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Table of Contents 1 of 6

INTRODUCTION 1
Registration of the Product 1
Installing Medallion 1
System Requirements 1
Staging 1
Administration 2
Learning Medallion 2
Customer Support 2
About the User Guide 1
Terminology and Usage 1
Navigating the User Guide 1
Menu Bar 3
Folder Tabs 3
The Plan Module 1
MEDALLION THE APPLICATION 1
Data Entry inside Medallion 1
MEDALLION – DAY-TO-DAY 1
Logging into Medallion 1
Exploring Navigation in the Room Plan 2
Functions and Navigation Options of the Room Plan 5
General Navigation 5
The Menu Bar 5
Speed Bar Functions 9
Drag Navigation Option 9
INSIDE THE PLAN MODULE 13
The Status Panel 13
Guest Messages 13
User Messages 16
Interface Manager 17
Lost Calls 18
Status of Reservations 18
Status of Room 19
Entering an Notes on the Calendar 20
Selecting a Calendar Note Color 21
To Edit/Change Calendar Notes 22
Delete Calendar Notes 22
Display Options 24
Display Colors 25
Information 25
Filter 27
General Operations In Reservations 28

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To Copy a Reservation 28
To Delete a Reservation 30
To Extend or Shorten a Reservation 32
To Move a Reservation 33
To Divide a Reservation 35
Views of the Plan Module 37
Making Reservations inside Room Type Plan 37
Making an Individual Reservation from the Room Type Plan 37
Management of “Not-Allocated” Reservations 38
Folder Tabs of the Reservation Window 39
Making Reservations 43
Searching for Reservations 43
Inside the Reservation Window 45
Allocating a Reservation 46
Making an Individual Reservation 48
Family Reservations 52
Making a Reservation from the List Window 52
Making a Group Reservation 56
Creating a Rate Plan and Code 58
Adding Packages to a Reservation 58
Adding Special Requests to a Reservation 58
Checking a Guest In or Out 59
Checking a Guest In 59
Posting a Payment before Checking In 60
Checking Out a Guest 63
Settling the Guest Account 64
The Folios Module 1
INSIDE THE FOLIOS MODULE 1
What is a Folio? 1
Folio Operations and Navigation 1
Searching in Folios 2
Search by Guest 4
Search by Group Master 8
Search by House Account 10
Search by Folio Number 10
Posting inside the Folio 10
Moving a Folio 10
Printing the Folio 10
House Accounts 13
Opening a House Account 13
Edit House Account 13

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Archieve House Account 13


Room Type
Reservations 1
ROOM TYPE RESERVATION? 1
Making Individual Room Type Reservations 1
The Group Module 1
INSIDE THE GROUP MODULE 1
Navigation in the Group Module 1
Groups Menu 1
New Group/F2 2
Edit Group Reservation 2
Edit Checked-In Group 2
Delete Checked-In Group 2
Navigation Inside the Group Master 3
Icon Bar 3
Making Group Reservations 3
Plan Module 3
Group Module 4
Blocking Rooms 6
Allocating a Group Reservation 8
Change a Group Member Room 10
Group Check-In/Check-Out 10
Change Group Rate 10
How do you recognize a Group Reservation? 10
Change the Color of a Group 11
Scheduling Banquets 1
BANQUETS OR EVENTS 1
Making the Reservation 1
Accounting Office 1
INSIDE THE ACCOUNTING OFFICE 1
Opening the Accounts Office Window 1
What is the difference between Debtor and Debtor Account? 1
Opening a Debtor Account 2
Edit a Debtor Account 3
Closing a Debtor Account 3
Search for Debtor Account/Invoice 3
Debtor Payment 4
Unallocated Payments 4
Payment refund "Paid Debtor" 4
Edit "Paid Debtor" 4

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Edit Debtor Terms 5


View Debtor Folio 5
The Menu of the "Accounts Office" Module 5
Accounts Office 5
Connecting to Word 1
INSIDE THE TEXT EDITOR MODULE 1
Connection to Microsoft "Word" 1
Generating Reports 1
INSIDE THE REPORTS MODULE 1
Data Stored in History 1
INSIDE THE HISTORY MODULE 1
Guest History 1
Editing a Guest History Record. 2
Merging Guest History Details into Word Documents. 2
Housekeeping Module 1
Housekeeping 1
Housekeeping Screen 1
Block Room 1
Re-Instate Blocked Room 1
Edit Blocked Room 1
Statistics 1
INSIDE THE STATISTICS MODULE 1
The CTRL Module 1
INSIDE THE CTRL MODULE 1
Event log 1
Transaction Journal 1
Archiving Data 1
INSIDE THE ARCHIVE MODULE 1
Travel Agent Information 1
INSIDE THE TRAVEL AGENT MODULE 1
Managing Your
Property 1
MANAGING WITH MEDALLION 1
Completing the End of Shift Procedure 1
Printing the End of Shift Report 3
Completing the End of Day Procedure 4
Print EOD Reports 6
Print EOM Reports 6

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The Posting Process 6


Room Posting 6
Fast Posting 6
Direct Posting 6
Database Backup 7
7
The Phone Book 7
7
Waitlist 7
7
Authorization List 7
7
Medallion Export/Import 7
Back Office Transfers 7
7
Individual Transfers 7
Medallion Day-to-Day 1
LESSONS & EXAMPLES - 1

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User Guide
INTRODUCTION 1 of 2

INTRODUCTION
Welcome to the SoftBrands Family of Users! By purchasing Medallion Property Management
System, you have selected the best of “old world” operations with “new world” technology. The
system is simple to use, additionally it provides productivity and flexibility in both function and form.

Registration of the Product


After purchasing Medallion your site is issued with a license. This license contains all information
pertinent to the customer. The license number is used as an identification and registration code
that is unique to your property. In essence your property is automatically registered when the
license is issued.

Installing Medallion
System Requirements
See Appendix A for system requirements.

Staging
Once you have purchased Medallion PMS specific information unique to your property is required
to complete the installation of your system. Staging is the first process of installing Medallion Prop-
erty Management System and Softbrands Hospitality provides support for the staging of your sys-
tem. Staging may be completed on-site or in-house, it’s your choice. Completion of the Pre-
Installation Questionnaire is the first step of the process.

Having completed the Pre-Installation Questionnaire installation on the following equipment is per-
formed:
• Installation of the Server Operating System
• Install the application on to the Server
• Installation of application on Workstations - Listed below are 3 options to choose from and
the definitions for each:
• Server - Select this option to install a Medallion 6 server
• Installs Medallion 6 onto desired drive
• Installs ODBC / BDE configuration to default Main-Medallion & Training-Medallion
• Thin Client - Select this option to install a Medallion 6 Thin Client
• For use on client machines requiring Medallion 6 executable via a network share.
• Installs Medallion 6 icons via UNC or Network drive letter
• Full Client - Select this option to install a Medallion 6 Full Client.
• For use on client machines requiring Medallion 6 executable to be physically
installed on the local system.
• Installs Medallion 6 onto desired drive

User Guide
2 of 2 INTRODUCTION

The installation process in both steps 2 and 3 involve running the installer. After the installer is acti-
vated and the process is complete this section of the installation is finished.

Administration
Configuring Medallion for your property is the next step in the installation process. Administration
of your system involves creating users and assigning them, rights defining your property configura-
tion and building specific attributes of Medallion to fit your site. The Admin Module of Medallion
PMS is also the maintenance area of the system and can be updated when required. Updating and
maintenance of the Admin Module for Medallion will be discussed later in this guide.

Learning Medallion
In addition to this User Guide, SoftBrands provides training in various ways. Listed below are just a
few training methods offered:
• On-site training.
• Classroom training at a Certified Training Center.
• Online training via Internet.

Any combination of the above to meet your special needs.

Additional training choices are available for your specific requirements. Your training information
can be found in your contract.

Customer Support
SoftBrands makes 24 hour, 7 day-a-week support available to its customers either directly or
through our trained business partners worldwide. Information regarding your support agreement is
available in your contract.

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About the User Guide 1 of 4

Chapter 1: About the User Guide


The focus of this document is to support the user in the operation of Medallion software. The infor-
mation presented in this guide is provided as examples for operations and/or functions that are
configured in specific ways. Operations and/or functions may perform differently according to the
configuration of your property.

By providing a User Guide that is both informative and easy to understand we hope to make your
journey through Medallion a beneficial experience. The following information provides guidelines
and terminology to aid in your understanding of the User Guide.

Terminology and Usage


Definitions referring to Medallion PMS and additional terminology are included in the Glossary of
this document. For your convenience and understanding some terms used early in the context of
this manual are listed below:

Table 1 Terms and Definitions


TERM DEFINITION
Cursor A bright, usually blinking, movable indicator on a display, marking the position at which a character can be
entered, corrected, or deleted.
Field A field is an element of a database record in which one piece of information is stored.
Hardware Actual equipment, “the part you can touch” (e.g. Terminal, keyboard). The physical, touchable, material
parts of a computer or other system.
Mouse The mouse is a device used to manipulate an on-screen pointer that's normally shaped like an arrow. With
the mouse in hand, the computer user can select, move, and change items on the screen.
Path A route through a directory (grouping or structure) that locates a specific file to be accessed. An example
of this would be C:\YourHotel\Reservations\December\120304, this path would direct your system from
the main directory Your Hotel to a Reservation File in the month of December named 120304.
Reboot Rebooting the system involves turning (a computer or operating system) off and then on again; to restart.
Screen The information or image displayed at a given time on a computer monitor.
Software The instructions executed by a computer, as opposed to the physical device on which they run (the
"hardware"). Software can be split into two main types - system software and application software or
application programs. When used in this manual we are referring to Medallion, the application.
Tree A grouping or structure for organizing or classifying data in which every item can be traced to a single
origin through a unique path. Trees are organized into Branches (subgroups).
Window A rectangular area on the screen that displays its own file or message independently of the other areas of
the screen.

Navigating the User Guide


Familiarizing yourself with the computer keyboard assists with navigating and operating Medallion.
A graphic of the keyboard identifying navigation keys used in Medallion for day to day operations is
displayed below:

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Figure 1. Computer Keyboard

The Enter Key it is identified using this graphic. Using the mouse to click OK achieves the
same action as using the Enter Key.

The Tab Key it is identified using this graphic. Using the Tab Key moves the user from one
field to the next, usually in a top left to bottom right direction.

Opening functional windows in Medallion can be accomplished in the following ways:

Function Keys from the computer keypad:

FUNCTION KEYS – PLAN MENU


IMAGE DEFINITION
New Reservation

Search Rooms

Check out guest

Fast Posting

Direct Posting

Phone Book

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Menu Bar

Figure 1: Room Plan Menu

Clicking on the Menu Bar opens a drop-down menu enabling selections to be made from a sub-
menu displaying information.

Folder Tabs
Admin Module
Medallion Application

Access to major functional areas is achieved by Clicking on a Folder Tab which opens either a
Tree or Window enabling attributes to be assigned or data entered.

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Chapter 2: The Plan Module


MEDALLION THE APPLICATION
Data Entry inside Medallion
Information regarding segments of the application is referred to using distinct identifiers within this
guide. The User Guide identifies specific segments of Medallion in the following ways:

When referring to fields by using text and not a graphic, Fields are identified using <FIELDS>. An
example:
• Clicking in the <NAME> allows data to be entered into field and stored for later use.

When referring to buttons by using text and not a graphic, Buttons are identified using
[BUTTONS]. An example:
• Clicking the [INSERT] button opens windows or causes an action.

When buttons are not available they are grayed out and will not activate when clicked. Available
buttons are not grayed out, and when clicked on an action is performed.

When referring to folder tabs by using text and not a graphic, Folder Tab identifiers are identified
using {FOLDER TAB}. An example:
• Clicking on {FOLIOS} with the mouse opens the Folios window within the application.

MEDALLION – DAY-TO-DAY
Medallion offers many options to perform your day-to-day tasks. Opening a work area convenient
to the task at hand and/or the functions performed at your particular property is just a mouse click
away. After initial access to Medallion the application opens to the last work area displayed.

Logging into Medallion


The Login Screen is the first screen displayed when entering Medallion PMS. Logging in with your
name and the password assigned by the administrator of your system is necessary before access-
ing the system. Type your information into the appropriate areas of the Login Screen. Entering
your name and password using upper or lower case is acceptable. The screen is displayed as fol-
lows:

Figure 2-1: Login Screen

Pressing "Enter" or clicking on "OK" with the mouse logs you into the system. Medallion opens in,
the Room Plan otherwise referred to as the Tape Chart, displayed below:

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Figure 2-2: Room Plan or Tape Chart


NOTE: MEDALLION OPENS TO THE WINDOW OF THE LAST MODULE ACCESSED
AFTER THE INITIAL OPENING.

When opening Medallion at the start of each day always check the system and business dates.
The two date should always match. If the dates are not the same it is an indication that the End of
Day Procedure was not completed the day before.

NOTE: MAKE SURE TO COMPLETE THE END OF DAY PROCEDURE EACH DAY. THIS
PROCEDURE IS DISCUSSED IN MORE DETAIL LATER IN THIS GUIDE.

Exploring Navigation in the Room Plan


Once Medallion is open, maneuvering inside the application with ease is desirable. The The follow-
ing information is provided to familiarize the user with the navigation features of Medallion.

The Room Plan, being the window the application opens in is the first area to be explored. It is
divided into several modules accessed by menus, folder tabs, panels, and icons. Modules contain
windows displaying fields. The fields are data entry areas that store the data you enter to be
retrieved for later use. This information is utilized for reservations, reports, and a variety of other
functions.

Medallion provides a variety of navigating tools giving you a choice and discovering the most com-
fortable way to perform your daily operational tasks. In the following material each navigational tool

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will be briefly defined. Following is a graphic that identifies the various sections of the Room Plan
Module.

Figure 2-3: Identification Chart


Utilize the graphic above to assist with identifying the navigational tool being defined. Below are
brief definitions and/or descriptions for each area of the Room Plan window.
1. Menu Bar – A navigation feature that selects functions by left clicking on a menu opening a
drop-down menu.
2. Speed Bar – A navigation feature that selects functions by left clicking on an icon. Different
speed bar icons are available according to what module you are working in.
3. System Date – Displays the actual date from the computer clock.
4. Business Date – Displays the current trading date as defined by the last End of Day per-
formed. Financial and statistical information accrues against the current Business Date.
5. Folder Tabs – A navigation feature that selects modules by left clicking on a folder tab.
6. View Options – A navigation feature that opens a different view by left clicking on an icon
and acts as a toggle to change views. This option allows data to be grouped according to
room type, allocation of rooms, etc. Operations can be accessed by different methods
according to the view being displayed.
7. Display Options – Users may define two separate Room Plan Views with different number
of days and rooms included.

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8. Tape Chart – Displays the main area of the room plan where performing day-to-day tasks
take place. This area will be explored further later in the user guide.
9. Status Panel – Displays the status of different system features.
10. Room Filters – Displays room information according to type of room, such as Deluxe or
Presidential.
11. Room Numbers & Types – Displays room information relating to each room.
12. Occupancy – Displays the occupancy of your property.
13. Calendar – Displays the selected month in the Tape Chart of the Room Plan window.
14. Room Attributes – Displays and filters room by the attribute, such as fire and/or Jacuzzi in
room, or connecting room.
15. Time Period Display – Changes display in the tape chart by last month or week, current day,
or next week or month.

Figure 2-4: Time Display


• Double Arrows display time by advancing one month into the future or one month into the
past.
• Single Arrows display time by advancing one day into the future or one day into the past.
• Clock always displays the present day.
16. Trash – Functions as the recycle bin. Deleted files are maintained until file is permanently
deleted from Trash.

Additionally, Medallion allows the user to view short definitions when the mouse rests on an icon
briefly. An example is shown in the graphic below:

Figure 2-5: Balloon Example

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Functions and Navigation Options of the Room Plan


General Navigation
Navigating in the Room Plans to make a reservation can be accomplished by a number of meth-
ods. General Navigation features include:
• Right mouse click opens a menu of choices depending on the section of the room plan you
are in.
• Clicking on a folder tab opens the window of the folder selected.
• Clicking on an icon opens the window of that icon.
• TAB key moves user from one field to another.
• Drag – Clicking on an area, continue to hold down the left mouse button, and move the
cursor across the window. Release the mouse button and a function is performed. Using this
method in Medallion opens a reservation window from the Room Plan view.

The Menu Bar


The Menu Bar has 4 menus to choose from, The Main Menu, Plan, Management, and Help.
• The Main Menu access functions effect the system:
- Login – Logs into the system
- Logout – Logs out of the system
- Lock the System – Locks the system for security, user with rights may log back into the
system
- Guest Messages – Opens messages for guest to view or edit
- User Messages – Opens messages to the user to view or edit
- Telephone Interface
- Interface Keyboard AOP
- Connect to test The System
- Switch to Database – Gives the option of selecting a live or training database
- Exit – Exits or logs out of the system
• The Plan Menu access modules, functions, or effect display options within the Room Plan:
- Search Guests – Opens a window to search for a specific guest
- Search Rooms, Function key F3 – Opens window to search for a specific room
- Display Names – Having this item checked displays the name of the guest within the
Room Plan
- New Reservation, Function key F2 – Opens window to make a new reservation.
- Family Reservation
- Group Reservation
- Walk In
- Recycle
- Arrival by Time
- Auto Allocate
- Checkout

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- Express Checkout
- Print Registration Cards
- Print Selection
- Preferences – Set preferences for display colors, calendar display, room display, and
reservation information
• The Management Menu performs functions that maintain and manage the information stored
on your system. The functions include:
- End of Shift – Selection of this option opens a window to view and process end of shift
activities.
- End of Day – Selection of this option opens a window to view and process end of day
activities.
- Print EOD Reports – Selection of this option prints End of Day reports.
- Print EOM Reports – Selection of this option prints End of Month reports.
- Audit – Performs property audit.
- Room Posting – Opens window to view and perform posting of charge per room.
- Fast Posting or Function key F7 – Opens window to perform fast posting.
- Direct Posting or Function key F8 – Opens window to perform direct posting.
- Database Backup – Performs a back up of information stored in the property database.
- Phone Book – Provides a search for businesses and entertainment facilities in the area
of your property, such as telephone, address and other data.
- Waitlist – Opens a window to view the Wait List
- Authorization List – Opens a window displaying charges per guest and performs
authorization for credit cards.
- OTA Interface Inventory -
- Medallion Export/Import – Performs the process of exporting or importing data.
- Back Office Transfers – Performs the process or exporting or transferring account
information
- Individual Transfers – Performs the process of exporting information regarding property
and/or groups

Accessing the menu bar is one method for opening the various modules of Medallion. You can
carry out functions by choosing options from the menu of individual modules. The following instruc-
tions provide an example of how to use the menu bar:
1. Click on the name of the module to access:

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The Plan Module 7 of 64

Figure 2-6: Using the Menu Bar


2. Selecting the module you want to access opens a corresponding window:

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Figure 2-7: Open Window – Using the Menu Bar


3. Enter information in the appropriate field or select and icon to perform the function.

NOTE: FURTHER INFORMATION REGARDING FUNCTIONS IS PROVIDED LATER IN


THIS GUIDE.

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The Plan Module 9 of 64

Speed Bar Functions


Following is a table listing the icons and buttons for reservations that:
• Create new reservations
• Activate and/or perform functions
• Open windows for input of information

Speed Bar Icons


Icons Image Description/ Window Opened/Action Performed
Individual – opens to the Individual Reservation Window
Individual Reservations are made independently of other reservations and check-in/out is
completed independently.
Family – opens to the Family Reservation Search window that can be search by entering the
last name of the family. If the family is found information can be inserted into new reservation,
updated and completed as a new Family Reservation.
Family Reservations are made for a family unit and check-in/out is completed as one action.
Group – opens to the Group List window and lists all groups registered at the property. After a
brief pause the Group Reservation window opens allowing reservations to be made.
Group reservations are made for a group of individuals, such as a company or convention.
Check-in/out can be completed as multiple actions at different intervals.
Walk In – opens to the individual booking
Search Guests – opens to the search window for guests.
Enter the last name of the guest and value is returned for all guests registered with that last
name. Information pertaining to the guest can then be accessed by selecting the following but-
tons: Show in Plan, Reservation, Folio. Selecting close will close the search function.
Room Search – Pressing F3 function key on the keyboard also opens to the search window for
rooms. Enter the room number and press the search button to begin the process.

Automatically Allocate – opens the window to allow automatic allocation of a room.

Logout – Exits the System

Lock the System – Locks the current screen requiring the current user to re-enter their pass-
word.

Check Out – opens to the Fast Check Out screen.

Direct Posting – allows for direct posting to specific folios. Usually used for Retail or Kiosk
Sales. Shortcut F8.

Fast Posting – Allows for standard posting to any guest folios. Shortcut F4.

Right clicking on the room displays pop-up

Drag Navigation Option


Following is an example of how to use the drag option:
1. Clicking on an area for the start date of the reservation, continue to hold down the left mouse
button, and move the cursor across the window. Inside the room plan this method can be
used to begin the reservation process.

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Figure 2-8: Example – Drag Option


2. When the mouse button is released the reservation screen opens as follows:

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The Plan Module 11 of 64

Figure 2-9: Open Window - Drag Option


3. After entering all information required and clicking on OK the Room Plan window appears as
follows:

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Figure 2-10: Completed Reservation-Drag Option

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Inside the Plan Module


The Status Panel
The Status Panel of Medallion monitors functionality of various processes such as, Guest Mes-
sages, User Messages, the Interface Manager, Lost Calls, Confirmation List, Deposit List, Wait
List, and others according to the system configuration of your property. The follow graphic labels
the processes that are monitored within the status panel:

Figure 2-11: Status Panel

Guest Messages
Guest Messages displays a blinking red light when there are guest messages to open. The mes-
sages left for guests are entered and opened by two different methods. The first method is utilized
from the Status Panel described below.

Entering a new guest message:


1. On the status panel select the icon for guest messages. The following window opens:

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Figure 2-12: Entering a New Guest Message


2. Select the icon boxed in red from the figure above. The following window opens:

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The Plan Module 15 of 64

Figure 2-13: New Message Window


3. Enter the Name, Room, and Subject of message. Next enter the message for the guest.
After entering all appropriate information all buttons become fully functional. Click on the OK
button and the message can be opened at a later time for the guest.
4. After completing the instructions above and the windows are closed a Red Light flashes to
alert the user that Guest Messages are waiting to be delivered.

Delivering a Message
1. Click on the icon with the flashing light for Guest Messages.
2. Select the message to be opened. Double clicking on the message or selecting the Edit icon
opens the message window.
3. Check Delivered when the message is delivered to the guest. Medallion stamps message
with time and date of delivery.

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Figure 2-14: Edit Message - Delivered


4. Clicking OK closes the Edit Message window.

User Messages
User messages are messages left for employees that use the Medallion system. The messages
are used for general information that can be shared by all employees. User messages are not to
be confused with email and do not contain any security features.

Entering a User Message


1. Click on the User Message icon. The following window opens:

Figure 2-15: Enter User Message

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The Plan Module 17 of 64

2. Clicking on the icon above opens the following window:

Figure 2-16: User Message Window


3. Click on the area boxed in red and the following window opens:

Figure 2-17: Contact List - User Message


4. From this window you can choose pre-configured contact lists. Place a check in the check
box for each contact. Click on OK to complete the process.

Interface Manager
The Interface Manager monitors interfaces configured for your property ensuring the interfaces are
functioning properly. If the interfaces are not functioning properly the icon’s red light flashes as a
warning alerting the employee that there is a problem with interfaces.

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Lost Calls
Lost calls are telephones calls made from vacant rooms, rooms that guests have checked out or
unallocated rooms. Medallion tracks lost calls and places them in a house account to allow track-
ing of revenue from these calls.

Clicking on the Lost Calls icon opens directly to the Folio House Account shown below:

Figure 2-18: Lost Calls Folio

Status of Reservations
Medallion provides the ability to set color preferences for display options. Setting color preferences
for the status of your reservations can be set while in the room plan by right clicking on the reserva-
tion and choosing color from the pop-up menu as shown below:
1. Right clicking anywhere on the reservation bar activates a pop-up menu:

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The Plan Module 19 of 64

Figure 2-19: Reservation Status

Figure 2-20: Pop-up Menu


2. Select Color from the pop-up menu and the following window opens:

Figure 2-21: Select Color


3. Select the color to be used and the window closes.

NOTE: THE PROCESS DECRIBED ABOVE IS ONLY TEMPORARY. TO SET YOUR


COLOR PREFERENCES FOR RESERVATIONS PERMANENTLY ADVISE OUR
SYSTEMS REPRESENTATIVES DURING INSTALLATION.STATUS OF MES-
SAGES

The status of Guest Messages and

Status of Room
Checking the status of a room is as simple as a glance with Medallion. Room status is displayed
within the Plan Module. The small lights next to the room number and type indicate whether the
room is ready for occupancy.
• Red light indicates the room is dirty
• Gold indicates the room is clean

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• Green indicates the room is clean and inspected

Figure 2-22: Room Status – Plan Module View

Room status can also be checked by additional methods and in various views, such as:
Right clicking on the room
displays this pop-up.

Figure 2-23: Room Status Pop-up

Mouse-over activates
this balloon with status
information.

Figure 2-24: Room Status Balloon

Entering an Notes on the Calendar


Medallion gives you the option of placing various notes on the calendar displayed in the Plan Mod-
ule. Each occurance can then be highlighted with color to bring attention to the upcoming note.

Entering a note such as construction taking place on your property or entrances being blocked to
the property, can be entered on the calendar displayed in the Plan Module by following the instruc-
tions provided below:

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Right click within the top 3 rows of the calendar displayed in the Plan Module. The following is dis-
played:

Figure 2-25: Enter New Calendar Notes

Click on New Calendar Notes the following window opens:

Figure 2-26: Calendar Notes Window


Enter all relevant information. The <Line> field indicates what line of the Plan Module the event is
being entered on. After entering all information and clicking OK the process is complete.

Selecting a Calendar Note Color


The note color can be changed by clicking on in the area indicated:

Figure 2-27: Calendar Notes – Select Color

Click on the color to be chosen, then click OK in event window.

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To Edit/Change Calendar Notes


Right click on the event to be changed and the following pop-up is displayed:

Figure 2-28: Calendar Notes – Edit or Change

Select Edit from the menu. The Event window opens, make the necessary changes and click OK.

Delete Calendar Notes


Right click on the event to be deleted and the pop-up menu is displayed:

Figure 2-29: Calendar Notes – Delete


1. Select Delete and the folllowing message is displayed:

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Figure 2-30: Calendar Notes – Delete Message


2. Select Yes and the event is deleted.

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Display Options
Display options for the Plan Module are set in the preferences menu as shown below, alternately
you can Right Mouse Click anywhere on the ribbon chart, choose Preferences:

Figure 2-31: Display Options – Preferences

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Display Colors
Follow the instruction below to change/select colors for your display.

After clicking on the option above the following window opens:

Figure 2-32: Colors Palette

The {Colors} tab is displayed. Colors are applied to the area selected. For example clicking on the
box in front of Color for Room No. and Floor No. will apply colors that are selected to that area of
the Room Plan. Clicking on the box in front of the label opens the following window:

Select a color by clicking on it. Additional colors are located in the Custom Colors or additional
colors can by defined by clicking on the button labeled Define Custom Colors.

Information
Follow the instructions below to set preferences for what information is displayed in your Room
Plan:
1. Open the Preferences window.
2. Select the {Information} tab. The window opens. Under Room Plan changing the number of
Room and/or Days in the corresponding view is done by using either the up or down arrow to
increase or decrease the number being displayed as shown below. This changes the total
number of Room/Days being displayed in either view.

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Figure 2-33: Preferences – Number of Rooms Displayed


3. Checking the boxes of information affects what is displayed in when you hover the mouse
pointer over a booking in your Room Plan. Check all boxes required and click OK to com-
plete the process.

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Filter
Follow the instruction below to set preference of how information is filtered in your Room Plan:

Open the Preferences window.

Select the {Filter} tab. Checking All or None determines if room codes are able to be filtered or not.
See below:

Figure 2-34: Preferences – Filter Setup

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General Operations In Reservations


The reservation windows discussed above have various operations that can be performed in each
window.
• Copy Reservation
• Delete Reservation
• Extend/Shorten Reservation
• Move Reservation
• Dividing or Splitting a Reservation

To Copy a Reservation
1. In the Room Plan view, right-click on the reservation to be copied. The following menu pops
up:

Figure 2-35: Copy – Pop-up Menu


2. Select copy from the menu. The following window opens:

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Figure 2-36: Copy Reservation


3. Enter the new dates of the reservation. Room Numbers come into view; select the Room No.
from the left side of the window. Click OK to complete the process.

Figure 2-37: Copy Reservation – Dates Entered

NOTE: IF THE BOOKINGS CURRENT RATE PLAN HAS NOT BEEN CONFIGURED FOR
THE ROOM THE FOLLOWING MESSAGE POPS UP AND YOU CANNOT COM-
PLETE THE PROCESS.

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Figure 2-38: Warning Message - No Rate Plan Configured

To Delete a Reservation
1. From the Room Plan view, right-click on the reservation to be deleted. The following menu
pops up:

Figure 2-39: Delete Room

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2. Clicking on Delete displays the following message:

Figure 2-40: Warning – Delete Reservation

Clicking on Yes deletes the reservation.

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To Extend or Shorten a Reservation


1. From the Room Plan view, select the reservation to be extended or shortened. Using the
drag method, click on one end of the reservation, keep mouse key depressed until the cursor
changes to a hand. Move the mouse either right or left, (dragging). If a guest is arriving ear-
lier than the original reservation drag to the left, if the guest is staying long drag to the right.
The reservation can be adjusted to either extend or shorten the stay simply by dragging the
mouse. See below:

NOTE: HISTORICAL BOOKINGS CANNOT BE MOVED IN THIS WAY.

Figure 2-41: Change Reservation Period – Drag Method

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To Move a Reservation
1. From the Room Plan view, right-click on the reservation to be moved. The following pop up
menu is displayed.

Figure 2-42: Move Reservation


2. Click on move and the following window is displayed:

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Figure 2-43: Move Reservation - Reason


3. Select a Reason for the move and click OK. Moving the reservation is complete.

NOTE: NOTE THE DATE AND ROOM, USING THE DATE BAR AND THE ROOM BAR,
BEFORE YOU COMMENCE WITH ANY MOVE, EXTENSION OR SHORTENING
OF A RESERVATION!

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To Divide a Reservation
A booking can be divided when a guest is moved during their stay. The divide may be moved in
advance for planned room moves. To Divide a booking:
1. From the Room Plan view, right-click on the reservation to be divided. The following pop up
menu is displayed.

Figure 2-44: Divide Reservation – Step 1


2. Click on Divide and the following window opens:

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Figure 2-45: Divide Reservation – Reason


3. Select the reason for dividing the reservation. Click OK and the reservation is divided.

Figure 2-46: Divide Reservation - OK

Figure 2-47: Divided Reservation

NOTE: IMMEDIATELY AFTER COMPLETING THE SPLIT RIGHT-CLICK TO ACCESS


THE POP-UP MENU AND SELECT ROOM MOVE. THIS VACATES THE OLD
ROOM AND OCCUPIES THE NEW ROOM. YOU DO NOT NEED TO CHANGE
INVOICES.

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Views of the Plan Module


Medallion provides different ways to organize data that can be view in various ways. The icons
associated with each view or function are found on the upper right portion of the Room Plan view
(refer to Identification Chart – Function Options number 6). Each view gives different functions to
view or make a reservation. Information can be viewed by:
• Room Type Plan
• Reservation Table
• Room Plan

Making Reservations inside Room Type Plan


A Room Type Reservation is a reservation made without allocating a room. Room Type Reserva-
tions are not shown in the Room Plan view as a reservation bar and can only be viewed in the Res-
ervation Table or the Occupancy area by right clicking on the date the reservation was made.
Please refer to the Identifcation Chart for location of the Occupancy area of the Room Plan. Room
Type Reservations are covered in more detail in Chapter 3.

Making an Individual Reservation from the Room Type Plan


1. Click on the icon for individual reservations. The following window is displayed:

Figure 2-48: Individual Reservation – Room Type Plan


2. Complete all relevant information and click OK.

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Making reservations of all types is completed as in the Room Plan view, the only difference being
that they are unallocated and not displayed in the Room Plan.

Management of “Not-Allocated” Reservations


Using the Occupancy area is the best way to manage reservations that have not been allocated.
This area of the Room Plan provides information such as the number of rooms not allocated, tenta-
tive/provisional reservations and the number of vacant rooms per day.

Right-clicking on the date of a specific number of unallocated rooms displays a pop-up menu with
options to choose from.

Selection of Unallocated for a specific date shown below:

Figure 2-49: Unallocated Pop-up

The following window is displayed:

Figure 2-50: Unallocated Rooms

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Allocating the reservations displayed is as simple as choosing the Auto Allocate icon from the
icon bar or double-clicking on the unallocated reservation opens the reservation window. From the
reservation window click the Allocate icon from the bottom of the screen and assign the room.

Folder Tabs of the Reservation Window


The Individual Reservation has 4 additional folder tabs that are accessed to view information per-
taining to each reservation. A brief definition of each folder tab is provided in the following sections.

Profiles

The Profiles Folder Tab contains detailed information on the guest, company and up to 2 travel
agents stored for later use by the system. Information pertaining to reservations can be entered
through this window also.

Figure 2-51: Reservation Window – Profile Tab

Exploring the Profile Tab

Contained in the Profile Tab are various fields and additional tab that access various functions. The
functions and definitions are identified below:
• Split Charges - split the charge of reservation between guests
• Save in History Now - saves reservation in history immediately
• Company - company information related to reservation
• Travel Agent 1 -
• Travel Agent 2 -

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• Assigning a credit card to guarantee the reservation can be completed in the Profile tab. See
instruction below:
1. The double dollar icon next to the Birthday/Place field starts the process as displayed below:

Figure 2-52: Credit Card Guarantee in Profile


2. Clicking on the double dollar icon as displayed above opens the following window to add a
new credit card and assign the card for guarantee of reservation:

Figure 2-53: Assign Credit Card in Profile


3. Completing all relevant information and clicking OK assigns the credit card for guarantee of
the reservation.

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Folios

The Folios Folder Tab provides access to the folios associated with a reservation. All room and
other charges are posted to folios either automatically as part of the Room and Tax or End of Day
Process, automatically by interfaces or manually as required. Each Reservation may have up to
six folios associated with it.

For more detail see Inside the Folios Module.

Figure 2-54: Reservation Window – Folios Tab

Additional Charges

This folder tab allows for the establishment of Additional Charges that will automatically billed by
the Room and Tax Billing process. The charges may be daily, or on specific days of stay by using
the scheduler.

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Figure 2-55: Reservation Window – Additional Charges

Change Log

The Change Log Folder Tab displays a log of all actions made on the reservation being accessed.

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Figure 2-56: Reservation Window- Change Log

Making Reservations
Medallion has four (4) categories of reservations:
• Individual – Reservations made in this category are under the individual name, but can
pertain to more than one person sharing a room.
• Family – A Collection of Individual Reservations that arrive and depart together.
• Group – A Collection of Reservations that may arrive and depart together or at different date
/ times.
• Walk-In – Reservations made in this category are very similar to individual excepting that the
person walks in with no previous reservation and checks into available rooms.

We will explore the Reservation Module in more detail in the following sections.

Searching for Reservations


Medallion gives you the ability to search for information stored in history files when making reser-
vations. All reservations can be searched for by activating the Guest Search window by clicking on
the Guest Search Icon. Clicking this icon opens the following window:

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Figure 2-57: Guest Search Window

Activating the window shown above allows the user to enter information to search by in the appro-
priate fields. For example in the window above the letter “K” is entered in the [Company] field and
the dates for the search are entered in the [From] and [To] fields. Checking the appropriate boxes
indicates types of reservations to search for.

Clicking on the Search button activates the function and all information found regarding search
criteria is displayed in the Search Data Display shown above. Searching for different types of
reservations will be covered in more detail later in this chapter.

Search Family Reservation

The Family Reservations window contains 2 views to select from, List or Family Reservation.
According to the tab selected information is viewed differently and different functions are available
to the user.

Family Reservation opens in the List view that lists guest history. This information pertains to
guests that have stayed at your property in the past. Information can be searched by Family Name
and/or Date. If entering a Date in the appropriate fields without a Name, all families that were
guests at your property during the time period will be displayed. You can select from the list dis-
played to edit or complete a new reservation.

Before entering the reservation window the search window opens. Simply enter the name of the
family and/or date in the appropriate field and the search begins. If the name is found you may use

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The Plan Module 45 of 64

this data to start the reservation process. Changes can be made to information in order to reflect
the current stay.

Inside the Reservation Window


Definitions and/or descriptions of the areas contained in each window are provided before instruc-
tions of each reservation category.

Reservation Window Definitions


Window Area Fields Definition/Descriptions
Guest Name of Guest
Company Does the guest represent a company?
T/A 1 Travel Agent 1 – if booked through
T/A 2 Travel Agent 2 – if booked through

Nationality Country or Ethnicity of guest


Adults Number of Adults
Children Number of Children up to 3 child age
categories may be used.
Market/SOB (Source of The market segment from which the
Business) reservation is derived. The method by
which the reservation was supplied.
Credit Limit Sets a credit limit or no limit
Number Number of Reservation
Time Check-in Time
Status Is room allocated?
Tentative or Definite Is reservation tentative or definite?

Room No. The room number that is assigned, if


any
Desired Preferred room.
Room Type Room type: Deluxe, Presidential, etc.
Arrival Date of arrival
Departure Date of departure
Arrival or Departure Special notes for check-in/check-out
Note
Meal Plan Press icon to view meal plan, if
available, or change Rate, Meal Plan,
Package or number of guests for some
days of stay.
Rate Press icon to view rate
Package If package is available use drop-down
menu to select from.
Sp. Wish Special Wishes (Special Request) per
reservation
Apply Rate Change When checked seasonal changes will
apply during stay. When not checked
the guest will stay season prevailing at
arrival date.

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Room Rate for Room


Meal Plan Rate for Meal Plan if applicable
Extras Rates for extra services
Discount If discount applies, percentage.
Package Rate for Package if applicable
Add. Chg. Additional Charges
Per Night Rate charged per night
Total Total for rate charged per night
Deposit Displays deposit request.
Received Amount of deposit and if received

Booking Booking or Rate Policy.


Guar./Canc. Displays Guarantee and Cancellation
policies associated with rate.
H’keeping Displays Housekeeping schedule
information.

Guarantee The method that guarantees the


booking.
Settlement The default settlement method for all
folios associated with the reservation.

Allocating a Reservation
The following instructions apply to all reservations; Individual, Walk-in, Family, and Group.

A new reservation window opens indicating that the reservation is unallocated as shown below:

Figure 2-58: Reservation Unallocated

Follow the instructions below to allocate the reservation:


1. To allocate the room click on the Allocate icon from the icon bar at the bottom of the window.

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Figure 2-59: Room Allocation – Icon Location


2. Pressing Allocate opens the following window showing available rooms:

Figure 2-60: Allocate Rooms Window


3. If the guest has a desired room the light next the Room will blink to notify the user. Click on
the room to be assigned and enter date information click OK. Clicking OK places the user
back into the Reservation Window. Further information can be entered at this time by select-
ing another Folder Tab. If no further data is required proceed to step 8.
4. Clicking on OK completes the reservation process.

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Individual Reservations
Individual Reservation Window Icons/Buttons
Icon/Button Image Description/ Window Opened/Action Performed
Room Allocation – Assigning a Room to a Booking.

Folios – Opens folios window

Guest History

Move

New Guest Message

Print Confirmation

Schedule Confirmation

Wait List

Making an Individual Reservation


To make an Individual Reservation do one of the following:
1. Press the F2 function key, click on the menu, or click on an icon of the speed bar for Individ-
ual Reservations. Additionally, from the Room Plan view and using the drag method dis-
cussed earlier in this guide will also access the following window:

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Figure 2-61: Individual Reservation Step 1

The TAB key moves you to the next field. Use SHIFT-TAB to go to previous field.

NOTE: FIELDS MARKED WITH A RED ASTERISK ARE MANDATORY FIELDS –


INFORMATION MUST BE ENTERED INTO THE FIELD TO COMPLETE THE
RESERVATION.

To complete the reservation:


1. Enter the name of the guest. In the field 1 the Surname of guest is entered, field 2 the first
name is entered.
2. TAB to the next field and enter the appropriate information.

Figure 2-62: Individual Reservation Step 3

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NOTE: PRESSING THE TAB KEY AFTER ENTERING THE SURNAME OF THE GUEST
OPENS THE FOLLOWING WINDOW:

Figure 2-63: Reservation Window - Entering Surname and


Pressing Tab Key
NOTE: INFORMATION DISPLAYED IN THIS WINDOW IS PULLED FROM HISTORY.
PRESSING THE INSERT BUTTON OR DOUBLE-CLICKING ON THE GUEST
HIGHLIGHTED WILL INSERT ALL RELEVANT INFORMATION OF THAT GUEST
INTO THE RESERVATION WINDOW. THE RESERVATION WINDOW WILL OPEN
AND DATA CAN BE UPDATED TO REFLECT THE CURRENT RESERVATION
AND STORED AS A NEW RESERVATION. PRESSING THE TAB KEY AGAIN
CLOSES THIS WINDOW IF NO INFORMATION IS INSERTED OR CHANGED.
3. Continue to use the TAB key to navigate through the window until all necessary information
is entered into the fields. The sections in the reservations window provide different methods
to enter information into fields.

Drop-down menus activated by pressing on a small arrow allows


the user to select data from a list.

Double arrows allow either an increase or decrease of a numeri-


cal data that is entered simultaneously when the mouse is
released.

NOTE: TRAVEL AGENT INFORMATION IS ENTERED BY SELECTING THE PROFILE


FOLDER TAB AND CHOOSING FROM THE RIGHT SIDE OF WINDOW TRAVEL
AGENT 1 AND/OR TRAVEL AGENT 2. SEE BELOW:

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Figure 2-64: Rerservation Window – Profiles – Travel Agent

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Family Reservations

Family Reservation Icons


Icon/Button Image Description/ Window Opened/Action Performed
Opens name window

Push button displays message “Do you really want to do Checkin?”

Opens move window

Attach guest to family

Detach guest from family

Add New Reservation

Accept/Save changes on a reservation

Check-In

Print Registration

Unmark as Lead

Mark as Lead

Making a Reservation from the List Window


4. Clicking on Family Reservation from the menu or clicking on the icon from the speed bar
opens the Family Guest History search.

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Figure 2-65: Family Reservation Step 1


5. Enter the Family Name in the <Name> field then the dates to search from and to. If the name
is found it will be displayed in the status area of the window.

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Figure 2-66: Status Window Family Reservation

Selecting the {Family Reservation} tab, double-clicking on the name displayed in the status area
or clicking on Accept/Save changes the view to the Family Reservation of the family name dis-
played in the status window as shown below:

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Figure 2-67: Family Reservation by Name


6. The view above shows the Family Reservation tab selected. Using this view clicking on Add
New adds a new reservation as shown in the window below:

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Figure 2-68: Open Window of Family Reservation


7. Enter data in all fields necessary to complete the reservation. Click OK and the reservation is
made.

Making a Group Reservation


The instruction in the following section give an example of one method to make a group reserva-
tion. See Chapter 3, The Group Module for more detailed information.

To make a Group Reservation:


1. Clicking on Group Reservation from the menu or clicking on the icon from the speed bar
opens the Group List window.

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Figure 2-69: Group Reservations List Window


2. The Group Reservation window opens a few seconds after the window above as shown
below:

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THIS PAGE INTENTIONALLY LEFT BLANK

Figure 2-70: Group Master - Reservation

NOTE: DOUBLE-CLICKING ON THE GROUP NAME DISPLAYED IN THE GROUP LIST


WINDOW OR CLICKING ON ACCEPT/SAVE OPENS THE RESERVATION OF
THE GROUP SELECTED. CHANGES CAN BE MADE TO THE GROUP RESER-
VATION FROM HISTORY AND SAVED AS A NEW RESERVATION OF THE
GROUP NAMED BY CLICKING OK.
3. Completing all relevant fields and clicking OK saves the reservation to history.

Creating a Rate Plan and Code


Medallion provides the ability of preparing individual price tables for every reservation. Follow the
instructions below to create a price table:

Adding Packages to a Reservation

Adding Special Requests to a Reservation

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Checking a Guest In or Out


Checking a Guest In
The reservation has been made and now the guest must be checked-in. Checking in a guest can
be accomplished by following the instructions below:
1. Right click on the reservation bar and select the option Check-In from the pop-up menu as
shown below:

Figure 2-71: Check-In Guest


2. Selecting Check-In opens the following window:

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Figure 2-72: Check-In Window

Posting a Payment before Checking In


The Check-In window enables posting of payments if the guest prepays for the stay. To post a pay-
ment before checking in the guest follow the instructions below:
1. Select the {Payments} tab, next select from the list, select the Category.

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Figure 2-73: Posting Payment for Check-In


2. Right-clicking on the Category or Price activates the following pop-up.

Figure 2-74: Positng Pop-up


3. Click on Posting and the following window is opened:

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Figure 2-75: Check-In Payment

NOTE: DOUBLE-CLICKING IN THE CATEGORY/PRICE AREA OF THE TABLE WILL


ACTIVATE THE WINDOW ABOVE ALSO.

In the [Amount] field the full amount due is automatically displayed. If this is the correct amount to
be posted click on OK.

The Payment window reflects information from the window that is open when posting is activated;
in this case the CheckIn window. The example shown above demonstrates the guest paying the
whole balance of lodging, no other charges have been incurred. It is acceptable for the guest to
pay only a portion of the whole amount due for lodging.

Checking a guest in without advance payment is possible. When choosing to do this Medallion
generates the following message:

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Figure 2-76: Check-In Message

Select Yes and the guest is checked in and the reservation changes display color to reflect the
check-in status.

Checking Out a Guest


During the check-out process Medallion detects balances due before the process can be com-
pleted. If a balance is due the Fast Checkout window is displayed as follows:

Figure 2-77: Fast Checkout Window – Disabled Checkout Button

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The Checkout Button is disabled or grayed out as shown in the example above. Medallion does
not allow the check-out process to be completed until the guest account is settled.

Settling the Guest Account


Right click on the reservation and select the option Checkout from the popup menu as shown
below:

Figure 2-78: Pop-up Menu - Checkout


The following window opens:

Figure 2-79: Guest Check-out – Fast Check-out Window

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The Folios Module 1 of 14

Chapter 3: The Folios Module


INSIDE THE FOLIOS MODULE
What is a Folio?
A Folio is a page, container, or place that holds information regarding a specific topic. In this case
the Folios Module contains information regarding accounts. Posting to all house accounts takes
place in this module. There are various methods used to access the Folios Module:
• Clicking on the Folio Folder Tab in the Room Plan View
• Through each Reservation Category; Individual, Family, Guest, and Walk-In
• Through the actual guest reservation

The {Folios} tab provides access to the folios associated with a reservation. All room and other
charges are posted to folios either automatically as part of the Room and Tax or End of Day Pro-
cess, automatically by interfaces or manually as required. Each Reservation may have up to six
folios associated with it.

Folio Operations and Navigation


Inside the Folios window various operations are available to the user. The Folios Module accesses
operations that are specific to the Folio window. The table below shows the icon image and gives a
brief definition of the operation performed:
Table 2 - 1. Folios Icons
Image Definition
The Folios Window
Search for a guest

Search for a group master

Search for a house account

Search accounts by number

Creates a new house account

Opens and displays 2 folios side-by-side; act as a


toggle switch, clicking turn on/off
Print the folio

Refresh the window; re-displays data in window

General navigation is performed by using the tab key to move from one field to another as in
other windows of the Medallion system.

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Searching in Folios
Opening the Folios Module displays a folio containing no data. From this window you can display a
folio by entering a room number in the first field or by utilizing the icons available in the Folios
Module. See below:

Figure 3-1: Folio Tab Window – Enter Room Number

Selecting the {Folios} tab opens a blank page when no guest or reservation selected. The window
that opens has no data displayed. You can search on the different categories listed below:

• Guest
• Group Master
• House Account
• Folio Number

Activating the search function for categories is accomplished in a variety of methods. The following
methods are available:
1. Folios Menu

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Figure 3-2: Folios Menu


2. Shown below is the Folios window open and displaying the search function when opening
the Folios Module the first time:

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Figure 3-3: Folio Window - Search

NOTE: WHEN ENTERING MEDALLION FOLIOS MODULE FOR THE FIRST TIME THE
WINDOW OPENS AS SHOWN ABOVE. AFTER USING THE SEARCH FUNC-
TION AND OPENING A FOLIO MEDALLION WILL OPEN TO THE LAST VIEWED
WINDOW.

Search by Guest
Searching can be accomplished in a broad or narrow scope depending on the information provided
to complete the operation. The more information provided the narrower the scope. For instance
you may need to search for a particular guest that stayed during on a specific date or you may only
want guests whose last name began with “B” and they stayed during a range of time, a month for
example. Selecting search criteria is accomplished by checking a box. The following table offers an
image and brief definition of each check box.
Table 2- 1. Folios Guest Search Criteria
Image Definition Image Definition
Tentative Reservation Family Reservation

Definite Reservation Allocated Reservation

Checked-In Reservation Unallocated Reservation

Checked-out Reservation Cancelled – guest that has a history at the property

Individual Reservation No Show – guest that has a history at the property

Group Reservation

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Following are instructions to search for a particular guest, using the Search for Folio method boxed
by red, during a specific date.

To begin the search, open the Folios Module by clicking on the {Folios} tab. If opening the Folios
Module for the first time the screen has no data displayed and appears as follows:

Figure 3-4: Folio Search Guest – No Data


1. Select the category to search by from the pop-up menu. In this case we will search by Guest.
If opening the Folios Module after opening a guest folio the screen is displayed as follows:

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Figure 3-5: Folio Search Guest – Data


2. Click on OK.

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3. After clicking OK the following window is displayed. Information pertaining to the search is
displayed in the Status Area:

Figure 3-6: Folio Guest Search Open

Using the to move through each field, enter the Last Name, First Name, and any additional
information about the guest, remember the more information the narrower the search. Check the
appropriate boxes as shown below:

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Figure 3-7: Folio Guest Search Enter Information

Search by Group Master


1. Left Click on the Folio tab shown in the figure below:

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Figure 3-8: Folio Search Group Master


2. Select Search Group Master and click on OK as shown above. The following window
opens:

Figure 3-9: Folios Search Group Master


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10 of 14 The Folios Module

Place a check in the appropriate box and either enter the group name in the <Name> Field or Dou-
ble-Click on the group to be searched for to activate the search function. When the search is com-
plete the data will be displayed in the folios window as shown below:

Figure 3-10: Folio Group Master Search Complete

Search by House Account

Search by Folio Number

Posting inside the Folio

Moving a Folio

Printing the Folio


To print a folio follow the steps below:
1. Click on the Print Icon shown below:

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Figure 3-11: Print Folio

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12 of 14 The Folios Module

2. Click on Yes to preview the report before printing. If Yes is selected the following window is
displayed:

Figure 3-12: Folio Print Options for Preview

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The Folios Module 13 of 14

Review the printer setting and click OK, the following preview of the report is displayed:

Figure 3-13: Report Preview

House Accounts
House Accounts are separate accounts used to post charges but not necessarily connected to a
reservation.

Opening a House Account

Edit House Account

Archieve House Account

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THIS PAGE LEFT INTENTIONALLY BLANK

User Guide
Room Type Reservations 1 of 6

Chapter 4: Room Type


Reservations
ROOM TYPE RESERVATION?
Medallion allows a reservation to be made without allocating a room number. A reservation that is
not allocated is not shown on the Room Plan as a reservation bar, but only added to the Occu-
pancy Area as part of the line Unallocated count as shown below.

Figure 4-1: Occupancy Overview of Room Plan

Making Individual Room Type Reservations


The following instructions assist with making an Individual Room Type Reservation.

1. Click on to open the individual reservations window. The window is displayed as follows:

User Guide
2 of 6 Room Type Reservations

Figure 4-2: Unallocated Individual Reservation

2. Using the tab key move to each field in the window and complete all necessary informa-
tion. Click OK all information is entered.

In the Room Plan look in the Occupancy Area, the unallocated reservation is reflected. To view the
reservation, right-click on the date of the unallocated reservation. The following pop-up menu is
displayed:

Figure 4-3: Occupancy Pop-up Menu


1. Select Unallocated for the current date from the menu and the following window is displayed:

User Guide
Room Type Reservations 3 of 6

Figure 4-4: Unallocated Reservation Window


2. From the window shown above, right-clicking on the reservation opens the following pop-up
menu to choose from:

User Guide
4 of 6 Room Type Reservations

Figure 4-5: Unallocated Reservation Window – Pop-up Menu

3. Selecting from the menu opens the Allocate Rooms window as shown below:

Figure 4-6: Allocate Rooms Window Opened from Pop-up Menu

Select a room that is ready for occupancy from the list by scrolling. Enter all additional information
and click OK. The reservation is allocated and is displayed in the Plan view of Medallion.

Allocation of a unallocated reservation can also be completed by double-clicking on the reservation


as shown in the view of step 4. Double-clicking opens the directly to the reservation window, the

reservation can then be allocated by selecting from the icon bar at the bottom of the reserva-
tion window as shown below:

User Guide
Room Type Reservations 5 of 6

Figure 4-7: Individual Room Type Reservation – Allocate Button

Making Room Type reservations for all other categories, such as group and family, are the same
as discussed in Chapter 1 of this manual with the difference of not allocating the room. See Chap-
ter 1, sections regarding making reservations.

User Guide
6 of 6 Room Type Reservations

User Guide
The Group Module 1 of 12

Chapter 5: The Group Module


INSIDE THE GROUP MODULE
The Group Module handles all group reservations. Group reservations can pertain to companies,
organizations or any other group of persons. Group Reservations can arrive and/or depart together
or at different date and times. When making group reservations a number of rooms are blocked
(set aside) for the group and are allocated at a later time, such as during check in. Making a reser-
vation in this manner is also known as a Room Type Reservation.

Navigation in the Group Module


Medallion provides a variety of navigation features within each module. The following paragraphs
give you an overview of the features available for accessing processes in the Group Module.

Groups Menu
The Groups Menu is a drop down menu that selections can be made from to access difference
processes available in the Group Module of Medallion. The following graphic shows the location of
the Groups Menu within the Group Module window.

Figure 5-1: Group Module – Group Menu

User Guide
2 of 12 The Group Module

New Group/F2
You can enter a new group by selecting this menu option.

Edit Group Reservation


Right clicking on the relevant group reservation opens a pop-up menu to select from as shown
below:

Figure 5-2: Group Reservation Pop-Menu

Additionally, Delete, Copy and opening the reservations Folios are accessible from the pop-up
menu.

Edit Checked-In Group


Clicking on the group of your choice while in the Group module before you select the above option
from the menu.

Delete Checked-In Group


Click on the group of your choice. This option will only be available if all room invoices have a zero
balance.

User Guide
The Group Module 3 of 12

Navigation Inside the Group Master


Icon Bar
The Icon Bar within the Group Module allows access to the following functions:

• Logs out of system

• Locks the system

• Opens Group Master for New Reservation

Making Group Reservations


There are 2 (two) methods to make a Group Reservation:
• Through the Plan Module or
• Through the Group Module

Plan Module
Following the instructions given in the next sections give an example of making a new reservation
for Groups.

To make a Group Reservation:

Clicking on Group Reservation from the menu or clicking on the icon from the speed bar opens the
Group List window.

Figure 5-3: Group Reservations List Window

User Guide
4 of 12 The Group Module

The Group Reservation window opens a few seconds after the window above as shown below:

Figure 5-4: Group Master - Reservation

NOTE: DOUBLE-CLICKING ON THE GROUP NAME DISPLAYED IN THE GROUP LIST


WINDOW OR CLICKING ON OPENS THE RESERVATION OF THE GROUP
SELECTED. CHANGES CAN BE MADE TO THE GROUP RESERVATION FROM
HISTORY AND SAVED AS A NEW RESERVATION OF THE GROUP NAMED BY
CLICKING OK.

Using the tab key to move to each field, complete all necessary information and then click on OK.
The Group Reservation is made and saved in history.

Group Module
Follow the intructions in the next paragraphs to make a reservation from the Group Module.

NOTE: ALL FUNCTIONS AND ICONS IN THE GROUP MASTER WILL ALWAYS
AFFECT THE ENTIRE GROUP. IF, FOR EXAMPLE, YOU CLICK ON "CHECK IN",
THE ENTIRE GROUP WILL BE CHECKED IN; IF YOU CHANGE THE ARRIVAL-
OR DEPARTURE DATE, ALL GROUP MEMBER DATES WILL BE CHANGED.

Click on the Groups folder tab and the following window is displayed:

User Guide
The Group Module 5 of 12

Figure 5-5: Group Window Opened

User Guide
6 of 12 The Group Module

To create a new group reservation from this window, click on . The following window is dis-
played:

Figure 5-6: Group Master Window

Using the tab key to move to each field, complete all necessary information on the left side of the
window.

Blocking Rooms

On the right side of the window click on to Add Room Type Requests. The following window is
displayed:

User Guide
The Group Module 7 of 12

Figure 5-7: Group Master – Add Room Type Request

The following window opens. Complete each step show and then click OK. The Group Reservation
is made and saved in history.

Figure 5-8: Group Master – Add Room Type Request, Steps 1-3

User Guide
8 of 12 The Group Module

Allocating a Group Reservation


Allocating a Group Reservation can be completed using 2 methods:

• Allocate each reservation individually by clicking on .

• Auto Allocate all reservations in the group by clicking on .

The instructions given in the previous sections relate to blocked or room type reservations. The fol-
lowing instructions assist in the allocation of group reservations.

Open the Group Master by right clicking on the reservation and selecting Edit from the pop-up
menu or by double-clicking on reservation. Select the Rooming List Tab and the following window
opens:

Figure 5-9: Group Master – Rooming List

Reservations can be allocated one at a time or as a group depending on the selection.

Selecting Allocate from either the icon bar or from the Room column allows each reservation to
be allocated individually and room numbers can be assigned by choice. The following is displayed
by choosing Allocate:

User Guide
The Group Module 9 of 12

Figure 5-10: Group Master – Rooming List Allocate

Selecting Auto Allocate assigns rooms to the entire group automatically. The window is dis-
played as follows:

Figure 5-11: Group Master – Rooming List Auto Allocate

User Guide
10 of 12 The Group Module

Change a Group Member Room


You can only change a room on the Room Plan. Click the individual reservation bar with the right
mouse button and select the option "Split" from the menu. You can now drag the part of the reser-
vation and change the room location on the selected date.

What is the fastest way to enter the Group Master?

When you look at a group on the Room Plan, Just click on one of the rooms with the right mouse
button and select "Groups" from the menu.

Another way is that you first search for the group in the Group module. (Chapter "4.3.2 Search
Group Reservation")Then click on the group in the box 'Reserved Group Master' or, if the group
has already been checked in, the box 'Checked- In Group Master'.

The third way is to click on one of the group rooms with the left mouse button to highlight it and
then click on the icon "Group" on the icon bar.

Group Check-In/Check-Out
You can only perform a Group Check-In / Out in the Group module. Either click on the icon "Check-
In" on the Group Master page or select the "Group Member" page in the module and select the
same icon. The following screen appears:
INSERT SCREEN SHOT HERE

Either selects to check in the whole group and the group master or only the group master.

Every single group member can be checked-in individually via the room plan.

Only if all members of a group are checked in, or the designated room to receive the Group Invoice
is checked in, will the automatic posting facility to the Group Invoice be activated.

The Group Check-Out can only be performed once all room invoices have a zero balance. Again,
you have the option of either using the "Check-Out" icon on the "Group Master" page or the "Group
Member" page in the Group module.

Change Group Rate


You can change the room rate at any time in a group reservation, as you can in an individual reser-
vation. Select the page "Group Master" in the Group module. As described in “Chapter 1 Making
an Individual Reservation", you can use the icons next to the price table to change the room rate.
This room rate change then only applies to the selected group for the duration of their stay.

How do you recognize a Group Reservation?


There are two ways to identify a Group Reservation.

Point the mouse arrow on any group room on the Group Plan without clicking on it and a short
information window will display a group 'symbol' as shown below:

The same symbol appears above the first name of the guest when you enter the reservation
screen.

User Guide
The Group Module 11 of 12

The second way to identify a Group reservation is to click on one of the rooms with the right mouse
button. The drop-down menu will list the option "Group" only if the room is part of a group booking.

Change the Color of a Group


There is a wide range of colors available to color-code your reservations.

Select the Group Master in the Group module and select one of the groups. Click on the icon
"Color" and select a specific color for the group in question. The color of all reservations that are
part of the group will be changed.

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User Guide
Scheduling Banquets 1 of 2

Chapter 6: Scheduling Banquets


BANQUETS OR EVENTS
Medallion make it easy to schedule an event or banquet at your property. A few button clicks and
Medallion can build a complete menu including appetizers and desserts, incorporate special equip-
ment, such as video/audio equipment and reserve specific facilities/rooms at your property for the
event. You can then tie the event/banquet to a specific group reservation.

The instructions provided in this chapter assist you with scheduling events/banquets.

Making the Reservation


1. Open the Banquet Module by clicking on the Banquet Tab and the following window is dis-
played.

Figure 6-1: Opened Banquet Window


2. Select the date for the Banquet and drag across the blocks of time to reserve for the event.
After releasing the mouse button the following window is displayed:

User Guide
2 of 2 Scheduling Banquets

Figure 6-2: Banqueting Reservation Window

User Guide
Accounting Office 1 of 6

Chapter 7: Accounting Office


INSIDE THE ACCOUNTING OFFICE
The Accounts Office handles all money owed to your business by clients buying services or goods
with credit. This module could also be referred in accounting terms as “accounts receivable”. The
following paragraphs guide you through entering, filtering, and viewing data by various methods.

Opening the Accounts Office Window


The window below shows the Accounts Office tab open and identifies the parts of the window.
Entering information in the top section allows the users to search by specific criteria displaying
data in the bottom section of the window labeled as Detailed Information. The middle section of the
Accounts Office displays credit cards use at your property; such as locations, totals, and terms
referring to credit cards. Detailed information is displayed in the bottom section; such as company
name, contact, address, phone and/or fax numbers, etc. Additional tabs are available in this sec-
tion displaying Open Transactions, Paid Transactions, Unallocate Payment, information Linked to
Reservations, and Traces. See the figure displayed below for more information.

Figure 7-1: Accounts Office Screen

What is the difference between Debtor and Debtor Account?


The difference between a Debtor and Debtor Account is an individual, a debtor account refers to a
company and groups transactions by the company, in this case credit card companies. Medallion
User Guide
2 of 6 Accounting Office

gives you the ability to post to an account allowing the flexiability to view information filtered and
displayed by various methods. The advantage of this is that regular guests/companies can have
outstanding folio summaries and shown with a grand total.

Opening a Debtor Account


To open a debtor account follow the instructions provided below:
1. Click on the Accounts Office tab and the window opens. From this window click on the New
icon displayed below:

Figure 7-2: Open New Debtor Account


2. The following window opens:

User Guide
Accounting Office 3 of 6

Figure 7-3: New Debtor Account Window


3. Complete all relevant information in the Account window shown above. Clicking OK finishes
the process.

Edit a Debtor Account


Changing details such as address or contact person of the account, can be accomplished in vari-
ous methods. The instructions below provide examples.

To edit a debtor account - example 1


1. Click on the Accounts Office tab. While in the open window from the menu bar select
Accounts Office. The following drop down menu is displayed:

Closing a Debtor Account


A Debtor Account can only be closed if the balance is zero.

Search for Debtor Account/Invoice


Filter Settings allow you to specify search criteria for a Debtor Folio or Account.
User Guide
4 of 6 Accounting Office

Select the criteria. Please note that two windows refer to Debtor Accounts and one window to spe-
cific folios. Medallion will search online as soon as the criteria are activated and the “Auto” box is
flagged.

Debtor Payment
To close an outstanding Debtor, select the relevant line in "Outstanding Debtors" and click on it
with the right mouse button. Select the option "Payment" from the drop-down menu.

And the following window will appear

You can also enter a certain discount amount. Enter the amount in "Discount" and click on "OK".
The invoice will now be displayed under "Paid Debtors".

If you want to close more than one invoice at the same time, keep the "Control" key on your key-
board depressed, whilst clicking on your selection of folios with the left mouse button. The field
"Total of Selection" will display the Grand Total of selected folios. Now click on one of the selected
folios with the right mouse button and select option "Payment" from the menu.

Unallocated Payments
If you receive any payments from a debtor, but without any specification of one of the open bills,
you can add a “not allocated payment”.

To create this, you have to open the accounts office tab, open the not allocated payments tab and
got to “back office” on the menu bar. Now you can select “new not allocated payment”. You will
get this screen:

Fill in the fields; press ok and the new not allocated payment will be created.

Mention that you will get a negative total.

When doing a payment from an outstanding payment, you will have the choice to allocate this to a
not allocated payment, as you can see in this screen:

Now this payment will appear in the paid debtors and also in the not allocated payments. In your
debtors overview you will be able to see the amount of not allocated payments that is left.

Payment refund "Paid Debtor"


Click on the Debtor in the "Paid Debtor" section with the right mouse button and select the option
"Payment refund" from the menu. The Debtor Invoice will again be displayed in the section "Out-
standing Debtors".

Edit "Paid Debtor"


If you have made a Debtor note in the relevant box when entering the Debtor payment, you can
edit this note by clicking on the relevant posting line with the right mouse button.

User Guide
Accounting Office 5 of 6

Edit Debtor Terms


If you want to change Debtor- or Invoice Terms, click on the relevant line in the "Outstanding Debt-
ors" section with the right mouse button and select option "Edit" from the menu. Alternatively, click
on the icon "Edit Debtor Account" on the icon bar. Another way is to double-click on the posting
line.

View Debtor Folio


You can view the folio at any time in detail. Click on the posting line with the right mouse button and
select "Show Invoice" from the menu. You can also perform this function with the "View debtor"
icon on the icon bar.

The Menu of the "Accounts Office" Module


As in other modules, certain functions can be performed using the menu.

The list of functions carries references to the chapters containing detailed function description.

Accounts Office
All these functions have been explained in detail in previous chapters. Please refer to above listed
chapters for reference.

User Guide
6 of 6 Accounting Office

User Guide
Connecting to Word 1 of 6

Chapter 8: Connecting to Word


Inside the Text Editor Module
Connection to Microsoft "Word"
Concept:

Reservation confirmation letters and general correspondence for guests and groups are produced
from Medallion using Microsoft Word templates.

Figure 8-1:

Set-Up:
• Save Master Template (Medallion template.dot) in your Microsoft Office Templates Folder:
The default location from a standard MS Word Installation is C:\Program Files\Microsoft
Office\Templates.
TIP: Folders can be created in the Office Template Folder to organise prepared templates.
TIP: A workgroup Templates location can be specified and only one template will be needed on
the entire network – Tools/Options/FileLocations/Workgroup Template – browse to Shared
Server Directory
• Save a copy of this template and call it the name of the letter you require e.g. “Provisional
Confirmation Letter.Dot”.

User Guide
2 of 6 Connecting to Word

• These templates contain the following fields identified by number that link to Medallion
2000.
Field Field Name Field Field Name Field Field Name
1 First Name 31 Board 61 61
2 Company Contact 32 Total Rate 62 62
3 Surname 33 Rate Per Night 63 63
4 Company Name 34 Room Rate 64 64
5 Title 35 Board Rate 65 65
6 Company Title 36 Total Pax 66 66
7 Salutation 37 Adults 67 67
8 Company Salutation 38 Total Kids 68 68
9 Nationality 39 Total Paying Kids 69 69
10 Company Nationality 40 Child 1 70 70
11 Address 1 41 Child 2 71 71
12 Do Not Use 42 Child 3 72 72
13 Town 43 Reservation Number 73 73
14 Company Town 44 Ref 74 74
15 Country 45 Dep 75 75
16 Company Country 46 Res Number 2 76 76
17 Post Code 47 Today 77 77
18 Company Post Code 48 Number of Nights 78 78
19 Phone 49 Full Name 79 79
20 Company Phone 50 Post code & Town 80 80
21 Fax 51 Company Post code & 81 Rate PP
town
22 Company Fax 52 User Name 82 Surname
23 Per Person Per Night 53 53 83 Folio Balance
24 Birthday 54 Pass port 84 Birth Place
25 Arrival Date 55 Email 85 Address 2
26 Departure Date 56 Company Email 86 Company Address 2
27 Room 57 Mobile 87 Company Contact
Name
28 Room Type 58 Company Mobile 88 Language
29 29 59 Short Guest Note 89 Company Language
30 Reservation created 60 Long Guest Note 90 Company Birth Date
Date
91 Company Birthplace

User Guide
Connecting to Word 3 of 6

• Compose the letter incorporating the numbers where the text from Medallion 2000 is
required for instance the following results in an address block.

513

11

85

13

17

Dear 5 3

Thank you for your reservation


• Fields can be used twice by copy and pasting the relevant number.
• Once you are happy with the complete letter delete the unwanted fields.
• Save the final letter within the Template folder ensuring that it is saved as a template.
(*.dot).
• Multiple Letters can be created from templates in this way.

USAGE

User Guide
4 of 6 Connecting to Word

Please make sure that you have all the relevant information in the address

fields:

MS Word opens – select File/New

The available templates will be displayed

User Guide
Connecting to Word 5 of 6

Select the required template

Once WORD has been opened and all the fields have been inserted, you are then able to print off
the confirmation letter for the customer. You are able to change this letter, as you would change a
normal WORD document if you so require.

Once you have printed off the letter you will be asked if you want to save the change these can be
saved with a relevant doc name.

Note for installer for Confirmation Letters:

The Medallion CFG.INI has the following settings concerning confirmation letters.

; MSWord

MSWordPath = C:\Program Files\Microsoft Office\Office\Winword.exe

MSWordMacro=1

MSWordMacroseparator=,

MsWordMacroSubSeparator=@

MSWordMacroQuote="

MSWordMacroFile=C:\Medallion\XImport\Export.txt

MSWordBanquetMacro=1

MSWordBanquetMacroFile=C:\Medallion\XImport\Banquet.txt

User Guide
6 of 6 Connecting to Word

The setting “MSWordPath" is preset at the standard for Office 97, Office 2000. If these applications
have been installed at a different location then this must reflect that.

This is particularly true of MS office for XP.

If using word for XP the Winword.exe needs to be followed with a "/n" switch or an error will result
in running the template.

“MSWordPath=C:\Program Files\Microsoft Office\Office\Winword.exe /n“

Text within the template macro defines the path where word expects to find “Medallion\XIm-
port\Export.txt“

If medallion is not installed on C:\ then this path will not be valid. And an error will generate opening
the template.

To change this path in the macro to reflect an installation on M:\ or similar do the following.

Open MSWORD

Select File /Open

Change the Files of type from DOC to DOT (templates)

Navigate the medallion template and select it.

Once open select from the toolbar

Tools/Macro/Visual Basic Editor.

Then select Find from the edit menu search for “C:\Medallion“

Once found change the entry to reflect the actual install directory.

Click on the save button and exit the Visual Basic Editor

Then exit word.

User Guide
Generating Reports 1 of 2

Chapter 9: Generating Reports


INSIDE THE REPORTS MODULE
In Medallion Reports Module you are able to compile reports from the data stored on your system
and then print them. Configuration of the various reports available at your property is completed in
Medallion Admin. Reports can then be from the Medallion Property Management System by open-
ing the Reports Module and selecting the Report Tab from the Room Plan. The Report window
opens and is displayed as follows:

Figure 9-1: Reports Module Window Opened

Select the Date of the Report from the Date field on the right side of the window. Right clicking on
the report displays the following pop-up menu:

Figure 9-2: Report Pop-up Menu

Selecting Edit or double-clicking directly on the report to be generated opens the window for
Report Printing as follows:

User Guide
2 of 2 Generating Reports

Figure 9-3: Print Report

Select the appropriate options from this window and select OK and your report is sent to the printer
selected in this window.

User Guide
Data Stored in History 1 of 4

Chapter 10: Data Stored in History


INSIDE THE HISTORY MODULE
Medallion stores all transactions regarding reservations in history files. The history files allow you
to retrieve data that would otherwise be lost, for later use. History files are stored in 2 categories:
• Guests
• Companies

Opening the History module the following window is displayed:

Figure 10-1:

Guest History
Guest History displays all guests who have previously stayed in the Hotel. Once a guest has
checked out, the guest record is moved to history.

Guest History allows you to summarize your regular and frequent guest information. Each guest
history will have the history of the guests previous stays, total revenue spent, address details, etc.

Guests can also be put into history with a link to a Company and/or a Travel Agent.

When you are making a reservation Guest History will search the Database for any corresponding
entries.

If the entry you require is available you can choose “INSERT” and the completed fields from the
History record will populate the new record.

If the new reservation or the reservation made from History has a company attached you must
complete the following step.

Once you have finished entering any further details into the reservations you must then click on the
“Guest/Company Information” tab and check the box “Attach to Company” to ensure that the reser-
vation and the Company are connected and details of the new reservation will then go to the cur-
rent History for the individual and the company.

You can also link a guest to History when making the first reservation for a guest. You would use
this feature if you were to make a number of reservations all at once for a guest who was returning
on a regular basis.

You would complete the reservation details for the first reservation as above and then click on the
“PUT TO HISTORY” button.

You will then be asked the following questions:

Answer ‘YES’ and then the following statement will appear.

Click on “OK” This will add the guest to History before arrival and allow you to make further book-
ings from History.

User Guide
2 of 4 Data Stored in History

Editing a Guest History Record.


You can edit a guest history record in two different ways. If you make a reservation from History for
a guest and enter new information in the reservation, upon checkout this will write to the History
and update it.

If you receive new details for a guest and wish to change the History without making a reservation
you should do the following:

Go into Guest History by clicking on the “Guest History” tab. Type in the part of the Guest name to
search the History Database.

When you have the record you wish to edit highlighted on the screen, click on the “WRITE” button
and you will enter into the History of the guest.

Make the necessary changes and click on the “OK” button.

Deleting a Guest History Record

If you want to delete a Guest History Record, the steps to take are very similar to editing a guest
history record.

You retrieve the record you wish to delete and highlight it on your screen.

You then choose the “Delete” button and you will get the following question box:

Select “YES” and the record will be deleted.

Merging two or more Guest History Records

This situation can occur if reservations are not being made from Guest History, or history is not
being checked when reservations are made.

When you have two or more records for the same guest in History you should merge the records
together.

To do this you do the following:

Highlight the duplicate records by holding down the shift key and clicking on each record.

Once the records are highlighted, then right click over the records and choose the option to
“MERGE”

The system will then display the records you have chosen and you will need to check the one you
wish to become the “Main” History. Place a tick in the check box next to this History and then click
the “OK” button.

When time permits you should check for duplicates in history on a daily or weekly basis.

Merging Guest History Details into Word Documents.


This feature can be very beneficial when used in conjunction with Mail-outs, etc.

Select the Guests from History that you wish to export out to your document.

User Guide
Data Stored in History 3 of 4

Highlight the records by holding down the shift key and clicking on each record.

Once the records are highlighted, then right click over the records and choose the option to
“EXPORT TO ASCII”

You will get the following message on the screen:

When you accept the export the process will take place automatically and the information will be
put into a file called “Guest History Text Transfer”

Open your Word document and using ‘Tools’, ‘Mail Merge’, and ‘Create’ prepare your document.
For “Get Data” select the Text file as your data source and then complete your document as
required.

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4 of 4 Data Stored in History

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User Guide
Housekeeping Module 1 of 2

Chapter 11: Housekeeping Module


Housekeeping

The housekeeping module is best used for a quick room status overview and to "Block" rooms.

Housekeeping Screen
To enter the screen, select the module "Housekeeping" from the module bar.

Block Room
To block a room, click on the selection "Out of Order" in the Housekeeping module and then click
on the icon "Block" on the icon bar.

The following window now allows you to enter the room to be blocked and the duration. You can
also enter a reason why this room has been blocked and even add a note to it.

Confirm your input with "OK". The blocked room will be displayed on the Room Plan with a black
reservation bar and will be shown on the list in the Housekeeping module as follows:

If you want to enter a reason, the reason should be created in the Admin module classified House-
keeping.

Re-Instate Blocked Room


You can return a blocked room into operation in the Housekeeping module. Select the section "Out
of Order" and click on the relevant room with the right mouse button. Then select "Delete" and the
black reservation bar on the Room Plan will be deleted.

Edit Blocked Room


If you need to adjust the period for which the room has been taken out of operation, enter the "Out
of Order" section of the Housekeeping module and click on the relevant room with the right mouse
button and choose the move option. Enter the new date and confirm with "OK".

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2 of 2 Housekeeping Module

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User Guide
Statistics 1 of 2

Chapter 12: Statistics


INSIDE THE STATISTICS MODULE
The module "Statistics" allows you to prepare reports and graphical reports on the occupancy of
your operation.

When you click on the module "Statistics", the following window appears:

Select filter settings with regard to room type and click on "View". Medallion will display the
requested statistic in graphical format.

Click on the page "Statistic" and then on the icon "View" and Medallion will prepare an overview of
the day's occupancy in a table format as follows:

User Guide
2 of 2 Statistics

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User Guide
The CTRL Module 1 of 2

Chapter 13: The CTRL Module


INSIDE THE CTRL MODULE
Medallion logs all transactions of data inside the control module. By logging the transactions or
manipulations Medallion make tracking the changes made to data very simple. Opening the CTRL
tab lists all

Event log
In the first part you can find every action that has been done. You can choose a specific action,
user, guest, module, date,… by using the different filters.

By clicking on the printer button you can print this log.

A setting in Admin determines how many days’ events are retained by the system. The default set-
ting is 60 after which these records are deleted.

Transaction Journal
All payment transactions are logged into the Transaction journal. By using the filters you can select
a specific group of transactions. By clicking right you have the option to go immediately to the folio
if you which to make any changes.

It is also possible print this journal by clicking the print button.

None of this information can be deleted. But it can be archived

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2 of 2 The CTRL Module

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User Guide
Archiving Data 1 of 2

Chapter 14: Archiving Data


INSIDE THE ARCHIVE MODULE

User Guide
2 of 2 Archiving Data

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User Guide
Travel Agent Information 1 of 2

Chapter 15: Travel Agent Informa-


tion
INSIDE THE TRAVEL AGENT MODULE

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2 of 2 Travel Agent Information

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User Guide
Managing Your Property 1 of 8

Chapter 16: Managing Your


Property
MANAGING WITH MEDALLION
On the menu bar of Medallion is the Management Menu. This menu provides all management
sources for your property such as; End of Shift Procedure, End of Day Procedure, Database
Backup and many more. By selecting the name of the procedure to be run from the Management
Menu Medallion walks you through each process. The following instructions are provided to assist
you with the management of your property.

Completing the End of Shift Procedure


Selection of the End of Shift procedure from the Management Menu is performed while in the
Room Plan Module as shown below:

Figure 1: Management Menu – Room Plan

Running the End of Shift Report is an essential part of the daily tasks. Completing this procedure
assists in keeping the system updated and current. Following are instructions provide support with
the completion of this task.
1. Click on the Management Menu, then select End of Shift. The following window opens:

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Figure 2: Management Menu-End of Shift

Figure 3: End of Shift-Payments


2. The Payment window displays all payments for the shift being processed. This display can
be used to verify cashing. Selection of the Turnover tab displays information grouped by Rev-
enue. After verifying all data proceed with the following step.

3. Click on the End of Shift Button .and the following message is displayed:

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Figure 4: End of Shift-Message


4. Click Yes and the procedure is completed. The End of Shift window is redisplayed showing
no data.

Figure 5: End of Shift-Complete

Once the prodecure is complete information can be printed by clicking on the Print Button shown in
the window above.

Printing the End of Shift Report


Follow the instructions below to print the report:.
1. Click on the Print button and the following window is displayed:

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Figure 6: End of Shift-Print


2. Click on the Print button and the report is sent to the printer.

Completing the End of Day Procedure


The End of Day procedure is a process that keeps your system current, such as updating the busi-
ness date and resetting revenue values.

There are two options available to complete the End of Day Procedure; automatically or manually.
Selecting the End of Day procedure from the Management Menu performs all processes of the
EOD procedure completing each phase in the proper order.

To complete the procedure automatically while in the Plan Module select End of Day from the Man-
agement Menu as shown below.

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Figure 7: Management Menu-End of Day

Clicking to End of Day from the menu shown above opens the following window:

Figure 8: End of Day Window Opened

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Print EOD Reports

Print EOM Reports

The Posting Process


Posting is the process of assigning charges to a guest, group, or category. There are various meth-
ods used to post a charge depending on the type of charge and where the charge is assigned.

Normal Posting – Normal posting can be done individually to a single guest in the folios module
accessed from the Reservation Window or the Folio Module window.

Fast Posting – Fast posting gives the ability to make multiple postings of transactions to multiple
guest from a single process in one window.

Direct Posting – Direct posting is used to post items that are not attached to a reservation. Items
that can be purchased at the front desk, gift shop or any area not associated with reservations,
such as, a newspaper.

Room Posting
The following instructions provide assistance with the Room Posting process.

Fast Posting

Direct Posting

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Database Backup

The Phone Book

Waitlist

Authorization List

Medallion Export/Import

Back Office Transfers

Individual Transfers

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Chapter 17: Medallion Day-to-Day


LESSONS & EXAMPLES -

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