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Hotel Software Documentation

Configuring InnPlanner

Introduction

When creating a new database, the setup wizard will help you to customize it according to the needs of your hotel. Access to all hotel components is obtained by clicking at Configuration button on the navigation panel or tool panel at the top of the screen. There nine of them: General, Rooms, Room Types, Room Tariffs, Services, Agents, Payment Methods, Taxes and Discounts.

General

In the General folder there is only one record with two tabs:

• Main - contains general information on the hotel (name, address, logo, money format, etc.). This information is used for report printing.
• Defaults - this tab holds the default values, used in creating new records (rooms, booking, etc.) You may enter the following default values:
  • Default Tax - default tax system. Used for creating a Room Tariff, Services.
  • Default Room Tariff - default room tariff for all new rooms.
  • Default Check In Time - default check in time accepted at your hotel. Used for creating a new reservation.
  • Default Check Out Time - Default check out time accepted at your hotel. Used for creating a new reservation.
  
  Note: if the defaults are set so, that Check In Time > Check Out Time, you will be able to book check in of one guest and check out of another guest on the same date.

Taxes

This folder keeps tax-rates applied to your business. The taxes can be applied to room tariffs or services. Each tariff and each service may have its own tax. Besides regular percentage tax, a fixed tax-rate can be used.

For example, if the generic room tariff is $50 per night, and tax-rate applied to it is 10%, in the final invoice we shall get: Gross Total=$50+$50*10%=$55.

If a fixed tax of $7 is applied, then the total sum is: $50+$7=$57.

You can set both percentage and fixed tax-rates.

Rooms, Room Types, Room Tariffs

These three types are unified under one section, as they are closely connected. A room is a connecting link here. Room type determines the number and type of beds in the room, and tariffs determine the room price.

Room Types

Room type determines the number and type of beds in the room, and the default room tariff:

The software divides beds into two types: Single (S) and Double (D). You can assign the bed size directly in the Rooms section.

At the bottom of the screen there is a Max Sleep field, which counts the maximum number of guests in the room based on the number and types of the beds.

Room Tariffs

Room tariff determines the room price per night.

• Season Tariff - if the option is checked and the time period is listed, this tariff can be used as a season tariff for the room. Season tariffs are applied automatically, if they are chosen for the reserved room and the arrival\departure dates lay within the set period of time.
• Cost/Night - a fixed room tariff per night. Does not consider the number of sleeping places in the room.
• Cost/Person/Night - room price per person per night.

This example will show the room cost if Cost/Night and Cost/Person/Night are set.

Perhaps, we have a Standard tariff, for which:

  - Cost/Night = $20

  - Cost/Person/Night = $50.

If we apply it to the single room, the room price will be: $20+1*$50=$70

If we apply it to the double room, the room price will be: $20+2*$50=$120

If we apply it to the triple room, the room price will be: $20+3*$50=$170

Though you can set up different tariffs for different room-types with set Cost/Night tariffs equal to $70, $120 and $170 Cost/Person/Night = 0.

Rooms

In this folder you can directly edit info on rooms of your hotel:

Editing window has two tabs:

• On the first tab you indicate major parameters, such as name, description, room type, number of beds, room tariff, tax, photo and list of features for this room. In the left-hand bottom corner the 6 lines represent the room price depending on tariff and tax used. (See Room Tariffs section above).
• On Season Tariffs tab, you can set season tariffs, which will be used in counting the room-price. The season tariffs chosen on this tab will be automatically applied if the arrival\departure dates lay within the set period of time:
  
  To avoid setting similar season tariffs for each room separately, set them for one room only and use the "Copy tariffs from another room" button for others.

Services

Any additional service your hotel offers (for instance, dinner, internet access, cable TV, etc.) can be added to the reservation.

Service editing form:

The following fields are the most interesting for us:

• Tax - sets a tax rate applied to the service
• Price Type - can be of two types:
  • Per Night - the number of service items will be equal to the number of nights spent by the customer in the hotel. This type may be used for meals, for instance.
  • Per Item - the number of service items will be determined manually
• Room Based - if this flag is checked, the service may be added only for listed rooms. This prevents adding services, which may not apply to some rooms (i.e. granting Wi-Fi access in rooms with no Wi-Fi signal).

Agents

Agent is any company or individual who brings customers to your hotel and gains the percentage or fixed amount of money for that.

To choose an agent, go to Agent and Advertisement tab of a Reservation.

Payment Methods

Here you can determine payment methods, accepted by the hotel. Later on this information can be used for a report survey.

Discounts

Here discounts are set. A discount is determined by a name, percentage or fixed rate. To add discounts to the order go to reservation tab.

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