Hotel Management System

1 Introduction

The ASPEN PROJECT is aimed at providing an easy to use Microsoft Windows based application for guest registration and management for the Hotel and Motel industry.

2 Main Menu

The check-in screen collects all the pertinent data for registration purposes. The main reference for the check-in screen is the status menu. Based on availability (status), a room is entered. The user enters the guest’s name, address, phone number, vehicle type, vehicle license number. Auto retrieval allows the user to query the database for a guest who has stayed before by name and zip code.

The arrival and departure dates are entered and the payment type noted. The payment type includes cash or charge. Clicking the charge button brings up the credit card choices The appropriate rate associated with the room appears in the rate field. The credit card choices and the rate table entries are part of the Admin menu. A rate over-ride for discount coupon ,etc is noted in the comments. The local taxes are calculated based on the tax schedule defined in the
Admin menu. The total amount based on the arrival and departure dates appears on the screen. If payments is received in cash the pre-payment amount is taken including deposits if any.

Check-In Status Reservation Audit Administration Charges Check-out Feedback Reminders Special Logo

The Status menu shows the room status -open, occupied, on-change (maintenance), housekeeping. The global status shows a table with all four types. The rooms in the global status are color coded to show availability.

Radio Button selection allows the user to look at the various subjects. Open shows room that ready and available. Occupied are rooms that are not available. When the guest checks-out the room status changes to housekeeping. The rooms are cleared from housekeeping as they are cleaned. This is a toggle buttons and is invoked in this menu.

On Change shows the rooms that have been taken off for maintenance. This is done under Admin menu.

The room numbers and other descriptors, such as QKJ (Queen, Kitchen, Jacuzzi) are entered by the user in the Admin menu.

Check-In Status Reservation Audit Administration Charges Check-out Feedback Reminders Special Logo

This menu has radio buttons which allows the user to select the following:

1.Global Status (color code and use four different text style-underline, italic, etc)
2.Open
3.Occupied
4.Housekeeping- Toggle Clear
5. On Change

The Reservation menu allows the user to enter the incoming reservation in the system. The basic design is the same as the check-in menu. All the details are entered just as if the person is checking in to the hotel. The room is guaranteed through a credit card or the guest has the option to hold the room until a certain time e.g.6:P.M. The status table gets updated as occupied for the date of arrival if the room is guaranteed ,otherwise a reservation hold is
placed on the allocated room until the given time.

Check-In Status Reservation Audit Administration Charges Check-out Feedback Reminders Special Logo

The Audit shows all the accounts of the day in a tabular form. The date is entered in date entry field to bring up the Audit for a particular date. The Audit is accessible with a password only.

Check-In Status Reservation Audit Administration Charges Check-out Feedback Reminders Special Logo

6. Audit - Date: mm/dd/yy
The table will be called up based any of the following:
In addition to the daily sheet shown above, summary information showing following will also be accessible:
The Administration menu is password protected and is designed to :
1. Enter the room numbers, room type and type descriptors
2. Enter the room rate in the rate table by room type and /or room number
3. Enter the prevailing room tax
User Defined Tax Type in "%"
4. Enter the Credit Card Types that are accepted by the Hotel
5. Enter room(s) taken out of service -on Change

Check-In Status Reservation Audit Administration Charges Check-out Feedback Reminders Special Logo

The following are the Radio Buttons to open each form:

7. Room#s- User Defined (Entered when the software is newly Installed)
8. Room Rate (Entered when installed and updated.)
9. Tax Schedule (Entered at installation and updated)
10. Credit Cards Accepted
11. Room On Change
12. Clearing Reservation
The charges menu