001_1 Quick Keys.doc

Opera Hotel Edition Opera Hotel User Training guide Quick Keys

Learning Module 1

Quick Keys in Opera

Lesson 1.1: Quick Keys

Learning Module 1: Quick Keys in Opera1

Lesson 1.1: Quick Keys V2.00.33 Release 3.0


Table of Contents

Quick Keys in Opera...........................................................................................................3Lesson Objectives................................................................................................................4

Opera Log In....................................................................................................................5Opera Main Screen................................................................................................6Quick Keys Menu..................................................................................................7

Quick Keys- Detailed Explanation..............................................................................8Detailed Availability (CTRL + F2)...........................................................................11Control Panel (SHIFT + F2)......................................................................................17House Status (SHIFT + F3).......................................................................................21Room Search (F3)......................................................................................................24Rate Information (F5)................................................................................................27Telephone Operator (Ctrl + F7).................................................................................38Room Plan (Ctrl + F3)...............................................................................................53Occupancy Graph (Shift + F1)..................................................................................57Floor Plan (Shift + F5)...............................................................................................61Maximum Availability (Ctrl + F8)............................................................................64Telephone Book (Shift + F7).....................................................................................67Calendar (Ctrl + F4)...................................................................................................69




Quick Keys in Opera

Quick Keys in Opera are a fast way to access often used information. Users can access Quick keys from anywhere within the application without having to exit from what they are doing.

Function keys (F1 through to F9) are used in combination with the Shift and Ctrl keys to access the various quick keys within Opera.




Lesson Objectives

At the completion of this lesson, users should be able to:

1. Log into Opera Application

2. Navigate through the screens and extract useful information based on the quick keys.

3. Check availability of the hotel in Opera

4. Check movement and information on arriving and in house guests.




Opera Log In

Users can log into Opera by double clicking on the Opera icon

Thick Client Thin Client

Opera launches a user log in screen

1. Enter User Name and Password2. Click on Log in or Alt + L




Opera Main Screen

The first screen launched after the User Login Screen is the Main Opera screen or the Main Opera Curtain.

This screen provides access to all modules within Opera PMS.

Menu Drop down lists

Speedbar

Speedbar-Sub-menu

The main opera curtain displays the following:

Speedbar: The horizontal speedbar displays the Opera modules as icons. Users can simply click on these icons to access the sub menu within the module.Speedbar Sub- menu: This displays the corresponding sub menu options for the module selected from the main speedbar.Menu drop down lists: Offer another way of accessing Opera modules. Once users click on these menu options a drop down list of the sub menus within that module are available for users to choose from.




Quick Keys Menu

The quick keys menu can be accessed from Miscellaneous> Show Quick Keys

Users can use the Quick Keys Menu to access quick keys within Opera. Alternatively, users can directly use the function keys in combination with the Shift and Control key if applicable from anywhere in the application.




Quick Keys- Detailed Explanation

F1

On Line Help

Activates an interactive On Line Help menu. If accessed from within an active screen, the online help will dynamically display the help menu relevant to the function.

Shift + F1

Occupancy Graph

Displays the Occupancy Graph. Occupancy level either as % or numbers can be viewed upto 90 weeks ahead. Provides extensive filter options to view, deduct, non-deduct, block or individual occupancy figures. A print option is available to output the occupancy graph to a local or network printer.

Ctrl + F1

Opera Help Displays all the function keys and a description for each one

Shift+ F2

Control Panel

Displays the Control Panel showing occupancy and other information such as arrivals departures and number of guests in house for a week from the date selected. From this screen users can Waitlist reservations, view and create Blocks, and view and track Turnaways.

Ctrl+ F2

Detailed Availability

Displays a Detailed Availability breakdown for the next 7 days from the chosen date. Users can view more detailed daily availability or occupancy, record Turnaways, view and create group blocks, and view summary statistics on daily reservations.

F3

Room Search

Displays the Available Rooms for assignment. Here users can enter the room features, room type required, and status to find the room for guest assignment.

Shift + F3

House Status

Displays the House Status. Provides a snapshot of the activity and movement expected in the hotel for the current business date. Users can also access reservation, cashiering and housekeeping menu options by drilling down within the screen.




Ctrl+ F3

Room Plan Control

Displays the Room Plan as a graphical overview of every type of room in the hotel. This screen allows users to view Room Blocking, Move guests, create or view reservations, make walkin reservations, check in and extend guest stays, and view and edit hotel events.

Shift + F4

Inquiry Activates a quick link to the Business Block Inquiry process. Allows users to quickly confirm room availability for a variety of dates. From the inquiry form a business block can be easily created based on the inquiry information entered.

(Application Function for Business Blocks> Inquiry must be turned on)

Ctrl + F4

Calendar Displays a desktop Calendar showing the current month with today's date highlighted. Also displays events occurring on those dates (based on whether they have been configured).

F5

Rate Query Launches the Rate Query function which is an essential process of creating a reservation. This quick key displays the rate information and availability as well as room type availability. Users can create reservations, waitlist reservations or record turnaways from Rate Query.

Shift + F5

Floor Plan Displays a graphical overview of the actual Floor Plan of each floor in the hotel. It displays the housekeeping and front office status of rooms. Provides the ability to view and edit reservations as well.

Shift + F6

Quick Booking

Launches the Quick Business Block Screen. Allows users to create a new business block.

(Application Function for Business Blocks> Quick_Business_Block must be turned on)

Shift + F7

Telephone Book

Provides a Telephone Book which can be used to record internal and external numbers. The telephone numbers can be categorized as entered by the Hotel and can be set up with categories you specify.




Ctrl + F7

Telephone Operator

Displays the Telephone Operator screen where the operator accesses information on in house and reserved guests. From here, users can record messages, set up locators and manage wake up calls for hotel guests.

F8

Log Out Logs users out of the system and allows someone else to Log In. This is function key must be used by all users prior to leaving the workstation.

Ctrl + F8

Maximum Availability

Displays the Maximum and Minimum availability at a glance for a specified date over a period of time.

Shift + F9

Simple Diary

Displays the usage of function spaces e.g. banquet rooms and the corresponding catering events with that.




Detailed Availability (CTRL + F2)

Detailed Availability (Ctrl + F2) shows the availability and occupancy of various room types per day.

User can view and edit business blocks from this quick key.

Field Explanation

Grid DetailsThe grid displays the availability numbers for each room type based on the filters chosen.If the toggle button is clicked the grid details will change to display the occupancy figures.

Search Criteria Start Date: Used to input a begin date the display. Room Class: Allows users to select a room class for the display.




Property: In a multi property set, this filter enables the look up of availability/ occupancy in other properties.

Include OOO: This checkbox is used to identify whether Out of Order rooms should be included in the availability/ Occupancy display.

Include Overbooking: This checkbox is used to identify whether overbooking numbers should be included in the display. This checkbox should be ticked if users wish to display availability figures inclusive of overbooking.

Include Non-Deduct: Allows users to display availability/ occupancy figures with tentative reservations included. This checkbox should be ticked if users wish to include non-deduct (tentative) reservations in the availability figures.

Button Options

Search: Click this button once the search criterion has been entered. Availability: This button displays a further breakdown of availability for

the date highlighted from the grid

Availability Screen Field Explanation Arrivals: Displays the total arriving rooms expected for the day. Departures: Displays the total number of departures expected

for the day. Adults: Displays the number of adults expected to be in house

for the day.




Children: Displays the total number of children expected to be in house for the day.

OOS Rooms: Displays the Out of Service Rooms set up for the day. Users can drop down on the list of values to view the details of the rooms set up as Out of Service.

OOO Rooms: Displays the total number of Out of Order Rooms set up

Rm. Type Obkg: If the hotel has been configured for Room Type Overbooking, the Room Type Overbooking level for this date will be displayed in this field. Double click on the entry or click on the list of values to go to the Number To Sell Limits screen.

Day Type: Displays the Rate Calendar day Type indicator for the date.

Waitlist: Displays the total waitlisted bookings for that specific date. The list of values can be used to access the details of the waitlisted bookings

Event: Active event for the date (if any). Double click on an entry to go to the Rate Calendar screen.

Total Hotel Avl.: Total number of available (occupied) rooms for the hotel for the date.

Max Avail: Total number of available (occupied) rooms for the hotel for the date. This figure include the deduct and non deduct reservations.

Min Avail: Total numbers of available (occupied) rooms for the hotel for the date excluding the non deduct reservations.

House Obkg.: Displays the house over booking figures for the day.

Turnaway: Allows users to record a turnaway.




Turnaway Screen- Field Explanation

Arrival Date: Used to enter the intended arrival date of the guest for which a turnaway is being recorded.

Nights: Enter the number of nights for which the guest was intending to book.

No.of Rooms: Enter the number of rooms requested. Market Code: Used to link a market code to the turnaway

reservation. This is a mandatory field. Turnaway Code: This is used to input a reason for the

turnaway. Name: This field allows users to link a guest profile to a

turnaway.

Blocks: Displays the block reservations for the date. Users are able to edit block details and create new blocks from here.




Blocks Screen Field Explanation Grid Details: Displays the details of the block reservations for

the date. New: Allows users to create a new Business Block Block: Allows users to edit the block highlighted from the grid. Res: Allows users to edit the reservations linked to the block. Close: Used to exit from the Business Block screen and return

to the Detailed Availability screen.

Details: Displays a breakdown of reservation types for the date.




Details Screen Field Explanation Grid Details: Displays the reservation types corresponding to each

room type. Close: Allows users to close out from the screen.

Toggle: This button allows users to switch the grid display between occupancy and availability.It is important to note the title of the screen in order to make sure that correct figures are being looked at.

Close: Allows users to exit from the quick key.




Control Panel (SHIFT + F2)

The control panel is a detailed seven-day view of the occupancy and availability statistics.

Grid DetailsThe grid displays the statistical figures against each date. The control panel is displayed for seven days at a time. The current system date is the default start date for the display.

Total Physical Rooms: Displays the total number of rooms set up in the hotel.




Out of Order: Displays the total number of Out of Order rooms in the hotel for the day. Users can double click on an entry and go to the Out of Order/Service page in the housekeeping module.

Inventory Rooms: Total physical rooms minus total out of order. Overbooking: If the hotel is working with overbooking, this field

displays the overbooking ceiling for the day. Sell Limits: Total inventory rooms plus overbooking limit. Deducted Blk Rooms Not P/U: Definite block room not picked up. Deducted Blk Rooms P/U: Definite block rooms picked up. Total Deducted Rooms: Total definite rooms. This figure reflects both

individual and group reservations. Non-Deducted Blk Rooms Not P/U: Total tentative (non-definite)

group rooms not picked up. Non Deducted Blk Rooms P/U: Tentative block rooms picked up. Total Non Deducted Rooms: Total tentative rooms. This figure

reflects both individual and group reservations. Out of Service: Number of rooms designated as out of service for this

date. Users can double click on an entry to link to Out of Order/Service page in the Housekeeping module.

Available Physical Rooms: (Inventory Rooms- Total Deducted Rooms)

Maximum Availability: Total hotel availability. This figure does not include tentative reservations.

Minimum Availability: (Hotel Availability- Total Tentative Reservations).

Min. Occupancy %: Total hotel occupancy percentage not including tentative reservations.

Max Occupancy %: Total hotel occupancy percentage including tentative reservations.

Total Rooms Reserved: Total room reservations for the day. Event: Defined event for the date. Day type: Rate calendar day definition. Double click on an entry to go

to the Rate Calendar screen. Adults In-house: Total number of adults in house for the date. Children In-house: Total number of children in house for the date. People In-house: (Adults In house+ children In house) Arrival Rooms: Number of reserved rooms associated with guests

arriving on this date.




Arrival Persons: Number of adults and children associated with reservations having this date as an arrival date.

Departure Rooms: Number of reserved rooms having this date as a departure date

Departure Persons: Number of adults and children associated with reservations having this date as the departure date.

Room Type Obkg: If the hotel has been configured for Room Type Overbooking, the Room Type Overbooking level for this date. Double click on an entry to go to the Number to Sell Limits screen.

Day Rooms/Person: Total number of day use room and corresponding number of people in those.

Waitlist Rooms/Persons: Total waitlist reservations for the date and number of persons.

Turnaways: Total turnaways recorded for the date. A turnaway is recorded either when a hotel denies accommodation to a guest or when a guest refuses to stay at the hotel.

Search Criterion

Property: In a multi property set up allows users to choose a property for the control panel information. Normally, it will default to the property id to which the user has logged into.

Start Date: Use this field to change the date for control panel information.

Room Class: If the hotel is working with room class, this field allows users to drill down information for a particular room class. As a default, the information displayed on the control panel includes all room classes unless changed from here.

Search: Used to refresh the grid, once search criterion have been selected.




Button Options

Waitlist: The wailtlist button is a quick link to the waitlist screen which displays all the waitlist reservations for the day. Users are able to accept or cancel waitlist reservations and view/ edit the profiles of waitlisted reservations from here.

Block: Displays the block reservations for the date. Users are able to edit block details and create new blocks from here.

Details: Allows users to view all room types and their allocation to reservation types for the selected date.

Cat. Events: If the hotel has Opera Sales and Catering installed, this button links a user to the catering event search screen.

Turnaways: Use this button to record a turnaway. Close: Use this button to exit from the screen and return to the main

Opera curtain.

Context Menu

A context menu is displayed if users right click anywhere on the grid.

The options available on the context menu are as explained above.The context menu provides a quick link into detailed information for each of these fields.




House Status (SHIFT + F3)

The House Status is a snapshot of all movements of today, arrivals, departures, available rooms, housekeeping status, and expected occupancy for the night. The statistics shown here are periodically refreshed.

The screen is divided into 4 different sections: Room Summary, Movement, Housekeeping and End of Day projection. With in these screens , users can use the down arrow to link into detailed information pertaining to the field.

Field Explanation

Room Summary Total Hotel Rooms: The number of defined rooms for this hotel.




Out of Order: The number of rooms having an Out of Order status. Total Rooms to Sell: (Total Hotel Rooms- Out of Order Rooms) Out of Service: The number of rooms having an Out of Service status.

Click on the down arrow to display the Housekeeping module.

Activity

This section shows number of Rooms and Persons for each of the following Stayovers: Reservations that are expected to stay for tonight. Departures Expected: Remaining departures for the day. Departures Actual: Total number of rooms/persons that have already

checked out. Arrivals Expected: Remaining arrivals for the day. Arrivals Actual: Actual arrivals today, all the rooms/persons that have

checked in so far. Extended Stays: Scheduled departures for today that have extended their

stay. Early Departures: Departures scheduled for a future date that have

departed today. Day Rooms: Number of rooms with both an arrival and departure date of

today. Walk Ins: Total number of walk ins for the day.

End of Day Projection

This section shows the currently projected number of Rooms and, where appropriate, Persons for each of the following:

Min. Available Tonight: Minimum availability as at the end of the day Max. Occupied Tonight: Maximum number of rooms that will be

occupied at the end of the day. This includes tentative reser Max. % Occupied Tonight: Maximum occupancy % for tonight. Number

of rooms already checked-in for tonight plus the number of rooms expected to be checked in. The number of associated persons is also displayed.

Blocks Not picked up: Displays the total number of rooms allocated to blocks that have not yet been picked up.

Individuals: Number of rooms FIT reservations and guests.




Groups & Blocks: Total number of picked up reservations for blocks.

Housekeeping Status

This section displays number of Occupied rooms and Vacant rooms in each of the following categories:

Inspected Rooms: No.of inspected rooms occupied and vacant. This field will only display if the hotel is working with the inspected status.

Clean: Number of clean rooms divided into Clean vacant and Clean Occupied.

Dirty: Number of dirty rooms divided into Clean vacant and Clean Occupied.

Out of Order Rooms: Number of rooms which are out of order. Out of Service Rooms: Number of rooms which are out of service. Pick up: Number of rooms that are on pick up status. Pick up is an

additional housekeeping status identifying that a room requires touch up service only and not a full clean.

Search Criterion

Property: Allows users to select a property to display house status details. This field will only appear if the hotel is part of a multi property set up.

Room Class: If the hotel is using room class, this field will allow users to filter the house status details by room class.

Button Options

Search: Used to refresh the grid. Close: Used to close the form and exit from the screen.




Room Search (F3)

The Room Search or Available Rooms Search screen is a display of all rooms at the property. The current system date is the default start date for the display. To change the start date, use the Calendar Tool at the lower left-hand corner of the screen.

Grid Details

The available room search grid displays the room details like: room number, housekeeping and front office status, reservations status, room features, floors etc.




Field Explanation Description: Displays the description of the room highlighted from the

grid. Features: Displays the room features for the highlighted room on the grid.

If no features are linked this field will be blank.

Search Criterion

Property: In a multi-property set up allows users to select a property for the available room search.

Date: Enter the date for room availability display. Days: The duration of the stay (i.e. the number of nights the room will be

required) Room Class: Allows users to filter by room class. Room Type: Allows users to filter room search by room type. Floor: Allows users to select specific floors for available rooms. Smoking: This is used to drill down on smoking or non-smoking rooms. Room Features: Allows users to search for rooms with certain features.

Click on the drop down arrow to display the list of values with all the room features configured for the hotel.

All Rooms: Tick this checkbox to display all rooms in the grid Clean Rooms: Tick this checkbox to display only clean rooms in the grid. Inspected Rooms: Once ticked, the grid will list all the inspected rooms in

the hotel. OOS Rooms: Used to include Out of Service rooms in the grid. Due Out: Used to include due out rooms in the grid. Pickup Rooms: Used to include pickup rooms in the grid. Dirty Rooms: Used to display dirty rooms in the grid. OOO Rooms: Used to list Out of Order rooms in the grid display Checked Out: Used to list checked out rooms in the list. Incl. Pseudo Rooms: Tick this checkbox to include pseudo rooms in the

grid display. Pseudo rooms are dummy rooms used for payment masters etc.




Button Options

Search: Used to refresh the grid once the search criterion has been entered.

Close: Used to close the form and exit from the screen.




Rate Information (F5)

Rate Information key provides users all the necessary information regarding rates, rate codes and packages.

From Miscellaneous> Show quick Keys menu option click on or press F5 on the key board.

Rate Query

Rate Query displays a listing of rates based on the search criterion input by users. It shows at a glance rates available for each room type on any given arrival date, departure date and number of persons.




Click on the rate query button from the Rate information screen.

Rate query is used as the first step to start the reservation process.

Field Explanation Arrival Date: Used to input the intended arrival date of the guest Nights: The number of nights the guest will stay. The system will

automatically default to 1. Adults: The number of adults. The system will automatically default to 1. Children: The number of children. No.of Rooms: Total number of rooms for this reservation. Name: Used to input the name of the guest. Use the drop down arrow to

display the profile search screen. Member Type: Used to input the membership details of the guest. Member No: Used to input the member number corresponding to the

member ship type specified. Company: The name of the company the guest is associated with. The

list of values can be used to display the profile search screen for company profiles. If the company has negotiated rates set up, Opera will display




only the negotiated rates contracted to the company. This ensures that incorrect rate are not quoted / sold to the guests.

CORP No.: Used to input the corporate number allocated to the company profile.

Agent: The name of the travel agent the guest is associated with. The list of values can be used to display the profile search screen for travel agent profiles. If the travel agent has negotiated rates set up, Opera will display only the negotiated rates.

IATA: Used to input the IATA (International Association of Travel Agents) number for the travel agent profile.

Source: The name of the source the guest is associated with. Source No.: Used to input the source number allocated to the source

profile. Block: Allows user to input a specific block name or choose from the list

of values.

Show RatesHere users can select filters for displaying the rates found by query

Closed: Check this checkbox to include negotiated rates in the display. Day Use: Check this checkbox to include Day use rates in the display. Pseudo: Check this checkbox to include pseudo rooms in the rate

information display.

Room Class: Allows user to search rates for the specific room class. If a room class is selected, the search will be limited to all Room Types belonging to the room class chosen. Otherwise, all Room Types, regardless of Room Class, will be considered.

Rate Class: Allows users to search for rates belonging to a specific rate class.

Rate Category: Allows users to search for rates by rate category. Rate Code: Users can use this field to define a specific rate code to

narrow down the search Promotions: The list of values can be used to choose from the current

promotions available in order to view the rates linked to the promotion.

Button Options




Last Resv: Allows users to view the last reservation created by them. Close: Used to close out from the rate query screen OK: Click on Ok to proceed to the rate query details screen.

Search criterion selected in the rate query

Rate Query Details- Grid Explanation

The rate query details grid displays exactly which room types are available for the given period and the cost.

Room Types: Across the grid are displayed all room types. Physical Inventory: Corresponding to each room type Opera displays the

physical inventory left to sell. Include Overbooking: If the hotel has defined overbooking limits for a

room type they will be displayed in this row against each room type. For




instance, in the above screen shot for the A1B room type users can sell up to 17 rooms as an overbooking limit for this room type has been set for up to 10 rooms.

Rates displayed in the grid are against each room type for a specific rate code. For example, the RMBFA rate for an SDG room type is $119 or, the CORP01 rate for SKC room type is $191.

To select a specific rate for room type users can click on rate code for the required room type. A selected rate will be denoted by a blue box.

If a room type is already sold out for this range of dates, or if the query users are making will cause the room type to sell out , Opera displays the column in red. For instance, the PH room type is sold out in the above screen shot for the search criterion selected- the query is for 3 rooms however only 2 rooms are available for the required dates. Further, if a room type has been overbooked the physical inventory will reflect the minus figures.

Any blank cells indicate that the corresponding rate code has not been defined for this specific room type and arrival date.

Any cells that display the text “Close” indicate that the corresponding rate code has been Closed for sale for this specific room type and arrival date.

A rate code that has 1P or 2P etc displayed against it denotes that the rate code has one package element attached to it.

The arrows on the screen allow users to scroll back and forth additional rates that could not be displayed on one screen.




One Night Rates: This radio button is checked by default as the grid displays one-night rates for each rate code specific to a room type.

Total Rates: If the number of nights selected in the query is more than one users can use this radio button to display the total cost of the stay.

Negotiated: Untick this checkbox to view all rates. This option is only available if a profile (identified during rate query selection) has negotiated rates attached. Tick this checkbox to view negotiated rates attached to the profile.

Day Use: Tick this checkbox to display only day use rates. Untick this checkbox to display all rates.

Closed: Tick this checkbox to include the display of Closed rates in the rate query details grid.

For the selected rate code and corresponding room type from the grid, the box displays the following information

Room Type description in the first lineRate Code description in the second lineShort information set up on the rate code

Button Options

Waitlist: Allows users to create a waitlist reservation from this screen. Rate Info: This button displays rate summary information detailing the

package element cost and tax information for a particular rate. This option is also used to view the selected rate in a different currency.

Analyze: Used to obtain further information regarding the status of a rate. User can view how long a rate is closed for or period of the restriction for the rate etc.

Long Info: Displays the long information defined (at the time of configuration) against a rate code on the rate header.

Turnaways: Used to record a turnaway. Res: Used to continue on with the reservation process after selecting an

appropriate rate.




Scope: Allows users to return to the rate query screen where users can input new search criterion.

Close: Used to close out from the rate query details screen. If the turnaway parameter is set to Yes – Opera will force users to record a turnaway once this button is clicked.




Rates By Room Number/ Type

This option allows users to view rate codes by room, room type, codes, and rate class.

From the F5 – Rate Information quick key click on Rates By Room Number/ Type button. Opera displays the Rate lookup screen

Rate Look up Screen-Field Explanation

Property: In a multi property set up, this field allows users to select a Date: Used to input a date for the search of rates and rooms Rate Class: Used to search information by rate class. Rate Category: Used to search information by rate category. Rate Code: Used to search information on a specific rate code from the

list of values. Room Type: Used to search information by room type. Price Range: Allows users to search for rate codes that come close to or

correspond to a certain amount, select this option and enter the amount. Opera will display all available rate codes corresponding to the amount plus or minus ten percent.




Button Options

Search: Displays the results of the search criterion input. Close: Used to exit from the screen.

Package Elements

With this option users are able to look up all currently available package elements

From the Rate Information quick key click on Package elements. Opera displays a window with all currently available package elements in the hotel.




Rate Availability

This option available based on the activation of Advance Rate Restriction parameter is set to Yes. Opera’s rate availability allows users to create an unlimited number of strategies and techniques for restricting rates to maximize the hotel revenue.

Rate restrictions can be set up on four different levels- rate category, rate code, room class and room type.

Click on Rate availability button from the Rate query quick key. Opera displays the following screen:

Search Criterion

Start Date: Defaults to the current business date. Users can define a different date from here.




Property: This field is only available in a Multi Property set up. Users can select different properties from here to view/ set rate restrictions.

Rate Category: Tick this checkbox to view restrictions by a rate category. Rate Code: Tick this checkbox to view restrictions by rate codes Room Class: Tick this checkbox to view restrictions by room class Room Type: Tick this checkbox to view restrictions by room type. Year View: Tick this checkbox to view the yearly display of restrictions set

up for a specific rate code. Search: Click on search to display the result of the criterion selected.

Rate Availability- Grid Details

Based on the selection made in the search criterion the grid displays a 31-day view of the availability of the rate codes/rate category/room class or room type.

In the above screen shot RMBFC rate code is closed, when users click on the rate code the Daily Reservation Restriction Status change as below:




Daily Reservation Restriction Status- Details

Stay: This field denotes whether the rate code/rate category/room class or room type is open or closed for stay.

Arrival: Displays if the restriction has been placed for arrival. Departure: Displays if whether the rate code/rate category/room class or

room type is open or closed for departure. Min. Stay Through: Displays the minimum stay through restrictions. Max Stay Through: Displays the maximum stay through restrictions Min LOS: Displays minimum length of stay restrictions. Max LOS: Displays maximum length of stay restrictions. Advance Booking: Displays the number of days set for advance booking. Max Adv Booking: Displays the maximum number of days set for

advance booking.If any of the above fields are blank, it denotes no restrictions have been set.

Button Options

Activity: Displays the details of all the restrictions set for the date chosen from the search criterion.

Restrictions: Allows users to set restrictions. Actual: Displays the actual restrictions set. Close: Used to exit from the screen.




Telephone Operator (Ctrl + F7)

This quick key is useful to quickly search for inhouse guests, check for arrivals or checked out guests, set locators for guests, set up wakeup calls and leave messages for guests and groups.

Click on Telephone Operator icon from Miscellaneous> Quick Keys or press Ctrl + F7 on the keyboard. Opera displays the following screen:




Field Explanations

Telephone Operator: As a default the telephone operator radio button is checked. This displays expected arrivals for the next seven days, departed guests for the current business date, stay over guests, cancelled reservations and no shows.

Departures: Displays all the departures for the current business date and expected departure for future dates

Stayovers: This radio button will display all the stayover and checked in guests.

All Guests: Displays the names of all guests.

The above radio button search options are used with the following search criterion:

Property: Use the list of values to identify the property for which this guest details are being searched. This field will only be available in a multi- property set up.

All Properties: Tick this check box if you wish to search for guest details in all properties. This field will only be available in a multi- property set up.

Room No.: This field is used to input the guest room number. Company: Use this field to search by Company name Agent: Use this field to search by Agent name. Name: Use this field to input the last name of the guest. First Name: Use this field to input the first name of the guest. Group: Use this field to search by a group profile name. Source: Use this field to search by source name.




Room Type: Use this list of values to search by room type. Room Class: Allows users to search by room class. Include No Shows: Tick this checkbox to include no shows reservations in

the search. This checkbox is only available when the telephone operator radio buttons is checked.

Include Check Outs: Tick this checkbox to include checkouts in the search.

Button Options

Search: Once the search criterion has been defined, click on search to display the results in the grid.

Message: This button is used to record a view existing message for the guest.

Locator: This button allows users to set up a locator for a guest Trace: Allows users to set up a trace against a reservations. Res: This button provides a quick link to the reservation details of a

selected record from the grid Wk Up Call: Allows users to view/set up wake up calls for an inhouse

guest. Profile: Creates a quick link to the reservation details of a selected record. New Msg: Allows users to set up a new message for a guest. Close: Used to exit from the screen.




Adding a Locator

1. From the Telephone Operator Screen select a reservation.2. Click on Locators. This will display the Locators Screen.

3. Click on New button. This will display the New Locators Screen.




4. Fill in begin and end date fields. Locators must have a start and finish time therefore, users should fill in the From Time and To Time fields.

5. From the locations grid choose the locator applicable.6. Users can edit or add to the locator test in the locator text box. 7. Click OK to save the locator and exit from the screen. This will take users

back to the Locators screen.8. Click on Close from the Locators Screen to return to the Reservations

Options Screen.




Modifying a Locator for Time

1. From the Telephone Operator Screen search for the guest name.2. Click on the Locator button. Opera displays the Locator screen.3. Highlight the locator that needs to be edited from the grid.4. Click on Edit.5. Change the time in the To Time field. Enter the appropriate time in hh:mm

format.6. Click on Save to save your changes and return to the Telephone Operator

Screen.

Deleting a Locator

1. From the Telephone Operator Screen search for the guest name.2. Click on the Locator button. Opera displays the Locator screen.3. Highlight the locator that needs to be deleted from the grid.4. Click on Delete.5. Click on Yes.




Messages

This option allows users to enter a message for the guest. An unlimited number of messages can be tracked for each guest and these messages can be marked as received or not received. They can be printed or maintained in an electronic format.

Any messages that are not picked up by the guest appear at check in, check out and when a change is made to the reservation. Once a message has been recorded for a guest, Opera activates a message lamp against the reservation.

Messages Screen- Field Explanation

Message Grid

Message Text

Tab Options

The Messages Screen is split into 3 sections: Message Grid: Displays all the messages for the guest.




The Message Text box: display the text of the highlighted message from the grid.

Tab Options New: Is used to add a new message. Delete: This option is used to delete an existing message. Save Text: Allows users to save the text of a message Print: This button is used to print the a selected message

from the grid Print All: This option is used to print all the existing

messages in the reservation Received: Once message has been delivered to a guest it

can be marked as received using this option. Received All: This option allows users to mark all messages

as received. Lamp: This option is used to turn the telephone lamp on in

the guest room indicating to them that they have a message that needs to be collected.

Close: Takes users back to the Reservations Options screen

Creating a Guest Message

1. From the Telephone Operator Grid select a guest name.2. Click on Messages. This will display the Messages Screen.




3. Click on New to create a new message. This will display the New Messages screen.

4. Opera chooses the guest name from the reservation and populates the Message For and Language fields. In the Message from field enter the name of the person who the message is from.




5. Choose the Title (of the person who the message is from) from the list of values.

6. Enter the Company name if applicable.7. From the list of values choose the message text. Message text’s are pre-

defined by the hotel at the time of configuration. If none of the message text is applicable leave the field blank. Users can use the white box on the right hand side of the screen to enter a personalized message.

8. Enter the Telephone number. Once the phone number is entered and the tab/ enter key pressed the fields from the left hand side of the box get populated into the blank white box. As mentioned previously, users can edit the message from this box.

9. To print the message click on the Print.10.Click on Save to save the message. Opera displays a prompt screen

11. If the hotel has a telephone interface, clicking Yes on send this message to the selected guest will turn the telephone message lamp on. This brings users back to the Messages Screen.

12. Click on Close to close from the screen and return to the Reservation Options Screen.

Deleting a Guest Message

1. From the Main Reservations Screen click on Options.2. Click on Messages. This will display the Message Screen.




3. From the grid highlight the message that needs to be deleted. 4. Click on Delete. Opera displays a prompt screen

5. Click on Yes. This will take users back to the Messages Screen.6. Click on Close from the Messages Screen to return to the Reservation

Options screen.




TRACES

Traces are electronic reminders and messages sent among departments of the hotel. Traces have an action date and once the task is carried out it is recorded in Opera as completed.

Creating a New Guest Trace

1. From Telephone Operator Screen (Ctrl + F7) select the name of a guest.2. Click on Traces. This will display the Traces Screen.

3. The top half of the screen displays guest details from the reservations screen. The bottom half of the screen displays Trace details. Click on New to create a new trace. Opera displays the New Trace Screen.




4. Choose the From and To date for the trace.5. From the Dept Name box select the department for which the trace is

being created. Ensure that a is marked against the department name.6. Each department has specific trace texts which are pre-defined by the

hotel at the time of configuration. Choose the trace text by highlighting it and double clicking on it. This will display the trace text in the Text box.

7. User can make changes to the trace text from the Text box. A different trace can be added here if none of the Trace texts corresponding to the department name are applicable.

8. Click Save to save this trace and add additional traces.




9. Click OK to save and exit from the screen.




Creating a Group Trace

1. From the Telephone Operator Screen, highlight a guest from an appropriate group.

2. Select the Traces button. 3. Select the New button. 4. Select a trace date so as to notify the responsible department on the date. 5. Select the trace department who will be advised of the group trace. 6. Select one of the trace texts by clicking and dragging or by double clicking the

item to the text field. 7. Select the Save button. 8. Opera prompts whether the change should be applied to the entire group of

specific guests. Select the option to save the trace for the entire group.9. Press Enter to confirm the saved trace. 10. Select the Close button.

Resolving a Trace

1. Highlight the guest trace you wish to resolve. 2. Select the Traces button. 3. Select the Resolve button thus changing the status of the trace to being

“resolved.” 4. Select on the Close button.




Room Plan (Ctrl + F3)

The room plan quick key (Ctrl + F3) provides a summary of all rooms and the movement in these rooms. From Miscellaneous> Show Quick Keys click on

or press Ctrl + F3.

The first screen displayed is a Room Plan Search screen. Users can enter the desired search requirements here.

Room Plan Search Screen- Field Explanation

Property: Provides the ability to view the room plan across different properties. This field is only available in a multi property set up.

Start Date: Users can define a start date from which they would like to view the room plan

Rooms: This field can be used to input specific room numbers. Multiple room numbers can be entered using comma(,) as a separator.

Room Features: Allows the display of room plan based on specific room features.




Room Class: Ability to select room class from the list of values. Only the rooms belonging to the selected room class will be displayed on the room plan.

Smoking: Users can select the smoking/ non- smoking feature of the room. The room plan will then display all rooms that have that feature recorded.

Grid DetailsThe grid lists all the room types in alphabetical order. Specific and multiple room types can be selected by click on them and ensuring that an X mark is placed against them.

Button Options

All: Allows user to select all the room types from the grid None: This button allows users to unselect all the room types selected

from the grid. Search: Click on Search to proceed to the next screen Close: Click on Close to exit from the screen.

Click on search to proceed to the Room Plan Screen. Opera displays the following screen:




The above room plan screen is an eight day summary of statistics for all individual rooms, in ascending order, that are part of the property. The

Room Plan Screen- Field Explanation

Room: Displays the room number. Type: Displays the room type corresponding to the room. Status: Displays the current status of the room. Start Date: Allows users to change the start date. Rooms: Users can search for specific room numbers by inputting the

numbers here separated by a comma. Zoom: This checkbox changes the display of the grid to provide a 31 day

summary.

Button Options

Scope: Takes users back to the room plan search screen




Close: Used to close out from the current screen.




Room Plan- Right Click Option

Right clicking anywhere on the grid body of the room plan screen provides various options.

Reservation: Allows users to edit a reservation from the room plan grid. This option is only available if a user clicks on a reserved/ in-house cell.

New Reservation: Allows users to create a new reservation. This option is only available if a user clicks on a empty cell.

Room Move: Provides to ability to conduct a room move. This option is only available to users if they click on a inhouse cell.

Room Block: Allows users to block the chosen room for a reservation. Extend/ Reduce: Allows users to extend or reduce the length of stay. Out of Order/ Service: Provides the ability to set a room as out of order/

out of service. Check In: Provides the ability to check in a guest. This option is only

available if users click on a reserved cell. Walk In: Allows users to perform a walk in reservation. Daily Events: Displays the property calendar.




Occupancy Graph (Shift + F1)

The occupancy graph provides a graphic display of hotel occupancy levels for a week or a month. Users can choose to include tentative reservations.

From Miscellaneous> Quick Keys, select or click Shift + F1. Opera displays the following search screen.

Occupancy Graph Scope- Field Explanation

Property: In multi-property set up, users can choose a property from the list of values.

Start Date: Allows users to choose a start date for the occupancy display.




Room Class: If the hotel is working with room class, users can choose a room class from the list of values to display occupancy figures for the room class.

Include Non Deducted: This checkbox allows users to include tentative reservations in the occupancy figures.

Show Grid: Tick this checkbox to display grid lines on the occupancy graph.

Day: Allows users to choose a daily display. The radio buttons with numbers allow users to choose the length of the display.

Week: Allows users to choose a weekly display. The radio buttons with numbers allow users to choose the length of the display.

Total: Tick this radio button to display the both FIT reservations and block reservations.

Reservations: Tick this radio button to display only FIT reservations. Blocks: Tick this radio button to display only group reservations. Room Type: Allows users to select specific room types. As a default all

the room types are checked, this can be changed by un ticking the room types that are not desired.

All: Use this radio button to select all the room types. None: Use the radio button un-tick all room types. Search: Allows users to proceed to the next screen once the search

criterion has been selected. Close: Allows users to exit from the screen.

Click on search to display the occupancy graph.




The screen above displays the occupancy for 8 days with the days/ weeks on the horizontal axis and the no.of room on the vertical axis.

The red stack bar indicates the definite reservations. The green stack bar indicates the tentative reservations. The numbers against the stack bar display the actual no.of rooms occupied.

Start Date: Allows users to change the start date for the occupancy display.

Show Grid: Tick this checkbox to display grid lines on the occupancy graph.

Percentage: Tick this checkbox to display the occupancy in %age




: Use these right arrows to see future dates. Use the left arrow to view past dates. Use the double arrows to move forward/ backward a 8 days/ weeks.

Print: Allows users to print the occupancy graph. Scope: Click on this button to return to the search screen. Close: Click on close to exit from the current screen.




Floor Plan (Shift + F5)

The floor plan quick key displays a plan/ layout of each floor in the hotel including all the rooms belonging to the floor and the display of status of each room.

From Miscellaneous> Show Quick Keys, select or press Shift + F5. Opera displays the following screen:

The grid lists all the floor set up in the hotel. User can choose a floor by highlighting it and click on view to display the floor plan.

In a multi- property set up the property field can be used to view the floor plans in a different property.

Button Options

New: Based on user permissions this button allows users to create a new floor.

Edit: Based on user permissions this button allows users to edit/ modify a floor layout.




Delete: This button is used to delete an existing floor. This option is available to users that have been allocated user permission to delete a floor.

Copy: This is used to copy the floor plan of an existing floor into another floor.

Rm Layout: Displays the room set up of each room type. View: Allows users to view a floor. Close: Used to exit from the current screen.

Click on View to display the floor plan of a chosen floor.

The colour coding of each room reflects the housekeeping and front office status of each room.

CL/OC: Clean/ Occupied CL/DN: Clean/ Departure not paid (expected departure) DI/OC: Dirty/ Occupied




DI/DN: Dirty/ Departure not paid. PU/OC: Pick up/ Occupied PU/DN: Pick up/ Departure not Paid CL/AE: Clean/ Arrival Expected CL/VA: Clean/ Vacant DI/AE: Dirty/ Arrival Expected DI/VA: Dirty/ Vacant PU/AE: Pick up/ Arrival Expected PU/VA: Pick up/ Vacant OO/OS: Out of Order/ Out of Service




Maximum Availability (Ctrl + F8)

The maximum availability screen displays the maximum and minimum number of rooms available for each room type for a specified date or date range.

From Miscellaneous> Show Quick Key menu bar option, select or press Ctrl + F8. Opera displays the maximum availability screen as below:




Users must enter the desired search criterion and click on search to view the results.

Field Explanation

Property: In a multi- property set up users can use the list of values to display the maximum availability for another property.

Start Date: Allows users to select a start date for the availability search. Room Class: Use the list of values to filter maximum availability by room

class. This field is only available if the hotel is working with room classes Days: Allows users to define a date range. The + or – buttons can be

used to increase or decrease the number of days. Include Overbooking: Tick this checkbox to include overbooking in the

availability figures.

Button Options

Turnaways: Use this button to record a turnaway. Search: Click on search to proceed to the next screen and display the

results. Close: Click on close to exit from the screen.

Grid Details

Room Type: Displays the room types set up in the hotel. Hotel Availability: Displays the total amount of rooms available to be

sold. Maximum Availability: Displays the maximum no.of rooms available to

sell. Total rooms less Out Of Order rooms less Definite reservations Minimum (Tentative): Displays the minimum number of rooms available

for the hotel to sell- these figures include both definite and tentative reservations.

RC Total/ Total: Displays the inventory totals for all categories.

Click on Search to displays the maximum availability




Maximum Availability for a Range of Dates

For a range of dates, the lowest maximums and minimums are calculated through the entire period. For example, assume that on Day 1 the maximum available deluxe was 10 and on Day 2 the maximum available deluxe is 8. The maximum available for that range would be 8. Similarly, if the minimum available deluxe for Day 1 is 8 and minimum available for Day 2 is 6, the minimum available for the range would be 6.




Telephone Book (Shift + F7)

The telephone book is a repository of all information for guest referral. Information is stored in categories such as hotels, restaurants and transportation. Phone numbers, addresses and other details are available from the telephone book. Searches can be performed by category or by partial name.

From Miscellaneous>Show Quick Keys, select or press Shift + F7.

Field Explanations

Property: Provides the ability to display the telephone book for another property in a multi-property set up.

Partial Name Search: Allows the users to conduct a partial string match search for all items in the telephone book. The partial name search uses wildcard to search for the criterion input in this field. For example, if users input EM- opera will display all entries that contain EM, start with EM or end with EM.

Category Search: Use this field to search by category




Button Options

Category: Use this button to add a new category in the telephone book. New: This button allows users to add a new entry in a category. Delete: Allows users to delete an entry or a category. A category cannot

be deleted if it has entries within it. Print: Allows users to print the telephone book entries currently displayed

on the screen Preview: Use this button to preview the entries of the telephone book. Close: Use this button to exit from the screen.




Calendar (Ctrl + F4)

The calendar displays hotel availability at a glance for each day and shows any events set up for these days.

From Miscellaneous> Show Quick Keys, select or press Ctrl + F4. Opera displays the property calendar as below:

The calendar defaults to the current month with the business date highlighted by a blue box, users can use the tabs on top of the screen to select a different

month. User can use the arrows to move a year forward or back

Hotel availability for each date is displayed along with any event recorded for that date. The legend button will display any day types set up.




Simple Diary (Shift + F9)

The simple diary displays the catering events booked in a hotel and the function rooms allocated to these events on a particular date.

Catering events can be created for business blocks and function room space allocated for these events.

Users are first prompted with the following search screen:

Property: In a multi property set up users have the ability to view simple diary for a different property. Use the list of values to select a different property.

Event Start Date: Select the date for which the events are being searched.

View Type: Provides users the option display the simple diary for different periods.




Once users click on OK the simple diary screen is displayed as below:

Search Options

View Type

Function Rooms

Event Status

Search Criterion Property: In a multi-property set up users can use the list of values to

display the simple diary for another property. Start Date: Allows users to change the start date for the display of the

simple diary. Users can use the calendar and choose a date or simply type in the date as free format text in the date field.

Space: This refers to the function rooms set up in the hotel. Use the list of values to choose specific function room/s.

Event Label: Allows users to change the label of the event in the display on the grid.

View Type: Users have the option to change the view type from this screen to either narrow the range of display or broaden it.




Event Status: At the bottom of the screen users are given the option to choose the event statuses for display.

Grid Details The horizontal bar on the grid displays the time slots in 1hour intervals. The vertical bar on the grid displays all the function rooms set up in the

hotel. A timeline is displayed against each function room for the event booked.

The colour coding is based on the status of the event.

Button Options Search: Click on search to refresh the grid with the search criterion

entered. Advanced: Displays additional search criterion for the diary. Account : Quick link to the account profile screen Contact: Click on the contact button to display the contact profile screen

for the event selected Bus.(iness) Block: Quick link to the business block screen of the selected

event. Event: Displays the detailed event set up screen. Users can edit the

details of the event or create new events from here. Resources: Only available if Opera Sales and Catering license is turned

on. This displays the resources linked to the event Sub Events: Displays the sub events linked to the main event highlighted

from the grid. Additional sub events can be created from here. Shared: ? OB Events:? Waitlisted: Displays all the waitlisted events for the day. GRC: Quick link to the Group Rooms Control Screen No Space: ? Print: Allows users to print the function diary. Close: Click on close to exit from the simple diary screen.



Documents

001_1 Quick Keys.doc