Toshiba Strata Dk Hospitality Management Information System User Guide

							Features
Room Rates
Strata DK HMIS 5/9999
Room Rates
Basic room rates (i.e., daily, weekend, holiday/seasonal, special) are already 
established for each room by an authorized user, using the Settings screen in System 
Setup. When you are making a reservation or checking in a guest, the established 
basic rates display on the screens.
If it should become necessary to change them, you can change them using the General 
Window during the reservation/check-in processes or on the Main screen prior to 
check-out.
For information on rate discounts, see “Room Rate Discounts” on Page 98.
Change Room Rates (Reservation Process)
See “Make Reservations” on Page 88 for instructions on changing the rates.
Change Room Rates (Check-in Process)
See “Check in Walk-in Guest” on Page 42 for instructions on changing the rates.
Change Room Rates (During Guest’s Stay)
1. Highlight the room 
listing in the Browse 
Window.
2. Double-click the Rate 
field (i.e., daily, 
weekend, holiday/
season, special). Enter 
the applicable rate.
If you enter a number without decimal/cents, HMIS 
treats it as a whole number (e.g., 100 becomes 100.00).
3. Click Save.
2739 
						

							Features
Room Status
100Strata DK HMIS 5/99
Change Room Rate to Holiday/Seasonal or Special Rate
NoteHMIS calculates a guest’s stay based on daily and weekend rates. If holiday/
seasonal or special rates apply, you must change the number of nights using 
the following procedure.
Room Status
Several of the HMIS screens (e.g., Browse Window) and reports (e.g., Hotel Guest 
List) display room occupancy status. The status used by HMIS on the screens/reports 
is:1. Highlight the room 
listing in the Browse 
Window.
2. Click Manual.
3. Click the Nights 
column for Daily or 
Weekend Rates and 
subtract the 
applicable number of 
nights.
4. Click the Nights 
column for Holiday/
Season or Special 
Rates and enter the 
number of nights you 
subtracted from the 
Daily/Weekend Rates.
NoteBe sure that you account for all nights of the 
guest’s stay. If a mistake is made, a pop-up box 
at check-out warns you that the number of 
nights are not calculated correctly.
5. Click Save.
2737 
						

							Features
Room Status
Strata DK HMIS 5/99101
©Reserved – Reservation in database.
©Pending – Guest is scheduled to check in on current date.
©Checked In or ChkIn – Guest checked in on current date.
©Expired – Guest not checked in by 12:00 a.m. on day after the Reserve From 
date.
If the reservation is not deleted, it remains a valid reservation until 12:00 a.m. of the 
Reservation Until date. At that time, HMIS automatically releases the room from the 
reservation by deleting it from the Browse Window and adding it to the Available 
Room Selection screen. The HMIS does not delete the record from the Assigned 
Rooms screen (see “Cancel Reserved or Expired Reservations” on Page 92 for 
instructions on deleting the reservation record).
©St a y O v e r or StaOvr – Second, third, etc. day of guest’s reservation.
©X_Stay – Guest staying beyond Reservation Until date.
The following flowchart gives you an example of the progress of a reservation by 
status in the HMIS application. For the example, the guest has made a reservation for 
the days of 10/3~10/7.
Reserved
(Reservation made 
for 10/3~10/7)
Pending
(On 10/3 before 
check in.)
Expired
(At 12:00 a.m. on 
10/4 if guest not 
checked in.)
Checked In/
ChkIn
(On 10/3 after 
check in.)
Stay Over/
StaOvr
(On 10/4~10/7.)
X_Stay
(On 10/8, 10/9, 
etc., if guest 
not checked 
Reservation is still valid until 
12:00 a.m. on 10/7. At that time, 
HMIS automatically releases the 
room from the reservation. 
						

							Features
Special Restrictions/Accommodations
102Strata DK HMIS 5/99
Special Restrictions/Accommodations
Besides the many screens that provide text comment sections for restrictions/special 
accommodations, the HMIS provides two areas on the Main screen to identify the 
needs of the guest.
The first is the Handicap indicator field at the top right of the screen and the second is 
the Restrict/Accommodate Tab screen (shown below), accessed by clicking on the 
Restrict/Accommodate Tab at the bottom of the screen. 
The information in the two-left columns of the dialog box is taken from the Master 
Room Setup/AutoGen screens when the room is recorded into the database. The right 
column is available for additional accommodations.
Handicapped Guest
1. With the room 
highlighted in the 
Browse Window, 
click Handicap? field.The field is located in the upper-right corner of the 
Main screen.
2. Click Detail (bottom 
of Main screen).
3. Type any applicable 
information in the 
comments section of 
the Customer Detail 
Window.If the guest requires a wheel chair or TDD device for 
the room telephone, access the Restrict/Accommodate 
Tab screen.
4. Click Save.
2570
(Display Only) 
						

							Features
Special Restrictions/Accommodations
Strata DK HMIS 5/99103
Special Accommodations
1. With the room 
highlighted in the 
Browse Window, 
click Restrict/
Accommodate.The Restrict/Accommodate Tab screen displays (see 
Page 102).
2. Click the special 
accommodations that 
are required.The options are:
lBaby Crib
lHandicap TDD
lWheel Chair
lStrobe Light Phone
lBoat Slip #
If additional information is required, click Detail and 
use the Customer Detail Window comments section to 
enter the information.
3. Click Save. 
						

							Features
View Hotel/Motel Information
104Strata DK HMIS 5/99
View Hotel/Motel Information
To view the information available in the HMIS database:
Active Balance StatementsGuest Billing
1. Click Reports.
2. Click All Active Balance Statements.1. Highlight room in Browse Window.
2. Click Check-Out.
Assigned Rooms (occupied/reserved)Guest Information
1. From the Check-in screen, click Assigned 
Rooms.
2. Select a range of dates (Assigned Check-in 
Date/Assigned Check-out Date).1. Highlight room in Browse Window.
2. Click Detail.
NoteFor credit card information, highlight 
room in Browse Window, then click FOP 
tab.
Available RoomsHotel Guest List
äFrom the Reservation screen, select a range 
of dates (Assigned Check-in Date/Assigned 
Check-out Date).1. Click Reports.
2. Click Hotel Guest List
...or in the Browse Window, click Occupied 
Rooms Only option.
Billing StatementMaid Activity
1. Highlight room in Browse Window.
2. Click Check-Out.1. Click Reports.
2. Click Maid Activity Report.
Check-out ListMessages
1. Click Reports.
2. Click Morning Check-out List
...or from the Browse Window, select Check-
out/Renewal Rooms Only option.1. Highlight room in Browse Window.
2. Click Messages tab.
Deposits/PaymentsNumber in Party
1. Highlight room in Browse Window.
2. Click FOP tab.
NoteFor Phone Call Deposits, highlight room 
in Browse Window, then click Phone 
Calls tab.1. Highlight room in Browse Window.
2. Click Detail. 
						

							Features
View Hotel/Motel Information
Strata DK HMIS 5/99105
Occupied RoomsRooms Requiring Check-out/Renewal
äIn the Browse Window, click Occupied Rooms 
Only option.äIn the Browse Window, click Rooms Requiring 
Check-out/Renewal option.
Phone Call RecordsRooms Requiring Cleanup
1. Highlight room in Browse Window.
2. Click Phone Calls tab.äIn the Browse Window, click Rooms Requiring 
Cleanup option.
Phone ServiceRoom Status
1. Highlight room in Browse Window.
2. Click Control/Status tab.äBrowse Window.
Reservation ListRooms with CFAC Enabled
1. Click Reports.
2. Click Reservation List.äIn the Browse Window, click Rooms with 
CFAC Enabled option.
Room Restrictions/AccommodationsRooms with DND Enabled
1. Highlight the room in the Browse Window.
2. Click Restrict/Accommodate tab.äIn the Browse Window, click Rooms with DND 
Enabled option.
Room Service ChargesWake-up Call Log
1. Highlight room in Browse Window.
2. Click Billed Services tab.äHighlight room in Browse Window, then click 
Messages tab.
Rooms Pending Check-in
äIn the Browse Window, click Rooms with 
Pending Check-in option. 
						

							Features
View Hotel/Motel Information
106Strata DK HMIS 5/99 
						

							Strata DK HMIS 5/99107
Index
A
about this book
conventions,viii
organization,vii
related documents,x
access HMIS,14
level,12
accommodations,102
all active balance statements,75, 78
assigned rooms screen,19, 90
screen fields,20
automatic telephone activation,22
automatic wake-up
overdue wake-up notifier,25
automatic wake-up calls,22
call log,27, 66
clear,28
cancel,25
main screen field,5
no answer,25
prior to setting a call,23
set,24
available room selection screen,28, 43, 89
screen fields,29
B
basic operation
logging off,16
logging on,14
billed services,30
charges
add,32
delete,33
description,30
field,30
screen,11
service category
add,31
delete,31
billing,52
reprinting bills,86
browse window,9, 33
button,9
fields,35
sort selections,34
swap button,34 
						

							Index
C ~ G
108Strata DK HMIS 5/99
C
call blocking,62
call forwarding,35
enable,37
cancel reservation,20
cash,57
change phone service,40
change room rates,99
check,57
check-in
button,7
optional requirements,47
reservation guest,21, 46
screen fields,5
walk-in guest,42
check-out
billing,48
button,7
early check-out,68
extended stay,69
morning check-out list,76
screen fields,5
comments
entering,16
confirmation number,6, 20, 65
consolidated bill,52
consolidated detail night audit report,76, 83
control/status screen,10, 36, 40, 62
credit card,57, 64
customer detail window,9, 45, 47, 55
D
deposit,56
change amount,61
enter,58detail window,45, 61, 90
screen fields,61
display
guest name,68
do not disturb,62
enable/disable,63
E
employee ID code,12
enter guest messages,66
F
feature outline,1
FOP,56
screen,11
screen fields,57
functions
buttons,10
tabs,10
G
general window,44, 64, 89
screen fields,64, 65
guest,41
auto make/model/tag,55
business phone,61
check-in,41
checks out early,68
company affiliation,55
credit card,64
directory,75, 79
drivers license/state,57
entering comments,16
extended stay,69
handicapped,35, 48