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HOTEL MANAGEMENT SYSTEMS
MEETING THE TECHNOLOGY OF THE NEXT GENERATION
ACSUSS Hotel Management Systems (HMS) is a new state of the art; Windows based Property Management System that incorporates the latest in advanced technology. It is designed to provide all the features of a sophisticated Front Office system linked with other computerized hotel applications on the same relational SQL database.
The ACSUSS HMS enables maximum performance, utilizing the latest in Client-Server technology. Together with the use of a modern GUI it offers the ultimate system for any Front Desk. The system is a most powerful and advanced Front Office system based on years of experience and on highly sophisticated development and focus teams, including superior hoteliers, engineers and front office specialists. These teams have researched and 'brainstormed' to meet the highest standards of the hospitality industry for the next century.
EFFICIENT MANAGEMENT
 ACSUSS HMS places all the vital information needed for optimum operation at the manager's fingertips. All information can be viewed on-line, printed in a large variety of reports or shown on graphs. Advanced icons and color-coding give the managers an excellent overview of all hotel operations and allow them to maintain precise management controls. It is a profitable marketing tool, as it captures a wide range of data needed to make the correct marketing analysis. Information analysis is simple and precise, emphasizing revenues, budgets and yearly comparisons in combination with data of occupancy, segmentation and other guest information.
ACSUSS HMS enhances reservations management, streamlines all accounting and billing, upgrades guest services, boosts staff productivity and improves marketing and sales performance for all types of hotels. It provides the hotels with all the tools necessary to give better, more personal and more efficient service to the guests, the result being an increase in the average price and the occupancy of the hotel, in an environment that is constantly more demanding and more competitive.
EASY, FRIENDLY OPERATION
ACSUSS HMS has a unique open architecture as a result of using standard industry development tools such as The Windows Graphical User Interface helps simplify data entry, management inquiries and financial reporting. The simple user interfaces also makes learning and using the system easy and quick, no matter how big your hotel.
Using any combination of keyboard, touch screen or mouse, the user can easily enter any data into the system and retrieve all the information easily, quickly and efficiently. ACSUSS HMS is designed for simple operation and maximum flexibility in functionality and performance that creates a profitable and smoother operation.
FLEXIBLE, CUSTOMIZED CONFIGURATION
 ACSUSS HMS has a flexible, open architecture that makes it simple to define according to each individual hotel requirements. The hotel may define its rooms by their features, group them together into different buildings, wings, room types and room categories. It may also define unlimited number of user-defined packages and plans, connected to different prices controlled by a sophisticated rate management. It handles travel agents, tour operators, companies and other kinds of customers each with its own contract and room allocation. Other services can be easily defined in the system including fixed or flexible prices. Accommodation rate tables are as flexible as they can be and can be entered in different formats.
A simple, easy to use set-up allows for rapid implementation in any hotel or resort enterprise. Use of varied definitions such as; room type, room category, wing, and more, are important features of the ACSUSS HMS. Special services are easily defined with guest service in mind using VIP, company, agent and guest profile information. Room rate tables are flexible and may be used in varied formats.
The user may also define an unlimited number of guest packages and plans, in conjunction with prices controlled by a sophisticated rate management module. Contract and room allocation agreements are easily stored in the system guaranteeing a swift reservation process with your all important business and agent accounts.
The unique design and engineering of ACSUSS HMS allows this state of the art HMS to be tailored to specific hotel needs and operations. The main advantage is that it is designed to meet each hotel's needs and procedures and not vice versa.
FEATURES
Hotel Setup
- Define unlimited types of rooms like smoking, nonsmoking, standard, luxury, single, double, cottage etc.
 Take a photo of each room and store it in the room screen. When a guest at the desk wants to see a room shows him the photo. - Identify extensive room attributes (view, characteristics, facilities etc.), connections to other rooms.
- Define unlimited rate types, like rack, corporate, government, seniors, special, etc.
- Set up rates for next year now. You can take reservations as far into the future as you want.
- Set up all your corporate and direct bill names & addresses. Handle direct bills & invoices quickly & professionally.
- Save a tree! Specify which night audit reports need to be printed and which don’t. Or even print the entire night audit to an e-file and emails to head of department for paperless audit. Save lots of trees!
- Set up daily, weekly, or monthly rates. Revenue for weekly and monthly rates is automatically distributed evenly over the stay so management reporting is accurate.
- Add a catchy advertising line to your folio to attract guests for more business, or just to offer a friendly greeting. Print colour or b&w logo on folios, letters, registration cards. Attractive and saves up lots of cost for large hotels.
Reservations
- Designed for speed. Your focus is your guest, not the computer.
- Email a confirmation to a guest instantly! (Requires Microsoft Outlook) as well as SMS confirmation.
- Easy review and edit of any reservation with speed search capability. Search reservation and guest file on any field in the file.
- Pull all guest data from guest history as you take a reservation. Get spelling right and all other information every time. You never need to bother your repeat customers with the information again. Automatically reuses address, phone, preferred room type, room number if available, smoking/non smoking, settlement, credit card information, corporate account.
- Quick availability and rate screen when you star a reservation. Before you start you know what’s available instantly, and exactly how much it will cost the guest, even with yield management in effect.
- Automatically charges weekday and changes to weekend rates. Can also be set to charge a different rate every day of a multi day stay.
- Shows number of visits, v.i.p. status, # of no shows & cancellations, and total previous revenue when copying from history.
- Records and shows you history notes for special guest requirements for value added service opportunities. What do guests think when you remember they like extra pillows? They LOVE it!
- Automatically remembers the bad-list (people not welcome back). Make sure you don’t take that guest who damaged his room last time.
- As you take the reservation, pick the rooms yourself (called manual blocking) or let the computer find a room. Speeds reservations fast!
- Book multiple rooms with one reservation.
- Pop up all hotel, occupancy, guest, housekeeping and miscellaneous information on the screen as you take the reservation. Complete information at your fingertips when you need it.
- Pre-prints registration cards. Re-prints registration cards. Prints registration cards that were taken since the last time you printed them.
- Prints an end of day reservation log to review reservations made that day.
- For each guest you can see a complete log of changes made to the reservation.
- With Windows your reservation screen is only a hot key away no matter what you are doing (even from other programs like Word, Excel, Word Perfect etc.
- Cancellations are automatically assigned a cancellation number and saved in history. Also records the date, time, operator and secretary’s name if the guest doesn’t call himself.
- Specify required confirmation letters or deposit letters for automatic printing by the night auditor.
Group Module
- Full group management system with excellent booking flexibility.
- Book different number of rooms for the group on each night. Easy to come back and change the room blocks after.
- Fast assign names to rooms screen looks just like a rooming list. Group guests can arrive days early, leave later, and can be changed any time.
- Automatically creates sharer folios as required.
- Master folio always created for group charges, plus incidentals folios created automatically for every guest.
- Instant Check In feature puts 100’s of reservations in house in seconds.
- Instant Check Out feature.
- Transfer charges let you quickly move all or specific charges between folios in seconds.
- View group blocks tentative and confirmed on the room inventory screens.
Front Office
- Check-in guests with as little as 7 keystrokes! Walk-in a guest on the same screen, not a different one.
- Walk-in guests from the history file and you have all the guest information instantly.
- Integrated to MyKad reader, a reader that read identity card information without the need of user to enter the information manually. This will not only reduce human typo error but also reduce the time of a long queue. When needed, guest’s photo can also be captured from the MyKad automatically.
- Integrated to credit card machine, to fill in the name, address, credit card info and drivers license number. Reads both credit cards and driver’s licenses. Makes walk-ins incredibly simple and accurate.
- Your guest needs only to sign the computer preprinted registration card and in seconds he is on his way to his room.
- Walk-in process shows rates and availability just like when you take a reservation, all impacted by yield management.
- Exactly the same screen to use as reservations (in fact reservations, check-in, edit in house guest, check-out, and create additional account screens are all identical.) You learn one; you’ve learned them all!
- The computer finds clean vacant rooms automatically and assigns them. Can’t double occupy a room. Warns you of dirty rooms, but lets you continue if you know the housekeeper has just finished.
- Record charges or payments as you check-in for cash customers. When you check in a guest and settlement is needed, it shows you how much to collect.
- Express checkout feature saves line-ups in the morning. If you have the optional movie interface, express check out right from the TV.
Hotel Room Status and Lookups
- Lookups are so fast they virtually eliminate the need for printing arrival lists, in-house lists etc. handle guest inquiries with instant on screen lookups over top of whatever else you are doing. Much faster than older systems!
- Over top of any program, pop up the availability screen, room status, guest account, guest messages, name search, search by reservation number, room number, room rates, room status, quick rate calculator, travel agent and corporate customer information.
- All look-ups feature speed search for instant find, and text search for lookups on any field in the file.
- Put rooms in/out of order for repairs and maintenance.
- Housekeeping features automatically set room status as dirty or clean.
Guest Folio
 Fast single one line per charge screen for recording all payments and non-room charges like meals, telephone, pay per view, services etc. and automatically applies taxes and surcharges. Simple easy to read screen facilitates swiveling the screen for review by your guest to confirm the account transactions and balance. Fix disputes on screen without reprinting the folio. - Immediate review of the transaction with taxes etc. as you enter it, and shows effect on guest balance so you get it right before posting. Dramatically cuts errors and corrections.
- Special account functions include transferring all or selected charges from one account to another, creation of additional accounts, account sharing, checking to see if a guest has additional accounts, canceling a checkout.
- Powerful rate control includes seasonal rates, weekend rates, and different rates for each day of a multi day stay.
- Controls out of balance postings to the special folios like daily cash sales etc.
City Ledger
- Prints direct bill invoices immediately for fastest A/R turnaround. Reprint a detailed bill from history instantly for as long as you keep folio history (2 gigabyte hard disk can accommodate 5 years!)
- Fully integrated to the city ledger in the Back Office module (optional), with automatic transfer of direct bill accounts to the city ledger. (Requires the Back Office module for tracking account receivable, statements, running letters etc.)
- Use the report generators to assess past and future booking patterns and value added by corporations. Target your market and increase your sales effectiveness.
Recording Sales in the Restaurant, Gift Shop, etc.
- Run all other sales, receipts etc. through the front office system so that the daily revenue report shows all activity for your property, not just rooms. This also simplifies your accounting and balancing, by using system to compute the general ledger journal entry for the entire property.
Night Audit
- Updates hotel status and reporting on no shows and stay-over,
- Today’s arrivals and departures list,
- Posts room charges, taxes, surcharges to guest folios & your files.
- Reports on direct billings & transfers direct bill balances to the Back Office module (optional module)
- Shows high account balances, and guest ledger balancing.
- Travel agent commission with transfer to the accounts payable ledger in the back office (optional) module,
- Complete detailed charges report, with summary totals for posting to general ledger.
- Daily revenue report for all hotel activities, with monthly and yearly comparison. Shows room charges, other charges, receipts by method of payment.
- Detailed daily/weekly or monthly/yearly statistics report with average daily rate, percentage occupancy, number of new reservations, cancellations, changes, check-ins, walk-ins, check-outs, no shows, stay-over, rooms available, out of order, occupied, vacant, number of complimentary rooms. The daily revenue and statistics reports summarize complete hotel management information on a few pages. Your most important daily report.
- Transfers checked-out guests to history, transfers folios to history, and checks the integrity of data files.
Housekeeping
- Instant room status review and update.
- Housekeeping report for the maids show clean or dirty, occupied or vacant, when guests are checking in, when they are checking out, who is staying over, and which rooms are out of order. Gives housekeeping a place for notes too.
History and Marketing
- Retain every folio and every guest detail for instant access.
- Copy from guest history for new reservations and repeat guest walk-ins.
- View guest history right on-line.
Central Reservation System
Central Reservation System is the combination of Booking Engine and Online Contracting system where a hotel may manage rates and allotments for all types of markets, such as internet direct customers, travel agents and corporate clients.
- Real-time Rates and Availability Information in Hotel Website (24/7 basis)
- Comprehensive Reports to Monitor Reservation/Booking Activities - even DENIED Bookings due to unavailable inventory in the system
- Enable Creation of Unlimited and Distinct 'Rate Tiers', Based on Each Market Segment
- Maximize Room Allotment Utilization by Sharing of Room Allotments among Rate Tiers (Rate Plans) Dynamically
- Easily-applied Seasonal Rates for Rate Tiers, using 'Rate Templates' Feature.
- Multiple Payment Method Options for Travel Agents / Corporate Client Accounts.
- Reservation Page (Booking Page) Featuring Promotional Items with Image
- Customized Room Preference to Enhance Guest Pre-staying Satisfaction
- User-friendly Reservation/Booking Page - Easy and Clear Navigation for Guests in Making Online Reservations/Bookings
- Reservation/Booking Page Revealing Complete Hotel Information
- Allow Multiple Room Bookings (different room types and occupancy) in ONLY ONE Reservation
- Bookers Can Fill Guest Names in Every Room (Rooming List)
- Differentiate Room Rates for Weekends / Weekdays
- Enables Modification and Cancellation of Online Booking / Online Reservation
- An E-mail Assignment Feature Monitors System Activity
- Multi-Property Reservation
Built In Reports
All reports may be printed, instantly displayed, or sent to Lotus, Excel, or ASCII, or Word /WordPerfect Mail Merge.
- End of shift report
- In-house list
- House status report (everything you need to run your property on one page in the event of a power failure or computer hardware breakdown.
- Today's room inventory
- Expected arrivals
- Expected departures
- Availability report
- Availability forecast
- Rooms booked analysis
- Group Sales Forecast
- Room Availability Reconciliation report
- Occupancy Forecast
- Market Segment Analysis for past and future
- Guest charges report
- End of day reservations log
- Housekeeping report
- Guest Ledger & High Balances
- Post Room Charges
- Total Charges for the day and General Ledger posting
- Daily Revenue and Statistics report
- Direct Bill (Accounts Receivable) report
- Reports on all master files, with user defined option for selected fields, sorting and selection filter.
- Reports as shown above from night audit.
- All night audit reports may be previewed to check accuracy before running the actual night audit.
MEMBERSHIP MANAGEMENT SYSTEMS
The Membership Management System is a comprehensive and highly flexible membership management software application incorporating recording, reporting, billing and marketing functions.
The system is highly configurable to enable its presentation and behavior to be tailored to suit the varying needs of different types of membership situations. The software has been written to meet the specific needs of club and association memberships, and can also be used as a database and marketing tool for non-members and prospects.
The system shares data with other applications from Golf Computer Systems such as bookings, POS and golf management, to ensure that entry of information is not required to be duplicated.
Features incorporated in the system include:
- Multiple memberships’ numbers available per member.
- Multiple addresses per member.
- Multiple contacts per address per member.
- Multiple mailing lists per address per member.
- Multiple e-mailing lists per address per member.
- Family member linking displays family members on each member’s record.
- Family relationships display on member records.
- Marketing information such as member interests is fully user-definable.
- Corporate members as well as individuals.
- Member category change history, date and comments are recorded.
- Address change history automatically recorded.
- Members can be grouped in any number of groups for reporting purposes.
- Detailed ledger with full transaction drill-down.
- Highly flexible member billing.
- User-definable invoice layouts.
- Periodic billing may be yearly, half-yearly, quarterly, monthly etc..
- Ability to apply non-standard billing across membership outside of billing cycle.
- Ability to bill selected categories based on anniversary of member joining dates.
- Manual billing calculates pro rata charge through a partial billing period.
- Non-standard fees can be applied to any manual invoice as necessary.
- Family billing to single account.
- Ability to alter fee amounts on manual invoices.
- Any fees can be applied on pro-rata basis.
- Automatic tax calculation included where applicable.
- Ability to exclude selected fees from tax charging.
- Multiple taxes can be applied on a fee by fee basis.
- Comprehensive fee installment billing and tracking.
- Automatic billing of installment administration fees.
 Comprehensive periodic Direct-Debiting of member bank or credit card accounts.- Direct-Debit setup, billing and dishonor fees may be automatically applied.
- Direct-Debit rules may be applied to individual fees, transaction types, or members.
- Fees such as levies can be limited to a number of times charged or a total value charged over time per member.
- Early payment discounts may be incorporated on invoices at fixed or percentage rates.
- Charging of penalties for late payments.
- Charging of interest on overdue fees can be limited to selected fee types.
- Interest charging at fixed or annual rate.
- Gratuity charging rules may be applied by fee and/or by member category.
- Point of sale transactions can be accepted to the member's ledger via a live interface, either in summary or detail.
- Receipt printing - user-definable layout.
- Receipt and invoice reprints.
- Bank deposit documentation may be produced from receipting data.
- Cash or accrual financial reporting.
- Detailed revenue analysis available both on billing and receipting transactions.
- User definable messages for printing on invoices.
- Card swipe recognition of member.
- Membership card sequencing and printing.
- Wide variety of reports and report filtering.
- E-mail broadcasting from within the system.
- Mailing labels.
- Utility to quickly build mailing lists and attach members to mailing lists.
- Report designer incorporated to allow user-designable report layouts.
- Data export features for use in spreadsheets and mail merges.
- Login security and restrictions by staff member.
Exceptional Accounting Features
 The accounting functions incorporated into the system are extensive, and cover the important areas which are typical to membership billing. The system operates a debtors or accounts receivable ledger, and generates member subscription or dues notices. Subscriptions may be charged periodically, (yearly, half-yearly, quarterly etc.) or may be generated based on the anniversary of the joining date of each member. Fees such as member subscriptions, nomination fees, affiliations and levies can be established in the accounting modules, and these fees can then be linked to member categories. In doing so, each member in a category automatically inherits the set of fees linked to that category. Additionally, fees may be linked directly to individual members, thereby bypassing the category linking described above. A locker fee for example is likely to apply to an individual rather than to all members in a category. The ability to link fees to an individual member takes care of this situation. Individual members can also be exempted from specific fees to which they would otherwise be linked via their membership category.
All fees may be pro-rated, and the pro rata calculation may be varied per fee by allowing you to specify the pro rate base (year, quarter, month etc.) and the pro rata divisor (month, week, day etc.). The method by which the computer is to handle a partial pro rata period is also definable. Fees may be set up to charge to only one gender of member, and may be set to round up or down to a specified multiple, thereby removing cents from calculations for example. The frequency with which a fee is charged is similarly definable to accommodate half yearly fees or monthly fees which may be applied outside of the usual annual billing process. Fees may be flagged as being taxable (including GST and VAT), and may also be flagged to disable them, thereby excluding them from billing runs.
Just as the system is able to bill members, it can of course process member receipts, credits notes, and adjusting journal entries. A full analysis of monies received and the allocation of receipts against fees charged may be produced in the system.
Fees may be paid in installment within the system. These can include subscriptions payable over the billing period (a yearly subscription broken down into 4 quarterly payments for example) or may include a fee payable over a number of years such as an entrance fee. Each installment is created as a future transaction and can be reported upon, either as a schedule of future payments due per member, or across your membership as a whole. This reporting mechanism can be limited by date range to provide the revenue due from installments year by year if required, or due each quarter as in the earlier subscription example.
A highly comprehensive direct debit system is incorporated into the account function's, allowing you to process periodic direct debit charges against member's bank or credit card accounts for payment of subscriptions or charges. Fees can be selectively tagged for direct debit payment, or all fees can be applied for direct debiting. Fees can be separated from journals to allow differing behavior for direct debit purposes. All point-of-sale transactions can be directly debited in the period in which they occur, while subscriptions can be billed over the period remaining until the member's renewal for example.
 Interest may be charged on overdue accounts. You may select certain fees on which interest is chargeable, and exclude others. The annual rate of interest may be set per fee. In the case of taxes, interest may be excluded from being charged on the tax component of an outstanding balance, and interest may be excluded from being taxed when charged.
Communicating with your Members
Messages may be entered in to the system for notification to individual members, or to all members in a specified category or range of categories, or simply to all members. We offer a touch screen kiosk/terminal which can be located in a public area of the club to enable members to interact with information on the database as the club sees fit. This includes presentation of messages for the member. The member can then deactivate the message(s) once read. This process is time and date stamped and logged for your records to show receipt of a message by the member.
RESTAURANT MANAGEMENT SYSTEMS
POS On! is fast, easy and flexible. Countless features designed specifically for the table service environment make communications and order management much more efficient. Beyond improved service and reduced labor costs at the point-of-sale, POS On! gives you the powerful of backoffice tracking and analysis so you can make fast, informed management decisions. Choose the traditional touch screen or give your servers the wireless ordering for the ultimate in improved service and efficiency.
 Intuitive Touch Screens
POS On! offers a vast selection of features that help shape the way you serve. POS On! intuitive touch screens put the user in control with the touch of a button, making operating and customizing the system a snap, allowing you to decrease training time and increase employee productivity. From the table layout screen that shows the current status of every table in the house to onscreen lists of daily specials, the POS On! module puts your business at your fingertips… and makes it easy, too. Whether you’re printing individual, combined or split checks, modifying orders or transferring tables, training time (and costs!) for your servers and bartenders will be cut in half.
Powerful Management Functionality
Managing a restaurant has never been easier – because the system puts you in control. Special messages can be entered to appear on screen, keeping your employees informed and in the know.
POS On! comprehensive reporting package allows you to keep track of real-time sales results and other data. The system makes front-of-the-house operations a breeze without sacrificing security and control. With extensive front-of-the-house reporting features like real-time sales statistics, product mix reports, employee check-in stats and server sales, you’re able to spend more time with your customers and still keep up with the latest profit margins and performance measures.
Floor Management: Maximize Efficiency
- Fully configurable table layout interface (design it according to your physical number of tables)
- Maximize seat utilization by viewing your occupied table, available table, table served time, and other information directly from graphical table layout screen
- One click access to order entry screen for Dine In, Delivery and Bar orders from within the program's main screen
- Combine several tables into a single one for large parties
- Split the payment of an order into the several members of a table
- Instantly track covers for more efficient kitchen and server management
- Administration (menu changes, employee permissions, etc.) from remote location with 'on the fly' update to each station's database
- All stations can be managed from the server in case one of them crashes
- Remote kitchen & bar printer support (handles up to 10 kitchen printers per station)
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