Toshiba Strata Dk Hospitality Management Information System User Guide

							Features
Reservations
Strata DK HMIS 5/9989
5. Click Assigned 
Check-Out Date. The Available Room Selection screen displays. All 
available rooms are listed by room number. An asterisk 
appears next to any room that is currently occupied. To 
sort the screen by a specific item, click on the column 
heading. (See “Available Room Selection Screen” on 
Page 28 for field descriptions.)
6. Highlight the desired 
room.
7. In the General 
Window at the top of 
the Reservation 
screen, type the 
guest’s name and 
credit card 
information.
(See “General Window” on Page 64 for detailed field 
descriptions.)
8. (Optional) If the basic 
room rate does not 
apply, click on the 
Daily/Weekend Rate 
fields and enter the 
applicable rate.
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							Features
Reservations
90Strata DK HMIS 5/99
9. (Optional) If a room 
discount applies, 
enter a discount 
(X.XX format) in the 
Discount % field.For example, if the discount is 5-1/2%, enter 5.50 in 
the Discount % field. If you enter a whole number, 
HMIS adds the decimal and zero fills the two spaces 
(e.g., 5 becomes 5.00).
10. Click the Details Tab. 
Enter the applicable 
information.
(See “Details Window” on Page 61 for detailed field 
descriptions.)
11. From the Available 
Room Selection 
screen, click Assign.The room is reserved. The Assigned Rooms screen 
appears (shown below) and displays the information 
on the reservation you have just entered. (See 
“Assigned Rooms Screen” on Page 19 for detailed 
field descriptions.)
12. Click OK.
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							Features
Reservations
Strata DK HMIS 5/9991
Cancel Reservations
Cancel Pending Reservations
Pending reservations are reservations for guests due to check in on the current date. To 
cancel reservations with a Reserved status, see “Cancel Reserved or Expired 
Reservations” on Page 92.
1. From the Browse 
Window, click Rooms 
With Pending
Check-in.
2. Highlight the room 
reservation being 
cancelled.
3. Click Cancel.
4. Click Yes. The reservation is deleted from the room database and 
the listing no longer appears on the screen.
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							Features
Reservations
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Cancel Reserved or Expired Reservations
A reservation with a Reserved status is any reservation with a Reservation From date 
that is at least one day in the future.
An Expired reservation occurs when a guest fails to check in by 12:00 a.m. of the day 
after the Reservation From date. For example, if a guest scheduled to check in on 10/3 
fails to check in by 12:00 a.m. on 10/4, the reservation status is changed to Expired.
If the Expired reservation is not cancelled using this procedure, it remains a valid 
reservation until 12:00 a.m. of the Reservation Until date, and cannot be re-assigned 
to a walk-in or reservation guest. At 12:00 a.m. on the Reservation Until date, HMIS 
automatically releases the room from the reservation (deletes it from the Browse 
Window and adds it to the Available Selection screen) but does not delete the record 
from the Assigned Rooms screen. You must then delete the Expired Reservation 
record from the Assigned Rooms screen using this procedure. 
For example: If a guest makes a reservation for 3/3~3/6 and does not check in, the 
following occurs:
See “Room Status” on Page 100 for more detailed status definitions.
1. From the Main 
screen, click Reserve.The Reservation screen displays see Page 87.
2. Click Cancel in the 
lower-right corner.
3/6 12:00 a.m.
HMIS automatically releases the room 
from the reservation but the record 
remains in the database until cancelled.
3/4 12:00 a.m.
Reservation status 
becomes Expired.
3/4 12:01 a.m. ~ 3/5 11:59 p.m.
Unless cancelled, the reservation is still 
valid and the room cannot be 
reassigned to a new guest.
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							Features
Reservations
Strata DK HMIS 5/9993
3. Click Assigned 
Rooms in the 
upper-left corner.The calendar displays. You need to select a range of 
dates for the reservations you want to view.
4. Click the check-in 
date on the calendar.You can scroll the calendar (months/years) by clicking 
the scroll buttons (t u).
NoteIf you check the wrong date, click Clear 
Settings to start over.
5. Click Assigned 
Check-In Date.The date on the calendar turns red.
6. Click check-out date 
on the calendar.
7. Click Assigned 
Check-Out Date. The Assigned Rooms screen displays with the listing 
of all reservations for the range of dates you entered.
This screen can be sorted by any of the columns. Click 
on the column head you want to search (e.g., guest’s 
last name).
8. Highlight the room 
reservation being 
cancelled.
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							Features
Reservations
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9. Click Cancel.
10. Click Yes. The reservation is deleted from the room database and 
no longer displays on the Browse Window or Assigned 
Rooms screen. HMIS adds the room listing to the 
Available Room Selection screen.
11. Click OK, then Main 
Screen.
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							Features
Reservation Conflict Warning
Strata DK HMIS 5/9995
Reservation Conflict Warning
This feature enables the staff to know when an occupied room is in conflict with a 
pending reservation.
When the conflict occurs, HMIS displays a screen pop-up box (shown below) in the 
lower right corner of the Main screen. The Browse Window displays both the room in 
conflict and the “Pending” reservation for the room. The Reservation From/Until 
fields for the room in conflict display the message “MUST CHECK OUT.” 
Change Room in Conflict (Room Status is StaOvr)
1. Click See Must Check 
Out box.The occupied room in conflict is highlighted in the 
Browse Window.
2. Click Check-out and 
follow check-out 
processSee “Check Out Guest with Billing” on Page 48.
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Reservation 
in Conflict 
						

							Features
Reservation Conflict Warning
96Strata DK HMIS 5/99
Change Room in Conflict (Room Status is X_Stay)
...or if the guest wants 
to stay and change 
rooms, click Swap 
Room.
3. Click OK and 
highlight the new 
room listing in the 
Browse Window.The rooms are swapped and all guest information has 
transferred to the new room listing.
1. Click See Must Check 
Out box.The occupied room in conflict is highlighted in the 
Browse Window
2. Click Check-out and 
follow check-out 
processSee “Check Out Guest with Billing” on Page 48.
...or if the guest wants 
to stay on and change 
rooms, type the 
current date in the 
Reserve until field.
3. Click Save.
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							Features
Room Change (Swap)
Strata DK HMIS 5/9997
Room Change (Swap)
This feature enables the front desk staff to use the previously entered guest 
information when a guest changes (swaps) rooms. This saves hotel staff time and 
provides faster service to guests.
Change (Swap) Rooms
4. Click Swap Room.
5. Click OK and 
highlight the new 
room listing in the 
Browse Window.The rooms are swapped and all guest information has 
transferred to the new room listing.
1. From the Browse 
Window, highlight the 
current room listing.
2. Click Swap Room.
3. Highlight the new 
room listing in the 
Browse Window.The rooms are swapped and all guest information has 
transferred to the new room listing.
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							Features
Room Rate Discounts
98Strata DK HMIS 5/99
Room Rate Discounts
Discounts can be entered on a per guest basis when the guest reserves the room, when 
a walk-in guest checks in or anytime during the guest’s stay.
Enter Room Discount (Reservation Process)
The discount is entered in the General Window during the Reservation process. When 
the guest checks in, the discount displays on the Main screen. See “Make 
Reservations” on Page 88 for details on entering the discount.
Enter Room Discount (Check-in for Walk-in Guest)
The discount is entered in the General Window during the Check-in process of a walk-
in guest The discount displays on the Main screen. See “Check in Walk-in Guest” on 
Page 42 for details on entering the discount.
Enter Room Discount after Check-in (Main Screen)
1. From the Browse 
Window, highlight the 
room listing.
2. Double-click the 
Discount % field. 
Enter the applicable 
discount in X.XX 
format.
For example, 5-1/2% should be entered as 5.50. If you 
enter a whole number, HMIS adds the decimal and 
zero fills the two spaces (e.g., 5 becomes 5.00).
3. Click Save.
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