Issues resolved and new features:
Grid:
Change the Tooltip transparency to make the content more visible – Location: right-click on grid (Room number) and selecting ‘Detailed Description’
Status changes:
Change colour of Status – ‘Departed’
Added Status – ‘Fully Paid’
Remove Pastel balance from Reservation tooltip.
Added the following to the bottom of the Grid display:
Individual Reservations:
Reservation Balance
Invoice Total
Receipt Total
Deposit Forfeit Total
Deposit Refund Total
Deposit Paid
Group Reservations paid by the Group will show zero balances and totals for the individual Reservation. This information is only available by clicking on the Group container.
Group container (virtual room)
Group Balance
Group Invoice Total
Group Receipt Total
Group Deposit Forfeit
Group Deposit Refund
Group Deposit Paid
Note: This financial data displays on a left mouse click with the mouse pointer on the specific reservation.
Reports:
Items not linked to a Pastel:
This report is now also available at Reports – List
Bednights Repost:
Fix report to work with Group virtual room and to calculate and display Group additional costs. Previously only Reservation additional costs were taken into account in this report.
Reservation Details:
Made some general changes when cancelling a reservation to incorporate the refund and partial refund of deposits with and without the limitation of first settle or reverse outstanding amount on reservation.
Un-Update:
Un-updating a Reservation changed to create a Credit Note to Pastel as a reversal of the Invoice.
New checkbox – Apply Tariff towards Reservation:
Added this control to assist with Group reservations. ‘Check’ or ‘Un-check’ of this control will apply Accommodation tariff and Service Charge on accommodation towards Reservation or Group. When updating the Reservation the Group additional costs are dynamically updated with the Service Charge
Front desk Cashup:
Fixed – After a money count is done, if there is an “In House Total” this shows as the “Shortage Amount” on return to the Shift Cash Up screen and also gets posted to the Pastel GL account for that user/
Service Charge:
Fix the generation of a zero (0) value Service Charge line where Service Charge is not applicable on Payouts, Credit Notes and in POS transactions.
Groups
Added a Group ‘container’. It is not necessary to create this ‘container or ‘virtual room’ as it is created when adding a Reservation to a Group. The format is ZGROUPxx where xx starts with 01. In the event of more than one Group reservation in the same reservation period a new ‘container’ will be created to accommodate the additional Group reservation.
Un-update:
Un-updating a Group changed to create a Credit Note to Pastel as a reversal of the Invoice.
Group configuration:
Group members can be added to the Group according to the following criteria:
- Group responsible for payment
- Group member responsible for accommodation
- Group member responsible for additional costs
- Group member responsible for accommodation and additional costs
Details on adding a Group member:
Group responsible for payment
Option 1
Add member with the same Customer code as entered at Group Details General tab.
Deposit if entered will be applied towards Group account
Option 2
Un-check ‘Apply Tariff to Reservation’ and ‘Apply Charges to Reservation’ where the Customer code is not the same as entered at Group Details General tab.
Deposit if entered will be applied towards Group member account and checking ‘Apply Tariff to Reservation and/or ‘Apply Charges to Reservation’ will be required.
Group member responsible for accommodation
Customer code not the same as entered at Group Details General tab.
Check ‘Apply Tariff to Reservation’ and un-check ‘Apply Charges to Reservation’
Deposit if entered will be applied towards Group member account
Group member responsible for additional costs
Customer code not the same as entered at Group Details General tab.
Un-check ‘Apply Tariff to Reservation’ and check ‘Apply Charges to Reservation’
Deposit if entered will be applied towards Group member account
Group member responsible for accommodation and additional costs
Customer code not the same as entered at Group Details General tab.
Check ‘Apply Tariff to Reservation’ and check ‘Apply Charges to Reservation’
Deposit if entered will be applied towards Group member account
Reservation Payments:
Fix not to show Groups with zero balances on selection.
Restaurant/Bar:
Remove message “The cash drawer is not enabled for this user.” as this creates problems when not using a Cash Drawer.
Setup Cash Drawer:
Fix error when saving to database
Add New Charge:
Fix an error when adding a charge on a new installation from a ‘Clean database’. This error occurred on some ‘Clean database’ with a setup of ‘Use Tax defaulting’ to ‘No’. The system was changed to allow adding a charge irrespective of the Tax setup at Setup Company Financial.
The following charges must be created for a new installation with ‘Create Item in Pastel’ un-checked.
- Bar/Restaurant In House Charge Code
- POS/Shop In House Charge Code
- POS/Shop In House Payout/Credit Note
Once done select the above codes at Setup Company Financial and change ‘Use Tax’ to Yes. Once this is done it will be possible to save the Company details.
Posted in 
Added the Edit Contract sub-menu on the menu generated when right-clicking on a booking.
Modified the application to work with Pastel 11. Currently the DDFs for Pastel 2009 are being used and work fine,
but when a new CD installation is compiled the Pastel 11 DDFs should distributed along with it.
Modified the cash-up to display the appropriate error message when attempting to write to the cash sales journal and the
customer code cannot be determined from the linked reservation, group or contract, instead of crashing the application
Issues resolved and new features:
Grid:
Added Account Balance (Pastel or Local if not integrated) to the tool tip that comes up when you point to a departed reservation on the grid.
Added the User Defined Fields to the Tooltip on right-click on grid (Room number) and selecting ‘Detailed Description’
Credit Note:
Added the option to do Credit Notes towards In-House Group reservations.
Added functionality to select a Multi-store location per line to enable passing correct Credit Notes on Invoices utilizing the recently added additional Multi-store for Restaurant/Bar staff.
Charges:
Added ‘Recipe Item’ and ‘BOM Code’ to accommodate “Manufacturing”
Pastel Interface:
Added the option to enable BOM (Manufacturing) or disable.
Note: Enabling this option is at the moment only functional for testing and not available for commercial use.
Reservation Payment:
Limit the number of character on the Credit Card number to Max 20.
Short/Over Journal processing:
Incorporate the following changes to accommodate all users allowed to do cash based transaction and cash based credit note transactions.
@ Interface Pastel:
Short/Over Account must be entered on POS tab if ‘Posting of Shortage/Over Journal by Supervisor Shift Cashup’ is checked on Setup Company – POS tab. All Short/Over will be posted towards the Short/Over Account if Gratuity GL Account as described below is not present.
@ Setup Users/Passwords:
By entering a ‘Gratuity GL Account’ on the Restaurant tab (only available for Restaurant/Bar Staff) this account will be used for processing the specific Staff member’s Short/Over.
Setup Users/Passwords:
Custom user permission
Merge user permission on Setup Company and 3rd Party Interface to allow or disallow a ‘Custom’ user accessing Setup Company and Interface.
Reports:
Utilization report:
Remove check box “Show Disposed Rooms”
List Availability Report:
Fix ‘From’ and ‘To’ time picker
Rental Statistics Report:
Remove this report from the menu as it is not used
Current Activity Report
Fix error incorrectly displaying the RA number instead of the Reservation number on Departure. This error was due to previously changing the report not to show the RA number.
Restaurant & Diet
Change to populate values from the ‘Adults’ and ‘Children’ entry on Details Reservation General TAB. Report sort order changed to place ‘Adults’ first and then the ‘Children’.
Usage Report:
Change Category to Guest Tariff
Income Projection:
Remove the Paid status from selection.
Deposit Transaction listing:
Change to accommodate the changes made in handling deposits.
Reservation Details:
Deposit Refund:
Fix Amount Refunded displaying incorrectly when Deposit refunded in total.
Made some changes to dynamically display Deposit Refund and Forfeit on the Financial tab.
Added an option not to cancel the individual reservation when refunding the deposit.
Added the option to refund a deposit in part without cancelling the Reservation.
Added a checkbox ‘Apply Charges to Reservation’ on Financial tab to accommodate Group members responsible for own expenses.
Restaurant:
Made the necessary changes to incorporate Multi-store on the Extra/Component Item level.
Group Additional Cost Allocation Manager:
Change to dynamically update Service Charges when opening the Group Additional Cost Manager.
Fix an error occurring on Service Charges when moving line transactions from Group Reservation to Group and back.
Added the following Captions to accommodate ‘Deposit Refund’ and ‘Deposit Forfeiture’ on ‘Group Reservations’ and ‘Group’:
- Deposit Refund Total
- Deposit Forfeit Total
Added ‘Room Rental’ Caption to the Group Reservations to accommodate the new option to apply ‘Room Rental’ on a Group Reservation towards the individual Reservation.
Tags: NOVTEL NEWSLETTER NO.8
18/05/2010
NOVTEL RELATIONS MANAGEMENT SYSTEM (RM) FOR EFFECTIVE CONTROL OF BUSINESS CORRESPONDENCE AND BUSINESS OPERATIONS
1. INTRODUCTION
This is a call to all Managers experiencing difficulties to control their business correspondence (incoming and outgoing) as well as their business operations. Successfull Managers know that precision control over correspondence and operations is the centre of growth and financial stability. It is usually not possible to keep track of all communication activities of staff members especially communication regarding queries and problems experienced by clients.
As far as business operations are concerned the integration of business data is vital. Business data is inter alia used by the sales department. (including cash and credit sales), the transport and delivery divisions and the marketing and research divisions. The Administration section will off course also rely on the business data to obtain an effective administrative division.
2. SOLUTION
The obvious solution is the NOVTEL Relations Management System. The System is divided into two sub-systems via the
. Business Correspondence System
. Business Operation System.
2.1 BUSINESS CORRESPONDENCE SYSTEM
The RM – system is user friendly and is able to centralize all correspondence between customers, suppliers and staff members. Any form of correspondence like an e-mail, SMS message, a note or an ordinary letter is done perfectly and with ease. All correspondence is immediately available to each and every staff member and of course to the Manager. The System includes the sending of final notices and letters to Customers and the capability of sending e-mails or SMS’s in bulk. Only one master file is used for all correspondence activities and the program easily integrates to PASTEL accounting.
2.2 BUSINESS OPERATION SYSTEM
The Novtel RM System creates a data integration base. This means that all relevant business entities use the same data system. The advantage of the integration base is especially usable by the manage to do the following:
Draw at anytime a list of outstanding accounts;
Arrange the sending of letters of final demand to customers in arrears with their payments;
Control the Cash and Credit Sales at any time.
Evaluate the merchandise in stock;
Control all the correspondence between staff members as well as correspondence between staff members and the public;
Advise the marketing Division of problems relating to a drop in sales;
Advise the Purchasing Division about new stocks on to market;
Control the Bank and Financial Situation of the Company.
Pay attention to staff problems which are reported by the Human Relation Department;
Use the information necessary to adjust the policy of the decisions of the Company;
Compare the performance of the Company to that of similar companies;
To report in the financial Statements to whom it may concern.
3. The Novtel Relations Management system has proved to be an excellent time saver; a reliable vehicle for all administration and a System without which no Manager can perform.
Issues resolved and new features:
Group:
Fix when changing ‘Duration Charged’ to NOT dynamically update Reservation end date and Grid after saving Reservation.
This is used for a longer stay shown on the grid than at ‘Duration Charged’. Example – Guest stays 14 days and gets 2 days free. Show on grid 14 days but only 12 days at ‘Duration Charged’.
Reports:
Restaurant & Diet
Fix to show only selected day’s records.
User/Password:
Fixed an error encountered when editing a Bar/Restaurant User with Gratuity code not entered.
Fixed an error encountered when not populating and using Multi-store code 2.
Fix to only make Setup – Users/Passwords – Restaurant TAB ‘Gratuity GL Account’ required…
if Setup – Company – POS TAB ‘Posting of Shortages/Surplus by Supervisor Shift Cashup’ is checked
and Setup – Interface – Pastel POS TAB ‘Short/Over Account’ is left blank.
Issues resolved and new features:
Group:
Fix when adding a Reservation from Group Details – Reservation Tab to dynamically update Reservation Details with the correct Price per Room or Price per Person.
POS Retail:
Fix Receipt captions to display only relevant information for the different payment types.
Add option to make In-House Group transactions
Group Additional Cost Allocation Manager:
Fix not to show and calculate individual deposits.
Reservation Details:
Quick View:
Fix not to show previous Applied Deposit when creating a new reservation.
Fix changing ‘Duration Charged’ to dynamically update Reservation end date and Grid after saving Reservation.
Reservation Record Create Date:
Change the program to utilize the Windows regional settings in the date and time format.
Deposits:
Remove selection by Contract Number. Not used in Hospitality.
Reports:
Deposits
Remove Out of Date Contract Deposits report from menu.
Restaurant & Diet Report:
Fix to show only in house guests with an entry in their Restaurant & Diet record.
Money Count:
Added a 0.25 currency denomination for international use.
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Issues resolved and new features:
Reservation details:
Deposit Refund:
Fix error 383 when doing a Deposit Refund.
Financial Tab:
Added 2 display fields – Amount Forfeit and Amount Refund
POS Retail:
Fixed not to create a zero value Service Charge line to Additional Cost tab of the guest record.
Deposits:
Fix deposit Receipt to show Description, Customer and Reservation/Group Number correctly.
Issues resolved and new features:
Restaurant/Bar:
Display size:
Resize of ‘Top’ buttons for 800×600 and 1024×768 with the incorporation of the ‘Bar Sales’ button.
Receipt and Bill:
Option added at Setup Company – POS – Print Bill/Receipt combination instead of Receipt
Un-checked prints Receipt
Checked prints Bill/Receipt combination
Account Payments:
Fix ‘Account Payments’ debit\credit balance which was showing in reverse. (v5.1.0.9)
Reports
Daily Activity Report:
Remove RA Number
Activity Report:
Remove RA Number
Multi-Store:
Fix the Cash consolidated Restaurant/Bar invoice to correctly handle Multi-Store transactions.
Multi-store management by Charges – ‘Bar Item’ and ‘Menu Item’:
Checking both ‘Bar Item’ and ‘Menu Item’ at Charges will result in the following:
When a Bar Staff member selects this item the multi-store will default to the Bar Staff member’s Bar multi-store.
When a Restaurant Staff member selects this item the multi-store will default to the Restaurant Staff member’s Restaurant multi-store.
POS Retail:
Fixed not to create a Service Charge line to Pastel when Service Charge is NULL.
Money Count:
Report:
Fixed Money count report to show ‘Shortage’ as negative.
Short/Over journal automation:
Setup Company – POS – General
‘Posting of Short/Over by Supervisor Cashup’
Un-checked:
Do Journal manually as back office transaction
Checked:
When using this option it is important to note that Money Count procedures must be followed as the Short/Over on the Money Count determine the amount used for the Journal creation. Closing of a shift by the Supervisor will result in not passing a Short/Over Journal to Pastel. This can be corrected by doing a manual back office Journal in Pastel.
2 Options available:
Option 1
Entering an account at Setup Interfaces – Pastel – POS Tab- Short/Over Account as well as an Entry Type for Short/Over.
This account will be debited and the Daily Takings Control Account will be credited in the event of a Shortage.
This account will be credited and the Daily Takings Control Account will be debited in the event of a Surplus.
Option 2
Leaving the account blank at Pastel Interface – POS – Short/Over Account will result in using the Gratuity account at Setup – Users/Passwords – Restaurant Tab.
This Gratuity account will be debited and the Daily Takings Control Account will be credited in the event of a Shortage.
This Gratuity account will be credited and the Daily Takings Control Account will be debited in the event of a Surplus.
Grid:
Status – In House
Allow setting Status to In-House for future bookings can now be managed:
Setup Company – General – Allow changing Status to In-House for Future bookings
Checked
Changing Status of future bookings to In-House allowed.
Unchecked
Changing Status of future bookings to In-House disallowed.
Fixed a bug, which caused the selection screen to be obscured when generating a customer or supplier report.
Improved the performance of the initial loading of customers or suppliers on startup.
Issues resolved and new features:
Pastel Interface:
Released a new version of the NovPasSDK.dll which fixed an error which prevented the AccountUser from being saved back to the database. This prevented the NextDocumentNumber field from being updated which caused a gap to form between the NextDocumentNumber and the actual next available document number. This slowed down the updating of an invoice significantly in some Pastel companies
Restaurant/Bar:
Added a Bar button for non-seated Bar customers. Works with all payment types including In-House and In-House Group.
Grid:
Remove RA Number from showing and replace with Reservation number.
Added option to view Rooms by ‘Rate Per Room’
Note – ‘Rate Per Person’ and ‘Rate Per Room’ is not fully implemented for use with Seasons at the moment and will default to the price structure created on the Room.