Transcript

Welcome to Opera PMSWelcome to Opera Property Management System (PMS)

The Most Flexible, Most Comprehensive PMS Ever Developed

At the core of the Opera Enterprise Solution is the Opera Property Management System (PMS). Designed to meet the varied requirements of any size property or property chain, Opera PMS will provide the tools to help you run your operation at a greater level of productivity and profitability than ever before. The application is configurable to your specific requirements making it easy to use and enabling you to obtain fast, accurate, up- to-the-minute information.Opera’s Multi-Property functionality can help you dramatically reduce your hardware, software and labor expenses by running multiple properties off of a single database. Its design allows you to use a centralized database for multiple PMS installations. Centralized software and hardware make system support and upgrades easier by containing them to one central location. Properties may also realize labor efficiencies by sharing functions between properties including Reservations, Accounting, Sales and PBX.Our Reservations capability lets you instantly find the right room on site or across the worldHere you can see the remarkable capability of Opera PMS in giving you total control over future bookings. In seconds you can search for rooms across the largest multi property systems. You get real time availability to ensure full occupancy during peak periods. You have immediate access to any level of availability information for a particular day.Planning for Groups and Blocks has never been easier, faster or more profitableOpera PMS gives you a full array of tools for inventory management, group rooms control and contract administration, reducing the administrative overhead associated with groups and blocks. The application is integrated with the Opera Sales and Catering System which eliminates the need for messy third party interfaces and provides a set of common information to share between sales and the front office.Fast, total communications through Messages, Traces and Locators

Opera PMS provides a new level of communications through your entire operation. Telephone operators and front desk clerks can quickly locate guests at their own or at other properties. Guest satisfaction increases with timely and accurate messaging and locator services. The system also reduces staff overhead when handling batch messages and provides staff in all departments with the information they need to efficiently meet guest needs.Rate Management Tools provide greater control over rate inventory and availabilityPowerful rate management tools allow you to increase revenues by fine tuning rate inventory levels and availability. You can also increase your average room rates through systematic control of rate schedules. The powerful rate management functionality will execute the yield strategies that you and your staff create without constant manual intervention.Powerful Package HandlingExtensive package handling functionality allows you to create flexible, detailed packages to meet the very particular needs of your property operation. Posting patterns may be unique to each item within a complex package. This eliminates the need for tedious accounting intervention. Packages can be created in advance with any individual or group rate or can be created “on the fly” by your reservation or sales agent to meet the guest’s specific requirements at the time of booking.View Room Availability for any day at a glanceOpera PMS and its multiple quick view functions, give you accurate, up-to-the-minute availability information for planning and marketing. You have immediate access to any level of detail for a particular day—for example, number of guests arriving, departing, and staying over. Information is compiled on all facets of property operations to maximize revenues and enhance operating efficiency.Rooms Management gives you an instant, total picture of room statusPMS Rooms Management function ensures up-to-the-minute room status information including clean, dirty, inspected, pick up, out of order, and out of service. It helps you maximize occupancy and room revenue with minimum availability conflicts. You get house status and guest data to make efficient housekeeping assignments. Extensive Rooms Management task assignment functionality allows you to create unlimited task assignments for room attendants and supervisors for daily cleaning, special projects, turn down service and much, much more.Accounts Receivable gives you a clear financial picture of your entire operationThe Accounts Receivable Module clearly demonstrates the superiority of Opera PMS. By integrating accounting functions with property management you get a truer picture and better control over every aspect of your operation. Accounts Receivable gives you complete information that lets you analyze the profitability of accounts. You get full multi- currency and multi language support features along with cross property posting and reporting for seamless world-wide operations.ReportingOpera PMS Reports functions are provided by the powerful Oracle® Report Writer. Most key management reports are included within Opera PMS, but we know that every property and property chain will require their own special reports to support their needs. Opera and the Oracle® Report Writer give you and your staff the ability to design new reports to fit your operation’s specific needs.Gain complete and accurate guest information through “Profiles”Profiles capture demographic, statistical, and historical data for individual guests, companies, travel agencies, groups and more. This data can be utilized to support your property’s customer

relationship management (CRM) program, fine tune marketing strategies, and analyze revenue sources.Front Desk makes check-in remarkably fast and easyYour front desk is the focal point of your entire operation. It’s where you make your first and last impression. It often makes the difference between “never agains” and “long term relationships.” Opera PMS' front desk module is designed with powerful features that dramatically cut check-in time and provide a higher satisfaction level for both your guests and your staff. Front desk features include:

Automatic Room Blocking One Key Stroke Check-In Rapid Walk-In Check-In OperaPalm Integration for Remote Check-In

Simple Cashiering capability yields greater profits with fewer charge disputesOpera PMS' Cashiering module accommodates all major posting activities efficiently and securely, including transfers and split postings with detailed posting history. It's easy to understand messages guide you through all transactions to speed postings and reduce errors. Moreover, these functions simplify all major cashiering activities with no sacrifice in security.Perform Night Audits with no system downtimeNow you can perform the Night Audit function with no interruption to your operation. In fact, the complete night audit, including an on-line backup, can be totally transparent to your staff. In addition, you do not have to schedule your “Income Audit” to coincide with your end of day—you can perform your income audit at any time, and adjust the revenues for a given day even after the “night audit” is performed. Of course, once you have performed your income audit for a given day the revenues are “locked in,” ensuring that your reporting remains accurate.Commission Processing gives you accurate, rapid disbursementTraditionally, commissions are calculated after the guest leaves the property and are usually based on the room rate paid during the stay. This can often result in inaccurate, disputed payments. Opera PMS, on the other hand, is driven by commission codes and business rules that give you an instant, accurate picture of commissions.Seamless International CommunicationsToday, your industry is truly a global business. You need a powerful application that brilliantly and seamlessly accommodates differences in language, currency, and government regulations. That application is Opera PMS. No matter where your properties are located, no matter where your guests call home, Opera PMS can speak in the language, transact in the currency, and calculate the tax requirements you need.Hot Keys, Shortcuts and Graphical Aids make Opera PMS extraordinarily responsive and enjoyable to useNo complicated keystrokes or formulas to remember. No multi-screen puzzles to navigate. At every stage, the Opera PMS graphical presentations, hot keys, and shortcuts are easy-to-use features built into the system to dramatically simplify operation and improve productivity. Graphics help to summarize vast amounts of data in easily comprehended formats.

PMS ConfigurationTopics for Opera PMS Configuration include the following groups:

Reservations Configuration Topics

Profiles Configuration Topics

Rate Management Configuration Topics

Cashiering Configuration Topics

Accounts Receivable Configuration Topics

Commission Processing Configuration Topics

External Configuration Topics

Setup Configuration Topics

Property Configuration Topics

Ownership Configuration Topics - OVOS

Comp Accounting Configuration TopicsVersion

Reservations Configuration TopicsTopics for Reservations Configuration include the following:

About Reservations ConfigurationReservation Codes Configuration TopicsSales AllowanceRoom Classifications Configuration TopicsReservation Access ControlBusiness Blocks Configuration TopicsDesign Floor PlanCatering Configuration TopicsItem Inventory Management TopicsClosing ScriptScheduled Activities Configuration TopicsMobile Audio Key RulesSell Messages

About Reservations ConfigurationThe Configuration>Reservations module is where you customize the Opera reservations setup for your business needs. Set up your property's room types,  room numbers, and reservation codes to enable you to spend your valuable time using Opera  and becoming more familiar with its many features. Reservation configurable options include:

Reservation Codes - Define and set up codes used specifically when making reservations (out of order reasons, assignment reasons, housekeeping sections/attendants/tasks, reservation types, deposit/cancellation rules, rule schedules, move/discount/cancellation reasons, origin/status codes, waitlist priorities/codes, alerts, and guest status/type/entry point).Room Classes - Room Class functionality is available when the Application Settings>General>Room Class function is set to Y. A room class is used to group or place a hierarchy of different room types available in your property.Room Types - Identify each type of room available in your property. In Opera, availability is calculated and displayed by room type, so you should only define those room types that you consider being vital for tracking availability. Function Space and Global Room Types are also configurable options for properties.Rooms - Define characteristics for each room number/function space in the property in order for it to be used by Opera. Before you can define rooms, you must have already defined room types, room classes and preferably room features.Business Blocks - Define booking types, reservation methods, block cancellation/lost/refused reasons, destination codes, and contract billing instructions.Floor Plans - Designing a floor plan that is specific to your property. You can define each floor or wing of your property separately and either draw a graphic floor plan (showing floor layout) or simply create a rooms list.Function Space Classifications. Function spaces are typically spaces such as conference rooms, meeting rooms, ballrooms, swimming pools, outside areas, and so on. These spaces can be booked for events. Configuring function spaces is handled by these options:

Function Space Types - Define general types, or categories, of function spaces (e.g., restaurant, bar, foyer, meeting room, etc.). Function Space Locations - Identify the property locations that will be used to describe the physical placement of function spaces. Function Setup Styles - Define the setup designs for function spaces (e.g., banquet, cocktail, theater, classroom, etc.). Function Spaces - Configure the specific rooms or "combo rooms" that comprise function spaces.

Item Inventory. Available when the Reservations>Item Inventory application function is set to Y. Item Inventory functionality provides features for tracking stocks of items (such as rollaway beds, cribs, recreational equipment, etc.) and managing assignment of those items to guest reservations.Sell Messages - Create sell messages to help your reservation agents secure a booking during a customer query.Closing Script - Use the Closing Script Editor to create unique closing scripts that are used to confirm customer hotel-booking details for a property.

Reservation Codes Configuration TopicsTopics for Reservation Codes Configuration include the following:

Reservation CodesOut of Order/Service ReasonsRoom Condition CodesRoom MaintenanceHousekeeping SectionsHousekeeping AttendantsHousekeeping TasksReservation TypesReservation Auto AttachDeposit Rule Configuration and Cancellation Rule ConfigurationRule ScheduleNoshow Posting RulesReservation Color CodesMove ReasonsDiscount ReasonsCancellation ReasonsOrigin CodesTrace Texts ConfigurationWaitlist PrioritiesWaitlist CodesAlert Definitions TopicsCustom Reservation Codes Configuration TopicsFacilities Management Configuration Topics

Reservation Codes

Select Configuration>Reservations>Codes to configure the definition and setup of codes used or visible specifically when making reservations.

Out of Order Reasons - Opera provides two options for identifying a room that is unable to be sold because of damage or pending maintenance: OOO (Out of Order) or OOS (Out of Service). The difference between the two options is whether or not the total number of rooms is included in the property’s availability, thereby affecting the occupancy percentage. Room Conditions - When the Rooms Management>Room Conditions application function is set to Y, you may configure the condition codes to be assigned to rooms designated for show (rooms that are set aside for special housekeeping attention) or rooms that are to be treated differently for any other reason. Rooms that have a condition code assigned to them may or may not be available for assignment to guests, depending on how you configure the condition code. Room Maintenance - Use Room Maintenance to record, view, track the status of and resolve multiple room maintenance requests. The work requests can be entered for any of the configured guest rooms by using the Rooms Management>Maintenance option in the Opera operations module. Housekeeping Sections - Housekeeping section codes can be configured to divide the property into physical housekeeping areas to simplify the process of assigning rooms to attendants for daily cleaning. Opera allows for both day and evening sections (day section is for regular room cleaning and evening is for turndown service) to be linked to each room. Housekeeping Attendants - Opera stores housekeeping attendant information, daily assignments, and tracks credits or number of rooms cleaned by each attendant. Assign housekeeping attendants to a section or a floor number. Housekeeping attendants can be identified by name or by an attendant number and listed with an active or inactive status. Housekeeping Tasks - Opera can generate and store multiple housekeeping tasks, for example: daily cleanings, mattress turning, turndown. Each task code can generate separate task sheets for attendants to complete. Facility Management. Available when the Rooms Management>Facility Management application function is set to Y. An expanded housekeeping feature that enables coordinated management of housekeeping tasks, supplies, attendant assignments, attendant credits, and other related matters.

Facility Tasks - Set up and manage the codes that identify housekeeping assignments such as total cleaning, light dusting, VIP cleaning, etc., when Facility Management functionality is active. Facility Codes - Set up and manage the codes that refer to materials, supplies, etc., that are associated with facility tasks (e.g., linens, shampoo, skin conditioner, soap, hair dryer) when Facility Management functionality is active.

Reservation Types - When making a reservation in Opera, a reservation type (also called a booking code or guarantee code) must be assigned to the reservation in order to determine if the reservation is deducted (definite) or not deducted (tentative) from availability, and if it is/is not guaranteed. This way, reservations may be canceled in bulk by reservation type. Deposit Rules - Reservation deposit rules provide a way to manage the advance deposit prepayments guests make prior to their stays. Deposit rules define the

amount of the deposit (this amount can be a flat amount, a percentage of the rate, or it can be based on the number of nights), and how soon before arrival or after the booking is made the deposit must be paid. Cancellation Rules - Reservation cancellation rules assist in the handling of cancellation charges or penalties. Cancellation rules define the amount of the penalty charge if the reservation is cancelled (this amount can be a flat amount, a percentage of the rate, or it can be based on the number of nights) and the number of days prior to the arrival date that the reservation may be cancelled without penalty. The date can be associated with a time (e.g., 5:00 PM) before which the guest must cancel to avoid penalty. Deposit/Cancellation Rule Schedules - Reservation deposit rules provide a way to manage the advance deposit pre-payments guests make prior to their stays. Cancellation rules let you impose cancellation charges or penalties when the guest cancels a reservation within a specified period before the arrival date. The Rule Schedule Configuration screen lets you put these rules to work by associating them with a reservation type, a rate code, or with a combination of reservation type and rate code. No Show Posting Schedule - The No Show Posting Rules provides properties the ability to post revenue against a no show reservation in order to realize the revenue and get the deposit off of the deposit ledger while still showing the reservation status as a No Show for statistical purposes. Colors - Colors can be applied to either a reservation or to a guest as a quick reference to the user. Configuring colors to have a specific meaning, can alert a user to a reservation or guest of particular importance prior to the reservation being accessed. Move Reasons - Move reasons are required when moving a reservation between properties in a multi property environment. Move reasons are used to designate why a reservation was moved from one property to another, for instance; weather, rate, amenities, property sold out, group changed location. Discount Reasons - Discount reasons designate why a discount was given to a reservation. Some examples would be a discount rate negotiated with a company or special customer, a special rate that is sometimes available to all business travelers or discount for family members who are traveling together. Whatever the discount reason, when discounts are entered on the Reservation screen, a discount reason must also be given. Cancellation Reasons - Opera requires a reason for every reservation cancellation. Configuring these codes saves valuable time when cancelling reservations while satisfying Opera's requirement for a cancellation reason. Origin Codes - Opera maintains origin of business statistics and allows you to track reservations by setting up origins (the originating media source for the reservation). Just as market codes can be grouped into market groups for reporting purposes, origin codes are attached to reservation records in order to track how reservations come into the property. Each property or property chain then determines the breakdown of origin information they require (mail, telephone, fax, central reservations, travel agency, GDS). Trace Texts - Set up the standard default texts that will be available when you create traces. When you create a trace, these texts can be selected and used as-is, or they can be customized as necessary. Trace Texts must be associated with a department.

Waitlist Priorities - You can give bookings a "waitlist" status if the requested reservation cannot be confirmed. When a reservation is created and then moved to the waitlist Opera lets you set different priorities for confirming these waitlisted reservations. Waitlist Codes - Opera lets you set up waitlist bookings if the requested reservation cannot be confirmed. When a reservation is created and then moved to the waitlist the system requires a reason. Use waitlist codes to designate why a reservation is being placed on a waitlist (rate not available, room not available, dates not available). Alert Definition - Opera offers two kinds of alert messages: standard alert messages that can be specifically attached to selected individual reservations, and global alerts which are automatically attached to all reservations that meet the alert criteria.

Alert Messages - Reservation alerts are messages attached to a reservation for display during check in, when the reservation is opened while the guest is in-house, or during check out. You can attach a pre-defined alert or customize an alert for a particular guest. Alerts give you the ability to annotate a reservation with important information for the front desk agent, for example to call a manager upon arrival, collect an iron and ironing board upon departure, or note that a reservation was a gift and to not divulge the rate or payment option. Global Alerts - Global alerts can be set up to appear at any or all of the following times: at check in, at check out, and/or whenever the reservation is opened. Sets of display conditions further restrict the global alert display based on reservation type, block code, number of adults/children, arrival/departure time, and a host of other criteria.

Custom - Use custom codes to customize a reservation screen with information that is used to maintain specific metrics for different reports and various other purposes.

Guest Status - Create and maintain codes that specify the status of a guest. For example, due in, checked in, due out and checked out. Guest Type - Create a code to specify the type of guest such as hotel guest, members, staff, and outside guests. The values used for the Guest Type list of values are entered here. Country Entry Point - Create a code to specify where a guest has entered the country (e.g., cities or airports). Once codes are configured, the Country Entry Code may be selected on the Reservation screen. Purpose of Stay - Create a code to specify a guest's purpose of stay. For example, Business, Travel, Leisure, Conference, or Seminar.

Out of Order/Service Reasons When the Rooms Management>Out of Order and Rooms Management>Out of

Service application functions are active, Opera provides two options for identifying a

room that is unable to be sold because of damage or pending maintenance: OOO (Out of Order) or OOS (Out of Service). The difference between the two options is whether or not the total number of rooms is included in the property’s availability, thereby affecting the occupancy percentage.

If a room is placed Out Of Order, it is not available to the front desk clerks for assignment. It will also be removed from the total room availability counts. This effectively reduces the total number of rooms in your property. Therefore, for the period the room remains out of order, 100% occupancy is calculated using only the remaining rooms. For example, if your property has 100 rooms and you place 5 rooms out of order, 100% occupancy is 95 rooms – not the normal 100 rooms.

If a room is placed Out Of Service, it can be available to the front desk clerks for assignment and it remains in the total room availability counts. This means that the occupancy percentage is calculated by including out of service rooms in the total number of rooms in the property. Front desk agents can return out of service rooms to availability once room repairs are completed.

To configure out of order and out of service reason codes, select Configuration>Reservations>Codes>Out of Order Reasons.

Out of Order/Out of Service Reasons Screen

Search Criteria Choose the appropriate search criteria and select the Search button. Template/Property. When the OPP_MHOT Multi-property add-on license code is

active, out of order and out of service reason codes may be set up as templates that can then be copied to multiple properties. To set up templates, select the Template radio button. To configure and edit reasons for specific properties, select the Property radio button and choose the property for which you wish to configure reason codes.

Property. Available when the OPP_MHOT Multi-property add-on license is active and the Property radio button selected. Select the down arrow to choose a property for which you wish to review or edit reason codes.

Status. Select the down arrow to display either the active or inactive reason codes.

Search Results Grid The Out of Order/Out of Service screen displays the following information.

X. Available for Template display only. An X in this column indicates that the reason code has been selected for the Copy action. Use the All and None buttons to select or un- select all reason codes.

Reason Code. Reason codes within the Rooms Management>Housekeeping module for both out of order and out of service rooms to explain the room maintenance request. For example, LIG for "Replace broken light" or ACC for "Adjust too cold A/C".

Description. A descriptive explanation for the code. For example, "Replace broken light" or "Fix leaking basin". When you create a maintenance request, you can add free text to describe the maintenance request in more detail.

Seq. Number that determines position of the item in listings.

Adding or Editing a Out of Order/Out of Service Reason When the OPP_MHOT Multi-property add-on license is active, reason codes may be

created only for Templates. Once the reason code is copied to one or more properties, the code may be edited as necessary for the individual property.

The Out of Order Reasons - New or Out of Order Reasons - Edit screen displays the following information.

Reason Code. Code that explains the reason the room is under maintenance. Description. Descriptive explanation for the reason code. Display Sequence. Number that determines position of the item in listings. Reason

codes that do not have a sequence number will be listed in alphabetical order following those codes that have a sequence number assigned.

Inactive. If this box is check marked, the reason code becomes inactive and will not appear as a selection option when placing rooms Out of Order or Out of Service.

Copying Reason Codes When the OPP_MHOT Multi-property add on license is active, you may copy reason

codes from the Template to one or more properties. Once coped to a property, the code may be edited as necessary. To copy reason codes, select the codes you wish to copy by

placing an X in the X column. Then select the Copy button. From the Properties LOV, choose the target properties and select OK.

Room Condition CodesWhen the Rooms Management>Room Conditions application function is set to Y, you may select Configuration> Reservations>Codes> Room Conditions to configure the condition codes that may be assigned to rooms to designate rooms that are available for show, rooms that are set aside for special housekeeping attention, or rooms that are to be treated differently for any other reason. Rooms that have a condition code assigned to them may or may not be available for assignment to guests, depending on how you configure the condition code.

Room Conditions ScreenWhen the OPP_MHOT Multi-property license is active, you may set up template condition codes that can be copied to the individual properties in the resort cluster. Once copied to the property, the room condition code may be edited, if necessary, to meet the property's needs.  To set up templates, select the Template radio button. To create or edit room condition codes at the property level, select the Property radio button. Use the Properties list of values to choose the property for which you wish to edit condition codes. (If the OPP_MHOT Multi-property license code is not active, your options will be similar to those described for creating condition code templates.) Room

Choose the appropriate search criteria and select the Search button.Template/Property. When the OPP_MHOT Multi-property add-on license code is active, room condition codes may be set up as templates that can then be copied to multiple properties. (See Copying Room Condition Codes to Properties, below.) To set up templates, select the

Template radio button. To edit room condition codes for specific properties, select the Property radio button and choose the property for which you wish to edit room condition codes.Property. Available when the OPP_MHOT Multi-property add-on license is active and the Property radio button selected. Select the down arrow to choose a property for which you wish to review or edit room condition codes.Show Inactive. Select this check box to display inactive room condition codes.

Search Results GridThe Room Conditions screen displays the following information.

X. Available for Template display only. An X in this column indicates that the code has been selected for the Copy action. Use the All and None buttons to select or un- select all room condition codes.Room Condition Code. Code that identifies the room condition.Description. Description of the room condition.Seq. Number that determines position of the item in listings. You may edit the room condition code, or highlight a code and use the Move Up/Move Down buttons to change its sequence number.

Adding or Editing a Room Condition CodeWhen the OPP_MHOT Multi-property add-on license is active, room condition codes may be created as templates, then copied to the individual properties. Once the code is copied to the properties, the code may be edited as necessary for the individual property. When the OPP_MHOT license code is not active, you may create and edit room condition codes directly for the property. Select the New button to create a new room condition code. Highlight a room condition code and select the Edit button to make changes to a code. The Room Conditions - New or Room Conditions - Edit screen appears.

Provide the following information and select the OK button.

Condition Code. A user-definable code that identifies the room condition. Once this condition code has been saved, it may not be edited. Use the Inactive checkbox to make the code unavailable for further use.Description. Description that explains the code (last sell, missing amenity, pet in room, show room, etc.).Display Sequence. Number that determines position of the item in listings. Room condition codes that do not have a sequence number will be listed in alphabetical order following those codes that have a sequence number assigned. You may also use the Move Up and Move Down buttons on the Room Conditions screen to change the sequence of an entry.Inactive. If this check box is selected, the room condition code becomes inactive and will not appear as a selection option when assigning room conditions.Display in Room Assignment/Do Not Display in Room Assignment. Select either of these check boxes to control whether a room having this room condition code assigned will appear on the Room Assignment and on the Available Room Search screen. The default is Do Not Display in Room Assignment. (See Available Rooms Search, and Room Assignment for additional information.)Comments. Text field to enter comments that pertain to the room condition.

HOLD Condition CodesWhen the Front Desk>Hold Rooms application function is set to Y, room condition codes HOLD1 through HOLD4 are provided as Opera SID data. These condition codes may be used to place rooms "on hold" for a set period (from 1 to 1440 minutes [24 hours]) or for an unlimited time, depending on the HOLD condition code configuration. While a room is on hold, it may not be assigned by users other than the user who placed the room on hold (a special permission is required to take a room off hold if it was placed on hold by another user). When the hold period expires, the room is automatically taken off hold. The room is also automatically taken off hold if you check a guest into the room before the hold period elapses.When setting up a HOLD condition code, the following Room Conditions screen appears.

Fields are the same as for other condition codes except for the following:Display in Room Assignment.  Selected by default and cannot be unselected.

Minutes. Enter the number of minutes (1 to 1440) that defines the duration of the on-hold period. Leave this field blank to set an unlimited hold period. If you leave this field blank, when you select the Save button a message appears: "Leaving the Minutes field blank results in an unlimited hold time for this Condition Code." Select OK to proceed.Inactive. Check box not available because the HOLD condition codes are Opera SID data.See Available Rooms Search, Room Conditions, and Room Assignment for additional information on the use of the HOLD condition codes.

Copying Room Condition Codes to PropertiesWhen the OPP_MHOT Multi-property add on license is active, you may copy room condition codes from the Template to one or more properties. Once coped to a property, the code may be edited as necessary. To copy room condition codes, select the codes you wish to copy by placing an X in the X column. Then select the Copy button. From the Properties LOV, choose the target properties and select OK.

See Also Room Conditions

Room MaintenanceNote: When the QMS Opera Quality Management System license code is active, this menu option will not display.

Use Room Maintenance to record multiple room maintenance requests. The work requests can be entered for any of the configured guest rooms by using the Rooms Management>Maintenance option in the Opera operations module. From there, you can view requests and resolve them. If you want to use the Maintenance option, you should specify the default room maintenance requests here. System Configuration>Reservations>Codes>Room Maintenance option allows you create and modify all the default maintenance requests that you want to use in your property.

Room Maintenance Screen

The Room Maintenance screen displays the following information.Maintenance Code. This is the code used to explain the room maintenance request. For example, CAR for "Carpet replacement" or TVREP for "Repair TV."Description. This is the description of what the code stands for. For example, "Carpet replacement" or "Repair TV." When creating the maintenance request in the main program, the user can add free text to describe the maintenance request in more detail.Sequence. This is the order in which the work requests will be shown. If you enter [2] for CAR and [1] for TVREP, then TVREP will be shown before CAR.Inactive. Click this check box to mark the code as active or inactive. If it is inactive it is excluded from the display list from the Rooms Management>Maintenance screen.

Adding or Editing a Rooms Maintenance Code

Provide the following information in the Room Maintenance - New or Room Maintenance - Edit screen and select the Save button.

Maintenance Code. Enter a code that will explain the room maintenance request. For example, DOOR for "Door Sticks."Description. Description of what the code stands for. For example, "Carpet replacement" or "Repair TV." When creating the maintenance request in the main program, the user can add free text to describe the maintenance request in more detail.Sequence. Type the number for the order in which the maintenance code will be shown.Inactive. Click this check box to mark the code as active or inactive. If it is inactive it is excluded from the display list.

See Also Task Navigator (F6)

Housekeeping SectionsWhen the Rooms Management>Housekeeping Sections application parameter is set to Y, housekeeping section codes can be configured to divide the property into physical housekeeping areas to simplify the process of assigning rooms to attendants for daily cleaning. Opera allows for both day and evening  sections (day section is for regular room cleaning and evening is for turndown service) to be linked to each room (see Rooms Edit for details) . The same section can be used for both day and evening service. To configure housekeeping sections, select Configuration>Reservations>Codes>Housekeeping Sections. The Housekeeping Sections screen appears.

Note: All configured sections are displayed in the Expanded Task Sheet Grid, even if no rooms exist within that section. Tasks can then be moved (dragged and dropped) on to these sections.

Search CriteriaUse the following search options to locate the housekeeping section records you wish to review or edit.Property. Select another property from this list of values if you are working in a multi property environment. This field is visible when the OPP MHOT Opera Property Management Multi-Property  license code is marked as Active. In the Property list of values, Opera displays the properties with activated multi property licenses codes allowing you to switch between properties that have been configured in this property cluster (via the Property Details>Alternates Tab).

Show Inactive. Select this check box to display only those housekeeping sections that are inactive.

FieldsThe Housekeeping Sections screen displays the following information.Section Code. Section codes can only be numeric.Description. Housekeeping section description (floor number, part of the property, etc.).

Adding and Editing Housekeeping SectionsSelect the New button to create a new housekeeping section. To edit an existing section, highlight your choice and select the Edit button. Provide the following information in the Housekeeping Sections - New or Housekeeping Sections - Edit screen and select the OK button.Section Code. Type or edit the numeric section code.Description. Type or edit the housekeeping description for the section code.Inactive. Select this check box to make the section code inactive. Inactive housekeeping sections are not available for selection when assigning rooms to the day and evening sections on the Rooms Edit screen.

See Also Housekeeping Management

Room Edit Screen

Housekeeping AttendantsOpera stores housekeeping attendant information, daily assignments, and tracks credits or number of rooms cleaned by each attendant. Housekeeping attendants can be assigned to a section or a floor number. Housekeeping attendants can be identified by name or by an attendant number and listed with an active or inactive status. Configuration>Reservations>Codes>Housekeeping Attendants is where this feature is configured. This feature is available when the Rooms Management>Task Assignment application function is set to Y.

Housekeeping Attendants Screen

Search CriteriaProperty. Select another property from this list of values if you are working in a multi property environment. This field is visible when the OPP_MHOT Multi-Property add-on license is active. Show Inactive. Select this check box to have all attendants with inactive status included in the display list.

FieldsThe Housekeeping Attendants screen displays the following information.Attendant ID. Attendant ID belonging to the attendant.Attendant Name. Attendant's name or number.Section. Housekeeping section assigned to the attendant. Sections can be set up in Configuration>Reservations>Codes>Housekeeping Sections (see Housekeeping Sections) when the Application Settings>Rooms Management>Housekeeping Sections application parameter is set to Y.Floor. Floor assigned to the attendant.Job Title. Job title assigned to the housekeeping attendant.Days of the Week. Displays a Y if that specific day of the week has been assigned to the housekeeping attendant and an N if the day of the week was not assigned to the housekeeping attendant. Configuring the day of week per attendant allows the property to assign housekeeping tasks by day of the week accordingly.

Adding or Editing a Housekeeping Attendant

Provide the following information in the Housekeeping Attendants - New or Housekeeping Attendants - Edit screen and select the OK button.Attendant ID. ID code for the attendant.Mobile No. Attendant's mobile phone number. This number may be used to contact the attendant when the General>Text Message Handling application function is set to Y. For example, text messages can be sent to attendant's cell phones when the Queue Rush Rooms feature is used. See Queue Rush Rooms for details.Name. Attendant's name.Floor. Floor assigned to the attendant.Section. Housekeeping section assigned to the attendant.Job Code. Attendant's job code.Inactive. Select this check box to mark the attendant as active or inactive. If it is inactive it is excluded from the display lists within Housekeeping. Any housekeeping attendant can be inactivated as long as they are not included in any current date task sheets.Days of the Week. Select or un-select the check box to assign specific days of the week to the housekeeping attendant.

See Also Task Assignment Housekeeping Sections

Housekeeping TasksSelect Configuration>Reservations>Codes>Housekeeping Tasks to display the Housekeeping Tasks screen. The Housekeeping Tasks menu bar option is available when the Rooms Management>Facility Management application function is set to N and the Rooms Management>Task Assignment application function is set to Y.When you set the Rooms Management>Task Assignment application function to Y, Opera can generate and store multiple housekeeping tasks (daily cleanings, mattress turning,

turndown). Each task code can generate separate task sheets for attendants to complete. Tasks are used in the Rooms Management>Housekeeping>Task Assignment option.

Housekeeping Tasks Screen

The Housekeeping Tasks screen displays the following information.Property. Select another property from this list of values if you are working in a multi property environment. This field is visible when the OPP MHOT Opera Property Management Multi-Property Base (Cross Profiles/Configuration) license code is marked as active. In the Property list of values, Opera displays the properties with activated multi property licenses codes allowing you to switch between properties that have been configured in this property cluster (via the Property Details>Alternates Tab).Task Code. Housekeeping task code (VIP, TD, GC).Description. Description for the task (VIP room prep, turndown, general cleaning).Instructions. Short description of the steps required to perform this task.Sequence. Order of succession for items to appear in a list by assigning them a numeric order.

ButtonsMove Up (Up Arrow). Moves the highlighted task up in the sequence order.Move Down (Down Arrow). Moves the highlighted task down in the sequence order.New. Select to create a housekeeping task.Edit. Select to edit the highlighted housekeeping task.Delete. Select to delete the highlighted housekeeping task. A caution prompt window will display to be sure of the deletion.

Adding or Editing a Housekeeping Task

Provide the following information and select the OK button.Task Code. Enter a housekeeping task code (VIP, TD, GC).Description. Enter a description for the task (VIP room prep, turndown, general cleaning).Instructions. Type a short description of the steps required to perform this task.Sequence. Enter the order of succession for items to appear in a list by assigning them a numeric order.

See Also Task Assignment

Housekeeping Management

Alternates Tab

Reservation TypesWhen making a reservation in Opera, a reservation type (also called a booking code or guarantee code) must be assigned to the reservation in order to identify if the reservation is deducted (definite) or not deducted (tentative) from availability, and if it is or is not guaranteed. This way, reservations may be canceled in bulk by reservation type.Typical reservation types for standard reservations are: 6:00 PM Hold, Guaranteed by Credit Card, Guaranteed by Company, etc. For tentative reservations, typical reservation types are: Deposit Expected, Confirmation Expected, Group Block, etc. Tentative reservations are not usually considered in the availability calculations, but they can be included if you select the Include Tentatives option at the time an availability inquiry is requested. Tentative group reservations can be given a cutoff date whereby they either become definite or are canceled.Group blocks and travel agent allotments must also be assigned reservation types. This allows you several different categories to cover guaranteed blocks, non-guaranteed blocks or speculative blocks. The rooms allotted to the block will be subtracted from the availability only when their reservation type is definite. Checked In is a pre-configured required type and cannot be deleted.To add or edit reservation types, select System Configuration>Reservation>Codes>Reservation Type.

Reservation Type Screen

Use this screen to view the reservation types set up for your property, to create new reservation types (select the New button), and to edit existing reservation types (highlight an item and select the Edit button). The screen shows the following information for each reservation type:Reservation Type. The code for the reservation type.Description. The description of the reservation type.Deduct Inventory. An X in this column indicates that reservations made using this reservation type will be deducted from available inventory.Arr. Time Required. An X in this column indicates that an arrival time is required for reservations made using this reservation type. When making a reservation, the arrival time field will be mandatory.CC Required. An X in this column indicates that a credit card is required for reservations made using this reservation type.Deposit Required. An X in this column indicates that a deposit is required for reservations made using this reservation type.Sequence. The number in this column indicates the display sequence for this reservation type when reservation type lists of values are presented.Inactive. An X in this column indicates that this reservation type is not currently available for selection from reservation type lists of values.

Creating and Editing Reservation TypesWhen you select the New button or when you highlight an existing reservation type and select the Edit button, the  Reservation Type New or the Reservation Type Edit screen appears.

Provide the following information on this screen:

Reservation Type. The code for the reservation type. Make this code informative for the user, for example, if the reservation type is to be “guaranteed until 6:00 pm," you might enter GTD 6:00 PM. When editing an existing reservation type, you may not change this code.Description. The description for the reservation type (e.g., "Guaranteed until 6:00 pm").Display Seq. The number entered here controls the sequential position of this reservation type in the reservation type list of values. Un-numbered reservation types are presented in alphabetic order following those reservation types having a sequence number.CC. Pending Days. Only available when the Reservations>Parameters>Auto Mass Cancellation application parameter is set to Y for the property. Enter the number of days pending for the credit card information to be received. For example, if the number of CC Pending Days is 3 and the reservation was made on 6/1, the reservation will automatically be canceled on 6/4 if credit card information is not received. This feature works in conjunction with the Auto Mass Cancellation job that is scheduled through the Opera Scheduler. When the Auto Mass Cancellation job is scheduled for a property, it will consider reservations that have a reservation type configured for Auto Mass Cancel and cancel all reservations for which credit card information has not been received in time.

Note: When the reservation type attached has both CC Pending Days and Deposit Required selected, Opera will consider the minimum date of the two and evaluate the reservation on that date. For example, if the reservation was made on 6/1, and the CC Pending Days is set to 3 and Deposit Required due date is set to 6/3, the reservation will be auto cancelled on 6/3.

Arrival Time Required. Select this check box to indicate there is a mandatory arrival time for reservations made using this reservation type.Credit Card Required. Select this check box to specify that a credit card is required for reservations made using this reservation type.

Note: When this option is selected, a credit card will be required for reservations of this reservation type regardless of whether the Reservations>Method of Payment application parameter is active.

Address Required. Select this check box to specify that an address is required for reservations made using this reservation type.Deduct. Select this check box to indicate that the reservation type will be deducted from available inventory when a reservation is made using this type.

Deposit Required.  Select this check box if a deposit is required when making a reservation for this reservation type. This check box is provided for informational purposes only. Deposit requirements must be set by deposit rule schedules (Configuration>Reservations>Codes>Deposit/Cancellation Rule Schedules).Phone Required. Select this check box to specify that a phone number is required for reservations made using this reservation type.Inactive. Select this check box if you wish to mark the code as inactive. Inactive reservation types are excluded from reservation type lists of values.CC Verification Code Required. This check box only displays when the Credit Card Required check box is selected. If a credit card is required for the reservation type, select this check box to specify that a credit card verification code is also required. For GDS and ODS channel types, the Online CC Authorization check box must also be selected on the Channel setup form.

Note: The CC Verification Code Required check box will only be available if the OPG_<version number> license code is active and the OEDS>Enable CC Security Code for GDS application parameter is set to Y.

Auto Mass Cancel. Only available when the Reservations>Parameters>Auto Mass Cancellation application parameter is set to Y for the property. When selected, the reservation type will be setup for auto mass cancel when deposit payment or credit card information is not received in time. This feature works in conjunction with the Auto Mass Cancellation job that is scheduled through the Opera Scheduler. When the Auto Mass Cancellation job is scheduled for a property, it will consider reservations that have a reservation type configured for Auto Mass Cancel.

See Also Rule Schedule

Deposit Screen

Reservation Auto AttachOnly available when the Reservations>Parameter>Auto Attach Elements application parameter is set to Y. Select the Configuration>Reservations>Codes>Reservation Auto Attach Elements menu item to open the Auto Attach screen. Use the Auto Attach screen to define rules for auto attaching different element types to a new reservation. If the predefined rule applies to a reservation, when the reservation is made, the element type will automatically attach to the reservation. Unless the reservation is a Rooming List reservation that was made via the Group module, then the element type is not attached as the functionality does not apply to reservations made by this method.The element types that are attached to a reservation are determined by the Rule Type/Based On combination for the Rule Code. Below is an example of several different Rule Type/Based On combinations that can be created as rule codes:

1. Specials attached to a reservation based on membership type2. Specials attached to a reservation based on rate code

3. Specials attached to a reservation based on room type4. Traces attached to the reservation based on rate code5. Traces attached to the reservation based on room type6. Item inventory attached to a reservation based on profile preference7. Packages attached to a reservation based on membership type

Search CriteriaProperty. Displayed when the OPP_MHOT Multi-Property Base add-on license is active, select the down arrow and choose a property from the list of values and filter search results by property.Rule Type. Select the down arrow and choose a rule type from the list of values and filter search results by rule type. Rule Code. Select the down arrow and choose a rule code from the list of values and filter search results by rule code.Based On. Select the down arrow and choose a based on value to filter search results by the Membership, Rate Code, Preference, Room Type, Adults, Children, or Keyword Type condition on which the rule code is based. Show Inactive. Select to filter search results to only display inactive rule codes.

Search Results GridProperty. The property in which the rule code exists. Rule Code. The name of the rule code.Rule Type. The rule type for the rule code. Associated Codes. The codes that are associated with the rule code.

Based On. The condition or requirement that the rule type is based on. Based On Details. The details of the Based On condition.

Button FunctionsSearch. Select to display search results. Copy. Select to copy the highlighted Rule Code(s) and all of their elements to another property or properties.New. Only becomes available after search results are displayed for a property. Select to open the Auto Attach - New screen and add a new rule code for auto attaching to the reservation.Edit. Only becomes available after search results are displayed for a property. Select to open the Auto Attach - Edit screen and edit a rule code that is highlighted on the search results grid. Delete. Only becomes available after search results are displayed for a property. Select to delete a rule code that is highlighted on the search results grid.

Adding and Editing an Auto Attachment

Select the New button to open the Auto Attach - New screen and create a new Rule Code. Select the Edit button to open the Auto Attach - Edit screen and edit an existing Rule Code.

Note: Different fields will be displayed on this screen depending on which Rule Type and Based On values are selected.

Rule Code. Enter the name of the rule code that will be created. Rule Type. Select the down arrow and choose a rule type from the list of values. The following values are available:

Item (available when the Reservations>Item Inventory application function is set to Y) Package Trace (available when the Reservations>Reservation Traces application function is set to Y) Special Preference

Room Feature (available when the Reservations>Reservation Room Features application parameter is set to Y)

The rule type that is selected for the rule code will be the element type that is attached to the reservation. For example, if "Package" is selected as the rule type for the rule code, a package is the element type that will be attached to the reservation if it meets the condition on which the rule type is based. For a Package Rule Type that is based on a membership type condition, the package will only be attached to reservations with the required membership type.

Associated Codes. The label for this field will change depending on the Rule Type that is selected. For example, if you select Item as your rule type, this field will be labeled Associated Items. Select the down arrow and choose one or more codes to associate with the Rule Code. The associated codes define what form the attached element type will take. For example, if Package is the Rule Type that is based on a particular membership type and level, the associated package code might be a free dinner and a bottle of wine. When a reservation is made for that membership type and level, a free dinner and bottle of wine will automatically be attached to the reservation.

Note: When the Preference rule type is selected, the Associated Preferences LOV does not include codes from the Specials preference group or the Room Features preference group. Select Special or Room Feature from the Rule Type LOV in order to select codes from these preference groups.Note: When the Packages rule type is selected, the Associated Packages LOV displays only those packages that have been configured as Included in Rate. See Package Codes for details.

Based On. Select the down arrow and choose a Membership, Rate Code, Preference, Room Type, Adults, Children, or Keyword Type condition on which to base the rule type. But the Adults, Children, and Keyword Type options are only available when the Preference Rule Type has been selected.

Note: If the Rule Type is Package, MEMBERSHIP will auto populate for this value. If the Rule Type is Item, PREFERENCE will auto populate for this value.

The Based On condition that is selected will determine if the rule type applies to a particular reservation and whether or not the element type will be attached to the reservation. If the Rule Type is a Special based on a Membership, the special will only attach to reservations for profiles with the required membership types. The following are a couple of examples of how this would work:

EXAMPLE 1

A rule can be configured which states that each time the KING room type is used on a new reservation; the Special FLOWER should be added automatically to the reservation.

EXAMPLE 2

A rule could be configured that each time the rate code FAMILY is used for a new reservation, a trace is sent for the Housekeeping department to advise them that extra blankets need to be delivered to the room.

EXAMPLE 3

When selecting Trace as a Rule Type, a department must be selected; the pre-configured trace texts for the selected department are displayed. Once a trace text has been selected, it can

manually be modified by typing in the Trace Text field. Any changes made to the trace text will automatically be applied to any of the already selected departments.

Property. The Property for the Rule Code. This field is auto populated with the property from the search results. Inactive. Select to make the rule code inactive.

Special FieldsThe below fields will only be displayed when specific Rule Type and Based On conditions are selected. Mem. Type. (Only displayed when Membership is selected for the Based On condition.) Select the down arrow and choose a membership type from the list of values. When a reservation is made, this is the membership type that will be required for the element type (one that is based on Membership condition) to auto attach to the reservation. Select the down arrow and choose a membership type from the list of values. When selecting a membership type from the list of values, you can choose a membership type that includes all levels or a specific level. For example, if you choose GC (Golden Circle), all levels for this membership type will be added to the rule code. However, if you choose GC - Classic from the list of values, only the Classic level will be added. Rate Code. (Only displayed when Rate Code is selected for the Based On condition.) When a reservation is made, this is the rate code that will be required for the element type (one that is based on Rate Code) to auto attach to the reservation. Select the down arrow and choose a rate code from the list of values. Preference. (Only displayed when Item is selected for the Rule Type.) When a reservation is made, this is the preference that will be required for the element type to auto attach to the reservation. Select the down arrow and choose a preference from the list of values.

Note: The Preference LOV does not include codes from the Specials preference group or the Room Features preference group.

Preference Type. (Only displayed when Item is selected for the Rule Type.) This view-only field will be auto populated with a preference group based on the Preference that is selected. Level. (Only displayed when Membership is selected for the Based On condition.) Based on the Membership Type that was selected, this field will be auto populated with a membership level. Room Type. (Only displayed when Room Type is selected as the Based On condition.) Select the down arrow and choose a room type. Trace Text. (Only displayed when Trace is selected as the Rule Type.) Enter the trace text that will be sent to the selected department(s). You can also select the button next to this field and choose one or more pre-configured trace texts from the list of values. When the Number of Adults is Greater Than or Equal To XX. (Only displayed when Preference is selected as the Rule Type and Adults is selected for the Based On condition.) This field allows for a positive numeric number to be entered. When the number of adults for a reservation equals or exceeds the number entered in this field, then the items that were selected in the Associated Preferences field will automatically be attached to the reservation via the Preference field.When the Number of Children is Greater Than or Equal To XX. (Only displayed when Preference is selected as the Rule Type and Children is selected for the Based On condition.) This field allows for a positive numeric number to be entered. This field allows for a positive numeric number to be entered. When the number of children for a reservation equals or exceeds

the number entered in this field, then the items that were selected in the Associated Preferences field will automatically be attached to the reservation and populated in the Preference field.Keyword Type. (Only displayed when Preference is selected as the Rule Type and Keyword Type is selected for the Based On condition.) Available when the Profiles>Keywords application function is set to Y, select the down arrow to choose a configured Keyword Type (See Keyword Types for details). By selecting a Keyword Type, when a reservation is made by a profile that has the selected Keyword attached, then the items that were selected in the Associated Preferences field will automatically be attached to the reservation and populated in the Preference field.

Button FunctionsOK. Select to save edits to an existing rule code or to save a newly created rule code. Close. Select to exit out of the Reservation Auto Attach New/Edit form and return to the Reservation auto Attach Elements screen.

Deposit Rule Configuration and Cancellation Rule ConfigurationReservation deposit rules provide a way to manage the advance deposit prepayments guests make prior to their stays. Reservation cancellation rules help you handle cancellation charges or penalties.  Select Configuration>Reservations> Codes>Deposit Rules or Configuration>Reservations>Codes>Cancellation Rules to access these features.

Note: The Deposit Rules and Cancellation Rules selections under the Configuration>Reservations> Codes menu bar option are available when the Cashiering>Deposit Handling and Cashiering>Cancellation Handling application functions are, respectively, set to Y. The Rule Schedules selection is available if either or both the Deposit Handling and/or Cancellation Handling parameters are active.

Cancellation and deposit rules can be added to a reservation type, to a rate code, or to a combination of reservation type and rate code (see Rule Schedule for details). Rules attached to the reservation type or rate code will automatically populate to the reservation at the time the reservation is made. In addition, deposit and/or cancellation rules (as well as non-rule-based deposit and cancellation requirements) can be attached to the reservation by selecting the Reservation screen Options menu Deposit button, Cancellation button, or Deposit/CXL button, as appropriate.Only one deposit rule and one cancellation rule may apply to a reservation at a time, even if the reservation type, rate code, and reservation itself each has its own rule attached. The rate code rule takes precedence over any other type of rule, followed by the reservation type rule, and finally, the rule attached to the reservation itself.  For example, if a deposit rule is attached to both the rate code and reservation type, only the rule attached to the rate code will be applicable to the reservation. In addition, if the reservation has multiple rates, and each rate code has a deposit and/or cancellation rule attached, all nights are taken into consideration looking at the rate codes attached.

Note: In ORS, the credit card deposit functionality differs slightly from PMS credit card deposit functionality. Refer to this topic for more information: ORS Credit Card Deposits.Note: In ORS, the time zone for the relevant property is used for deposit due and cancellation entries. In a multi-property PMS environment, the time zone of the CRO is used for deposit due and cancellation entries.

This topic covers the following subjects:Deposit Rules - Reviewing, creating, and editing deposit rules.Cancellation Rules - Reviewing, creating, and editing cancellation rules.

Deposit RulesTo set up deposit rules, select Configuration>Reservations>Codes>Deposit Rules. The Deposit Configuration screen appears.

Deposit rules define:The amount of the deposit. The amount can be a flat amount, a percentage of

the rate, or it can be based on the number of nights.How soon before arrival or after the booking is made the deposit must be paid.

Deposit Configuration Search CriteriaAt the top of the screen are fields for search criteria to help you locate the deposit rules you are interested in.  Enter search criteria and select the Search button.Template. Select the Template radio button to create and manage a set of room type templates which can be copied to individual properties where they may be customized as necessary. Select the All button to select all of the Deposit Rules to copy or select individual rules. Select the None button to unselect all of the selected rules.

Property. If the Opera PMS Multi-property license code is active, select the Property radio button, then select the Property field down arrow to choose the property for which you wish to search for deposit rules.Deposit Rule. Enter the name of the deposit rule.Show Inactive. Select this checkbox to search only for deposit rules that are inactive. Inactive deposit rules are those which are no longer available for attachment to rate codes, reservation types or reservations; however, they are still recorded in the database for historical purposes.

Deposit Configuration GridThe screen grid shows the following information:X. (Available when the Template radio button is selected.) An X in this column indicates that the rule has been selected for the Copy activity (copy to properties). Multiple rules may be selected. To select a rule highlight the entry and press the spacebar. Or you may click in the X column to the left of the entry you wish to select. Use the All and None buttons to select or un-select all records.Deposit Rule. The deposit rule code that will appear on the reservation.Description. The description of the deposit code.Amount. The deposit amount. The meaning of this field varies depending on the Type (computation method) for this rule.

If Type is Flat - The deposit amount is the exact amount of the deposit in the property currency.

If Type is Percent - The deposit amount is this percentage of the entire stay's room rate, plus any fixed charges, packages, and generates associated with the rate, that will be taken for a deposit. For example, if you enter an Amount of 50, the guest will pay a deposit of 50% of the total room rate. If the room rate is $300 a night for 3 nights, the guest pays$450 (0.50 x $900).

If Type is Night Percentage - This deposit amount is the percentage of the first night's room charge that is required for the deposit.

If Type is Nights - The deposit amount is determined by the guest’s room rate plus any fixed charges, packages, and generates associated with the rate for this number of nights.  For example, assume the guest is staying 3 nights. If you enter an Amount of 1, and the nightly room rate is $150, the deposit would be $150 ($150 x 1 night).

Type. The method to be used to compute the deposit. See Amount, above.Before Arrival. The number of days before the arrival date when the deposit is due.After Booking. The number of days after the booking date when the deposit is due.Seq. The sequence number that determines the position of this rule in the Deposit Rules LOV. Unnumbered rules appear in alphabetical order following any rules that have a designated sequence.

Deposit Configuration ButtonsCopy. (Available when the Template radio button is selected. Rules may be copied to properties where they may be edited.) Copy the highlighted deposit rule (or rules, if more than one rule is marked in the X column) to another property This button is available if the OPP_MHOT Multi-property PMS license is active.

New. Create a new deposit rule. (Available when the Template radio button is selected. New rules may be copied to properties where they may be edited.)Edit. Edit the highlighted deposit rule. The rule name cannot be edited.Delete. Delete the highlighted rule. If the rule is attached to a rate code, reservation type, or reservation, it may not be deleted.

Creating or Editing a Deposit RuleNew deposit rules may be created starting from the Deposit Rule screen when the Template radio button is selected. Rules may then be copied to properties where they may be edited for the property if necessary. Select the New button to create a new deposit rule. To edit an existing rule, highlight the rule and select the Edit. The New Deposit Rule or Edit Deposit Rule screen appears, as appropriate.

Note: A deposit rule cannot be edited or deleted if it has been attached to a reservation. You may select the Inactive check box if you wish to ensure that the rule will not be applied to reservations in the future

This screen includes the following fields:Deposit Rule. The deposit rule code that will appear on the reservation. This field allows up to 20 characters. When editing, this name cannot be changed.Description. The description of the deposit code. Up to 40 characters are allowed.Type. The method to be used to compute the deposit: a flat amount, a percentage of the room charge for the entire stay, a percentage of the room charge for the first night, or room charge for a specific number of nights.Deposit Amount.  The meaning of the value you enter in this field varies depending on the Type (computation method) radio button you select.

If Type is Flat - The value you enter here is the exact amount of the deposit in the property currency.

If Type is Percent - The value you enter here is the percentage of the room charge for the entire stay that will be taken for a deposit. For example, if you enter a Deposit Amount of 50, the guest will pay a deposit of 50% of the total room rate. If the room rate is $300 a night for 3 nights, the guest pays$450 (0.50 x $900). Notice that "of Stay" appears following the Deposit Amount field when Percent is selected. When determining the deposit for multiple-night stays, Opera takes into account any rate changes over the course of the stay. In addition, the nightly amount includes any fixed charges (one-time or nightly), packages, and generates associated with the rate.

If Type is Night Percentage - The value you enter here is the percentage of the first night's room charge that is required for the deposit. This type Night Percentage is also available for the cancellation rule. For example, if the rate for the first night is $225, and you request that 40% be deposited based on the first night, the guest will be required to pay the deposit of $90.00 (0.40 x $225). When a new reservation is made, the deposit schedule generates the correct values in the appropriate currency.

If Type is Nights - The value you enter here is the number of nights which will be considered along with the guest’s room rate to determine the deposit requirement.  For example, assume the guest is staying 3 nights. If you enter a Deposit Amount of 1 (the deposit is based on the room rate for 1 night), and the nightly room rate is $150, the deposit would be $150 ($150 x 1 night). When determining the deposit for multiple- night stays, Opera takes into account any rate changes over the course of the stay. In addition, the nightly amount includes any fixed charges (one-time or nightly), packages, and generates associated with the rate.

Example: Assume a 3-night reservation has a Nights-type deposit rule that is configured with a Deposit Amount of 3 (the deposit is based on the room rate for 3 nights). If the nightly charges are as follows:

Rate 1st night = $150 plus a fixed charge of $50

Rate 2nd night = $125 with no other charges

Rate 3rd night = $125 and no other charges

The total deposit requested is $450, calculated by summing 150+50+125+125.

Days Before Arrival. The number of days before the arrival date when the deposit is due. (You may select either Days Before Arrival or Days After Booking.)Days After Booking. The number of days after the booking date when the deposit is due. (You may select either Days Before Arrival or Days After Booking.)

Note: When both the Days Before Arrival and Days After Booking fields have values specified for them, the the following message is displayed upon selecting the OK button, "Both the fields Days before arrival and Days after booking are populated. System will calculate due date as the earlier of these two dates."

Sequence. The sequence number that determines the position of this rule in the Deposit Rules LOV. Unnumbered rules appear in alphabetical order following any rules that have a designated sequence.Inactive. Select this check box to make the deposit rule inactive. Inactive deposit rules are no longer available for attachment to rate codes, reservation types or reservations; however, they are still recorded in the database for historical purposes.

Cancellation RulesTo set up cancellation rules, select Configuration>Reservation>Codes>Cancellation Rules. The Cancellation Configuration screen appears.

Cancellation rules define:

The amount of the penalty charge if the reservation is cancelled. The amount can be a flat amount, a percentage of the rate, a percentage of the first night's rate, or it can be based on the number of nights.

The number of days prior to the arrival date that the reservation may be cancelled without penalty. The date may be associated with a time (e.g., 5:00 PM) before which the guest must cancel to avoid penalty.

Cancellation Configuration Search CriteriaAt the top of the screen are fields for search criteria to help you locate the cancellation rules you are interested in.  Enter search criteria and select the Search button.Template. Select the Template radio button to create and manage a set of room type templates which can be copied to individual properties where they may be customized as necessary. Select the All button to select all of the Deposit Rules to copy or select individual rules. Select the None button to unselect all of the selected rules.Property. If the Multi-property Opera PMS license code is active, select the Property radio button, then select the Property field down arrow to choose the property for which you wish to search for cancellation rules.Cancellation Rule. Enter the name of the cancellation rule.Show Inactive. Select this checkbox to search only for cancellation rules that are inactive. Inactive cancellation rules are those which are no longer available for attachment to rate codes, reservation types or reservations; however, they are still recorded in the database for historical purposes.

Cancellation Configuration GridThe screen grid shows the following information:X. (Available when the Template radio button is selected.) An X in this column indicates that the rule has been selected for the Copy activity (copy to properties). Multiple rules may be selected.

To select a rule highlight the entry and press the spacebar. Or you may click in the X column to the left of the entry you wish to select.  Use the All and None buttons to select or un-select all records.Cancel Rule. The cancellation rule code that will appear on the reservation.Description. The description of the cancellation code.Penalty Amount. The meaning of this field varies depending on the Type (computation method) for this rule.Type. The method to be used to compute the penalty.

If Type is Flat - The penalty amount is the exact amount of the cancellation charge in the property currency.

If Type is Percent - The penalty amount is the percentage of the entire stay's room rate, plus any fixed charges, packages, and generates associated with the rate, that will be taken for a cancellation charge. For example, if the Penalty Amount is 50, the guest will pay a charge of 50% of the total stay room rate. If the room rate is $300 a night for 3 nights, the guest pays$450 (0.50 x $900). Notice that "of Stay" appears following the field when Percent is selected.

If Type is Night Percentage - The penalty amount is is based on the percentage of the first night's room rate. Schedule the time period when this rule is effective. When a cancellation is made, the cancellation schedule generates the correct values in the appropriate currency.

If Type is Nights - The penalty amount is determined by the guest’s room rate plus any fixed charges, packages, and generates associated with the rate for this number of nights.  For example, assume the guest is planning to stay 3 nights. If the Penalty Amount is 1, and the nightly room rate is $150, the cancellation charge would be $150 ($150 x 1 nights).

If Type is Non- Cancelable - The reservation can't be cancelled.Before Arrival. The number of days before the arrival date up to which the reservation may be cancelled without penalty.Before Time. The time before which the guest must cancel in order to avoid penalty (used in conjunction with the days Before Arrival value). For example, if the Before Arrival is 5, and the Before Time is 6:00 PM, the guest must cancel before 6:00 PM 5 days prior to the arrival date to avoid the cancellation penalty. The time configured will be displayed on the cancellation message when cancelling a reservation.Seq. The sequence number that determines the position of this rule in the Cancellation Rules LOV. Unnumbered rules appear in alphabetical order following any rules that have a designated sequence.

Cancellation Configuration ButtonsCopy. (Available when the Template radio button is selected. Rules may be copied to properties where they may be edited.) Copy the highlighted cancellation rule (or rules, if more than one rule is marked in the X column) to be used at another property (where OPP_MHOT Multi-property PMS license is active).New. Create a new cancellation rule "from scratch". (Available when the Template radio button is selected. New rules may be copied to properties where they may be edited.)Edit. Edit the highlighted cancellation rule. The rule name cannot be edited.

Delete. Delete the highlighted rule. If the rule is attached to a rate code, reservation type, or reservation, it may not be deleted.

Creating or Editing a Cancellation RuleNew cancellation rules may be created starting from the Cancellation Rule screen when the Template radio button is selected. Rules may then be copied to properties where they may be edited for the property if necessary. Select the New button to create a new cancellation rule. To edit an existing rule, highlight the rule and select Edit. The New Cancellation Rule or Edit Cancellation Rule screen appears, as appropriate.

Note: A cancellation rule cannot be edited or deleted if it has been attached to a reservation. You may select the Inactive check box if you wish to ensure that the rule will not be applied to reservations in the future.

This screen includes the following fields:Cancellation Rule. The cancellation rule code that will appear on the reservation. This field allows up to 20 characters. When editing, this name cannot be changed.Description. The description of the cancellation code. Up to 40 characters are allowed.Type. The method to be used to compute the penalty.

If you select Flat - The penalty amount is the exact amount of the cancellation charge in the property currency.

If you select Percent - The penalty amount is the percentage of the entire stay's room rate, plus any fixed charges, packages, and generates associated with the rate, that will be taken for a cancellation charge. For example, if the Penalty Amount is 50, the guest will pay a charge of 50% of the total stay room rate. If the room rate is $300 a night for 3 nights, the guest pays $450 (0.50 x $900). Notice that "of Stay" appears following the Penalty Amount field when Percent is selected. When determining the cancellation penalty for multiple-night stays, Opera takes into account any rate changes over the course of the proposed stay.

If you select Night Percentage - The value you enter here is the percentage of the first night's room rate that will be taken as a cancellation charge. Schedule the time period when this rule is effective. When a cancellation is made, the cancellation schedule generates the correct values in the appropriate currency.

If you select Nights - The penalty amount is the number of nights which will be considered along with the guest’s room rate to determine the cancellation charge.  For example, assume the guest is planning to stay 3 nights. If the Penalty Amount is 1 (the cancellation penalty is based on the room rate for 1 night), and the nightly room

rate is $150, the penalty would be $150 ($150 x 1 night). When determining the penalty for multiple-night stays, Opera takes into account any rate changes over the course of the proposed stay. In addition, the nightly amount includes any fixed charges (one-time or nightly), packages, and generates associated with the rate.  

Example: Assume a 3- night reservation has a Nights-type cancellation rule that is configured with a Penalty Amount of 3 (the cancellation penalty is based on the room rate for 3 nights). If the nightly charges are as follows:

Rate 1st night = $150 plus a fixed charge of $50

Rate 2nd night = $125 with no other charges

Rate 3rd night = $125 and no other charges

The total cancellation penalty is $450, calculated by summing 150+50+125+125.

If you select Non- Cancelable - When a reservation associated with this cancellation rule is saved (that is, when this cancellation rule is attached to a rule schedule for the rate code/reservation type belonging to the reservation) the full penalty amount becomes due upon cancellation of the reservation, regardless of when the reservation is cancelled. (If this option is selected, Penalty Amount, Cancel Before Time, and Days Before Arrival are unavailable.)

Penalty Amount. The meaning of this field varies depending on the Type (computation method) for this rule.Cancel Before Time. The time before which the guest must cancel in order to avoid penalty (used in conjunction with the Days Before Arrival value). For example, if the Days Before Arrival is 5, and the Cancel Before Time is 6:00 PM, the guest must cancel before 6:00 PM 5 days prior to the arrival date to avoid the cancellation penalty. This time is also displayed on the cancellation message when the reservation is cancelled.Days Before Arrival. The number of days before the arrival date up to which the reservation may be cancelled without penalty.

Note: When the OPG_XXX Opera GDS license code is active, and the CASHIERING>CANCELLATION HANDLING and RESERVATIONS>ENABLE CXL RULES IN WEEKS application parameters are set to Y, the label for this field will change to "Before Arrival."

Days. (Only displayed when the OPG_XXX Opera GDS license code is active, and the CASHIERING>CANCELLATION HANDLING and RESERVATIONS>ENABLE CXL RULES IN WEEKS application parameters are set to Y.) Select to specify that the days before arrival will be in days. After selecting this option, enter the number of days before arrival in the Before Arrival field. You can only enter 2 digits in this field. If the number of days is greater than 99 and not divisible by 7, the number will automatically be rounded down to the nearest number divisible by 7.

Note: The conversion of days into weeks when the number of days exceeds 99 will only occur for a GDS channel, not for any other channel or external system connected to Opera.

Weeks. (Only displayed when the OPG_XXX Opera GDS license code is active, and the CASHIERING>CANCELLATION HANDLING and RESERVATIONS>ENABLE CXL RULES IN WEEKS application parameters are set to Y.) Select to specify that the days before arrival will be

in weeks. When selected, the number of days will automatically be divided by 7 and the result will be displayed in the Before Arrival field. Sequence. The sequence number that determines the position of this rule in the Cancellation Rules LOV. Unnumbered rules appear in alphabetical order following any rules that have a designated sequence.Inactive. Select this check box to make the cancellation rule inactive. Inactive cancellation rules are no longer available for attachment to rate codes, reservation types or reservations; however, they are still recorded in the database for historical purposes.

Show Me Configure and Schedule a Deposit Rule

See Also Reservation Deposits (Includes information on processing both deposit payment and cancellation charge payment) Reservation Type Setup

Rule Schedules

Rule ScheduleReservation deposit rules provide a way to manage the advance deposit pre-payments guests make prior to their stays. Cancellation rules let you impose cancellation charges or penalties when the guest cancels a reservation within a specified period before the arrival date. (These rules are set up in Configuration>Reservations> Codes>Deposit Rules and Cancellation Rules.) The Rule Schedule Configuration screen lets you put these rules to work by associating them with a reservation type, a rate code, or with a combination of reservation type and rate code. Guest and booker credit ratings can also be associated with these rules.

Note: In PMS, the Deposit Rules and/or Cancellation Rules selections under the Configuration>Reservations>Codes menu bar option are available when the Cashiering>Deposit Handling and Cashiering>Cancellation Handling application functions are, respectively, set to Y.  The Rule Schedules selection under the Configuration> Reservations> Codes menu bar option is available when either or both of these features are active. In ORS, the Deposit Rules, Cancellation Rules, and Rule Schedules options are available when the OPR<version number> Opera Reservation System license code is active.

In addition, when GDS or ORS is active, the Rule Schedule Configuration screen may be used to map rate codes to reservation types (also called guarantees). This way, when a booking is made via GDS or ORS, the rate code selected for the reservation at a specific property will be tied to a reservation type and to any applicable deposit and cancellation rules. The guarantee, the deposit requirements, and the cancellation policy will thus be available prior to the guest's making a booking through ORS or GDS.

Within ORS, Credit Ratings can be configured with deposit and cancellation rules at a property. Guests and bookers who make reservations with the property will have these cancellation and deposit rules applied, based on their credit rating as indicated on their profile. To enable this functionality in ORS, activate the Application Setting>Rates>Advanced Policies function. Credit ratings are configured in Configuration>Reservations>Codes>Credit Ratings.

To access the Deposit Rules Schedule screen or the Cancellation Rule Schedule screen  from within PMS and S&C, select Configuration>Reservations>Codes>Deposit/Cancellation Rule Schedules. You may also access the rule schedule configuration screens by selecting the Rules button from the Rate Code Setup screen.

From within ORS, select Configuration>Reservations>Codes>Deposit/Cancellation Rule Schedules to access rule schedule configuration. (The Cancellation and Reservation Type screens are similar and can be selected by choosing the other radio buttons: Cancellation and Reservation Type.) You may also access the rule schedule configuration screens by selecting the Rules button from the Rate Code Setup screen.

In OCM, select Configuration>Rule Schedules to access the rule schedule configuration screens.

Note: The Reservation Config>Deposit/Cancellation Rule Schedules permission controls access to the rule schedule configuration screens except in OCM. In OCM, if the user does not have this permission, the screens will be accessible in view-only mode.

Rule Schedule Screen (Example: Rate Code Reservation Types Rule)

Each entry on this screen is a rule schedule. It specifies rule parameters along with the Begin Date and End Date that define the period during which the rule is in-effect.  Duplicate rule schedules for the same effective period are not permitted.The radio buttons at the top of the screen determine the functionality of the screen.

Note: The Deposit and Cancellation radio buttons are available only when both deposit handling and cancellation handling functionality are available. This discussion assumes both features are active.

Select Deposit to create or edit deposit rule schedules.Select Cancellation to create or edit cancellation rule schedules.Select Reservation Type to map rate codes to reservation types.

Note: The Reservation Type radio button is available on the Rule Schedule Configuration screen only when the GDS>General application function is set to Y, and/or the OPR<version number>Opera Reservation System license code is active.

Search CriteriaThe Rule Schedule Configuration screen provides the following search criteria. After you have made your choices, select the Search button. All rule schedules matching your search criteria will be displayed in the grid.Find Gaps. This button provides a message as to whether there are gaps in dates (based on the Begin and End dates) for rules with the specified rate code, credit rating, or other filter criteria. If no dates are selected, the systems defaults to the beginning date of today and ends 10 years from today. The message will state that gaps either exist or that they do not within the Beginning and End dates.Property. This field is available if the Opera multi-property license code is active (MHOT) in PMS or when the OPR<version number> ORS license code is active. Use it to choose the property for which you wish to see rule schedules. Select the down arrow to choose a property from the Property list of values.Deposit Rule/Cancel Rule. (The field label depends on whether you have selected the Deposit or Cancellation radio button.) Select the down arrow to display a list of values and choose the name of the rule for which you wish to search. Only active rules are displayed in the list of values.Rate Code. Select the down arrow to display the Rate Codes list of values. Select the rate code for which you wish to search. Rule schedules that include the selected rate code will be displayed in the search results grid. This field is not available when you access the rule schedules configuration screens from the Rate Code Setup screen; in this case, the rules will apply only to the rate code from which you accessed the rules screen.Reservation Type. Select the down arrow to display the Reservation Type list of values. Select the reservation type for which you wish to search. Rule schedules that include the selected reservation type will be displayed in the search results grid.Block. Select the down arrow to display the Block list of values. Select the block code for which you wish to search. Rule schedules that include the selected block code will be displayed in the search results grid. This field is not available when you access the rule schedules configuration screens from the Rate Code Setup screen.

Credit Rating. This field appears when the OPR<version number> ORS license code is active and the Application Setting>Rates>Advanced Policies function is set to Y. Select the down arrow to display the Credit Rating of values. Select the Credit Rating for which you wish to search. The Credit Rating is assigned to individual profiles (bookers and guests). Rule schedules that include the selected Credit Rating will be displayed in the search results grid.Filter. Select this check box if you want to view rule schedules (Deposit, Cancellation, or Reservation Type) that do not have rate codes associated with them.  When the Filter check box is not checked, all rule schedules will be displayed.Display Inactive. Select this check box if you wish to display inactive as well as active rule schedules. By default, the check box is unchecked (display active rule schedules only).Begin Date/End Date. Use these fields to search for rule schedules based on their Begin Date and/or End Date.

ButtonsCopy. You may copy rules that have been set up for one property and copy them to one or more other properties. This function is available in ORS, PMS multi-property configurations, and OCM. Place a check by the rule you would like to copy on the Rule Schedule screen. Select the Copy button. From the multi-property select screen, select the property, or properties, to which you want to copy this rule and select the OK button. Messages will appear that confirm the operation was successful or else notify you that a code or other item attached to the rule does not exist in the target property, such as a rate code, block, reservation type, rule code, credit rating, or a season code. New. Select this button to create a new rule schedule for deposit, cancellation, or reservation type (depending on the rule type radio button selected). See either Creating and Editing Deposit Rule Schedules, Creating and Editing Cancellation Rule Schedules, or Mapping Rate Codes to Reservation Types below.Edit. Select this button to edit a selected rule schedule for deposit, cancellation, or reservation type (depending on the rule type radio button selected). See either Creating and Editing Deposit Rule Schedules, Creating and Editing Cancellation Rule Schedules, or Mapping Rate Codes to Reservation Types below.Delete. Select this button to delete the selected rule from the property.

Creating and Editing Deposit Rule SchedulesSelect the Deposit radio button on the Rule Schedule Configuration screen to create or edit deposit rule schedules. When creating or editing deposit rule schedules, you specify the effective period for the deposit rule schedule by giving it a begin date and an end date. Duplicate deposit rule schedules for the same effective period are not permitted.When an availability search is being conducted, the agent enters the rate code, reservation type, and arrival date.Opera examines the deposit rule schedules that are in-effect on the guest's arrival date. If no rule schedules are set up for the given arrival date, the check goes no further; no deposit rule is automatically applicable to the reservation. (If this is the case, a deposit rule may still be attached to the reservation "manually" from the Reservation screen, if desired.)Next Opera seeks a rate code that matches. If a rate code match is found, Opera looks for a reservation type that also matches. If a matching rate code-reservation type combination is found, the associated deposit rule applies. If no reservation type matches, Opera seeks a match between the rate code and a blank (that is, unspecified) reservation type. If a match is found, the

associated deposit rule applies. If a match using a blank reservation type is not found, no deposit rule applies.If there is no rate code match, Opera seeks a deposit rule schedule having a reservation type match and a blank (unspecified) rate code. If a matching reservation type is found, the associated deposit rule applies. If a reservation type match is not found, no deposit rule applies.A deposit request amount/percentage can be updated after it has been inserted into a reservation. The deposit request will remain updated, until the availability (reservations dates, rate code, etc.) are modified. Then the deposit request is returned to its original amount/percentage.Also, if a deposit request is corresponding to a reservation because it has been setup for the reservation type, it will remain in effect, unless the reservation type is changed. If the reservation type is changed to one that does not have a deposit request, then the request is deleted. However, if the reservation type is changed to one where a different deposit request has been setup, the request will be updated with the new one.

ExampleThe following example shows a set of deposit rule schedules and sample cases that illustrate how the rule schedules are applied to reservations, depending on the rate code and/or reservation type of the booking and the guest's arrival date.

Deposit Rule SchedulesSchedule Rate Code Reservation Type Effective Date Range Deposit Rule1 AARP 6PM GTD 01-01-2003 to 01-31- 2003 1 NIGHT

2 AARP   01-01-2003 to 01-31- 2003 50 PCT

3   6PM GTD 01-01-2003 to 01-31- 2003 25 PCT

4     01-01-2003 to 01-31- 2003 10 PCT

5   6PM GTD 02-01-2003 to 12-31- 2003 10 PCT

CasesCase Rate Code Reservation Type Arrival Date Deposit Rule1 AARP 6PM GTD 01-02-2003 1 NIGHT

2 AARP CCARD 01-15-2003 50 PCT

3 GRP1 6PM GTD 01-06-2003 25 PCT

4 CORP 4PM GTD 01-25-2003 10 PCT

5 AARP 6PM GTD 02-07-2003 FLAT

6 AARP 6PM GTD 12-31-2002  

Case 1: If the user selects the AARP rate code and 6PM GTD reservation type, with an arrival date of 01-02-2003, the deposit rule is 1 NIGHT. Both the rate code and the reservation type match those in schedule 1.

Case 2: If the user selects the AARP rate code and CCARD reservation type, with an arrival date of 01-15-2003, the deposit rule is 50 PCT. The rate code matches the rate code in schedule 2 and in the absence of a matching reservation type, the reservation type matches the blank reservation type in schedule 2.Case 3: If the user selects any rate code except AARP, and the 6PM GTD reservation type, with an arrival date of 01-06-2003, the deposit rule is 25 PCT. Since there is no explicit rate code match, the blank rate code is selected. Schedule 3 is chosen over schedule 4 because schedule 3 has an explicit reservation type match. Schedule 5 is rejected because its effective dates are out of range.Case 4: If the user selects the CORP rate code and any reservation type, with an arrival date of 01-25-2003,the deposit rule is 10 PCT. Schedule 4's blank rate code and blank reservation type match the reservation parameters in the absence of an explicit match for either the rate code or the reservation type.Case 5: If the user selects the AARP rate code and 6PM GTD reservation type, with an arrival date of 02-07-2003, the deposit rule is FLAT. Schedule 5 is selected over schedule 1 because the date range of schedule 5 includes the arrival date, even though schedule 1 has an explicit match to the rate code.Case 6. If the user selects the AARP rate code and 6PM GTD reservation type, with an arrival date of 12-31-2002, no deposit rule applies. The arrival date is beyond the effective date range of any of the rule schedules.

Deposit Rule Schedule Screen

Note: When the Reservations>Auto Deposit Screen application parameter is set to Y and a deposit rule applies to the reservation, the Deposit screen will automatically appear when the user saves the reservation.

Select the New button or highlight a rule schedule and select the Edit button from the Rule Schedule Configuration screen to display the Deposit Rule Schedule - New screen or Deposit Rule Schedule - Edit screen respectively.

Provide the following information to create or edit a deposit rule schedule:Deposit Rule. Select the down arrow to display the Deposit Rules list of values. Choose the deposit rule to which this rule schedule applies. Only active rules are displayed in the list of values. See Deposit and Cancellation Rules Configuration for details on deposit rules.

Description. When you select a deposit rule, the description appears in this view-only field.Payment Options. (Available when the Reservations>Auto Deposit Collection application parameter is set to Y.) Select the radio button that applies to the payment option for this rule schedule. If either the Full Payment or Partial Payment option is selected, Opera will force the user to post a deposit (either full or partial, as appropriate) if the deposit due date is less than or equal to the current business date when the reservation is being made or changed. The Payment screen appears and a payment must be posted (or a different rate code or reservation type selected) before you may continue with the reservation.

Full Payment  Required- Full payment will be required when the reservation is made or changed, as noted above.

Partial Payment Allowed- Partial payment (any amount) will be required when the reservation is made or changed, as noted above.

No Payment Required - If this radio button is selected, no deposit payment will be required when the reservation is made or changed (the default).

Note: User permissions allow override of full and partial payment requirements.

Rate Code. Select the down arrow to display the Rate Code list of values. Choose the rate code to which this rule schedule applies. This field is optional. This field is not available when you access rule schedules configuration from the Rate Code Setup screen.Reservation Type. Select the down arrow to display the Reservation Type list of values. Choose the reservation type to which this rule schedule applies. This field is optional.

Note: See Reservation Type for an explanation of the interaction of this option with the Deposit Required option on the reservation type setup.

Begin Date and End Date. Define the effective period for this rule schedule by selecting its start date and end date. Duplicate rule schedules may not have overlapping effective periods. For example, assuming you have two deposit rule schedules for the FLAT deposit rule, and both are applied to the AARP rate code and the 6 PM reservation type. One rule schedule cannot have effective dates of 06-01-03 through 07-31-03 if the other already has effective dates of 07-15-03 through 08-15-03.Sequence. The number you enter here determines the sequential position of this rule schedule in the Rule Schedule Configuration screen grid.Block. Select the down arrow to choose the business block(s) to which this rule applies. This rule will be associated with the selected block(s), according to the start and end date and other parameters. The rule will be automatically copied to the PM reservation and guest reservations for the selected block(s). This field is not available when you access rule schedules configuration from the Rate Code Setup screen.Credit Rating. (ORS only) To create a new rule by Credit Rating or edit an existing one, select the New or Edit button to open the Rules Schedule - New or Edit screen. This rule will become associated to the Credit Rating, according to the start and end date and other parameters. Guests and bookers who make reservations with this property will have these cancellation and deposit rules applied, based on their credit rating as indicated on their profile.Season. The Season Codes menu item displays when the Rates>Rate Seasons application function is set to Y. Rate seasons are defined for a range of dates. Select the Season Code to be assigned to this rule and date range automatically completes the Begin Date and End Date.Override.  Select this check box if you want this rule to override all others that might apply to a date or range of dates. (In ORS, Override may be set at the property level only.) This option can

be used to take advantage of special events or holidays where one rule might supersede all others.Inactive. Select this check box to make this rule schedule inactive.

Creating and Editing Cancellation Rule SchedulesSelect the Cancellation radio button on the Rule Schedule Cancellation screen to create or edit cancellation rule schedules. When creating or editing cancellation rule schedules, you specify the effective period for the cancellation rule schedule by giving it a begin date and an end date. Duplicate cancellation rule schedules for the same effective period are not permitted.When an availability search is being conducted, the agent enters the rate code, reservation type, and arrival date.Opera examines the cancellation rule schedules that are in-effect on the guest's arrival date.  If no rule schedules are set up for the given arrival date, the check goes no further; no cancellation rule is automatically applicable to the reservation. (If this is the case, a cancellation rule may still be attached to the reservation "manually" from the Reservation screen, if desired.)Next Opera seeks a rate code that matches. If a rate code match is found, Opera looks for a reservation type that also matches. If a matching rate code-reservation type combination is found, the associated cancellation rule applies. If no reservation type matches, Opera seeks a match between the rate code and a blank (that is, unspecified) reservation type. If a match is found, the associated cancellation rule applies. If a match using a blank reservation type is not found, no cancellation rule applies.If there is no rate code match, Opera seeks a cancellation rule schedule having a reservation type match and a blank (unspecified) rate code. If a matching reservation type is found, the associated cancellation rule applies. If a reservation type match is not found, no cancellation rule applies.The same example shown above for deposit rules may be used to help understand the application of cancellation rules to a reservation.

Cancellation Rule Schedule ScreenSelect the New button or highlight a rule schedule and select the Edit button from the Rule Schedule Configuration screen to display the Cancellation Rule Schedule - New screen or Cancellation Rule Schedule - Edit screen, as appropriate.

Provide the following information to create or edit a cancellation rule schedule:

Property. The property to which the rule schedule applies. Select the down arrow to display the Property list of values.Cancel Rule. The cancellation rule to which the rule schedule applies. Select the down arrow to display the Cancellation Rules list of values. Only active rules are displayed in the list of values. See Deposit and Cancellation Rules Configuration for details on cancellation rules.Description. When you select a cancellation rule, the description appears in this view-only field.Rate Code. Select the down arrow to display the Rate Code list of values. Choose the rate code to which this rule schedule applies. This field is not available when you access rule schedules configuration from the Rate Code Setup screen.Reservation Type. Select the down arrow to display the Reservation Type list of values. Choose the  reservation type to which this rule schedule applies.Begin Date and End Date. Define the effective period for this rule schedule by selecting its start date and end date. Duplicate rule schedules may not have overlapping effective periods. For example, assuming you have two cancellation rule schedules for the FLAT cancellation rule, and both are applied to the AARP rate code and the 6 PM reservation type. One rule schedule cannot have effective dates of 06-01-03 through 07-31-03 if the other already has effective dates of 07-15-03 through 08-15-03.Sequence. The number you enter here determines the sequential position of this rule schedule in the Rule Schedule Configuration screen grid.Block. Select the down arrow to choose the business block(s) to which this rule applies. This rule will be associated with the selected block(s), according to the start and end date and other parameters. This field is not available when you access rule schedules configuration from the Rate Code Setup screen.Credit Rating. (ORS only) To create a new cancellation rule by Credit Rating or edit an existing one, select the New or Edit button to open the Rules Schedule - New or Edit screen. This rule will become associated to the Credit Rating, according to the start and end date and other parameters. Guests and bookers who make reservations with this property will have these cancellation rules applied, based on their credit rating as indicated on their profile.Season. The Season Codes menu item displays when the Rates>Rate Seasons application function is set to Y. Opera allows for rate seasons to be defined for a range of dates that can be used when setting up rates. When users select the Seasons LOV>Season Code the date range that was configured automatically populates. Select the Season Code to be assigned to this rule. Season Codes are created in the Rate Seasons screen (Configuration>Rate Classifications>Rate Seasons>New or Edit buttons).Override.  Select this check box if you want this rule to override all others that might apply to a date or range of dates. (In ORS, Override may be set at the property level only.) This option can be used to take advantage of special events or holidays where one rule might supersede all others.Inactive. Select this check box to make this rule schedule inactive.

Mapping Rate Codes to Reservation TypesSelect the Reservation Type radio button on the Rule Schedule Configuration screen to create or edit rate code- reservation type mappings.

Note: The Reservation Type radio button which enables rate code-reservation type mapping functionality is available on the Rule Schedule Configuration screen only when

the GDS>General application function is set to Y, and/or the OPR<version number> ORS license code license code is active.

When an availability search is being conducted, the agent enters the rate code and reservation type. Opera first examines the rate-code-reservation type mappings for a rate code that matches. If a rate code match is found, Opera looks for a reservation type that also matches. If a matching rate code-reservation type combination is found, that reservation type applies. If no reservation type matches, Opera seeks a mapping that has a matching reservation type and a blank (that is, unspecified) rate code. If a match is found, the associated reservation type applies. If a match is still not found, the property default reservation type applies. (This default is set by the RESERVATION TYPE Reservation Application Parameter.)

Reservation Type Mapping ScreenSelect the New button or highlight a rule schedule and select the Edit button from the Rule Schedule Configuration screen to display the  Rate Code-Reservation Type - New screen or Rate Code-Reservation Type - Edit screen, as appropriate.

Provide the following information to create or edit a rate code-reservation type mapping:Rate Code. Select the down arrow to display the Rate Code list of values. Choose the rate code to which this rule schedule applies. This field is optional.Reservation Type. Select the down arrow to display the Reservation Type list of values. Choose the reservation type to which this rule schedule applies. This field is optional.Begin Date and End Date. Define the effective period for this rule schedule by selecting its start date and end date. Duplicate rule schedules may not have overlapping effective periods. For example, assuming you have two deposit rule schedules for the FLAT deposit rule, and both are applied to the AARP rate code and the 6 PM reservation type. One rule schedule cannot have effective dates of 06-01-03 through 07-31-03 if the other already has effective dates of 07-15-03 through 08-15-03.Sequence. The number you enter here determines the sequential position of this rule schedule in the Rule Schedule Configuration screen grid.Credit Rating. To create a new Rate Code Reservation Type rule by Credit Rating or edit an existing one, select the New or Edit button to open the Rules Schedule - New or Edit screen. This rule will become associated to the Credit Rating, according to the start and end date and other parameters. Guests and bookers who make reservations with this property will have these cancellation and deposit rules applied, based on their credit rating as indicated on their profile.

Season. The Season Codes menu item displays when the Rates>Rate Seasons application function is set to Y. Opera allows for rate seasons to be defined for a range of dates that can be used when setting up rates. When users select the Seasons LOV>Season Code the date range that was configured automatically populates. Select the Season Code to be assigned to this rule. Season Codes are created in the Rate Seasons screen (Configuration>Rate Classifications>Rate Seasons>New or Edit buttons).Override. Select this box if you want this deposit rule to override all others within the specified dates. This must be selected at the property level only. This option can be used to take advantage of special events or holidays where this and other deposit rules can override all others for the specified date range. Since there are many rules that may apply to a property there are priorities as to which rules will apply first and override the others. The override check box will configure the priorities.If the Override check box is not checked:

The Reservation Type and Credit Rating can be selected as priorities. The Season Code can also be selected, if appropriate.

If the Override check box is selected: The Rate Code and/or Reservation Type can be selected for priorities. The Season Code can also be selected, if appropriate.

Inactive. Select this check box to make this rule schedule inactive.

Show Me Configure and Schedule a Deposit Rule

See Also Deposit and Cancellation Rule Configuration

Noshow Posting RulesThe Noshow Posting Rules functionality gives the ability for a property to post revenue against a no show reservation in order to realize the revenue and get the deposit off of the deposit ledger, but still show the reservation status as a No Show for statistical purposes. In order to do this, first the Cashiering>No Show and Cancellation Postings application function and End of Day>Post Revenue to No Shows application parameter must be active. Then, indicate what revenue transaction code the revenue will be posted against needs to be selected by the End of Day>No Show Posting Trn Code application setting.Select Configuration>Reservations>Codes>Noshow Posting Rules to display the No Show Posting Rules screen. Using the No Show POsting Rules screen, you can configure rules that indicate how much revenue should be posted to the reservation based on the source code, reservation type, or both for the arrival night.

The No Show Posting Rules screen shows the no show posting rules that have been set up for the property.

Adding and Editing No Show Posting RulesTo add a new no show posting rule, select the New button. To edit an existing no show posting rule, highlight your choice on the No Show Posting Rules screen and select the Edit button. The No Show Posting Rules - New or No Show Posting Rules - Edit screen appears.

Provide the following information and select the OK button.Res. Type. Elect the down arrow and choose the reservation type the rule is being applied to. These reservation types are configured in Reservation Type configuration (See Reservation Types for details).Source Code. Select the down arrow and choose the source code the rule applies to. These source codes are configured in the Source Code configuration (See Source Codes for details).Posting Rule. Select the down arrow and choose the no show posting rule option of ALL NIGHTS, FIRST NIGHT, or DEPOSIT ONLY that will be applied.

ALL NIGHTS - Total rate amount for all nights of the reservation is posted.   If the reservation has multiple rate codes, then the system determines the amount for each night and will post it accordingly.

FIRST NIGHT - Amount for the first night of the reservation is posted.DEPOSIT ONLY - Amount of all the deposits received is posted.

Matured Deposits and No Show Revenue Posting During End of Day

Note: If a no show reservation does not fall within the configured schedule, then no revenue is posted and the deposit for that reservation remains on the deposit ledger.

Note: The following discussion assumes that the Cashiering>No Show and Cancellation Postings application function and End of Day>Post Revenue to No Shows application parameters are set to Y. The transaction code against which no-show revenue is posted is specified by the End of Day>No Show Posting Trn Code application setting. When packages are involved, if the guest has an all inclusive package rate, then the whole amount is considered as the rate amount for purposes of no-show revenue calculation. However, if the reservation has a separate room rate and package rate, then only the room rate is considered in the calculation of no show revenue.

During End of Day processing, all reservations that have been marked as No Show, and whose reservation type and/or source code make them subject to a no show posting rule, will have any associated deposits moved to the guest ledger (that is, the deposit will "mature"); then the appropriate no show revenue will be posted against the deposit based on the no show posting rule. Here are some examples:All Nights Value - If the rate amount for the reservation is 200.00 and the reservation is for 3 nights, 600.00 is posted (assuming there are not rate changes) regardless of the deposit.First Night Value - If the rate amount of the reservation is 200.00, regardless of the deposit, 200.00 is posted regardless of the deposit.Deposit Only Value -

If the reservation does not have a deposit, no no-show revenue is posted.If the reservation rate amount is 200.00 and the deposit is 100.00, 100.00 is

posted.If the reservation rate amount is 200.00 and the deposit is 300.00, 300.00 is

posted.When the posted revenue results in a debit or credit for the reservation, the reservation is matured to the guest ledger. Once on the guest ledger, the user has full cashiering capabilities and can zero out the folio to remove it from the ledger.

No Show Reservations with Outstanding ChargesA no show reservation may have a no show posting rule attached that results in an outstanding charge (an amount which is not covered by a deposit) being posted to the reservation. Such charges are posted to the reservation by End of Day processing on the proposed departure date. This functionality is enabled when the following conditions are met:

Cashiering>No Show and Cancellation Postings application function is set to Y

End of Day>Post Revenue to No Show application parameter is set to Y.In addition, the Open Folio lamp will display on the no show reservation if the following conditions are also met:

Cashiering>Post Stay Charges application function is set to Y Cashiering>Open Folio application parameter is set to Y.

See Also Reservation Types

Source Codes

Reservation Color CodesWhen the Reservations>Reservation Color Definition application setting is set to Reservation, select Configuration>Reservations>Codes>Colors to setup the color and its description. All of the colors that are displayed are automatically made available and no more colors other than the ones provided can be added. The description for the color can be anything that is agreed on by the property.These colors may be applied to either a reservation or to a guest as a quick reference to the user. For example, if a guest is disabled or not registered with the property, or if the reservation is important in one way or another.

Note: On the Reservation or Reservation More Fields screens, these colors can be applied to the guest from a list of values; this Color field must be screen painted in order to be accessible. If the field was screen painted, but the application setting is set to anything other than Reservation, the Colors list of values will not be displayed.

Colors Screen

Provide the following information and select the OK button.Color. Read only field to verify the color the user is putting the description with. If the color is already used for a future reservation, for example a no show or cancelled reservation, then the color will not be able to be inactive.Description. Type the description that needs to be applied to the color and that will display on the Reservation screen and reports.Sequence. Type the number to where the color will display in a list of values.Inactive. Select the check box to make the color and description inactive. If inactive, the option will not display in the list of values.

See Also Reservation

Reservation Search

Reservation More Fields

VIP Levels

Market Codes

Room Plan (Control + F3)

Telephone Operator (Control + F7)

Move ReasonsWhen the OPP_MHT2 Opera Property Management Multi-Property Cross Reservations add-on license is active, select Configuration>Reservation>Codes>Move Reasons to setup the move reasons to use with the Cross Selling (F7) screen. Move reasons are required when moving a reservation between properties in a multi property environment. Move reasons are used to designate why a reservation was moved from one property to another (weather, rate, amenities, property sold out, group changed location).

Move Reasons Screen

The Move Reasons screen displays the following information.Code. The code you want to assign to a move reason.Description. The description of the move reason code (sold out, weather, management, group extended).

Sequence. The order of succession for items to appear in a list by assigning them a numeric order.

ButtonsMove Up. Move the highlighted reason up in the sequence.Move Down. Move the highlighted reason down in the sequence.New. Select to create a new move reason.Edit. Select to edit the highlighted move reason.Delete. Select to delete the highlighted move reason. A caution warning will display to confirm the deletion.

Adding or Editing a Move Reason

Provide the following information and select the OK button.Code. Type code you want to assign to a move reason.Description. Type the description of the move reason code (sold out, weather, management, group extended).Sequence. Type the number for the order of succession for items to appear in a list by assigning them a numeric order.

See Also Cross Selling (F7)

Discount ReasonsReservation Discounts functionality is available when the Reservations>Reservation Discounts application function is set to Y.Discount reasons designate why a discount was given to a reservation and can be setup at Configuration>Reservations>Codes>Discount Reasons. For example, members of your Frequent Stay program receive a 10% discount off the rack rate; purchaser qualifies for this discounted non-refundable rate because of a willingness to pay in full for a specified number of days prior to arrival; a discount rate negotiated with a company or special customer; a special

rate that is sometimes available to all business travelers; discount for family members who are traveling together.You can quote discounts on room rates that are deducted directly from the reserved price. In case a discount was entered, be it either an amount or a percentage, the system requires that you provide a discount reason. You can also enter discount reasons without an amount or percentage on the reservation.

Discount Reasons Screen

The Discount Reasons screen displays the following information:

Code. Code you want to assign to a discount reason (ERR, WALK, RG, MGMT).Description. Discount reason explanation (agent error, walked guest, repeat guest, management decision).Sequence. Order of succession for items to appear in a list by assigning them a numeric order.

ButtonsMove Up. Move the selected reason up in the list.Move Down. Move the selected reason down in the list.New. Select to create a new discount reason.Edit. Select to edit the highlighted discount reason.Delete. Select to delete the highlighted discount reason. A caution prompt displays to make sure the user wants to delete the reason.

Adding or Editing a Discount Reason

Provide the following information and select the OK button.Code. Code you want to assign to a discount reason (ERR, WALK, RG, MGMT).Description. Discount reason explanation (agent error, walked guest, repeat guest, management decision).Sequence. Order of succession for items to appear in a list by assigning them a numeric order.

See Also Reservation

Cancellation ReasonsOpera requires a reason for every reservation cancellation. These cancellation codes and reasons are used for individual reservations and not displayed on a block cancellation. You can define all the reasons why an entire block is canceled or why a group block would cancel using the Block Maintenance option. If you do not feel the need to work with separate cancellation reasons for blocks, do not define any with this option. In this case, the individual cancellation reasons will always be displayed.

Cancellation Codes Screen

The Cancellation Codes screen displays the following information.Code. A code for reservations that are canceled (PRICE, PLANS, ILL).Description. An description that clarifies a canceled reservation code (price too high, plans changed, sickness).Sequence. The order of succession for items to appear in a list by assigning them a numeric order.

ButtonsNew. Create a new cancellation code and description.Edit. Edit an existing cancellation code.Delete. Delete the highlighted cancellation code. You will be prompted to make sure that you really want to delete the code.

Adding or Editing a Cancellation Code

Provide the following information and select the OK button.Code. A code for reservations that are canceled (WEATHER, FLIGHT, etc.).

Description. An description that clarifies a canceled reservation code (weather conditions, flight cancelled, etc.).Display Seq. Order of succession for items to appear in a list by assigning them a numeric order.

See Also Cancel Reservation

Origin CodesOpera maintains origin of business statistics and allows you to track reservations by setting up origins (the originating media source for the reservation) in Configuration>Reservations>Codes>Origin Codes. Just as market codes can be grouped into market groups for reporting purposes, origin codes are attached to reservation records in order to track how the reservations come into the property. Each property or property chain determines the breakdown of origin information they require (mail, telephone, fax, central reservations, travel agency, GDS).

Origin Codes Screen

The Origin Codes screen displays the following information.Code. The origin code used to assign to an origin (PH, FX, WI, INT).Description. The text that describes the origin code (telephone, fax, walk in, internet). This text will display on the reservation screen as well as on various reports.Sequence. The order of succession for items to appear in a list by assigning them a numeric order.

ButtonsMove Up. Move the highlighted origin code up in the list. By moving the origin code up, its sequence number will be changed to the position  it is moved to. For example, if a origin code has a sequence number of 4 and is moved up twice, it will then have a sequence of 2.Move Down. Move the highlighted origin code down in the list. By moving the origin code down, its sequence number will be higher than it had. For example, if a origin code has a sequence number of 1 and is moved down once, it will then have a sequence of 2.New. Select to create a new origin code.Edit. Select to edit the highlighted origin code.Delete. Select to delete the highlighted origin code.

Adding or Editing a Origin Code

Provide the following information and select the OK button.Code. Type the origin code used to assign to an origin (PH, FX, WI, INT).Description. Type text that describes the origin code (telephone, fax, walk in, internet).Display Seq. The order of succession for items to appear in a list by assigning them a numeric order.

See Also Reservations

Trace Texts ConfigurationSelect System Configuration>Reservations>Codes>Trace Texts to set up the standard default texts that will be available when you create traces. When you create a trace, these texts can be selected and used as-is, or they can be customized as necessary. When you create a trace text it must be associated with a department.

Search CriteriaProperty. Available when the OPP_MHOT Multi-property add-on license is active. Select the down arrow to choose the property for which you wish to search for texts. The default is your log-in property.Dept. Code. Select the down arrow to choose a department for which you wish to search for texts. The default (blank) is all departments.The following information is available on this screen.X. An X in this column indicates that the text has been selected for the Copy or Delete action. Use the All and None buttons to select all items or to un-select all selected items.Dept. Department associated with the trace text.Text Description. Default trace text message.Seq. No. Number that determines the position of the trace text in lists.

Adding and Editing TextsTo add a new trace text, select the New button. To modify an existing trace text, highlight your choice on the Trace Texts screen and select the Edit button. The Trace Text - New or Trace Text - Edit screen appears.Provide the following information and select the OK button.Department Code. Select the down arrow and choose the department associated with this trace text.Sequence. Enter a number that determines the position of this trace text in lists.Description. Enter the text of the trace message. Up to 256 characters are accepted. For example: Call manager upon arrival, Charge full deposit, Extra bed to be set up, Unlock interconnecting door, Charge back requested. Please send credit application form, VIP to meet and greet on arrival, Rooming List is Due.

Copying TextsIn multi-property environments, trace texts can be configured as “templates” that you may copy to other properties. Once the trace is copied to a new property, you may edit the trace text and change the department association, if desired. (If the department attached to the trace text being copied does not exit at the target property, it is automatically created.)To copy trace texts to one or more properties, select the texts you wish to copy by placing an X in the X column. Select the Copy button. The Properties screen appears. From the Properties screen select your target properties and select the OK button. A message informs you when the copy action has completed.

See Also Traces

Waitlist PrioritiesYou can give bookings a "waitlist" status if the requested reservation cannot be confirmed. When a reservation is created and then moved to the waitlist Opera lets you set different priorities for confirming these waitlisted reservations. To access the Waitlist Priorities screen select Configuration>Reservations>Codes>Waitlist Priorities.

Waitlist Priorities Screen

The Waitlist Priorities screen displays the following information.Code. The user definable code that represents the priority (HI, LO, 1, 2).Description. The description for the waitlist priority code (high priority, low priority, level one, level two).

Sequence. The order of succession for items to appear in a list by assigning them a numeric order.

ButtonsMove Up. Move the highlighted priority up in the list. By moving the priority up, its sequence number will be changed to the position  it is moved to. For example, if a priority has a sequence number of 4 and is moved up twice, it will then have a sequence of 2.Move Down. Move the highlighted priority down in the list. By moving the priority down, its sequence number will be higher than it had. For example, if a priority has a sequence number of 1 and is moved down once, it will then have a sequence of 2.New. Select to create a new waitlist priority.Edit. Select to edit the highlighted waitlist priority.Delete. Select to delete the highlighted waitlist priority.

Adding or Editing a Waitlist Priority

Provide the following information and select the OK button.Code. Type the code that represents the priority (HI, LO, 1, 2).Description. Type the description for the waitlist priority code (high priority, low priority, level one, level two).Sequence. Type the order of succession for items to appear in a list by assigning them a numeric order.

See Also Waitlist Reservation

Waitlist CodesOpera lets you set up waitlist bookings if the requested reservation cannot be confirmed. When a reservation is created and then moved to the waitlist the system requires a reason. Use waitlist codes to designate why a reservation is being placed on a waitlist (rate not available, room not

available, dates not available). To access the Waitlist Codes screen select Configuration>Reservations>Codes>Waitlist Codes.

Waitlist Codes Screen

The Waitlist Codes screen displays the following information.Code. A user definable code that represents the waitlist reason code.Description. The description for a waitlist reason code.Sequence. The order of succession for items to appear in a list by assigning them a numeric order.

ButtonsMove Up. Move the highlighted code up in the sequence order.Move Down. Move the highlighted code down in the sequence order.New. Select to create a new waitlist code.Edit. Select to edit the highlighted waitlist code.Delete. Select to delete the highlighted waitlist code.

Add or Edit a Waitlist Code

Provide the following information and select the OK button.Code. Enter a code that represents the waitlist reason code.

Description. Enter a description for a waitlist reason code.Sequence. Enter the order of succession for items to appear in a list by assigning them a numeric order.

See Also Waitlist Reservation

Alert Definitions TopicsTopics for Alert Definitions Configuration include the following:

Alerts Messages SetupGlobal Alerts

Alerts Messages SetupOpera offers two kinds of alert messages: standard alert messages that can be specifically attached to selected individual reservations, and global alerts which are automatically attached to all reservations that meet the alert criteria (see Global Alerts for details).  This topic covers configuration of message alerts. These alerts are attached to the reservation by selecting the Alerts button from the Reservation Options menu.

Note: The alert messages you set up here will be available for use in setting up global alerts.

To set up standard alert messages select Configuration>Reservations>Codes>Alert Definitions>Alert Messages to configure reservation alerts. Reservation alerts are messages attached to a reservation for display during check in, when the reservation is opened while the guest is in-house, or during check out. You can attach a pre-defined alert or customize an alert for a particular guest. Alerts give you the ability to annotate a reservation with important information for the front desk agent, for example to call a manager upon arrival, collect an iron and ironing board upon departure, or note that a reservation was a gift and to not divulge the rate or payment option. When the OPP_MHOT Multi Property add on license code is active, you may use the template  to create alerts and copy them to other properties.

Alerts Setup Screen

The Alerts screen displays the following information.

Alerts Screen HeaderTemplate. Select the Template radio button to create and manage alerts which can be copied to individual properties where they may be customized as necessary.  (Available when the OPP_MHOT Multi-property add-on license is active.)Property. Select the Property radio button to edit alerts for a property. You are prompted to select the property for which you wish to edit alerts. Thereafter you may choose the Property field down arrow to select another property for which you wish to configure alerts.

Alerts Screen Search Results GridX. (Available when the Template radio button is selected.) An X in this column indicates that the alert has been selected for copying to a property.Code. An alphanumeric code that identifies the alert.Description. A description of the message to be displayed to the user who accesses a reservation with this alert attached.

Adding or Editing Message AlertsTo add an alert, select the New button from the Alerts screen. To edit an existing alert, highlight your choice and select the Edit button (from either the Property or Template Alerts screen).

Provide the following information and select the Save button.Code. Alphanumeric code that identifies the alert.Description. Description of the message to be displayed to the user who accesses a reservation with this alert attached.

Copying Alerts to PropertiesWhile working with the Template, mark an X in the X column to select the alerts you wish to copy to other properties. Select the All button to select all of the alerts. Select the None button to unselect all of the selected alerts.When you select the Copy button you are prompted to select the properties to which you wish to copy the alerts. Make your choices and select the OK  button. The alerts you selected are copied to the target properties. You may then select the Property radio button to edit the alerts to customize them for the properties.

See Also Generic Template System Configuration Form

Alerts

Global Alerts

Global AlertsOpera offers two kinds of alert messages: standard alert messages that can be specifically attached to selected individual reservations (see Alert Messages Setup for details), and global alerts which are automatically and dynamically attached to all reservations that meet the alert criteria. This topic covers configuration of global alerts. Alerts functionality is available when the Reservations>Alerts application function is set to Y.Global alerts are dynamic in nature. They appear only when the conditions set up for the alert are met by the reservation (for example, at check out when the reservation departure time is between 11:30 AM and 12:30 PM). This dynamic functionality permits global alerts to be initiated on an ad-hoc basis and precludes the need to edit alert information for specific reservations when conditions change. For example, assume a global alert announcing a lunch special in the

hotel restaurant is configured to appear at check out if the departure is between 11:30 AM and 12:30 PM. If the guest checks out at 10:00 AM, the alert will not appear. Because of the fundamental differences in purpose and functionality between global alerts and standard alerts, global alerts are not listed on the reservation-specific Alerts screen (available by selecting the Alerts button on the Reservation Options menu.)Global alerts can be set up to appear at any or all of the following times: at check in, at check out, in house, and/or whenever the reservation is opened. Sets of display conditions further restrict the global alert display based on reservation type, block code, number of adults/children, arrival/departure time, and a host of other criteria.To configure global alerts, select Configuration>Reservations>Codes>Alert Definitions>Global Alerts. The Global Alerts screen appears.

Search CriteriaProperty. Select the down arrow to choose the property for which you wish to configure global alerts. Available when the OPP_MHOT Multi-property PMS add-on license is active and when the OPR<version_number> ORS license is active.

FieldsThis screen lists the global alerts that have been set up for the property. The following information is shown.X. An X in this column indicates that the global alert has been selected to be copied to another property. Available when the OPP_MHOT Multi-property PMS add-on license is active and when the OPR<version_number> ORS license is active. Code. An alphanumeric code that identifies the alert. (These codes are set up as part of the alert message setup. See Alert Message Setup.)Area. Activity area where the alert will display: at check-in (Check In), at check-out (Check Out), while in-house (In-House), or whenever the reservation is opened (Reservation).Description. Description of the global alert.

Adding and Editing Global AlertsTo create a new global alert, select the New button. To edit an existing global alert, highlight your choice and select the Edit button. The Global Alerts - New or Global Alerts - Edit screen appears.

Provide the following information and select the OK button.

Note: When you select the OK button, Opera verifies that the alert is correctly configured. Opera will not allow you to save the global alert if a problem is detected. If problems exist in global alert messages configured prior to this verification being implemented, an error message appears when the applicable screen is opened (e.g., the Reservation screen, the Billing screen, etc.) and Opera attempts to display the global alert. The error message identifies the global alert that is causing the problem so that the configuration for that alert can be corrected.

Code. Select the down arrow to choose the alert code. (These codes are set up as part of the alert message setup. See Alert Message Setup.) The message text for the alert code appears in the Description area where it may be edited.Area. Select the down arrow to choose the reservation status that will trigger the alert message display. Options are: at check in (Check In), at check out (Check Out), while in-house (In-House), and when the reservation is opened (Reservation).Screen Notification. Select this check box to provide alert notification to the user on-screen when the alert criteria are satisfied.  This check box is selected by default.Printer Notification. Select this check box to provide alert notification by printing a selected alert report at the designated printer. When you select the Printer Notification check box, you

have an opportunity to specify the printer which will handle the global alert printing, and the customized alert report to be printed.

Printer -When the Print Notification option is selected, you must also provide the name of the printer to handle printing. This printer must already be configured with Use Alert Printing selected on Printer setup.

Report - You may also designate an alert report to be printed at this printer when the alert criteria are met.  If no alert report rdf is selected, the alphabetically first alert report auto-populates the report field.

See Alert Printing, below, for details.Description. The alert message text for the alert code selected in the Code field. This text may be edited.Query Display. Below the Description are any query conditions that will control when the alert displays.

Adding Conditions To Further Refine When the Alert DisplaysYou must set up at least one condition under which the global alert displays.Designing alert conditions is a step-by-step process. The Global Alerts screen guides you through the steps. As you complete each step, appropriate choices become active in the following steps, based on your previous actions and choices. When you complete all the steps and select the Add button, the condition statement you composed appears in the text box in the lower part of the screen.Although some simple conditions consist of a single statement and can be built in a single pass through the Global Alerts Conditions steps, you may need to go back and repeat the steps one or more times if you wish to construct complex sets of conditions that contain multiple (and possibly nested) statements.Following is a description of the basic steps for building a set of conditions.Step 1. Select a Field for Filter Condition. Select the down arrow to choose the field that will be used as a filter for the condition. (The field list contains fields from the reservation record and the primary profile record (typically the guest's profile) linked to the reservation.)  It is a good idea to put what you are looking for into words — a short statement that can guide you in constructing your statement. For example, you might say, "I want to find all reservations that have an arrival time before 3PM."

Notes:

Key Valid Until - An active key interface, which assigns a key PIN number and the Reservations>Cashiering Flow at Check In/During Stay application setting value set to FORCE ADVANCE BILL, FORCE PAYMENT or FORCE ADVANCE BILL AND PAYMENT are required for the Key Valid Until field/column to be populated and for an alert based on this field to display.

NAME_VIEW - The NAME_VIEW fields reference the primary profile attached to the reservation (typically the guest).

Packages - The filter condition for Packages will apply only to packages added to a reservation, not those that are attached at the rate code level.

Total Stays - This option refers to the total stays for all years for the profile (Res_Arrivals + Res_Day_Use in the NAME_BUDGETS view).

Step 2. Specify a Filter Condition.  Based on your choice in step 1, various filter conditions will be available for you to choose from when you select the down arrow.  For example, when you are looking for arrival times, the filter conditions include Is Between, and Less Than or Equal To, and Greater Than or Equal To. Below the filter condition field value fields appear to accept the values appropriate for your condition. For example, if you select Is Between, two fields open up so you can set the time range. If you select Less Than or Equal To, one field appears so you can enter the end time for the filter.

Note: Filter conditions ‘Before Departure Date’ and/or 'After Departure Date' actually mean ‘Before’ or ‘Equal To’ and/or 'After' or 'Equal To'; therefore, the alert always displays for days before and/or after the departure date as well as on the departure date itself. Per development, this was intentionally designed to be this way for Data Extraction.

Step 3. Apply the Filter Condition. Now, select the Add button to copy the condition statement you created into the text area.

Note: The Add or Update buttons, as appropriate, become available when you have entered the required parameter(s) and tab out of the filter text entry field. If a second parameter is required by the filter condition (for example, for the Is Between filter condition) the buttons will not be enabled until you enter the second parameter and tab out of the second text entry field.

Repeat these steps to add follow-on statements, if they are required. In our example, where you are looking for reservations having at least one child, you would add another statement that selects reservations with a Children field that Is Not Empty.By default, as you add new statements they are combined with those that went before using the AND operator. If you want to change an AND operator to an OR operator, highlight the AND statement, click the AND/OR button, and then click the Update button. The AND operator changes to OR. You can also change an OR operator back to an AND operator using this same process: Highlight the OR statement that you want to change to an AND statement, click the AND/OR button, then select the Update button. The OR operator changes back to AND.To nest statements, place them in parentheses. Highlight the statement where you want the nesting to start and click on the open parens [(] button. Select the Update button. Next highlight the statement that you want to be the last statement inside the parens. Click the close parens [)] button. Finally, select the Update button. When you are nesting statements, the number of open parens must equal the number of close parens.When you are done, select the OK button.

Enrollment Source (Cross-Brand Recognition) AlertsTo configure an alert to notify users of the source of a guest's membership enrollment, follow these steps:

1. Set the Reservation>Cross Brand Recognition application parameter to Y. 2. Set the Membership>Default Membership Source application setting to a default enrollment source code. 3. On the Global Alerts screen, select a value for the Code and Area fields, select the Screen Notification check box, and enter an alert description in the Description field.

4. For Step 1, select Enrollment Source. 5. For Step 2, choose Is Equal To for the filter condition.6. In the field directly below, enter the source of the membership enrollment.7. Select OK.

When booking or editing a reservation for a guest with a membership enrollment source that matches the global alert's enrollment source condition, the alert will be triggered and display the text you entered for the alert description.

Note: One alert should be configured for each enrollment source to ensure that the source is identified by a global alert.

Alert PrintingAlerts can be displayed on screen and/ or trigger printed output when some special conditions are met. When print output is selected, any of a variety of standard format messages to be sent to any properly configured, designated printer.For example, if a reservation with young children is checked in, a message can be directed to a printer in Guest Services notifying staff in that department that young children are in-house and "Mickey Mouse" should be dispatched to greet them. Or, when the Opera Track It feature is used, a guest's arrival can trigger a message to staff in charge of stored luggage directing them where to deliver the guest's belongings.When you select the Printer Notification check box, you have an opportunity to specify the printer which will handle the global alert printing, and the customized alert report to be printed.The printers to be used to print alert reports must be defined in Printer configuration as belonging to the alerts printing group (the Use Alert Printing check box must be selected on the Printers - New or Printers - Edit screen.)To accommodate a variety of print outputs, the sample_alert.rdf report can be customized for each reporting need. (See Reports Setup and Reports Groups for details.) Merge codes available on this report include:

Alert Area Last Name First Name Room Number Alert Description Date/Time (Current at time of printing) Arrival Date Departure Date

Copying Global Alerts When the Opera OPP_MHOT Multi Property PMS add on license code is active or when the OPR<version_number> ORS license code is active, global alerts can be copied from one property (the "source" property) to another property (the "target" property). The following conditions should be noted:1. The user copying the global alert must have Reservations>Alert New and Alert Edit permission at both the source and target properties.

2. The target property must already have an Alert Code that matches the Alert Code belonging to the global alert being copied to the target property. 3. The global alert being copied to the target property does not overwrite a global alert that has the same Code and Area (e.g., Check In, Check Out, Reservation, In House) at the target property; instead, a new global alert is created at the target property with the same Code and Area.4. If Printer Notification is selected for the global alert that is to be copied, the target property may need to edit the Report and Printer information from the source property to match the configuration of these features at the target property in order to make the alert printing functional. 5. There is no validation of the global alert query itself when a global alert is copied between properties. For example, if the source property global alert includes a filter on rate code CORP1, and there is no corresponding CORP1 rate code configured for the target property, copying the alert to the target property will be permitted although the query will not be functional at the target property. In addition, there is no validation of the Report or the Printer when a global alert is copied from one property to another property. To copy a global alert, highlight your choice on the Global Alerts screen. To copy multiple global alerts, mark the global alerts you wish to copy by typing an X in the X column of the alerts you wish to copy or by highlighting each alert you wish to copy and hitting the space bar to mark an X in the X column . When you have indicated the alert(s) you wish to copy, select the Copy button. The Properties LOV appears.Using the multi-select Properties LOV, select the properties to which you wish to copy the global alert(s). Select OK and the global alerts will be copied to the target property(ies). Messages will report the success of the copy action. Error messages warn you if the copy cannot be performed for whatever reason.

Note: There is no validation of the global alert query itself when a global alert is copied between properties. For example, if the source property global alert includes a filter on rate code CORP1, and there is no corresponding CORP1 rate code configured for the target property, copying the alert to the target property will be permitted although the query will not be functional at the target property. In addition, there is no validation of the Report or the Printer when a global alert is copied from one property to another property.

See Also Alerts (standard alerts) Alert Messages Setup

Custom Reservation Codes Configuration TopicsTopics for Custom Configuration include the following:

Guest StatusGuest TypeCountry Entry PointPurpose of Stay

Guest StatusSelect Configuration>Reservations>Codes>Custom>Guest Status to create a code to specify the status of guest, such as Checked In or Checked Out. The values used for the Guest Status list of values are entered here. If the field is to display, it must be Screen Painted on the Reservation form view.

Note: Guest Status field can be screen painted onto the Main Reservations or Main Reservations More Fields screens. When screen painting the field, the corresponding field will have a menu item to with the same name to select. See Screen Painting for further information about this feature.

Adding or Editing a Guest Status

Provide the following information in the Guest Status - Edit screen and select the OK button.Code. Enter the code you want used for this status of the guest.Description. Enter a description for this status of the guest.Sequence. The order of succession for items to appear in a list by assigning them a numeric order.

See Also Reservations

Screen Painter Overview

Guest TypeSelect Configuration>Reservations>Codes>Custom>Guest Type to create a code to specify the type of guest such as hotel guest, members, staff, and outside guests. The values used for the Guest Type list of values are entered here. If the field is to display, it must be Screen Painted on the Reservation form view.

Note: Guest Type field can be screen painted onto the Main Reservations or Main Reservations More Fields screens. When screen painting the field, the corresponding field will have a menu item to with the same name to select. See Screen Painting for further information about the feature.

Adding or Editing a Guest Type

Provide the following information in the Guest Type - Edit screen and select the OK button.Code. Enter the code you want used for this type of guest.Description. Enter a description for this type of guest.Sequence. The order of succession for items to appear in a list by assigning them a numeric order.

See Also Reservations

Screen Painter Overview

Country Entry PointSelect System Configuration>Reservations>Codes>Custom>Country Entry Point to create a code to specify where a guest has entered the country (e.g., cities or airports). Once codes are configured, the Country Entry Code may be selected on the Reservation screen.

Note: If the Country Entry Point field is to display on the Reservation screen, it must be added to the Reservation form view using the Screen Painter.See Screen Painting for further information about the Screen Painter feature.

Adding or Editing an Entry Point CodeTo add a new entry point, select the New button from the Entry Point screen. To edit an existing entry point, highlight your choice on the Entry Point screen and select the Edit button. The Entry Point - New or Entry Point - Edit screen appears.

Provide the following information and select the OK button.Code. Enter the code to identify an entry point.Description. Enter a description of the entry point.Display Seq. Enter a number that controls the position of this code in listings. Codes that are not assigned a sequence number will be listed in alphabetical order following codes having a sequence assigned. You may also highlight a code on the Entry Point screen and use the Move Up/Move Down buttons to change the sequence position of a code.

See Also Reservations

Screen Painter Overview

Purpose of Stay Select System Configuration>Reservations>Codes>Custom>Purpose of Stay to

access the Purpose of Stay screen.

A report has been created called Belgium Tour Statistics, to meet the legal

requirements of generating stay statistics based on country of residence. In order to capture and generate the correct information, the UDF field for the purpose of stay (Reservation Name>Purpose of Stay) must be painted onto the Reservation screen. The report name is STAT BELGIUM.REP and uses GEN2.FMX.

Code. The abbreviation that identifies the purpose of stay (BUS, TRAV, LEIS, CONF, SEM). Description. A full description for the purpose of stay code (Business, Travel, Leisure,

Conference, Seminar). Display Sequence. The order of succession for items to appear in a list by assigning

them a numeric order.

Facilities Management Configuration TopicsTopics for Facilities Management Configuration include the following:

Facility Management TasksFacility Codes

Facility Management TasksWhen the Room Management>Facility Management application function is set to Y, you can select System Configuration>Reservations>Codes>Facility Management>Facility Tasks. You may configure facility task codes (e.g., full service, light touch, etc.) that relate with facility codes and facility code quantities to create a room type scheduled task. You can see these scheduled tasks at the reservation level, and modify the frequencies if applicable for specific guests. For example, a room type could be scheduled for a Full Service every seven days, and a Light Touch every third day.

Note: All changes that are made to the configuration of facility management tasks are recorded in the Activity User Log, under the Configuration group. (See User Activity Log for details.)

Search CriteriaProperty. Available when the OPP_MHOT Multi-property add-on license is active. Select the down arrow to choose the property for which you wish to configure facility tasks.

FieldsThe Facility Tasks screen shows the following information:X.  An X in this column indicates that this task code has been selected for the Copy function.Color. Color code for the task type. The facility task’s defined color will populate in the date box in the Facility Scheduler when viewed from Reservation Options and within the Facility Forecast screen in Housekeeping.Task Code. Unique task code  (e.g, FS, LT, WP).Description. Additional text describing the task (e.g, Full Service, Light Touch, Water Plants).Instructions. Provides additional information associated with the task code, e.g., steps to complete the task.Departure Task. Opera requires that one task code must be marked as the Departure Room Default Task when more than one facility task has been configured. This task code will be assigned/forecasted for all departure rooms within Housekeeping.Seq. Number that determines position of item in listings.

Creating and Editing Facility TasksTo create a new facility task, select the New button. To edit an existing facility task, highlight your choice on the Facility Tasks screen and select the Edit button. The Facility Tasks - New or the Facility Tasks - Edit screen appears.

Provide the following field information and select OK.Task Code. Unique code value that is limited to 8 characters (e.g., FS, LT, WP).Description. Additional text describing the task (e.g., Full Service, Light Touch, Water Plants).Instructions. Use Opera's text editor to provide additional information associated with the task code, i.e., steps to complete the task.  By clicking on the down arrow  button, Opera's text editor appears.Sequence. Number that determines position of item in listings.Departure Room Default Task. Select this checkbox if this task code will be the default departure room task. Opera requires that one task code must be marked as the Departure Room Default Task when more than one facility task has been configured. This task code will be assigned/forecasted for all departure rooms within Housekeeping.Linen Change. Select to signify that the Facility Task requires a linen change. This is reflected in the Total Linen Change statistic within the Expanded Task Sheet and noted for each corresponding task in the task sheet printouts.Display Color. Color code for the task type. The facility task’s defined color will populate in the date box in the Facility Scheduler when viewed from Reservation Options and within the Facility Forecast screen in Housekeeping.

Copying Facility TasksThe Copy button is only visible when the OPP_MHOT Multi-property add-on license is active. To copy the Facility Tasks from one property to another, select the facility codes that you want to copy by clicking in the X column. When facility task(s) are marked, the Copy button becomes active. Select the Copy button and choose the properties to which you want to copy the facility task codes.  After you have chosen the target properties, select the OK button to copy the codes.

See Also Facility Management Codes Assign Facility Tasks User Activity Log

Facility Codes

When the Rooms Management>Facility Management application function is set to Y, and the Facility Management Configuration user permission is granted, you may access the Facility Management Task and Facility Management Code Configuration menu items.

Note: All changes that are made to the configuration of facility management codes are recorded in the Activity User Log, under the Configuration group (see User Activity Log for details).

Select Configuration>Reservations>Codes>Facility Management>Facility Codes to set up an unlimited number of facility codes. You configure facility codes (e.g., pillow cases, bath towels, hand soap, etc.) which are then associated with the facility tasks used in housekeeping forecasting and task assignments.

Search CriteriaProperty. Available when the OPP_MHOT Multi-property add-on license is active. Select the down arrow and choose the property for which you wish to display housekeeping facility codes.The Housekeeping Facility Codes screen shows the following information:X. Mark an X in this column to select the facility code for the Copy option. Click in the X column or highlight the item and select the spacebar.Facility Code. Unique facility code.Description. Additional text describing the facility code (e.g., Pillow Cases, Hand Towels, Bath Towels, Shampoo).Sequence. Number that determines the position of the item in listings. Highlight a facility code and select the Move Up or Move Down buttons to change the sequence,

Creating and Editing Housekeeping Facility CodesTo create a new facility code, select the New button. To edit an existing facility code, highlight your choice on the Housekeeping Facility Codes screen and select the Edit button. The Housekeeping Facility Codes - Add or Housekeeping Facility Codes - Edit screen appears.Provide the following field information and select OK.Facility Code. Facility code (e.g., PC, HT, BT, SH).

Description. Additional text describing the facility code (e.g., Pillow Cases, Hand Towels, Bath Towels, Shampoo). This will be limited to 40 characters.Sequence. Number that determines the position of the item in listings. Facility codes without a sequence number are listed in alphabetical order following those items that have a sequence number.

Copying Facility Management CodesThe Copy button is only visible when the OPP_MHOT Multi-property add-on license is active.  To copy the housekeeping facility codes from one property to another, select the facility codes that you want to copy by clicking in the X column.  When you select the Copy button, you will be prompted to choose what properties you want to copy the facility codes to.  After you have chosen the target properties, select the OK button to copy the codes over.

See Also Facility Management Tasks User Activity Log

Sales Allowance The Sales Allowance (Configuration>Reservations>Sales Allowance) sets the max

amount of rooms that the hotel sales office can sell, aside from what the hotel in general is selling. The allowance given will be evaluated whenever group bookings are made and a warning issued whenever the amount of deduct-inventory group rooms exceeds the Sales Allowance. The Sales Allowance permission (available when the application functions Blocks>Sales Allowance is set to Y) allows access to Sales Allowance configuration. Additional permissions which determine if the current user can override the warning and continue making the booking are Overbook Generic Sales Allowance and Overbook Restricted Sales Allowance. Restrictions can be set per room type, if and how many of that room type are available to be sold by the sales office.

If a Sales Allowance is used in a remote property linked to SFA, it is possible to exchange Sales Allowance records with the central schema. If the appropriate business events are configured, each update of the Sales Allowance at the property level will be sent to central and updated there as well. In SFA the Sales Allowance for all properties can be reviewed. When bookings that are made in central for properties that are using a Sales Allowance, the bookings will then be evaluated against the remaining Sales Allowance for the booking date range, just as they are at the property level. When the Sales Allowance function is active in SFA, the permissions, Overbook Generic Sales Allowance and Overbook Restricted Sales Allowance are also available to be granted to SFA /ORS users.

The Sales Allowance will have each booking on a deduct status be calculated against it (either only from SFA or ORS or both, depending on the value set in the Blocks>Block Origin For Sales Allowance application setting), and central users will need to have

the above permissions granted to overbook the Sales Allowance if necessary. Any booking update coming through OXI will automatically have the override permission.

An OXI Sales Allowance Synchronization Utility will also be available to re-sync the whole or partial Sales Allowance from a property to SFA, in case of mismatches between the two systems.

Note: It is possible to manually change the Sales Allowance for a single day from the grid of the Sales Allowance configuration screen (as opposed to using the Load button). However, the system will not allow the SA number to change to a number below the sum of BOOKED+OVERBOOKED room nights for the selected date. Changes made from within the grid are saved when the Close button is used, if Save Changes is selected at the prompt.

How Sales Allowance Works The generic Sales Allowance and the Sales Allowance room type restrictions work

together. The restriction is an additional setting that can be applied to specific room types which enables only a certain number to be booked by the module (or modules) that book against the Sales Allowance. The generic ceiling sets the number of total rooms of the physically available inventory in the hotel that Sales can sell (which modules will book against the Sales Allowance is determined by the application setting Blocks>Block Origin For Sales Allowance; most commonly this would be SC and possibly SFA). This number can be booked against any room type, if no further restriction is set.

If restrictions are set per room type, then only up to the number set for that specific room type can be sold by Sales for that room type. For instance, a hotel has 500 rooms and 200 are set as generic Sales Allowance. The hotel also has 10 Junior Suites and would like to prevent Sales from being able to sell all 10 at any given day, they could then set a restriction for 5 JNS rooms in the Sales Allowance.

Even if Sales had only used up 100 total rooms of their allotment of 200 in the generic allowance, they still would not be able to sell more than 5 JNS room types, because of the restriction set for that specific room type.

The Sales Allowance is NOT checked on creation of a block. It is checked only when the status of the block is changed to a DEDUCT status. Once the booking is set to a deduct

status the Sales Allowance is then checked every time a change that affects the room grid is made on the block.

Sales Allowance and Elastic Blocks Assume an elastic block needs more rooms picked up than are allocated for the block

and the Sales Limit is reached for this date. In this case the pick-up is not possible as it would try to increase the block. Block origin (allotment_origin) also plays a role as to whether the sales allowance is or is not affected. The allotment origin is compared to the value(s) in the application setting Blocks>Block Origin For Sales Allowance. If the value is found, then the sales allowance restrictions will kick in. So if S&C has been set as a value in the above parameter and a block is created by S&C, even if PMS attempts a pick-up against the block when the rooms on the block are exhausted and the Sales Allowance has also been used up, the pick-up will not be possible unless the Sales Allowance is increased (or the user has overbooking permissions and can override the Sales Allowance restrictions). If the block was created by PMS, the Sales Allowance restrictions are ignored, as PMS has not been set as an origin to affect the sales allowance in the application setting Blocks>Block Origin For Sales Allowance.

Search Criteria Property. Displays the property code default. If the OPP_MHOT Opera Property

Management Multi-Property Base add-on license code is active, you are then able to search and configure allowance codes for different properties.

Date. Select the date to query. Manually type it in or select the Calendar button to select the day, month, and year.

Include Restricted. Mark the checkbox to indicate on the grid if the date has a restriction with it.

Search Results Grid Date. Select the date to query. Manually type it in or select the Calendar button to

select the day, month, and year. Room Type. Displays the room type codes that have restrictions set for the date(s)

shown. Allowance. Number of group room nights that have been allocated as the allowance for

the date. Available. Number of group room nights still available from the allowance for the date.

This number is generated by subtracting the number of rooms booked from the number of rooms in the allowance.

Booked. Number of group rooms booked from the allowance. Overbooked. Number of rooms booked that is beyond the limit set for the allowance. Restricted. Field displays a flag to identify that a restriction has been placed. Protected. Currently not being used. Cutoff Date. Displays the cutoff date for the sales allowance.

Buttons Change Log. Displays a list of all the changes that have been made to the sales

allowance. Delete. Delete the selected sales allowance. Cutoff. Used to cutoff the sales allowance for a specific date range. Load. Loads the sales allowance for a specific date or date range. Close. Closes the screen.

Load Sales Allowance

Complete the following fields and select the OK button. Generic Sales Allowance

Increase/Decrease. Select the checkbox if you want to increase or decrease the already existing sales allowance quantity. A minus sign (-10) must be entered before the number to decrease the quantity. Otherwise the number will be added to the pre-existing quantity.

Quantity. Number of room nights to allocate as the sales allowance for the defined dates.

Protected. Currently not being used. Cutoff Days. The number of days the allowance will be in affect before it is cutoff.  Must

be within the specified date range. Begin Date. Beginning date that the sales allowance is valid. End Date. The last day that the sales allowance is valid. Days of the Week. Select the day(s) of the week for which the sales allowance will be

valid.

Restricted/Protected

Increase/Decrease. Select the checkbox if you want to increase or decrease the already existing restricted/protected room quantity.

Quantity. The number of rooms that will be restricted in being sold. Restricted. Check marked by default. Allows for specific PMS Room Types and

Quantities not to be sold with this sales allowance. Protected. Currently not being used. Cutoff Days. The number of days the restriction will be in affect before it is cutoff. Must

be within the specified date range. PMS Room Type. A LOV displays that shows all the room types for the properties. Only

one room type can be chosen at a time to be restricted. Begin Date. The beginning date that the restriction will be in affect. End Date. The last date that the restriction will be valid. Day of the Week. Select the day(s) of the week for which the restriction will be valid.

Room Classifications Configuration TopicsTopics for Room Classification Configuration include the following:

Facility TasksRoom ClassesRoom ComponentsRoom TypesRoom Type Inventory LimitsORS Component Room Suites and PMS Component Room EnvironmentRooms Configuration TopicsGlobal Room TypesS&C Room Type Mapping

Facility TasksAssigning Facility Tasks to Room Types

When the Rooms Management>Facility Management application function is set to Y, room types may have facility tasks attached for auto-population into reservations. For example, if the Total Clean facility task (TOTCLN), has been configured to take place every 7 days after the guest's arrival, and understanding that DLX room types should have a total cleaning once each week, you are able to attach this TOTCLN task to the DLX room type. Then, each time a DLX room type is selected for a reservation, housekeeping would be notified through the task sheets and reports that a total cleaning task would be required every 7th day after the arrival date for this room.Once facility tasks and their associated codes are attached to room types, these values then default into each reservation's facility scheduler. Users do not need to manually enter these tasks for each reservation, and Housekeeping is now able to forecast accordingly for future dates.To specify the facility tasks that will be associated with a room type, along with the related task frequency, priority, and facility codes, select the down arrow on the Facilities field on the Room Types Configuration screen for the property.  The Facility Tasks screen appears.

The Facility Tasks screen lists the facility tasks that have already been set up for the room type. It also allows you to edit the existing facility tasks and set up new ones.The following information is available on this screen.Task. Facility task code.Description. Text description of the facility task.Specials. Associate a Specials code to a specific facility task code, which will override the original facility task code assigned to the reservation should this task be selected. (See Example of Specials and VIP Codes Attached to Facility Task Code Functionality, below.)VIP. When the Profiles>VIP application function is active, associate a VIP code to a specific facility task code, which will override the original facility task code assigned to the reservation should this task be selected. (See Example of Specials and VIP Codes attached to Facility Task Code Functionality, below.)

Frequency.  How often, in days following the guest's arrival date, the facility task is to be completed.Credits. Housekeeping credits associated with this facility task. Available when the Rooms Management>Housekeeping Credit application setting is set to Facility Task Level. Priority. Number that indicates the priority of this task when the due dates for two or more facility tasks converge.

Adding and Editing Facility TasksTo add a new facility task to the room type, select the New button. To edit an existing facility task, highlight your choice and select the Edit button. The Facility Task - New or Facility Task - Edit screen appears.

Provide the following information and select the OK button.Task. Select the down arrow to choose a facility task. Once a specific facility task has been attached to a room type, that task code is removed from the Task LOV. You may not change this information once it has been saved without deleting the task entirely from the room type. When you have selected a task, its description appears to the right of the field. (See Facility Management Tasks for details on configuring these tasks.)Priority. When more than one facility task is associated with a room type, you define a priority number for each task.  A priority is assigned to the facility task to determine which task will take precedence in the event that two or more tasks converge on a given day of the guest’s stay. For example, if Full Service was scheduled for every 7 days, and Light Touch was scheduled for every 3 days, these tasks would overlap for any reservation that is in-house for 21 days. For such reservations, Opera would choose the Full Service facility task rather than both Full Service and Light Touch, assuming Full Service had priority 1 and Light Touch had priority 2.Every XX Day(s). Specify how often in days following the guest's arrival date, the facility task is to be completed. For example, if the task is to be repeated every day following the arrival date, enter 1. If the task is to be completed every three days, enter a 3, and so on. Optionally, you may also define days of the week on which this facility task can take place. See Days of the Week, below, for details.

Note: In the event that a facility task is designated as the Departure Room Default Task (see Facility Management Tasks), it will be scheduled for the checked out room regardless of the frequency or the days of the week configured for that facility task.

Credits. For each facility task attached to a room type, you may define the task’s Housekeeping credit value. Available when the Rooms Management>Housekeeping Credit application setting is set to Facility Task Level. Other values are Room and None. (Not available for component room room types.) Specials. Specify a particular Special code to associate to a facility task code. Once a Special has been attached to a facility task code, it can not be associated to another facility task of the same code to prevent duplication.VIP. When the Profiles>VIP application function is active, specify a particular VIP code to associate to a facility task code. Once a VIP has been attached to a facility task code, it can not be associated to another facility task of the same code to prevent duplication.Days of the Week. This option, if applied, works in conjunction with the Every XX Day(s) option to allow you to control the days of the week on which this facility task can take place. (If no days are selected here, only the Every XX Day(s) frequency will be considered regardless of the day of the week on which the facility task falls.) Use the check boxes to select the day or days of the week on which the facility task may be completed. If the day when the facility task should take place according to the specified frequency happens to fall on a day of the week which is not selected, the facility task will take place on the next available day of the week.

Note: In the event that a facility task is designated as the Departure Room Default Task (see Facility Management Tasks), it will be scheduled for the checked out room regardless of the frequency or the days of the week configured for that facility task.

For example, assume you wish to specify that the Full Service (FS) cleaning facility task should take place Every 7 Days for a given room type, except when the task would fall on a weekend (Saturday and Sunday check boxed unchecked, all other days checked). When Full Service cleaning would fall on a Saturday or Sunday, it should be pushed to the next available weekday. In addition, Light Touch (LT) cleaning should be scheduled daily (Every 1 Day), Monday through Friday. Here is how these facility tasks would be scheduled for a hypothetical stay (only the priority task (FS) is shown if the two facility tasks converge on the same day).

Facility CodesOnce a facility task has been attached to a room type, you can associate facility codes to the facility task. Facility codes refer to materials that are required in the course of completing the facility task. For example, a full service task for a king room type might include the facility codes for pillow cases, sheets, bath towels, etc. Quantities for each facility code can then be defined. Facility Codes are not mandatory and may not be applicable for all types of properties. But in choosing to use the facility code association, statistics regarding these quantified facility codes will appear on the facility forecast screen and report.To add a new facility code to the facility task, select the New button. To edit an existing facility code, highlight the code and select the Edit button.  The Facility Codes - New or Facility Codes - Edit screen appears.

Provide the following information and select the Save button.Code. Select the down arrow and choose the facility code you wish to add to the facility task. When you have selected a code, its description appears to the right of the field.Quantity. Enter the number of facility code items to be provided for this facility task.

Example of Specials or VIP Codes Attached to Facility Task Code FunctionalityIn this example, some of scenarios are displayed that are based off of the Facility Tasks screen displayed below. These scenarios show how the facility task will be assigned to a reservation, depending if any special codes, VIP codes (when the Profiles>VIP application function is active) or neither of them are assigned to a facility task code.

The reservation used in the following scenarios is a reservation that is for 21 nights.Scenarios:

If the DLX reservation does not have any Specials or VIP Codes attached to it, then it will receive by default, a Light Touch every 2 days with a full service every 7th day.

If the DLX reservation has a VIP code 3 and no Specials attached to it, then it would receive by default, a Light Touch every day with a Full Service every 7th day.

If the reservation has a VIP code 3 and ABC Special attached to it, then it would receive by default, a Full Service everyday with a Light Touch everyday. With a situation as this one, select the Use Priority when printing the tasksheet.

Note: When multiple tasks fall simultaneously on the same date, the Reservations>Options>Facility Scheduler cell for that date will display the task with the lowest priority number (which equates to the highest priority), but the Facility Scheduler Details will display all of the facility tasks for that date. For example, if a Light Touch with a priority of 10 and a Full Service with a priority of 1, based on their configuration, fell on the same day, the Facility Scheduler would display a Full Service, but the Details would display both the Full Service and Light Touch. When the facility task schedule has been customized "Multiple Tasks" appears in the date cell if two or more facility tasks are scheduled for that date. (See Facility Scheduler for details.)

See Also Facility Management Tasks Facility Management Codes Room Type Setup

Room Classes

When the General>Room Class application function is set to Y, room classes may be configured to create groupings of room types for easier and more highly controlled room inventory management.  Room classes typically define groups of room types having some characteristic in common. For example, a large property might have room classes that reflect the physical location of the rooms - Tower, Plaza, and Suites, for example.  For each room class, the property might then designate appropriate room types. For example, the Tower and Suites room classes might have Deluxe and Superior type rooms, while the Plaza room class might include the Double room type as well as Deluxe and Superior.  Room classes could also be used to identify spans of room numbers.The advantages of this kind of two-level configuration are many. For example, if you wish to see housekeeping statistics for a particular room class regardless of room type, the House Status screen (Shift + [F3]) can be filtered by room class. Similarly, the Manager's Report (Configuration>Setup>Definable Managers Report) can be set up to show information for one or more selected room classes. Or when handling House Assignments, you can search for rooms based on room class to more easily identify and select rooms to be blocked. Room classes are also available as filters when you are working with rate strategies and revenue forecasts.To access room class configuration, select Configuration>Reservations>Room Classification>Room Classes. The Room Classes screen appears.

Using the TemplateRoom classes can be configured for multi-property Opera PMS installations (when the OPP MHOT Multi-property add-on PMS license is active), for ORS installations (OPR<version number> license is active),  as well as for single-property standalone Opera PMS installations. In multi-property PMS and ORS installations, room class templates are available to simplify creating a set of standard room classes which may then be copied to the individual properties. Once copied to a property, the room classes may be modified to meet property needs. Using a standard template can reduce the time spent on room class set up.

Template. Select the Template radio button to create and manage a set of room class templates which can be copied to individual properties where they may be customized as necessary. Property.  Select the Property radio button to display the Property LOV. From the list, choose the property for which you wish to view and modify room classes. Once a property has been selected, you may use the down arrow to select another property.

Screen FeaturesA list of existing room classes for the template or the property is shown in the Room Classes screen.Room Class. Unique identifier code for the room class.Description. Text description for the room class.Seq. Number that determines the order in which room class codes will display when listed. If a sequence number is not assigned the system defaults to alphabetical order by code.

Adding and Editing Room ClassesIn multi-property PMS and ORS installations, you may create new room classes at the template level, and then copy one or more of them to individual properties.  In single-property standalone PMS installations, you may create room classes directly for your property.To create a new room class, select the New button.  The first blank line in the list of room classes is immediately highlighted. To edit an existing room class, highlight your choice in the list.Provide the following information and select the Save button.Room Class. Unique identifier for the room class. Once the room class has been saved, this identifier may not be changed.

Note: Room class identifiers must be unique. A message reminds you "Record already exists" if you attempt to create a room class with the same name as one that has already been configured. The room class identifier ALL is used internally by Opera and may not be specified when creating a room class.

Description. Text description for the room class. The description can be up to 20 characters in length. Select the globe icon to enter the description in other languages. For more information, see Multi-language Descriptions.

Note: Selecting the globe icon will automatically save any changes you may have made to the room class description.

Display Sequence. Number that determines the order in which room class codes will display when listed. If a sequence number is not assigned the system defaults to alphabetical order by code. By default, a number that is 1 greater than the highest existing sequence number is assigned to the new room class.Once a sequence number has been assigned to a room class, you may change the position of the room class by highlighting the entry in the room class list and using the Move Up/Move Down buttons.

Copying Room Classes to Properties(Multi-property PMS and ORS.) You may create a set of room classes as a template, then copy one or more of these room classes, along with their Sequence and Description, to other properties.To copy room classes, select the Template radio button to display the available template room classes. To choose the room classes to be copied, mark an X in the X column next to the room classes you wish to duplicate. (You may also use the space bar to mark individual room classes or use the All/None buttons to mark and un-mark all room classes.) Then select the Copy button. The Property LOV appears. Choose the property or properties to which you wish to copy the marked room classes and select the OK button.

Adding and Editing Room Classes at the Property Level

Note: When the OPP MHOT Multi-property PMS license is active and where the ORS license is active, room classes can only be created at the template level.  Create the room class at the template level, then copy it to the property where it will be used. It may then be edited for that property. In single-property Opera installations, you may create and edit room classes at the property level.

Use the search options to display the room classes you are interested in. Then highlight the room class you wish to edit and select the Edit button. The Room Class - Edit screen appears.

The following information is available.Room Class. (View only) The room class that has been copied to the property.Description. Description of the room class.Display Sequence. Number that determines the order in which room class codes will display when listed. If a sequence number is not assigned the system defaults to alphabetical order by code.

Total Rooms. (View only) Total number of rooms belonging to this room class. This field is not available when the ORS license is active.

Associating Room Types to Room ClassesSelect the Asc. Rm T button from the Room Classes screen to see a list of the room types that are associated with the current room class. The Associated Room Types screen shows the name of the room type, its description, a the number of rooms belonging to that room type.To associate a room type with a room class, you must edit the room type at the template or the property level. See Room Types for details.

Activating and De-Activating the Room Class FeatureThe Room Class feature is activated by setting the General>Room Class application function to Y. When you activate the room class feature for the first time, you are prompted to define a default room class that will be associated with all room types. Once you have set up distinct room classes, you may edit the room types to assign a specific room class other than the default, as applicable.

Note: Once room classes have been set up, deactivating the room class feature removes room class associations from all room types to which they were assigned.

See Also Room Types

Room ComponentsThe Room Components screen appears when you select the down arrow from the Component Rooms field on the Rooms Edit screen's Room tab (Configuration>Reservations>Room Classification>Rooms). This screen allows you to select the rooms and/or component rooms that comprise the component room being configured.

The Room Components screen shows the following information.Room Type. Room type of the component room you are configuring.Room. Room number assigned to the component room you are configuring.Component Rooms. Numbers of the rooms that comprise the component room you are configuring.Room Type. Room type of the rooms that comprise the component room you are configuring.

Adding Rooms/Component Rooms to the Component RoomSelect the New button to add rooms or other component rooms to the component room you are configuring.

Note: If the component room you are configuring is currently occupied or reserved, a message informs you that you may not add or delete components for that component room.

The Component Rooms list of values appears. This list includes only rooms of the room type(s) that are defined as belonging to the component room room type you are configuring.

To add each room needed to make up the component room, highlight your choice of room and select the OK button to add it to the component room.If you wish to see the number and room types of the rooms that make up the component room room type you are configuring, select the ellipsis button next to the Room Type field on the Room Components screen. The view-only Room Components screen appears.

The following information is shown on this screen.Property. When the OPP_MHOT Multi-property PMS  license code is active, the name of the property for which you are configuring the component room is shown.Room Type. The room type of the component room you are configuring.Component Types. Room types of the rooms that comprise the component room you are configuring.Quantity. The number of rooms of the component type that are required to build the component room.

Note: The component room room type you are configuring requires exactly the number of each room type shown on this screen.

See Also Room Types Room Configuration

Room TypesSelect Configuration>Reservations>Room Classifications>Room Types to configure and manage room types. A room type code is used to identify each kind of room available in your property. You might, for example, configure room types that reflect the primary characteristic of the room -- Deluxe, Superior, Standard. Keep in mind that availability is calculated and displayed by room type; therefore, not only should room types be meaningful for this purpose, but you should only define those room types that you consider being vital for tracking availability and statistics.

Some DefinitionsPseudo Room Types - Pseudo Room types do not affect the property's room inventory. If the room type configured on the template is flagged as a pseudo room type, copied to the property, then this room type at the property level will be flagged as a pseudo. This pseudo room type cannot be unmarked at the property level. If the room type is not flagged on the template level as pseudo and then copied to the property level, the room type cannot be flagged as pseudo at the property level. Can Be Meeting Room - Often a guest room can be used as a Meeting room. If the room type configured on the template is flagged as Can be Meeting Room, the room type is then copied to the property, and then this room type at the property level will be flagged as Can be Meeting room. This Can be Meeting room flag cannot be unmarked at the property level.  If the room type is not flagged on the template level as Can Be Meeting Room and then copied to the property level, the room type will not be flagged at the property level. The user does have the ability at the property level to flag this room type as Can Be Meeting Room.  Once checked however, the user cannot unselect this Can Be Meeting Room flag at the property level. The Can Be Meeting Room flag can only be marked on those room types not configured as Pseudo. A room specified as Can Be Meeting Room and that is already checked in by being associated with an event, cannot be checked out early using Early Departure Settlement option as it is inactive.Component Room - A configured room type comprised of two or more room types is called a Component Room. The Component Room is made up of multiple inter-connecting rooms (two or more room types) that define the new component room room type. When a reservation is made for a Component Room, Opera deducts one room from the Component Room room type, as well as one room from each of the component room's physical rooms. Component Room functionality can be used in a PMS-only environment or with PMS and ORS combined (in ORS, Component Rooms are sometimes called Component Room Suites or Virtual Suites), although the configuration and operation differs in the two environments. The multiple room types are linked together to form a Component Room room type via the Components button on the room type configuration screen. Once room types have been linked together for the Component Room room type, the Components check box on the room type configuration screen is automatically checked, indicating this is a Component Room. To enable Component Room functionality, set the General>Component Rooms application function to Y.

If you want the inventory accounted for at the Room Number level, set the Reservations>Component Verification application parameter to Y. If you want the inventory accounted for at the Room Type level, set the application parameter Reservations>Component Verification to N.

Reservations>Component Verification application parameter set to Y:Component room inventory is accounted for at the property Room Number level.Properties to fully understand and comprehend the impact of this functionality,

and in most cases the suggestion is to set this parameter to N.Reservations>Component Verification application parameter set to N:

Component room inventory is accounted for at the Room Type level, in both PMS and ORS.

Because ORS recognizes Room Types, this functionality can be used in a PMS and ORS combined environment. The inventory will be correctly subtracted and transferred in both systems. See Virtual Suite below and also ORS Component Room Suite and PMS Component Room Environment.

Global Room Types - Global room types are logical categories that are set up to hold groups of "regular" room types which usually share similar characteristics.  For example, a REG global room type might include the standard (STD) room type and the double (DBL) room type, both of which might be very much alike. Physical rooms would never be assigned to a global room type, although rooms would be associated with the regular room types that comprise the global room type. Global room types are used in a multi-property environment to run inquiries for room availability by room type over multiple properties without having to specify the required room type for each property.Generic Room Types - This option allows the properties flexibility in making reservations without specifying the exact room types. This generic room type is a grouping of several similar room types within the same property. For example, if a hotel needs to block 5 double rooms, not necessarily five double rooms with views or five double rooms without views nor five double rooms in the tower — just simply five double rooms. Reservations can be made for these generic room types, but never actually checked in to these room types, as they do not exist. They simply represent other physical room types for the property, and are a selling classification of room types.The generic room type does not have any physical rooms associated with it, but allows the property to make a reservation for a room without specifying which type of room will actually be assigned to the guest. Generic room types are useful for making group reservations, where the actual room type is selected once the block is split. Multiple generic room types can be created, as long as each is associated to a unique room class. The room class acts as an umbrella to associate the generic room type to the actual room types.You cannot mark a room as Pseudo and Housekeeping within the Room Type Configuration for a PMS only property.  Also, all configured rooms (those marked as pseudo and those marked as Housekeeping) display within the Rooms Maintenance screen.

Using the Template

Room types can be configured for multi-property Opera PMS installations (when the OPP MHOT Multi-property PMS license is active) as well as for single-property standalone Opera PMS installations, and for ORS installations (when the OPR<version number>ORS license code is active). In multi-property installations, room type templates are available to simplify creating a set of standard room types which may then be copied to the individual properties.  Once copied to a property, the room types may be modified to meet property needs, with a few exceptions mentioned earlier in this topic. Using a standard template can reduce the time spent on room type set up.Template. Select the Template radio button to create and manage a set of room type templates which can be copied to individual properties where they may be customized as necessary. Property.  Select the Property radio button to display the room types that have been configured at the property level. When you select this radio button you are prompted to choose the property for which you wish to display room types. (Thereafter, the Property LOV becomes available allowing you to choose a different property.)Show Inactive. Available when the Property radio button is selected. Select this check box to display inactive room types for the property. Room types may be set to inactive at the property level only if there is no inventory available for that room type, for example. The same validation checks for deleting a room type remain in effect for inactivating a room type. These include the following: the room type cannot be associated with a rate code; it cannot be associated with a current and/or future reservation; it cannot be associated with an active business block; it cannot have room numbers associated with it; and it cannot be part of a component room type configuration. (Inactive room types will not display as an option when you select the Room Type LOV on the Reservation screen, when viewing the Rate Query Details screen, or when accessing the Room Grid from within the Business Blocks module.)

Screen FeaturesThe room type information is described in Adding and Editing Room Types, below.)

Adding and Editing Room TypesIn multi-property installations when the OPP MHOT Multi-property PMS add on license or OPR<version number>ORS license code is active, you may create new room types for the template set of room types, then copy one or more of them to individual properties. In single-property standalone PMS installations, you may create room types directly for your property.To create a new room type, select the New button from the Room Types list screen. (In multi-property installations, the New button is available only when the Template radio button is selected.)  To edit an existing room type, highlight your choice and select the Edit button. The Room Type - New or Room Type - Edit screen appears.In multi-property installations, the room features you create here are available for viewing on the Sales Screen/Rate Availability screen when you double-click the room type code and within the Room Assignment screens.

Provide the following information and select the OK button.Inactive. This check box may be selected only if there is no inventory available for this room type at the property, for example. The same validation checks for deleting a room type remain in effect for inactivating a room type. These include the following: the room type cannot be associated with a rate code; it cannot be associated with a current and/or future reservation; it cannot be associated with an active business block; it cannot have room numbers associated with it; and it cannot be part of a component room type configuration. (Inactive room types will not display as an option when you select the Room Type LOV on the Reservation screen, when viewing the Rate Query Details screen, or when accessing the Room Grid from within the Business Blocks module.)Room Class. (Available when the General>Room Class application function is set to Y.) Select the down arrow to choose the room class with which this room type is associated. See Room Classes for details.

Room Type. Room type code. This identifier may be edited except for Pseudo Room Type and Can Be Meeting Room room types. Once the Room Type has been saved for Pseudo Room Type and Can Be Meeting Room room types, it may not be modified.

Note: The Room Type field is restricted to a maximum of 6 characters. In previous versions, Room Type codes may have been configured with up to 20 characters. Although this format is no longer allowed for Room Type fields, Opera will still recognize previously configured Room Type codes longer than 6 characters as valid.

Number of Rooms. This field auto-populates with the number of rooms of this room type that have been configured for the property. This view-only column will always be 0 for templates and for rooms having the Generic Flag set to Yes. The Room Lists button, accessible at the Property level, allows you to see the rooms belonging to this room type that have been configured for the property.Description. Text description for the room type. When the General>Profile Language application function is set to Y, click the globe icon to enter the description in other languages. For more information, see Multi-language Descriptions.

Long Description.  A fuller text description of the room type (2000 characters maximum). This description will be displayed from various places in Opera, such as on the Room Type Detail screen which appears when you click on a Room Type hyperlink in the Room Plan screen or the Room Assignment screen.Max. Occupancy, Max. Adults, Max. Children. These settings are used to define the maximum number of individuals allowed in rooms of this room type. Max. Occupancy can be used alone or in combination with Max. Adults and/or Max. Children. These values are referenced throughout Opera, for example, when a room is assigned to a reservation, when rates are set up based on occupancy, and when a room move is performed. A message will prompt you when the maximum number of persons would be exceeded for a specific room. (You may override the limitation if your Reservations>Override Max Occupancy permissions allow.)When used alone, Max. Occupancy sets the limit on the number of persons (adults and children) that may occupy rooms of this room type. For example, if Max Occupancy is 3 and Max Adults and Max Children are both blank (null), the room could be occupied by any mix of adults and children not to exceed 3 persons: by 3 adults, or by 2 adults and 1 child, or by 1 adult and 2 children, or by 3 children, etc. When Max. Occupancy is used with Max. Adults and/or Max. Children, the number of persons occupying the room may not exceed Max. Occupancy, nor may the individual limits on the number of adults (Max. Adults) and/or the number of children (Max. Children) be exceeded. This means that the Max Adults value and the Max Children values cannot be individually greater than the Max. Occupancy value.

Note: A 0 (zero) in the Max. Adults or Max. Children fields means that none will be allowed; a blank (null) field means that Opera will not perform any validation based on the field value. Note: Max. Adults and Max. Children may not be specified if Max. Occupancy is not already specified. If Max. Occupancy, Max. Adults, and Max. Children are specified, then Max. Occupancy is deleted, none of the values will be saved.

When the Max. Occupancy is defined at the room type level, this max occupancy number defaults for a new room number of that room type. (See Room Tab for details.) Users can alter this max occupancy for the room number. If Max. Adults and/or Max. Children values exist on the room type level, these are referenced at the associated room number level.

EXAMPLE 1:

Max. Occupancy = 4, Max. Adults = 3, Max. Children = 3 on room type (assuming the room number does not have a Max Occupancy field defined).

Reservation for 2 adults and 2 children would be accepted

Reservation for 4 adults would not be accepted

Reservation for 3 adults and 2 children would not be accepted

Reservation for 1 adult and 3 children would be accepted

Should the Max. Occupancy and Max. Adults/Max. Children fields be defined for a room type, the Max. Occupancy will default for new room numbers of that room type. Assuming a room number has its own defined max occupancy, this will be the total persons allowed for the reservation for that room; the Max. Adults/Max. Children will be referenced from the room number's associated room type.

EXAMPLE 2:

Room type ABC has Max. Occupancy = 4, Max Adults = 3, Max. Children = 2

Room 101 is an ABC room with Max. Occupancy = 5.

Acceptable value for reservation in room 101 is 3 adults, 2 children because the total maximum occupancy is 5 for the room, even though the max occupancy for the room type is 4.

Room 102 is an ABC room with Max. Occupancy = 2.

Acceptable values for reservation in room 102 is 2 adults and 0 children, or 1 adult and 1 child, or 0 adults and 2 children. The room type allows for more adults and children yet the max occupancy for the room number is 2 and this value in total persons cannot be exceeded.

Room 103 is an ABC room with no Max. Occupancy defined for the room number; it is blank (null)

Acceptable values for the reservation are pulled from the room type, that is, Max. Occupancy = 4, Max. Adults = 3, Max. Children = 2.

EXAMPLE 3:

Room type DEF has Max. Occupancy = 3, Max Adults = 1, Max. Children = 3

Room 108 is a DEF room with Max. Occupancy = null (blank).

Acceptable values for a reservation in room 108 is 1 adult, 0 children because the total maximum occupancy is 3 for the room type.

1 adult, 1 child would be accepted

1 adult, 2 children would be accepted

0 adult, 1 child would be accepted

0 adult, 2 children would be accepted

0 adult, 3 children would be accepted

1 adult, 3 children would not be accepted because 4 exceeds the maximum occupancy of 3.

Max. Rollaways. Maximum number of rollaways allowed in this room type.Published Rate Code. Rate Code with which this room type is associated for the Manager's Report or Rate Variance Report.Published Rate Amount. Potential revenue associated with this room type for the Manager's Report or Rate Variance Report.Def. Occupancy. Default occupancy. The minimum number of people required for a room to be occupied. Set to 0 for a pseudo room type such as a posting master (PM).Sales Flag. (Available when the OPR<version number>ORS license code is active.) This field contains a value of Lead, Upsell, or Alternate if the application setting Global>Function>Enable Sales Strategy Flags = Y. This field appears in the Rate Availability screen (Reservation>Sales Screen>New>Availability) and indicates to the reservation agent how this room type fits into the sales strategy.

Lead - The main room to be sold on a day to day basis.Upsell - The desired upgrade room type. This room type should be considered

the one to upgrade to, in most cases.Alternate - The alternate room type if the guest did not accept the Lead or

Upsell rooms. This is typically the least expensive and not the idle room type for sale.Active Date. The date the room type is available for sale. You may enter a date manually, or use the calendar tool to select a date. Defining a future date in this field will prevent users from seeing or otherwise having access to this room type until the business date equals the active date; this prevents reservations from being made for the room type until the active date is reached. For example, if the active date for room type DLX is set to January 1, 2008, and today's date is June 15, 2007, you may not make a reservation for a DLX room regardless of the stay dates (even for stay dates in the upcoming year). On January 1, 2008, you may start making reservations for  DLX rooms for January 1 or for any future date.

Note: There is no interaction between the room type's Active Date and the number of rooms on the property's Opera PMS license.

Generic Flag. (Available when the Reservations>Generic Room Type application function is set to Y.) This feature is often used when setting up a Component Group where a number of rooms is associated with the group but specific room type(s) that relate to physical rooms will be assigned later as reservations are picked up. (Do not confuse component groups with component rooms.)  The generic room type does not have any physical rooms associated with it, but allows the property to make a reservation for a room without specifying which type of room will actually be assigned to the guest. When this flag is set to Yes, your inventory will show available and occupied rooms within the generic room type.

Note: If you book a generic room type, no associated regular room type will be deducted from inventory. For this reason, users should be cautioned that reviewing generic availability may give an incorrect impression of house availability.

Display Sequence. Number that determines the position of the room type on the Rate Query screen. In addition to manually entering a sequence number in this field, you may also highlight a room type in the room type list and use the Move Up/Move Down buttons to change the display sequence of the room type. When two or more room types have the same sequence number, they are displayed alphabetically.

Note: Room types appear in sequence order across the Rate Query screen. Only 10 room types can be displayed at one timescrolling buttons will allow viewing of the any additional room types.

Yield Status. (Available at the property level when a yield integration add-on license is active.) Select the down arrow to specify whether the room type is yieldable or non-yieldable.Yield Category. (Available at the property level when a yield integration add-on license is active and when Yield Status is Yieldable.) Select the down arrow to choose the yield category for this room type.Pseudo Room Type. Select this check box if this room type will not be associated with physical rooms included in inventory. Used for posting master (PM) rooms, for example. If this is flagged at the template level, then it cannot be changed at the property level. (See the scenarios outlined for the Can be meeting room option described below.)Component Room. Available at the property level except for generic room types or pseudo room types. Available when the General>Component Rooms application function is set to Y. If you want the inventory accounted for at the Room Number level, set the Reservations>Component Verification application parameter to Y. If you want the inventory accounted for at the Room Type level, set the application parameter Reservations>Component Verification to N. A component room room type combines two or more room types into a single room type for inventory purposes. When the room type is made up of component room types, the Component Room check box is selected and unavailable. Select the Components button to define and edit the component room types and quantities. See Component Rooms, below.

Component Room Suite functionality can be available in ORS (OPR<version number>ORS license code is active) when the application parameter in PMS Reservations>Component Verification is set to N. The term for this functionality when combined with ORS is Virtual Suites. See ORS and PMS Component Room Suite and Component Room Environment for more information.

Auto Room Assign. (Available only at the Property level and when the Reservation>Room Type Auto Assign application parameter is set to Y.) Select this check box if you wish Opera to auto-assign a room number to a new reservation when the reservation is made for this room type and a room has not already been manually selected for the reservation. If no room numbers belonging to this room type are available for auto room assignment at the time of making a new reservation, a room number will not be automatically assigned to the reservation.  Auto room assignment is available only when you are creating a new reservation except when creating a new reservation for a sharer by selecting a profile (see Shares), or when creating new reservations by splitting a multi-room group reservation (see Group Rooming Lists). Please be aware that if this check box is selected and then is hidden by setting the parameter to N, the functionality throughout Opera will still work the same as if it was displayed and selected. Just because the parameter is set to N, the check box is still selected and room numbers will automatically be assigned to new reservations for this room type.Auto Populate.  (Available when the OPR<version number>ORS license code is active and the Reservation>Room Type Auto Populate application parameter is set to Y.) Available when the Property check box>Edit button is selected. Select the Auto populate check box if you want this room type to be included when a new rate code is created for the property (Configuration>Rate Management>Rate Classifications>Rate Codes). On the Rate Setup - Rate Header screen, this room type will automatically default for all new Rate Codes in the Room Type field on the Rate Code Header screen. Users may remove this room type or add other room types to the Rate Header. Please be aware that if this check box is selected and then is hidden by setting the parameter to N, the functionality throughout Opera will still work the same

as if it was displayed and selected. Just because the parameter is set to N, the check box is still selected and this room type to be included when a new rate code is created for the property.Housekeeping. The Housekeeping check box enables guest room for all housekeeping functions. Pseudo rooms that are also flagged as Can Be Meeting Rooms can be flagged for housekeeping too, in order to be able to set these rooms out of order/out of service.

Note: If the Rooms Management>Facility Management application function is set to Y, select the Housekeeping check box to enable setting up facility tasks for rooms having this room type. When a guest is checked into this room type, the Facility Scheduler option will be available on the Reservation screen options menu.Note: Component room room types cannot be flagged for Housekeeping. When attaching individual room types to a component room room type, if the component room room type was originally flagged for Housekeeping, Opera automatically un-flags it and flags the individual room types that comprise the component room. This action is taken without a message or user prompt.

Send to Interface. Select this check box to send a check-in message to the various property interfaces for this room type. For example, you may wish to activate the phone interface or the in-room movie system.

Note: If the Send to Interface check box is not selected, virtual numbers functionality is bypassed for rooms associated with this room type (i.e., the Virtual Pools tab is not available on the Room screen for these rooms).

Can be meeting room. Select this check box if the room type can be converted to a meeting room and is available for sell to the Sales & Catering application (OPS<version number>). If this is flagged at the template level, then it cannot be changed at the property level. The following room types scenarios would require these settings:Sleeping-room room type only

Pseudo room type flag inactiveCan be a meeting room flag inactive

Function space/meeting-room room type only

Pseudo room type flag activeCan be a meeting room flag active

Sleeping-room room type that can also be use as meeting room

Pseudo room type flag inactiveCan be a meeting room flag active

PM room type

Pseudo room type flag activeCan be a meeting room flag inactive

Note: When a Room Type is configured with the 'Can be a meeting room' flag checked, this option is made available on the Rooms - New screen. When checked on the Rooms screen, this option then activates three additional tabs: Function Space Details Tab, Rate/Combo Tab and the Space Details Tab. Once this option is checked, it cannot be undone.

Features. (Available at the property level.) Select the down arrow to display the Select Features LOV. From the list, choose those room features that apply to this room type. (Room features are configured using Configuration> Profiles> Preferences>Room Features.) The features selected here become the default room features for this room type, and they will copy to all rooms belonging to the type. (These defaults may be changed for individual rooms of this room type when the room is configured.)Facilities. (Available at the property level when the Rooms Management>Facility Management application function is set to Y.) Select the down arrow to display the Facility Tasks screen. This screen allows you to configure the tasks (for example, total cleaning, light touch, dusting, etc.) that are associated with this room type, along with their frequency and priority. (See Room Types and Facility Management, below.) This field is only accessible for those room types configured with the Housekeeping check box selected.Initial Round Up. When the ORMS OPO_, OPH_, or OPK_ license code is active, the Initial Round Up and Increments fields are available when either the Rates>Prevailing Rate by LOS application function is set to Y or when the Rates>Daily Rates application function is set to Y. These fields are also available when the legacy revenue management system TLP with the OPP_OPUS add on license is active and the Rates>Prevailing Rate by LOS application function is set to Y). This affects ORMS Prevailing Rates and ORMS Daily Rates functionality. The digit of the Initial Round Up value for the rate will replace the last two whole numbers and any decimals of the rate, according to your specification during dynamic calculations. In Multi-property environments, Initial Round Up and Increments may be configured at the individual property level only. (They are usually provided by the yield management system, but you may edit them.) These fields are not available when creating or editing room type templates. See Rates by Day by Room Type by LOS for details. For information on ORMS dynamic daily rates, for ORMS v5.0.02.02 see ORMS Configuration Tab>Miscellaneous, or for ORMS ADF 11, v5.0.02.03+ see ORMS Configuration Miscellaneous.

Increments. When the ORMS OPO_, OPH_, or OPK_ license code is active, the Initial Round Up and Increments fields are available when either the Rates>Prevailing Rate by LOS application function is set to Y or when the Rates>Daily Rates application function set to Y. These fields are also available when the legacy revenue management system TLP with the OPP_OPUS add on license is active and the Rates>Prevailing Rate by LOS application function is set to Y). This affects ORMS Prevailing Rates and ORMS Daily Rates functionality. The Increment value for the rate is a whole number that is equal to or greater than the Initial Round Up amount. The increment is added to the calculated rate after the Initial Round Up is applied. In Multi-property environments, Initial Round Up and Increments may be configured at the individual property level only. (They are usually provided by the yield management system, but you may edit them.) These fields are not available when creating or editing room type templates. The Increment must be equal to or greater than the Initial Round Up. When you save this screen, any decimal will be truncated and rounded up if necessary. See Rates by Day by Room Type by LOS for details. For information on ORMS dynamic daily rates, for ORMS v5.0.02.02 see ORMS Configuration Tab>Miscellaneous, or for ORMS ADF 11, v5.0.02.03+ see ORMS Configuration Miscellaneous.

Function ButtonsInventory. (Available at the property level) when the Reservations>Item Inventory application function is set to Y.) Select this button to display the Room Type Inventory Limit screen.  This feature allows you to control the quantity of specific inventory items attached to a reservation based on the room type.Room Lists. (Available at the property level.) Select this button to display the Room Lists screen. This is a view-only display of the rooms that are associated with this room type. (Not available for generic room types.)

Components. (Available at the property level.) Select this button to display the Suite Components screen. Use this screen to select the component room types for a room type that is made up of multiple room types. When components have been selected, the Component Room check box is selected and unavailable. (Not available for generic room types or pseudo room types.)  See Component Rooms, below. Image. (Available at the property level.) Select this button to display the Image Maintenance screen. Use this screen to view available images of room types and select an image to be displayed. Room type images are available from the Sales screens by selecting the Rm. Image button. Images may also be displayed from the Room Blocking screen, the Room Plan screen and the Floor Plan screen. Only images with the file extension of .jpg, .bmp, .gif, .cals, .jfif, .pict, .ras, .tiff, and .tpic can be used.

Copying Room Types to PropertiesYou may create a set of room types as a template, then copy one or more of these room types, along with their parameters, to other properties.To copy room types, select the Template radio button to display the available template room types. To choose the room types to be copied, mark an X in the X column next to the room types you wish to duplicate. (You may also use the All/None buttons to mark and un-mark all room types.) Then select the Copy button. The Property LOV appears. Choose the property or properties to which you wish to copy the marked room types and select the OK button.Once room types have been copied to the property, you may select the property and edit the room type information, if you like.

Component Rooms

OverviewA component room is a room type that is commonly used to define a suite, comprised of multiple inter-connecting rooms that define a single room of a new room type. Multiple room types may be linked together to form a component room via the Components button on the room type configuration form. Once room types have been linked together for the component room, the Components check box on the room type configuration form is automatically flagged for the user.The level that is used to account for inventory is controlled by the Reservation>Component Verification application parameter. If the parameter is set to Y, component room inventory is accounted for at the room number level. If the parameter is set to N, the component room inventory is accounted for at the room type level. See Component Verification below for a more detailed explanation.The component rooms functionality is available when the General>Component Rooms application function is set to Y. A component room room type is a room type that is comprised of two or more specific room types, for which inventory is accounted for at the room number level (the Component Verification application parameter is set to Y).Component rooms are always referred to as "Virtual Suites" in ORS or if the Component Verification application parameter is set to N in PMS, because inventory is accounted for at the room type level only. See ORS and PMS Component Room Suite and Component Room Environment for more information.Opera allows you to combine "regular" room types as well as other component room room types into a component room room type. In other words, if your needs dictate, you may have component rooms inside component rooms to any level.

Following are some recommendations for designing component rooms:

Implement Separate Room Types. When defining room types we recommend that you create separate room types for use in building component rooms even though they may be for the same bed type as another "regular" room type. For example, set up a room types KNGS for king rooms that will be part of component rooms and KNG  for king rooms that are not sold as part of component rooms. Similarly, set up a room types DBLS for double rooms that will be part of component rooms and DBL for double rooms that are not sold as part of component rooms. By taking this approach, when you sell the KNGS and DBLS Opera will also keep track of the available component room room types (comprised of KNGS and DBLS), because Opera knows how many of each are needed to compose the component room.External Sources. When considering inventory, all external sources need to be considered (e.g., GDS, CRS, external S&C systems, etc.). These systems nearly always only pass the room type attribute between systems. Thus, you have better control over inventory when separate room types are defined for use with component rooms.Preassign Component Room Room Numbers. When booking reservations for component rooms, always preassign the component room room numbers to make sure that the physical rooms that comprise the component room are not assigned individually to other reservations (e.g., when the hotel books a KNGS or a DBLS).

ExamplesHere are two examples that illustrate hierarchical levels of component rooms and how various bookings affect availability:Example 1 - Component Rooms with 1 LevelAssume the hotel has 4 physical rooms.

Number Room Type

1 KNGS

2 PARLOR

1 DBLS

These rooms are used in the following ways to compose 1 KING SUITE and 1 DOUBLE SUITE.

The following matrix shows Availability by Room Type when rooms of various room types are booked. These changes in availability as various room types are booked would be visible in Operas Rate Query, Maximum Availability, and Detailed Availability screens.

Room Type: KNGS DBLS PARLOR KING SUITE

DOUBLE SUITE

Hotel Availability

1 1 2 1 1

If 1 KNGS is Booked

0 1 2 0 1

If 1 DBLS is Booked

1 0 2 1 0

If 1 KING SUITE is Booked

0 1 1 0 1

If 1 DOUBLE SUITE is Booked

1 0 1 1 0

Example 2 - Component Rooms with 2 Levels (Component Rooms Within Component Rooms)Assume the hotel has 4 physical rooms.

Number Room Type

1 KNGS

2 PARLOR

1 DBLS

These rooms are used in the following ways to compose 1 KING SUITE, 1 DOUBLE SUITE, and 1 PRESIDENTIAL SUITE.

The following matrix shows Availability by Room Type when rooms of various room types are booked. These changes in availability as various room types are booked would be visible in Operas Rate Query, Maximum Availability, and Detailed Availability screens.

Room Type: KNGS DBLS PARLOR KING SUITE

DOUBLE SUITE

PRESIDENTIAL SUITE

Hotel Availability 1 1 2 1 1 1

If 1 KNGS is Booked

0 1 2 0 1 0

If 1 DBLS is Booked

1 0 2 1 0 0

If 1 KING SUITE is Booked

0 1 1 0 1 0

If 1 DOUBLE SUITE is Booked

1 0 1 1 0 0

If PRESIDENTIAL SUITE is Booked

0 0 0 0 0 0

Component Rooms within Component RoomsWhen configuring component rooms within component rooms, the room types that you specify must be both the room types that are associated with physical rooms plus the component rooms. Assume that you have the component room G2SSM which consists of 1 component room type G1SS and 1 component room type G1SM, plus 1 S room type, 1 M room type, and 1 PA room type.

The G1SS component room type consists of 1 PA room and 1 S room; the G1SM component room type consists of 1 PA room and 1 M room. The configuration would look like this:

With this configuration, 7 physical rooms will be deducted: PA (3) + S (2) + M (2) = 7 Total

ConfigurationNote: When configuring room types and room numbers for component rooms, the suggested order is as follows:1. Create room types2. Create component room room types3. Create component room room types that contain other component room room types (referencing room types and first-level component room room types)4. Create room numbers

5. Specify component room room numbers (referencing room numbers)6. Specify component room room numbers for component rooms that contain other component room room numbers (referencing room numbers and first-level component room room numbers).

At the property level, Opera allows you to configure the room types associated with component room room types.  When you configure rooms (see Room Tab for details on room configuration) you may assign the physical room numbers of each room type to create the actual component rooms.Select the Component button from the Room Types screen to choose the room types that comprise the component room room type.  The Room Components screen appears.

Select the New button to add room types to the component room room type. Use the Delete button to remove room types from the component room room type.

Note: You may not add a room type as a component of a component room if that room type is associated with a currently reserved or occupied room.

Opera imposes no restrictions on the room class or room type of the individual components of a component room, or on the resulting component room itself. (Room classes are available if the General>Room Class application function is set to Y.) For example, assume the property has the following room classes and room types:

Room Type Room Class

TK TOWER1

CK TOWER2

A component room could be made up of the TK and CK room types even though these room types belong to different room classes.  The room class of the resulting component room can be the same as either of the room types, or a completely different room class. When reporting for the component room, the room class associated with the component room room type will be used, rather than the room classes of its elements.

Component Verification

Note: Please be sure that you, as the user, understand the complete functionality and change in behavior to the inventory handling that will occur before activating the Reservations>Component Verification parameter. Please see the Application Parameters Help, Component Verification Parameter for complete details on the parameter.

Activating the Reservations>Component Verification parameter will cause differences in availability screens regarding component room availability should a reservation be assigned a room number that is part of a component room, the availability will now show the component room as also not available for sale. Below are examples of what can occur to a property's room availability by activating this parameter.In the following example, a property has a physical inventory of 16 DLX rooms and SUI Component Rooms are comprised of 4 DLX rooms. Making 4 SUI Component Rooms available at the property.

SUI 101234 201234 301234 401234

DLX 101 201 301 401

DLX 102 202 302 402

DLX 103 203 303 403

DLX 104 204 304 404

      Parameter Off   Parameter On

Scenario     DLX Rooms SUI Component Rooms

  DLX Rooms SUI Component Rooms

DLX 101 DLX 101 assigned

  15 3   15 3

4 DLX 4 DLX Rooms assigned

  11 2   11 2

DLX 201 DLX 201 assigned

  10 2   10 2

DLX 301 DLX 301 assigned

  9 2   9 1

3 DLX 3 DLX Rooms assigned

  6 1   6 1

DLX 401 DLX 401 assigned

  5 1   5 0

2 DLX 2 DLX Rooms assigned

  3 0   3 0

SUI SUI Component Room assigned

  -1 0   -1 0

3 DLX 3 DLX Rooms   -4 -1   -4 -1

assigned

      Parameter Off   Parameter On

Scenario     DLX Rooms E4 Component Rooms

  DLX Rooms E4 Component Rooms

DLX 101 DLX 101 assigned

  15 3   15 3

DLX 201 DLX 201 assigned

  14 3   14 2

DLX 301 DLX 301 assigned

  13 3   13 1

DLX 401 DLX 401 assigned

  12 3   12 0

Deleting Room TypesA room type can only be deleted when it has no dependencies associated with it. This means that it cannot be linked to any reservations, activities, rooms, etc. If the room type is associated to anything, the user will receive a warning message about the problem and will not be able to delete it until it is fixed. Even when no dependencies are linked to the room type and it is being deleted, a "When deleting a room type, past reservations and statistics will not recognize this room type." message is displayed. Select Yes to continue with the deletion or No to stop the deletion.

Room Types and Facility ManagementWhen the Rooms Management>Facility Management application function is set to Y, room types may have facility tasks attached for auto-population into reservations. For example, if the Total Clean facility task (TOTCLN), has been configured to take place every 7 days after the guest's arrival, and understanding that DLX room types should have a total cleaning once each week, you are able to attach this TOTCLN task to the DLX room type. Then, each time a DLX room type is selected for a reservation, housekeeping would be notified through the task sheets and reports that a total cleaning task would be required every 7th day after the arrival date for this room.Facility tasks are associated with room types at the property level only.  Select the down arrow next to the Facilities field to access this feature. See Facility Tasks for details on setting up facility tasks for room types.

Run of House Room TypesIf the property is thinking of using the concept of Run of House rooms, the following setup would be suggested. A new room type called ROH, for example, would be configured. This room type would have no room numbers configured against it. However, when making reservations, the room type would be available within the Rate Query screen keeping a negative inventory count. Once these reservations arrive, the room type would then be updated to redistribute these ROH reservations to rooms of actual room types depending on the current state of availability, or thus the best available rooms for the property at that time (Run of House).

See Also

Room Classes

Facility Management

Facility Tasks

Room Configuration

ORS and PMS Component Room Suite and Component Room Environment

Room Type Inventory LimitsThe Room Type Inventory Limit feature allows you to restrict the maximum number of specific inventory items that may be attached to a reservation — alone or in combination with other items — based on the room type. (The user can't save a reservation when the quantity of inventory items exceeds the limit set for the room type.) This feature might be useful, for example, when the size or layout of rooms of a particular room type puts restrictions on how many inventory items such as rollaway beds or cribs can fit in the room. This feature is available when the Reservations>Item Inventory application function is set to Y.Room type inventory limits may be set up for individual inventory items or for combinations of inventory items. For example, for the DLX room type, room type inventory limit Group A might consist of two cribs and one rollaway. Group B might consist of two rollaways. Group C might consist of three cribs. Thus, with these limits established, guests in the DLX room type could choose any of the inventory item quantities shown in the Allowable Combinations columns in the following table.

  Allowable Combinations

Number of Cribs 1 2 3 0 0 1 2

Number of Rollaways 0 0 0 1 2 1 1

Items listed in groups may also be attached to reservations independent of other items in the group, provided they do not exceed the maximum number specified in the group. If only Group A were configured, you could attach one or two cribs to a reservation for a DLX room without attaching a rollaway. Or you could attach one rollaway without attaching a crib. However, to allow more than one rollaway or more than two cribs, you would need to set up separate groups (e.g., Group B and Group C in the example).

Note: Inventory items that are not controlled for a given room type (that is, inventory items that are not identified in any of the room type inventory limit groups for the room type), have no restriction on the quantities that may be associated with that room type.

To access this feature, select the Inv. Limit button from the (property level) Room Types screen (Configuration>Reservations>Room Classifications>Room Types). The Room Type Inventory Limit Combinations screen appears.

Note: You may also access the Room Type Inventory Limit Combinations screen by selecting the Inv.Limit button from the Item Inventory screen, which is accessed by

selecting the down arrow on the Item Inv. field of the Reservation screen. When accessed this way, the Room Type Inventory Limit Combinations screen is view only.

EXAMPLE:

Each Item Inventory Group defines the quantity of items that can simultaneously be placed in a room. In the event an inventory item is not defined within a group, Opera assumes there is no maximum allowed number and therefore accepts any quantity. Quantities of 0 must be explicitly defined.

Assuming a room type can accommodate either a crib or a rollaway, but not both simultaneously, the following configuration of inventory limits would need to be set up:

Group CRIB - 1 Crib 0 XBed

Group XBED - 1 XBed 0 Crib

Opera evaluates ALL defined Inventory Limit Groups upon saving a reservation. Therefore, each group’s inventory limits must be satisfied for the items to be saved to a reservation without a warning. Using the above example the following would be the outcomes when saving a reservation with each of the stated inventory items:

1 Crib allowed

2 Cribs not allowed

1 XBed allowed

2 XBed not allowed

1 Crib, 1 XBed not allowed

Adding and Editing Room Type Inventory Limit GroupsUse the Room Type Inventory Limit Combinations screen to set up and edit the groups that identify the quantity limits for controlled inventory items.

The screen lists the room type inventory limit groups configured for the current room type.

Search CriteriaTo locate a specific group, enter the Group Description and select the Search button.To create a new inventory item group, select the New button. To edit an existing group, highlight your choice in the Group Description field and select the Edit button. The Room Type Inventory Limit Combinations - New or Room Type Inventory Limit Combinations - Edit screen appears.

FieldsThis screen shows the following information about the room type inventory limit group.Group Description. Descriptive name of the group.Item. Inventory item for which a maximum quantity has been set.Maximum Quantity. Maximum quantity of the inventory item for the current room type.

Adding and Editing Room Type Inventory Limit Items in GroupsTo add a new inventory item to a group, select the New button. To change the information for an existing inventory item in the list, highlight your choice of item and select the Edit button. The Room Type Inventory Limit - Details screen appears.

Provide the following information and select the OK button.Item. Select the down arrow to choose the item for which you wish to limit the quantity.Maximum Quantity. Enter a number greater than 0 to set the maximum quantity of this item for the current room type. The default is 1.

See Also Room Types Item Inventory Configuration

ORS Component Room Suites and PMS Component Room EnvironmentComponent Room functionality can be handled in PMS without interfacing with ORS or it can be handled in a combined ORS and PMS environment. This topic consolidates information related to a combined ORS and PMS environment where inventory is shared and updated between the two systems through an OXI interface.

In a combined ORS and PMS environment, the PMS Component Rooms are referred to as Component Room Suites or Virtual Suites.

In a PMS, component suites are referred to as Component Rooms. For more detailed information on Component Rooms, refer to Room Types.

DefinitionsComponent Room Suite - For ORS purposes, when speaking of a configured room type comprised of two or more room types, we call it a Component Room Suite. The Component Room Suite is a configured room type that is made up of multiple inter- connecting rooms, each room defined as component room type. When a reservation is made for a Component Room Suite, Opera deducts one room from the Component Room Suite room type, as well as one room from the Component Room Suite's component room types.Virtual Suite - Virtual Suite functionality is available for configuration and operation in ORS - in an ORS and PMS-combined environment.  In ORS, the multiple room types are linked together to form a Virtual Suite room type via the Components button on the room type configuration screen. Once room types have been linked together for the Virtual Suite room type, the Components check box on the room type configuration screen is automatically checked, indicating this is a Virtual Suite. To enable Virtual Suite functionality for use in a centrally managed environment, set the Reservations>Component Verification application parameter (visible in PMS only) to N. When the parameter is set to N, component room inventory is accounted for at the Room Type level. Inventory is viewed and maintained in both PMS and ORS systems. Refer below for Preliminary Setup and Overview of Virtual Suites Setup for ORS and PMS.

Preliminary SetupTo enable Component Room and Virtual Suite functionality and to ensure compatibility between ORS and PMS, the following application settings must be set:

In PMS, set the General>Component Rooms application function to Y.In PMS, to make the inventory accounted for at the Room Type level, set the

application parameter Reservations>Component Verification to N.

Note:  If the Reservations>Component Verification application parameter is set to Y, the inventory accounted for is at the Room Number level. ORS does not handle room numbers, only room types, and thus may not accurately receive or update inventory. Virtual Suites configuration and operation in ORS is at the Room Type level only. For this reason, to ensure inventory is correct for both PMS and ORS, this parameter setting must be set to N.

In ORS there are no additional parameters or licenses required.

Overview of Component Room Suite Setup for ORS and PMSThe same Component Room Suite can be set up for both ORS and PMS. When the component room is booked either through ORS or PMS, the correct component room quantities automatically refresh for viewing and for further booking in both ORS and PMS databases. The reservation and availability match in both systems.When configuring component rooms for use with both ORS and PMS, ensure the link between ORS and the PMS property is established (Configuration>Setup>External Database Setup).

1. 1. In ORS, create component room room types using the template, in Configuration>Reservations>Room Classifications>Room Types.2. Copy these new component room types into the desired property in ORS and enter the number of rooms for each type.3. To configure the Virtual Suite, select the Component button and provide the desired rooms to create one Virtual Suite.4. Enter the total number of rooms (ORS will automatically create dummy rooms and related links).5. In PMS, follow steps 1-4 for the desired property. The Room Type should be the same as in ORS or else mappings are required.6. In PMS, the number of rooms will be disabled so you need to configure the linked rooms from the Room menu.

ORS Steps for Virtual Suite ConfigurationConfigure the component room types and their inventory on the Room Types

screen (Configuration>Reservations>Room Classifications>Room Types>New or Edit)

Create and configure the Virtual Suite room type (Configuration>Reservations>Room Classifications>Room Types>New or Edit.)  

Select the Component button . The Suite Components screen appears where you add the component room types that make up this Suite.

Select OK to save your changes. The Room Types screen appears and the Component Room check box is flagged for the Suite Room Type.  

Ensure that the Room Types are associated with Rate Codes and Rate Schedules, so they can be sold.

Note: As mentioned, Virtual Suite configuration in ORS is at the Room Type level only. For this reason, to ensure inventory is correctly affected when booking a Virtual Suite or its Components, the inventory counts must be identical for both the configured Virtual Suite and the Component Rooms comprising the

Virtual Suite.

If you have more inventory in the Component than in the Virtual Suite, since ORS does not have a concept of room numbers, the system does not know which one of those Components is associated to the Virtual Suite and which ones are to be sold individually. The system will not decrement the Virtual Suite room type until all of the component room types (up to the number of Virtual Suites available in the system) are sold. Each component room type and the Virtual Suite room type must have the same amount.

In other words, if you have 10 1RFX component rooms and 5 Virtual Suites, you must first sell 5 1RFX components individually before the Virtual Suite inventory will begin to be reduced. Once you sell the 5 1RFX components, with 5 1RFX components remaining along with the 5 Virtual Suites, each time you sell one of the 5 1RFX components, the Suite inventory will also be deducted.

PMS Steps for Component Room ConfigurationRefer to Preliminary Setup and perform those required steps.

Configure the component room types and their inventory on the Room Types screen (Configuration>Reservations>Room Classifications>Room Types>New or Edit).

Configure the Rooms (inventory) for the Component Rooms on the Room List screen. (Configuration>Reservations>Room Classifications>Room Types>New or Edit>Room Lists).

Create and configure the Component Suite Room Type (Configuration>Reservations>Room Classifications>Room Types>New or Edit).

Select the Component button. The Suite Components screen appears where you add the component room types that make up this Suite.

Configure the Rooms (inventory) for the Component Suite on the Room List screen. (Configuration>Reservations>Room Classifications>Room Types>New or Edit>Room Lists).

For each room, indicate the component rooms that make up that Suite room type (Configuration>Reservations>Room Classifications>Room Types>New or Edit>Room Lists>Component Rooms LOV).

Ensure that the Room Types are associated with Rate Codes and Rate Schedules, so they can be sold.

Reservation Flow

Book a Reservation in ORS for a Virtual SuiteExample: On the ORS Sales Screen/Rate Availability screen, the inventory listed for the three component room types (1RXS, 2RFD, and 3LFB) comprising the Virtual Suite, and the Virtual Suite room type itself (4SUITE), contain the same amount of inventory, i.e. 16.

Book a reservation for the Virtual Suite (4SUITE).

After making the reservation, note that the Detailed Availability screen (Ctrl+F2) displays the component room types comprising the Virtual Suite, and the Suite room type itself, as deducted by one room. The inventory amount for each is now 15.

The reservation and confirmation transfers to PMS.  After the reservation is received in PMS, the Suite and its components are all

deducted by 1, matching the ORS inventory of 15. This can be viewed on the Detailed Availability screen for the property in PMS.

Book a Reservation in PMS for a Component RoomExample: On the Rate Query Details screen, the inventory for the component room types comprising the Component Room (1RXS, 2RFD, and 3LFB), and the Component Room room type itself (4SUITE), contain the same inventory amount, i.e. 15.

Book a reservation for the component room in PMS. After making the reservation, note that the Detailed Availability screen (Ctrl+F2) displays the component room types comprising the Component Room, and the Component Suite room type itself, as deducted by one room. The inventory amount for each is now 14. The reservation and confirmation transfers to ORS.   After the reservation is received in ORS, the Component Suite and its components are all deducted by 1, matching the ORS inventory of 14. This can be viewed on the Detailed Availability screen for the property in ORS.

See Also Room Types Room Components

Rooms Configuration TopicsTopics for Rooms Configuration include the following groups:

Room List and Function Space ListRoom TabStatistics TabVirtual Pools Tab

Room List and Function Space ListIn room setup and function space setup (if you are configuring meeting rooms and catering rooms) you define characteristics for each sellable room in the property in order for it to be used by Opera.

Defining RoomsBefore you can define rooms and function spaces, you must have already defined room types, room classes and preferably room features.You must define each sellable room unit. That means that in the case of a two bedroom parlor suite, you must create each of the two bedrooms and the parlor separately as long as it is likely that each of the three rooms might be sold separately. If there is only one outside door, then the suite must be created as only one room. If the suite is sold as a single unit 99% of the time, then create the suite as one room rather than as a combination of two or three.

Note: Your Opera Front Office License code is linked to the number of rooms in your property. Before adding rooms to your configuration, you will need to contact your MICROS Opera distributor and apply for a new license code. The same applies for deleting rooms. Your license code is valid for a range of rooms always starting on the ten reaching through the next nine rooms, e.g., 0-9, 10-19, 20-29, etc. If you add rooms above, or delete rooms below, this range, you will receive a license code violation and will be unable to access Opera.

Room List Screen / Function Space List ScreenThe Rooms List screen appears when you select Configuration>Reservations>Room Classifications>Rooms. This screen shows those rooms that have already been configured for the property. From this screen you may edit existing room configurations, create new ones, and delete those which are no longer needed.  

Note: In certain circumstances this screen displays function spaces instead of "sleeping rooms." Function spaces include rooms that are used for meetings and catering events. The Function Space List screen appears when the Opera Sales & Catering license code (OPS <version number>) is active and you select Configuration> Reservations> Function Space Classifications>Function Space; or when the S&C license is not active, but the Blocks>Diary (Function Diary) application function is set to Y and you select Configuration> Reservations> Catering> Function Space.

Search CriteriaTo find a specific room or group of rooms, enter your search options and select the Search button.Property. Available when the MHOT add-on PMS Multi-Property license code is active. Select the down arrow to choose the property at which you wish to search for rooms. The default is your log-in property.Room Type. Select the down arrow to choose the room type for which you wish to search.Room Class. Select the down arrow to choose the room class for which you wish to search.Room. Enter the room number for which you wish to search.

Deleting RoomsTo delete a room, highlight your choice on the Room List screen and select the Delete button. (Alternatively, you may highlight the room, select the Edit button, then select the Delete button from the Rooms - Edit screen.) The following situations prohibit the deletion of a room; appropriate messages will be displayed.

You may not delete a room is it is assigned to a current or future reservation.You may not delete a room if the room is part of a component room. You must

first edit the component room and, on the Rooms - Edit screen, remove the room from the Component Rooms field. See Room Tab and Room Types for details.

You may not delete a room that has a room condition code assigned to it. See Room Conditions for details.

If the room is configured in a task when the Rooms Management>Task Assignment application function is set to Y, the room can't be deleted until the room is excluded from the task.

If the room is scheduled for maintenance, the room can't be deleted until it is excluded from the maintenance list.

When the Cashiering>Open Folio application parameter is set to Y and the room has reservations with the open folio attached, then the room can't be deleted.

When the Cashiering>Pre Stay Charges or Cashiering>Post Stay Charges application functions set to Y and the room has reservations with pre or post stay charges attached, then the room can't be deleted.

Copying Room Setups - RepeatUse the Repeat button to save time when you have many similar rooms or function spaces to define. For example, if rooms 202, 206, 302, 306, 402, 406, 502, 506 have exactly the same features in your property, configure room 202 with all necessary field information. Highlight room 202 and select Repeat to create the similar rooms. A prompt appears giving you the opportunity to copy room features to the new rooms. The Copy Rooms screen appears. The original room is shown in the Prv. Room field.

Copy GridEnter the following information and select the OK button to add or select the Delete button to delete.Room. Enter the room number(s) for the new room(s) which you wish to pattern after the room you highlighted.Feature. To add or delete features from the room, select the down arrow next to the Feature filed. When setting up function spaces, this column is not displayed as function spaces do not use features. See Function Space Tab for detailsKey Options. Select the down arrow to choose key options. Key options may, for example, direct the key interface to encode the room key so that it enables access to an exercise room or to the pool, as well as to the guest room. The default options for the guest's room appear here if a room has been assigned and if the room has default key options associated with it.

Adding and Changing Room Setups - New and EditSelect the New button on the room List screen to set up a new room, or highlight your choice and select the Edit button to change the attributes of an existing room. The Rooms - New or Rooms - Edit screen appears.

When editing a room, Opera shows the total Current number of rooms in inventory in the screen title bar.The tabs available on this screen differ depending on whether you are working with sleeping rooms or function spaces.  The links under See Also provide details about the various tabs that may appear on this screen.

Note: If you decide to change a room number, Opera automatically updates all pertaining files (reservations, out of order and room type files). Whenever you change a room number, make sure that any room-related interfaces are also updated so that charges coming from interfaces will be posted to the correct room.Note: Whenever you add, delete or change a room, Opera will recalculate the number of rooms belonging to each room type and generic room type automatically.

Image. (Available at the Property Level in Multi-Property PMS where the OPP MHT2 add-on license is active, and at ORS installations.) Select this button to display the Image Maintenance screen. Use this screen to view available images of rooms and select an image to be displayed. Room images are available from the Cross Reservations and Sales screens by selecting the Rm. Image button. Images may also be displayed from the Room Blocking screen, the Room Plan screen and the Floor Plan screen. Only images with the file extension of .jpg, .bmp, .gif, .cals, .jfif, .pict, .ras, .tiff, and .tpic can be used.Repeat. The Repeat feature appears on the Rooms - New and Rooms - Edit screen, and it is used to quickly configure multiple rooms that are similar.  Select the Room field down arrow to choose the  number of the room you wish to copy and select the Repeat button. See Copying Room Setup, above, for details.New. Select the New button to set up a new room. The links under See Also provide details about the various tabs that may appear on this screen.Delete. Select this button to delete a room setup record.

Note: Only delete a room when you are absolutely sure that you do not need it anymore.

Rooms - New / Rooms - Edit Screen TabsThe tabs available on this screen differ depending on whether you are working with sleeping rooms or function spaces.  The links under See Also provide details about the various tabs that may appear on this screen.

See Also Room Tab

Statistics Tab

Virtual Pools Tab

Function Space Tab

Room Details Tab

Rate/Combo Tab

Room TabNote: Prior to configuring rooms, you should configure room types and preferences.

Select Configuration>Reservations>Room Classifications>Rooms to set up and manage room configurations for the property.  The Room tab holds information that describes the basic characteristics of the room.

Property. Property for which you are currently adding or changing room information.

Room. Room for which you are currently adding or changing room information. Select the down arrow if you wish to choose another room.  When configuring a new room, enter a new room number based on the following guidelines.Opera allows up to six alphanumeric characters for the room number; however, it is not advisable to use more than four characters as longer numbers will be truncated to four characters in certain availability and reports displays. Rooms do not need to start with or include numbers, and may include letters.  Opera always sorts the rooms alphanumerically, with numbers coming before letters. Spaces are not allowed inside the room number.It is recommended that properties with more than 10 floors number their rooms as follows:

0101, 0102... 0199, 0200... 0300 .... 0900... 0999, 1000... 1100...Properties with several buildings may wish to number their rooms A101, A102,

B101, B102, etc. Room Class could also be used for this purpose.Room Type. Each room must belong to a room type. Opera allows you to assign rooms only to room types which have already been created.  If you do not enter a room type while entering the room numbers, Opera displays a drop down list where you can select the appropriate room type.Room Class. (Available if the General>Room Class application function is set to Y.) The category or group to which the room type belongs. This field will fill automatically when the room type is selected. It is view-only.Description. Description of the room, for example Beach Front or Cottage King. The default is the description associated with the selected room type.Globe icon. (Available if the General>Profile Language application function is set to Y.) Selecting this icon displays the Multi-language Descriptions screen. The fields Language Code, Language Description, and Description can be used to hold room descriptions in other languages. Since you can write a fairly comprehensive description of the room and its features here in several languages, the description can then be included in various confirmation letters and other mailings as required.Published Rate Code. Select the down arrow to choose the rate code representing the "standard" rate for this room (e.g., RACK). Opera uses this code to calculate the typical rate for the room in order to print rate variance reports. This entry is strictly for calculating the rate variance and has no bearing on the reservation. Neither will Opera suggest this rate code when reserving this room.Published Rate Amount. If you do not have a standard rate code for this room, or you want to use an amount that is different from the standard rate in order to calculate the rate variance, you can type the actual amount here. This rate is only for informational purposes and used only on the rate discrepancy report. This field is optional.Floor Preference. Select the down arrow to choose a floor preference code for this room. Preferences are defined in Configuration>Profile>Preferences. Floor preferences that have been configured for the Floor preferences group are available for selection. The floor preference associated with the room will be used when the guest expresses a floor preference at the time a room is assigned.Smoking Preference. Select the down arrow to choose a smoking preference code for this room. Preferences are defined in Configuration>Profile>Preferences. Smoking preferences that have been configured for the Smoking preferences group are available for selection. The smoking preference associated with the room will be used when the guest expresses a smoking preference at the time a room is assigned.Phone Number. Phone number assigned to this room, if applicable. For information purposes only.

Max Occupancy. This field contains the maximum number of people that, under normal occupancy conditions, would sleep in this room. When the room is assigned to a reservation, Opera will check whether the number of persons in the reservation exceeds the number defined here and will issue a warning if that is the case. If no setting is entered in this field, the Max. Occupancy value is pulled from the room type. (See Room Type for details.)Features. Select the down arrow to choose room feature preferences associated with this room. Room Feature preferences references are defined in Configuration>Profile>Preferences. Room Feature preferences that have been configured for the Room Features preferences group are available for selection. The room feature preferences associated with the room will be used when the guest expresses a feature preference at the time a room is assigned.A feature is a characteristic of the room which does not significantly affect the rate or the demand on the room. You could think of a feature as being any aspect of the room for which a specific availability does not need to be kept. Examples of features would be rooms near an elevator, rooms on a high floor, rooms with handicap facilities, rooms with a fireplace or rooms with a specific view. Obviously, there are some cases where features need to be considered a room type. In a property that has a limited amount of rooms with a fireplace which are specifically requested by the regular guests, then an availability must be kept and in result, the fireplace rooms would have their own room type. If the bed type is not directly related to the rate, then bed type can be considered a feature rather than a separate room type. At check in time or when pre-assigning rooms, Opera can search for rooms by feature as well as by room type.Component Rooms. When the General>Component Rooms application function to Y, this field is available when the entry in the Room Type field is a component room room type. Individual rooms (or other component rooms) are combined to form a component room. Select the down arrow to choose the physical rooms that are components of the component room. See Room Types and Room Components for details.Display Sequence. How rooms are displayed when listed on room lookup screens such as the Room Assignment screen and the Room Plan screen is determined by the Reservations>Room Display Order application setting. When the S setting is selected, the display order is controlled by the sequence number assigned here in room configuration. (Other Reservations>Room Display Order options are A (ascending numeric room number order) and D (descending numeric room number order).This sequence number will work with the already existing Room Type Display Sequence (see Configuration> Reservations> Room Classifications> Room Types). Rooms will display based on their assigned room display sequence and, in the absence of an assigned room display sequence, on the room type display sequence for the room’s room type. If neither the room nor the room’s room type have a display sequence, display will be in ascending room number order. See the following examples:Example 1: Assume that room types are assigned the following display sequences:

TK (Room Type Seq. 1)TD (Room Type Seq. 2)DLX (Room Type Seq. 3)

Assume that rooms are assigned the following display sequences:TD 201 (Room Seq. 1)TK 101 (Room Seq. 2)TD 202 (Room Seq. 3)DLX 302 (Room Seq. 4)

In this case, room type does not come into play because all rooms have a room display sequence assigned. Only the room sequence will be taken into consideration when rooms are displayed:

201 (Room sequence 1)101 (Room sequence 2)202 (Room sequence 3)302 (Room sequence 4)

If two rooms have the same room display sequence, room number determines the display position.Example 2:  If no room display sequence is defined for one or more rooms, but a room type display sequence is available, the display position is based on the room type display sequence. Assume that room types are assigned the following room type display sequences:

TK (Room Type Seq. 1)TD (Room Type Seq. 2)DLX (Room Type Seq. 3)

Assume that rooms are assigned the following room display sequences:TD 201 (None)TK 101 (None)TD 202 (Room Seq. 2)DLX 302 (None)

In this case, both room type sequence and room sequence come into play:101 (Room type sequence 1)201 (Room type sequence 2)202 (Room sequence 2)302 (Room type sequence 3)

If two rooms have the same sequence (room or room type), ascending room number order determines the display position.If the user selects the S in the Room Display Order option and does not configure sequences for room types or rooms, rooms will display in ascending numeric room number order by default.

Note: When the S Room Display Order option is selected, the Least Used Rooms feature (Rooms Management application parameter Least Used Rooms) cannot be activated.

Connecting Rooms. When the Reservations>Connecting Rooms application parameter is set to Y, if two or more rooms can be connected to make a suite, select the down arrow to choose the numbers of the connected rooms.  The Connecting Rooms screen appears. Select the New button from the Connecting Rooms screen to choose the rooms that connect to the current room.

When the room currently being configured is assigned to a reservation — either at the time the reservation is being created or when it is being updated — a message appears: "The room selected has a connecting room(s). Would you like to create a reservation for room <connecting room number>?" If you reply Yes, a duplicate reservation is automatically created for the guest; the duplicate reservation has the connecting room assigned. If there are multiple connecting rooms, you are given the opportunity to create a reservation for each of them. The "connecting rooms" prompt is not displayed when you select a connecting room while checking in a guest from the Arrivals screen or the Reservation Search screen.Square Units. Room square- foot or square-meter area, if applicable. For information purposes only.Measurement. Room length and width, if applicable. For information purposes only.Key Code. Only displayed when a Key interface exists for the property, this displays the Door key code for this room, if applicable. For information purposes only.Key Options. Only displayed when a Key interface exists for the property, select the down arrow to choose the key options that should be defaults when keys are cut for guests assigned to this room.  Key options depend on the capabilities of the key interface; typically, they can be used to designate selected rooms or hotel areas (e.g., Pool, Executive Level, Exercise Room) that can be included in the specifications when keys are generated for a guest's room (see Interfaces and Cut Keys screen for details). Key options are set up under Preferences, where they belong to the Key Options preference group.Turndown. Available if the Rooms Management>Turndown application function is set to Y. Select this check box if turndown service is to be the default for this room. The setting here will propagate to any reservation to which this room is assigned; however, the option can be changed using the Turndown check box on the Room Instructions screen (select  the Housekeeping button from the Reservation Options screen). Selecting the Turndown check box will apply to the entire reservation stay.

Note: In addition to the Rooms Management>Turndown application function being set to Y, in order for the Turndown check box to appear on the Room tab, the associated room type (shown in the Room Type field) may not be designated as a Pseudo Room

Type, the associated room type must have the Housekeeping check box selected, and the room may not be designated as a function space.

Can Be Unit. When the OPV_ <version number> Opera Vacation Ownership license code is active, select this check box to make the room eligible as a unit that can be associated to a contract. The number of rooms that can be configured as a unit cannot exceed the number of rooms that has been set by the OPV_<version number> Opera Vacation Ownership license code. If this number is exceeded, then the OVOS functionality will become inactive in Opera. This check box will be inactive when associated to an active contract. The Can Be Unit check box can only be checked for a component room number, as long as the individual room numbers that comprise the component room have already been selected as Can Be Unit. For example, Room 101 and Room 102 have been selected as Can Be Unit. Room 1012 is a component room comprised of 101 and 102. Room 1012 can now be selected as Can Be Unit. Assuming 101, 102, and 1012 are all marked as Can Be Unit, rooms 101 or 102 cannot have the Can Be Unit check box de-selected as 1012 is already selected as Can Be Unit.

Note: The up to number of rooms does not include the count of component rooms marked as Can Be Unit rooms because the individual rooms that make up the component room are already included in the up to number of rooms.

Meeting Room. Select this check box if the room can also be configured as a meeting room.

Housekeeping Section

Note: Section and Credits fields do not display for rooms that are assigned to component room room types. These features are applied at the level of the individual rooms that comprise the component room.

Housekeeping Day Section/Evening Section. (Available if the Rooms Management>Housekeeping Sections application parameter is set to Y.) Housekeeping sections can be used to group rooms into sections or divisions meaningful to the housekeeper (floor numbers, various buildings, group of rooms typically cleaned by one attendant during the day or turndowns during the evening). When printing the housekeeping report, the dirty rooms can be divided into the sections defined here.Housekeeping Stayover Credits/Departure Credits. These fields display only when the Rooms Management> Housekeeping Credits application setting value is equal to Rooms. In these fields you can enter credits or time allotments corresponding to the amount of cleaning time necessary to prepare the room.  Because Departure rooms may take longer to clean than Stayover rooms, Housekeeping departments sometimes use this feature to more equitably distribute assignments to attendants each day.Consider this carefully when entering the number of credits you assign to each room. A standard room might get one credit for days when there is no guest turnover (Stayover Credits) and two credits for departure days (Departure Credits), whereas a suite would be assigned two credits on a stayover day and three on a departure day. Instead of asking each room attendant to clean 10 rooms per day, the housekeeper would ask each room attendant to handle 15 credits per day. After entering credits for all rooms, you can print a Housekeeping Report along with a rooming list which takes the credits of each room into account. You could also consider entering minutes here instead of credits. Perhaps it might take 15 minutes to clean a standard room, 25 minutes on departure, 20 minutes for a corner room and so on. When you print the Housekeeping Report, you can organize it so that each room attendant is assigned the same number of minutes per day.Pickup Credits. This field appears if the Rooms Management>Pickup Status application function is set to Y and the Rooms Management>Housekeeping Credits application setting value is equal to Rooms. The default value for this field is blank. Pickup credits are calculated for a room status of Pickup when the reservation status is Departed or Stayover. When the room status is Pickup, but there is no Pickup Credit value specified, the Stayover Credits or Departure Credits will be calculated depending on the reservation status (i.e., either Stayover or Departed).Turndown Credits. This field appears if the Rooms Management>Turndown application function is set to Y, the Rooms Management>Housekeeping Credits application setting value is NOT set to NONE, and the Turndown check box is selected for the room. Enter credits or time allotments corresponding to the amount of time necessary to provide turndown service for the room. The default value for this field is blank.

Button FunctionsImage. (Available at the property level in multi-property PMS where the OPP MHT2 add-on license is active, and at ORS installations.) Select this button to display the Image Maintenance screen. Use this screen to view available images of rooms and select an image to be displayed. Room images are available from the Cross Reservations and Sales screens by selecting the Rm. Image button. Images may also be displayed from the Room Blocking screen, the Room Plan screen and the Floor Plan screen. Only images with the file extension of .jpg, .bmp, .gif, .cals, .jfif, .pict, .ras, .tiff, and .tpic can be used.Repeat. Select to repeat the room details and features to another room. When a Key interface exists for the property, then the Key column is displayed when repeating a room.

See Also Rooms Setup

Statistics Tab

Virtual Pools Tab

Statistics TabSelect Configuration>Reservations>Room Classifications>Rooms to set up and manage room configurations for the property.  (You may also access this screen by selecting Configuration>Reservations>Function Space Classifications>Function Space when the OPS<version number> Opera S&C license is active.)  On the Rooms - New or Rooms - Edit screen, the Statistics tab holds statistical information about the room you are currently configuring.The fields shown on the Statistics tab are provided for information purposes and are view only.

Room Status. Current room status of the room, for example, Clean (CL), Dirty (DI), Out of Order (OO), and Out of Service (OS). If the Rooms Management>Inspected Status application function is set to Y, the Inspected (IP) status is also available. The room status is updated automatically based in certain events (such as guest check in and departure) and can be changed manually by using the Rooms Management>Housekeeping>Housekeeping Management option.FO Status. Current front office status of the room: either OCC (occupied) or VAC (vacant) depending on whether guests are currently checked in to the room.HK Status. Current housekeeping status of the room: either OCC (occupied) or VAC (vacant) depending on housekeeping check.Persons. When a room is occupied, the number of persons on the reservation at the time of check in. Zero appears here for vacant rooms.

From Fiscal Start DateThe information shown in the following fields is cumulative from the start of the current fiscal year.Room Revenue. Amount of accommodation charges generated by this room. Should a reservation be checked into this room number, and the transaction code associated with the rate code attached to the reservation has the Lodging transaction type, this field will be updated during End of Day processing.Other Revenue. Amount of non-accommodation revenue generated by this room (e.g., minibar, non-inclusive packages, etc.).Room Arrivals. Number of separate stays assigned to this room.Days Occupied. Number of days this room was occupied.Person Nights. Number of nights this room was occupied multiplied by the number of persons on reservations assigned to this room.

See Also Rooms Setup

Room Tab

Virtual Pools Tab

Virtual Pools TabVirtual numbers are direct inward dial (DID) telephone numbers that allow outside callers to contact guests directly, without having to go through the telephone operator. Virtual numbers can be used for voice, fax, modem, pager, etc. Virtual numbers are grouped into "pools" for ease of management.

Note: The Virtual Numbers feature is available only when the OPP VNS PMS Virtual Numbers add-on license is active.

Select System Configuration>Reservations>Room Classifications>Rooms to set up and manage room configurations for the property.  (You may also access this screen by selecting System Configuration>Reservations>Function Space Classifications>Function Space when the OPS<version number> Opera S&C license is active.)The Rooms screen Virtual Pools tab is used to assign virtual number pools to each room and is available when the OPP_VNS Virtual Numbers PMS add-on license is active.

Select the New button to display the Available Pools list. The virtual number pools listed here depend on which pools have been set up for the property using the option System Configuration>Setup>Virtual Numbers. The Virtual Pools tab allows you to activate the required virtual number pools for the current room.When you check a guest into this rooms, Opera will allow you to select virtual numbers only from the pools selected for the room using the Rooms screen Virtual Pools tab.

See Also Setting Up Virtual Numbers

Virtual Number Profile Assignments

Global Room TypesGlobal room types are logical categories that are set up to hold groups of "regular" room types which usually share similar characteristics.  For example, a REG global room type might include the standard (STD) room type and the double (DBL) room type, both of which might be very much alike. Physical rooms would never be assigned to a global room type, although rooms would be associated with the regular room types that comprise the global room type.

Note: In SFA the SFA room type mapping (through S&C Room Types) replaces the functionality of Global Room Types.

Global room types are used in a multi-property environment to run inquiries for room availability by room type over multiple properties without having to specify the required room type for each property.

Note: Global room types are not property specific and will be the same schema-wide.

For example, an inquiry might be made for availability of global room type STD (Standard Rooms) for properties H1, H2 and H3. In H1, STD might map to the local room type ST, in H2 it could be mapped to room types STT and STK, and in H3 it might be mapped to ST, SK and SQ. Rather than specifying which room types are required property by property, the global mapping takes care of this and when inquiring by global room type STD, availability in H1 will show for room type SK, in H2 the combined availability of STT and STK, and in H3 the combined availability of ST, SK and SQ.When making a booking in one of the three properties following the inquiry process, the room grid that gets created will also automatically be populated with the mapped local room types if the message ‘Copy inquiry block to booking’ is answered Y.To create global room types and map them to regular PMS room types, select Configuration>Reservations>Room Classifications>Global Room Types. The Global Room Types screen appears.

The upper grid (Global Room Types) shows the global room types that have been set up for the property. When a global room type is highlighted, the lower grid (PMS Room Types) shows the regular PMS room types that are included by the highlighted global room type.

Adding and Editing Global Room TypesTo create a new global room type, select the New button. To modify an existing global room type, highlight your choice and select the Edit button. The Global Room Types - New or Global Room Types - Edit screen appears. Provide the following information.Label. Enter the code for this global room type.Description. Description of the global room type.

Priority. Sequence number that determines the position of the global room type when displayed in the Global Room Types grid on the Global Room Types screen.

Mapping Global Room Types to PMS Room Types.To map a global room type to PMS room types, highlight the global room type in the upper grid and select the Map button. The Map PMS Room Types screen appears.

Click in the Map column to select the PMS room types that you wish to map to the global room type. The Priority number determines the position of the PMS room type when displayed in the PMS Room Types grid on the Global Room Types screen.

Note: A PMS room type may be mapped to only one global room type. Once the PMS room type is assigned to a global room type, it is no longer shown on this screen.

When you are done, select the OK button.

See Also S&C Room Mapping

S&C Room Type MappingSales and Catering generally has a different Room Type naming convention than PMS. PMS Room Types are more specific than what is required by Sales and Catering; for example, in S&C you might create a Room Type called STD. You would then map all the PMS rooms that fit this description, say Kings and Doubles, to STD. When someone from the Sales department sold 5 STD rooms they really sold 5 rooms that are either Kings or Doubles.

Fields on the S&C Room Type Mapping screen.Property. If the system is configured for multiple Hotels use this menu to select the property, then continue to define the S&C Room Type Mapping.

S&C Room TypesLabel. Code for the room type for the S&C Room Type.  These labels are usually not the same as the labels for the PMS Room Types.Description. Description of the S&C Room Type.Priority. The sequence for these Room Types when displaying the Room Grid.

PMS Room TypesLabel. Code for the room type for the PMS Room Type. These PMS Room Types are taken from the PMS database and are configured.Description. Description of the PMS Room Type.

Using Room Type MappingTo create a New S&C Room Type:

1. From the main menu select Configuration, launching the configuration module for Opera. Select Reservations and then the S&C Room Types option.2. Select the New button.3. Enter the Label (code), Short Description and order number.4. Click to the Save button, and then Close.

To edit an Existing S&C Room Type:1. From the main menu select Configuration, launching the configuration module for Opera. Select Reservations and then the S&C Room Types option.2. Ensure that your cursor is in the top grid and select the Edit button, you can only change the Description and Order fields.3. A small screen will appear, make the necessary changes.4. Select your Save button and then the Close buttons

To delete an Existing S&C Room Type:1. From the main menu select Configuration, launching the configuration module for Opera. Select Reservations and then the S&C Room Types option.2. Highlight the room type you wish to delete, and click the Delete button.3. To confirm, click Yes to remove the Room Type.

Note: If you have PMS Room Types attached then you will not be able to delete this record.  Please un-mark the mapped PMS Room Types first then delete the S&C Room Type.

4. Select the Save button and then the Close button.

See Also Map PMS Room Types


Top Related