Professional Documents
Culture Documents
RESERVATIONS
Make a reservation for a company with negotiated rate
Set up a Direct Bill reservation
Route to another room
Change the name on a reservation
Tax Exempt reservation
Add alert to guests profile
Profile Restrictions (Do Not Rent)
Email Guests Folio: past stay
Reopen Folio: make adjustments to a past stay
Update Reservation: Advanced Search Options
Print batch registration cards
Manually authorize additional amount on guests credit card
FRONT DESK
Walk in a guest
Checking In: Paying in full (cash or credit card) at check in
Auto-assign room numbers to arrivals
CASHIERING
End of Shift: Close your cashier
Reopen Folio
Email Guests Folio: same day checkout
Adjust a guests bill
Batch Folios (for Express Checkout)
Folio History
ROOMS MANAGEMENT
Print housekeeping task sheets
Print housekeeping task sheets: with linen change
Out of Order
Maintenance Report
ACCOUNTS RECEIVABLE
Create a new AR account
Setup Default Multi-Pay and Routing Instructions
END OF DAY
Run the Night Audit
Reprint Night Audit Reports
MISCELLANEOUS
Reports
Quick Keys
Change Password
Log Book
User Activity Log
SETUP
Entering a new employee
Unlocking an employee
Change a Room Type in Opera
Adding New Transaction Codes for Sale Items (Pizza, Post Cards, etc.)
AR Aging: Refresh Aging Levels
BLOCKS
Creating a new block
Using an existing rate ..........................................................................................................................................50
Entering a negotiated rate...................................................................................................................................51
Creating a master account (one room paying for all rooms in block)
Adding an existing reservation to a block
Reserving a room within a block
THE DASHBOARD
Dashboard Option 1
Dashboard Option 2
Dashboard Option 3
1. Once the guests profile has been entered select the drop down arrow next to Member Type and
select New to add a new number
3. Select EASY > Ok > enter the Card Number from the front of the Easy Rewards by AmericInn
Membership Card > Ok
5. Members will also be designated with a red Member lamp on the Arrivals screen
5. Select Redeem Now and enter the Confirmation Number and Guest Name
6. Select Submit
b. Amount
c.
Supplement:
d. Post
10. Select Payment > enter the guests payment type for the balance of the room > Post
6. Post
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Handle a No Show
No Show reservations must run through the system as a No Show in order to correctly reflect on the
guests ERbA account and on Operas night audit reports. A No Show reservation should not receive
credit for the stay. Choosing to check in and charge a No Show reservation prior to audit will send stay
information and award points to the guests account for the stay and the property will incur all applicable
fees.
1. At the time Night Audit is run do not check in remaining arrivals: the Night Audit process will
automatically run the reservations through the system as a No Show
The Manager Flash report will display the number of reservations run through the system as No
Shows; the Profile Production Statistics report will display the number of No Show reservations
each company has had.
Select the next to Name > search for and select the correct
guest profile of the No Show guest
b. Date From/To
c.
PM
Room Type
d. Room
e. Rate Code
f.
HOUSE
Market Code
g. Source Code
DIR
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Supplement
No Show
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6. Select Close to return to reservation Options window: select Attach to add another guest profile
7. In the Reservation window a red Accompany lamp will display in the lower left indicating there are
multiple guests in the room: click the lamp to display names
In the screen shot below, John Doe will receive credit on his ERbA account for this reservation. His
profile is attached to the reservation with his Easy Rewards member number. Jane Doe is an
accompanying guest on this reservation but will not receive stay points.
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Scenario 2: A different guest (other than the one on the reservation) should receive the points
1. From the Reservation screen select the Profile button (. . .)
2. Select Search
3. Search for the profile of the guest who should receive credit to their ERbA account
a. Use the Lookup feature if the guest is not found
b. Create a new individual profile if the guest is not found in the PMS or using the Lookup
4. If found (or once a new profile is created) select Ok to return to the Profile window
5. Select Ok to return to the reservation
6. Verify the guests Member Number displays
7. Add additional guests to the room using the Accompanying option: see directions in Scenario 1
above
Many of the Guest In House reports display an option to also include Accompanying Names on the
printed list
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Guests can also be searched for instantly by going to Front Desk > In House Guests > search for the
guest
In this example, we searched for Jane Doe. It shows that she is an Accompanying Guest in room 211
with John Doe.
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Reservations
Make a reservation for a company with negotiated rate
For information on creating negotiated rates and attaching a company (or multiple companies) to
negotiated rates see the yourVoyager document. Creating negotiated rates will help you easily manage
your rate setup screen by only displaying the rate you search for.
1. Select Reservation > New Reservation > enter dates of stay and number of adults
2. Select drop-down arrow next to Company > search for and highlight the company; company
name should have a $ next to it indicating it has a negotiated rate > Ok
a. Rate Query screen will display with the negotiated company rate
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1. In the reservation, select the drop-down arrow next to the Company field > search for and
highlight the company; company name should have an AR number listed in the AR No column >
Ok
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2. Set the Payment method as Cash or to the individuals credit card (this is for items the GUEST is
responsible for)
3. Select Save
a. Confirmation number will pop-up: you will also see Routing lamp display in red in the
lower left. Routing instructions can be verified by clicking on the red Routing lamp.
5. In the guests reservation go to Options > Routing > select the drop-down arrow next to Route to
Room
6. Enter the last name of the guest whose room the charges should be routed to > Search > find
and select the guest > Ok
Pay close attention to the arrival and departure date to ensure you are selecting the correct stay
in case the guest has multiple reservations
7. Select the drop-down arrow next to Transactions > Add the charges to be routed > Ok
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1. In the guests reservation, select the drop-down arrow next to Tax Type and select the correct tax
code
For problems or changes to taxes or tax posting codes please contact AmericInn Service Desk at
1-855-385-0015 or ServiceDesk@AmericInn.com
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1. Go to Reservations > Update Reservations > delete Arrival From date > enter name of guest >
Search
2. Find guest and past reservation > highlight > Options > Billing > Folio > Email
3. Enter email address if one is not on file > Ok
1. Go to Reservations > Profile > search for and highlight the guest > Edit
2. Go to Options > History > highlight the stay you want to edit/adjust
3. Select Resv. > Options > Billing > Reopen
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Blocks
See Blocks section
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Reservation Options
1. Accompanying
a. This is helpful if there are multiple people staying in one room (example, sports team
members). If you have a second person added in the Accompany field, they will appear
when the desk clerk goes to Front Desk > In House > search for the accompanying guest
2. Add-on
a. Choose this field if the guest is making multiple reservations (example, 3 rooms under
one name). You will be prompted to copy/not copy all aspects of the original reservation,
including room type and payment method. The names on the reservations can be
changed at a later time.
3. Credit Cards
a. Authorization: use this field to manually authorize a credit card
b. Credit Card History: view authorization, settlement, refund and failure history
4. Deposit (Advance Deposit)
a. Select Payment to enter an advance deposit for the reservation
5. Fixed Charges
a. Select this field when charging additional items, such as Rollaway, Pet Fee, etc.
Charges can be set up to post Daily or One Time
6. History
a. This will display all of the guests past reservations (including cancelled and no-show)
7. Housekeeping
a. Notes added in the section will display on the Task Sheets for housekeepers, example:
Dog in room.
In order for these notes to display the default task sheet must be set to 8 or 9: if notes are
not displaying please contact AmericInn Technology Systems Support for assistance
changing the default
8. Rate Info.
a. Displays the total breakdown for the guests stay, including room revenue, taxes,
generates and total stay amount
9. Room Move
a. Use this to move an in-house guest from one room to another
10. Routing
a. Setup reservation to route all or specific charges to a company or to another room
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3. You can Preview or Print at this point: depending on the number of duplicate profiles in the
system this report can be many pages long. This report will show all individual duplicate profiles
that are in Opera.
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2. In the Profile screen, select Options > Merge > search for the duplicate name > highlight the
duplicate > Ok
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1. You can Preview or Print at this point: depending on the number of duplicate profiles in the
system this report can be many pages long. This report will show all individual duplicate member
profiles that are in Opera.
a. In the screen shot below, Dean Skaflen has multiple profiles in Opera. These should be
merged to ensure his central profile contains the most accurate stay history.
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Display and change to the correct Primary address or communication type if necessary, or:
Delete old, incorrect, duplicate or blank entries
*Important: The interface can support transmitting a maximum of five addresses per profile: having
additional addresses will cause the profile to fail when sending to the central database
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Front Desk
Walk in a guest
Making a walk-in through the Arrivals screen ensures that the guest will be counted as a Walk In on the
Manager Flash report: walk-ins done through the Reservation screen will not be included
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Cashiering
End of Shift: Close your cashier
Think of closing your cashier in two parts; printing reports and balancing, and closing. You should NOT
close your cashier until your reports balance with what was done on your shift.
Reopen Folio
See Reservation Section
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1. Go to Cashiering > Billing > select the guest > Folio > Email
2. Enter email address if one is not on file > Ok
When selecting POST: Amount will show on folio exactly as entered (positive charge will show as
positive, negative charge [a credit] will show as negative)
When selecting PAYMENT: Amount will show on folio opposite of what is entered (when a guest
makes a payment enter it as positive number; folio will show amount as negative: when giving a guest
a refund enter it as a negative number; folio will show amount as positive)
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Folio History
1. Select Cashiering > Cashier Functions > Folio History
2. Use filter options at the top to search for various types of past folios, including Passer By folios
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Rooms Management
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Out of Order
Out of Order removes the room from hotel inventory both in the PMS and CRS
Remarks field
Maintenance Report
1. Rooms Management > Maintenance > New
2. Enter the Room and Reason > additional information can be entered in the Remarks field > Save
Resolved Maintenance issues can be viewed by selecting the Resolved filter and the top > Search
OPERA report tip: Select the Print button on the right side of the Maintenance window to print a
Maintenance list: you can change filter dates and issue status
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Accounts Receivable
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Supplement
5. Post
Email AR Statement
1. Go to AR > Account Maintenance > enter your log in
2. Highlight the account and choose Select
3. Select Options > Statement > Email
4. Enter the companys email address > Ok > Yes to email the statement
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End of Day
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Miscellaneous
Reports
OPERA report tip: searching for just a word, example: Statistics, will only pull up reports in
which the first word is Statistics (example: Statistics on Length of Stay); using a % sign first,
example: %Statistics, will pull up all reports containing the word Statistics (example: Profile
Production Statistics)
Preview reports prior to printing: some reports can be very long
Recommended Reports
3. Arrivals-Email & Loyalty Info
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Quick Keys
1. F1:
Help menu: lists OPERA help for the screen you are currently on
2. F3:
3. F7:
4. F8:
5. Ctrl. + F2:
6. Ctrl. + F4:
7. Shift + F1:
8. Shift + F3:
9. Shift + F5:
Change Password
In order to remain compliant with Payment Card Industry (PCI) standards there are a few things to note
when entering a new password:
When your password is nearing expiration you will prompted with # Grace Logins Left: it is
recommended to change it at that time to avoid being locked out
If you enter an incorrect password 3 times your account will be locked out: to unlock an account,
see the Setup section > Unlocking an Employee
Passwords must be 7 characters long and contain at least 1 letter and 1 number, and are not
case-sensitive
You need to use 5 original passwords before you can reuse an old one
If you access the User Configuration screen and go into a users account you will be prompted to
change your password upon your next login
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Log Book
Before the Log Book can be utilized certain Application Settings must be activated at your property.
Please contact AmericInn Technology Systems Support for more information on activating this feature.
Notes can be created for future events, such as a reminder to setup the Hospitality Room for a meeting.
Past notes can be viewed by searching by date. The Log Book can be printed by selecting Report and
Print. The Log Book can also be set as the default log in screen, which means any time an employee
logs in the Log Book will automatically pop-up (see the Setup section > Entering a New Employee, step
7).
1. Select Miscellaneous > Log Book
2. Select New
a. Department
Front Office
b. Date
c.
Details
3. Ok
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Setup
Entering a new employee
Add the employee to Cashiers
1. Setup > System Configuration > Cashiering > Cashiers
2. New > Enter employee name
3. Max. Uses:
99
4. Float Over/Short:
UN-check
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End of Day
d. Utilities
e. Configuration
12. Save > Permission
13. Select the general permission folders (Front Desk, Manager) in the top left to Grant, or select
individual permissions in the lower left to Grant
14. Save > Ok > Ok
Unlocking an employee
If an employee enters the wrong password 3 times, or they fail to change their password once being
prompted it is set to expire, their account will become locked from the system
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Adding New Transaction Codes for Sale Items (Pizza, Post Cards, etc.)
Transaction code changes are done at a corporate level to ensure the changes are accurately reflected in
Opera and OCIS. Request forms to have transaction codes added and changed can be found on the
Link by going to Resources > Forms, Guides and Manuals > Opera Xpress section: Request for New
Transaction Code.
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Blocks
Creating a new block
Prior to creating a block select Ctrl F2 to view available rooms and totals
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
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If using an existing rate in your system, example XA, select it here. If using a
negotiated rate, separate from those in your system, see Entering a negotiated
rate section
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Adding Rooms
16. Select Grid
17. Type in the totals reserved for each night and room type in the row labeled Current
If using a negotiated rate, separate from those in your system, leave this field
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Select Grid
Select Range
Room types Place an X in the first room type to create rates for
No. of Rooms Enter the number of rooms reserved for the type you selected
Rate 1, 2, etc. Enter rate information for the room type you selected
Cutoff Date
(leave blank)
Save
Repeat steps until rate information has been entered for all room types in the block > Close
30. On Grid screen select Close > select Ok: block is finished
Creating a master account (one room paying for all rooms in block)
In order to set up routing for the block reservations must already be created
1. Go to Reservations > Blocks > select the block
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6. Select Ok > in Routing Instructions window select Close > in Options window select Close
7. You can choose to apply these routing instructions to only this guest, all guests, or only selecting
guests: make appropriate choice and select Ok
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4. Complete the reservation: room type, rate and block code will automatically populate
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The Dashboard
Dashboard Option 1
Walk-ins can be performed by selecting the Walk-In button in the lower left
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Dashboard Option 2
Displays additional Profile information (additional Comm field for phone number or email address)
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Dashboard Option 3
Displays the current version of Opera across the top left (in this example, 5.0.01.02/11)
Includes a section of shortcut keys across the bottom section to bring the user directly to
frequently used areas in Opera
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