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Implementation Guide: Property Management

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RanceLab® FusionPMS simplifies your hotel business processes.

For a stand-alone hotel or a chain, FusionPMS is hotel management system that provides front-office management, housekeeping, food and beverages control, store control, financial accounting, payroll and customer loyalty program. Unlike other hotel software, it’s simple to setup, use and manage, so that your new employees get trained in less time.

Property Management Masters:

It contains various PMS Master data maintenance modules:

Room Master : Create Room Master for each of the Rooms in the Hotel. You may define alphanumeric room number along with its Floor and Block name.
Room Type Master : Using Room Type you can classify rooms based on their profiles and facilities. You can create room types like Deluxe, Executive, Luxury, etc and set separate policies and amenities as well.
Rate Card Master: A hotelier follows various rate charts based on demand in various seasons. While Rack Rate/Base Rate is their basic rate of the room, the season rates are variable based on demand and availability of rooms.
Inclusion / Add-ons: It is simply food types you want to offer your guest along with room service. Amount of inclusion items may be inclusive or exclusive. Various offers are available for inclusions. You may offer it for each type of rooms or only for particular types of rooms, on everyday or on a particular day.
Season Master: A hotelier follows various rate charts based on demand in various seasons. Apart from rack rate/base rate, hoteliers have to maintain rates for different seasons like festive season, winter season, summer season, rainy season, vacation season, special event season etc. While Rack Rate/Base Rate is their basic pricing of the room, the season rates are variable based on demand and availability of the rooms.
Cancellation Policy Master: Use to cancel the reservation before scheduled check-in date and this is subject to the penalty or cancellation fee as per the Cancellation Policy defined for the Room Type in the Rate Card Master. While cancelling the reservation a Cancellation Reason is mandatory to be selected. Cancellation Reason is nothing but the reason(s) for which a reservation is being canceled.
Reservation Policy Master: Using Reservation Policy you can define maximum day limit within which the booking will be allowed otherwise will not. Similarly you can define minimum amount to be deposited during the booking.
No Show Policy Master: This is basically used to cancel the reservation if guest does not reach the hotel for scheduled check-in and after crossing the schedule check-in time it seems that the guest will not come at all.

Where Cancel Booking is used before the scheduled check-in date, No Show can be performed any time on or after the scheduled check-in date & time. If a No Show Policy is defined for the Room Type in the Rate Card Master, then the No Show will be allowed only after "Check-in Time" + "After Check-in Time (Hrs)" as set in the No Show Policy Master during the Room Booking.

Property Management Transactions:

Property Management provides following types of Vouchers Entries:

 

Room Status: It displays visual representation of the status of occupied, reserved, check-in, check-out, vacant rooms for a particular period of time and also allows you to directly perform associated operations on the rooms, so that user can get a clear picture on future booking, today’s occupancy, and the rooms are booked but have not been checked-in yet.
Room Booking: Transactions like booking of room, check-in, check-out, full & final settlement etc. can be done from here. This is very useful and all of the above transactions are performed very easily in a single window.
POS and Minibar Billing: The overall concept of POS and Minibar Billing is same as Sale Invoice (Touch POS). However few enhancements concerning the PMS Module have been done, for detail please check the link document.
House Keeping: The house keeping process of FusionPMS is very efficient and transparent in order to assign various types of tasks to different staff and then track the status of the tasks time to time to ensure that the tasks will be completed within the stipulated time frame.
Night Audit: Night Audit is a very effective tool by which you can perform huge accounting entries for the above hotel transactions by a single click of the mouse on daily basis.
Payment: You can receive partial or full payment any time. Refund entry also can be done from here if required.
Property Management Transaction Option:

Press ALT + O in the Room Status (H > T > B). Fields in the Room Booking Voucher Option are as follows:

Room Reservation Option

Ask Before Saving

Select Yes to avoid “Save confirmation box”, No to display it.

Calculate Tax without Discount

Yes = Tax will be calculated on Room charges only.
No = Tax will be calculated on Room Charges - Discount.

 

For more detail please visit:

Calculate tax on base tariff amount instead of discounted tariff?

Auto Round Off

Set the Rounding Method Standard / Higher / Lower / No.

For more detail please visit:

Is it possible to set round off limit while making a sale transaction?

Rounding Limit

If rounding off is specified (when you have not selected NO at the above option), enter the round off limit (e.g. 1.00 to round off to whole rupee).

Mode Of Payment

Select the applicable Mode of Payments (multiple MOP may be selected) which would populate the Tender screen.

Rack Rate

Press Enter key to set the Rack Rate as shown in the picture below:

Season

Press Enter key to set the Season Rate as shown in the picture below:

Package

Press Enter key to set the Package Rate as shown in the picture below:

Upgrade charges during Move Room

Ask = Will Ask before upgrade charges during Move Room.
Yes = Will not Ask rather upgrade charges during Move Room.
No = Will not upgrade any kind of charges during Move Room.

 

For more detail please visit:

What to do if don’t want to upgrade the tariff amount while moving a room?

Print Check-in Card

Ask = Will show a message asking to print the Check-in Card after the Check-in.
Yes = Will print the Check-in Card without showing any message after the Check-in.
No = Will not print the Check-in Card.

Print Invoice

Ask = Will show a message asking to print the Invoice/Bill after the Check-out.
Yes = Will print the Invoice/Bill without showing any message after the Check-out.
No = Will not print the Invoice/Bill.

Print Booking Confirmation Letter

Ask = Will show a message asking to print the Booking Confirmation after the booking is confirmed.
Yes = Will print the Booking Confirmation without showing any message after the booking is confirmed.
No = Will not print the Booking Confirmation.

Print Money Receipt

Ask = Will show a message asking to print the Money Receipt on receipt of payment.
Yes = Will print the Money Receipt without showing any message on receipt of payment.
No = Will not print the Money Receipt.

Account Setup

Default Guest Account

Press ALT + L to select default Guest Ledger Account. If ledger does not exist then press CTRL + N to create a new one.

 

For more detail on creating a ledger please visit:

Account Ledger

 

Whenever you pass a Check-out transaction, following voucher entry is posted automatically:

By Guest A/c Dr…

To Room Charges A/c Cr…

To Tax A/c Cr…

To Other Charges A/c Cr…

 

Tips:

Same will happen if you use Night Audit. Generally Night Audit is used to post last day’s transaction to update the reports.

 

And at the time of amount Receipt, following voucher entry is posted automatically:

By Cash A/c Dr…

To Guest A/c Cr…

Room Charges Account

Press ALT + L to select default Room Charge Ledger Account. If ledger does not exist then press CTRL + N to create a new one.

Cancellation Charges

Press ALT + L to select default Cancellation Charges Ledger Account. If ledger does not exist then press CTRL + N to create the new.

 

Whenever you pass a Cancellation transaction, following voucher entry is posted automatically:

By Guest A/c Dr…

To Cancellation Charges A/c Cr…

To Tax A/c Cr…

To Other Charges A/c Cr…

No Show Charges Account

Press ALT + L to select default No Show Charges Ledger Account. If ledger does not exist then press CTRL + N to create a new one.

 

Whenever you pass a No Show transaction, following voucher entry is posted automatically:

By Guest A/c Dr…

To No Show Charges A/c Cr…

To Tax A/c Cr…

To Other Charges A/c Cr…

Round Off Account

Press ALT + L to select default Round Off Ledger Account. If ledger does not exist then press CTRL + N to create a new one.

Other Setup

No. of rows in Room Status

Default is 20. However you may change as per your choice.

Property Management Transaction Print Option:

Press ALT + W in the Room Status (H > T > B). Fields in the Room Booking Print Option are as follows:

Invoice File

Press ALT + L to select a format file for Bill/Invoice print document. E.g. PMInvoice.repx

Registration Card File

Press ALT + L to select a format file for Check-in Card print document. E.g. PMRegistrationCard.repx

Booking Confirmation File

Press ALT + L to select a format file for Reservation Confirmation Letter print document.

E.g. PMBookingConfirmationLetter.repx.

Money Receipt File

Press ALT + L to select a format file for Money Receipt document. E.g. PMMoneyReceipt.repx.

Property Management Reports:

Property Management provides following types of Reports:

 

Property Management Analysis Reports:

Property Management provides following types of Analysis Reports :

 

 

Related Faqs:

How to define Check-in, Check-out and Night Audit policy?
Restrict room booking for upcoming maintenance work in a predefined manner.
How to add room sharer(s) for an existing reservation?
What to do if don’t want to upgrade the tariff amount while moving a room?
How do I swap the rooms when reservation is full?
What is the difference between "24 hour check-in" and "Fixed check-in"?
What is the difference between "Cancel Booking" and "No Show"?
Calculate tax on base tariff amount instead of discounted tariff?