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Summary Slide. Property Management System Diagram – The Guest Account Guest Registration Menu Diagram – Guest Accounting Menu Display Check-in Illustration Steps 1 to 10 Registration Card Diagram Registration Card PMS Hierarchy Diagram – PMS Hierarchy Internet Exercise. Figure 8-1.

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Summary Slide

  • Property Management System

  • Diagram–The Guest Account

  • Guest Registration Menu

  • Diagram–Guest Accounting Menu Display

  • Check-in Illustration

    • Steps 1 to 10

  • Registration Card

  • Diagram Registration Card

  • PMS Hierarchy

  • Diagram–PMS Hierarchy

  • Internet Exercise

Figure 8-1

Property Management System

  • Within the guest ledger, PMS’s divide the guest account into two separate menus:

    • Guest Registration Menu

    • Guest Accounting Menu

  • The registration menu contains information specific to the guest stay.

  • The accounting menu tracks all debits and credits.

Figure 8-2

The Guest Account–

Two Parts of the Same Whole







Figure 8-3

Guest Registration Menu

Figure 8-4

Figure 8-5

Guest Accounting Menu Display

Guest Name: M/M JonesRoom Number: 123

Arrival Date: 12/1Payment Billing Method : CA/SRT

Departure Date: 12/3Reservation Status:I

Line #DateRoom/AcctReferenceCredit Debit Empl.

112/1123Room Rate 100.00 AI

212/1123Room Tax 6.00 AI

312/2123Room Serv. 38.50 JB

412/2123Movie 8.00 KM

512/2123Room Rate 100.00 AI

612/2123Room Tax 6.00 AI

712/3132Gift Shop 12.95 JB

812/3132Gift Shop (132) 12.95 (TR) JB

912/3123Bar 10.00SD

1012/3123Bar 10.00 (CO)SD

1112/3123Check Out 258.50

Balance Due:0

Check-in Illustration

  • The actual check-in of a guest is a very good way to illustrate the guest registration menu within PMS.

  • The following slides illustrate the registration of a walk-in guest, that is, a guest without a reservation.

  • What factors might a front office manager take into consideration when setting that day’s walk-in rate?

Figure 8-6

Step 1 is to identify the arrival and departure information, and if need be, verify with management the availability of sleeping rooms.

Figure 8-7

Step 2 is to identify the room type the guest prefers. Agents should do their best to match the guest’s room preferences with what is available.

Figure 8-8

Step 3 is to use the PMS system to determine what available rooms in the hotel inventory match the guest’s room preferences.

Figure 8-9

Step 4 is to assign a specific room number based on what PMS indicated was available.

Figure 8-10

Step 5 is to determine the tax status of the guest. If the guest works for agencies of the government, or certain not-for-profit organizations, he or she may be tax exempt.

Figure 8-11

Step 6 is needed to determine method of payment.

Figure 8-12

Step 7 In this step, the front desk agent is able to make notes relevant to the guest for other employees. Because this guest is paying by check, a good practice is to note the check number in the registration menu. Also, another note was made indicating that this disabled guest may need assistance later.

Figure 8-13

Step 8 is to gather personal identification information, such as name, address, phone, and company name, if applicable. A driver’s license or some other proper form of identification should be shown.

Figure 8-14

Step 9 is to verify the market code. The market code is needed to serve as a “check and balance” to the sleeping room rate assigned. The market code should match the rate. This is needed to uncover any possible fraud by front desk employees (e.g., reducing a rate for a friend).

Figure 8-15

Step 10 is the final step. The rate is typically assigned at the time a market code is issued. However, since this was a walk-in, and the walk-in rate changes, this rate was assigned last.

Figure 8-16

Registration Card

  • A registration card summarizes much of the information contained in the guest registration menu of PMS.

  • The information on the card is used to verify the accuracy of information in PMS, such as:

    • Arrival/departure information

    • Spelling of the guest’s name

    • Assigned rate

Figure 8-17

The Registration Card

Figure 8-18

Card # 001

Nice Hotel and Towers

123 Nice Avenue, Anywhere, USA

Room Number_________

Arrival Date______Departure Date_______Payment________

Room Preference________ Rate___________


(By signing above, I hereby confirm all details contained herein are correct and agree to abide by hotel policies)

Check-in Time is 3PM (15:00) Check Out Time is 12:00

Guest Name __________________________

Company Name _______________________

Address _____________________________

Telephone ______________

PMS Hierarchy

  • The organization of the menus within PMS and their inter-relationship is called a PMS hierarchy.

  • The primary menu is the front office menu. Subsequent menus are:

    • Reservations Menus

    • Registration Menu

    • Night Audit Menu

    • Housekeeping Menu

    • Uniform Services Menu

Figure 8-19

Figure 8-20

PMS–Internet Exercise

This exercise exposes you to a different PMS system.

  • Step 1: Go to the web site

  • Step 2: Download the Hotel Demo

  • Step 3: Download 30-Day Evaluation

  • Step 4: Fill Out Basic Information

  • Step 5: Complete Download

  • Step 6: Begin Exploring the Program

  • Step 7: Navigate the Main Menu

  • Step 8: Create Your Own Reservation

Figure 8-21

Property Management Systems Web Sites

Hospitality Technology Solutions

TPE Research

Multi-Systems Inc.


Resort Systems Inc.

TCS Systems

Hotel Data Systems



Metropolis Technologies

Ramesys Hospitality

Figure 8-22

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