Presenter: Kelly Ish March 19, 2009, 11:30 AM MST Please remember to call in to this webinar at: - PowerPoint PPT Presentation

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Presenter: Kelly Ish March 19, 2009, 11:30 AM MST Please remember to call in to this webinar at: PowerPoint Presentation
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Presenter: Kelly Ish March 19, 2009, 11:30 AM MST Please remember to call in to this webinar at:

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Presenter: Kelly Ish March 19, 2009, 11:30 AM MST Please remember to call in to this webinar at:
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Presenter: Kelly Ish March 19, 2009, 11:30 AM MST Please remember to call in to this webinar at:

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  1. Presenter: Kelly Ish March 19, 2009, 11:30 AM MST Please remember to call in to this webinar at: (712) 338-7030, Access Code 181-072-324 Stand by, as we will begin in just a few moments… FRS Efficiencies: Making the Most of First Resort’s Functions and Features

  2. Using the Webinar technology Q&A This box will allow you to forward questions to a panelist to be answered. Any questions that we don’t get to in the time of this Webinar will collected and addressed by close of day, Friday March 20. Polling This box will allow you to participate in a set of Polls throughout the Webinar.

  3. Make Your Office More Efficient!

  4. Make Your Office More Efficient! • General Office Procedures • Special Keys/Functions • Microsoft Techniques for FRS • Reservations • Back Office • Rates • Exporting • Reconciliation • Extending Availability • Housekeeping Work/Orders

  5. Documentation • Checklists for daily procedures? • Training information for new employees • Is important knowledge documented and accessible? P

  6. Paperwork • How organized is your filing system? • Can you e-mail to cut down on paperwork? • Avmain Email program-Letters, owner statements (one at a time) • OwnerLink- View statements online R

  7. Special Keys & Functions

  8. T for Today • T for today. Inserts today’s date in any date field • +/- to increase/decrease T

  9. Alt # Alt + Box # for folios and work orders

  10. Help • F1 for Help • From any screen in the software • F3 to resize

  11. Help

  12. Some Helpful Help Screens • R-A: General folio information, Group folio, Long Term folios, Processing revenue, Travel Agents, Custom Reservation Screens • S-L: General letter logic information • Edit letter: Letter logic variables • P-A-P: Lockoffs • P-S-R: Revenue processing steps and effects on folio, costcodes generated • P-S-N: Description of monthly cycle

  13. S to Search

  14. S to Search

  15. View Screen Options • Can scroll up and down using page down/up and arrows • Hit P to print from view screen to print (only about 34 pages) • Hit C to choose which pages to print • Hit F to send to file from view screen

  16. Home/End • Home Key—Moves to top of view screen or first field of folio, report setup screen, etc. • End Key—Moves to end of view screen or last field • Ctrl End—Erases everything from cursor forward in a line, helpful in folios, letter logic • Tab—Moves 5 spaces

  17. F10 and Page Down • Can use Page Down key in place of F10 to tell to read information • Sometimes is faster • Still use F10 for saving letter logic

  18. L to Lookup • Option will come up when code entered is not in file • Properties, costcodes, vendors, general ledger accounts, journal entries/disbursements, source codes/entered by codes • If want to pull up lookup function, just enter invalid letter or number • F3 to resize lookup box to cover whole screen

  19. L to Lookup

  20. Screen Defaults Hit Ctrl F5 Enter options as you would like them to appear Hit F10 Choose user level Can only set business level if diagnostic user and rights set on user code Good for reports and availability search (R-C)

  21. Screen Defaults

  22. User Level Screen Defaults Business Level

  23. Microsoft Techniques

  24. Alt/Enter • Resize FRS screen between full screen and window • Alt/Tab—Use to switch between open programs, helpful when in full screen mode • If we are coming in through GoToMeeting, resize your screen to a window

  25. Alt/Enter

  26. Screen Size

  27. Setting up Login Batch File • Recommend always run FRS from batch file • Can set up personalized login batch file • H-T in FRS, enter file name (i.e. kelly.bat) and then return to create • “set RTVMEXP=0” on first line—Memory setting, needs to be entered on all 2000 or XP stations. Prevent getting kicked out • Then will need to modify shortcut to FRS to point to this batch file

  28. Setting up Login Batch File 5

  29. Setting up Login Batch File P

  30. Backing Up Your Data

  31. What Needs to be Backed Up: • Data files/indexes (*.FIL; .IDX) • System files (*SYS.*) • Letter files (*.LET; *.LTR; *.LTO; *.LTW) • Other files: • Configuration (*.CFG) • Custom Screens (*.SCR) • Batch Files (*.BAT) • Other Folders (PB, WWW)

  32. Back Ups • Be sure to run every day • Test to make sure it is working • All backup systems are different—may need your hardware person’s help • If you need to restore—check with us first, generally have to restore all files and indexes • Copy to local drive first and test there • Only restore to live data when you are sure the backup is good R/Q

  33. Reservations/Front Office

  34. Checking Availability • Screen defaults to set max units • Checking for available units-Do you only use the Y option? • Special Keys: T for today, +/-, Alt #

  35. F9 for Guest History

  36. Reservations • From R-A screen: P for previous—pulls up the last folio you were on F9—Guest History search Alt F9—Guest Lookup-To pull up in-house guests P

  37. Alt F9

  38. Other Folio Info/Notes • O-C to copy • O-A to enter other names • O-B to enter notes • Sticky Notes (F2)

  39. Custom Reservation Screens • Add, change or remove fields • Adding field for e-mail address is most common change • Can set up custom screen for all or specific users • Diagnostic users will only see standard screen

  40. Custom Reservation Screens

  41. Folio Payments • Leave $ amount blank • B for balance • 1 for deposit 1, 2 for deposit 2

  42. Change Log • Track changes made to reservations • See at O-N-L-V from folio or change log report • Might want to just track major changes, especially if requiring comments • Need to activate change log in system setup (H-A) page 4 • Change Log records are set up at H-B-A. Contact us for assistance with setup

  43. Tracking Undesirable Guests

  44. This guest did damage to the unit…

  45. We don’t want to rent to him again!

  46. Do Not Rent • Prevents a mailable label/letter from printing • Can store original address in sticky note or folio comments • Will show in F9 lookup

  47. Do Not Rent

  48. Back Office

  49. Where is my data located??

  50. Data Location • Usually located in F:\accounts • To confirm, right click on FRS shortcut • Choose Properties • Look at Program tab—CMD/Working line • If no Program tab, look on Shortcut tab-Target line