MotelMate Demo Booklet

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1 MotelMate Demo Booklet call us on if you require any help Thank you for your interest in MotelMate. These are a few notes to guide you through some of the steps involved in using MotelMate in handling your administration. Each process takes just a few minutes and you do not have to complete all of the exercises in a single sitting. There are many features of MotelMate not covered here, so feel free to explore. 1

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3 Installing and Opening the Demo. To install the Motel Mate Demo on Windows or Mac: 1. Insert the demo disk into the CD drive. 2. On Windows the installer will automatically start up after a few seconds. On Mac a window will open with the installer icon on it; double click this. 4. You will be guided through the installation via a series of screens (select C: Drive/ Mac Hard Drive when prompted for a destination). 5. The installer will also create a shortcut/alias for your desktop labelled Motel Mate Demo. 6. The programme MotelMate will automatically launch at the conclusion. Launching MotelMate Upon opening MotelMate, you will be presented with a login screen. Please consult the Please Read Me card that came with the demo package for the demo account name and password. Type this in and click Continue. A message asking whether you would like to change your password will appear. Just select No Thanks for now. You should then be presented with the Manager Menu. 3

4 FRONT DESK Data Entry Click on Data Entry. Here you can see a layout involving various menu buttons as well as fields for inputting client data. The tabs along the top are for navigation within the Front Desk section of MotelMate. At the moment you will notice that the Guest tab is highlighted indicating that we are currently viewing guest details. The grey tabs lower down pertain to the individual guest. Details This first grey tab page contains details of the guest including personal, demographic and company details. Some of these fields have dropdown menus where you can select preset data. Other files have an information button that takes you to a related screen (to return click on Guests along the top). Quick Search The Quick Search facility (right) offers a simple, portable way to find another client. Just type into the QuickSearch field all or part of a client name and hit return/enter on the keyboard. The result(s) will appear as a list in the portal below. Click on one of these to be taken directly to that record. Or if you would rather just have a list of everyone, type all into the Quick search field. There is also a See As List button at the base of the Quick Search which will provide a more comprehensive list of customers that can be sorted and printed. 4

5 Bookings This page displays a list of existing and past bookings generated by MotelMate for this customer. The blue i at the far right of each booking will take you to the individual booking card. The Make Future Bookings button will allow you to fill out a booking form (see Booking Grid pg 5). Finance Finance displays all financial transactions to do with this client. It includes charges, payments and credits. By clicking on a line in Previous Invoices you can see the invoice items listed in the Invoice Details pane. To view an actual invoice in order for printing or , click on the blue circle next to each invoice. Contact Log A log of all written correspondence can been seen in the Previous Contacts portal. These are generated from either the Standard Letters on the right or by simply manually writing in the Message field. Standard letters can be created on the Form Letters tab. From here you can create a new standard letter template by clicking on the last empty line on the standard letter list. After providing a title you can compose your letter using the mail merge buttons on the right to help personalise the message to the client. (Try viewing some of the existing letters for examples of mail merge). Agents Travel agents that are involved with a client s booking can be logged here. Agents are entered by clicking into the Agent field and selecting from the drop-down menu. The options are drawn from MotelMate s agent database. To add an agent to the database click on the Agents tab along the very top of the screen. At the bottom there is a New Agent button that provides a new blank record to fill in. 5

6 BOOKING GRID Click on the Home along the top to return to the MANAGER MENU. Click on The Booking Grid tab. The booking grid provides a clear, graphical display of existing bookings, colour coded depending on their status. New bookings can also be entered on this grid or moved by dragging and dropping. Right-clicking an existing booking allows you to check in a guest or take you to a booking details page, which can be edited. A new booking can be entered by simply clicking and dragging on an empty space on the grid. Existing bookings can be moved vertically or horizontally also by clicking and dragging To view a different time period, click the date in the top left hand corner and select from the calendar, or simply scroll to the right. The See Holiday Guide button (bottom right) will take you to the back end of their web site where you can view your motel s booking status online. This displays as a split screen with your bookings on top and Duty Motel underneath. Make a New Booking Once you have clicked on an empty part of the grid, you will be taken to a booking screen where booking details can be entered or edited. 6

7 If it is a new booking and the customer has had a history with the motel then you can simply select their name from the Client Account search menu on the left. All the corresponding information will fill in automatically. If, however it is a new customer click on the New Client button at the base of this portal. All the data fields will now allow you to manually type in the data. This information will also be kept in the customer database for future bookings, correspondence, etc.. From this screen you can change booking details to do with extra services or items. You can also change the booking status to confirmed, checked in and checked out. The actual dates, duration and room number can also be changed in the Change Bookings section in the bottom left. You can also split a bill between two bookings (Part Booking). Once a customer has been checked out then MotelMate will generate an invoice for you to or print and then add the amount to their account. List Menu (Click Home to return to the Front Desk and click on the List Menu.) The List menu offers various data information in a list layout. Within each menu you have the option to: FIND......SORT... You can also click on the list to be taken to view an individual record. 7

8 Booking List Example 1. From the List Menu click on Booking list. 2. You have the option of choosing active bookings, checked In bookings or you an find your own set. Click Find. 3. Enter a specific date e.g. 15/10/2007 and click Continue. 4. You should now have a list of all customers who were staying the night on that date. 5. Click on the Sort Menu and choose Source 6. The list will be in source order alphabetically. 7. You can now print this list out (make sure that the print dialogue box says records being browsed, not current record). By using this process you can create any list to your requirements. This process is available to you in most of MotelMate s menus. Group Bookings To make a group booking: 1. From the Main Menu click on the Group Bookings button. 2. Next chose Make Quote 3. Quick Search for a client, company or agent and click on that record to fill in the form. Click continue. 4. Next enter how many nights the group is staying. 5. The resulting list will be all available rooms for the time period requested. Check as many Use this room boxes as required by your guests, adjusting the number of guests per room as you go. Click Continue. 6. The following screen requires you to enter the group a name, a deposit (%), and a bond if necessary. 7. The final quotation is presented which can be printed out ready for the client to sign. The booking grid automatically updates (as well as the web site). Future adjustments to the quotation can be made via the individual s booking page. 8

9 Finance Menu From the Finance menu you can view all invoices, payments and credits that may be generated by the booking process. In each case you can view the records as a list (you will be prompted to enter some find criteria e.g.. date range, to generate the required list). Aged trial balance displays a list of time related balances in 7 day periods. Run statements can offer to print all statement of outstanding account balances. Calendar The general purpose calendar is useful for notifying or reminding you of any future events or tasks. Text entered for each day appears as a reminder on the Front Desk main menu on that day. Check in a Guest This displays a list of all bookings confirmed or otherwise. By clicking on a row you can be taken to the booking information screen to complete the checking in process. Check out a Guest Same as above, except this looks for currently checked in clients ready to be checked out. Check Availability This enables you to perform a quick find for available rooms for any period of time. Just enter the date and the duration and MotelMate will provide the list. UTILITIES (Back on the manager menu) Clicking Utilities allows you to write a Client or Company letter. When you choose Client Letter you have the choice of a single A4 mail merge letter to a set of clients which can be saved against each client or discarded. Blank Checkin Form will instantly print out a form for manually filling in. 9

10 Merge Two Guests. Often when a customer makes a web booking their own details will not match those that you already have on the database. For example, you may have Edward Smith on your records but he has made his own web booking under Ted Smith and therefore creating a new client record. Click Merge Two Guests and Quick Search for the two different records in either half of the screen. By clicking on Merge These Records the lower half will merge its invoicing and booking details into the upper. The secondary record will then delete itself leaving you with one amalgamated record. REPORTS Most of these report buttons are self explanatory. Below are listed some of those they may be of particular interest. Service Report A report can be printout of a given date with a list of any room servicing requirements for that day with check boxes to be filled in. Stats Report Your annual accommodation survey will fill out for you automatically. Today s In and Outs A quick reference to all today s check ins and outs listed in report format. Revenue comparison. A useful report enabling you to compare bookings and revenue for two different months. To select different months, click on the month itself and choose from the drop down menu. 10

11 Daily Revenue Report Revenue reports on a daily basis can be generated including a breakdown of charges as well as occupancy ratios. Sales Items Individual line items that appear on invoices such as food and beverages, vouchers, phone calls as well as accommodation charges can be listed and summarised within a required date range. 11

12 MANAGER MENU Staff Records of all staff can be entered and stored here. Don t forget that there is a view as list button available on all menus. Suppliers The motel s suppliers can also be entered here and can be listed and printed if need be. Room Data If the Motel comprises of managed apartments, then through the Room Data button you can ascribe a room to an owner and generate monthly invoices for them. Room Data will display all related data for that room including bookings, chattels and maintenance. Run Data Backup Clicking on this will copy and export all the inputted data in MotelMate to a series of compact text files in a Backup folder within the MotelMate folder on your C: Drive. Apart from being another form of backup it also puts the data in a format that is easy to transport to another computer, either by disk or , and is also easy to import into another programme. Adv Options The advanced options section in the Manager Menu is where MotelMate is set up for the Motel s particular specifications. 12

13 Motel Set Up Details of the Motel can be entered here including the dates for the different seasons (remember to press setup seasons button with any alterations you make so that this can filter through to all existing records). The Motel logo and Front Desk picture can be pasted into the available container fields. The logo will appear on most printed out documents. Room set up The various rooms of your Motel can be entered and edited from this screen. Click any of the rooms in the top portal to reveal it s details below. Finance Setup This includes a price list of all extra items you may wish to charge your guests for along with other settings involved with financial reporting. Motel policies The preset motel policies can be edited by clicking on them. These will appear on the checking in form or quotation. Room Service Tasks These are preset service lists which can be added to the guests records. Both the Daily Service Tasks and the End of Stay Tasks can be changed on this screen. User Login accounts Each member of staff can be given their own account id and password. Check the administrator check box below to give the user full access to the manger menu. Login expiry dates can be entered for further security. 13

14 Options Setup Holiday Guide login settings can be entered here. Mail merge Set Ups The booking confirmation, invoice letter and the payment letter can all be set up here. The mail merge fields will help personalise the letter to the client. Drop down lists All drop down lists that appear in the programme can be edited here. Internet Monitoring Settings and tariffs for your guest s internet usage through TrafficMate are entered here. Managed Apartments Fixed monthly charges to the apartment owners. TO QUIT OUT OF THE SOFTWARE Return to the Manager Menu and on the bottom left corner you will see the Quit button. Click on this. A message will appear Are you sure you want to Quit? ; click yes please. Thank you for trying the MotelMate demo! If you have any other questions, please contact Skagerrak Software on fax sales@motelmate.co.nz 14

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