.





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3.1.2.3 Arrival and Contact Information
Information related to guests arrival/ departure and caller (the person who has given the reservation)
is recorded here.



View Flight Details: User can feed the list of flights landing and taking off from the city in the
system. And while adding the guests arrival details View Flight Details can be clicked on and by
double clicking on the particular flight details the information will get added to the guest
reservation.



Expected Arrival-by-at: Expected date of arrival, mode of transport and expected time of arrival to
arrange transportation to hotel.

Expected Departure-by-at: Expected date of departure, mode of transport and expected time of
departure from the hotel.

Send Confirmation to: Where is the confirmation to be sent? Clicking on the down arrow will
reveal a list of pre-set choices.



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Contact Name: The caller requesting the booking and with whom follow-up action will be taken.
The caller may or may not be the guest for whom the reservation is being taken. Similarly the
caller may or may not be a Contact recorded on any Marketing Profile.

Telephone/ Fax: Contact persons Telephone number and Fax number.

Contact Email: Contact persons Email Id.

Comments: Field to record any comments related to the reservations.


3.1.2.4 Transfer Details
Transfer Details of guest.



Service by: This is transfer agency with contract (in case outsourced) as pre-defined. Refer to
Service Type master in System setup.

Transfer Comments: The Transfer details include arrival mode, flight/other reference.

Complex Transfer Details




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Other detailed /complex transfer information for the guest can be entered in the screen that
opens on clicking the option.

Note: This is an access based function and can be used by only those users who have valid access
to do so.

3.1.2.5 Billing Details
Billing details for the Guest are recorded in this section.



Billing Instructions: This Field is to record any instructions related to the billing.

Payment Method: Mode of Payment for this reservation. Payment method can be selected from
the dropdown list.



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Credit Limit: Credit Limit of the guest can be specified and report can be printed for the guests
exceeding their credit limits. Applicable when guest is in-house.

A/R Id: Account Receivable Id is generated in Account Receivables for the company/guests who
have credit authorized by the hotel. If the guests payment method is of credit type e.g. Bill to
Company and Voucher, A/R id becomes mandatory.

Tax Exemption Code: Few guests like House use or guests from Embassies are exempted certain
taxes. Predefined codes can be selected from the dropdown list. For setup refer to system setup.

Deposit Due: If advance deposit has been requested from the guest to guarantee the reservation,
amount can be specified here.

Due On: Deposit due date.

Non- presentable folios: WISHNET has 8 folios per guest. If a particular folio is to be hidden from
the guest it can be marked as non-presentable in the system. A non- presentable folio doesnt get
printed when the guest checks out unless it is explicitly defined to print by the cashier.

Keep Rate: If Manual Rate is different from System Rate then use keep rate option to apply the
change for the entirety of the guest stay.

Guaranteed: A reservation becomes guaranteed if deposit is taken or this check box is ticked on.

Bill to & Address (Quick Key Ctrl+B): Option to record name and Address of the Person who will
be settling the bills on Guests behalf.





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Pre-assign Rooms: If there is a requirement of multiple room blocks for a single guest for different
date range, to stay one guest in different rooms for his one visit. For this functionality Pre Assign
Room functionality is used.



Card & Voucher (Quick Key Ctrl+H): Credit card Number, Expiry, OLA (Over Limit Authorization)
Number and validity expiry date, Complimentary Night Voucher Number, no. of nights and start
date from when the voucher is applicable for this stay.

If user doesnt have access, then credit card no. will be displayed as XXXXXXXXX1256 (only last 4
digits).




Foliowise A/R Details (Quick Key Ctrl+F): WISHNET has 8 folios and using this option each of them
can be routed to different A/R ids and different billing cycles can also be selected.

Billing cycles could be-
Daily- If daily is selected the guest balance will get transferred to AR daily at the time of Night Audit.

Weekly- If weekly is selected the guest balance will get transferred to AR weekly on the day specified
in Parameter controls (decided at the time of WISHNET installation) at the time of Night Audit.

Monthly- If monthly is selected the guest balance will get transferred to AR monthly on the last day of
the months night audit.



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Fixed days- If fixed days is selected the guest balance will get transferred to AR after the no. of days
specified in advance control (decided at the time of WISHNET installation) at the time of Night Audit.

Foliowise AR setup is required-

When there is a long staying guest for whom the corporate will need to settle the bills monthly. On
selecting the Corporates AR id and selecting the cycle as monthly, on monthly basis the guest balance
will get transferred to the selected AR Id.

Or when there are more than 1 Companies taking care of the guest bill. E.g. Company A pays for
Room Bill which is in Folio 2 and Company B pays for Food and Beverage which is routed to Folio 3.
And Corporate A requires bills weekly and Corporate B requires monthly. This setup can be done from
this option by selecting AR id of corporate A and Cycle weekly in 2 folio and corporate B and Cycle
monthly in folio 3.

Based on the details selected, the balance of the folios will get transferred to respective AR ids at
respective intervals.



Activities: To record guest activities like golf, spa visit during the stay.





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Deposit Details (Quick Key Ctrl+D): Details of Advance deposit posted to the guests account can
be viewed from here.




Bill Routing Details: The Bill Routing option allows automatic routing of charges. Routing applies
to bookings at any time (before or after arrival).

There are 2 types of charge routing. Routing of charges from one folio to another within the same
guests bills and routing of charges to another guest room and folio.



System offers eight folios per guest. By default all charges are directed to folio one. A guest may like to
segregate charges incurred by him / her to various folios. Billing Mask lets us setup charges
segregation to various folios as per the guests requirements.

Charges can be transferred to the account of another Guest with the help of the Account Id.
To assign a Charge Code to a folio or another guest, a valid combination of the Department Code and
the Account Code must be entered.



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If department code is selected, the routing will be applicable for all the charges of that department.
E.g. If coffee shop is selected and folio 2 is selected, all the charges from coffee shop will get
transferred to folio 2

If account code is selected, the routing will be applicable for all the charges having that particular
account code. E.g. If food is selected and folio 2 is selected, all food charge irrespective of which
outlet/ department it is coming from will get transferred to folio 2.

If department code and account code both are selected, the routing will be applicable for that
particular charge code only. E.g. If Coffee Shop, food and folio 2 is selected, only coffee shop food will
go to folio 2.

System also gives flexibility to save the routings as templates and use them for other guests with the
same bill routing requirement.

To set billing mask for a guest, follow the below mentioned steps
1. Click on Add or press Alt+A from keyboard.
2. Select the department code or account code or both according to the kind of routing is
required.
3. If the charge is to be transferred to another folio, type the folio number. If the charge is to be
transferred to another guest than either type the account id of another guest in account Id
column or click on account Id column and click on button this will take you to the search
screen from where you can search for the another guest to whose account the charges have to
be transferred.
4. Click on Save or press Alt+S from keyboard to save the routing.






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To create Bill Routing Templates follow the below mentioned steps
1. Do the routing and click on Save Template. System will prompt for Template Id and
Description.
2. Create Id for the template and give description.
3. Click on Save or press Alt+S to save.



To apply Bill Routing template to a reservation, follow the below mentioned steps
1. Either click on an existing template and click on Select (or press Alt+L) or double click on an
existing template.
2. Click on Save or press Alt+S.
3. Click on OK to complete the process.






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Limits: Limits can be used in two ways. Some hotels use Limits to link with Touche (Point of sales) and
can be used as a Debit Card. The hotel issues a Card to the guest and guest can fill-up the card with an
amount. When he goes to outlet, he need not pay Cash and he just gives the Card and in Touche they
punch the number of the card or swipe the card and the amount gets automatically deducted. Guest
Limit form also displays the value of the Card and its balance.

Or this feature can be used by the hotel to enter Credit Card Authorization. If the hotel is not using
Debit Card kind of functionality then hotel can use this function to record Credit Card Authorization
details.

Discount Details: This option is available for setting up discount masks that hotel wants to offer to a
guest. Discount can be offered on Department, Account and Charge. It can be percentage or fixed
amount. And is applicable on Non-room related charges only.



Note: If the POS is applying the discount then Discount Mask should not be set else system will
further discount the discounted charge that is getting posted to the guest account.

e.g.-
A discount on Department, Coffee Shop, means this guest will get specified discount on all
charges incurred by him/ her in the Coffee Shop.

A discount on Account, Food, means the guest will get specified discount at all outlets whenever
food is consumed by him / her.

A discount on Charge, Coffee Shop Food, means the guest will get specified discount whenever
food is consumed by him / her in the Coffee Shop.



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To add discount mask follow the below mentioned steps
1. Click on Add or press Alt+A.
2. Select appropriate department, account or both.
3. Give either amount to be discounted or the % to be discounted in their respective column.
4. Click on Save or press Alt+S.
5. Click on OK to complete the process.



Task Details: Tasks are like guest traces, option to record tasks related to guest. Tasks can be assigned
to multiple users and multiple departments.


Note: Please refer to Task Management section given in later part of the manual.


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3.1.2.6 Proforma Invoice (Quick Key Ctrl+I)
The proforma Invoice generates a folio with estimated charges for the entire length of stay of the
guest. This includes charges that will be posted at night audit like Room charges and any Autopost
charges. The actual folio upon departure could be different from the Proforma Invoice.




3.1.2.7 Documents (Quick Key Ctrl+M)
Option to Print/ View/ Email/ FAX relevant documents for the Guest. The format of the documents can
be customized as per the users requirement.



Offer Letter: This is active and available when dealing with a Direct Individual Reservation. And can
be generated if and only if the reservation is in an offer status.

Operator/ Agent Invoice: If the reservation is Indirect Reservation then in place of Offer Letter,
Invoice will be displayed. Invoice can be generated only if the Reservation is a Confirmed
Reservation.


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Confirmation Letter: Confirmation letter can be generated if reservation is of Confirmed status.

Amendment Letter: Can be generated when a reservation is modified. Can be sent if reservation is
of Confirmed status.

Cancellation Letter: For sending a cancellation confirmation. It can be sent if reservation is of
Cancelled status.

Other documents: For sending any other document to the guest or reservation contact.

Any Microsoft word Document available on the local hard drive of the PC workstation being used
by the user can be sent. The form allows the user to browse and select a file to attach and the
mode of despatch (printed, fax or email). The addressee is filled in from the reservation
information (based on the Confirm to field) but can be edited.

Registration Card: To generate Registration Card.

C-Form: C- form can be printed from this option.

Note: All the documents except Registration Card and C- Form can be viewed, printed, fax,
emailed. Registration Card and C- Form can be viewed or printed only.


3.1.2.8 Guest Notes (Quick Key Ctrl+N)
Use Guest notes for entering any relevant information about the guest.
Reservation notes can be added prior to the checkin. After check-in, only In-house notes can be
added. Reservation & In-house notes get converted to History Notes at the first night audit after the
guest check-out.





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To add notes follow the below given steps
1. Select the type of notes (Reservation or In-house Notes) to be added.
2. Click on Add New or press Alt+A.
3. Type the notes.
4. Click on Save Modification or press Alt+M, on Guest Details Form.



Reservation release date: Date beyond which the reservation is invalid if it is not guaranteed by
making advance payment or by providing any other sort of guarantee. Reservation release date is
always prior to the date of arrival.

SMS: If SMS interface is activated, guest messages can be sent to a mobile device.

VEHI: Guest vehicle number can be recorded here.

BKDT: Actual date of booking can be recorded here, this is used to calculate discounts based on
date of booking e.g. Early bird discount.

INET: Inetrnet can be activated or deactivated in the guest room from here. Requires interface.

FXRT: For this guest FX conversion rate should be calculated on Arrival date/Daily/ Month begin
exchange rate.

STYO: To mark a guest as stayover.

BLST: To mark a guest as blacklisted.

OTRF: To record CRS/ GDS/ Internet reservation confirmation number. Reservation can be
searched by typing this number in confirmation number field of search screen.

CINO: Each check in is assigned a number which is in sequence.

PRRT: Whether to print or not to print guest rate on Folio/ Registration Card.

XFRF: If the guest is transferred from another property (Only in multi-property setup)



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XFRT: If the guest is transferred to another property (Only in multi-property setup)

BKID: If the Booker id is linked with the reservation, the information will appear here.

3.1.2.9 Guest Traces (Quick Key Ctrl+T)
Guest traces are interdepartmental reminder messages. They assist the hotel employees in taking
action on guest request.

Follow the steps given below to create a trace for a Department / User
1. Click on Guest Traces, the trace screen gets displayed.
2. Click on Add New or press Alt+A to add a new row to add a new trace.
3. Select date for the trace to appear on the report and to be followed up.
4. Type the request to be auctioned or the task to be carried out in description.
5. Select the department from the dropdown given in department box or select the user from
the dropdown given in department box. A trace can be assigned to department or user and
not to both.
6. Click on Save Modification or press Alt+M, on Guest Details Form.



To mark a trace as complete
1. Click on check box.
2. Click on Save Modification or press Alt+M.




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3.1.2.10 Log Details (Quick Key Ctrl+G)
Displays an audit trail of key changes made on the booking along with who made the change and
when.

The information displayed in each row is the data as it was prior the modification.



Clicking on Detail view option gives further detailed Log of the changes.



3.1.2.11 More
This section gives the details: who created the reservation and when, reservation was last modified by
whom and when, check in was shown by whom at what time and Check-out was done by whom at
what time. And if the reservation is linked with history- linked to history flag gets ticked and history id
of the linked history also appears.




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3.1.2.12 Actions



Search (Quick Key Alt+S): Search option is used to search for an existing reservation.

Post/ Print Charges (Quick Key Alt+P): To post/ retain/ refund advance.

Close: To close the guest details form.




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3.1.2.13 More Actions



History Link (Quick Key Alt+L): This option displays guest histories matching with the guests last
name. Correct history can be selected from here and it will be linked with the guest reservation.

To link a history with the reservation, select the history record and click on Link button.



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Option is also available to filter the history records.
To use filter type the criteria in appropriate column of first row and press enter from keyboard.


View History Details (Quick Key Alt+H): This option shows the history details of the guest.





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Interfaces (Quick Key Alt+I): From here the Interface screen is accessed to manage the hotels
interface like- key card system and PBX.

Different functions like- Opening and closing telephone lines, activating or deactivating Local, National,
and International calls from room, generating key card, Sending SMS and feeding wake up calls can be
performed from this screen.



Messages (Quick Key Alt+G): The Message Option allows the user to add message for the guest and
from the guest.
Message from guest can work as a locator also.

Follow below mentioned steps to add message for a guest
1. Click on Add New or press Alt+A to add a new message.
2. Enter the caller Name, callers number.
3. Select a message type from the dropdown.
4. Type the message and click on Save or press Alt+S. The message lists in Message To Guest.
5. To print the message, click on Print or press Alt+P.



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Other reservation functions listed below can be performed by using the buttons shown below
Check In
Room Allocation
Turning away guest
Canceling reservation
Placing a Room on Queue
View Other Guests linked with the reservation
Copying Reservation
Adding Sharer
Saving Modification
Adding a New guest



Note: These functions will be discussed in detail in later part of the Manual.

Note: It is important that after making any changes in the reservation, Save Modification must
be clicked otherwise the changes will not be saved.



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3.1.3 Search & Modify Reservation
To search for an existing reservation follow the below given steps
1. Click on Front Desk and select Guest Details form.
2. Click on Search or press Alt+S. The search screen displays.
3. To Search for the guest using criteria like Last Name, First Name, Room Number and Guest Id
etc. Standard Search and Advanced Search options can be used.
4. Once the search criteria are entered click on Search or press Alt+H.
5. A list of all reservations that meet the search criteria gets displayed.



Optional Filters can be used to further filter the result.

To filter the result, select the condition and click on Filter or press Alt+F.






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On search screen you may notice different icons when selecting guests. On placing the cursor over the
icon you may see what that icon means. Below given are the icons which will appear on the screen
while searching for a reserved guest, and what they represent.



Select the row and click on Select or press Alt+T to open the reservation.
Do the modifications and click on Save Modification or press Alt+M to save the changes.



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3.1.4 Multiple Rate Reservation
Rate change may occur during lengthy guest stays.

To apply rate change follow below mentioned steps
1. Click on Front Desk and select Guest Details form.
2. Search for the guest and Select the reservation.
3. Click on Rate Details or press Ctrl+R.
4. In Rate Blend section add Date from which the new rate is valid, select the rate code and if the
rate can be override than type the room rate.
5. Click on Save Modification or press Alt+M to save.
6. To add another row press from the keyboard.



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If the rate change is not applicable anymore click on Freeze check box.


3.1.5 Reservation with Multiple Profiles

This is intended for use when an indirect booking is received. If only a single profile is to be recorded
(as in the case of Corporate Bookings or Travel Agent Bookings) specify which and select the profile by
selecting from the list box. The Contract rate for the corporate/ travel Agent/ Tour Operator is copied
to the reservation and availability is taken from its allotment (if available, else from general
availability).

If more than one profile is relevant to the current reservation (for example, both a Tour Operator and
a Travel Agent), multiple profiles can be selected by following given steps
1. Click on Front Desk and select Guest Details form.
2. Search and select the guest profile.
3. Click on the Allotment Details or press Ctrl+L.
4. Select the relevant profiles.
5. Click on Save Modification or press Alt+M to save.



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The Contract rate selection has an internal priority. The order of priority is first Corporate, then Travel
Agent and last Tour Operator. In other words, if both an Agent and an Operator are marked for a
reservation, the system will pick and apply the Travel Agents contracted rate to the reservation. Of
course, the user may modify this by selecting an alternate Rate Code. You must explicitly specify the
allotment block, if any, from which to take availability (the system will automatically look for
availability in the general pool if the selected allotment block is already used). The terms and
cancellation policy for this reservation is assumed to be that of the profile with the highest priority
(first Corporate, then Agent and finally Operator). However, at the time of making a refund (in the
event of cancellation), the system defaulted refund amount can be manually changed to the correct
one.



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3.1.6 Reservation with Negotiated Rates
A hotel may have contracted and negotiated rates for corporate and Travel Agents.
These rates are generally discounted rates and are only available to guests staying on business with
that corporate account.

Follow the steps below to complete a reservation for a company with a Negotiated Rates
1. Click on Front Desk and select Guest Details form.
2. Type the guest name and select the corporate/ Travel Agent/ Tour Operator, guest is booked
through.



3. Enter Arrival date, nights or departure date, number of rooms, Adult/ Youth/ Child count and
Room Type.
4. Click on the Rate drop down and only negotiated rates or rates attached with the selected
Corporate/ Travel Agent/ Tour Operator will appear in the list.
5. Complete the reservation as normal.

Note: When you make a reservation on Negotiated Rates, the Corporate/ Travel Agent/ Tour
Operators profile also gets attached to the reservation.


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3.1.7 Reservation with Guest History
If one or more name(s) similar to the specified Last Name exists in the hotels Guest History, a
supplementary Window will pop up showing the list of matching names.



Summary information for each listed name can be viewed by clicking on the row. This is intended to
aid in selecting the correct record. When the correct record is selected, click on the Link button to link
the history record to the current reservation and to copy relevant details from history to the current
reservation. The details copied from history will be as specified in the History Control in the Systems
Control menu.

If a matching history record is found and linked while creating a new reservation a more details view of
the Guests history details is shown. The purpose is guest recognition. The History Summary indicates
the importance of the guest based on frequency of visit and revenues generated. Visit details provide
clues on actions to be taken for the current reservation. Notes are normally used to record guest
preferences and characteristics in free form text. Complaints/comments are alerts for guest handling
based on past guest feedback.



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This form can be viewed again at any time by clicking on the View History Details in More but if and
only if the guest has been linked to History.


On linking, the linked to history check box will be set on. In case of erroneous linking, the history
record can be de-linked by setting the check box off. A revised link can be made by using the History
button in More Option on the Guest details form.


On linking the history, system will prompt to overwrite the guest details from history. This will copy
the details from history to the guest detail form.



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Note: on de-linking, data previously copied from history will not be erased or corrected. This must
be done manually.

If a matching history record is found and linked while creating a new reservation a more details view of
the Guests history details is shown. The purpose is guest recognition. The History Summary indicates
the importance of the guest based on frequency of visit and revenues generated. Visit details provide
clues on actions to be taken for the current reservation. Notes are normally used to record guest
preferences and characteristics in free form text. Complaints/comments are alerts for guest handling
based on past guest feedback.

This form can be viewed again at any time by clicking on the History button but if and only if the guest
has been linked to History.


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3.1.8 Cancel a Reservation
Follow the steps below to cancel a reservation
1. Click on Front Desk and select Guest Details form.
2. Search and select the reservation to be cancelled.
3. Click on Cancel or press Alt+L, Guest Cancellation screen will be opened.
4. Click the drop-down to select Reason for cancellation.
5. If the sharer exists and the sharers reservation also needs to be cancelled, click on the check
box- Cancel sharer Reservations also?



6. Click on Cancel or press Alt+E and then OK to finish the cancellation.




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3.1.9 Turnaway Reservation
This option Logs the reservation call as a Turnaway for statistical purposes to track denials and regrets.

Follow the steps below to cancel a reservation
1. Click on Front Desk and select Guest Details form.
2. Search and select the reservation to be cancelled.
3. Click on Turn Away or press Alt+U, Guest Turn Away Screen will be opened.
4. Click the drop-down to select Reason for turn away.
5. If the sharer exists and the sharer also needs to be turned away, click on the check box- Turn
Away sharer Reservations also?



6. Click on Turn Away or press Alt+T and then OK to finish the Turn Away process.





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3.1.10 Recreate Cancelled / Turnaway Reservations
Follow the steps below to reinstate a cancelled or Turn- Away Reservation
1. Click on Front Desk and select Guest Details form.
2. Search and select the cancelled / Turn- Away reservation you wish to reinstate.
3. Change the arrival and departure dates if required.
4. Click on Recreate Reservation or press Alt+C.



5. Click on OK and provide the confirmation number to the guest



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3.1.11 Refusal
Refusals are the reservations/ business refused by the hotel due to rate and availability.

Follow the steps below to do a refusal
1. Click on Front Desk and select Guest Details form.
2. Type the guest details as normal reservation.
3. Click on Refusal or press Alt+U.
4. Click the drop-down to select Reason for refusal



5. Click on Refusal or press Alt+R.
6. Click on OK to complete the process.


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3.1.12 Waitlist Reservation
When there are no available rooms in your hotel on a given date or a guests room preference is not
available, the Waitlist function can assign a Waitlist status to a reservation

Follow the steps below to create waitlisted reservation
1. Click on Front Desk and select Guest Details form.
2. Type the guest details as normal reservation.
3. Click on Waitlist Reservation or press Alt+L.
4. Click on OK to complete the process






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3.1.13 Confirm a Waitlist Reservation
Follow the steps below to confirm a waitlist reservation
1. Click on Front Desk and select Guest Details form.
2. Search and select the waitlisted reservation you wish to confirm.
3. Click on Confirm or press Alt+C.
4. Click on OK.





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3.1.14 Copy Reservation
Copy Reservation creates new reservations with their own confirmation numbers, yet all the
reservation information duplicates

Follow the steps below to copy a reservation
1. Click on Front Desk and select Guest Details form.
2. Search and select the reservation you wish to copy.
3. Click on Copy



4. Click on Yes or press Alt+Y.
5. Click on OK to complete the process



6. Give the New Confirmation Number to the Guest


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3.1.15 Queue Rooms
The Queue Room option allows you to place an expected arrival reservation into a queue for room
availability. When a guest with a reservation arrives, and there are no rooms clean or inspected to
check them in, this feature is used to handle those arrivals. Reservations placed on queue can be pre-
assigned to a room number, or may be queued with no room assignment. As soon as a room is
available for the particular reserved room type, you may assign a clean/inspected room and complete
the check-in.

3.1.15.1 Place a Reservation on Queue (Queue Rooms)
To place an arriving reservation into the Queue, follow the steps below
1. Click on Front Desk and select Guest Details form.
2. Search and select the reservation you wish to place on Queue.
3. Click on Queue Room or press Alt+Q.
4. Click on Ok to complete the process





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3.1.15.2 Search & Release Guest Reservations in Queue
To search a Guest on Queue, follow the below steps
1. Click on Front Desk and select Guest Details form.
2. Click on Search and tick the check box- Queue Guest.
3. Click on Search.
4. Select the Guest you want to release from Queue
5. Click on Release Room or press Alt+L.
6. Click on OK to complete the process






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3.1.15.3 Check-in a Queue Reservation
To check in a Guest on Queue, follow the below steps
1. Click on Front Desk and select Guest Details form.
2. Click on Search and tick the check box- Queue Guest.
3. Click on Search.
4. Select the Guest you want to check in.
5. Click on Check In or press Alt+I.
6. Click on OK.





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3.1.16 Sharer Reservations
Sharers are two or more guests sharing the same room and have separate folios.
The guests should share the room at least for one night than only they are considered as sharers.

Follow the steps given below to create sharer reservations
1. Click on Add a Sharer.
2. Click on New or press Alt+N.
3. Fill the sharers Details.
4. Click on Reserve or press Alt+R
5. Click OK to complete the process



A notification appears on the reservation screen, if sharers exist



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3.1.17 Post & Void Charges
This screen allows you to post and void advances posted on a guest reservation. Voiding can be done
on the same business date on which the advance was posted.

3.1.17.1 Post a Deposit / Refund on a Guest Reservation
Deposit and refund posting has the same process only the charge code selected are different. While
posting deposit we select charge code of credit type and while doing refund charge code to be used is
of debit type.

To post a deposit or refund
1. Click on Front Desk and select Guest Details form.
2. Search and select the reservation on which deposit is to be posted.
3. Click on Post and Void Charges.
4. Type your password and click on OK.



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5. Select the charge code for the posting and type amount, Reference and Remark.
6. Click on Post or press Alt+P
7. Click on OK




3.1.17.2 Void Deposit
To void a deposit
1. Click on Void charges.
2. Click on void checkbox and type the reason for voiding.
3. Click on Void or press Alt+V


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4. Click on OK



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3.1.17.3 Transfer Deposit to another Guest
Advance deposit can be transferred to another guest only if the reservation with deposit is of
Cancelled/ No show/ Torn Away status.

To Transfer Deposit to another guest
1. Cancel the Guest Reservation. (Follow the steps given in Cancel a reservation section of the
manual)



2. Click on Yes



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3. Click on Post/Print Charges or press Alt+P. Type your password and click on OK.




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4. Click on Transfer Charges or press Alt+T



5. Select the charge to be transferred.
6. To transfer the advance to another guest click on Another Account and type the Room No. /
Account Id or click on Advance search and search for the guest the advance has to be
transferred to.
7. Click on Transfer or press Alt+T.
8. Click on OK.





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4 GROUPS

4.1 Group Status Codes

Status Codes indicate the current booking status for a group. The block status determines if the
reservation is just an inquiry or rooms are blocked against it or the rooming list is prepared.

NO BLOCK

The No Block is a starting status for beginning the group contract process. It is like an inquiry about
possible availability. No rooms are deducted from inventory in this status. You may move forward with
tentative or confirmed status from here, or cancel the inquiry.

TENTATIVE

This status is for a group booking pending for confirmation/ deposit.
Allocated rooms can or cannot be deducted from inventory this differs from hotel to hotel based on the
configuration at time of installation. You cannot create reservations for the group members (rooming list)
while it remains in a tentative status.
At this state you may cancel the group or move forward to make it Confirmed.

CONFIRMED

This status is for a group with confirmation/deposit. Allocated group rooms are deducted from hotels
general inventory in this status. You are also able to pick-up rooms and create bookings for blocks in the
Confirmed status. You can make a confirmed reservation tentative only if rooming list is not created.

CANCELLED

When a block is cancelled, any room inventory set aside for the group releases and returns to the hotel
general inventory. Groups with rooming list will not be cancelled until Group Members reservations are
cancelled.

NO SHOW

If the group doesnt turn up on the date of arrival at the Night Audit the reservation is cancelled and
status changes to No Show.

IN-HOUSE

After the Group Master Checks in the status changes to In-house. Group Members can check-in only after
Group Master is In-house.

CHECKEDOUT

When the Group Master Checks out the status changes to Check-out. Group Members check-out first and
then Group Master can be checked out.


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4.2 Create New Group Master

Click on Front Desk followed by Group Details. (This will load the Group Details Screen)

To create a Group Master, enter Group details



To save the details, click on Create Reservation

In case details entered are invalid system will display an appropriate error
Message and cursor will take you to the erroneous field. Correct the data entered by you and click
Create button again. Once the Reservation is created the reservation status will be NO BLOCK.



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4.3 Reservation Screen Field Descriptions
4.3.1 Group Details
This is the section where all relevant details of the group master are entered to create a reservation.



Group Name: Each group is given a unique name to differentiate between groups from same Travel
Agent/ Operator/ Corporate. Usually this is provided by the Travel Agent/ Operator.

Series: Series code is generated for group having multiple visits to track the visits.

Group Through - None/ Corporate/ Travel Agent/ Operator: Option to select company or Travel
Agent/ Operator group is booked through.

Arrival Date: Indicates the arrival date of the group. Either type the date in this field or use the
calendar given in the dropdown, to select the date.

Nights: The number of nights for the group reservation.

Arrival By: Mode of transport for arrival of the group. If varies for group members, this can be
specified in group members reservations.

Arrival At: Expected time of arrival.

View Flight Details: User can feed the list of flights landing and taking off from the city in the
system. And while adding the groups arrival details View Flight Details can be clicked on and by
double clicking on the particular flight details the information will get added to the group
reservation.





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Departure Date: The departure date auto-populates based on the arrival date and number of
nights. It can also be entered manually or selected from the dropdown calendar.

Departure By: Mode of transport for departure of the group. If varies for group members, this can
be specified in group members reservations.

Departure At: Expected time of departure.

Release Block on: Date beyond which the reservation is invalid if it is not guaranteed by making
advance payment or by providing any other sort of guarantee. Reservation release date is always
prior to the date of arrival. Only reservations without rooming list or guarantee get released on
Release date.

Rate/ Currency: The code that defines the rate that will be charged to the group members. To
select or change a rate, click on the drop down arrow next to this field. In currency field, select the
currency in which room rate has to be charged to the guest

Address/ Traces:





This option is used to record address of the group master and Traces for the group.

Allotment Details:







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If more than one intermediary is relevant to the current reservation (for example, both a Tour
Operator and a Travel Agent), multiple can be selected by clicking on the Allotment Details. Select
the relevant intermediaries. The Contract rate selection has an internal priority. The order of
priority is first Corporate, then Travel Agent and last Tour Operator. In other words, if both an
Agent and an Operator are marked for a reservation, the system will pick and apply the Travel
Agents contracted rate to the reservation. Of course, the user may modify this by selecting an
alternate Rate Code.

You must explicitly specify the allotment block, if any, from which to take availability (the system
will automatically look for availability in the general pool if the selected allotment block is already
used). The terms and cancellation policy for this reservation is assumed to be that of the
intermediary with the highest priority (first Corporate, then Agent and finally Operator). However,
at the time of making a refund (in the event of cancellation), the system defaulted refund amount
can be manually changed to the correct one.

Commission code for Travel Agent/ Operator can be selected here.

Other Rates





This option allows you to define separate rates for group members arriving before the group arrival
date and for the group members departing after the group departure date.

Meal Plan





If Room Rate is not inclusive of meal plan, at the time of posting room charges system will add the
plan component over and above the Room Rate and post the same to F&B Revenue.


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4.3.2 Statistical Information
This is the section where data is entered to capture the statistics and business trends



Group Class: Hotel can have different category of group like- VIP, Normal, Long Staying etc.

Market Segment: Market Segment defines the sales sector the group belongs to.

Business Source: This is how the Hotel received this reservation.

Domicile: Domicile (place of residence) of the group members.

Group Type: Hotel can have different categories of group. E.g. Leisure, business, pilgrimage,
adventure etc.

Meeting Type: Hotel can have different categories for corporate groups like- seminar, conference
etc.


4.3.3 Contact Information
Information related to guests transfer, caller (the person who has given the reservation) and the
group coordinator is recorded here



Contact Name: The caller requesting the booking and with whom follow-up action will be taken.
The caller may or may not be a Contact recorded on any Marketing Profile.

Telephone: Contact persons Telephone number.

Co-ordinator: Group co-ordinators name.

Comments: Field to record any comments related to the reservations.



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Complex Transfer Details





Other detailed /complex transfer information for the group can be entered in the screen that opens on
clicking the option.

Please note that this is an access based function and can be used by only those users who have valid
access to do so.

4.3.4 Preferences
Preferences related to room attributes and Special Amenities to be arranged for the group members
are recoded here



Language: If Language setup is done this option allows selecting the language preference for the group
to print the group folios in.


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Room Attributes: Field to record preferences related to room attributes e.g. Nonsmoking room,
Garden facing etc.

Special Amenities: Allows you to record special amenities to be arranged for the group members e.g.
Fruit basket, Chocolate Platter, Baby cot etc. Codes can be selected from the dropdown list.

4.3.5 Billing Details



Billing Instructions: This Field is to record instructions related to the group billing.

Payment Method: Mode of Payment for this reservation. Payment method can be selected from
the dropdown list.

Credit Limit: Credit Limit of the group master can be specified and report can be printed for the
guests/ groups exceeding their credit limits. Applicable when group is in-house.

A/R ID: Account Receivable Id is generated in Account Receivables for the
company/operator/guests having credit authorized by the hotel. If the groups payment method is
of credit type e.g. Bill to Company and Voucher, A/R id becomes mandatory.

Tax Exemption Code: Few guests like House use or guests from Embassies are exempted certain
taxes. Predefined codes can be selected from the dropdown list. For setup refer to system setup.

Deposit Due: If advance deposit has been requested from the guest to guarantee the reservation,
amount can be specified here.

Due On: Deposit due date.

Guaranteed: A reservation becomes guaranteed if deposit is taken. Or this check box is ticked on.

Cash Only: If the group is marked as Cash Only, postings from POS will not be allowed.

Bill to & Address: Option to record name and Address of the Person who will be settling the bills.



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Card Details:



Credit card details for the group master are recorded here.

Folio-wise A/R Details:



WISHNET has 8 folios and using this option each of them can be routed to different A/R ids and
different billing cycles (like daily, monthly, weekly etc.) can also be selected. Based on the details
selected, the balance of the folios will go to respective A/R ids at respective intervals.

Deposit Details:



Details of Advance deposit posted to the guests account can be viewed from here




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4.3.6 Bill Routing
Bill Routing is to route charges incurred to folios other than folio 1. If Billing Routing is not done for a
guest or group, all incurred charges are routed to folio 1 which is the default folio.

There are 2 types of charge routing. Routing of charges from one folio to another within the same
guests bill and routing of charges to another account (guest/ group/ special account.

Charges can be transferred to the account of another Account with the help of the Account Id.
To assign a Charge Code to a folio or another guest, a valid combination of the Department Code and
the Account Code must be entered.

If department code is selected, the routing will be applicable for all the charges of that department.
E.g. If coffee shop is selected and folio 2 is selected, all the charges from coffee shop will get
transferred to folio 2

If account code is selected, the routing will be applicable for all the charges having that particular
account code. E.g. If food is selected and folio 2 is selected, all food charge irrespective of which
outlet/ department it is coming from will get transferred to folio 2.

If department code and account code both are selected, the routing will be applicable for that
particular charge code only. E.g. If Coffee Shop, food and folio 2 is selected, only coffee shop food will
go to folio 2.

System also gives flexibility to save the routings as templates and use them for other guests with the
same bill routing requirement.


Member Bill Routing Details:

Member Bill Routing Details is a template for all the members of a group. This is done for directing
some charges to be or already incurred by all group members to the members folios. For example,
Laundry Charges for all the members of the group
may be directed to Folio 2 of each member of the Group, Telephone Charges to
Folio 3, etc.

Click Member Bill Routing Details button on Group Details screen to create Billing Mask template
for each of the group member. System will display this screen.



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To route the charges to the Group Master
1. Click on Add (Alt+A).
2. Select Department/ Account or both whichever is applicable for the charges to be routed.
3. Enter Account Id of the Group Master.
4. Click on Save (Alt+S).



5. Click on Yes to apply the Bill Routing to the In-house Group Members.
6. Click on OK.



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Group Bill Routing Details:



Group Bill Routing is done for the group master. This option allows to route the charges (charges
already routed from Group members to Group Master) in Group Masters Bill to different folios.

Account Id is disabled in Group Master Bill Routing, thus charges can be routed to different folios
only.

Discount Details:

This option is available for setting up discount masks that hotel wants to offer to a guest/ group.
Discount can be offered on Department, Account and Charge. It can be percentage or fixed
amount and is applicable on Non-Room related charges.

Note: If the POS is applying the discount then Discount Mask should not be set else system will
further discount the discounted charge that is getting posted to the guest account.

e.g.-
A discount on Department, Coffee Shop, means this guest will get specified discount on all charges
incurred by him/ her in the Coffee Shop.

A discount on Account, Food, means the guest will get specified discount at all outlets whenever
food is consumed by him / her.

A discount on Charge, Coffee Shop Food, means the guest will get specified discount whenever food
is consumed by him / her in the Coffee Shop.



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To add discount mask follow the below mentioned steps
1. Click on Add or press Alt+A.
2. Select appropriate department, account or both.
3. Give either amount or percentage to be discounted in their respective column.
4. Click on Save (Alt+S) and then OK.



Task Details:

Tasks are like traces- option to record tasks related to guest/ groups. Tasks can be assigned to
single or multiple users/ departments.



Note: Please refer to Task Management section given in later part of the manual.


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4.3.7 More
This section gives the details: who created the reservation and when, reservation was last modified by
whom and when, check in was shown by whom at what time and Check-out was done by whom at
what time.

And if the reservation is linked with history- linked to history flag gets ticked and history id of the
linked history also appears.



4.3.8 Group Notes
Use group notes for entering any relevant information about the Group



Reservation notes can be added prior to the check-in. After check-in, only In-house notes can be
added.

To add notes follow the below given steps
1. Select the type of notes (Reservation or In-house Notes) to be added
2. Click on Add New or press Alt+A
3. Type the notes
4. Click on Save (Alt+S)



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4.3.9 Log Details
Displays an audit trail of key changes made on the booking along with who made the change and when
was the change done.

The information displayed in each row is the data as it was prior the modification.



Clicking on Detail view option gives further detailed Log of the changes.





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4.3.10 Actions



Search: Search option is used to search for an existing booking.

Post/ Print Charges: To post/ retain/ refund advance.

Close: To close the group details form.




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4.3.11 More Actions



Download Discount: Clicking on this option copies the Discount Details to In-house Group
Members.

Copy: This Option allows you to copy the group reservation on different dates for multiple visits by
the group.



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Print Group Performa: The proforma Invoice generates a folio with estimated charges for the
entire length of stay of the group members. This includes charges that will be posted at night audit
like Room charges and any Autopost charges.

The actual folio upon departure could be different from the Proforma Invoice.

4.3.12 Other Group Booking Functions



Other functions mentioned below can be performed on Group Bookings by using the abve buttons

Canceling Group Reservation
Checking- In Group Master
Creating Rooming List
Creating Group Block
Recording Group Movements (Itinerary)
Downloading Details from Group Master to Group Members
Saving Modifications
Creating New Group

Note: These functions will be discussed in detail in later part of the Manual.

Important: After making all the changes in the reservation, the Save button must be clicked on
otherwise the changes will not be saved.



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4.4 Search & Edit Group Reservation

To search for a group reservation
1. Click on Front Desk followed by Group Details. (This will load the Group Details Screen)
2. Click on Search or press Alt+H from keyboard. The search screen displays.



3. To Search for the Group using criteria like Group Name, Firm Name,Group Id, Confirmation
Number etc. Standard Search and Advanced Search options can be used.



4. Once the search criteria are entered click on Search or press Alt+H. A list of all reservations that
meet the search criteria gets displayed.



Optional Filters can be used to further filter the result. To filter the result, select the condition and
click on Filter or press Alt+F.



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5. Select the row and click on Select or press Alt+T to open the reservation.
6. Do the modifications and click on Save or press Alt+S to save the changes.






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4.5 Group Block

Group Block is where we define number of rooms required to cater to the groups room requirement.
Once a group block is created, rooms in it are shown as Blocked when Availability inquiry is done.

To create Group Block for a group
1. Go to Front Desk and then Group Details form.
2. Search and Edit the reservation, you want to add group block to and click on Group Block.



The Group Block option screen will appear



Block Room Type

Select Room Type from the displayed list. You can do it by checking Block checkbox in front of the
Room Type.

Group Block Details

After selecting the Room Types in Block Room Type section, system will display dates for which
group is going to be staying, in Group Block Details section.

For each date, enter required number of rooms of the selected room type and number of adults in
Blocked and Adults text boxes respectively.



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Click Availability button to check whether required number of rooms of the selected room type
are available on these dates. If rooms are available, system will allocate rooms.



If desired number of rooms for the selected room type are not available, system will give message
like- Status= |1 SDS 30/07/2009, SDS 01/08/2009 where 1 is no. of rooms available SDS is room
type in which desired no. of rooms are unavailable and then date on which they are unavailable.

Clicking on Copy To Others button copies no. of rooms from first row to all the rows for the
selected room type.

Room Block Summary



Blocked: No. of rooms blocked for the group.

Picked Up: Number of rooms against which rooming list has been created in the system.

Adults: Total no. of adults as per the no. of Adults defined in Group Block Details- Adult column.



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Change Room Type



Subsequent to creating Group Block, you may like to change room types. Select room type you
want to change in From text-box and give room type to which you want to change in To text-
box. Click Change button to effect the desired change. If system does not allow you to change
Room Type, an appropriate message will be displayed.

When you are creating a Group Block for the first time, changing of Rooms from one type to
another is not allowed. Only after saving the group block, room types can be changed.



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Tentative Group Block

In case you want to create a Tentative Group Block check Tentative button and click OK button.
Status on the Group Room Block will change to TENTATIVE.



To confirm a tentative group block, un-check Tentative checkbox and click on Save (Alt+S)
button. Status on the Group Room Block will change to CONFIRMED.

Delete Room Type

Room Type can be deleted from Group Block by un-checking the Block Room Type checkbox.




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4.6 Rooming List

By using this option Reservations are created for all Group Members and rooms can be assigned to them.

To access this function
1. Go to Front Desk and then Group Details form.
2. Search and Edit the reservation, you want to add Rooming List to and click on Rooming List.



Clicking on Rooming List will open the below screen



This screen is used for entering group members names, room type, room number, number of PAX
Adult, Youth and Child, modifying Domicile, Arrival & Departure dates, payment mode and rate code.



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4.6.1 Room Type Summary



This section shows Room Type wise
No. of rooms against which rooming list is been created
No. of PAX according to the rooming list
Blocked rooms from group block


4.6.2 Creating Rooming List
Rooming list can be created using either Add Guest & Add Sharer option or using Dummy List option.

Add Guest
1. Click on Add Guest or press Alt+G from key board.
2. Type the Guest Name, Room type, Arrival Departure Dates, PAX, Domicile and Manual Rate (if
applicable).
3. Repeat step 1 and 2 to add another guests details.
4. Click on Save or press Alt+S to create the reservations.
5. Click on OK.



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Add Sharer
1. Select the Guest for whom Sharer has to be added.
2. Click on Add Sharer or press Alt+H from keyboard. System will clear lower portion of the
Rooming List screen for you to enter details of the sharer (guest).
3. Click on Save to save details and to create reservation for the sharer (guest).
4. Click on OK.



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4.6.3 Dummy List
This function is used to create a dummy rooming list for the group. The Group name is saved as the
guest names which can be updated later on.

To Create a Dummy List
1. Click on Dummy List or press Alt+D from key board. This will open a small screen for you to
enter the defaults for dummy list.



Note: Based on the values given in the first 2 sections system will create dummy list for
sharers/ Accompanying PAX/ single guest for the room type selected in third section.

e.g.:-
I. If 2 is specified in first section which is for Adult PAX for each guest and 1 in second section
i.e. number of sharers in each room, system will create Accompanying PAX reservation for
the selected room type.
II. If 1 is entered in first section and 2 in second, system will create sharer reservation for the
selected room type.


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III. If 1 is entered in both the sections than single guest reservation will be created.

2. Enter the values in three sections of the screen and click on OK or press Alt+S from keyboard.





Note: Based Names can be updated at this point or even after saving the rooming list.

3. Click on Save to save the rooming list.



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Note: If any error is encountered while saving, system will prompt a message



Clicking on Yes will open a screen which will show the Guest Name for whom the error has occurred
and reason for the error.



Clicking on Reset will reset the error and Close will close the Error Display screen.


4.6.4 Cancel Guest / Sharer (Group Members)
To cancel a Guest / Sharer Reservation
1. Select the Guest by clicking on action checkbox.
2. Click on Cancel Guest or press Alt+C.



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3. Click on Yes or press Alt+Y from keyboard.
4. Click on OK.

Clicking on Show Cancelled Guests checkbox will display the cancelled guests also in the grid.



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4.6.5 Queue Room

The Queue Room option allows you to place an expected arrival reservation into a queue for room
availability. When the group arrives, and no rooms clean or inspected are unavailable or are less
than the requirement of the group, this feature allows to put the guests on Queue for the rooms.
Reservations placed on queue can be pre-assigned to a room number, or may be queued with no
room assignment. As soon as a room is available for the particular reserved room type, you may
assign a clean/inspected room and complete the check-in.

Note: Please note to put Group member on Queue, Group Master must be In-house.

After the Group Master is In-house, there are two ways of placing the group members on Queue.

Open the group members profile in Guest Details form and click on Queue Room

To place an arriving group members reservation into the Queue from Group Details form, follow
the steps below
1. Click on Front Desk and select Group Details form.
2. Search and select the group reservation for the group members you wish to place on
Queue.
3. Click on Rooming List.
4. Select the group member you wish to put on Queue by clicking on select checkbox for the
member.
5. Click on Queue Room or press Alt+Q.



6. Click on Ok to complete the process.


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Queue Guest can be checked in from the Rooming list screen or from Guest Details screen.

To reinstate Queue Group member to confirmed status, open the booking in Guest Details
screen and Click on Release Room (Alt+L).

4.6.6 Select
This option allows selecting all or multiple guests qualifying different conditions like- arriving/
departing on a given date, with same room type, similar guest names, expected arrivals to be put on
Queue and guests already on Queue.

Select checkbox gets ticked/ un-ticked for the qualifying guests by giving condition and clicking on
Select/ Deselect.



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4.6.7 Auto Assign
You can use this option to Auto- assign clean rooms to the group members.

To Auto Assign Rooms follow the steps given below
1. Click on Front Desk and select Group Details form.
2. Search and select the group reservation for the group members you wish to Auto allocate the
rooms.
3. Click on Rooming List.
4. Click on Auto Assign Rooms (Alt+A).


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5. Specify the selection criteria in Select Rooms From section for rooms if you wish to allocate
rooms in same block, on same floor or between the given room numbers and then click on
Allocate (Alt+A). You can also simply click on (Alt+A) without giving the selection criteria,
system will assign the rooms on its own.
6. Click on Close (Alt+C) to close the Auto Assign Rooms window and return to Rooming List.


4.6.8 Modify
This option allows to globally modify group members. Modify function allows to modify following for
the selected group members-
i. Shifting group members dates (arrival and departure dates) by given no. of days
ii. Make changes to Arrival/ departure or both dates
iii. Change Room Type
iv. Change Manual Rates

To change any of these follow below given steps-
1. Click on Front Desk and select Group Details form.
2. Search and select the group reservation for the group members you wish to make the
modifications to.
3. Click on Modify (Alt+M) and specify the condition.



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4. Click on Apply (Alt+A).
5. Click on Save (Alt+S).

4.6.9 Errors
If system is unable to create reservation or save any changes, this message will be prompted by the
system.



To see the reason for the error, click on OK. System will display this screen with reason for error.



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Clicking on Reset will reset the errors and Close will close the error screen and take you to Rooming
List.

4.6.10 Check-In
This option allows to check-in group members.
To check-in group member(s), check-in the Group Master and then Group Members.



4.7 Early Arrival & Late Departure of Group Members

This option allows group members to stay in the hotel on same/different rate, before the group arrives or
after the group checks out.

To setup early Arrival/ late departure for a group follow below given steps
1. Click on Front Desk and select Group Details form.
2. Search and select the group.
3. Click on Other Rates. And specify Early Arrival or late departure date and rates.



4. Click on Save (Alt+S).


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After doing the setup, to check-in group member(s) before Group Arrival-
1. Check-in the group master (without changing the group dates)
2. Check-in the group member.

To check-out group member(s) after group departure-
1. Check-out the group member.
2. Check out the group master. System will allow you to keep the group master checked in till late
departure date, without changing the group masters departure date.


4.8 Copy Group Reservation

WISHNET allows you to copy group reservations for multiple visits by the group. Group Master and Group
block gets created for the selected dates.

To copy group reservation
1. Click on Front Desk and select Group Details form.
2. Search and select the group.
3. Click on More and then Copy.




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4. Enter Arrival Date for next visit. To add more visits click on Add row and enter the Arrival date for
another visit. Click on OK (Alt+O) to Save.





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4.9 Cancel Group Reservation

To cancel group reservation, group members reservations need to be cancelled first and then the group
masters reservation.

Cancelling Group members' reservations
1. Click on Front Desk and select Group Details form.
2. Search and select the group.
3. Click on Rooming List.



4. Select all group members and click on Cancel Guest.



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5. Click on Yes and then OK.


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Cancelling Group Masters reservation
1. Click on Front Desk and select Group Details form.
2. Search and select the group.
3. Make sure Rooming List doesnt exist for the group and then click on Cancel and select Reason
for cancellation.
4. Click on OK.






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4.10 Group Movements

Hotel may like keeping track of the groups activities scheduled for specific dates and time, e.g. - lunch,
city tour, etc. These movements or activities of the Group can be recorded for reference.

Click on Movements (Alt+T) on Group Details screen.



The system will load the Movements screen. This screen is used for recording group activities.

To add a new activity
1. Click on Movements on Group Details screen.
2. Click on Add Row, enter Activity Date, Time and description.
3. Click on Save (Alt+S).



To delete an activity
1. Click on Movements on Group Details screen.
2. Click on delete checkbox for the record to be deleted.
3. Click on Save (Alt+S).



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4.11 Download Details

This option allows you to copy details from Group Master to Group Members.

To download details
1. Click on Front Desk and select Group Details form.
2. Search and select the group.
3. Click on Download Details (Alt+W).



4. Select the checkbox to specify if the changes are to be downloaded to Reserved Members or In-
house Members or both.
5. Select the field(s) to be copied to group members.



6. Click on OK.



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4.12 Handling Advances

This screen allows you to post and void advances on a group reservation.
Voiding can be done on the same business date on which the advance was posted.
4.12.1 Post Deposit
Deposit and refund posting has the same process only the charge code selected are different. While
posting deposit we select charge code of credit type and while doing refund charge code to be used is
of debit type.
1. Click on Front Desk and select Group Details form.
2. Search and select the group reservation on which deposit is to be posted.
3. Click on Post and Void Charges.
4. Select the charge code for the posting and type amount, Reference and Remark.
5. Click on Post or press Alt+P.





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4.12.2 Void Deposit
To void deposit
1. Click on Void charges.
2. Click on void checkbox and type the reason for voiding.
3. Click on Void or press Alt+V.






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4.12.3 Transfer Deposit
Advance deposit can be transferred to another group only if the reservation with deposit is of
Cancelled/ No show/ Turn Away status.

To Transfer Deposit to another group
1. Cancel the Group Reservation (Refer Section 4.9)
2. Click on Post/Print Charges or press Alt+P.



3. Click on Transfer Charges or press Alt+T.
4. Select the charge to be transferred.
5. To transfer the advance to another group click on Another Account and type the Group Id or
click on Advance search and search for the group the advance has to be transferred to.
6. Click on Transfer or press Alt+T.
7. Click on OK.


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4.13 Check-In Group

To check-in group, group master need to be checked-in first and then the group member(s)



To check-in Group master
1. Click on Front Desk and select Group Details form.
2. Search and select the group.
3. Click on Check In and then OK.



To check-in Group member
1. Click on Front Desk and select Group Details form.
2. Search and select the group.
3. Click on Rooming List.
4. Select the group members to be checked in and click on Check In.
5. Click on OK


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4.14 Reinstate Checked-Out Group



To Recheck-in a checked out group follow the given steps
1. Click on Front Desk and select Group Details form.
2. Search and select the group.
3. Click on Recheck-In (Alt+I).
4. Click on OK.





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5 FRONT DESK

5.1 Arrival Check-In / Room Allocate

You can search for todays expected arrivals and show check in from two screens.

1. Arrival Check-In / Room Allocate- Arrival Check In/ Room Allocate screen is used to Allocate rooms
(manually or auto) to the expected arrivals and show their check In. Few Guest details like- Name,
Room Type, Arrival, departure dates, PAX count, Payment method, Domicile, Rate Code, Manual Rate,
Keep Rate, and Reservation Notes can also be modified from this screen. This screen can also be used
to add Accompanying PAX details, scan and save Accompanying PAXs and main guests image and
identification document image, to generate room key and to print Registration cards.

2. Guest Details- This is the main form for Guest profiles this is used to carry out almost all functions on
the guest profile like creating, modifying, cancelling guest reservations, printing documents, check in,
modifying in-house guest details, posting charges, checking out guest etc.

5.1.1 Search for Arrivals
To search for arrivals
1. From the Front Office PMS select Front Desk and then Arrival Check In/Room Allocate.



By default this screen shows the expected arrivals for today.


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2. To view expected arrivals for any other date, click on Search bar and provide the search
information and then click on Search button.







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5.1.2 Assign Rooms
To assign rooms From Arrival Check in/Room Allocate screen
1. To open Arrival Check in/Room Allocate screen, from the Front Office PMS select Front Desk
and then Arrival Check In/Room Allocate.



Note: By default this screen opens with option to modify guest details, print registration cards, to
make room key and check in the guest. Room No. can be assigned at this stage or after freezing all
the modifications except Room No.

2. Click on Search bar.



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3. Click on Manual Allocate Room. This will freeze all the fields except Room No.





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4. Type the Room No. or auto assign by clicking on or click on and select from the
dropdown list. Click on Save or press Alt+S to save.
5. Click on OK.


5.1.3 Check-In Guest
To Check in a guest
1. From the Front Office PMS select Front Desk and then Arrival Check In/Room Allocate.



Expected arrivals of the day will appear in grid at top section of the screen.

2. Assign the rooms if not already assigned.
3. Select the guest to check in by clicking on action checkbox and click on Check In or press Alt+I.
4. Click on OK.











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5.2 Guest Details
5.2.1 Search for Arrivals
To search for the arriving guest follow the below mentioned steps
1. From the Front Office PMS select Front Desk and then Guest Details.
2. Click on Search or press Alt+S from keyboard to access the search screen.





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The top section of search screen provides a variety of fields to narrow your search for the arriving
guest. The bottom portion of the screen displays the search results in the grid.

1. Enter the search information into the appropriate fields. Use advance Search for more search
options.
2. Click on Search or press Alt+H from keyboard to display the result.



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Optional filters can be used to filter the search result.

With a reservation highlighted various icons appear on the lower section of the search screen.
When pointer is placed over the icon it shows what the icon means e.g. expected arrival, repeated
guest, group member, guaranteed reservation etc.

3. Clicking on Clear will clear the search screen to enter the search information for new search.
And clicking on close will close the search screen taking you back to the Guest details form.
4. Highlight the reservation and click on Select or press Alt+T to open the reservation.



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5.2.2 Check-In Guest
To check in and Expected Arrival Guest
1. From Front Office PMS select Front Desk and then Guest Details.
2. Search for and highlight the arriving guest. Click on select.
3. Assign the room no. if not already assigned. Room can be assigned by manually typing the
room no. in the room number field or selecting from the scroll next to the Room No. field or
by Clicking on Auto Assign room (Alt+R).
4. Click on Check In or press Alt+I to check-in the guest.



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While showing the check in you may get message-



Verify the rates and click on yes to continue or No to abort the check in.
Click on OK to finish the check in process.


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5.2.3 Check-In a Walk-In Guest
To Check In a Walk-In Guest
1. Open Guest Details Form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Fill the relevant Details in the form. Select appropriate Business Source and Market Segment
for Walk-in guest.



3. Click on Walk In or press Alt+I from keyboard.
4. Click on Ok.



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5.2.4 Check-In a Cancelled / No-Show Guest
To Check-In a Cancelled / No-show guest
1. Search for the Cancelled / No-Show guests profile in Guest Details Form.



2. Highlight and Select (Alt+T) the guests profile.



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3. Change the arrival and departure dates, assign room number and click on Check In (Alt+I).



4. Click on NO to adjust the rate or click on Yes to continue



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5.3 Queue Reservations

The Queue option allows you to place an arriving guest reservation on Queue for the availability of clean
vacant room for check in.

When a guest with a reservation arrives, and there are no rooms clean or inspected to check them in the
guests can be put on Queue and when the room is available they can be checked-in in that room.

A reservation does not necessarily have to have a room number assigned to be in the queue. You may
place a room reservation on queue without assigning the room number. As soon as a room is available for
the particular reserved room type, you may assign a clean/inspected room and complete the check-in.

5.3.1 Placing a Reservation in Queue
To place an arrival into Queue
1. From Front Office PMS select Front Desk and then Guest Details.
2. Search and open the guest reservation to be put into Queue.






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3. Click on Queue Room or press Alt+Q to put the reservation on Queue.
4. Click on OK.




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5.3.2 Searching for Reservations in Queue
Once a reservation is in the queue, the Front Desk can search, check-in and release queue room by
following the given steps-

To Search for the guests in Queue follow the steps given below
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.



2. Click on Search to open Guest Search screen.
3. Click on Queue Guest checkbox and then click on Search.



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The list of Guests in Queue will appear on the screen.

Note: To find out since when a guest is in Queue, scroll towards right and you will find a column-
Queue From which will have time since when the guest is in Queue.



To alter a reservations place in the queue according to the time they have been on Queue, Click on
Queue From. This will sort the reservations according to the time since they have been on Queue.




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5.3.3 Releasing the Reservations in Queue
You may need to release a guest in Queue for reason like wrong guest put in Queue.

To release a Guest in Queue follow the steps given below
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Search for the Guest in Queue and open the Queue Guests reservation.



3. Click On Release Room.
4. Click on OK.





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Once the Queue Room is released the reservation status changes to from Queue Room to Confirmed.

Note: If any posting is been done to the Guest on Queue, system will not allow releasing the room
and it will give a message on screen along with the balance amount.



In this scenario to release the room either the balance should be settled or transaction should be
voided in order to make the outstanding amount 0.
Or guest can be directly checked in to the room after which the transactions will get automatically
transferred to that room.



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5.3.4 Check-In a Reservation in Queue Room
To check in a Guest in Queue follow the steps given below
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Search for the Guest in Queue and open the Queue Guests reservation.
3. Assign a clean and vacant room for check-in.



4. Click on Check In or press Alt+I.
5. Click on OK.




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5.4 In-house Guests
5.4.1 Searching for In-house Guests
To search for an In-house Guest follow the steps given below
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.



2. Click on Search or press Alt+S to open Guest Search screen.



3. Click on In-house, give the search information and click on Search or press Alt+H.



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The search result will be displayed in grids, in the lower section of the screen.

5.4.2 Editing In-House Guest Reservations
It may be necessary to modify a guests information after the guest has checked in.

To modify Guest information
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Click on Search or press Alt+S to open Guest Search screen.
3. Click on In-house, give the search information and click on Search or press Alt+H.
4. From the search result highlight the guest record to be modified and either double-click on it
or click on Select (Alt+T).
The Guest details screen displays for that Guest.



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5. Make any applicable modifications to the in-house guest record and click on Save
Modification (Alt+M) to save changes.


5.4.3 Adding Accompanying PAX
It may be required to add Accompanying PAX to the In-house Guests Booking.

To add Accompanying PAX to the In-house Guests Booking-
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Click on Search or press Alt+S to open Guest Search screen.
3. Click on In-house, give the search information and click on Search or press Alt+H.
4. From the search result highlight the guest record to add Accompanying PAX and either
double-click on it or click on Select (Alt+T).
The Guest details screen displays for that Guest.
5. From The Guest Details, click on Update PAX & Rate Details.



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6. Change the Adult/ Youth/ Child count and click on Save or press Alt+S and then on OK.



7. Click on PAX Details to add the Accompanying PAX.


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This will open screen to add Accompanying PAXs details.



8. Add Accompanying PAXs details and click on Save



9. Click on OK.





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5.4.4 Adding a Sharer Reservation to In-house Guest
To add Sharer to the In-house Guests Booking
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Click on Search or press Alt+S to open Guest Search screen.
3. Click on In-house, give the search information and click on Search or press Alt+H.
4. From the search result highlight the guest record to add sharer and either double-click on it or
click on Select (Alt+T).
The Guest details screen displays for that Guest.
5. Click on Add a Sharer (Alt+D)..



6. Click on New (Alt+N) and add new guests name and stay details.



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7. Click on Reserve (Alt+R) and then OK.


5.4.5 Splitting Rates between Sharer Reservations
There may be requirement to split the room rate between sharers. E.g. two corporate guests staying
together in 1 room want to pay their charges separately and need their own folios.

Depending on the status of the booking there are 2 ways of splitting the rates

When one Guest is In-house and another is Reserved
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Click on Search or press Alt+S to open Guest Search screen.
3. Click on In-house, give the search information and click on Search or press Alt+H.
4. From the search result highlight the guest and either double-click on it or click on Select
(Alt+T).

The Guest details screen displays for that Guest.
5. Click on Add a Sharer (Alt+D).



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6. Highlight the Reserve Guest, click on to move the record to In-house Guests section and
then divide the rates in Guest rate section.







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7. Click on Check In (Alt+I) to check in the guest and save the Split rate information.




When both the guests are In-house
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Click on Search or press Alt+S to open Guest Search screen.
3. Click on In-house, give the search information and click on Search or press Alt+H.
4. From the search result highlight one of the sharers and either double-click on it or click on
Select (Alt+T).
The Guest details screen displays for that Guest.
5. Click on Update PAX & Rate Details.



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6. Divide the rates between guests, in Guest rate column and click on Save (Alt+S).





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5.5 Room Transfers

The Room Transfer option moves a guest from one room to another after the guest is in-house
5.5.1 Single PAX
To transfer a guest from one room to another
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Click on Search or press Alt+S to open Guest Search screen.
3. Click on In-house, give the search information and click on Search or press Alt+H.
4. From the search result highlight the guest for room transfer and either double-click on it or
click on Select (Alt+T).
The Guest details screen displays for that Guest.
5. Click on Room Xfer or press Alt+R.



6. Type the New Room No. or auto assign by clicking on or click on and select from the
dropdown list. Enter the reason for Room Transfer and click on Next (Alt+N).



7. Click on Yes if you want to make the old room dirty else click on No. Click on Next.


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8. Change the Guest Rate if required and click on Transfer (Alt+T).



9. Click on OK.




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5.5.2 Sharers
Open the In-house Guest Booking in Guest Details Form.
1. Click on Room Xfer or press Alt+R.
The Room Transfer Wizard screen will be displayed.
2. Select the guest to be transferred to another by clicking on Xfer checkbox and click on Next
(Alt+N).



3. Change the Guest Rate if required and click on Next (Alt+N)



(This option appears if all the sharers are not selected. This allows you to change the Guest rate of the
Guest who will be left in the room.



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4. Type the New Room No. or auto assign by clicking on or click on and select from the
dropdown list. Enter the reason for Room Transfer and click on Next (Alt+N).



5. Change the Guest Rate if required and click on Transfer (Alt+T).




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5.6 Recheck-In a Checked-Out Guest

It may be required to recheck-in a checked out guest.

To Recheck-in a checked out guest follow the below given steps
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office PMS.
2. Click on Search or press Alt+S to open Guest Search screen.
3. Search and select the todays check-out guest.

(To search for todays check-out guest- Click on Todays check-outs only, select In-house, give the search
information and click on Search or press Alt+H.)



4. From the search result highlight the guest for re-check-in and either double-click on it or click on
Select (Alt+T).
The Guest details screen displays for that Guest.

5. If required, change the departure date and click on Recheck In.



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6. Click on Yes.




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5.7 Additional Front Desk Functions
5.7.1 View Other Guests
This option is used to view guest reservations linked (Guests with same confirmation number) for the
following reasons
1. Sharer reservations
2. Reservations created for more than 1 room

To view other guests
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Click on Search or press Alt+S to open Guest Search screen.
3. Search and Select (Alt+T).the Guest profile.
4. Click on View Other Guest.



This will open the View Other Guest screen.

5. Highlight the Guest to view the sharer details.





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5.7.2 Issuing Electronic Door Key Cards
WISHNET allows you to issue Electronic Key Cards to guests.

To access the screen for issuing key cards
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Click on Search or press Alt+S to open Guest Search screen.
3. Search and Select (Alt+T).the Guest profile.
4. Click on More and then Interfaces (Alt+I).






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5. Enter Arrival, departure time, no. of keys and select if you want to generate a new key/
duplicate key or modify an existing key or cancel a key or verify a key. Also you can select which
guest areas guest has access to.
6. Click on Save.


5.7.3 Wake-Up Call Set
The Wakeup Call function allows you to enter, view, delete and deliver wake up calls for guests. If
configured with PBX, WISHNET delivers the wake up calls.

To enter Wake up calls in WISHNET
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Click on Search or press Alt+S to open Guest Search screen.
3. Search and Select (Alt+T).the Guest profile.
4. Click on More and then Interfaces (Alt+I).


5. Click on Wakeup call.


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6. Click on Add and then enter Date and Time for wake up call.
7. Click on Save.



When delivered system will mark the wakeup calls as delivered and will update the date and time of
delivery in the system.


5.7.4 Telephone PABX Interface (Optional)
When configured with PBX, WISHNET allows you to deactivate and activate for selected rooms-
a) Call facilities
b) International, National, Local calls
c) Do not disturb and
d) Call screening

To access the screen for telephone interface
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Click on Search or press Alt+S to open Guest Search screen.
3. Search and Select (Alt+T).the Guest profile.
4. Click on More and then Interfaces (Alt+I).



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Tick and un-tick the checkboxes in Telephone Interface section to activate & deactivate the options.


5.7.5 SMS Interface (Optional)
SMS Interface when installed, allows you to send messages to guests mobile number entered in
Mobile field in Personal Details.

To send message
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Click on Search or press Alt+S to open Guest Search screen.
3. Search and Select the Guest profile.
4. Click on More and then Interfaces (Alt+I).



Enter message to be sent in SMS Interface section and click on Send.


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5.7.6 Guest Messages
The Message Option allows the user to add message for the guest and from the guest.

Message from guest can work as a locator also.

Follow below mentioned steps to add message for a guest
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Search and Select the Guest profile.
3. Click on More and then Messages.





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4. Click on Add New or press Alt+A to add a new message.
5. Enter the caller Name, callers number.
6. Select a message type from the dropdown.
7. Type the message and click on Save or press Alt+S and then OK.



The message lists in Message To Guest.

To print the message, click on Print check box and click on Print or press Alt+P.

When delivered, click on deliver and Save (Alt+S).


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5.7.7 Guest Flags
Keep Rate- If Manual Rate is different from System Rate then use keep rate option to apply the change
for the entirety of the guest stay.

Cash Only- If this checkbox is ticked for a guest, no postings are allowed from POS to the Guest
Account. Guest will have to settle all POS bills directly.

Guaranteed- A reservation becomes guaranteed if deposit is taken or this check box is ticked on.

Scanty Baggage- Guest with no luggage or less luggage that could be carried by hand without
indicating the departure. Based on this flag, system allows you to print report of Scanty baggage
guests.

Special guest- If a guest is marked as special guest a smiley gets printed on Guest Reservation List and
In-house Guest List. Guest Reservation List and In-house Guest List can be printed for Special Guests
only.



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5.7.8 Link Guest History
To link an existing reservation to history
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Search and Select the Guest profile.
3. Click on More and then History Link.





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4. Type the first name in filter and press enter or scroll and select the appropriate guest history.



5. Click on Link to link the reservation with the selected guest history



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6. Click on Yes/ No. Clicking on Yes will override the details from history and clicking on No will
only link reservation with the selected guest history, without changing the reservation details.

When a reservation is linked with history- linked to history flag gets ticked and history id of the linked
history also appears.


5.7.9 De-Link Guest from History
To de-link guest from history
1. Open Guest Details form by selecting Front Desk and then Guest Details from Front Office
PMS.
2. Search and Select the Guest profile.
3. Un-tick Linked to History flag.



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5.7.10 Traces View and Resolve
Traces are internal interdepartmental messages that serve as reminders for other employees. Traces
assist the hotel in taking actions on guests requests.

Follow the steps below to view existing traces for your department
1. From WISHNET- Front desk PMS click on Front Desk and the Update Traces.
The TRACES screen appears.



2. In Search section, select the Status of the Trace you want to view, Department from the
dropdown. You can use User, Date From and date To depending on the requirement.
3. Click on Refresh (Alt+R).


Resolving Existing Traces
1. Locate the traces for your department.
2. Click on Complete checkbox for the trace you want to resolve.
3. Click on Save (Alt+S) and then OK.



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5.7.11 Printing Guest Letters
This screen in used for printing different types of letters e.g. welcome, departure, thank you letters for
the guests.

To access Print Letter screen, from WISHNET- Front desk PMS click on Front Desk and the Print
Letters.



To print letter
1. Select the Letter Type to be printed from the drop down list.
2. Select if guest status of the guests you want to print letter for i.e. Reserved/ In-house/
Checked Out.
3. Enter the search criteria and click on Search (Alt+H).
4. Select the guests you want to print letter for by clicking on Select checkbox.
5. Select the Language if Language setup is done and then select the Format.
6. Click on Copy format to Others to copy the same format for other selected guests.




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7. Select
Screen and click on Screen (Alt+S) to print on screen.
Printer and click on Printer (Alt+R) to print.
Email and click on Email (Alt+E) to Email the Letter.



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5.8 Archive Guest Details

Archive Guest Details allows you to check details of past check outs.

To view Archive Guest Details
1. From WISHNET- Front Desk PMS select Front Desk and then Archive Guest Details.



2. Click on Search (Alt+S) search screen will open.
3. Enter the search criteria and click on search (Alt+H).



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4. Select the guest and click on Select (Alt+T).




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5.9 Floor Plan Inquiry

This option allows you to check the floor plan.

To access Floor Plan Inquiry, from WISHNET- Front Desk PMS select Front Desk and then Floor Plan Inquiry.




Block: Block for which the Floor Plan has been defined. If only Block is defined in the Floor Plan setup
then based on Block when Refresh button is clicked will fetch the data and display the same.

Floor: If Floor Plan is setup based on Block and for that Block for a Floor then based on Block & Floor
combination the data will be fetched. If only Floor is specified in the setup then based on only Floor,
system will fetch and display.

Section: If Floor Plan is setup based on Block, Floor and within Floor Section, then by giving all three as
input criteria system will fetch and display the data. If during setup if only Section is specified then by just
providing Section as input the data will be fetched.

Show Image by Status: This is applicable for only Rooms. As Rooms have attribute and the Housekeeping
and Front Office status, when this option is selected, system will show the images on Room based on the
status of the Room. If room is Occupied then will display the Occupied Image specified in FloorIcon.XML.



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Show Image by Attribute: When this option is selected then will display the images for rooms based on
Floor Plan Setup Attribute Image.

Refresh: When Refresh button is clicked based on the Block/Floor/Section criteria system will paint the
details as shown below.



When user clicks on Zoom button the Grid area expands.




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When user takes mouse over any of the cells, system displays message in a tooltip.



If user clicks on an occupied room, room details get displayed at the bottom of the screen.




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5.10 Task Management

Tasks are like guest traces, option to record tasks related to guest. Tasks can be assigned to multiple users
and multiple departments.

Tasks can be created for Guests, Group and Public areas.

Here we will discuss the tasks for Guests and Groups. Public Area Task Management will be discussed in
House Keeping.

To open Task Details for
1. Guest, from WISHNET-Front Desk PMS select Front Desk and then Guest Details.
2. Group, from WISHNET-Front Desk PMS select Front Desk and then Group Details.

In Guest Detail/ Group Details form click on Task Details.



The Task Details screen will load and will display all the Tasks that are created for the selected
Guest/Group.



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The Form is divided into three areas. The top portion of the form displays the guest/ group details and
action buttons. Middle section displays the Tasks that need to be actioned and the bottom displays the
'Assignment and actions to be taken by various users/departments for the selected Task'.

Users can check tasks assigned to them from To Do List (hyperlink) option given in Tools.

If user has access to update the task of the Department then the Task Assigned to the Department can be
edited by the User. If the user does not have access then only the task assigned to him/her can be edited.

If the user has access to Create a New Task, then user can create a new task and also create the New
Assignments and assign the Task to others.

If the main task is marked as Completed or Cancelled then system will automatically mark all the
assignments linked to the main task as Completed or Cancelled. Similarly if all the Assigned Tasks are
Completed or Cancelled, then system will automatically make the main Task as Completed.



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5.10.1 Create New Task
To create a New task
1. Open the task details form for Guest/ Group as explained above.



2. Click on New Task (Alt+T) and add description, Date From and Date To in Edit/ Modify Task
section.



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To delete the Task, click on Delete Task Row
1. Click on Save (Alt+S) and then OK.


5.10.2 Assigning Task to a User / Department
To Assign a Task to User/ Department
1. Open the task details form for Guest/ Group as explained earlier.
2. Select the Task to be assigned.
3. Click on New Assignment (Alt+A) and select User/ Department. To add another row click on
New Assignment again.



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To delete the Task Assignment click on Delete Assignment Row
4. Make the changes in Task Description/ Task/ Expected/ Alert Dates if required.
5. Click on Save (Alt+S) and the OK.


5.10.3 Assigning Task to Multiple Users / Departments
To Assign a Task to multiple Users/ departments
1. Open the task details form for Guest/ Group as explained earlier.
2. Select the Task to be assigned.
3. Click on Assign Task to Multi Users/ Departments.
4. Select the Users/ Departments or both and Click on OK (Alt+O).



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5. Make the changes in Task Description/ Task/ Expected/ Alert Dates if required and Click on
Save (Alt+S) and then OK.


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5.10.4 Cancel / Complete an Assignment
If the user has completed the Assignment or the assignment is to be cancelled, it can be updated in
the system by following the below given steps
1. Open the task details form for Guest/ Group as explained earlier.
2. Select the Task for which the assignment is to be completed/ cancelled.
3. Select the Users assignment and change the status to C to complete and X to Cancel. And click
on Save (Alt+S) and then OK.



Note: If a task doesnt have a pending assignment it will be considered as completed.




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5.11 Special Accounts

The Special Account function allows the user to post charges for non-resident guests. Most often hotels
use Special Account to post No Show charges.

To access Special Account screen
1. Click on Front Desk and then Special Accounts.




5.11.1 Special Accounts Fields Description
Below mentioned are the field descriptions to Special Accounts form.

Header Details
This section records the header details of Special Account.



Account Id- Each Special Account will have a unique Id which is system generated and starts
with 4.
Name- Special Account name.


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Frozen- If a Special Account is not to be used, it can be marked as Frozen hence allowing no
postings to the account.
System- This checkbox is marked for the special accounts used by system for internal
adjustments of charges.
Allow POS Postings- If checked, allows postings from Point of Sales- Touch.

Billing Details
This section is used for recording billing related details.


Bill To- Option to record name of the person/ company settling the special account
outstanding.
Billing Address- Address of the person/ company settling the bills can be specified here.
Phone- Phone number of the person/ company settling the bills.
Billing Instructions- Billing Instructions for the special Account if any.
Bill Cycle- If AR Id and Billing cycle are entered, based on the selected billing cycle the special
account balance will get transferred to AR.

Billing cycles could be-
Daily- If daily is selected the guest balance will get transferred to AR daily at the time of Night
Audit.

Weekly- If weekly is selected the guest balance will get transferred to AR weekly on the day
specified in Parameter controls (decided at the time of WISHNET installation) at the time of Night
Audit.

Monthly- If monthly is selected the guest balance will get transferred to AR monthly on the last
day of the months night audit.

Fixed days- If fixed days is selected the guest balance will get transferred to AR after the no. of
days specified in advance control (decided at the time of WISHNET installation) at the time of
Night Audit.

None- This should be selected if balance is not to be transferred to AR.



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Transfer By- Option to choose, the balance should get transferred to AR charge wise or the
Total Amount should get transferred.

AR Details- Account Receivable Id for the Special Account can be selected here. This will be
required if the settlement id not direct and is through AR i.e. Bill to company/ Advance
deposited in Accounts etc.

Discount Details- This option is available for setting up discount masks that hotel wants to
offer to a guest. Discount can be offered on Department, Account and Charge. It can be
percentage or fixed amount. And is applicable on Non-room related charges only.

Note: If the POS is applying the discount then Discount Mask should not be set else system will
further discount the discounted charge that is getting posted to the special account.



To add discount mask follow the below mentioned steps
1. Click on Add or press Alt+A.
2. Select appropriate department, account or both.
3. Give either amount to be discounted or the % to be discounted in their respective column.
4. Click on Save or press Alt+S and then click on OK to complete the process.

Bill Routing Details- The Bill Routing option allows automatic routing of charges to different
folios. WISHNET offers 8 folios for special account also.



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To set billing mask, follow the below mentioned steps
1. Click on Add or press Alt+A from keyboard.
2. Select the department code or account code or both according to the kind of routing is
required.
3. Type the folio number to which charges are to be transferred.
4. Click on Save or press Alt+S from keyboard to save the routing.

Rate Details
This section is used for specifying rate/ charges related info. Like Manual and Guest Rate, rate
code, FX code etc.



Auto Post Charges- Autopost charges allow charges to post automatically in special account
during the Night Audit process.



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To add Autopost charges to the guest reservation follow the steps given below
1. Click on Charge code and click on Button this will populate list of charge codes. Select
appropriate charge code for the charge to be posted.
2. Enter Amount and currency for the charge to be posted.
3. Click on Save and then on OK to complete the process.

Statistical Details
This is the section where data is entered to capture the statistics. All details should be carefully
entered.



Deposit Details
Details of Advance deposit posted to the special account can be viewed from here.





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More
In this section we can check, who created the special account and when, it was last modified by
whom and when, and if frozen, when it was frozen and by whom.



Log details
Displays an audit trail of key changes made to the special account along with who made the
change and when.






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Action Buttons



Clear- Clicking on Clear will clear all the fields on Special Account screen so that details can be
entered for creating new Special Account.
Search- Clicking on Search will take you to the Special Account search screen for you to search
for existing Accounts.
Save- Click on Save to save changes made to the Special Account Details.
Post Charges- Clicking on Post charges will open another screen for posting/ voiding charges,
printing Folios, FX Encashment and Transfer charges.
Close- Click on Close to close the Special Account Screen.


5.11.2 Creating New Special Account
To create a new special Account
1. Type Special Account Name.
2. Click on System if special account is for systems internal postings.
3. Click on Allow POS Postings, if POS should be allowed to settle bills in this special account.
4. Give Bill to (Company Name) and Billing Address.
5. AR Id (Account Receivable id) for the balance to get transferred to back office.
6. Billing Cycle can be set according to the requirement of the Hotel. Based on this, the balance
will get transferred to A/R.
7. Transfer By: one entry of total amount should go to A/R or charge code wise. Should be set as
per the requirement of the Hotel.
8. Rate code should be HUSE.
9. Specify the Departure date. Until when the special account is valid.
10. Change Market Segment and Business Source to others, in a normal situation as it affects the
MIS. And Domicile to local Domicile.
11. And click on save.



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6 CASHIERING

Cashiering allows users to post charges to the Guest/ Group/ Special Accounts.

Charges are posted to guest Folios once the guest is In-house. Posting are done using Charge codes which are
of either Debit or Credit type.

A Debit charge code adds to the guest folio balance where a guest incurs some charges and owes the hotel
for service.
For example, when a guest has lunch (Food) in the restaurant that charge is posted to the guests account
(Folio) as a debit using a Charge Code (e.g. Restaurant Food).

A credit charge code subtracts from the guest folio balance where the guest pays for a charge or service
applied to their folio. A credit charge code can also be an allowance (adjustment) for the service/ charge
already posted to the guest account (folio). In most cases, credits are payments posted when a guest checks
out.
For example, when a guest makes a payment for the bill by Cash, the payment is posted to the guest account
(folio) as a credit using a Charge Code Cash Collection.

In WISHNET, guests may have up to eight folio windows, which you can view, print, or use to bill them
separately.


6.1 Post / Print Charges

This screen allows users to
1. Post charges/ allowance/ cash, credit card payments
2. Void charges/ allowance/ cash, credit card payments
3. Split charges
4. Print Vouchers/ Receipts
5. Print Folios
6. Transfer Charges to another Folio or Account
7. Post/ Void Foreign Exchange Transactions

To access this screen
1. From Front office PMS, click on Front Desk and then Guest Details.
2. Search and Select the guest to Post/ Print Charges.
3. Click on Post/ Print Charges (Alt+P).
4. Enter the Password (same password you logged in to WISHNET with).



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Folio Summary- This section displays the folio wise balance and total balance of the guest. Show billed
transaction- if ticked will display the guests transactions transferred to Accounts Receivables.

Folio Details- By default, this section displays all the postings in the guest account with transaction types-
RG (Regular), XI (Transfer In), BI (Bill In).

On selecting the folio from Folio Summary section, this section displays the transactions for the selected
folio only. Charges can be sorted on screen by dragging and dropping the column headers to the grey area
in Folio Details section.



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Collapse All- when checked, will collapse the Groups.

Show Filter- when checked, will add a row below the header to type the criteria for filtering the transaction
records.



Show All Transaction when checked, will show transactions of BO (Bill Out), XO (Transfer Out) , VO (Void)
type also Folio details section.

Post Charges- This section is used to Post charges/ allowances/ payments/ paid outs to the guest account.



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Void Charges- This section displays the charges posted on current business date and allows voiding them.

Print Folios- From here guest Folios can be printed/ previewed/ saved as file.

Deposit Details- This section displays the Advance deposit transactions posted to the guest.

FX Calculator- Foreign Exchange rates when updated in the system, this option can be used by the cashier
to calculate amount for conversion from a Foreign currency to local or vice versa.

FX Encashment- This option takes you to FX Encashment screen from where you can post, void and Print
Foreign Encashment. You can also print folios from this screen. Passport details are mandatory to be able
to do the Encashment.

Transfer Charges- This option navigates you to Transfer Charges screen, which can be used to transfer
charges to another folio/ account and to update description of the charges in the guest folio.

6.1.1 Posting Charges
To Post charges
1. Select charge code in Charge field of Post Charges section. The Charge description gets
populated in the next field.
2. Enter- Amount to be posted,
Folio no. the charge should get posted in (leave blank to post in folio 1),
Quantity (doesnt have anything to do with multiple postings)
Currency (should be left blank for local currency),
Reference (can be check no. while posting F&B transactions manually)
and remark (Explanation of the charge to be posted)
3. Click on Post (Alt+P) and then OK.



If configured, system will print the Voucher.



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6.1.2 Posting Allowances
To post an Allowance
1. Select Allowance charge code in Charge field of Post Charges section.
2. Enter- Amount to be allowanced,
Folio no. the allowance should get posted in (leave blank to post in folio 1),
Quantity,
Currency (should be left blank for local currency),
Reference and remark
3. Click on Post (Alt+P) and then OK.



If configured, system will print the Allowance Voucher.


6.1.3 Posting Payments Cash/Credit Cards
To Post Payments - Cash/ Credit Card
1. Select Payment charge code (Cash/ Credit Card) in Charge field of Post Charges section.
2. Enter- Amount to be posted,
Folio no. the payment should get posted in (leave blank to post in folio 1),
Quantity,
Currency (should be left blank for local currency),
Reference and remark
3. Click on Post (Alt+P) and then OK.



If configured, system will print Payment Receipt.



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6.1.4 Posting Paid-Outs
To Post Paid-Outs
1. Select Paid Out charge code (Cash/ Credit Card) in Charge field of Post Charges section.
2. Enter- Amount to be posted,
Folio no. the Paid Out should get posted in (leave blank to post in folio 1),
Quantity,
Currency (should be left blank for local currency),
Reference and remark
3. Click on Post (Alt+P) and then OK.



If configured, system will print Paid Out Voucher.



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6.1.5 Voiding Charges / Allowances / Payments / Paid-Outs
Charges posted on current business date and by the current User, get displayed in Void Charges
section. Double click on Void charges to expand the window.



To void a charge
1. Tick the Void checkbox.
2. Type reason for void in Void Reference.
3. Click on Void (Alt+V) and then OK.



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6.1.6 Splitting Charges
You may need to split a charge in guest folio for many reasons. Most commonly, two guests staying in
the same room prefer to split their room charges and settle them separately. The function can also be
used for splitting charge that needs to be adjusted to make sure that the charges appear correctly on
the guest folio.

There are 2 ways of splitting charges- by Amount and by percent.



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Follow the below steps to split charges
1. In Folio details section, right click on the charges to be split.



2. Click on Split Charges.



3. Select- Split Charge Amount by- Amount/ Percent.
If Amount is selected, enter the Split Amount else enter the Split Percent.


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Enter a folio number in Post balance To Folio field if one of the split transactions to a specific
folio or leave it blank.

4. Click on OK (Alt+O) and then OK.






Splitting of charges can be done from Transfer Charges- Update Folio No. and Description section
also, following the same process.



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6.1.7 Reprint Receipts / Vouchers
To reprint Receipt/ Vouchers
1. In Folio details section, right click on the charges for which Voucher/ Receipt is to be reprinted
and click on Print Voucher.




6.1.8 View POS Details
This option allows previewing POS bill.

To view POS Bill details
1. In Folio details section, right click on the charges for which POS detail is to be viewed and View
POS Details.



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6.1.9 Transfer Charges to another Guest Folio
To access the screen for transferring charges, click on Transfer Charges (Alt+T) in Post & Void Charges
screen.



The transfer charges screen will open. Transactions can be transferred from one folio to another in the
following ways-



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6.1.9.1 Transfer Particular Folio Transactions
Transfer individual transactions by clicking on Selected Transactions in Transfer What section of
Transfer Selection.

Selected transactions can be transferred in 3 ways-
i. Drag and drop transaction from one folio to another.
ii. Update folio no. in Update Folio No. and Description section and click on Save (Alt+S).
iii. Tick the Transfer checkbox for the transaction(s) to be transferred and specify folio no. the
transaction(s) is to be transferred to in Transfer To section then click on Transfer (Alt+T).





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6.1.9.2 Transfer Particular Charge Code Transactions
Transfer all the transactions of a particular charge code by clicking on Selected Charges in Transfer
What section of Transfer Selection.
i. Click on Selected Charges.
ii. Tick the Transfer checkbox in Charge Transfer Section, for the transactions to be transferred
and specify folio no. the transactions are to be transferred to in Transfer To section then click
on Transfer (Alt+T).





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6.1.9.3 Transfer All Charges in the Folio
Transfer all charges in a folio by clicking on Selected Folios in Transfer What section of Transfer
Selection.
i. Click on Selected Folios.
ii. Tick the Transfer checkbox in Folio Transfer Section, for the transactions to be transferred and
specify folio no. the transactions are to be transferred to in Transfer To section then click on
Transfer (Alt+T).





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6.1.9.4 Transfer Particular Date Transactions
Transfer Charges posted on a selected date by clicking on Charges of Selected Dates in Transfer What
section of Transfer Selection.
i. Click on Charges of Selected Dates.
ii. Tick the Transfer checkbox in Date Transfer Section, for the transactions to be transferred and
specify folio no. the transactions are to be transferred to in Transfer To section then click on
Transfer (Alt+T).





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6.1.10 Transfer Charges to another Account
To access the screen for transferring charges, click on Transfer Charges (Alt+T) in Post & Void Charges
screen.



The transfer charges screen will open. Transactions can be transferred from one account to another in
the following ways-



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6.1.10.1 Transfer Particular Folio Transactions
Transfer individual transactions by clicking on Selected Transactions in Transfer What section of
Transfer Selection.
i. Click on Selected transactions
ii. Tick the Transfer checkbox for the transaction(s) to be transferred.
iii. Click on Another Account in Transfer To section and enter Room No/ Account Id (Guest Id/
Special Account Id/ Group Id) if known or click on Advance search and search for the Guest/
Group/ Special Account to transfer the charges to.



iv. Click on Transfer Alt+T and then OK.


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6.1.10.2 Transfer Particular Charge Code Transactions
Transfer all the transactions of a particular charge code by clicking on Selected Charges in Transfer
What section of Transfer Selection.
i. Click on Selected Charges.
ii. Tick the Transfer checkbox in Charge Transfer Section for the Charge code(s) to be
transferred.
iii. Click on Another Account in Transfer To section and enter Room No/ Account Id (Guest Id/
Special Account Id/ Group Id) if known or click on Advance search and search for the Guest/
Group/ Special Account to transfer the charges to.



iv. Click on Transfer Alt+T and then OK.



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6.1.10.3 Transfer All Charges in the Folio
Transfer all charges in a folio by clicking on Selected Folios in Transfer What section of Transfer
Selection.
i. Click on Selected Folios.
ii. Tick the Transfer checkbox in Folio Transfer section for the folio(s) to be transferred.
iii. Click on Another Account in Transfer To section and enter Room No/ Account Id (Guest Id/
Special Account Id/ Group Id) if known or click on Advance search and search for the Guest/
Group/ Special Account to transfer the charges to.



iv. Click on Transfer Alt+T and then OK.





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6.1.10.4 Transfer Specific Amount
Transfer Specific Amount by clicking on Specific Amount in Transfer What section of Transfer
Selection.
i. Click on Specific Amount.
ii. Specify the amount to be transferred.
iii. Click on Another Account in Transfer To section and enter Room No/ Account Id (Guest Id/
Special Account Id/ Group Id) if known or click on Advance search and search for the Guest/
Group/ Special Account to transfer the Amount to.



iv. Click on Transfer Alt+T and then OK.

Note: This will post a Transfer Credit posting in the initial guests folio and Transfer Debit in the
guest folio the amount has been transferred to.



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6.1.10.5 Transfer Particular Date Transactions
Transfer Charges posted on a selected date by clicking on Charges of Selected Dates in Transfer What
section of Transfer Selection.
i. Click on Charges of Selected Dates.
ii. Tick the Transfer checkbox in Date Transfer Section, for the transactions to be transferred.
iii. Click on Another Account in Transfer To section and enter Room No/ Account Id (Guest Id/
Special Account Id/ Group Id) if known or click on Advance search and search for the Guest/
Group/ Special Account to transfer the charges to.



iv. Click on Transfer Alt+T and then OK.

Note: The transferred transactions will appear in initial guests account with transaction type- XO
(Transfer Out) and in the guest account the transaction has been transferred to with transaction
type- XI (Transfer In).



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6.1.11 User Defined Charge Description
WISHNET allows you to change description of the charges on the guest folio according to the guests
request and print the modified folio for the guest.

To update description of a posted charge
1. Click on Transfer charge in Post/ print charges screen.
2. Change description of the charge in Update Folio no. and Description section and click on
Save (Alt+S).





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To print the folio with User defined description, while printing folio select folio type 5 or 6.





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6.1.12 Folio Preview / Print / File
Print Folio section in Post/ Print Charges screen allows you to Preview, Print and File a Folio.



Folios can be
i. Previewed by clicking on Screen button and then clicking on .
ii. Filed by clicking on File button then clicking on and selecting the path to save the file.
iii. Printed by clicking on Printer button and then clicking on .



Print Folio also has following options for selecting the transactions to be printed
1. Folio Type allows the user to print same charges in different formats to meet the guests
requirement.


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WISHNET has 8 folio types
I. Summarized folio
II. Detailed folio
III. Day wise summary- incl. taxes
IV. Day wise summary- excl. taxes
V. Summarized folio with user defined description
VI. Detailed folio with user defined description
VII. Partly summarized folio
VIII. Room consolidated & partly summarized folio

2. Folio No. of the Folio to be printed or leave blank to print all the presentable folios. To print a
Non-presentable folio, folio no. has to be mentioned.
3. Start Date & End Date is used if the guest is in house for a long period and wants to view the
charges for a specific period only.
4. Language setup if done, allows user to print guest folios in different language.
5. Print Balance Forward generates Balance forward entry for charges posted prior to the date
from.
6. Print Billed Transactions if checked, system will print the guests transactions already
transferred to Account Receivables.


6.1.13 FX (Foreign Exchange) Calculator
Foreign Exchange rates when updated in the system, this option can be used by the cashier to
calculate amount for conversion from a Foreign currency to local or vice versa.

To Calculate Foreign Exchange values
1. Double click on FX Calculator to maximize the window.
2. Select the Mode- Cash/ Traveler Cheque as conversion rate may vary for both.
3. Select the Rate you want to check - Encash / Buying/ Selling.
4. Enter Amount to be converted, of currency and to currency.
5. Click on Convert (Alt+C).





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6.1.14 Foreign Exchange Encashment
To access the screen for Foreign Exchange, click on FX Encashment in Post & Void Charges screen.
The FX Encashment screen will open.



To do the FX Encashment
1. Select Cash/ Travelers Cheque in FX Encashment section.
2. Select the Currency to be converted.
3. Enter the Amount to be converted and Click on Add (Alt+A).




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Multiple currencies can be added in one transaction by selecting another currency and Amount and
the clicking on Add again.



4. Click on Save and Print Encashment (Alt+S) and then OK.

System will print the FX Certificate and will also save it.



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As soon as OK is clicked on and the transaction is completed, the transaction starts appearing in Void
FX section.






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6.1.15 Void Foreign Exchange Encashment
To access the screen for Foreign Exchange, click on FX Encashment in Post & Void Charges screen.
The FX Encashment screen will open.



To void an FX Transaction
1. Click on Void checkbox in Void FX section of the screen.
2. Type the reason for void in Void Reference field.
3. Click on Void (Alt+V) and then OK.



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6.1.16 Reprint Foreign Exchange Certificate
There are two ways of reprinting Foreign exchange Voucher
1. In FX Encashment screen, in Void FX section right click on the transaction you want to print FX
Encashment certificate for and click on Print Encashment.



2. In Cashier Scroll- Encashment section, explore and right click on the transaction you want to
print FX Encashment certificate for. Click on Print Encashment.





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6.2 Process Check-Out
This screen is used to check-out guests and also perform following functions
Posting Charges (Refer Section 6.1.1)
Posting Allowances (Refer Section 6.1.2)
Posting Payments Cash / Credit Cards (Refer Section 6.1.3)
Posting Paid-Outs (Refer Section 6.1.4)
Voiding Charges / Allowances / Payments / Paid-Outs (Refer Section 6.1.5)
Splitting Charges (Refer Section 6.1.6)
Reprint Receipts / Vouchers (Refer Section 6.1.7)
View POS Details (Refer Section 6.1.8)
Transfer Charges to another Guest Folio (Refer Section 6.1.9)
Transfer Charges to another Account (Refer Section 6.1.10)
User Defined Charge Description (Refer Section 6.1.11)
Folio Preview / Print / File (Refer Section 6.1.12)
FX Calculator (Refer Section 6.1.13)
Foreign Exchange Encashment (Refer Section 6.1.14)
Void Foreign Exchange Encashment (Refer Section 6.1.15)
Reprint Foreign Exchange Certificate (Refer Section 6.1.16)
Cash check-out
Credit card check-out
Account Receivable/ City Ledger check-out
Bill in Hold check-out
Bill in Hold Settlements- Cash, Credit Card and transfer charges to another folio

To access the Process check-out screen
1. From Front office PMS, click on Front Desk and then Guest Details.
2. Search and Select the guest to check-out.
3. Click on Process check-out.

The process check-out screen will load



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6.2.1 Cash / Credit Card Check-Out
To check out a guest with Cash/ Credit Card settlement, follow the steps given below
1. From Front office PMS, click on Front Desk and then Guest Details.
2. Search and Select the guest to check-out.
3. Click on Process check-out and enter password.
4. Balance the folios by posting Cash/ Credit Card in the respective folios.



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5. Click on check-out (Alt+K). System will print the folio(s) and check-out the guest.


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6.2.2 Account Receivable Check-Out (Bill to Company Settlement)
To check-out a guest with Account Receivable (Bill to Company) Settlement
1. From Front office PMS, click on Front Desk and then Guest Details.
2. Search and Select the guest to check-out.
3. Click on Process check-out.

The process check-out screen will load.



4. Select Accounts Receivable Id in Account Receivable Details field of Special Settlement
section and click on Update (Alt+U) and then OK.



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5. Click on check-out (Alt+O). System will print the folio(s) and check-out the guest.


6.2.3 Bill On-Hold Check-Out
There are 2 ways of putting a Guest Bill in Hold
1. From Special Settlements option in Process Checkout Screen.
2. From Hold & Transfer Bill option in Guest Details Screen.

But the checkout can be done from Process check out screen only.

Method 1:
1. From Front office PMS, click on Front Desk and then Guest Details.
2. Search and Select the guest to checkout.
3. Click on Process Checkout and enter password.

The process checkout screen will load.



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4. Click on Hold Bill checkbox, type the reason for Bill in Hold and click on Update (Alt+U).
5. Click on Yes and then OK.





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6. Click on Checkout (Alt+K) to check-out the Guest.




Method 2:
1. From Front office PMS, click on Front Desk and then Guest Details.
2. Search and Select the guest to checkout.
3. Click on More and then Hold & Transfer Bill (Alt+O).



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4. Enter the reason for Bill in Hold and click on Save (Alt+S).
5. Click on Yes and then OK.



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Check out the Guest from Process Check out screen.


6.2.4 Settle and Release Bill On-Hold
A Guest Bill in hold can be settled in following ways
1. Cash
2. Credit Cards
3. Transfer to A/R
4. Transfer Charges to another Account

After the settlement bill needs to be released.

6.2.4.1 To Settle by Cash / Credit Card and Release
To settle bill on-hold by Cash / Credit Card and then release
1. From Front office PMS, click on Front Desk and then Guest Details.
2. Search and Select the guest to Post/ Print Charges.
3. Click on Post/ Print Charges (Alt+P) and enter the Password.
4. Select Payment charge code (Cash/ Credit Card) in Charge field of Post Charges section.
5. Enter- Amount to be posted,
Folio no. the payment should get posted in (leave blank to post in folio 1)
Quantity
Currency (should be left blank for local currency)
Reference and remark
6. Click on Post (Alt+P) and then OK.



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7. Close the Post/ Print Charges screen.
8. From Guest Details Screen click on More and then Hold & Transfer Bill (Alt+O).



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9. Click on Release Bill and the Save (Alt+S).
10. Click on Yes and then OK.




6.2.4.2 To Settle by Transfer to A/R and Release
To settle bill on-hold by A/R transfer and then release
1. From Front office PMS, click on Front Desk and then Guest Details.
2. Search and Select the guest to checkout.
3. Click on More and then Hold & Transfer Bill (Alt+O).



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4. Click on Update AR Id only, select A/R id from drop down list and click on Save (Alt+S).
5. Click on OK.



6. Click on Release Bill and the Save (Alt+S).
7. Click on Yes and then OK.






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6.2.4.3 To Settle by Transferring Charges to another Account and Release
To settle bill on-hold by transferring charges to another account and then release
1. From Front office PMS, click on Front Desk and then Guest Details.
2. Search and Select the guest to checkout.
3. Click on More and then Hold & Transfer Bill (Alt+O).
4. Click on Transfer Bill, enter the Room no./Account Id of the guest/account you want to
transfer charges to or use Advance Search to search and click on Select.



5. Click on Save (Alt+S) and then OK.



6. Click on Release Bill and the Save (Alt+S).
7. Click on Yes and then OK.



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6.2.5 Sharer Rate Adjustment
When a Guest who has sharers is Checking Out, the rates for the sharers have to be adjusted. Another
possibility is that the Sharers are also Checking Out. Due to these reasons whenever a Sharer is
Checking-Out a Sharer window comes up. The window is shown below.



This window contains all the sharers apart from the Guest Checking Out. One or all of these sharers
can be checked out by checking at the C/O column. The Room charge can also be posted by checking


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the Rm Chg Column. Also you can specify if the Room Charge should be posted at the time of Night
Audit.

In case the sharers are not checking out then you need to specify the breakup of the Room charge
amongst them and the new Manual Rate for the Room.


6.2.6 Balance Inquiry
This is an inquiry screen which displays the balance of guests for the folio number and the expected
departure date chosen.

From Front office PMS, click on Front Office Cashiering and then Balance Inquiry to access the screen.



1. Select the Folio No. (1-8) you want to check the balance in or change it to 0 to view the total
balance per guest.
2. Select the Expected Departure Date.
3. Click on Show Zero Balance Guests checkbox if you want to view guests with 0 balance as well.
4. Click on Refresh.



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6.2.7 Bulk Folio Print
This screen can be used for printing/ exporting folios in bulk for guests/groups
Expected Departures for today
Guests checked out today/bill in hold
Checked out in the past



To Print Bulk Folios
1. Select Guest/ Group in Account Type.
2. Select the appropriate option from Print For section, give the departure date if required and
click on Refresh (Alt+R).
3. Select the guests you want to Print/ Export the folios for.
4. Click on Printer in Print To section and Click on OK (Alt+O).





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To Export Bulk Folios
1. Select Guest/ Group in Account Type.
2. Select the appropriate option from Print For section, give the departure date if required and
click on Refresh (Alt+R).
3. Select the guests you want to Print/ Export the folios for.
4. Choose the file format from the dropdown for exporting the folios.
5. Enter the location where folios should get saved and click on OK (Alt+O).



Wait for the system to finish creating the files.






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6.2.8 Departure Check-Out
This screen is used to checkout Expected departures for the day.



Search- Search criteria can be specified in this section to search for the guest/s.

Folio Summary- This section displays the folio summary of the selected guest.

Grid- This area lists the guests with departure date as the current date and the guest who qualify the
search criteria. To fire any of the functions for guest(s), tick the action checkbox first.

Post & Print charges- This option navigates you to Post/Print charges screen and allows you to
perform following functions
Posting Charges (Refer Section 6.1.1)
Posting Allowances (Refer Section 6.1.2)
Posting Payments Cash / Credit Cards (Refer Section 6.1.3)
Posting Paid-Outs (Refer Section 6.1.4)
Voiding Charges/ Allowances/ Payments/ Paid-Outs (Refer Section 6.1.5)
Splitting Charges (Refer Section 6.1.6)
Reprint Receipts / Vouchers (Refer Section 6.1.7)
View POS Details (Refer Section 6.1.8)
Transfer Charges to another Guest Folio (Refer Section 6.1.9)
Transfer Charges to another Account (Refer Section 6.1.10)


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User Defined Charge Description (Refer Section 6.1.11)
Folio Preview / Print / File (Refer Section 6.1.12)
FX Calculator (Refer Section 6.1.13)
Foreign Exchange Encashment (Refer Section 6.1.14)
Void Foreign Exchange Encashment (Refer Section 6.1.15)
Reprint Foreign Exchange Certificate (Refer Section 6.1.16)

Check-Out- This option navigates you to Process Checkout Screen. And allows you to perform
following functions
Posting Charges (Refer Section 6.1.1)
Posting Allowances (Refer Section 6.1.2)
Posting Payments Cash / Credit Cards (Refer Section 6.1.3)
Posting Paid-Outs (Refer Section 6.1.4)
Voiding Charges/ Allowances/ Payments/ Paid-Outs (Refer Section 6.1.5)
Splitting Charges (Refer Section 6.1.6)
Reprint Receipts / Vouchers (Refer Section 6.1.7)
View POS Details (Refer Section 6.1.8)
Transfer Charges to another Guest Folio (Refer Section 6.1.9)
Transfer Charges to another Account (Refer Section 6.1.10)
User Defined Charge Description (Refer Section 6.1.11)
Folio Preview / Print / File (Refer Section 6.1.12)
FX Calculator (Refer Section 6.1.13)
Foreign Exchange Encashment (Refer Section 6.1.14)
Void Foreign Exchange Encashment (Refer Section 6.1.15)
Reprint Foreign Exchange Certificate (Refer Section 6.1.16)
Cash/ Credit Card Check-Out (Refer Section 6.2.1)
Account Receivable Check-Out (Bill to Company Settlement) (Refer Section 6.2.2)
Bill On-Hold Check-Out (Refer Section 6.2.3)
Settle and Release Bill on Hold (Refer Section 6.2.4)

Fast Check-Out- This option allows to checkout multiple guests with 0 balance or with Account
Receivable ID specified, in single click.

To Fast check Out a Guest follow the steps given below
1. Select the guests for checkout by ticking the Action checkbox. Make sure that the selected
guests have 0 balance or Account Receivable ID is specified.
2. Click on Fast Checkout (Alt+F).

System will print the folios and checkout the guests.


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6.2.9 Post and Void Charges Main
This screen allows you to
Post Charges
Void Charges
Print Folios (Refer Section 6.1.12)

for the guests/ group and Special Accounts. This screen also allows you to do Forex Encashment
(Refer Section 6.1.14).

To access the screen, From WISHNET- Front Desk PMS, click on Front Office Cashiering and then Post
& Void Charges Main. Enter the password.



When opened this screen lists all the transaction posted on todays business date by the user currently
logged on to the system.

To Post charges
1. Enter Room No./Account Id of the guest/ group/ special Account you want to post charge to
and click on Select.
2. Select charge code in Charge field of Post Charges section. The Charge description gets
populated in the next field.
3. Enter- Amount to be posted
Folio no. the charge should get posted in (leave blank to post in folio 1)
Quantity (doesnt have anything to do with multiple postings)


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Currency (should be left blank for local currency)
Reference (can be check no. while posting F&B transactions manually)
Remark (Explanation of the charge to be posted)

Click on Keep Charge/ Amount checkbox or both is you want to post the same charge to
another guest/ group/ special Account.
4. Click on Post (Alt+P) and then OK.



Keep Charge / Keep Amount
When user clicks on them before posting the charge if Charge is checked then system will not clear the
Charge Code Dropdown Box.

Similarly if Amount is checked, then system will not clear the Amount field. This has been provided so
that users can post the similar charges of a particular department to multiple guests where the billing
is manual.



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To void a charge
1. Select the charge in Charges posted by (User) section by clicking on Void checkbox and type
the void reference.
2. Click on Void (Alt+V) and then OK.




6.2.10 Group Check-Out
To check out a group, group members need to be checked out first.

Follow the steps given below to check out a group
1. Click on Front Desk and select Group Details form.
2. Search and select the group.
3. Click on Process Check-Out (Alt+K) and enter password.



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The group checkout screen will load.





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And allows you to perform following functions on Group Master
Posting Charges (Refer Section 6.1.1)
Posting Allowances (Refer Section 6.1.2)
Posting Payments Cash / Credit Cards (Refer Section 6.1.3)
Posting Paid-Outs (Refer Section 6.1.4)
Voiding Charges/ Allowances/ Payments/ Paid-Outs (Refer Section 6.1.5)
Splitting Charges (Refer Section 6.1.6)
Reprint Receipts / Vouchers (Refer Section 6.1.7)
View POS Details (Refer Section 6.1.8)
Transfer Charges to another Guest Folio (Refer Section 6.1.9)
Transfer Charges to another Account (Refer Section 6.1.10)
User Defined Charge Description (Refer Section 6.1.11)
Folio Preview / Print / File (Refer Section 6.1.12)
FX Calculator (Refer Section 6.1.13)
Cash/ Credit Card Check-Out (Refer Section 6.2.1)
Account Receivable Check-Out (Bill to Company Settlement) (Refer Section 6.2.2)


6.2.11 Members Check-Out
This is an easier option for checking out members belonging to a Group. On clicking it throws up the
following window showing all the group members and some details about them.




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A Fast Checkout can be done here for all the group members who have their departure as today and
have zero balances can be checked out in one go.

However there may be some members who still have some balance left or have not been checked out
due to some other reason. These can be checked out through the Individual Check out option on this
window. Clicking it makes the group member as the selected guest. Now charges can be posted or
settled to them.


6.2.12 Group Master Check-Out
To check out the group master
1. Make sure all the group members have checked out.
2. Settle the balance of Group Master or select an AR Id in the Group Details window.



3. Open the Process Check-Out screen and click on Master Checkout (Alt+M).
4. Click on Yes when the below messages appear.




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7 HOUSEKEEPING

This module allows you to control daily housekeeping and room status details.

Housekeeping Departments can update status of individual or multiple rooms and make entries for Out of
order rooms. Room cleaning schedule can be updated based of guests requests, rooms requiring service can
be determined and assigned to specific attendants. Status and PAX related discrepancies between
Housekeeping and the Front Office can be easily updated and tracked. Various functions enable you to -
generate, assign and update tasks related to public areas, handle lost and found items and loaned items.

This module is divided into 4 sub modules-

1. Housekeeping
2. Lost and Found Maintenance
3. Maid Assignment
4. Public Area Task


7.1 Housekeeping Functions

This option enables the Housekeeping department to check and update status of individual rooms, or
multiple rooms, update discrepancy status of the rooms, update room cleaning schedule, determine which
rooms require service and to handle loaned items.

To Access House Keeping module
1. From the Front Desk PMS, select Housekeeping and then Housekeeping.





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Select Criterions
Select the criterion/s from given drop downs and click on Refresh to view list of rooms falling into the
given criterion/s.



Clear
Clears the selected criterions.

Grid
Rooms get displayed in this section. This grid has columns for Room Number, Room Type, Front Office
status, House Keeping status, Discrepancy status, separate columns for each House Keeping status
(Dirty, Clean, Maid In, Inspected, Re check, Temporary Out of Order) and 2 columns to make room
Permanent Out of Order and to reinstate Permanent Out of Order. Placing mouse over the column
header display the name of the column.





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Guest Details
If an occupied, todays checked out or blocked room is selected, the Guest names appear in the
top section and guest details in the lower section- also called guest card.



More Details
This option is to check guests more details like- the room category guest is upgraded from, Guest
class, Market segment, Business source, Domicile, Expected Arrival/ Departure date, mode and time,
Arrival and departure time and Accompanying PAX details.




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Rate Information
From here user can check Room rates for the guest provided the user has been given access to this
option.



Loaned Items
During the stay, guest may need to borrow items like mobile Charger/ Iron & Iron Board/ Power
Adapter etc. from the hotel. in this screen, Housekeeping can make an entry for the items borrowed
by the guest. Cashier Items entered will need to be shown returned in order to check out the guest.





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Update Discrepancy
This option is used to update room and PAX related discrepancies in the system.







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Room Cleaning Schedule
This option is used to mark rooms for cleaning on particular days of the week based on guests
request.




7.1.1 Update Status of Individual Rooms
In WISHNET the House Keeping Rooms Status are
Dirty: The room is not serviced
Clean: The room is serviced.
Maid In: The room is being serviced. House Keeping attendants are cleaning the room.
Inspected: The last check by Housekeeping supervisors before making a room available for a
guest to occupy.
Re-Check: Room needs to be checked by Manager.

In addition to these following statuses are also available
Temporary Out Of Order (TOO) - The room is not available to sell. This status is used for same
day/ short duration maintenance jobs. The rooms do not get reduced from inventory.
Permanent Out Of Order (POO) - The room is not available to sell. This status is used for heavy
maintenance jobs/ renovation etc. in which room cannot be sold for a longer period. POO
rooms deduct from inventory therefore they effect occupancy calculation.

To update status of the rooms
1. From the Front Desk PMS, select Housekeeping and then Housekeeping.
2. Click on the relevant status checkbox for the rooms and click on Save (Alt+S) and then OK.



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7.1.2 Update Status of All Rooms
To update status of all rooms
1. From the Front Desk PMS, select Housekeeping and then Housekeeping.
2. Select the status from Select section- Make all Rooms option and click on Save.
3. Click on Yes followed by Save (Alt+S) to change status of all the rooms.




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7.1.3 Make Room Status to Temporary Out of Order (TOO)
To make room(s) TOO
1. From the Front Desk PMS, select Housekeeping and then Housekeeping.
2. Click on TOO checkbox for the room(s) to be made TOO.



3. Click on Save.



4. Enter Till date, Time and Remarks- Reason for TOO.
Clicking on Copy to others will copy the details to other rooms displaying in the Temporary Out of
Order window.
5. Click on OK.




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6. Click on OK to complete the process.


7.1.4 Reinstate Temporary Out of Order Status (TOO)
To Reinstate TOO Room(s)
1. From the Front Desk PMS, select Housekeeping and then Housekeeping.
2. Click on DI (dirty status) checkbox for the room(s) to be reinstated from TOO.
3. Click on Save (Alt+S) and then OK.






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7.1.5 Make Room Status to Permanent Out of Order (POO)
To make room(s) POO
1. From the Front Desk PMS, select Housekeeping and then Housekeeping.
2. Click on POO (Permanently Out of Order) checkbox for the room(s) to be made POO and then
click on Save (Alt+S).





3. Enter Date From, Date To and Remarks- Reason for POO.
Clicking on Copy to others will copy the details to other rooms displaying in the Permanent
Out of Order window.
4. Click on OK.



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5. Click on OK to complete the process.


7.1.6 Setting Permanent Out of Order (POO) for Range of Dates
To Make Multiple Range POO-
1. From the Front Desk PMS, select Housekeeping and then Housekeeping.
2. Click on Reinstate box in front of the room to be made POO for multiple date range.
3. Click on .



4. Enter Date From, Date To and Remarks- Reason for POO.
Press from keyboard to add another row.
5. Click on OK.



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6. Click on OK to complete the process.


7.1.7 Reinstate Permanent Out of Order Status (POO)
To Reinstate POO room(s)
1. From the Front Desk PMS, select Housekeeping and then Housekeeping.
2. Click on Reinstate box in front of the room to be reinstated.
3. Click on .



4. Click on Reinstate checkbox and click on OK.
5. Click on OK to complete the process.



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7.1.8 Add / Update / Delete /Return Loaned Items
To add loaned Item
1. From the Front Desk PMS, select Housekeeping and then Housekeeping.
2. Click on an occupied room.
3. Click on Add row or press Alt+A.
4. Enter Item Name and Expected Return Date.



5. Click on Save or press Alt+S. And click on OK.




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To update loaned Item
1. From the Front Desk PMS, select Housekeeping and then Housekeeping.
2. Click on the room of which the Loaned item has to be modified.



3. Do the modifications and click on Save.
4. Click on Save or press Alt+S. And click on OK.





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To return loaned Item
1. From the Front Desk PMS, select Housekeeping and then Housekeeping.
2. Click on the room of which the Loaned item has to be returned.
3. Click on Item Returned check box.



4. Click on Save or press Alt+S. And click on OK.

Note: Use Add Row for adding another row to enter new item. Use Delete Row to delete a blank
row.



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7.1.9 Update Status of Room PAX Discrepancies
WISHNET allows users to enter status and PAX related discrepancies.

Following are the types of Room Status related discrepancies
1. Front Desk status= Occupied, House Keeping status= Vacant
2. Front Desk status= Vacant, House Keeping status= Occupied
3. DND- Room is Do not Disturb
4. Not Slept- Guest did not sleep in the room.

PAX Discrepancy- Number of guests occupying a room differs between Front Office and
Housekeeping.

To update Room Status Discrepancy
1. From the Front Desk PMS, select Housekeeping and then Housekeeping.
2. Click on Update Discrepancy.
On clicking on this option, Discrepancy Update window will open.



3. If required, specify the Select criterion/s and click on refresh to search for the rooms falling in
the given criterion/s.
4. For the given rooms select status in Status column to enter status related discrepancies and
enter PAX in PAX column to enter PAX related discrepancies. And click on Save (Alt+S). If there
is any mismatch between Front Office status and status or PAX (F/O) and PAX, system will
calculate the discrepancy and will display it in Discrepancy Status and Discrepancy PAX
column.


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7.1.10 Update Room Cleaning Schedule
To update Room Cleaning Schedule-
1. From the Front Desk PMS, select Housekeeping and then Housekeeping.
2. Click on Room Cleaning Schedule.
On clicking on this option, Room Cleaning Schedule window will open.



3. If required, specify the Select criterion/s and click on refresh to search for the rooms falling in
the given criterion/s.
4. Click on the week day checkboxes to enter the cleaning schedule as per the guests
requirement and click on Save.



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7.2 Lost and Found Maintenance

This option allows users to handle Lost and Found Items





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7.2.1 Add Lost and Found Item
To Add Lost and Found Item
1. From the Front Desk PMS, select Housekeeping and then Lost and Found Maintenance.
2. Click on Clear (Alt+L).
3. Give details- Room No./ Location/ both, Article, Found By, Remarks and select Value of the
Item in the Add/ Modify Items section of Lost and Found Maintenance screen.



4. Click on Save (Alt+S)
5. Click on OK.

7.2.2 Search for Lost and Found Item
To Search for Lost and Found Item
1. From the Front Desk PMS, select Housekeeping and then Lost and Found Maintenance.
2. Enter the search criteria in Filter Items View section of the screen and click on Refresh (Alt+R).



3. Item(s) satisfying the given criteria will appear in Lost and Found Items display grid.


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7.2.3 Modify Lost and Found Item
To Modify a Lost and Found Item
1. From the Front Desk PMS, select Housekeeping and then Lost and Found Maintenance.
2. Search and select the item to be modified. On selecting the Item, details will get displayed in
Add/ modify Items section.



3. Do the modifications and click on Save (Alt+S).
4. Click on OK.


7.2.4 Claim Lost and Found Item By Finder
To Claim Lost and Found Item- By Finder
1. From the Front Desk PMS, select Housekeeping and then Lost and Found Maintenance.
2. Search and select the item to be claimed. On selecting the Item, details will get displayed in
Add/ modify Items section.
3. Click on Claimed By- Finder in Add/ Modify Items section of the Lost and Found Maintenance
screen and click on Save (Alt+S).



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4. Click on OK.


7.2.5 Claim Lost and Found Item By Guest
To Claim Lost and Found Item- By Guest
1. From the Front Desk PMS, select Housekeeping and then Lost and Found Maintenance.
2. Search and select the item to be claimed. On selecting the Item, details will get displayed in
Add/ modify Items section.
3. Click on Claimed By- Guest in Add/ Modify Items section of the Lost and Found Maintenance
screen, add Guest Details and click on Save (Alt+S).



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4. Click on OK.




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7.2.6 Maid Assignment
From this option Housekeeping Departments can determine which rooms require service and assign
them to specific attendants.






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7.2.7 Maid List
To create Maid List
1. From the Front Desk PMS, select Housekeeping and then Maid Assignment.
2. Click on Add Maid (Alt+A) and type the maid name and press enter. Repeat to enter more
names.
3. Click on Save Maid (Alt+S) to save the maid list.




7.2.8 Assign Rooms to Maids
To be able to assign rooms to Maid, Maid must be marked as present in the Maid List. To mark a Maid
as present tick on the Present checkbox in front of the Maid name in Maid List and then click on Save
Maid (Alt+S).



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To delete Maid, select the Maid and click on Delete Maid (Alt+D) and then click on Yes to delete.



There are 2 ways of assigning rooms to maids
Select the maid, highlight the rooms to be assigned to this maid, right click and click on Assign.



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Highlight the rooms to be assigned to a maid and drag and drop the Maid name on the
selected rooms.



After assigning the rooms, click on Save & Print (Alt+P) to save and print the assignment on screen.



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Click on Printer if print Maid assignment needs to be printed on printer.
Un-check Print checkbox if printing is not required.
Un-check Save checkbox if you dont want to Save the assignment.



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7.2.9 Delink Maid Room Assignment
To remove the assignment, select the assigned room then right click and click on De-assign.




7.2.10 Checking Maid Assignment History
To check previous assignment details
1. Click on History button.



Explore year then month to find date wise assignments.

2. Double click on the assignment that needs to be viewed/ printed/ updated.



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Changes can be made to old assignment and either it can be Saved as New or Updated by selecting the
Save as New/ Update option (given at the bottom of the screen) followed by Save/ Save & Print.



7.3 Public Area Task

This option allows Housekeeping department to create, assign and update Tasks related to public areas to
individual/ multiple users or departments.

At Night Audit, system generated User Mail is sent to users who have been assigned tasks to be carried out
today.



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To access Public Area Task, from the Front Desk PMS, select Housekeeping and then Public Area Task. The
Public Area Task screen displays-



The screen by default displays all the tasks that have already been created.

This screen is divided into 5 sections
1. Selection
2. Action Buttons
3. Grid
4. Edit/ Modify Task
5. Task Assignment

Selection
To search for a Task, selection criteria is given in this section.





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Action Buttons
To perform any Task like Saving a Task/ Assignment or closing the screen, buttons in this section
are used.



Grid
Tasks get displayed in this section.



A task can have either- Pending/ Completed/ X-Cancelled status.

Edit/ Modify Task
This section is used to create/ modify Task and also for assigning Task to multiple Users/
Departments.



Task Assignments
This section is used to give details of the Task assignment. A task can be assigned to
single/multiple users and single/ multiple departments.

Description of assignment can be edited to give details of the task to be performed by individual
user/ department. Task Date (date on which task has to be performed) and Alert Date (Date on
which Alert is to be generated for the user) are same if not changed explicitly by the user.

Expected Date (Expected date of completion of the Task) is same as Date To for the task.




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7.3.1 Creating Public Area Task
To create Public Area Task
1. From the Front Desk PMS, select Housekeeping and then Public Area Task.
The task screen displays



2. Click on New Task (Alt+T) and add description, Date From, Date To and Area code in Edit/
Modify Task section.



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To delete the Task, click on Delete Task Row.
3. Click on Save (Alt+S) and then OK.


7.3.2 Searching for a Task
To search for a Task
1. From the Front Desk PMS, select Housekeeping and then Public Area Task.
2. Specify search criteria in Selection section of the screen and click on Refresh (Alt+R).



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7.3.3 Modifying a Task
To Modify a Task
1. From the Front Desk PMS, select Housekeeping and then Public Area Task.
2. Search and select the Task to be modified.


3. Do the modifications and click on Save (Alt+S) and then OK.


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7.3.4 Assigning Task to a User / Department
To Assign a Task to User/ Department
1. From the Front Desk PMS, select Housekeeping and then Public Area Task.
2. Search and select the Task to be assigned.
3. Click on New Assignment (Alt+A) and select User/ Department. To add another row click on
New Assignment again.



To delete the Task Assignment click on Delete Assignment Row.

4. Make the changes in Task Description/ Task/ Expected/ Alert Dates if required.
5. Click on Save (Alt+S) and the OK.


7.3.5 Assigning Task to Multiple Users / Departments
To Assign a Task to multiple Users/ departments-

1. From the Front Desk PMS, select Housekeeping and then Public Area Task.
2. Search and select the Task to be assigned.
3. Click on Assign Task to Multi Users/ Departments.



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4. Select the Users/ Departments or both and Click on OK (Alt+O).






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5. Make the changes in Task Description/ Task/ Expected/ Alert Dates if required and Click on
Save (Alt+S) and then OK.


7.3.6 Cancel / Complete an Assignment
If the user has completed the Assignment or the assignment is to be cancelled, it can be updated in
the system by following the below given steps
1. From the Front Desk PMS, select Housekeeping and then Public Area Task.
2. Search and select the Task for which the assignment is to be completed/ cancelled.



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3. Select the Users assignment and change the status to C to Complete and X to Cancel. And click
on Save (Alt+S) and then OK.



Note: If a task doesnt have a pending assignment it will be considered as completed.



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7.3.7 Cancel / Complete a Task
If the Task is completed / cancelled it can be updated in the system by following the given steps
1. From the Front Desk PMS, select Housekeeping and then Public Area Task.
2. Search and select the Task to be completed/ cancelled.
3. Click on Completed/ Cancelled and click on Save (Alt+S) and the OK.





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8 COMPANY / AGENT MAINTENANCE

WISHNET allows you to create and manage Corporate/ Travel Agent Profiles and contracts. These are required
for the customers who have contracted/ negotiated rates with the hotel for a specified time period. When a
reservation is received from any of these Accounts, through the contract period, the negotiated rates have to
be proposed and applied.

Creating and linking these contracts provide the Corporate/ Travel Agent/ Operator Statistics to the hotel.

8.1 Company / Agent Maintenance Screen Field Description

Click on WISHNET- Front Desk PMS, marketing and then Company/ Agent Maintenance to load the
screen for Corporate and Travel Agent Maintenance.



This single screen will be used to handle both company and travel agent (or tour operator) accounts.




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8.1.1 Agent / Operator / Corporate Details



Corporate/ Agent- Option to select, profile you are going to create is for a Corporate/ Travel
Agent. Based on the selected option few fields in the screen get disabled & enabled.

Note: that WISHNET handles Travel Agent and Tour Operator profiles in an identical manner.
The nomination of who is a Travel Agent and who is the Tour Operator is required only while
accepting a reservation. Statistics are compiled based on such nomination while making a
reservation and hence reports may be produced whereby retail travel agents production can be
consolidated into wholesale tour operators or may be viewed independently.

Id / Name- Corporate/ Travel Agent ID and Name. It can be manually entered or system can
generate it for you.

Main Head- Main Head for Company/ Travel Agent. The drop down list will change for Corporate
and Travel Agents.

AR Id- Account Receivable Id to be specified if the Corporate/ Travel Agent is in Hotels credit list.

Sales Executive- id of the person handling the particular Corporate/ Travel Agent Account. This
should be specified if Marketing Executives productivity is required.
Clicking on will open a small screen to enter Name of the staff handling the particular account
in past.



Market- Corporate/ Travel Agent profiles can be created for different markets like- Asian market,
German, UK etc.

Industry- Corporate/ Travel Agent profiles can be created for different industries like- Corporate,
Conference, Leisure etc.

Important- How important this account is from the business Perspective.
Click on one of the boxes to select. Placing cursor over the box will show the meaning of that box
as a tool tip.


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VAT/ Fiscal#- VAT or Fiscal no. of the Company/ Travel Agent can be specified here.

Freeze- An account can be suspended from use by freezing it. Once frozen, the account can no
longer be selected for assignment to a reservation, but, can be used for viewing/editing and for
statistical reporting

Note: Reservations created prior freezing of an account will continue to use the account
unless explicitly de-assigned manually. Upon Check-in or upon confirming or amending the
Reservation if the account is frozen then system will NOT accept the frozen account.

Front Office Related/ Others related- Based on the selection made out of the two options, the
Corporate will appear/ not appear while creating reservation. Only front office related profiles
appear while creating reservations, others related can be used for banqueting.

When user selects Agent system will disable option of Front Office Related or Other Related. These
two options are applicable only for Corporate Accounts.


8.1.2 Contact Information

In this section you can view and edit the contracts existing for the Selected corporate/ Travel Agent.

The contract can be created for a market for a date range. Example there can be two contracts with
the same date range for two different Markets. 01Jan2010 to 31Dec2010 for Market GER and
01Jan2010 to 31Dec2010 for Market UK can be defined for the same travel agent/Corporate.



Clicking on New Contract will open a new screen for creating new Corporate (refer section 8.3.1) / Travel
Agent (refer section 8.3.2) contracts.




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8.1.3 Address Details

In this section of the screen, Corporate/ Travel Agent address and contact details can be saved.



Comments can be used for recording and sharing general observations and notes about the account.


8.1.4 Contact History

As sales calls are made on each client (including meetings, correspondence, phone calls, etc.), these
may be entered into the system as a historical record. The Marketing Profile form will display sales
calls in reverse chronological order with the most recent call displayed in the top row.






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Each sales or follow-up contact with each Customer may be recorded including date/time of the call,
mode (meeting, phone, fax, etc.), the person contacted, identity of the hotels representative, what
was the agenda and a record of what transpired during the contact. An unlimited number of such
contacts may be recorded for future reference. When listed, sales contacts are displayed in reverse
chronological order (the most recent contact at the top of the list).

To add contact history, the user will click on the Edit Contacts History link given on the Contact History
panel.



The first On is the date on which a call is planned, At is the scheduled time (if any) and Mode is
selected from a pre-defined list (for example, meeting, phone, fax, etc.). The person to Contact and
the Purpose of the contact are both recorded. The person scheduled to make the contact is picked
from a list of hotel sales executives in the field labelled as By.

On saving a planned future contact, the earliest next planned contact date is displayed on the
Marketing Profile form next to the legend Next Contact.

When the contact is completed, the record is retrieved by clicking on the row under Contact History.
The planned call is marked as Done and a record of the meeting and any follow-up required is
recorded. The date on which the follow-up is needed is recorded in the last on field.

8.1.5 Statistics



When Detailed Statistics link on Statistics Panel is clicked on, system will display the Statistics
information pertaining to the Agent/ Corporate.

In Statistics section, when a particular Cell is double clicked on depending on the row and column the
statistics of that will be displayed.



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Detailed Statistics screen will default the date based on from where this form has been activated.
If this screen has been invoked by clicking on Detailed Statistics then will default the date as
current business date 12 months.
If invoked from This Month column of Room Nights row then will display the From Date as
current business date and will default Summarize On as Room Nights.
If invoked from Last month column of Room Nights row then will default the date as current
business date 1 month.
For Last year same month it will subtract business date 12 months (similar to clicking of
Detailed Statistics).
For Year to Date it will default the Start Date of the Financial Year as specified in MIS Periods i.e.
Financial Year starting date.

The graph on screen is based on the row which has been selected by the user. By default system
displays the graph of the first row.

8.1.6 Other Details



Conference Business potential- What are the annual conference requirements of the account?
Conference Requirement- Specific conferencing inquiries floated by the customer.


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Company Size- Size as indicated by employee size (local and global) and/or business volume.
Competition Usage- To record other hotels patronized by the account.


8.1.7 Options

For Corporate-


OTRF- This is used for mapping Corporate profile at Central Marketing with the profile at the
property.

For Travel Agent/ Tour Operator-


FXCV: For guests from this Travel Agent/ Tour Operator, FX Exchange rate should be picked up of-
Encashment Cash/ Encashment Travelers Cheque, Buying Cash, Buying Travelers Cheque, Selling
Cash, Selling Travelers Cheque.

FXRT: For guests from this Travel Agent/ Tour Operator, FX conversion rate should be calculated
on Arrival date/Daily/ Month begin exchange rate.

ADAG: Adults age starting from. This will be used for checking applicability of PAX discounts.



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MAGZ: If a hotel has its own magazine, Whether this magazine should be sent to Travel Agent
periodically for promotional activities.

CRPP: Some of the travel agents are on Pre-payment basis. Here this can be indicated whether the
selected Agent is on Credit basis or on a pre-payment basis.

TYPE: This is an indicator to mark a profile as Travel Agent/ Tour Operator for interface with 3
rd

party application.

OTRF: This is used for mapping Travel Agent/ Tour Operator profile at Central Marketing with the
profile at the property.


8.1.8 Log Details

An audit trail of the changes made to the Corporate/ Travel Agent Profile.






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8.1.9 Contact List

An unlimited number of Contacts may be stored per customer/account. Each Contact will be classified
by Contact type.


To add, modify or delete a contact, the user will click on the Edit Contact List link given on the Contact
List panel. On doing so, a supplementary form will be displayed where the Contacts master
information can be viewed or altered.



Contacts are customer executives/personnel that the hotel and its representatives meet from time to
time to promote business or to negotiate contracts or to follow-up on reservations. This is distinct
from the contact- who makes a reservation (though the two may be the same). Apart from name,
position and contact number/address, other personal data about each contact may be tracked.


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Contacts are classified into Types pre-defined by the hotel as per their need. One such type is
Decision Maker.

The Rate Letter check box is used to indicate that a copy of the Contracted Rate letter is to be sent to
this contact each time the rates are revised.

The Booker Id field is to specify booker Id for booker loyalty programs. Same will be selected while
creating bookings from this Travel Agent/ Corporate.


8.1.10 Defaults

This screen allows you to set defaults for a Company/ Travel Agent. Whenever a reservation is created
using this Company/ Travel Agent system will pick up the information from defaults.

The documents to be sent to the account and the applicable cancellation policy is entered and viewed
by clicking on Defaults button. On doing so a form is displayed (to close, click on the Defaults button
again).



Deposit Due Days- The number of days prior arrival when deposit is due.

Cancellation Policy- Select the applicable cancellation policy from a previously created set that can
be listed by clicking on the down arrow. The cancellation policies are created using the System
Supervisory function described at the start of this document.

Letter- The letters sent to each Corporate/ Travel Agent can be personalised. You do so by picking
a previously designed Microsoft Word mail-merge document by browsing the directory of
available files. These letters should exist in pre-set document directory of the system.



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8.1.11 Actions

- When clicked on, system will clear the form and will put the form into create New
Corporate/ Travel Agent mode.

- When clicked on, system will clear the form and will put the form into open an existing
New Corporate/ Travel Agent mode.

- When clicked on, system will Save the new profile or changes made to an existing
profile.

- When clicked on system will close the Company/ Agent Maintenance screen.


8.1.12 More Actions

- When clicked on, System will open a new form to display reservations from the
selected Travel Agent/ Corporate.





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- When clicked on, system will open a new screen for editing and viewing the
Discount Mask details for the selected Travel Agent/ Corporate guests.



Discount Mask if set, all the guests from this Travel Agent/ Operator/ Corporate will have this
Discount Mask automatically picked up and applied to their bookings.


- When clicked on Allotment, Allotment (refer section 8.3.10) creation form is displayed.



Please refer to Allotments section of the manual for more.




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8.2 New Company / Travel Agent Profiles

To create a new Corporate/ Travel Agent profile
1. Click on WISHNET- Front Desk PMS, marketing and then Company/ Agent Maintenance to load
the screen for Corporate and Travel Agent Maintenance.
2. Select from Corporate/ Travel Agent.
3. Enter the name, Id can be manually entered or system can generate it for you.
4. Select Main Head.
5. Select A/R Id if corporate/ Travel Agent you are creating, is in Hotels credit list.
6. Select Sales Executive, Market Segment, Industry code and Importance if required. Enter VAT/
Fiscal No. if applicable.
7. Select from Front Office Related/ Others related for corporate.
8. Enter Address and click on Save (Alt+S).



Mandatory Fields for Corporate/ Travel Agent profile creation are Corporate / Agent, Name, Main
Head and Address.



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8.3 Corporate / Travel Agent Contracts

The steps for creating contracts for Corporate and Travel Agents are same except that the Travel Agents
have Discount options like Nites Incentive, Fixed Discount etc.

8.3.1 New Corporate Contract

To open the screen for creating new Corporate Contract, click on New contract in Contract
Information Section.





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Date From here indicates the Contract Start Date.

Date To refers to Contract End Date.

Note: Both the dates should not be falling in any of the already existing contracts which are
not Cancelled or Expired status.

Potential Nights refers to Potential room nights expected in this contract.

Status refers to the Status of the contract. Valid status are:
Status Description-
PE Pending SI Signed
CX Cancelled SE Sent
LH Local Handling Ex Expired

When a new contract is made and no status is specified, system will automatically make the
contract status to Pending.

Local Handling status is applicable only for Corporate Marketing contracts.

Once it has been dispatched user should change the status to Sent.
And once the Contract is signed, user can change the status of the contract to signed.

Note: If the status of the contract is Signed, then only the contracted rate will appear while
creating the reservation.



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FX Code- Foreign Currency code for the contract. If left blank, system will consider Local Currency.

Copy Contract From- This option allows you to copy contract (refer section 8.3.3) from any other
Corporate.

New- When clicked on New Button, system will clear the form and will put the form into New
Contract mode.

Delete- When clicked on Delete Contract Button, the contract will be deleted. Delete Contract
button is enabled only when the status of the Contract is Pending.

Payment Method- Default Payment method can be set here for the guests from this corporate.

Total Revenue- Total Revenue is for information, so that while negotiating the future contract
one may consider the total revenue generated by the company and accordingly negotiate.

Special Amenities- Default Special Amenities for the guests from this corporate.
Guaranteed reservations- If ticked, all the reservations of the selected corporate will be created as
Guaranteed.

Billing Instructions- Default Billing Instructions for the guests from this Corporate.

Add- When clicked on Add button system will allow adding Rate Code details and will insert a New
Row to the Contract Rate Details. In case if there are more than one Rate Code needs to be
assigned to the contract, user can add the same by clicking on Add button.

Rate Code- Option to select Rate code for the contract. Multiple Rate codes can be added to a
Contract.

Delete checkbox of the Contract Rate Details. This delete is different than the Delete Contract. If
user clicks on Add Row and then later realizes that there is no additional Rate required, then to
delete the blank row this key will be used. Also prior the contract is finalized, if any of the rate
details need to be removed then the same can be removed by clicking on this checkbox and then
clicking on Save (Alt+S).

View Rate- Clicking on View rate will open another window to check the validity or selected rate
for the contract date range.

Remarks- Option to add any Remarks with the selected Rate code.

Meal Plan- Meal Plans can be selected for each Rate Code.

Valid from/ to- Date range for which Meal Plan is applicable.

Create Rate- Clicking on this screen will take you to Rate Management screen where you can
create/ modify rates.

Note- Please refer Rate Management section of Manager Function Module for instructions on
creating Rates.



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Print In Contract- If ticked for a rate code, the rate code will print in Contract letter else it will not
get printed.

Print Contract- When clicked on Print Contract, Contract Printing (refer section 8.3.9) form will be
displayed.

Contract Notes- When clicked on Contract Notes, Contract Notes (refer section 8.3.7) form will be
displayed.

Allotment- When clicked on Allotment, Allotment (refer section 8.3.10) creation form is displayed.

Save- Save should be clicked on after doing any modifications in the Contract.

Close- Click to close the contract screen.


To Create new Corporate Contract
1. Enter Date From, Date To
2. Enter Payment Method
3. Click on Add
4. Select the Rate code
Enter other information if required.
5. Click on Save.





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8.3.2 New Travel Agent Contract

To open the screen for creating new Travel Agent contract, click on New contract in Contract
Information Section.

The contract Details screen will load.



Contract information remains same as Corporate as stated above in New Corporate Contract (refer
section 8.3.1)

The following are the additional options in Travel Agent Contracts in comparison to those in Corporate
Contracts

Commissions- Commission codes for Travel Agent Commission can be selected here. There differ
for contracts and also on basis of FIT/ Group and Tour operator/ Travel Agent.

Applies To FIT/ Group- Option to select if the selected Rate is applicable for FIT or Groups from
this Travel Agent.

Youth Discounts- To be used when discounts apply on youth rates depending on the age and
count of youth that will share a room and if the discount depends on the adult occupancy of the
room.

Child Discounts- To be used when discounts apply on child rates depending on the age and count
of children that will share a room and if the discount depends on the adult occupancy of the room.


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Discounted Contract Rate- this option has options like- Long stay, early booking and Travel
Discount.

Nites Incentive- Used when depending on stay duration, free nights are offered.

Fixed Discount- Early Booking discount with Fixed Amount.

Notes: Please refer to Travel Agent / Operator Discount (refer section 8.4) of the manual to learn
more about the discount setups and how to use them.


8.3.3 Copy Contracts

Contracts can be copied from another Corp/ Travel Agent profiles.

To copy Contract
1. Open the Contract Details form by clicking on New Contract from Contract information
section panel.
2. Click on Copy Contract From.



3. Select the Corporate to copy contract from.
Select the contract to be copied by clicking on the row (required if multiple contracts exist for
the selected Corporate/ Travel Agent).



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4. Click on OK and then Save.




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8.3.4 Changing Contract Status



8.3.4.1 PE (Pending)
When a new contract is made and no status is specified, system will automatically make the contract
status to Pending. Or the status can be changed to Pending manually by selecting pending status in
status field of Contract Details Form.


8.3.4.2 CX (Cancelled)
A contract can be cancelled by changing the contract status to CX.
Contract with status PE, SE, SI can be cancelled. Status with CX and EX cannot be cancelled.



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8.3.4.3 SE (Sent)
A pending Contract can be sent manually or by email from print Contract screen or from
TA / Corp Batch printing (refer section 8.3.11) screen.

A Contract can be sent by following the given steps
1. Click on Print Contracts in Contract details form and select send.



Or right click on the contract in Contract Information section of Corporate/ Travel Agent
Maintenance screen, click on Print Contract and select Send.



2. On selecting Print & Save and then clicking on Send system will print the contact on default
printer, save a copy of printer in pre-set document directory of the system and update the
contract status to Sent.



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On selecting email option in sent, the To, Cc, Bcc, Subject fields get activated and the email id
gets picked up from Email field of Address Details (refer section 8.1.3). Click on send to send the
contract by email.



Note: Email option will work only if WISHNET is configured to send the mails.

8.3.4.4 SI (Signed)
When the hotel receives the Contract back from the TA or Corp, the status of the contract is manually
changed to SI (Signed and Accepted). This can be done from TA / Corp Batch printing (refer section
8.3.11) screen.


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8.3.4.5 EX (Expired)
Expiry of the contract can be done only when the status of the contract is SI and the Contract End
date is less than the business date. When status of the contract is marked as Expired status of the
contract changes to EX. Contract can be marked as expired from TA / Corp Batch printing (refer section
8.3.11) screen.


8.3.5 Edit Contract

To edit a contract
1. Select the contract to be edited in Contract Information section.
2. Right click and Select Edit Contract option.



Contract Form will get loaded.





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3. To make the changes to contract, change the status to Pending- PE and Save.



4. Then make the changes to the contract and Save.


8.3.6 Delete Contract

It may be required to delete a pending contract.

Contract can be deleted by following the given steps-

1. Right click on the contract to be deleted in Contract Information section of Travel Agent/
Corporate Maintenance screen and click on Edit Contract.



2. Click on Delete and then OK.


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The contract will get deleted.




8.3.7 Contract Notes



When user clicks on Contract Notes a form is displayed. On this form user can specify different Notes
pertaining to the contract.



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On the left hand side it displays all the Notes that are applicable to the selected contract. It displays
Note Type wise. On the right hand side system will allow user to edit or add the Notes.

Note Type should be a valid note type as specified in Note type master.

Print Seq No two digit numbers to identify in what sequence the Note for this type should be
printed.

Template when clicked will open a form from where pre-defined Notes can be copied to the
contract or a New Template (refer section 8.3.8) can be created.

Refresh will refresh the Contract Notes.

New will allow user to create New Notes to the contract.

Save will save the notes.

Delete will delete a selected row of the Note.

Close will close the form.



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When mouse is moved on top of the button, system will display the details of the particular button.
Where the details are not displayed those buttons are not active on this particular form. All the
buttons that can be accessed can be selected from the drop down box.






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8.3.8 Notes Template

When clicked on Template link, system displays Template Form as shown.



Here user can create any new Notes Template or can copy the existing Template contents to the
previous Notes by clicking on Link button.

If user has already selected a Note on the Contract Notes Form and then has clicked on Templates
form and then try to link the selected Template Note, system will prompt a message asking for
confirmation for overwriting the existing content.



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If user clicks on Yes then will copy the Notes of selected Templates on to the previous form and over
write the contents on the previous form.


8.3.9 Printing Contracts

This screen allows you to Print or View or Email the selected contract.




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In case user wants to email the contract then Email Id will be defaulted from the Travel
Agent/Corporate and it is mandatory to provide the email id.

If Contract is either printed or emailed then system will make a copy of the document in PDF format
and stores it at the location defined in Advance Control (DOCDIR) under Contracts directory.

Once the document is printed or emailed the same can be viewed by clicking on View Documents
link. When clicked system will display a screen from here user can view, re-print the contract or resend
by mail.



When trying to resend mail, system will use the email id and the same document that was emailed
before and user will not have an option to change the email id.


8.3.10 Allotments

WISHNET allows you to define Room Allotments in the system.

Allotments are used to designate a certain block of pre-negotiated rooms which have been bought
out/ held by a wholesaler- Travel Agent or Airline (Corporate), and more rarely by a retailer- Tour
Operator.

Click on More in the Company / Agent Maintenance screen and then Allotment to access the screen
for defining Allotments.



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Or, Click on Allotment in Contract Details Form.



The Allotment screen will load.


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Allotments can be defined for Travel Agent/ Operator/ Corporate for date range and Room Type
wise.



Block/ Release Details section allows you to enter no. of rooms to be blocked for each day of the
week and also allows you to enter block release details for auto release of allotment in terms of Days
Out and No. of rooms to be released. These can be three levels of auto release.





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E.g. In the above screenshot, 2 levels of Auto release are defined-
1. when 10 days are left and rooms to be released-1
2. when 5 days are left, room to be release- 1

Forced Release- When clicked, system opens a new window for manually releasing the allotment.
Enter the date for which the allotment is to be release and no. of rooms to be released.



Allotment Usage- When clicked, system opens a new window to check the Allotment Usage.



Blocked- No. of rooms allotted to the selected Travel Agent.


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Released- No. Of rooms released (using Forced release/ Auto Release) from the allotment.
Picked Up- No. of room nights picked up from the allotment by taking reservation against them.
Available- No of rooms available from the allotment.


8.3.11 TA / Corporate Contracts Batch Printing

TA Corp Contract Batch Printing screen provides option to work with multiple contracts. This function
has the following functionalities:

Print the Draft Contract
Send the Contracts with option to Print & Email
Change the status of the Sent Contracts to Signed & Accepted
Change the Signed & Accepted contract as Expired

Note- From this option user will not be allowed to cancel or change the status to Pending.

This screen accepts TA/Corp Id, Industry, Email id, City, Contract Market, Status of the contract as
input parameters and accordingly will select the contracts.

To print/ send/ accept/ expire contracts
1. Enter the search criteria and click on Search.
2. Select the contract(s) by clicking on Select checkbox.





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3. Click on the Action button-

- To expire the selected Signed contract.
- To print the selected contract.
- To mark the Sent contract as Signed and Accepted.
- To send the Pending contract by email or manually.



8.4 Travel Agent / Operator Discount

Following features, all of which apply only to Room Rates, can be applied Travel Agent Contracts

Pax Discount based on Youth and Child Age
To be used when discounts apply on child and youth rates depending on the age and count of
youth and child that will share a room and if the discount depends on the adult occupancy of the
room.

Nites Incentive
Used when depending on stay duration, free nights are offered.

Long Stay Discount
Additional discounts may be offered to long stay guests. This discount may or may not apply
concurrent with Nites Incentive.

Early Booking Discount
Applicable when a booking is received for arrivals after a specified number of days from the
booking date or to arrivals after a specified date. This discount may or may not apply if Nites
Incentive and/or Long Stay Discount is applicable.

Travel Discount
A discount that is offered when the stay of a guest is within a specified date range.

Fixed Discount
A fixed amount discount that is offered when the stay of a guest is within a specified date range.

All these discounts are set-up from the Contract Details screen of Company/ Agent Maintenance in the
Marketing Module of WISH.

Note: WISH will automatically apply these discounts as and where applicable to reservations
received through specific travel agent. Rate Override check-box if set on the Rate Range definition,
users must change the manual rate while creating the reservation based on system rate as system
will not automatically apply the discounted rate.



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8.4.1 Pax Discount based on Youth and Children

Youth and child discounts are set-up by clicking on the Youth Discount or Child Discount buttons
respectively on the Agent Operator- Contract Details form in the Marketing Module of WISHNET.

In either case, new form is displayed as shown below-



The columns of the worksheet are

Delete to remove a previously entered row. The row will be removed only after the OK button is
clicked and the effect will be seen the next time the worksheet is invoked.

Date From and Date To specify the period when the discounts specified on the row will be
applicable.

Age From and Age To allows youth (or child) to be sub-grouped further. Ages cannot overlap. So
to specify sub-groups of, for example, 2 yrs to 5 yrs and 5 yrs to 9 yrs, you must enter the Age From
and Age To as 2 to 5 and 5.1 to 9 respectively. 5.1 is a meaningless age, but the decimal is required
to avoid ambiguity in the age specification.

Adult is an integer indicating the minimum adult occupancy required in a room for the discount to
be applicable. The default is zero indicating that the discount applies irrespective of the number of
adults in the room.

Occ. Rate may be zero or an integer. Zero will imply that the rate on which the discount should be
applied is the rate specified in the Rate Range table for the contracted Rate Code for youth and child.
A non-zero value will indicate that it is the adult pax rate and not the youth or child rate that should be
used for applying the discount. The actual integer specifies the adult occupancy that should be
assumed in the room to pick the appropriate adult rate. Example, 2 will mean that the discount should
be applied on the adult double occupancy rate to arrive at net youth or child rate.

Per PAX, if checked (ticked or set to yes) will indicate that the discount should be applied in
individually to the youth or child pax in the room. In other words, the discount percentage specified
under column 1 will be applied to the first youth (or child), the discount under column titled 2 will
be applied to the second and so on. If the Per PAX column is not checked, the applicable discount
rate will simply be picked from the column titled 1, 2 or 3 depending on whether there are 1, 2
or 3 youth (or child) in the room.


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Extra Bed Applicable

1, 2 and 3 are columns where discount rates are specified. Note that each of these is a
percentage figure but entered without any percentage indicator. The maximum value is 100.

Note: It is important that users plan the rows for entry on this form before actually keying in the data.
The system will not accept duplicate rows where Date From, Date To, Age From, Age To and
Adults all have the same value. Without prior planning, data entry may be confusing and prone to
errors.








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Now, with this discount and rate setup, system will calculate the discount as-

PAX Age Rate Discount% Discount Amt Final Rate
Adult 10,000 0 0 10,000
Child1 3 1,000 100 1,000 0
Child2 6 1,000 50 500 500
Final Rate 10,500





8.4.2 Nites Incentive

Night incentive can be provided in the system either for Arrival between two dates or any dates with
minimum stay and maximum stay with number of nites off. In this setup, while creating reservation
system will generate Rate Blend for complimentary night(s).

Note: Rate blend will not be generated if an existing reservation is modified.



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Stay from and Stay To indicates the Arrival between dates.

Minimum Stay indicates the minimum number of Nites and Maximum Stay indicates maximum
number of Nites.

Nites off indicate, how many nites the room should be given Complimentary.

Room indicates the room type the nites incentive is applicable on.

Rate is the rate code that will be used by system for making an entry in Rate Blend for incentive
night.

In the setup as shown above if the guest stays in SRS room type between 01 July 2009 and 15
September 2009 for a minimum of 7 nites he will get the last Night as Complimentary. Please note
that if the guest stays for more than 25 nites as per the setup shown above then there is no nites off.



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So when we create reservation



And pro-forma invoice for the guest shows






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8.4.3 Long Stay Discount

If the guest stays for a minimum stay specified in the Long Stay setup, then the discount specified will
be applicable on top of already calculated Pax discount.



Stay From and Stay To are not mandatory. If specified then, system will look at the Arrival Date of the
guest and if it falls within this range and the nites qualify then the discount will be applicable.

If Cumulative Check box is checked then system will apply the Long Stay discount if applicable. If not
checked and Nites incentive is applied, system will not apply long stay discount even if it is applicable.

In this example if a guest from this Travel Agent stays for more than 30 nights, the guest will qualify for
10% discount on Room Charge.

So if the Rate setup is



The applicable rate will be (10,000 - 1,000) = 9,000 per night



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8.4.4 Early Booking Discount



Early booking discount is applicable based on the booking date provided in the Guest Reservation.
(Refer to Guest Module (Options))


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If the booking date falls between Reservation from and Reservation to dates or arrival date minus the
booking date is prior to the Prior days specified, then additional discount will be applied. Stay from
and Stay To if specified then system will also check the arrival date of the guest and if the arrival date
falls between stay from and stay to then the discount will be applied.

Cumulative if checked will apply the discount if applicable. If un-checked and Long stay discount or
nites incentive has been applied the system will not apply the Early booking discount even if
applicable.

In this example if rate setup is



The guest is staying before 31 Oct 2009 and the reservation is given 30 days prior than 20% discount
will be applicable on the tariff and the guest will be charged (15,000 - 3,000) = 12,000 per night




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8.4.5 Travel Discount



Travel Discount is similar to that of early booking discount only difference being both Arrival and
Departure date of the guest must fall between stay from and stay to dates if specified.

In the example given above, if the guests arrival and departure dates lie between 31/07/2000-
30/09/2009 and the reservation is given 30 days prior to the arrival, guest qualifies for 10% discount
on Room tariff.

So if the rate for single guest for the category is 10,000, guest will get 1,000 discount and the
applicable tariff will be (10,000 - 1,000) = 9,000.


8.4.6 Fixed Discount

Early Booking Discount based on Fixed Amount





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Option to give Early Booking Discount based on Fixed Amount has been introduced. This does not
reflect in the Room charge that is associated with the Guest. If Fixed amount Early Booking discount is
set on the Travel Agent/Operator system will as part of Auto post charges will post the discount
amount. However, this will not be clubbed with the Room charge and will show as a separate line in
the folio. From Travel Agent Contracts the Fixed Amount discount can be specified.

Rate Code refers to Contracted rate code of the Travel Agent / Operator / Corporate.

Room Type refers to Room type to which the discount should be applicable.

Stay From and Stay To refers to Stay duration dates. If Arrival date of the guest falls between
Stay From and Stay To then the guest will be qualified. These dates can also be left blank. When
left blank it is applicable for any Stay dates.

Stay Nites refers to Minimum stay duration of the Reservation. The difference between Arrival
and Departure Date of the guest is equal or more than the prior days specified then will be
qualified.

Discount refers to Fixed amount discount that should be applicable

Reservation From & Reservation to refers to Booking dates of the reservation. Booking date as
specified under Options of the Guest. If booking date is not specified then system picks-up
Reservation created date as the booking date. Reservation From can be left blank and only
Reservation To can be specified. If Reservation to is specified then prior days should be 0. Both
prior days and Reservation to date cannot be specified.

Prior Days refers to Booking prior number of days. If Reservation From & To is specified then this
should be zero.

Charge indicates whether discount amount should be applicable on a Daily basis or only Once. If
Once, system will apply only on the date of Arrival.

Per indicates the discount amount specified is per Room or per Pax or per account. When per
Room irrespective of how many sharers/pax exists in the room system will charge the discount
amount specified for that room. Example if the discount amount specified is 20.00 and the guest
is qualified based on other criteria then system will charge only 20.00. System will ignore the
sharers. If it is set to Account then system will based on number of Sharer reservation will give the
discount. If a reservation exists for two sharers, then system will charge 20.00 + 20.00 on each
guest account. If it is set to Pax then system will multiply the discount amount with number of
Adult + Youth + Child including the Sharer reservation.

Once the Fixed Discount is set, and in Advance Control Room Discount Charge code for Fixed Early Bird
Discount (RMDISC) is set then system will as part of the Auto post charges will post the discount. Auto
post Edit List and Proforma Invoice will also show the applicable fixed discount.

In the example given above- if the guest stays in SRS room on ADHI rate between dates 31 Jul 2010- 30
Sep 2010, reservation is given 15 days prior to the arrival and the stay is for more than 5 nights then
guest qualifies for 3,000 discount once during the stay.


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And this discount will appear in Proforma Invoice.














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9 TELEPHONE OPERATOR

This module allows PBX Operator or any user having access to this screen- to locate guests, search for guests,
manage guest messages, activate or deactivate telephone related facilities, handle wakeup call and to post
charges.

It also has a telephone directory which can be used for retrieving local telephone numbers (i.e. restaurants,
shops etc.) for guests. Once the data is entered, this option can be used as directory.

To view the Telephone Operator screen, follow the steps below:

Select Telephone Operator then Telephone Operator Main from the Front Office PMS.

The Telephone Operator screen displays-



The functionality of the screen changes based on the option chosen by the user. i.e. Guest Details or Category
Details.



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9.1 Contact Category Details

When Category Details is clicked on, Telephone Operator screens works as a directory.

To search for specific category records, enter the Category ID from the dropdown and tab out. The records
will be displayed alphabetically in the dairy area.



To filter specific records you can use the top row to enter the search criteria.



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To search for a particular record, use find option.





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To add a new record
1. Select the Category ID in which the new details are to be grouped.
2. Click the Add New button.
3. Enter the details.
4. Click on Save (Alt+S).

To update an existing record
1. Search and highlight the record to be updated.
2. Do the modifications and click on Save (Alt+S).

To delete an existing record
1. Search and highlight the record to be updated.
2. Click on Delete (Alt+D).


9.2 Guest Details

Telephone screen is a dairy where the list of guests can be viewed. The guest list is sorted alphabetically.
To filter specific records you can use the top row to enter the search criteria.



To search for a particular record, use Find option.



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9.3 Telephone Line Activation / De-Activation

When configured with PBX, WISHNET allows you to deactivate and activate-
i. Call facilities of International, National, Local calls
ii. Do not disturb and
iii. call screening

for selected rooms.





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To activate International/ national/ local calls
1. Tick Open checkbox in line section.
2. Tick the checkbox of the facility to be activated i.e. International/ national/ local calls from phone
connection section.
3. Click on Modify (Alt+M).

To de-activate International/ national/ local calls
1. Tick Close checkbox in line section.
2. Tick the checkbox of the facility to be activated i.e. International/ national/ local calls from phone
connection section.
3. Click on Modify (Alt+M).

Note: User should have access to Telephone Interface to use this function. Otherwise the Telephone
activation section of the screen will be disabled.



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9.4 Guest Locator

This section is used to enter information related to guests location while staying in the hotel. This
information could be useful if he needs to be tracked for say - passing on an urgent message.

Steps:
1. Search and highlight the guest.
2. Enter the locator information in Guest Locator section of the screen.
3. Click on Update and the OK.





9.5 Messages for Guest

Follow below mentioned steps to add message for a guest
1. Search and highlight the guest.
2. Click on Messages For Guest, in Guest Locator section.
3. In the Messages To Guest section, enter the caller Name, callers number.
4. Select a message type from the dropdown.
5. Type the message and click on Save or press Alt+S.



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The message lists in Message To Guest.




To print the message, click on Print check box and click on Print or press Alt+P.





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When delivered, click on deliver and Save (Alt+S).





9.6 Wake-Up Calls

The Wakeup Call function allows you to enter, view, delete and deliver wake up calls for guests. If
configured with PBX, WISHNET delivers the wake up calls.

To enter Wake up calls
1. Search and highlight the guest.
2. Click on Wakeup call.
3. Click on Add and then enter Date and Time for wake up call.
4. Click on Save.



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When delivered system will mark the wakeup calls as delivered and will update the date and time of
delivery in the system.


9.7 Charge Postings

To Post charges
1. Search and select the guest.
2. Select charge code in Charge field of Charge Posting section. The Charge description gets
populated in the next field.
3. Enter- Amount to be posted
Folio no. the charge should get posted in (leave blank to post in folio 1)
Quantity (doesnt have anything to do with multiple postings)
Currency (should be left blank for local currency)
Reference (can be check no. while posting F&B transactions manually)
and remark (Explanation of the charge to be posted)

Click on Charge/ Amount checkbox or both is you want to post the same charge to another
guest/ group/ special Account.
4. Click on Post (Alt+P) and then OK.



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Note: If the Department code for Telephones is specified in Advance Control, only telephone related
charges will be posted from this option.



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10 NIGHT AUDIT

Front office records must be periodically reviewed for accuracy and completeness. This need is met through
the NIGHT AUDIT.

Night audit process is divided into 4 parts
1. Checklist
2. Transactions
3. Prior to Business Date
4. Post Business Date





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10.1 Night Audit Checklist

This tab will show all the possible reports that user can check before Night Audit like Expected
Arrival/Departure list, Rate Change Report, Auto Post Edit List, Daily Transaction Report etc.

Double click on the report and it will show on the screen.



Click on to export the report and on to print the report.

Each report needs to be checked/ reviewed to make sure Night Audit is done correctly.


10.2 Transactions

This will show the transaction register, rate adjustment, void charge and Post charge options. From
this screen you can correct the rates and charges.



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Transaction Register
The transactions section by default opens with the display of Transaction Register.



Default Grouping- by department code can be activated or deactivated from this option.



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The view of the transaction register can be grouped on various categories suitable to you using the
customized grouping.




Charge Posting
From here you can post charges, even after business date change but before running MIS Update
process (before Audit Date change).

To post charges
1. Click the Charge Posting panel which will open the screen to do the same.
2. Enter Room No. or Account Id and click on Select.
3. Select Charge Code from the drop down list, enter Amount, Folio No. (if charge is to be
posted to Folio other than folio 1), Quantity, Currency (if charge is to be posted in a
currency other than the local currency), Reference & Remark.
4. Click on Post (Alt+P) and then OK.





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Void Charges
This option allows you to void charges even after business date change but before running MIS
Update process (before Audit Date change).

To void a charge
1. Click on the Void Charges panel.
2. Enter Room No. or Account Id and click on Select.
3. Click on Void check box to select the charge to be voided and enter Void Reason in Void
Reference field.



4. Click on Void (Alt+V) and then OK.





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Rate Adjustment
To do rate adjustment-
1. Click the Rate Adjustment panel which will open the screen for same.
2. Enter Room No, and press Tab.
3. Make the changes and click on OK.




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10.3 Prior to Business Date Actions

From this screen night audit process will start. This is divided into 7 steps shown as buttons on the left side
of the screen. All these processes will be run in order by clicking on the buttons. Once the process is
completed, the system displays a tick sign on the button.



ACTIONS:
Initialize Night Audit
This will initialize night audit process.
Change Rates for In-house Guest
This process will show all the rates which are going to change on that date.
Auto Post Charges
This process will show all the charges which system is going to post on that day based on the auto
post list shown on screen.
Cancel Reservation on Option Date
This process will cancel all the reservations which are expiring today.
Make Non Arrivals to No-show
This process will make all non arrival to no show.
Make Non Arrival Groups to No-show
This process will make all non arrival groups to no show.
Change Business Date
This process will now change the business date of the system.



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10.4 After Business Date Actions

These are the processes that need to be executed after business date change and before audit date
change.

This option contains six steps to be performed.

On clicking each Process button, the system lists the programs on the right. To run these steps, select the
step and click OK. Then all the programs in the list for that process will be marked as Done once finished.




ACTIONS:
Prior to Statistics Updates
This process will make all occupied rooms as dirty, release the allotments, folio backup etc.
Print Night Audit Reports
This process will print all the night audit related reports.
Statistics Updates and Others
This process will recreate the availability, update MIS and back up all reports.
Transfers
This process will transfer the images, guest details to history. It will transfer the ledger
transactions, print them and backup transfer reports.
Purge Data
This process will purge the data based on purge days defined in system control settings.

Clicking on Change Audit Date will complete the Night Audit Process.


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11 GUEST HISTORY

The History option provides guests past stay information like guest preferences, feedbacks etc. and a record
of how the guest has contributed to your revenue while staying at your properties.

Guest History gets Generated at First Night Audit of the Guests First stay and gets updated at the First Night
Audit after Guest Checkout.


11.1 Search & Edit Guest History

To edit a Guest History follow the steps below
1. Click on Marketing and then Edit Guest History.



2. Click on Open. Type any Search criteria and click on Search or press Alt+S.
3. Highlight the record you want to Edit and click on Select or press Alt+L.




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WISH.NET offers following options in this screen,

Guest Details
Guests available contact, personal, statistical, Identification Details and Guest Image. To modify the
record do the modifications and click on OK or press Alt+O.



Relations
Option to save Guests Relatives Name, Age, relation and image. Add the details and click on OK or
press Alt+O to save.





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Visits & Feedback
Here you can check the Visit Details of the Guest and Guest Feedback. Feedback form can be viewed
and updated after- the first night audit after the guest checkout. To update the feedback form and
comments make the changes and click on Save or press Alt+S.



Notes
History notes can be viewed and edited here. Notes are normally used to record guest preferences and
characteristics in free form text. Guests In-house notes get converted to History notes at First Night
Audit after the Guest Checkout.

To add a new Notes click on Add Row or press Alt+A and then Save or Alt+S.

And to modify the existing record select the record to be modified, make the changes and click on
Save.

To delete a row, select the row and click on Delete Row.





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Complaints
Complaints are alerts for guest handling based on past guest feedback.

To Add a New Complaint-
1. Click on Add Row or press Alt+A.
2. Select the department for which the complaint is to be added.
3. Select the date and Complaint details.
4. And click on Save or press Alt+S.



To delete a complaint, select the complaint and click on Delete Row.

Other Details
Guests Loyalty Card, Credit Card details can be saved here. And events is for saving guests relatives
birthdays, anniversary etc. To add a new record click on Add Row or press Alt+A and click on Save or
press Alt+S.





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Room & Billing
Guests preferences related to Room type, Room No., Room Attributes, Special Services, Rate Code,
currency, A/R Id and Billing Instructions get saved here and can be updated and saved by clicking on
Save or pressing Alt+S.



User Defined Data
Property can define its own History parameters and can be saved and viewed here. (For setup of User
Defined Fields refer to System Setup).






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11.2 Guest History Merge

This option is used for Merging the duplicate guest history records.

The Merge option eliminates duplicate profiles and merges their history together.

To merge two or more profiles together
1. From Manager Functions select Guest History Merge.
2. Search for the profile you would like to merge using the Advance Search and Optional Filters.
3. Select the record/s to be merged by ticking the select checkbox and click on .
4. Select the record to be merged into by ticking the select checkbox and click on .
5. Click on Merge or press Alt+M to merge the records.






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11.3 Guest History Purge

This option is to determine Guest Histories to be purged and to purge them.

To purge Guest history
1. Click on Marketing and then Guest History Purge.






2. The form, Panel named as Criteria is used to mark guests depending upon different conditions.
Click on Mark/View Frozen or press Alt+M Records button to enable Criteria Panel. By default it is
disabled.



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3. If guest with frozen details already exists click on Refresh or press Alt+R to view those guests in
the grid.
4. Uncheck Show All Checkbox to enable other Selection Criteria other than Show All.




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5. After entering in the selection criteria. Click on Ok or press Alt+O to mark guest records frozen
depending upon criteria.



6. Click on Ok then it will refresh the grid with Frozen Guest History Records.




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7. Click on Print Frozen Records or press Alt+P to enable the next section of screen from which
frozen guest history records can be viewed/ printed/ Exported to a file.





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File Format Drop down shows PDF, HTML, EXCEL, RTF, and RPT to take the backup of all frozen guest
records.

Choose the File Format in which you want to take the backup. Default format will be PDF File.

8. Select a Row in the Grid then click on Detail button or press Alt+D it will take you to Edit Guest
History Form from where you can remove that guest record from the Frozen Guest History
Records.



Here you can edit the Freeze status of a guest. Uncheck the freeze checkbox then click on OK to unfreeze
it. When you close this form, it will get back to you to the Guest History Purge screen and refresh the grid.

9. Purge Guest History (Quick Key- Alt+U), this button refreshes the Grid under the Panel Frozen
Guest Details with all frozen guests and disables the Criteria Panel, File Format options and Detail
button.
10. Click on Ok or press Alt+O to purge these records.



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11. Clicking on Yes will physically remove all the records from the database. System takes the backup
before purging these records.



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12 MANAGEMENT INFORMATION SYSTEM

12.1 Management Statistics

This screen displays all the statistical information based on a review date, required by the management to
take important decisions. It also presents the trends and the statistical information in form of a graph.
Other important information displayed is the list of VIP guests and the settlements for the selected date.

Enter the date and click the select button for which you wish to see the statistical information.



12.1.1 Trends
This section gives a graphical representation of the Actual, Budgeted and last Year comparison.




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12.1.2 Market Segment Statistics
The statistical information displayed is based on the Type selected from the drop down list.
You can also choose to see the summarized information based on the option selected in the
Summarize On dropdown.



To see a more detailed and graphical presentation of the statistical information, click on the zoom icon
on the top right corner.



Choose the MIS Codes to be included in the bar graph, by ticking the Graph checkbox. By default the
top 5 MIS codes are selected to be displayed in the bar graph.




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When you take the mouse cursor over any of the bars, it gets highlighted and the information is
displayed in a tooltip.



The pie diagram is based on the statistical information of the Main Head to which the MIS codes
belong.
When mouse cursor is placed over sections of pie chart, it gets highlighted and the information is
displayed in a tooltip.



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Choose the option Forecast, select the type from the dropdown for which you wish to see the
forecasted figures and click on Refresh.






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12.1.3 Detail Statistics
This section gives the Occupancy, Revenue and F&B Covers for the selected date along with MTD and
YTD figures.




12.1.4 Todays VIP
Todays VIPs can be checked in this section.





12.1.5 Todays Settlements
This section shows todays settlement figures.





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12.1.6 Budget Comparison
Comparative Budgeted figures can be seen clicking on the Budget Comparison panel.





12.2 MIS Budget Entries

This screen can be used to enter the Budget figures for each record listed, that belongs to a MIS code, for a
specific criteria.

It can also be used to enter Forecast figures for Market Segment.

On choosing the Budget For and the Criteria, the system lists all the records belonging to the chosen MIS
code.



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Budgeted figures can be typed manually or Utilities can be used to populate the budgeted figures.
Utility Option can be used in 3 ways-

1. Based on last year
Current year or next years budgeted figures can be populated by adding, subtracting a % value of last
years budgeted or actual figures. Or they can be kept same as last years budgeted figures.

Select appropriate options in utilities and click on Populate to apply them.

2. Based on First month
Based on what were actual figures in first month of current financial year a % value of those figures
can be added or subtracted to get budgeted figures for next months. Or they can be kept same as the
first month of current financial year.\

3. Evenly Distribute-
Type consolidated amount for the complete year and system will evenly break it for all months.




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12.3 MIS Competition Statistics

The screen can be used for both, to enter the competition statistics for other Hotels, competition usage for
Corporate, TA/Operators, and to do a comparative analysis of the same.




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Select Hotel/ Corporate/ Travel Agent, Enter Date and click on Select.




Competition Statistics Today



This area lists the competition hotels, on clicking the select button on the top.
The statistics data of these hotels for the chosen date can be entered here.
The list of competition hotels is created in System Setup
Competition Analysis
Hotel Code setup.

Competition Statistics- Month To Date/ Year To Date



The month to date and year to date competition statistics of competition hotels are displayed in this
area.




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Details-



This area of the screen displays the information of your hotel, required for a comparative analysis with
other hotels

To enter and do a comparative analysis of TA/Operator or Corporate competition usage, choose the
required option and select the TA/Operator or Corporate from the dropdown list.





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13 MANAGER FUNCTIONS

13.1 Availability Management

WISHNET allows you to manage Availability. The intention of this tool is to maximize hotel revenue by
manipulating the Availability of Rooms by defining overbooking and under booking levels and closing dates
for Arrival or departure.




13.1.1 Over booking
Over booking allows you to take reservations for more rooms than the hotel inventory. In this screen
you can define the over booking levels for a given date range and room type.

To define over booking levels
1. Select Room Type, Date from, Date To, enter no. of rooms for overbooking in Over Book and
click on Refresh (Alt+R).
2. Click on Save (Alt+S).



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13.1.2 Under booking
Under booking allows you to keep few out of availability to be released and sold later, on a higher rate.

This setup is required for the dates when city will be running out of rooms. Availability for those dates
can be reduced by using this option and the rooms can be released near to the event date so that they
can be sold on a higher rate.

In this screen you can define the under booking levels for a given date range and room type. The given
number of rooms will be taken out from availability for the selected period.



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To define under booking levels
1. Select Room Type, Date from, Date To, enter no. of rooms for overbooking in Over Book and
click on Refresh (Alt+R).
2. Click on Save (Alt+S).




13.1.3 Closed for Arrival/ Departure
Closing a date for Arrival/ Departure is a Revenue Management Technique.

Closed for Arrival
Occupancy on a date with weak demand can be boosted if the following date has high demand by
setting the high demand date to closed for arrival status. The assumption being that guests will
arrive a date earlier to ensure that they have a room.

Closed for Departure
Occupancy on a date with weak demand can be boosted if the adjacent dates have high demand
by setting the weak demand date to closed for departure status. The assumption being that
guests will stay through the low demand date to ensure that they have a hotel

Hotel can close particular Dates for Arrival/ Departure by using this option.



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To close date for Arrival/ Departure
1. Select Room Type, Date from, Date To and click on Refresh (Alt+R).
2. Click on Closed For Arr / Dep checkbox for the dates to close then for Arrival/ Departure
3. Click on Save (Alt+S).





13.2 Rate Management

From Rate Management option, Rate codes are created. Every reservation requires a Rate Code.

To access the Rate Management screen, from WISHNET- Front Desk PMS click on Manager Functions and
then Rate Management.



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13.2.1 Rate Management Screen Field Description



Rate Code: A four character code for the Rate. This is a mandatory Field.

Description Short: A short description for the code. This is a mandatory Field.

Description Long: Long description for the code.

Default Segment: If the rate is applicable for a particular Market Segment only, it can be defined
here.

Tax Exempt Code: If the rate is exempted from Tax, the Tax Exempt code can be selected here.

Minimum Nights: If rate is applicable for a stay greater than certain no. of nights. Minimum night
can be defined here.

Rate Category: Rate Category can be defined by selecting from Rack/ Package/ Contract/
Promotion

Alternate Rate Code: There may be an instance where a guest prefers a rate code but due to non-
availability of rate code the guest may be suggested another code. For this reason Alternate Rate
codes need to be selected in the Rate Code Setup.

Setup Rate Stop Sell: To guard against overselling of discounted rate categories you are provided
with the facility to setup a Stop Sell under conditions specified by the hotel.


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For each rate code a stop sell can be automatically implemented after a specified number of rooms
have been sold.

Frozen: A delete indicator for the code. If this is checked, the code can no longer be used for
creating reservations.

Includes Taxes: Click on this checkbox if the Rate is inclusive of Taxes.

Allow Override: If this checkbox is checked, system allows changing the Manual Rate in the
booking.

Apply Same rate to All Room Type: After saving the rate code and creating rate for a Room Type,
this option can be used for copying the same rate to other Room categories.

To Apply Same rate to all Room Types
1. Type Rate code, description and click on Save (Alt+S).
2. Click on Add Range.
3. Enter Rate for 1 Room Type and click on Save (Alt+S).



4. Click on Apply Same Rate to all Room Type and then Save (Alt+S).



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Copy Rates From: After saving the rate code, this option allows you to copy Rates from any other
Rate code.

To copy Rate code
1. Type Rate code, description and click on Save (Alt+S).
2. Click on Copy Rate From (Alt+P).
3. Select the Rate code to Copy and click on OK.



4. Click on Save (Alt+S).


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New Rate (Alt+N): To create a New Rate Code.

Open Rate (Alt+O): To Open an existing Rate Code. Click on Open Rate and select Rate code from
the drop down list.

Add range (Alt+A): Clicking on Add Range inserts a new row in Rate Range Grid for entering the
Rate details.

Save (Alt+S): Click on Save to save the Rate or changes made to the Rate.

Close (Alt+C): To close the rate Management Screen.

Rate Range Grid: Room Rates for the selected Rate code are defined in this section.



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This section has following columns
Delete
Click on Delete checkbox and click on Save (Alt+S) to delete a Rate code Range.

Room Type
Rate Range is defined Room Type wise.

FX Code
Currency in which Rate will be entered.

Season
If Season is specified, then system will automatically get date from and date to based on the
Season Master (From Parameter Setup). If in Season Master Consider Year is checked and if
user changes any part of the Date range, then system will default the dates again from Season
Master. In case user wants the date to be changed, the season code should be removed from
the row.

Start Date
Starting Date from which the Rate becomes applicable.

End Date
Date on which the validity of Rate expires.

Single, Double, Triple, Extra, Youth, Child
Single, Double, Triple, Extra, Youth, Child are different occupancy levels for which respective
amounts should be specified.



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Days of the week- M,T,W,T,F,S,S
The days during which the specified rate is applicable. Rate code should be applicable for
atleast one day.

Terms
If Term is applicable with the Rate code, it can be selected here so that while creating
reservation, with this rate code term gets picked up by default.

Keep Rate
If this is checked while creating the reservation with the selected Rate, Keep Rate at the
reservation level gets ticked by default.

More
If rates are different for 4
th
or more occupants the rates can be defined here.
e.g.- Single- 12000
Double- 12000
Triple- 13000
Quad 13000
Penta- 14000
Hexa- 14000
Single, Double and triple occupancy rates can be defined in their respective fields and Quad,
Penta and Hexa in More.





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Rooms
If hotel has different rate for Room(s) of a particular room type, it can be defined here.






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13.2.2 Creating New Rate Code
To create New Rate
1. From WISHNET- Front Desk PMS click on Manager Functions and then Rate Management.
2. Click on New Rate (Alt+N).
3. Enter a new Rate code and description for the code.
4. Select the appropriate options from Rate Code details section and click on Save (Alt+S)
followed by OK.



5. Click on Add Range (Alt+A).
6. Enter the Room Type, FX Code, Start Date, End Date and Single, Double, Triple, Extra, Youth,
Child rates. Enter Season, applicable days, Terms, Keep Rate, More and Room details if
required.
7. Repeat step 5 and 6 to add details for other Room Types.
8. Click on Save (Alt+S) and then OK.

Instead of Step- 5,6,7 Copy Rate from can also be used if rate is same as in any other Rate Code.



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Note: For the same Room Type and Fx Code the dates should be in ascending order and non over-
lapping.


13.2.3 Setup Rate Limits
A revenue management technique by which the hotel specifies the minimum rate at which it is willing
to sell rooms of a type on specific future dates. This guards against selling of discounted rooms and
hence increases the average rate.

You can setup Rate Limits or Hurdle rates in this screen. Hurdle rates are set to automatically adjust
the Best Available Rate up or down as more reservations are created or as reservations are cancelled.

To set up the rate limit
1. From WISHNE-Front Desk PMS click on Manager Functions and then Setup Rate Limits.
2. Enter the Date From, Date To, Room Type, FX Code, Limit Room, Limit Rate, Increment
Room, Increment Rate and click on Refresh (Alt+R).
3. Click on Save (Alt+S) button to save the setup.



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When a Rate Limit has been set for any date, WISH Front Office will display a warning message when
any attempt is made to accept a reservation at a lower contracted or negotiated rate.

Note: WISHNET warns about the Rate Limit, it does not stop the reservation if user has access to
override. If the user does not have access then it will stop the reservation.


13.2.4 Birthday Wishes
WISHNET allows you to send birthday wishes to the guests by printing and delivering it to the guests or
sending by Email.

To send birthday wishes
1. Enter Date From, Date To and click on Search (Alt+H) to search for the guests with Date of
Birth lying between these dates.



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Search results can be filtered by using filter option.
2. Select the guests to send the birthday wishes by manually clicking on the Select checkbox or by
using Select All checkbox.
3. Select the Language (if language setup is done) and Format. Click on Copy format to Others to
copy the format for other guests.



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4. Select
Screen and click on Screen (Alt+S) to print on screen.
Printer and click on Printer (Alt+R) to print.
Email and click on Email (Alt+E) to Email the Wishes.



This screen has an option to view history details of the selected guest.

Note: To view history Details, highlight the guest and click on View History Details.


13.2.5 Folio Inquiry from Backup
This screen can be used to Print / View backed up Folios for guests.

To print/ view backed up folio
1. From WISHNET- Front Desk PMS click on Manager Functions and then Folio Inquiry from
Backup.
2. Enter the search criteria and click Refresh (Alt+R).
The list of guests as per the search criteria is listed.
3. Highlight the guest for which you wish to print/ view the folio.
4. The Folio images of the selected guest are listed on the right hand top panel.
5. Click on the +sign of the tree view to reach to the Folio.
6. Click the View button to display the backed up Folio.



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13.2.6 Report Inquiry from Backup
This screen can be used for to print / view backed up reports.

To print / view report from backup
1. From WISHNET- Front Desk PMS click on Manager Functions and then Folio Inquiry from
Backup.


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2. All the reports are listed on the left panel. Select a report by clicking on it.
System displays the dates for which it has been backed up, on the right panel.
3. Double click on the date or you can also generate the backed up report for a specific date, by
entering the backup date and clicking the Refresh Button.

These backup reports can be printed on the Screen or Printer.


13.2.7 Foreign Currency Maintenance (Exchange Rates)
WISHNET allows you to post charges to the guests in multiple currencies and also to do Foreign
Exchange.

Local currency conversion is done at the current exchange rate as at the time of posting the
transaction. This serene allows you to configure the conversion rates for Forex Transactions.





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To update rate of an existing FX code
1. Click on the FX code.
2. Update the rates in the lower section of the screen and click on Save (Alt+S).

To create a New Code
1. Click on Add (Alt+A).
2. Enter the details and click on Save (Alt+S).

Note: To archive the FX rate of the date of a specific currency, tick the Backuprate checkbox.


13.2.8 Lock Maintenance
This screen displays the record that has been locked because it is in use. WISHNET locks the record
being accessed by a user. A single record can be accessed only by a single user at a time.



The locked record can be released by clicking the Release button at the bottom of the screen.


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13.2.9 Manual Cancel / No-show
This screen allows you to cancel expected arrivals for the day and also to make them No- show
manually.

To access Manual Cancel/ No-show screen, from WISHNET- Front Desk PMS click on Manager
Functions and then Manual Cancel/ No-show.



The expected arrivals for the day get displayed on the screen.


To make No-show
1. Click on Make No show.
2. Tick the Mark checkbox for the guests to be made No-show.
3. Click on Save (Alt+S).


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4. Click on Yes and the OK.


To Cancel the reservation(s)
1. Click on Make Cancellation.
2. Select the reservations to be cancelled by checking the Mark checkbox. And enter the Reason
for cancellation.
3. Click on Save (Alt+S).


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4. Click on Yes and then OK.

Clicking on Show Cancelled Guests also will display the cancelled guests also on the screen.


13.2.10 Meal Plan Details
This screen allows you to setup Meal Plans.

To access Meal Plan Details screen, from WISHNET- Front Desk PMS click on Manager Functions and
then Meal Plan Details.

To setup a Meal Plan
1. Click on New (Alt+N).
2. Select the Meal Plan from the dropdown.




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3. Select Meal Type for the Meal Plan.
4. Enter Date From, Date To, Charge code, Adult, Youth, Child Rates and FX code.
5. To post the charges for the meal type for the next day, tick Post for Next Day.
6. Click on Save (Alt+S).





13.2.11 Pre Assign Rooms
This option allows you to block multiple rooms for a single guest for different date range, to make a
guest stay in different rooms for his one visit and also to block room without assigning it to any guest.

To Pre-assign Room for a Guest
1. Click on Add (Alt+A) to add a new row.
2. Enter Room no. or select from the combo list, enter Date from and Date To.




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3. Click on For checkbox, the guest search screen will load.
4. Enter the search criteria and click on Search (Alt+H).



5. Highlight the guest and click on Select (Alt+T).
6. Click on Save (Alt+S) and then OK.


To Pre-assign a room without assigning it to any guest
1. Click on Add (Alt+A) to add a new row.
2. Enter Room no. or select from the combo list, enter Date from and Date To.
3. Enter Remarks.
4. Click on Save (Alt+S) and then OK.





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13.2.12 Floor Plan Setup
This screen can be used to design the layout of a block, each floor of a block or a particular section of
the floor of the hotel.



If for the first time if the Floor Plan setup is being done, then choose the Block, Floor, Section that you
want to setup the Floor Plan. If planning to setup for a particular Block then specify only Block. If
planning to setup for a Floor of a particular Block then choose Block and Floor. If planning for a
particular section of the Floor then choose Block, Floor and Section.

Max Rows: Specify number of rows that you want to display in the Floor Plan.

Max Cols: Specify the number of columns required for the Floor Setup.

Row Height: Specify the height of each row that is required for the Floor setup. Default size is 35.

Col Width: Specify the Column width required for the Floor Plan Setup. Default size is 86.

Refresh: When clicked on Refresh button, Floor Plan Spread will get refreshed. If details for the
specified Block, Floor, Section is available then system will paint the pre-defined floor plan else will
setup the Grid based on Max rows, Max Cols, Row Height and Col width input criteria.

Clear All: When clicked on Clear All button, all the details in the screen will be cleared.



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13.2.12.1 Details Panel


Room/Other: To indicate whether Room related information is being specified or Non room related
information is being specified.

Room No: When Room is selected then Room No. is visible. Valid Room Number should be specified.

Description: When Other is selected then Description is visible. User can specify any description up
to 10 characters which will be visible on the Grid of the Floor Plan.

Comments: Comments can be specified either pertaining to a room or for Non Room related. The
comment will be displayed as a Tool Tip when mouse is taken on that Cell in Floor Plan Inquiry.

Image: User can specify the Image that should be displayed pertaining to that room or non room
specified. By clicking on the Browse button next to Image will allow you to choose from any location
which user has access to.

Attribute Image: Attribute Image reflects to indicate whether Room is Sea Facing, Garden Facing or
Handicap room, No Smoking room, etc. In case of Non Room user can indicate by giving Fire images
for Fire Exit and Stairs Image, etc. By clicking on the Browse button next to Image will allow you to
choose from any location which user has access to.

Inventory File: Each room has some items like, TV Remote, Coffee Maker, Cups, Glasses, etc. If some
rooms have standard items and some rooms have extra items, then Inventory can be stored in a file
(which is explained below) and that file can be attached to the selected Room. Inventory is usually
applicable to the Room.

Back Color: Clicking on this button will display a Color palette and user can choose the color that
needs to be filled in the selected Cells of Floor Plan Grid.

Fore Color : Clicking on this button will display a Color palette and user can choose the color that is
required for the Text specified in the selected Cells of Floor Plan Grid.

Border Color: Clicking on this button will display a Color palette and user can choose the color that is
required for the Borders of the selected Cells of Floor Plan Grid.

Clear Border: Clicking on this button will clear the borders of the selected cells of Floor Plan grid.

Cell Border : Clicking on this button will add the borders for the selected cells of Floor Plan Grid

Clear: Clicking on this button will clear the contents of the selected cell of Floor Plan Grid.


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13.2.12.2 Room Inventory Panel



On the Right hand side of the Room Inventory File, system lists the entire inventory that is applicable
for Room. Click on the Select Check box and specify the quantity that is applicable for that room.
Once the item is selected and quantity is specified, click on Save File. System will prompt you to
specify the file name. Specify the file name and system will list the file name under File Name spread.
Double click on the file listed in File Name spread to attach the same to the Room. When Double
clicked, you will notice that Inventory File text box is filled with the Inventory file name.

Save: By clicking on this button the entries that have been changed or added can be saved. If this is
not clicked on Refresh button is clicked then all changes will be lost.

Close: Clicking on this button will close the Floor Plan Setup function.

13.2.12.3 How to merge Cells in Floor Plan setup?
Merging of Cells in Floor Plan setup is dependent on the Description (in case of Others) and Room No.
(In case of Room). Highlight two cells and in the Details Panel specify the details. System will
automatically merge highlighted Cells.

13.2.12.4 How to remove merging of Cells?
Select the merged cells and click on Clear button in Details Panel. This will remove the merging.

13.2.12.5 How to color the Cells without specifying any text?
Cannot color a cell without specifying either Room No. or Description. To overcome this specify. (Dot)
and specify the fore color same as back color.

Please note that in the example provided all the walk way is represented in Grey Color. When more
different column and rows are merged together, system will not merge them correctly. In order to
overcome Column 2 has been merged with the Description as.. (2 dots) and column 6 has been merged
with the description .. (2 dots) and row 2 and row 6 has been merged using Description as . (1 dot)



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