Toshiba Strata Dk Hospitality Management Information System User Guide

							Features
Maid Service Activity
Strata DK HMIS 5/9969
Guest Extends Stay
Maid Service Activity
When a maid enters a room to clean, he/she should enter a code into the system using 
the room telephone. The code consists of a telephone access code + 3-digit Employee 
ID Code + 4-digit Maid Service Start Code and notifies HMIS that a maid is in the 
room for the purpose of cleaning. The status of the Maid Service field on the Control/
Status Tab screen changes to “Completed.” 
Upon finishing the room, the maid enters a second code into the system. The code 
consists of a telephone access code + 3-digit Employee ID Code + 4-digit Maid 
Service Complete Code and notifies HMIS that the maid has completed the room 
cleaning.
NoteAuthorized personnel must enter the employee ID code (Employee ID Code 
screen) and the Maid Service Start and Complete Codes (Settings screen) in 
the Setup Utility. 1. From the Main 
screen, highlight the 
room in the Browse 
Window.
2. Double-click the date 
in the Reserve until 
field and type the new 
date.If the date conflicts with an upcoming reservation, a 
pop-up box displays (shown below). The guest will 
have to swap rooms (see “Room Change (Swap)” on 
Page 97). 
3. Click Save.
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							Features
Maid Service Activity
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A Maid Activity Report, can be viewed/printed by authorized personnel, whenever 
necessary. The report shows maid activity by room and can be printed for a specified 
range of dates. (See “Reports” on Page 75.)
Enter Maid Activity Codes
1. On start of room 
cleaning, the maid 
enters the maid 
service start code 
using the telephone 
dial pad.Maid Service field on the Control/Status Tab screen 
changes from Required to Completed.
A sample code is: 
++

.
where:    
 =  Telephone Access Code
 
=  Employee ID Code


=  Maid Service Start Code
2. When room cleaning 
is finished, the maid 
enters the maid 
service complete code 
using the telephone 
dial pad.A sample code is: 
++

.
where:    
 =  Telephone Access Code
 
 =  Employee ID Code


 =  Maid Service Complete Code 
						

							Features
Maid Service Status
Strata DK HMIS 5/9971
Maid Service Status
From the front desk HMIS PC, the maid service requirement for a room can be 
manually changed, using the Control/Status Tab screen (shown below).
 The room status for maid service is:
©Required – At check-out, rooms are automatically set to Required.
©Completed – Status changes to completed once the maid has entered a special 
code at start of the room cleaning (see “Maid Service Activity” on Page 69).
Manually Change Maid Service Status
1. With the room 
highlighted in the 
Browse Window, 
click Control/Status.The Control/Status Tab screen displays (shown above).
2. Click Toggle Maid 
Service.Maid Service changes from Required to Completed or 
vice versa.
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							Features
Phone Call Records
72Strata DK HMIS 5/99
Phone Call Records
Room telephone charges are displayed on the Phone Calls Tab screen (shown below).
Telephone Charges
Telephone charges are automatically calculated, using SMDR data and billing rates 
defined by authorized personnel. At check-out, the telephone charges are included on 
the guest’s consolidated bill, the telephone call data is cleared from the screen, and 
HMIS resets the telephone service to outgoing call restriction.
NoteA call is billed when the valid call time (set in zero cost threshold on the 
Settings screen by authorized personnel) has passed and there is no answer 
supervision. If a guest lets the telephone ring for more than the set time 
(default is 42 seconds), a charge is logged. This call may be disputed and can 
be deleted.
In order for the Phone Calls Tab screen to display calls that do not have charges, the 
Display Zero-Cost Calls option must be selected on the Settings screen in the Setup 
Utility.
Telephone Deposit (Cash Customer)
If the guest is a cash paying customer, a deposit must be made and entered into the 
FOP Tab screen to enable calls that require charges (e.g., long distance, international 
calls). Without this deposit, the customer cannot make chargeable calls.
Restricted/Emergency/Credit Card Calls
Restricted calls attempted from guest room telephones are sent an error tone. 
Emergency calls (9+911) override all restrictions. Guests can use the “0+” Credit Card 
Calling feature to bypass toll restriction, so that the calls are billed directly to their 
telephone credit card. This provides flexibility and control of telephone usage.
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							Features
Phone Call Records
Strata DK HMIS 5/9973
CAUTION!0+ dialing also permits person-to-person calls billed back to the room 
telephone. Hotel Billing Information Center (HOBIC) trunks must be 
used to prevent this from happening.
Phone Calls Tab Fields (Display Only)
Field Description
LocalNumber of local calls made from the room.
TF (toll free)Number of toll-free calls made from the room.
LD (long distance)Number of long distance calls made from the room.
ForeignNumber of foreign (international) calls made from the room.
BalanceRepresents a cash paying customer’s deposit (shown in 
Deposit field) minus any phone charges incurred.
HMIS adds total telephone charges and subtracts the 
amount from the deposit. When the monies have been 
exhausted, HMIS automatically changes the telephone 
service for the room back to local/toll-free only. If there are 
also charges for local calls, HMIS turns local access off as 
well.
DepositIf the guest is a cash paying customer and plans on making 
chargeable telephone calls, he/she must make a phone 
deposit.
The deposit is entered into the FOP Tab Screen and 
registers in both the FOP Tab screen and in this field (see 
“Deposit/Payment” on Page 56 for detailed information).
Without a deposit, the guest can not make any calls from the 
room which require charges. If there are charges for local 
calls, the room telephone is limited to in-house and 911 calls.
If a guest attempts to make a restricted call, the guest room 
telephone is sent an error tone.
Deposit DateDate deposit entered into FOP Tab screen.
TimeTime deposit entered into FOP Tab screen. 
						

							Features
Phone Call Records
74Strata DK HMIS 5/99
View Telephone Service Charges
ä
With the room highlighted in the Browse Window, click Phone Calls. The Phone Calls 
Tab screen displays see Page 72.
Delete a Charge
Clear all Charges
NoteUpon check-out, all phone charges are automatically cleared.
ACArea code of number called.
Phone #Telephone number called.
ModeLD = long distance, LOC = local, TF = toll free, FOR = 
foreign.
Date/Time/DurationDate, time and duration of the call.
ChargesHMIS automatically calculates charges based on the 
duration of the call and the rate set in the Settings screen 
(Setup Utility).
1. With the room 
highlighted in the 
Browse Window, 
click Phone Calls.The Phone Calls Tab screen displays see Page 72.
2. Highlight the charge 
and click Delete Row.The charge is deleted from the room record.
1. With the room 
highlighted in the 
Browse Window, 
click Phone Calls.The Phone Calls Tab screen displays see Page 72.
2. Click Clear All. All charges are deleted from the room record.
Field Description 
						

							Features
Reports
Strata DK HMIS 5/9975
Reports
Reports are generated at the front desk terminal and can be displayed on the screen or 
printed. By clicking on the Reports button at the bottom of the Main screen, the 
Reports Menu screen displays (shown below).
The report menu choices consist of:
©Uncleared Outgoing Telephone Calls Made – Printed by the night auditor on a 
daily basis. The report lists all calls from guests that have not been billed.
©All Active Balance Statements – Printed by the night auditor on a daily basis. 
The report lists the current net balance for the room and includes room number/
extension, guest name, and itemized charges against the room.
©Hotel Guest List – Printed for the front desk on a daily basis. The report lists 
current guest list and includes room number/extension, room status, guest name, 
reservation dates, and number of guests (adults/children).
©Maid Activity Report – Printed by a manager, the report lists maid activity for 
either the current date or a specified date range. Information includes maid ID/
name, actions, extension, date and time activity took place.
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							Features
Reports
76Strata DK HMIS 5/99
©Reservations List – Printed for the front desk on a daily basis, usually by the 
night manager. The report lists reservations for either the current date or a 
specified date range. Information includes room number, reservation dates, guest 
name, confirmation number, room rates (daily/weekend) and room status.
©Morning Check Out List – Printed for the front desk on a daily basis, usually by 
the night manager. The report lists guest’s due for check out on the current date. 
Information includes room number/extension, room status, guest name, 
reservation dates, and number of guests (adults/children).
©Consolidated Detail Night Audit Report – Printed by the night auditor on a 
daily basis. The report displays figures for only the date entered. Figures are not 
cumulative totals for previous day(s). The report lists the current gross and net 
figures, subtotal and balance owed for each room. Also includes room numbers/
extensions, itemized charges against each room and totals for all rooms.
The report shows either all rooms or only the rooms with balances, depending on a 
selection made by management during system setup.
View/Print Uncleared Outgoing Telephone Calls Made Report
1. From the Main 
screen, click Reports. The Reports Menu displays see Page 75.
2. Select the Uncleared 
Outgoing Telephone 
Calls Made option.A pop-up dialog box appears.
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							Features
Reports
Strata DK HMIS 5/9977
3. Click Continue  The report displays for the current date only.
...or Restrict 
Transactions to Date 
Range Above and 
type starting/through 
dates. When finished, 
click Continue.The report displays for the dates entered.
4. Click Print. The report prints.
Report fields include: Room and Extension Numbers, 
ACode (area code), Phone #, Mode (LOC = local, LD 
= long distance, FOR = foreign, TF = toll free), date, 
time, duration, charges, and cumulative (total charges).
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							Features
Reports
78Strata DK HMIS 5/99
View/Print All Active Balance Statements Report
1. From the Main 
screen, click Reports. The Reports Menu displays see Page 75.
2. Select the All Active 
Balance Statements 
report option.The report is displayed:
3. Click Print. The report prints.
The report fields are identical to the items that print on 
a regular billing statement when a guest checks out.
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