Table of Contents
CHAPTER 1 - INTRODUCTION 12
Welcome to the OPERA Property Management System 13
How this manual is organized 13
Additional Resources 14
Online Help 14
Hyperlinks 14
eLearning 14
Training Activity Workbook 14
Navigational Aids 15
Operational Suggestions 15
Key Concepts 15
Extremely Important 15
Recognizing Software Terms and Operations 16
Press a Key - Click the Mouse - Select a Button 16
Screens 16
Fields 16
Numbered Steps 17
CHAPTER 2 - PROFILES 18
Profile Introduction 19
Profile Types 19
Profile Search 20
Creating a New Individual Profile 21
Creating a New Company, Travel Agent, or Source Profile 22
Profile Statistics and Information 24
Profile Options 26
Attachment 26
Changes 27
Credit Cards 28
Delete 29
Future 29
History 30
Merge 32
Negotiated Rates 33
Notes 35
Preferences 37
Privacy 40
Relationship 41
CHAPTER 3 - RESERVATIONS 43
New Reservations 45
New Reservation with Rate Query 45
Search and Edit Reservation 57
Multiple Rate Reservation 58
Fixed Rate Reservation 61
Name Change on a Reservation 62
Reservation with Multiple Profiles 64
Reservation with Negotiated Rate 65
Individual Group Reservation 69
Cancel a Reservation 70
Reinstate a Reservation 70
Waitlist a Reservation 72
Reservation Options 75
Accompany-ing Guest 75
Add-On Reservation (Copy) 76
Agent/ Company 77
Alerts 78
Billing 79
Caller Info 79
Cancel 79
Changes 80
Confirmation 81
Credit Cards 82
Delete 82
Deposit/CXL 82
Facility Scheduler 84
Fixed Charges 85
History 86
Housekeeping 86
Locators 87
Messages 88
Package Option 89
Party 89
Privileges 91
Pro-Forma Folio 92
Queue 93
Rate Info 93
Register Card 93
Room Move 94
Routing 95
Shares 100
Traces 104
Track It 105
Waitlist 105
Wake Up Calls 105
Additional Reservation Features 106
Room Plan 106
Floor Plan 107
Batch Confirmations 108
Calendar 110
CHAPTER 4 – FRONT DESK 112
Arrivals and Check In 113
Searching for Arrivals 113
Checking In a Guest 116
Checking In a Walk-In Guest 118
Queue Reservations 121
Placing an Arrival into Queue 121
Managing the Queue 123
In House Guests 124
Searching for In-House Guests 124
Editing In-House Guest Records 124
Canceling a Check-In 126
Additional Front Desk Features 128
Accounts – Posting Masters 128
Room Assignment – Individual 129
Room Assignment – Auto 131
Room Assignment – Unassign 133
Messages 134
Traces – Viewing and Resolving 139
Wake Up Calls 140
CHAPTER 5 - CASHIERING 143
Cashiering Basics 145
Understand Debits and Credits 145
Cashier Login 145
Navigating Folios 146
Posting a Charge 147
Transfer Charges to/from Another Room 148
Transfer Charges to/from Another Folio Window 150
Posting Payments 151
Preview, Print, and File a Folio 152
Split a Charge 155
Adjusting a Charge 156
Adjust an Interface or Night Audit Posting 157
Correct / Edit a Charge 158
Guest Refunds and Paid Outs 159
Billing Options 160
Credit Cards 160
Fixed Charges 161
Package Options 161
Phone Details 162
Posting History 163
Post Rate Code 164
Privileges 164
Routing 165
Additional Options 165
Check Out 166
Cash Check Out 166
Credit Card Check Out 168
Direct Bill Check Out 170
Settlement and Early Departure 173
Reinstate a Check Out 175
Quick Check Out 176
Scheduled Check Out 177
Cashier Functions 179
Fast Posting 179
Batch Folios 180
Batch Postings 181
Cashier Reports 182
Cashier Status 184
Check Exchange 185
Currency Calculator 186
Currency Exchange 187
Exchange Rates 188
Folio History 190
Deposit / CXL 191
Receipt History 193
Passerby 194
General Cashier 196
Petty Cash 197
Cashier Shift Close 199
Reprint Cashier Reports 202
CHAPTER 6 ROOMS MANAGEMENT - HOUSEKEEPING 203
Rooms Management 205
Overview 205
Housekeeping Management Screen 205
Changing the Status of a Room 207
Viewing Housekeeping Statistics 209
Printing Housekeeping Management Screen 210
Queue Rooms 211
Room Conditions 213
Room Discrepancies 217
Attendant Points 218
Task Assignment 219
Task Assignment Grid 226
Turndown Management 227
Facility Forecast 230
Guest Service Status 231
Additional Rooms Management Options 232
Out of Order / Out of Service 232
Room History 235
Overbooking 236
Occupancy Graph 237
Maintenance 238
CHAPTER 7 – ACCOUNTS RECEIVABLE 240
AR Overview 241
AR Pre- Requisites 241
Transfer F/O Data 242
Account Maintenance 244
New AR Account 244
View AR Accounts 246
View and Modify AR Invoice Details 247
Create a New AR Invoice 248
Adjust an AR Invoice 249
Apply an Unallocated Payment 250
Applying Payments to Oldest Invoices or Selectively 251
Apply Payment and Close an Invoice 253
Unapply Payment – Write Off 254
Reverse Payment 255
Compress Invoices 255
Accounting Options 258
Account Setup 258
Aging 259
Close Invoice 259
Fixed Charges 259
Future Resv. 259
AR Notes 260
Post History 261
Pay History 261
Profile 262
Reminders - Individual 262
Statements - Individual 263
Traces 264
Transfer 266
Year View 267
Additional AR Features 268
Research 268
AR Credit Cards 270
Batch Processing Statements 271
Batch Reminders 273
Statement and Reminder History 275
AR Batch Posting 275
AR Detailed Aging Report 277
AR Daily Checklist 278
CHAPTER 8 - MISCELLANEOUS 280
Quick Keys 281
Show Quick Keys 281
F1 – Opera Help 282
Shift F1 – Occupancy Graph 284
Control F1 – Keyboard Shortcuts 285
Shift F2 – Control Panel 286
Control F2 – Detailed Availability 287
F3 – Available Room Search 289
Shift F3 – House Status 290
Control F3 – Room Plan 292
Shift F4 – Inquiry 293
Control F4 – Dashboard 294
F5 – Rate Query 296
Shift F5 - Floor Plan 298
Shift F6 – Quick Book 299
F7 – New Reservation 299
Shift F7 – Telephone Book 299
Control F7 – Telephone Operator 301
F8 – Log Out 302
Shift F8 – Interfaces Submenu 302
Control F8 – Maximum Availability 303
Shift F9 – Function Diary 303
Additional Miscellaneous Features 304
Reports 304
Reports Scheduler 306
Interfaces 309
Change Password 310
Track It – Dashboard 310
Track It – Valet 313
Log Book 315
Registration Cards 316
Advanced Miscellaneous Features 317
Data Extraction 317
Print Tasks 322
User Activity Log 323
Memberships 325
File Export 326
File Download 329
CHAPTER 9 – END OF DAY 330
Overview 331
Pre-Audit Work 332
Running the Audit 335
Post-Audit Work 337
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Reprint Night Audit Reports 338
CHAPTER 10 – BUSINESS BLOCKS - GROUPS 339
Group Basics 341
Business Block vs. Quick Business Block 341
Group Status Codes 341
Group Block Search 344
Inquiry 345
New Block Header 348
Quick Business Block 354
Block Grid 357
Range Rooms to Grid 359
Wash Rooms from Grid 361
Room Type Priorities in Grid 362
Group Block Reservations 363
Group Options 365
Rooming List 366
Rooming List with Shares 367
Rooming List Quick Split 370
Rooming List Import 371
Room Assign 371
Room Status 372
Check In Group 373
New Posting Master 374
Delete 374
Cut Keys 374
Print Registration Cards 375
Block Options 376
Add PM 376
Changes 376
Copy 377
Cutoff 378
Deposit / CXL 378
Notes 379
Item Inventory 379
Shift Date 380
Statistics 381
Custom Tour Series 382
Refresh Rates 383
Wash Schedule 384
Additional Group Features 385
Block Charge Routing 385
Cancel a Group 386
Family Blocks 387
CHAPTER 11 – COMMISSION HANDLING 388
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Commissions Overview 389
Travel Agent Profile Setup 389
Rate Code Setup 391
Commission Research 392
Payment Processing 393
Overview 393
Holding Commission Records 394
Manual Change to Commission 396
Add a Manual Commission Record 398
Commission Payments via File Export 400
Commission Payments via Check Run 402
Commission Reports and Options 404
Payment Activity 405
Register – View Payment Details 405
Register – Reconcile Checks 407
Register – Void Checks 408
Register – Un-Presented Checks 409
Reprint Checks 410
CHAPTER 12 – PACKAGE MANAGEMENT 411
Packages 413
Simple Package Element 413
Advanced Package Element 420
Attaching Package to a Rate 423
Attaching Sell Separate Packages 426
Adjusting Folios with Package Rates 430
CHAPTER 13 – REVENUE MANAGEMENT 431
Rate Codes 433
Rate Code Overview 433
Rate Header - New 434
Rate Header – Options 440
Rate Details - New 442
Rate Details - Options 445
Negotiated Rates - New 445
Negotiated Rates – Options 447
More Tab 448
Rate Tiers 448
Global Rate Update 450
Revenue Management 451
Rate Strategy 451
Rate Availability - View 453
Rate Restrictions 454
Restrictions – Activity vs. Actual 455
Day Type Codes 457
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Event Codes 460
Property Calendar 461
CHAPTER 14 – USER CONFIGURATION 463
Overview 465
Add New Cashier 465
Create a User Name 466
Assign Individual Permissions 470
Unlocking a User 471
Create a New User Group 472
Add Permissions to a User Group 473
Add Users to a User Group 475
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Chapter 1 - Introduction
12
Welcome to the OPERA Property Management System
This Reference Manual serves as a reference tool that answers your questions
about the use and operation of the Opera Hotel Edition software system. It is
intended to guide you through how to use most functionality in the Property
Management System.
How this This manual follows the design of the Opera modules in addition to several
supplemental management chapters.
manual is
organized The manual contains the following chapters:
1. Introduction
2. Reservations
3. Front Desk
4. Cashiering
5. Rooms Management-Housekeeping
6. Accounting
7. Miscellaneous
8. End of Day-Night Audit
9. Groups
10. Commissions
11. Packages
12. User Management
13. Rate-Revenue Management
14. Index
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Additional Resources
While this Manual will be your on-site reference tool, there are a variety of
additional resources available to you. When you need to check on a process or
look up additional information there are several additional resources available that
can answer your questions quickly and easily.
Online Help When you are actually working in the software, the most quickly accessible
resource is the OPERA On-Line Help Function.
Pressing the F1 key displays OPERA’s On-Line Help from any screen in the
system.
Hyperlinks Hyperlinks appear in the electronic version of this Training Guide:
Table of Contents Hyperlink
Clicking an item in the Table of Contents navigates you to that page of the
document. After reviewing the information, you can click the header of each
chapter to go back to the Table of Contents.
eLearning Training of new employees or retraining of current employees may be performed
via the Opera eLearning CDs provided during your installation. Should you
require additional CDs, you may purchase them by sending an email to
[email protected].
Training This workbook, used during the Opera installation is a valuable tool to use when
training your new employees. After they have completed the Opera E-Learning
Activity CDs they may then take manager-guided training via the Workbook, which
Workbook reinforces and builds on the topics learned in eLearning. This Workbook offers
activities to be performed live in the Opera system using your Training schema.
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Navigational Aids
As you use this manual as your guide to successful Opera PMS software
operation, you will notice several symbols that we have created to reinforce and
call attention to vital points. Please become familiar with these symbols, as they
will play an important part in your understanding of the content in this guide.
You will find these aids in the left column of this manual:
Operational The compass will direct you to recommendations and “best practices” for
software operation. Though there are many ways to perform most functions in
Suggestions the system, it is our suggestion that you follow this practice for maximum
system performance. This symbol can also a suggestion or process that is
directly related to providing your guests with the highest level of service and
satisfaction possible.
Key Concepts This symbol represents a “key concept” that is especially important to your
overall understanding of the software and its functionality. This symbol can
also indicate operational suggestion or key factor that increases the profitability
of your property and will help you to maximize revenue production.
Extremely Information highlighted by this symbol is extremely important; you will want to
focus on and review this information carefully.
Important
15
Recognizing Software Terms and Operations
As you begin your exploration of the OPERA Property Management System, you
will find that new terms are quickly entering your vocabulary. As you may or may
not know, we present information in software system documentation in specific
ways to assist you with quickly recognizing and performing tasks.
Press a Key As you probably know, there are three primary ways to give commands and make
the software perform in a certain way:
- Click the
Mouse - 1. Pressing a key on the keyboard
2. Placing the cursor in a particular place on the screen and clicking the mouse
Select a 3. Placing the mouse cursor on a button that appears on the screen and then
Button clicking the mouse.
In this Guide, if we instruct to press a key, the name of that key will be presented
bold type.
Example:
Press the F1 key to access Online Help.
Likewise, if you are to place the cursor at a particular point on the screen, or on a
particular button that appears on the screen and then click the mouse to perform
the operation, the name of the operation you are performing is also printed in
bold type.
Examples:
Select OK to save.
Click in the Name field, enter the guest last name and select Search.
Screens The system organizes software tasks on screens that appear on the monitor.
When instructions refer to a specific screen, the screen name appears in capital
letters and in bold text.
Example:
From the RATE QUERY DETAILS screen, select….
Fields A field is an area of a screen where you are asked to enter information (i.e. the
user Name field). In this guide, references to fields also appear in bold text.
Example:
Enter the Block Code you wish to search for and select Search.
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Numbered In most cases, each software procedure is broken down into a number of specific
steps. In cases where there are multiple steps required for you to perform a task
Steps within the system, they are numbered.
Example:
Follow the steps below to edit a reservation:
1. Locate the reservation using the RESERVATION SEARCH screen.
2. Once you locate the reservation, select Edit.
3. Make any modifications you wish and choose OK to save changes.
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