Hotel Management



Our hotel management system has modules for multifaceted peculiarities of different departments in hotels and their operations. Knowing the challenges presently confronting the hospitality industry and the major stakeholders therein, the trend of the business thus requires the use of modern technologies for the major players to break even in the industry, our hotel management system comes with a mobile app through which the owner of the hotel can monitor every transaction taking place in the hotel thereby blocking the room for fraud.

Newage Hotel Management System is loaded with features that have automated platforms such as:

User Management

  • Management of multiple hotel properties with Management/Super Administrator/Administrator logins
  • No limit to the number of (staff) user accounts
  • Real time financial status available to authorized users.

Hotel Administration

  • Forecast for Inclusions based on occupancy
  • Staff training aids
  • Internal messaging system
  • Aids to revenue management, forecasting, marketing, campaign management
  • Promotional mail or email campaigns
  • Report of guests scheduled to arrive/depart on a specific date

Accounting

  • General ledger
  • Profit/cost centres
  • Automatic direct billing from front desk
  • Printing and mailing of room/monthly guest bills to companies
  • Statement print/email with past due messages
  • Ability to flag accounts due for payments or payment delays
  • Vendor details (mail and email addresses, phone numbers, contact names, products, prices, etc.)
  • Accounts payable
  • Contract/subscription recurrent payables
  • Cash requirements forecasting
  • Accounts receivable
  • Aged debtors
  • Provisions for bad debts
  • Payment of Travel Agent commission
  • Audit trails (who changed, what and when)
  • QuickBooks/Sun Accounts/Other Interface modules

Reservations Management

  • Room status - available/reserved/checked-in/checked-out/blocked
  • Room availability lookup, summary & stay information grid
  • Details for a returning guest automatically filled in the reservation screen
  • Guest details: name, address, email address, fax number, phone number, credit card(s), company, member/number, preferences, free format notes
  • Historic and current records (mail and email addresses, phone & fax numbers, contact names, etc) of and revenues from/payments to travel agents, sources of business, groups, companies etc in a central database
  • Credit limits for guests, companies, agents, etc
  • History of guest hotel stays including dates, rates paid, total expenditure, sharers, preferences, notes
  • Search for a reservation by last name, first name, group name or confirmation number all from a single search
  • Override standard room rates/packages with appropriate authority
  • Special guest requests including for a specific room, adjoining rooms, same floor rooms
  • Late arrival/check-in, early check-in, late checkout (with an option to surcharge)
  • Group reservations (multiple rooms under one name/bill).
  • Record name & room number of group leader
  • Inquiry on guests scheduled to arrive/depart on a specific date
  • Sources of business/travel agent codes and information (for calculation of and payment of commission)
  • Collection of deposits for room reservations
  • Reservation confirmations by email

Rates Management

  • Number of seasons covering multiple years supported
  • Special pricing for holiday, weekend or other short-term event periods
  • Special pricing for Adults & Children
  • Support for unlimited Add-on services appropriate Revenue distribution
  • Negotiated Rates with flexible Commissions/Discounts for travel agents, sources of business etc
  • Surcharge for extra persons
  • Daily & Long-stay rates with promotional Discounts
  • Group discounts/surcharges
  • Multiple rates & rate types support in a single stay
  • Centralized rates
  • Rate management grid allowing you to set up and change Daily or monthly rate
  • Inclusive exclusive set up of rates

Online Bookings

  • Integrated Web Booking module for the Hotel website
  • Enter start/end stay dates and room selection
  • View real time room availability and price
  • Real time confirmation of booking to customer
  • Offer Multiple Rates & Packages based on stay dates
  • Single & Multiple room bookings with policy based deposits & Guarantees
  • Automatic creation of Guest account, enabling them to edit their reservation or book a new one
  • Automatic confirmation email with booking details and policies
  • Link to sell available rooms via Global Distribution System (GDS)/ intrusion detection system (IDS)
  • Channel Management interface like Vertical Booking to sell rooms via Expedia.com, Hotels.com and others

Check-in

  • Automatic allocation of rooms to guests on check-in for maximum yield and optimal usage of Room Inventory
  • Accept and post room deposits/key money
  • Print guest check-in card (option to do so in bulk in advance)
  • Multiple guest names and sharers per room
  • Cancel Check-ins (before Night Audit)
  • Group check-ins
  • Negotiated room rate (with appropriate authority)
  • Extending stays
  • Direct Interface with online Credit Card payments
  • Secure web based credit card processing
  • Automatic allocation of breakfasts/meals and other add-on services for inclusive rates

Check-out

  • Account/invoice printing with multiple splits & routings
  • Late check out with option to extra charge
  • Combine and share bills between Room Sharers and Group Rooms
  • Move charges between accounts and room bills.
  • Point and click to void or transfer guest transactions
  • Reinstate checked-out rooms (before Night Audit)
  • Group check-outs
  • Forms of payment including cheques, traveler’s cheques, debit and credit cards, bill to company
  • Recording of a reference number for non-cash payments (cheque number, authorization code etc)
  • Direct Interface with Credit Card Payments
  • Secure web based credit card processing
  • Payment in multiple currencies
  • Cash counter support
  • Receipt printing
  • Guest accounts
  • Automatic posting of room charges overnight
  • Suppression/reversal of auto room charges and then manual posting
  • Automatic invoice to corporate accounts (when due or monthly)

Supplementary Hotel Services

  • POS system enables staff to accept cash sales or to post charges to the room
  • POS system for café, convenience store, laundry, tours, travel desk, etc
  • POS fully integrated into guest accounts, and sales
  • POS with touchscreen support and online credit card processing
  • Can be used with almost all PABX or PBX systems (Optional) worldwide.
  • Guest messages with delivery confirmations
  • Task Management between departments and POS
  • Conference Booking & Management
  • Sell and manage tours including ticket sales and space available.
  • Sell and manage use of meeting/reception rooms in partial hour or hourly increments
  • Meeting/reception room bookings. Numbers of participants, seating and table configurations
  • Projector/screen/PC hire
  • Provision of refreshments for meetings/receptions
  • Meeting/reception room charges and billing

Financial and Business Reports

  • A Daily report & Monthly summary that shows the prior day, the current month to date and the current year to date
  • By cost centre (rooms, phone, internet, café, convenience store, laundry, tours (POS assisted)
  • Rooms availability
  • Occupancy Percentage
  • Reservations, check-ins, check-outs
  • Average guest stay duration
  • Total room revenue; Average room rate
  • Balances by not due, due, overdue and total
  • Collections by payment method (cash, cheque, POS, Visa etc)
  • Rate variations & discounts
  • Travel agent commissions

Guest bills and receipts

  • Corporate Direct Billing Ledger and Ageing

Housekeeping

  • List of today’s check-ins, checkouts, occupied rooms and vacant rooms including any repair or maintenance notes
  • Room status: dirty, clean, inspected, under repair
  • Manage room status from the housekeeping area.
  • Front desk staff can see real time room updated status
  • Housekeeper to front desk communications
  • Maid assignment to rooms
  • Report of assignments
  • Daily task lists for housekeepers
  • Recording and reporting of defects, repairs & maintenance
  • Recording that defects have been remedied, repairs and maintenance undertaken