Version 6.

10 ML

S&C Utilities Manual

print date: September 1998

 © Copyright MICROS Systems, Inc. 1998

All rights reserved. No part of this publication may be reproduced, photocopied, stored on a
retrieval system, or transmitted without the express prior written consent of the publisher.
MICROS Systems, Inc. retains the right to update or change the contents of this document without
prior notice. MICROS Systems, Inc. assumes no responsibility by the contents of this document.
Systems Supervisor Manual S&C UTILITIES

S&C Utilities
About This Manual
This manual is designed to provide complete instructions for the first-time
user who is installing the Fidelio Sales and Catering system, and, to serve as
a reference for the experienced Sales and Catering user who might need some
information on a infrequently used procedures.

In addition, we hope that it will prove an invaluable tool to all S&C System
Supervisors, Key Managers and Key Operators in our installations round the
world. We believe the enclosed information will help our installations to be
more self-sufficient and knowledgeable about their Information Management
System.

Good Luck!

This manual will only describe those functions which a trained

supervisor of the system can utilize without prior consultation of a
Fidelio office or dealer.

We strongly recommend that the users do not alter, delete or add

ANYTHING in these menu options, unless specified in this manual
or after contacting your Fidelio S&C Support desk. You could
create havoc in your system!!

© MICROS Systems, Inc.: September 1998 1

Systems Supervisor Manual S&C UTILITIES

In this Section

About This Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Setup Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Main Menu: File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Val Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Main Menu: Edit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Sales Reps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Sales Reps’ Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Assign Reps to Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
If a Sales Rep Leaves . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Security & S&C Rights System . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
QRY Special WP-Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Devices: Printer Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Main Menu: Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Data Dictionary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Main Menu: Reindex . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Selected . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Reindex All . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Delayed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Main Menu: Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Room Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Setup Checklist for Group Rooms Control . . . . . . . . . . . . . . . . . . . 76
Types of Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Room Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Rate Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Rate Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Rate Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Edit All Rate Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Global Rate Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Rate Seasons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Rate Availability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Rate Strategy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Rate Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Load Target Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Inventory of Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Load Daily Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Setup Tips for S&C Room Maintenance . . . . . . . . . . . . . . . . . . . . . 142
Maintenance of Existing Group Rooms Control . . . . . . . . . . . . . . . . 147
Changing, Deleting and Adding S&C Room Types . . . . . . . . . . . . . 149
Hotel Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

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S&C UTILITIES Systems Supervisor Manual

Period Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Currency Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
GRC Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
RSO Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Main Market Group Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Main Market Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Source Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Activity Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Mapping Table (S&C Maintenance only) . . . . . . . . . . . . . . . . . . 183

Main Menu: GEM-Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

Event Master Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Function Spaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Item Classes and Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Menu Item Classes and Menu Item List . . . . . . . . . . . . . . . . . . . . . 216
Catering Packages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Translation to 2nd & 3rd Languages . . . . . . . . . . . . . . . . . . . . . . . 230
Event Forecast Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Menu Item Update Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Function Book Integrity Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Recalc. Forecast/Revenue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
Language Translation Maintenance . . . . . . . . . . . . . . . . . . . . . . . . 249

Main Menu: Miscellaneous . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

License Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
Sales Office Defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Catering Office Defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264
Link FO to S&C Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Inventory Recalculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Booking Cleanup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Laptop Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
Laptop Checkout Cleanup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280
Laptop Cleanup Sales Rep . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
Laptop Cleanup Download . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Mark System Files for Download . . . . . . . . . . . . . . . . . . . . . . . . . 284
Transient Statistic Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Change Log Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290

Additional Utilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291

Sales & Catering (SC.exe) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291
Reports & Lists (SC_REP.exe) . . . . . . . . . . . . . . . . . . . . . . . . . . . 292
Reindex (SC_RENTX.exe) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Who is in Sales & Catering (SC_WHO.exe) . . . . . . . . . . . . . . . . . . 305
Display Graphics in S&C (SC_GRAPH.exe) . . . . . . . . . . . . . . . . . . 306
Update Utility (SC_UPDAT.exe) . . . . . . . . . . . . . . . . . . . . . . . . . . 307
Communications Server (SC_LEAD.exe) . . . . . . . . . . . . . . . . . . . . 307
Archiving Utility (SC_ARC.exe) . . . . . . . . . . . . . . . . . . . . . . . . . . 310
Fidelio Front Office Procedure (SC_NIGHT) . . . . . . . . . . . . . . . . . 320

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Miscellaneous Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322

Other WordProcessor (RUN_WP.bat) . . . . . . . . . . . . . . . . . . . . . . . 322
Miscellaneous -> Run (RUN_MISC.bat) . . . . . . . . . . . . . . . . . . . . . 322
DOS Word processors & the Quick Letter Merge . . . . . . . . . . . . . . 323

System Supervisor / System Manager Responsibilities . . . . . . . . . 324

Checklist for Systems Supervisor Training . . . . . . . . . . . . . . . . . . . 325
Monthly Maintenance Routines for S&C System Supervisor . . . . . . . 326

MINIMUM HARDWARE & SOFTWARE REQUIREMENTS . . . . . 335

ASCII Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 337

S&C Utilities Manual: Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338

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Systems Supervisor Manual S&C UTILITIES

Standard Naming Conventions

Introduction In order for you to quickly distinguish commands, menu options and field
names, the following is a quick explanation of what the symbols in the
manual mean:

[→], [←], [↑], [↓] The cursor keys. Usually found to the right of the
typing keys, at the bottom of your keyboard.

Command Keys [Ins] Usually found to the right of the main typing keys
on your keyboard (above the →, ←, ↑ and ↓)

[Del] usually positioned below the Insert key

[Pg Up] (Page Up) usually positioned to the right of the

Insert key

[Pg Dn] (Page Down) usually positioned to the right of the

Delete key

[Shift] (Shift): 2 keys positioned on left and right of the

keyboard, indicated by big (fat) arrow pointing
upwards.

[Ctrl] (Control): 2 keys positioned on the left and right of

the keyboard, under the [Shift] keys.

[Alt] (Alternate): 2 keys, positioned on the left and right

of the [Space Bar].

[Tab] (Tab): usually positioned on the left side of your

keyboard, above the [Shift] key.

Menu Options italics Menu options are shown in italics

Field Names bold Field names are shown in bold letters

Remarks [+fo] Any remarks that only refer to installations with an

active Fidelio S&C / Front Office interface.

[-fo] Any remarks that only refer to installations without

an active Fidelio S&C / Front Office interface.

ASCII pronounced "askey", is an acronym for the American Standard Code for
Information Interchange. An ASCII chart is included on page 337; for
alternatives code pages see your DOS Manual.

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Systems Supervisor Manual S&C UTILITIES

Setup Procedures
Introduction
The following is a brief review of the setup procedures required for the
S&C Lite, S&C Hotel, S&C GEM, S&C GEM Express and S&C RSO
systems. We hope this will provide a checklist for setup: follow the steps
appropriate for the Sales & Catering modules to be installed.

The set-up of the Sales and Catering system should be performed in the order
outlined below.

General Setup: for all S&C modules

The following General Setup issues are necessary to configure all Sales &
Catering modules:

a. Enter License Codes: Enter appropriate License codes. One-time

exercise. See page 250 for details

b. Sales Office Defaults: Enter appropriate Default information. One-

time exercise. See page 254 for details

c. Define Users: Enter the User login name from Novell for the users
that will be working with the Sales and Marketing Program (page 25)

d. Create Sales Reps: Enter the Sales Rep initials into the system for
the sales managers who will be using the program (page 31)

e. Assign Sales Reps to Users: This function defines the sign-in choices
each User will have when starting the program. Users can select their
own Sales Reps initials to work under, or they can select one of their
colleagues who is assigned as a member of their group. For example,
a secretary will often want to select a supervisor’s initials so that
accounts, contacts or bookings are credited to the supervisor when
reports are run. Members of the same group have Trustee rights to the
other Sales Rep’s records (page 41).

f. Rights System: Set up/modify the rights system to allow users to

perform those functions that are appropriate for their position
(page 46)

g. Special WP Codes: These codes are already set up in the Utilities

program. It is simply a matter of modifying any that are not correct
for the hotel’s country (page 53)

h. Devices/Printers: Set up the printers for the installation (page 57)

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S&C UTILITIES Systems Supervisor Manual

i. Pickbox Codes Set-up: Some suggested Fidelio standards are

included as part of the pre-installation process. All of the major entry
screens have coded fields which should then be customized for each
hotel. If your hotel is part of a group or chain, Corporate standards
will almost definitely exist for many of these code boxes. Please
contact your Corporate contact for Sales & Catering or ask your
nearest Fidelio office or dealer for more information. (page 13)

j. Hotel Data: Use if your hotel is part of a chain or group, or if you

would like the users to have quick access to competitor hotels in the
area. If your hotel is part of a group or chain, a file should already
exist with all relevant hotels already entered. Please contact your
Corporate contact for Sales & Catering or ask your nearest Fidelio
office or dealer for more information. (page 150)

k. Main Market Groups & Market Segments : (optional setup) it is

only necessary to set up definitions for the Main Market Groups and
Market Segments if your hotel does not have an active Fidelio S&C-
Front Office interface. (page 173)

l. Goal Definition : (optional) This function allows you to assign activity

goals for each sales manager (page 36)

m. Activity Templates : (optional) "templates" or blueprints can be set

up to create activities whenever certain actions are performed e.g.
create an activity whenever a new account is created (page 177).

n. Field Defaults: Will be set up by your S&C Installer Change field

defaults to reflect the Contact Language; and any necessary
amendments to the Front Office field defaults. For S&C Hotel and
RSO only: delete the two field defaults for the catering status
(SM_BKHEA -> CAT_STATUS and SM_BKHEA -> BOOKCOPY -
> CAT_STATUS)

Room Block Setup: additional setup issues for S&C Hotel and S&C GEM only
These options may vary slightly depending whether your installation has the
Fidelio S&C-Front Office interface. See page 76 for a full checklist.

a. Sales Office Defaults: (required) Enter the additional defaults for

currencies, guest list and cut off dates and other S&C Hotel Parameters
(page 254)

b. Group Rooms Control Parameters: (required) additional parameters

concerning the Group Rooms Control portion of the program (page
168)

c. Room Type Definitions: (required) set up the room types that the
sales office will use when blocking rooms (page 77)

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Systems Supervisor Manual S&C UTILITIES

d. Room Rate Definitions: (optional) If standard group rates are quoted,

enter the rate codes and rate details for all appropriate group rates in
the S&C rate category. Set up the rate availability table (page 85)

e. Room Inventory Definition: (required) The Inventory of rooms that

the sales office is allocated to sell (also called the S&C CEILING).
The inventory is entered for each day, usually at least one year into the
future (page 127)

f. Target Rates: (optional) can be set up to indicate high or low demand

days (page 122)

g. Period Definition: (required) This function determines the time

periods used by certain reports and budget information (page 158)

h. Budget Definition : (optional) enter budget figures by total of five

generic budget types, or by market segments (page ?)

i. Goal Definition : (optional) additional goals can be setup to assign

room night production goals for each sales manager (page 36)

j. Currency Conversion: (required) currency exchange table needed in

order to run booking production reports. If the hotel only quotes in
one currency for Rooms and F&B, just one entry needs to be set up,
covering all Booking dates (page 164).

k. Footers: (optional) If the hotel will be using the Group Room Block
and printing out the Group Reservation Sheet, footers can be set up
(page 162)

l. Inventory Recalculation: (required) Once the Group Rooms

Inventory has been set, run an Inventory Recalculation (page 272)

m. Group Rooms Contracts: will be set up by your S&C installer

n. Booking Statuses: take out the RSO statuses INQ and UNC (in the Bk
Status pickbox on the Booking screen)

Catering Setup: additional setup issues for S&C GEM and S&C GEM Express only
a. Catering Office Defaults: (required) Enter the required information
for the Catering side of the program. (page 264)

b. Function Space Definition: (required!) Enter all function spaces that

you want to book in the system for all group functions. Determine
which rooms are combination rooms and which ones are individual
room units. Define rates and setups for each room (page 189)

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S&C UTILITIES Systems Supervisor Manual

c. Item Classes and Items: (required) Enter all other services that need
to be booked for catering events, such as decoration, furniture,
technical equipment etc. Define rates for items and, if applicable,
attributes (page 208)

d. Menu Item Definition: (required) Enter all food and beverage items
that are sold by the catering department. Most of these items are later
used to build standard menus (page 216)

e. Standard Menu Definition: (required) Define Menu Classes; then

create the Standard Menus: link the appropriate menu items to standard
menus and enter the appropriate menu prices (page 223)

f. Event Forecast Maintenance: (optional) Set up default prices for

forecasting event revenues. Also set up default times by event type
(page 233)

g. Translation of Data: (optional) If desired by the hotel, all menu

items, menu names, items, item prices and attributes, function room
setups and prices as well as the room type description need to be
translated into the 2nd, 3rd etc.... user language (page 230)

h. Packages: (optional) If the hotel offers Catering packages, these

should be set up once the catering Master Data has been entered.
Packages are set up from inside S&C. See the User Manual, Section 7
for information on how to set up Catering Packages).

i. Footers: (optional) if the hotel will be using the three "hard-coded"

Catering Function Sheets, footers should be set up (page 162).

j. Catering Contracts: will be set up by your S&C Installer.

RSO Setup: all setup issues for S&C RSO only

a. License Codes: (required) as above - see page 250

b. Sales Office Defaults (required) as above - see page 254

c. RSO Parameters: (required) Additional parameters for RSO

installations. see page 172

d. Room Types (required) as above - see page 77

e. Room Rates Because an RSO handles inquiries for so many

varied hotels, no default Group Room Rates should be set up.
Room Rates should be entered on a booking-by-booking basis.

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Systems Supervisor Manual S&C UTILITIES

f. Room Inventory Typically, by definition an RSO does not

hold an inventory of rooms. Therefore, a Room Inventory is
usually not set up for an RSO.

g. Hotel Data (required) For an RSO, this information is critical.

It is the database which holds all possible hotels to which leads
can be sent. (See page 150)

h. Method of Communication (required) Included in the Hotel

Data information. How does the RSO communicate inquiries to
the hotel.

i. Period Definition (required) as above - see page 158

j. Currency Exchange (required) For an RSO to produce

meaningful reports, a currency exchange record must be entered
for each currency which their hotels use to quote rates. These
currency exchange records must cover all dates (past and future)
for which bookings are entered in the system. In addition, if the
RSO can enter bookings with no dates recorded, then a currency
exchange record must be created for these too.

k. Val Checks as above - see page 13

l. Rights System Including additional options for Lead creation,

sending and updating. as above - see page 46

S&C Multi-Hotel Setup: all setup issues for S&C Multi-Hotel only
a. License Codes: (required) as above - see page 250
b. Sales Office Defaults (required) as above - see page 254
c. Catering Office Defaults: (required) Enter the required information
for the Catering side of the program. Make sure you enter a [Y] in the
Setup by Location field. (page 264)
d. Group Rooms Control Parameters: (required) additional parameters
concerning the Group Rooms Control portion of the program. Make
sure you enter a [Y] in the Hotel Specific Room Types field. (page
168)

e. Room Type Definitions: (required) set up per hotel (page 77)

f. Room Rate Definitions: (optional) set up per hotel (page 85)
g. Room Inventory Definition: (required) set up per hotel (page 127)
h. Target Rates: (optional) set up per hotel (page 122)
i. Period Definition: (required) as above (page 158)
j. Goal Definition : (optional) set up for each sales manager (page 36)
k. Currency Conversion: (required) as above (page 164).
l. Footers: (optional) as above (page 162)
m. Inventory Recalculation: (required) Once the Group Rooms
Inventory has been set, run an Inventory Recalculation (page 272)

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S&C UTILITIES Systems Supervisor Manual

n. Catering Master Data: set up Function Spaces per hotel, including

rates and setups for each room (page 189); set up Item Classes &
Items per hotel, including rates for items and, if applicable, attributes
(page 208), Menu Items per hotel if appropriate (page 216) and build
Standard Menus per hotel (page 223)

o. Event Forecast Maintenance: (optional) (page 233)

p. Translation of catering Master Data: (optional) by hotel, all menu

items, menu names, items, item prices and attributes, function room
setups and prices as well as the room type description need to be
translated into the 2nd, 3rd etc.... user language (page 230)

q. Packages: (optional) set up in S&C once the catering Master Data

has been entered.

r. Group Rooms & Catering Contracts : will be set up by your S&C

installer.

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Systems Supervisor Manual S&C UTILITIES

Main Menu: File

Val Checks
Introduction For all S&C modules. Validity Check. These are the pickbox codes which
Users enter in the various screens inside Sales & Catering. Each time a
pickbox code is entered by a User, a Validity Check is performed to ensure
that they are not entering invalid (i.e. wrong) codes for the specific field.

This option allows the System Supervisor to view and work on all pickbox
codes in their Sales & Catering system. There may be codes for fields which
you do not recognize for your system. These can be left as they will not
affect the performance of your S&C system.

In addition, from this option codes can be marked as Corporate or Local

pickbox codes. This is particularly useful for hotel chains: Corporate codes
can be "flagged", allowing for future updates to Corporate pickbox codes
without affecting this systems’s local entries.

Step 1 Select File and then Val Checks. Your screen will look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Alias Field Code ↑

Fidelio Sales DAY DY01 Version 6.10 ML
DAY DY01
DAY DY02
DAY DY03
DAY DY04
DAY DY05
DAY DY06
DAY DY07
INS=Add =Select DEL=Delete +=Cop↓

(C) MICROS Systems, Inc. 1989-98

Val-Check
Alias Field DAY
Code DY01
Description Day 01
Corp. Def. N
Inactive? N

Fig. 1

Step 2 To find a desired code, either

a. type the first few letters of the ALIASFIELD (see below) or

b. type [?] and enter the desired ALIASFIELD in the Enter Value to Find
entry field.

Step 3 To edit a code:

Highlight and then press [Enter].

© MICROS Systems, Inc.: September 1998 13

S&C UTILITIES Systems Supervisor Manual

Alias Field The "alias" for this field. In each Edit screen, at each field that
has a pickbox, an "alias" is called to check the validity of the pickbox code
which has been selected or typed in. Using this "alias" method, one set of
codes can be used on for example both the Account and Contact screen
(Action Code) or the Account and Booking screen (Market Segment).

Code The valid code for this entry. This is one of the two fields
displayed when adding or editing a pickbox (Val Check) code inside Sales
& Catering. Codes within one pickbox (Alias Field) should always be of the
same length and the complete code must be entered in UPPER CASE (capital
letters) and should not include special symbols e.g. & or @.

Description Long description of the code. This is the other of the two
fields displayed when adding or editing a pickbox (Val Check) code inside
Sales & Catering.

Corp Def. Corporate Definition. If you are part of a hotel group or chain:
is this code Corporate (i.e. defined by Head Office) or Non-Corporate (i.e.
local or specific to your hotel’s Sales/Catering office).

Enter [Y] if Corporate, otherwise leave as [N]. Inside the program, this code
does not have any effect, but will be extremely useful if your Corporate HQ
decides to update their Corporate codes.

Inactive? use instead of deleting a Val Check : an inactive Val Check stays
in the database so that it can be used for reporting and mailing queries (it can
no longer be selected for any new records). When adding a new Val Check,
leave this field as [N]. Set to [Y] when and if you do not want to use this
Val Check any more.

Pickbox codes can be rearranged into a non-alphabetic order, e.g. to

display the most frequently used codes at the top of the pickbox. To
do this, start Sales & Catering with System Supervisor rights: select
the appropriate screen, call up the pickbox and press [+] to edit each
code. Pickbox codes will list alphabetically (as usual) if the sequence
entry is left as [0] for all Val Checks in a group.

Working with Val Check codes

Most Val Check codes can be added from inside S&C. However, those Val
Checks that determine for example which reports are offered when the Users
select Print from any Menu can only be set up through S&C Utilities.

Add a Val Check To add a new Val Check, press [Ins]

Copy a Val Check To copy an existing Val Check, press [+]

When you add or copy a Val Check from within S&C Utilities, the
system will not check whether you have entered a duplicate code (it
only does this inside S&C itself).

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Systems Supervisor Manual S&C UTILITIES

Val Checks for Printing from inside S&C

For S&C Lite, Hotel, GEM, GEM Express and RSO (as appropriate). From
any of the Print options inside the S&C program (Print option on the
Accounts, Contacts, Bookings and Mailing (Hitlist and Labels) menus etc.),
the Val Checks listed below must exist. We have noted the appropriate R&R
rp1 files below where the reports can be found (in general, report names in
the R&R library usually begin with PRINT_, the contracts have a more varied
naming convention):

ALIAS FIELD DESCRIPTION (information only)

PRINT_ACCOUNT Reports stored in SC.rp1
PRINT_AGENDA Reports stored in SC.rp1
PRINT_BOOKING Rooms Contracts, offers etc.
stored in the HOTEL.rp1
PRINT_CONTACT Reports stored in SC.rp1
PRINT_EVENT1 Booking Level print option
Contracts, offers etc. from the HOTEL.rp1
Function Sheets from the REP_FS.rp1
PRINT_EVENT2 Event Level print option
Contracts, offers etc. from the HOTEL.rp1
Function Sheets from the REP_FS.rp1
PRINT_HITLIST Reports stored in SC.rp1
PRINT_HOTEL Reports stored in SC.rp1
PRINT_LABELS Labels stored in the HOTEL.rp1
PRINT_REVENUE Reports stored in SC.rp1

LEAD_PRINT Leads print option using [F8] (LEAD.rp1)

LEAD_SEND# Leads send option using [F2] & [F3]
(# indicates which Pass) (LEAD.rp1)

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Alias Field Code ↑

Fidelio Sales PRINT_ACCOUNT SC,PRINT_A Version 6.10 ML
PRINT_AGENDA SC,PRINT_A
PRINT_AGENDA SC,PRINT_A
PRINT_BOOKING DEMO,RMS_C
PRINT_BOOKING INSTALL,CO
PRINT_CONTACT SC,PRINT_C
PRINT_CONTACT SC,PRINT_C
PRINT_EVENT1 DEMO,BEO_C
INS=Add =Select DEL=Delete +=Cop↓

(C) MICROS Systems, Inc. 1989-98

Val-Check
Alias Field PRINT_EVENT1
Code DEMO,BEO_CUSTOMER,,,1,C,D
Description 3.) BEO Customer no conditions
Corp. Def. N
Inactive ? N

Fig. 2

© MICROS Systems, Inc.: September 1998 15

S&C UTILITIES Systems Supervisor Manual

Possible Val Check Parameters

1. Report Library Name

2. Report Name

3. Room Block: BBLK, BCNF, ZACT, AINT i.e. the block page only
used for sleeping room reports

4. Language of "soft-coded" data. Your have two choices here:

i. for catering reports defined in PRINT_EVENT1 and
PRINT_EVENT2 use the Language Number e.g. language [1],
[2] or[3]. (For the hard-coded Function Sheet see additional
parameter 10. below).

ii. for sleeping room reports defined in PRINT_BOOKING use the

language code e.g. [E] (English), [G] (German), [F] (French)
etc.

5. Increase suffix? ([0] for no, [1] for yes)

6. Prompt for Number of Copies to print? ([C] for yes)

7. Date - only for PRINT_EVENT1 to prompt date range ([D] for yes)

8. Lead - only for LEAD_SEND# i.e. if you set up the LEAD_SEND1 to

LEAD_SEND4 options enter [LEAD]

9. two options are available:

i. for LEAD_SEND#, LPTx printer port, e.g. [LPT1] or

ii. for PRINT_BOOKING and PRINT_EVENT1: [A] - creates an

Activity when users print the sleeping Rooms or Catering report
(Note: this option is not valid for PRINT_EVENT2). E.g. an
automatic activity can be set up to be created every time users
prints a contract. In the S&C field defaults (ACTIVITY
->PRN_BOOK and PRN_EVENT) the Activity Type, Salesrep,
Time, Purpose etc. can be defined.

10. Language for hard-coded data (i.e. only for hard-coded Function
Sheet). Use the language code e.g. [E] (English), [G] (German), [F]
(French) etc.

Examples The syntax for the PRINT_** , LEAD_PRINT and LEAD_SEND# functions
is as follows:

16 © MICROS Systems, Inc.: September 1998

Systems Supervisor Manual S&C UTILITIES

LIBRARY,REPORT,ROOMBLOCK,LANGUAGE,SUFFIX,COPY,DATE,LEAD

a. for example a PRINT_BOOKING would look like this:

HOTEL,RMS_CONTR,BCNF,1,0

b. a contract set up under PRINT_EVENT1 would look like this:

HOTEL,BQTCONTR,,1,1,C,D

c. a Function Sheet set up under PRINT_EVENT1 would look like this:

REP_FS,INTERN,,1,1,C,,,,E

In Example b. above, the contract number can be incremented, the report can
be printed in multiple copies and the range of events that appear on the
contract can be limited by the date function.

In Example c. above, one of the new hard-coded Function Sheets is called.

The report can be printed with multiple copies, a suffix number is added to
the Booking Number and it will be printed out in the hotel’s first language
English.

Additional Information concerning the new Catering Function Sheets:

The four new hard-coded Function Sheets stored in the REP_FS.rp1 file are:
a. The report named INTERN will print all notes and ID numbers. The
header is always large.

b. The report named SHORT_INTERN will print all notes and ID

numbers. A large header is printed on the first page, and the following
pages have a small header. Lines such as *** Food ***, *** Bev. ***
are suppressed.

c. The report named EXTERN only prints the Agreement and Customer
Notes. No ID numbers are printed. A large header is printed on the
first page and the following pages have a small header.

d. The report named 2COL will print all information in two columns
(F&B to the left, Items to the right). The 2COL report has the
following parameters: INT (internal with all notes) and DC
(doorcards). Examples: 2COLINTDC (internal with doorcards),
2COLDC (external with doorcards), 2COL (external without
doorcards).

The following print parameters are supported for the hard-coded

Function Sheets:
1.Library, 2.Report, 4.Language(soft-coded), 5.Suffix, 6.Copy,
9.Activity, 10.Language(hard-coded).

© MICROS Systems, Inc.: September 1998 17

S&C UTILITIES Systems Supervisor Manual

Val Checks to Define Printer Type & Paper Size

For S&C Lite, Hotel, GEM, GEM Express and RSO. To define the printer
type and which paper size should be selected when printing out the Group
Forecast Book, Group Rooms Control (GRC) sheet (or any other hard-coded
report), make sure you have the appropriate Val Checks included (appropriate
for the available printers and paper size).

The following is a list of all valid codes for printer type and paper
sizes. No other codes are valid. The descriptions may be changed if
necessary, although as these are not visible to the users, there is no
real need to do so.

ALIASFIELD DESCRIPTION CODE

PR_DEFINE HP Laser + +
HP Laser 4 IV
HP Laser 500 500
HP Laser II II
HP Laser IID IID
HP Laser III III
HP Laser IIID IIID
HP Laser IIIP IIIP
HP Laser IIP IIP
HP Laser IIP+ IIP+
HP Laser Original I

Val-Check
Alias Field PR_DEFINE
Code IV
Description HP Laser 4
Corp. Def. N
Inactive ? N

Fig. 3

PR_SIZE A4 (8.27" x 11.69") A4

Legal (8.5" x 14") LEGAL
Letter (8.5" x 11") LETTER
Exec (7.25" x 10.5") EXEC

Val-Check
Alias Field PR_SIZE
Code LETTER
Description Letter Size (8,5 * 11 inch)
Corp. Def. N
Inactive ? N

Fig. 4

18 © MICROS Systems, Inc.: September 1998

Systems Supervisor Manual S&C UTILITIES

Val Checks for Room Types

For all modules of S&C. Val Checks should be set up for Room Types.
These are used in the Profiles Edit screen to select the appropriate Room
Type for the meeting or incentive.

These Val Checks must be exactly the same as those entered or

displayed in the Rooms Maintenance->Room Types option (see
page 77 for more details).

Val Checks for Activity Templates

For all modules of S&C. Activity Templates can be set up so that certain
activities are automatically created if users perform certain tasks in S&C.
For example, an activity could be created when a booking is turned DEFinite,
or when a new Account is entered with a certain Market Segment or
Competition Code. In technical terms, this means that user-definable
conditions are set either on specific databases or field entries.

The Trace Code is assigned in the Account, Contact or Booking Edit screen;
depending on the Activity Templates that have been set up, one or more
activities can be created per type of Trace Code.

Examples of TRACECODES are :

SAT = Standard Account Traces

SBT = Standard Booking/Room Block Traces
SCT = Standard Catering Traces

Val Checks for F&B Agenda

For S&C Hotel and S&C RSO only. This feature can help speed up data
entry by defaulting a value in the F&B Agenda edit screen’s Projected
Average check field. The decimal point must be in the 26th position on the
Description line. For example if the typical average check of a Coffee Break
is DM 4.50 per person:

a. move the cursor to the 25th position on the Description line and enter
4.50
b. enter the description for the Agenda Type (ALIASFIELD=FUNC in
S&C Utilities) as Coffee Break
c. move down to the CODE field and enter the appropriate code for the
Agenda Type

In S&C, when users select Agenda Type code for "Coffee Break" and then
move through the fields to the Proj Avg Check field, the default value will
be filled in for them.

© MICROS Systems, Inc.: September 1998 19

S&C UTILITIES Systems Supervisor Manual

Val Checks for Event Management Forecasting

For S&C GEM. Val Checks should be set up for Event Forecast
Maintenance if the hotel will be using this feature to help in their Catering
forecasting (see page 233).

The following is a short list of suggested Event Types. We hope this will
provide some ideas when setting up Event Types under Val Checks
(ALIASFIELD=EV_TYPE), but obviously the final list depends on the
hotel’s specific needs. When designing these Event Type codes, there are
three points to keep in mind:

a. Keep the list short and simple i.e. not too many different codes

b. Keep in mind all the different types of events which take place (are
organized by the Catering Department) during the course of the year

c. The codes entered here and used in Sales & Catering can be used to
filter Catering Forecast reports - see Reports & Lists -> Events. The
Forecast reports at the bottom of this section include Event Type
filters.

ALIASFIELD Code Description

EV_TYPE BRK Breakfast

COF Coffee Break
DDA Dinner / Dance
DIN Dinner
FAS Fashion Show
HOS Hospitality Room
LUN Lunch
MET Meeting (small group of people)
REC Reception
SEM Seminar / Break Out Room
SET Setup
SPO Spouse program

Val Checks for Multi-Hotel Catering Reports

If you have the S&C Multi-Hotel installed, then check/change the following
Val Checks. These Val Checks ensure that users can select the correct hotel
when printing Catering-related reports:

ALIASFIELD HOTEL_ID
Code 2 letter Hotel code (entered in Hotel Data & F_CSETUP)
Description Hotel Name

For example:

20 © MICROS Systems, Inc.: September 1998

Systems Supervisor Manual S&C UTILITIES

ALIASFIELD Code Description

HOTEL_ID H1 Hôtel de Paris
HOTEL_ID H2 Monte Carlo Beach Hôtel

Delete a Val Check To delete a Val Check (if you have duplicate entries), press [Del]

Related Database(s) SM_VAL.dbf

Related Topics Sales Reps (Language 2 & 3 Titles) see page 33

Sales Reps (Activity Goals) see page 36
Rights System see page 46
Printer Definitions see page 57
Room Types see page 77
Event Forecast Maintenance see page 233

© MICROS Systems, Inc.: September 1998 21

S&C UTILITIES Systems Supervisor Manual

Errors For all S&C modules. This option in S&C Utilities allows the System
Supervisor to refer to certain errors which may occur from time to time
inside Sales & Catering.

If a red Error box is displayed on a User’s screen at any time while working
in Sales & Catering:

a. The user should press [Print Screen] and the message will be sent to
their printer (defaults to the printer captured on LPT1). At the printer,
press the [Form Feed] button to "force feed" the print screen out of
the printer (a print screen is normally only half a page of information,
so the printer is still waiting for the other half before printing the full
page).

The user should give this print out to their Systems Manager/Systems
Supervisor together with a brief description of where they were in the
program and which sequence of keys they pressed just before getting
this red screen (please use a copy of the form supplied on page 333).
The System Manager or System Supervisor should then fax this Print
Screen to your Fidelio S&C Support desk for their further action.

b. If the User presses [Esc] instead of [Print Screen], then the Error
message is saved to this Error Log (the file is called SY_ERR.dbf).
The error messages "saved" this way can be displayed through this
option under File from the S&C Utilities menu.

Step 1 From the S&C Utilities Menu, select File and then Errors. Your screen will
look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Date Time User WS# Type Info

08.02.98 09:59:25 fidelio 136 Bound erro array access
08.02.98 10:01:41 fidelio 136 Bound erro array access
08.02.98 10:03:34 fidelio 136 Bound erro array access
02.09.98 10:53:02 fidelio 115 Variable d DBF_PATH
02.09.98 10:55:28 fidelio 115 Variable d WP_PATH
02.20.98 18:19:15 CLAUDIAB 135 Workarea n DBGOTOP
20.02.98 19:26:55 CLAUDIAB 230 Argument e conditional
23.02.98 12:59:30 CLAUDIAB 151 Syntax err &
03.03.98 11:00:27 fidelio 236 Argument e ==
06.03.98 18:07:34 fidelio 115 Read error
06.03.98 18:14:14 fidelio 115 Read error
06.03.98 18:15:55 fidelio 115 Read error

=Detail S=Screen DEL=Delete Z=Zap ↓

Fig. 5

22 © MICROS Systems, Inc.: September 1998

Systems Supervisor Manual S&C UTILITIES

Date Date of the error message

Time Time of the error message

User Login name of the User who received the error message

WS# Workstation number that the User was working on when they received
the error message

Type Type of error

Info General information regarding the error message.

Step 2 The error messages are sorted in chronological order, with the most recent
message at the end of this file. Press [Pg Dn] until you reach the desired
record.

Step 3 Highlight the relevant error message and press [Enter]. Your screen will
then look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.08.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Run Time Errors

Module Name : Fidelio Sales & Catering
Version : 6.10 ML Version Date: 01.06.98
User : CLAUDIAB
Work Station: 236

Error Date : 03.03.98 Error Time : 11:00:27

Error Type : Argument error Row : 24
Error Name : (b)SREP_PICK Column : 57
Error Info : == Alias Name : REP_RPT
Error Model : BB <C> == 30.01.96 <D> Error Line : 746
Error OP 1 : BB <C>
Error OP 2 : 30.01.98 <D>
Error OP 3 :
OS : Windows

DOS Error : None NTX Ord: 1

Handles : None
Index Key : STR(R_SECTION,2)+R_MENU_ORD

Fig. 6

Module Name Name of the Fidelio program where the error

occurred.

Version Number of the S&C version e.g. 1.50ML,

2.00ML etc.

Version Date Date of the Version. Also date on the

executable file.

© MICROS Systems, Inc.: September 1998 23

S&C UTILITIES Systems Supervisor Manual

User Login name of the User who received the

error

Work Station Number of the workstation where the user

was working when they received the error

Error Date, Error Time Date and time that the error occurred

OS Operating System used by the workstation

that has the error e.g. Windows 95, Windows
NT etc.

The remainder of the fields on this screen provide additional information for
analysis by Fidelio Development:

Error Type
Row
Error Name
Column
Error Info
Alias Name
Error Model
Error Line
Error OP 1, 2, 3,
DOS Error
NTX Ord
Handles
Index Key

Press [Esc] to return to the Error Log pickbox.

Screen To view the Screen that was displayed just before the User received the error
message, press [S]. To return to the Error Log pickbox, press [Esc]

Delete/Zap Please do not delete error messages before reporting them to your Fidelio
S&C Support desk. There are two ways to delete Error Messages:

a. To delete an individual Error Message, press [Del] and then confirm

with [Y]

b. To delete all Error Messages from this Error Log, press [Z] and
confirm with [Y]

Related Database(s) SY_ERR.dbf

Related Topic(s) Reindex see page 70

System Manager Responsibilities see page 324
Hardware Configuration see page 335

24 © MICROS Systems, Inc.: September 1998

Systems Supervisor Manual S&C UTILITIES

Main Menu: Edit

Users
Introduction For all S&C modules. The Novell User Name must be entered into the
system for each person who will be using Sales and Catering. Fidelio
Standards for Novell Sales & Catering users all begin with the letters SM
followed by a number, for example SM01, SM02, SM03 and so on.

Whilst this setup involves very low maintenance on the Novell side of the
network, it may seem rather "user un-friendly" when working in Sales &
Catering, where users would prefer to be identified by their own names. The
S&C user name is stamped onto each record to identify who first created and
then updated the information, for example Accounts, Contacts, Bookings etc.

Therefore, you have three choices:

a. Change the Novell User Names from SM01, SM02 to the real name
e.g. DAVE, INES etc. and then enter these into S&C.

b. In S&C, set up just the generic Novell User Name (SM01, SM02)

c. In S&C, enter the generic Novell User Name e.g. [SM01] (you must
have this to call up the program at all), but also enter a real name in
S&C. e.g. [DAVE], [INES] etc.

The advantage of setting up the system as described in point c. is that it will

involve less Novell maintenance later on.

Day-to-day, users would log into the Network using a generic Login Name
(e.g. SM01, SM02 etc). The parameter [/login] must be set up so that it is
called when Sales & Catering is started. When users call Sales & Catering,
they will be prompted to enter their own name (e.g. DAVE, INES) into the
Login box before being allowed to continue into Sales & Catering.

All Edit screens and Notes will be "stamped" with this S&C Login Name -
which makes it much more personal. When one User leaves, and another
joins the S&C team, the Novell User Name can be handed over and the
Systems Supervisor only needs to add a new User Name into S&C (see
below).

In S&C, both the generic User (SM01) and the real name (DAVE)
must have the same Rights and must be assigned the same Sales Reps.
This is because the Reports & Lists program currently does not have
the [/login] parameter. See page 41 for more details on Assigning
Reps to Users.

© MICROS Systems, Inc.: September 1998 25

S&C UTILITIES Systems Supervisor Manual

Access the User Edit Screen

Step 1 From the Main Menu select Edit, then Users. A pickbox of all Users will
appear, looking something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

User Maintenance CLAUDIAB

Fidelio Sales & Catering - BETTINA E 08/19/98 12:52:47
CAROLINE E 03/14/98 10:21:17
CLAUDIAB E 08/30/97 11:00:07
DAVE E 11/28/98 15:40:56
FABIAN F 05/18/98 21:38:41
FIDELIO E 03/09/98 15:28:56
INES G 12/08/97 19:28:17
JULIA G 11/28/96 11:54:50
PETERM G 10/11/97 15:05:38
PETERT G
SM00 E
SM01 E
SM02 E
SM03 E
SUPERVISOR G 09/28/98 11:49:36
TRAINING E 07/17/97 06:19:38

INS=Add =Edit DEL=Delete ↓

Fig. 7

Step 2 You have two options at this point:

a. Edit an existing user: Highlight the desired user and press [Enter].
Go to Step 3.

b. Add a new user: Press [Ins] and go to Step 3

Step 3 Whichever way you proceeded, the User Edit Screen will appear:

User Maintenance

Loginname FIDELIO
Password
Language E

Rights Level 5
Last Login 03/09/98 11:36:58

PCX for Fax

WP Path (incl. Path)

Track Changes ? Y
Show Event Oder Y
Function Book Start 07:00

Fig. 8

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Systems Supervisor Manual S&C UTILITIES

Field Description

Login Name: If entering the Novell Login Name, enter it exactly as it is

entered in Novell e.g. [SM01]. If entering the person’s name, enter this as
it should appear e.g. [DAVE] or if you have two Daves (either now or in the
future!), make the User Name unique by using the first letter of their
last name: [DAVEB] and [DAVEK].

Password: Enter a password for the user here. This password will be
requested: every time the S&C login box is presented, i.e. :

a. When in the program, every time the user presses [Alt]+[F2]

b. If your system has been set up to call the login parameter when
starting Sales & Catering, then this password is also required each time
the user enters the Sales and Catering program.

The password can be :

a. the same as the User’s Novell password

b. the same for all Users

Unlike Novell, there is no option to prompt the user to change the

password every xx days/weeks.

This field may be left blank. If it is blank, then the User should just press
[Enter] through this box, when prompted.

The password will be displayed as encrypted. This is an extra security

measure; it is not possible to see any user’s password once it has been
entered. If a user forgets their password or wishes to change it, this
can be done at any time.

Language: This field controls the language of the screens that will be
displayed.

E = English screens
G = German (NB: G for German not D for Deutsch)

For all other languages contact your Fidelio S&C Support Desk. It is
possible to have one user displaying a screen in one language and another
user displaying an alternative language in the same office!

© MICROS Systems, Inc.: September 1998 27

S&C UTILITIES Systems Supervisor Manual

Rights: The rights system in Sales & Catering is group-related. Each group
has a number (1, 2, 3 etc.) and depending on which group the user belongs
to, different options are available and restrictions apply in the program. The
standard groups are from 1 - 9; Group 1 is typically the highest and should
be used only for full Supervisor options.

This rights system refers to a file in the SM_DATA directory called

SC_RIGHT.ini. See page 46 for an example of what this file contains.

In order to assign a rights level, either enter the same number as another user
with similar job responsibilities or refer to the rights file for more
information.

Last Login: This is a display only field, showing the last date and time this
user logged in to Novell.

PCX for FAX: If you have a fax gateway and have a license code for the
S&C-Fax interface, faxes can be sent from the users desk while using Sales
& Catering (and any other third party software such as the external
wordprocessor). Fidelio S&C currently interfaces to Intel SatisFAXtion (see
the latest Fidelio Hardware & Software Recommendations by M. Wehrle for
any other fax software recommendations).

This option must be filled in for the hotel’s logo to appear on the Quick
Faxes set out of Sales & Catering. The full path (directory and file name -
taking root mappings into account) should be entered.

The PCX file must be black and white. It must be saved with no more
than 200 dpi (dots per inch). If it is saved with a higher graphical
image, it will not be printed out when sending a Quick Fax.

WP Path Wordprocessor path or location. Indicates where this User’s

Wordprocessing documents should be saved when running a Single Letter
merge ([Shift]+[F9]) or a Mailing.

In Sales Office Defaults (see page 254) it is possible to set up a default WP

Path for all users. If you enter a WP Path for each user here, this will
"override" the path entered in the Sales Office Defaults.

If desired, enter for example [H:] for the Home directory. Leave blank if the
default path from Sales Office defaults should be used.

If you have a public (or group) directory, we do not recommend

entering this as the WP Path. This group directory is set up so that
users can share files, however when each user runs the Quick Letter
Merge, the file that is created (SINGLE.sec) would be overwritten
each time the Quick Letter Merge is run.

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Systems Supervisor Manual S&C UTILITIES

Show Event Order If you have the full Sales & Catering Group Event
Management (GEM) program, then this field should be set to:

a. [Y] if the Event Order default should be set to display; also answer
[Y] if your hotel works with Catering Packages: [Y] is Fidelio’s
recommended setting. When working with the Events, the users are
immediately able to see and work with the organizing tool we call
Event Orders. See Section 7 of the User Manual for an explanation
of the Event Orders and Events.

b. [N] if the Event Order default should be set to hidden.

In S&C, Event Orders can be hidden and displayed at any time by pressing
the Hot Key [Ctrl]+[F6]. Pressing this Hot Key again toggles to the
alternative setting (hidden or displayed).

Function Book Start: If working with the Sales & Catering GEM program,
fill in the time that should default for the user when they call up the Function
Diary. The standard (and recommended) default is 07:00am, but this can be
changed if desired.

Step 4 When you have finished adding or editing this user, press [Enter] or [Pg Dn]
and you will return to the Users pickbox. From here you can:

Add another user If adding several users with the same basic setup (language, rights level, PCX
for Fax, Event Order Default and Function Book Start time), then first
highlight the existing user and then press [Ins]. Information from the
existing user will be copied into the new user’s edit screen, and you only
have to enter their Login Name and Password.

If you add a new user, but realize it was a mistake and press [Esc], a record
is created anyway. You should highlight and then delete this record as good
"house-keeping" practice i.e. keeping your system clean.

Edit Use this option to change the user’s

1. password
2. language
3. rights level
4. PCX name or path (or both)
5. WP Path
6. Event order default
6. Function Book Start time.

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S&C UTILITIES Systems Supervisor Manual

i.e. everything except the User’s name! Technically, there is no reason

why you could not change a User’s name. If you do so, the Assigned
Sales Reps will be "moved" to the new user and the ’old’ user no
longer exists. If desired, change the user’s name when staff change
over.

Delete Use this option only when a user is no longer "valid" for Sales & Catering.

Step 1 Press [Del] and a message appears: "Delete User? YES/NO".

Step 2 Select [Y] and another message appears: "User deleted: xxx (user name), xx
(number) Sales Manager Assignments Deleted, OK".

This does not mean that all Sales Reps/Managers (see page 31 below)
have been deleted also, only that as they were assigned to this user,
they have now been "unassigned".

Press [Enter] to clear the message.

Related Database(s) SY_USER.dbf

Related Topic(s) Sales Reps see page 31

Assign Reps to Users see page 41
If a Sales Rep leaves see page 44
Rights System see page 46

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Systems Supervisor Manual S&C UTILITIES

Sales Reps
Introduction For all S&C modules. All sales office personnel who will have Accounts,
Contacts, Activities and Bookings (if applicable) assigned in the Sales and
Catering system must be entered as Sales Reps.

The Sales Rep initials are used to indicate "ownership". The Sales Rep who
owns the particular account, contact, booking or activity is indicated on the
applicable Edit screen. Ownership is used to indicate the sales manager
responsible for a particular client, control rights to the record and for the
trustee groups and is also used when running reports.

The Initials will also determine which accounts, contacts and activities will
be displayed when the Sales Rep flag is turned on using [Shift]+[F8] in the
program.

Step 1 Select Misc from the Main Menu and then the option Sales Reps. Your
screen will then look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Code Full Name Title City Version 6.10 ML

DAB David Bailey RIS Naples
BEB Bettina Beck SMG Naples
INB Ines Berghof DOS Naples
CJB Claudia Bormann SMG Naples
BAL Barry Lowenthal DCI Rome
CBO Claudia Bormann DCI Naples
CMM Colin McCormick GSC Naples
OLM Oliver Menzel SMG Naples
HAM Harriet Moore MSD Naples
TGM Thomas Moser DSS Naples stems, Inc. 1989-98
SLS Susan Sidner RTI Naples
FAB Fabian Specht DCI Vienna
JUS Julia Struck SMG Naples

INS=Add =Edit DEL=Delete *=Goals ↓

Fig. 9

Step 2 You have two options at this point.

a. Edit an existing Sales Rep: Highlight the desired Sales Rep and press
[Enter].

b. Insert a new Sales Rep: Press [Ins]. Your screen will look something
like Fig. 10 below. You will see that information is copied into the
new screen from the Sales Rep that you were highlighting before you
pressed [Ins].

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S&C UTILITIES Systems Supervisor Manual

Step 3
Sales Rep Edit Screen

Sales Rep. Maintenance

Rep Code DAB Laptop Hotel ID
Remote Hotel ID
Last Name Bailey
First Name David
City Naples
Territory
Title Code RIS
Title L1 Reg. V.P. - Incentive Sales
Title L2
Title L3
Telephone
Download Type R=Remote, L=Local, W=WAN (R/L/W/ )
Max Checkout 0
Last Used 08.29.1998 15:22

Fig. 10

Rep Code: Enter the characters that this sales rep will use as their sales rep
code.

Although you can enter a mixture of two and three letter characters,
this will present problems later in the program when running reports
if for example one Sales Rep has initials [DM] and another [DME].
Therefore, we strongly recommend that you keep the initials to a
standard length - three initials is Fidelio’s recommendation.

Laptop Hotel ID: This field is used for laptop downloads; the unique
identification for records entered on the remote user’s laptop. The field can
only be accessed if the hotel has a laptop license and the download type has
been entered.

To protect the integrity of your data, and because each laptop user
should have their own laptop for downloading and use on the road, it
is not possible to enter the same Laptop Hotel ID number for two
Sales Reps in the same S&C Utilities program. Please refer to the
S&C Laptop Module documentation for full information on valid
entries for this field.

Remote Hotel ID: Only for use when hotels are sending and receiving
information from S&C Central Sales. If your hotel sends information to a
S&C Central Sales system, the ID number for your hotel should be entered
here. This should be the same ID number as the entry in your Sales Office
Defaults field Hotel ID in this S&C Utilities program.

Typically, Remote Hotel ID numbers for all Sales Representatives

within one hotel should be the same.

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Systems Supervisor Manual S&C UTILITIES

Last Name: Enter the sales manager’s last name only in this field

First Name: Enter the sales manager’s first name.

City: Enter the city where this sales manager is based, e.g. London

Territory: Used to indicate the sales territory that this person covers, e.g.
Central London. Press [Enter] on the field if empty and a multiple pickbox
will appear and then press [Space Bar] to select (or "tag") the appropriate
codes.

This pickbox also appears on the Account Edit screen. If necessary, change
the Territories to suit your hotel/RSO (but do remember, that you are then
changing the codes in the program as well):

a. Press [Ins] to add a new code

b. Press [+] to edit an existing code
c. Press [Del] to delete a code if not applicable

If your hotel does not sell by Territory, press [Enter] before tagging any
codes and the field will be left empty.

Title Code: Single pickbox. If the ↑

field is empty, press [Enter], or if the Dir of Sales - Travel Industr DTI
Dir of Sales-Corporate/Travel DCT
field already has a code, delete this Dir Sales - Conf & Incentives DCI
Dir Sales - Misc Segments DSS
and then press [Enter]. A pickbox Director of Sales DOS
Director, Worldwide Sales DWS
looking something like this will Group Sales Coordinator GSC
Reg. V.P. - Incentive Sales RIS
appear: Regional Director of Sales RDS
=Select +=Edit INS/DEL ↓

Select, or if necessary, add and then

select the appropriate Title code for
Fig. 11
this Sales Rep/Manager.

If your hotel has Sales & Catering Hotel or GEM, please note the following:

The description of the Title (on the left of the pickbox) should be entered in
the Base language of the hotel. A further two language descriptions can be
"attached" to this Title Code. See Title L2 and Title L3 below for further
information.

Title: The job title or position of the Sales Representative will be filled in
here automatically, e.g. Director of Sales, Sales Secretary, or Group
Coordinator. This is taken from the long description attached to the Title
Code you selected in field above. This title will be used when printing out
Function Contracts, Offer letters etc.

Title L2 and Title L3: Used to provide a long description of the Sales Rep’s
title in two other languages. This information can then be printed on
Function Contracts, Offer letters etc. in a 2nd and 3rd language.

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Do not type information in these fields: To enter the two alternative

languages, go to the Main Menu option File and select the option Val
Checks. To have the Sales Rep title in three languages, codes should be
filled in for SM_TITLE1, SM_TITLE2 and SM_TITLE3, as follows:

Val-Check Val-Check
Alias Field SM_TITLE2 Alias Field SM_TITLE3
Code DOS Code DOS
Description Verkaufsleiter Description Directeur des Ventes
Corp. Def. N Corp. Def. N
Inactive ? N Inactive ? N

Fig. 12 Fig. 13

For more information on the Val Checks options, please see page 13.

Telephone If appropriate, fill in the direct telephone number or telephone

number and extension of this Sales Rep. This information can be used when
printing Function Contracts, Offer letters etc.

Download Type: for use with S&C Laptop Module. Three choices are
available:

a. Enter [R] for Remote User, meaning that the Sales Manager will
always or sometimes be dialing in via modem to perform Uploads and
Downloads

b. Enter [L] for Local user, meaning that the Sales Manager will always
come into the office or hotel and attach to the network to perform
Uploads and Downloads

c. Enter [W] for WAN user, this parameter is designed to work over
ISDN or other Wide Area Networks. The process is similar to the
remote module, except no modem is needed to transfer files.

d. Leave blank and the Sales Manager will be prompted to answer what
type of Download (Local or Remote) each time they press [F12] to
checkout the records from S&C.

Max CheckOut for Laptop For use with the S&C Laptop Module. Enter
the maximum number of days that this SalesRep is allowed to check out
records from the Home System.

There are two purposes for this field:

a. this is to remind SalesReps to Upload information back to the Home

System.

b. to ensure that records are not "locked" on the Home System for longer
than necessary.

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Systems Supervisor Manual S&C UTILITIES

For example, if one Sales Rep has the West of the Country as a Territory,
they will be on the road (and therefore have a longer number of days in this
Max Checkout for Laptop field) than a SalesRep who only makes sales
visits on clients in the local area.

If you leave a [0] in this field, then when this Sales Rep starts to
Download the desired Records, a message will appear warning them
that their CheckOut days are [0]. They will be able to CheckOut
Records for the day, but like Cinderella, they have to have them back
by midnight!!

If they try to enter a date other than today’s date, they will be stopped
with a warning message and then asked to enter a valid date.

Last Used: This is a display only field. The last date and time this Sales
Rep logged into Sales and Catering will be displayed.
Other options when using Sales Reps include:

Insert If you are highlighting an existing Sales Rep, pressing [Ins] will make a copy
of the existing Sales Rep’s record. Type over this information with the
appropriate new data.

If you press [Esc] after you have pressed [Ins] without changing any
information, a record will be created and you will have two of the same Sales
Rep. Check for any duplications and edit or delete as necessary.

Delete Use this option if you have a duplicate entry.

Do not use this entry just because a Sales Rep leaves or changes
responsibilities in your hotel. See If a Sales Rep Leaves, page 44 for more
information.

To delete a Sales Rep: Highlight the appropriate Rep and press [Del].

A message will appear Confirm Delete? YES/NO. Highlight Yes and press
[Enter] or simply type [Y]. The Sales Rep is deleted and your pickbox will
be "refreshed".

Related Database(s) SM_SREP.dbf

Related Topics Users see page 25

Sales Rep’s Goals see page 36
Assign Reps to Users see page 41
Translation to 2nd & 3rd Language see page 230
S&C Laptop Module see Section 16 of the User Manual
Reports

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S&C UTILITIES Systems Supervisor Manual

Sales Reps’ Goals

Introduction For all S&C modules. Room night production (S&C Hotel and S&C GEM)
and activity goals (all S&C modules) can be assigned to each Sales Rep for
each period defined in the Period Definition option (see page 158).

Any Sales Rep entered in Sales & Catering (using this Utilities program) can
have goals assigned to him/her. These goals will be referenced in various
booking reports to be compared to actual production for each Sales Rep.

Before adding any Goals for Sales Reps, you will need to
to have defined Periods for the next couple of years (see
page 158 below).

Step 1 Ensure that you are in the option Edit (from the Main Menu) -> Sales Reps.

Step 2 Highlight the desired Salesrep, and press [*] (for Goals). One of two
possibilities will occur.

a. No Goals have been defined and the message: No Goals for Sales Mgr,
Add Some? YES/NO. Press [Enter] on Yes and go to Step 3.

b. Goals have been assigned to this Sales Rep (for at least one period)
and the Goals pickbox appears. Press [Ins] to add goals to a new
period and go to Step 3.

Step 3 The Period pickbox is now displayed and your screen will look something
like this:

Code Description Start End ↑

Code F 9801 Period 1 01.01.98 31.01.98
DAB D 9802 Period 2 01.02.98 28.02.98
BEB B 9803 Period 3 01.03.98 31.03.98
INB I 9804 Period 4 01.04.98 30.04.98
CJB C 9805 Period 5 01.05.98 31.05.98
BAL B 9806 Period 6 01.06.98 30.06.98
CBO C 9807 Period 7 01.07.98 31.07.98
CMM C 9808 Period 8 01.08.98 31.08.98
OLM O 9809 Period 9 01.09.98 30.09.98
HAM H 9810 Period 10 01.10.98 31.10.98
TGM T 9811 Period 11 01.11.98 30.11.98
SLS S =Select ↓
FAB Fabian Specht DCI Vienna
JUS Julia Struck SMG Naples

INS=Add =Edit DEL=Delete *=Goals ↓

Fig. 14

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Systems Supervisor Manual S&C UTILITIES

Step 4 Highlight the desired period to add goals to, then press [Enter]. Your screen
will now look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Budgeted Goals
Manager CJB ↑
Code Period 9801 Year1998 10 ML
DAB From 01.01.98 To 31.01.98
BEB
INB
CJB
BAL
CBO
CMM SALES CATERING
OLM Current RNS 0 Ctrng. Covers 0
HAM Avg. Rm Rate 0 Rev Per Rnt 0
TGM Rms Revenue 0 Average Check 0 89-98
SLS Ctrng. Revenue 0 ↓
FAB Activity 1 0
JUS Activity 2 0
Activity 3 0
Activity 4 0

Fig. 15

Goals Edit Screen Entry Fields

The box at the top of the entry screen indicates which Sales Manager, which
Period and valid dates for the Period in question.
You will be positioned in the Current RMS field. This and the following
six fields refer to goals for Room Sales; the fields on the right side of the
screen refer to the goals for Catering Sales.

Sales
Current Rmnts: The Sales Manager’s Room Night target for the current
period, usually defined as bookings which will be in the hotel until the end
of the current year.

For example, if you were defining Goals for the month of July 98, the sales
manager Current Rmnts goal might be 1000 room nights, this means that
during the month of July 98, this manager is expected to book 1000 room
nights that will arrive before 31 December 1998.

Future Rmnts The Sales Manager’s future Room Night target for the
selected period, usually defined as bookings which will be booked this period
but arrive in the hotel anytime after the end of the current year.

For example, if you were defining Goals for the month of July 98, the sales
manager Future Rmnts goal might be 2000 room nights. This means that
during the month of July 98, this manager is expected to book 2000 room
nights that will arrive after 31 December 1998.

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Rate: The target average rate that applies to this sales manager’s Room Night
goals, first for Current (this year’s room nights) and then Future room
nights (booked into next year and forwards).

Rev: Indicates the target revenue for sleeping rooms for the Sales Manager
during the given period. The Current and then Future is multiplied by the
Rate and filled in to these fields. Normally, this calculation can be left "as
is", however it figure can be changed if necessary.

Activity 1, 2, 3 and 4: Four different Activity types can be entered per

period. Used to indicate specific Activity goals for the period e.g. perhaps
each Sales Rep has a goal of xx number of presentations to make each
month:

Then enter the valid code for "presentation" in the left column and the
corresponding number in the right column. If you are not sure of the valid
codes, press [Enter] on an empty field and the Activity pickbox will be
displayed.

To show the Sales Rep’s Activity performance versus goals: run the report
Sales Manager Activity Goals which can be called through the Reports &
Lists program.

Catering
Ctrng.Covers: The Number of catering covers (i.e. people) this manager is
responsible for producing

Rev. Per Rnt. Revenue per Room Night. Target ratio of Catering revenue
to sleeping room night.

Average Check: Target Average Check, or revenue per person for Food &
Beverage.

Ctrng.Revenue: Overall target Catering revenue for this period.

Step 5 Press [Enter] or [Pg Dn] to exit and save this entry screen. The Goals
pickbox will be displayed, looking something like this:

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Systems Supervisor Manual S&C UTILITIES

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Valid Period Rm Rev AvR FutRNS CurRNS CtrCov Rv/RNS AvC CtrRev Mgr ↑
01.01.98-31.01.98 175000 175 0 1000 50 10 25 0 CJB

INS=Add =Select DEL=Delete +=Copy ↓

Fig. 16

Copy Goals Goals for one period may be very similar to goals for another period. To
reduce the amount of input necessary when entering goals, use the Copy
feature:

Step 1 From the Goals pickbox, highlight the existing period with details which
most closely match the period you want to create and press [+] to Copy.

Step 2 The Period pickbox will appear. Highlight and then press [Enter] to select
the appropriate (new) period.

Step 3 The Goals Edit screen will be displayed with a copy of the information from
the period you highlighted in Step 1 above (notice, however, that the new
period is displayed at the top of the screen). Change the information as
necessary and then press [Pg Dn] to save and exit.

Edit Existing Goals Typically, goals are only entered once a year and once entered there should
be no real reason to change them. However, this option is available for use
in the following situations:

a. You have entered goals for a Sales Manager and then find out you
have made a typing error.

b. A Sales Manager leaves and is replaced by someone new. The "old"

Sales Manager’s goals could be changed to [0] for the remaining
months of the year. Goals should entered from the time the new Sales
Manager arrived.

Alternatively, you could just delete the goals for the "old" Sales
Manager for the remaining months of the year that they were no longer
with you.

The actual production against the projected goal can then be measured by
running Reports & Lists from the program. However, if necessary, goals can
be modified as follows:

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S&C UTILITIES Systems Supervisor Manual

Step 1 If necessary, from the Sales Rep pickbox, press [*] to display the Goals
pickbox (see Fig. 16 above). Highlight the appropriate period and press
[Enter].

Step 2 The Goals Edit Screen will be displayed.

Step 3 Make the desired changes to the goals for this Sales manager’s period.

Delete Goals Goals can and should be deleted if entered incorrectly (e.g. if you have
copied the goals too many times), or could be deleted if the Sales or Catering
Manager leaves and another S&C Manager joins the team.

Goals should not be deleted after the period is past (even if they were for
years which are now past). This information can still be useful when running
reports & lists and take up very little space in the system.

Step 1 With the Goals pickbox on your screen, highlight the desired period to delete
goals from, then press [Del].

Step 2 A message will appear Confirm Delete? YES/NO. Confirm by highlighting

Yes and pressing [Enter] or typing [Y]. You will then be returned to the
Goals pickbox.

To exit from the Goals pickbox, press [Esc] and you will return to the Sales
Rep pickbox.

Related Database(s) SM_GOAL.dbf

Related Topic(s) Sales Reps see page 31

Period Definitions see page 158

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Systems Supervisor Manual S&C UTILITIES

Assign Reps to Users

Introduction For all S&C modules. Three Golden Rules apply:

a. All Users must have at least one Sales Rep assigned: otherwise you
will get an error message when trying to start Sales & Catering

b. You can be a User without being a Sales Rep e.g. setting up a

temporary member of staff as a USER

c. You can be a Sales Rep without being a User e.g. a Sales Rep
working for the hotel/RSO from a remote location

Typically:

a. Each User is assigned at least their own Sales Rep Code

b. More than one Sales Rep is assigned to a User

c. You will be both User and Sales Rep

Additional Sales Rep Codes are assigned if Users will need to enter
information on behalf of their colleagues. For example, a Sales Secretary’s
User Name may have several Sales Reps assigned to it to allow the secretary
to enter information on behalf of his or her colleagues.

This Assign Sales Rep pickbox forms the "Trustee Group" for rights to
access, run mailings to and (with the Laptop Module) download your
colleague’s Accounts & Contacts.

[+fo] for installations with an active Fidelio S&C-F/O interface, if the

Volume Production, Statistics and Group Room Night actuals import
procedure (SC_FOIMP.exe) is run, then make sure that a user
AUDITOR is set up in S&C and has at least one Sales Rep assigned.

Step 1 From the Main Menu, select Edit and then Assign Reps to Users. The User
List pickbox will appear:

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S&C UTILITIES Systems Supervisor Manual

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

User list ↑atering - Utility Version 6.10 ML

CAROLINE
CLAUDIAB
DAVE
FABIAN
FIDELIO
INES
JULIA
PETERM
PETERT
=Assign INS/DE↓ (C) MICROS Systems, Inc. 1989-98

Fig. 17

Step 2 Highlight the desired User and press [Enter] to select. The Assign Sales
Manager pickbox now appears:

User list ↑
CAROLINE
CLAUDIAB
DAVE Assign SMgr ↑
FABIAN PETERT ,
FIDELIO
INES
JULIA
PETERM
PETERT
=Assign INS

=Reassign INS/DEL ↓

Fig. 18

If the User already has Sales Reps assigned, then these will be
displayed. In the example above, however, no Sales Reps have been
assigned and there is just one (blank) record displaying.

Step 3 You have three possible options at this point:

a. If Sales Reps have already been assigned: Reassign one of the

currently selected Sales Reps. Highlight the Sales Rep that you wish
to replace and press [Enter].

If you have a blank record (as in the Figure above), it is good

practice to first reassign this blank record and then assign any
other Sales Reps.

b. Whether Sales Reps have been assigned or not: Assign a new Sales
Rep to this user, press [Ins].

c. Delete one of the Sales Rep assignments: Highlight the Sales Rep that
you wish to delete and press [Del] to delete.

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Systems Supervisor Manual S&C UTILITIES

Step 4 The Sales Rep pickbox now appears. Highlight the desired Sales Rep to be
assigned to this user, then press [Enter] to select.

Step 5 The sales rep now has been added to the Assign Sales Manager pickbox and
you are returned to the Assign SMgr pickbox.

To assign more Sales Reps for this user, press [Ins] and repeat from Step 3
above.

To assign Sales Reps to another user, press [Esc] and from the User List
pickbox, highlight the desired User and repeat from Step 3 above.

Step 6 When done, the Assign Smgr pickbox should look something like this:

User list ↑
CAROLINE
CLAUDIAB
DAVE Assign Smgr
FABIAN PETERT Beck Bettina, Naples
FIDELIO PETERT Martino Caroline, Naples
INES PETERT Bormann Claudia, Naples
JULIA PETERT Specht Fabian, Vienna
PETERM PETERT Struck Julia, Naples
PETERT PETERT Menzel Oliver, Naples
=Assign INS PETERT Moser Thomas, Naples

=Reassign INS/DEL ↓

Fig. 19

If you have entered both generic Novell User logins e.g. [SM01] and
actual name e.g. [DAVE], then you must make sure that you assign the
same Sales Reps to both users. This is because the Reports & Lists
program currently does not have the [/login] parameter.

Step 7 Press [Esc] until you return to the Main Menu.

Related Database(s) SM_LSREP.dbf

Related Topic(s) Users see page 25

Sales Reps see page 31
If a Sales Rep Leaves see page 44
Mailings - Trustee Rights see page 254
S&C Laptop Module see Section 16 of the User Manual

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S&C UTILITIES Systems Supervisor Manual

If a Sales Rep Leaves

Introduction For all S&C modules. If a Sales Rep is "no longer valid", i.e. they’ve left
the hotel, changed job responsibilities etc., take the following steps to ensure
that your records remain up-to-date.

You will always have some past records with the old Sales Rep’s
initials assigned. Even if you assign Accounts, Contacts and new
Bookings to the new Sales Rep, there will still be Activities which
were done and past Bookings which were booked by the old Sales
Rep. In the future you may want to run reports or other searches on
this previous Sales Rep code. The following steps take this into
consideration.

If this Sales Rep was using the S&C Laptop Module: first make sure that all
records have been uploaded to the Home System. If the Sales Reps was a
Remote Laptop user, then his/her records must be released to the Home
System prior to Step 2 below.

Step 1 Suggestion: first run a Mailing: build a Mailing Query to search for all
Accounts and Contacts with the old Sales Rep code, run and then merge with
a letter introducing the new Sales Rep.

Step 2 Then go to S&C Utilities and complete the following :

a. If the Rep was a User, delete the User (see page 30).

b. Go to the option Edit -> Assign Reps to Users and delete the old Sales
Rep from all current Users except the Users FIDELIO,
SUPERVISOR and SM00 and any other User with supervisory rights.
This way, at least these users can run a report on this code without
having to later come into Utilities and reassign the Rep to their User
(see page 41).

c. Call your S&C Support Desk and ask for their assistance to run a
Search & Replace only on the Accounts and Contacts databases. If
they ran a Search & Replace on the Activities and Bookings databases,
all previous records as well as all future records would be changed.

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Systems Supervisor Manual S&C UTILITIES

d. Finally, you may assign future Activities and/or Bookings to the new
Sales Rep: either

i. Log in as Supervisor: go into Sales & Catering, making sure

you select the old Sales Rep’s code in the Current Sales Rep
pickbox. Put the Sales Rep Flag On (press [Shift]+[F8]). Go
into Activities and then into Bookings and edit each appropriate
(future) record: change the entry in the Sales Rep field to the
new Sales Rep and save the change by pressing [Pg Dn], or

ii. Assign the old Sales Rep’s code to the new User and then ask
the new User to log in to Sales & Catering, select the old Sales
Rep’s code from the Current Sales Rep pickbox and repeat the
steps above.

Related Topic(s) Mailings see User Manual Sections 12 & 13

Users see page 25
Assign Reps to Users see page 41

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Security & S&C Rights System

Introduction For all S&C modules. There are two levels of security at the disposal of the
System Supervisor:

a. the Novell/Windows NT security system and

b. the Sales & Catering security system

Novell / Windows NT These security systems are user-based and quite complex. Please refer to the
Novell or Windows NT documentation for an explanation of your particular
security system.

S&C Security The security in Sales & Catering is also user-based. One of its functions is
to allow or prevent access to the entire Sales & Catering program. Once in
the S&C programs, access to menu selections and individual fields can be
varied by user.

The rights system in Fidelio Sales & Catering is very flexible and can be
simply explained as follows:

a. Users are assigned to Groups

b. Groups are given rights to do certain things and view certain
information (Inclusion Zone)
c. Groups can be stopped from viewing certain information or accessing
certain fields on the screen (Exclusion Zone)
d. Even if the Group is not allowed to do something, this can be
overridden by the User (owner’s) rights

SC_RIGHT.ini ASCII file

The master rights file is called SC_RIGHT.ini. It is an ASCII file
containing:

a. A list of levels of access i.e. "Groups"

b. Sections i.e. areas of the program (see the Section list below)

c. Functions i.e. functions within the Sections (see the Functions list
below)

Users are assigned to one or more levels or Groups, e.g.

1 = Supervisor
2 = Director of Marketing
3 = Sales Manager
4 = Normal User

For hotel chains with corporate standards, rights level 1 can be used
for "Corporate Supervisors" and rights level 2 for "hotel supervisors".
This way, hotel supervisors are prevented from changing or deleting
corporate val checks by accident

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The areas of the program which are controlled by the Rights System are
organized by Sections and then further by Functions within those Sections.
Group numbers are assigned to Sections & Functions thereby allowing
members of the specified group to perform the function, e.g.

ACCOUNTS // Section
View 1,2,3,4 // Functions
Edit 1,2,3
Insert 1,2,3
Delete 1

CONTACTS // Section
View 1,2,3,4 // Functions
Edit 1,2,3
Insert 1,2,3
Delete 1

These Sections and their Functions are incorporated into the S&C executable
(exe) files. A list of the valid Sections and Functions is given below,
together with a short description on what each means. If you have additional
areas of the program that you would like to restrict, please contact your S&C
Support Desk.

Section List ACCOUNT // Accounts

CORPACC // Corporate account rights
CONTACT // Contacts
PRODUCTION // Volume Production
ACTIVITY // Activities
PROFILES // Profiles

BOOKING // Bookings and changes of Booking status

ROOMBLOCK // Room Block
GEM // Access to Resource Management
EVENTORDER // Control at EVENT ORDER level
EVENT // Control at EVENT level
RESOURCE // Control at RESOURCE level
FBAGENDA // F&B Agenda
FUNCTIONBOOK // Function Book
SCPRINT // Printing from within SC program
SCREP // SC_REP.exe rights
QUERY // Mailing query rights
HOTEL // SC/HOTEL specific rights-controls [Shift]+[F5]
VALCHECK // Valcheck control
CORPVAL // Controls corporate valchecks
HELP // Help System
PACKAGE // Package Control
REVENUE // Controls viewing rights for revenue fields
SCREP_REPORTS // Use [F8] to print from within the Hotels Hot Key
[Shift]+[F5] reports within a report section

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SCREENVIEW // Screen field view exclusion right

SCREENEDIT // Screen field edit exclusion right
PRODUCTION // Controls Volume Production level
LEAD // Controls Leads level and Lead status changes

SCUTIL // Controls S&C Utilities access

Function List EDIT // Change existing record

INSERT // Insert new record
DELETE // Delete a record
VIEW // General access level, the minimum needed
MNT // Resource maintenance features within SC
COPY // Copy an existing record
PRINT // Control print function for Accounts, Contacts,
// Bookings
SIZE // Controls the size of the Help Screens
WAITLIST // Waitlist control in Function Diary
VIEWBOOKING // Booking info control in Function Diary
MOVE // Move function, i.e. move a contact to another
// account etc.
FBMOVETIME // Horizontal motion control in Function Diary
MOVEROOM // Vertical motion control in Function Diary
MOVELOCK // in Function Diary, mark as do not move
MOVEUNLOCK // in Function Diary, mark as move again
FORCEAVAIL // in Function Diary, Waitlist; force availability
CEILING // allow ceiling exceeding; still in development
OVERBOOK // overbook ceiling - for RSO versions only
DEF // Status, used by BOOKINGSTATUS - only DEF,
CAN // CAN and LOS statuses valid for rights control
LOS //
REPORT_1 // Account/Contact report section in SC_REP.exe
REPORT_2 // Booking reports
REPORT_3 // Activity reports
REPORT_4 // To Do reports
REPORT_5 // Event reports
REPORT_6 // Master Data reports
REPORT_7 // Miscellaneous reports
REPORT_8 // Report log reports
REPORT_9 // Custom reports
REPORT10 // Volume Production reports
RESET // in SC_REP.exe, allows to reset all filters
PROMOTE // Account/Contact promotion
FO_EXP_EDIT // if FO interface on & Room Block level active:
// rights to change block after export to FO
// has been performed
CAPACITY // controls right to overwrite space max capacity
SETUP // controls right to overwrite the setup capacity of
// a function space

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EDITCEILING // [-fo] only to edit ceiling

TRUSTEE // For Account & Contact level under development
PEL // change lead status for PEL, CFL, LSL, TDL &
CFL // ACL
LSL //
TDL //
ACL //

Edit the Rights System

Step 1 To edit the existing Rights file (SC_RIGHT.ini): from the S&C Utilities
Menu, select Edit and then Rights System.

Step 2 One of two things will happen:

a. If you do not have the DOS ASCII editor called EDIT.com loaded on
your computer or network (or if the path is not set to recognize this
file), you will not be able to enter the Rights System. Copy this file
onto your computer or change the path in your AUTOEXEC.bat and
try again. (If you are not sure how to do this, please contact your
hotel’s System Manager or the Hardware Support Desk.)

b. Your screen will look something like this:

File Edit Search Options Help

SC_RIGHT.DAT
// ↑
// User rights for Sales and Catering
//
// File created by: Andrew Murray 21.1.93
// File last modified: Felix Opitz 06.07.93
// Andrew Murray 27.7.94
// Felix Opitz 11.08.95
//
//
// This rights system uses the following rights scheme:
//
// Rights Level Department Name
// --------------------------------------------
// 1 Supervisor He can do everything
// 2 Director of Marketing
// 3 Director of Catering
// 4 Director Sales/Inhouse Sales
// 5 Outhouse Sales
// 6 Convention/Catering Manager
// 7 View all only
// 8 View Sales only ↓
← →

Fig. 20

This is the ASCII file, SC_RIGHT.ini. The // symbols at the beginning of

a line indicate that this is a remark line, for information only.

Rights Level / Department Name Up to 35 levels of rights (i.e. Groups)

can be set! The levels must be set to one alphanumeric character only (i.e.
A-Z and 1-9). Recommended: no more than 9 levels! If desired, change the

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Department Name to more closely reflect the structure in your

Sales/Catering office.

Give the Levels Names Information for the computer in computer-speak.

These are the commands by which the computer recognizes which Level
Number belongs to which Group. This should be an exact reflection of the
information entered above (Rights Level/Department Name).

Inclusion Zone The following lines reflect which Groups should be allowed access to the
different functions, e.g.:

[ACCOUNT]
VIEW 1,2,3,4,5,6,7,8,9
EDIT 1,2,3,5,6
DELETE 1,2,O

Fig. 21

means that on the Accounts Level:

a. Users belonging to Groups 1 - 9, and the Owner of the record, can

View Accounts, but

b. Only Users belonging to Groups 1,2,3,5 and 6, and the Owner of the
record, can Edit Accounts and

c. Only Users belonging to Groups 1 and 2 can Delete Accounts. The

Owner is not allowed to Delete Accounts.

The letter [O] (not zero) in the Delete line above indicates that not
even the Owner is allowed to Delete Accounts. In the Inclusion
Zone, an [O] signifies that the Owner of the record is not allowed to
perform the function.

There does not have to be a comma [,] after the last entry in the line.

It is also possible to restrict the user’s access to sections of the Reports &
Lists program. In the Rights System file, there is a section referring to
Reports & Lists, as follows:

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// SC report program
SCREP
VIEW 1,2,3,4,5,6
RESET 1,2,3
INSERT 1,2
DELETE 1,2
EDIT 1
COPY 1
REPORT_1 1,2,3,4,5 //Account/Contact Reports
REPORT_2 1,2,3,4,5 //Booking Reports
REPORT_3 1,2,3,4,5,6 //Activity Reports
REPORT_4 1,2,3,4,5,6 //To do’s Reports
REPORT_5 1,2,3,6 //Events Reports
REPORT_6 1,2,3,6 //Master Reports
REPORT_7 1,2,3,4,5,6 //Misc Reports
REPORT_8 1,2,3,4,5,6 //Report Log Reports
REPORT_9 1,2,3,4,5,6 //Custom Report
REPORT10 1,2,3,4,5,6 //Volume Production RSO

// SC report control
SCREP_REPORTS
SC->PRINT_HOTEL

Fig. 22

The entries REPORT_1, REPORT_2 etc. refer to the different selections

available i.e. Accounts/Contacts, Activity, Bookings etc.

Exclusion Zone To complement the Inclusion Zone, there is an Exclusion Zone. This area
can be used to exclude users from editing or even viewing certain fields on
the screen.

For example, you would like to change the Event Edit screen so that only a
few selected users can view or edit the Forecast Space, Item, Food &
Beverage fields: add the following lines in the Exclusion Zone:

// Screen field rights

//
// Note: these rights imply EXCLUSION for the listed field unless
// the user’s level is specified. All other fields are accessible
// to every user.

[SCREENVIEW]
GE_EV->fc_spa_ev = 1,2,3,4,5,6
GE_EV->fc_itm_ev = 1,2,3,4,5,6
GE_EV->fc_men_ev = 1,2,3,4,5,6
GE_EV->fc_bev_ev = 1,2,3,4,5,6

[SCREENEDIT]
GE_EV->fc_spa_ev = 1,3,
GE_EV->fc_itm_ev = 1,3,
GE_EV->fc_men_ev = 1,3,
GE_EV->fc_bev_ev = 1,3,

Fig. 23

In the above example, users with right level 4 are allowed to view but not to
edit the event forecast figures.

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Using the ’O’ right here ALLOWS the OWNER to overwrite any
exclusion.

Step 3 To Quit the SC_RIGHT.ini, press the [Alt] key once and release. The
cursor will now be placed in the Menu. Select File and then Exit. If you
have made any changes, either first select Save and then Exit, or simply
select Exit and you will be prompted to save your changes before actually
exiting the file.

Related Database(s) SC_RIGHT.ini

Related Topic(s) Users see page 25

Val Checks see page 13

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QRY Special WP-Codes

Introduction For all S&C modules. The Query Special Wordprocessing Codes are codes
which have been created as combinations of individual fields in S&C, for
example the code COFLNAME is a combination of the fields for the
Contact’s First Name and Last Name.

Step 1 From the Utilities Main Menu select Edit and then QRY Special WP-Codes.
Your screen will then look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Fidelio Sales & Catering - Utility Version 6.10 ML

Pick a WP-Code ↑
A1DONE_DAT Act. Completed Date
A1FOR_DATE Act. Activity Date
A1LAST_DAT Act. Last Date Updated
A1SALESR/ Act. Sales Rep/Mgr
A1SALESTEL Act. Sales Rep/Mgr Teleph
A1SALESTI1 Act. Sales Title L1
A1SALESTI2 Act. Sales Title L2
A1SALESTI3 Act. Sales Title L3
A1TYPE/ Act. Type Description
INS=Add =Edit DEL=Delete ↓

Fig. 24

The codes are grouped as follows: Codes beginning with

* A1.. relate to the Activities database

* AC.. relate to the Accounts database
* BK.. relate to the Bookings database (SM_BKHEA)
* CO.. relate to the Contacts database
* DATE.. are for dates (see below)
* DCC.. are for Deposit & Cancellation - Cancellation fields
* DCD.. are for Deposit & Cancellation - Deposit fields
* HIS.. are for hotels with an HIS Front Office system

Although there is no technical reason why fields from two databases

should not be mixed in one Special WP Code (e.g. Accounts &
Contacts), these Special WP Codes are mostly composed of several
fields within the same database.

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Step 2 To change a Special WP Code, press [Enter] on the highlighted record and
your screen will look something like this:

WP-Code Name : COADRBUS

Description : Contact Address Greet Bus

Function : trim(val_get("GREET1",contacts->greet1))+’ ’+iif(contac

Invalid in Lite : N

Invalid in GRC : N

Invalid in RSO : N

Customized Code : N

Fig. 25

WP-Code Name: This is the short code for this Special WP Code
(maximum of 10 characters). This will be displayed inside S&C when the
user edits a Field List and selects the group Special.

Description: The long description for the code. This will be displayed
inside S&C when the user edits a Field List and selects the group Special.

Function: The dBase expression for this code. If you would like to build
a new code and are not familiar with dBase expressions, please refer to a
dBase manual and the S&C Data Dictionary (available under the Print option
from the S&C Utilities Main Menu).

Invalid in Lite: Some databases (and therefore some codes) are not
applicable in various of the S&C modules. If this code referred to Booking
databases (SM_BKHEA), this code would be "Invalid in Lite" since the S&C
Lite module does not include the Bookings module.

Invalid in GRC: Same reasoning as above. This applies to the S&C Hotel
module. An example would be a code calling fields from an Event
Management database such as GE_EV.

Invalid in RSO: Same reasoning as above. This applies to the S&C RSO
module. An example would be a code calling fields from the Bookings
database SM_BKHEA which are only accessible for users of the S&C RSO
version.

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Customized Code: if either at time of installation or at any time later, the

Query Special Code is customized i.e. changed in any way from the standard
codes, then enter a [Y] here. This will facilitate future updates, ensuring that
your customized Codes will not get overwritten by the update procedure.

Typical customizations would be the ACCITYCOU and COCITYCOU

codes where the country is "customized" i.e. changed. See below for
more information.

Checking/Changing Special Codes

Step 1 When setting up a new S&C system, check that the Country codes are correct
in the Special WP Codes listed below.

These codes are set up to print the Country entered in the Account or Contact
screen, unless the country is xx (where xx is the country in which this hotel
is located). This means, that if this hotel is in Germany, D- will not be
printed in the address, but CH- or F- will.

ACCITYCOU At the beginning of the code, the current default is set up

e.g. alltrim(contacts->country(if(’F’$country,.. for France.
Enter the desired country code between the two single
quotation marks ’ ’

ACCOUNTRY as above

COCITYCOU as above

COCOUNTRY as above

This only has to be done on setup of the system. After this time, no
further changes should be necessary to these Query Special WP Codes.

If the above codes are changed from the installation standard, make
sure you enter [Y] in the Custom field.

Step 2 Some of these Special WP Codes include a line break in their composition.
For example, ACNAME is a combination of the fields Account Name 1, 2
and 3 and includes line breaks at the end of each field so that Account
Name 2 appears on the line under Account Name 1.

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Depending on the hotel’s Wordprocessor, please make sure that the

following codes are used for line breaks. Otherwise, the Users may
receive an error message when importing the Data file created in Sales
& Catering into their external WordProcessor:

Word 5.0 or 5.5 for DOS chr(13)+chr(11)

WinWord (all versions) chr(13)+chr(11)
WordPerfect (all versions) chr(15)+chr(10)

Codes that will definitely need to be checked/changed are listed below.

Others may also need to be altered, depending on whether QRY
Special WP Codes have been set up for your hotel:

ACSTREET (all three lines of the street address)

ACNAME (all three lines of the account name)
COADRPRV (contact name, private address)
COSTREET (all lines of contact street address)

If the above codes are changed from the installation standard, make
sure you enter [Y] in the Custom field.

Step 3 In some cases, these Special WP Codes are used to print the long description
for a given code, e.g. Booking Arrival Date. The date is then printed in long
format, the date language is taken from the languages entered in the system
file SY_AMESS.

In the database SY_AMESS, the LANG_DOW_MON,

LANG_DOW_TUE etc. is translated for the day of the week and
LANG_JAN, LANG_FEB, LANG_MAR etc. for the months. If your
code is not printing out correctly, please contact your S&C Support
Desk for help.

If the above codes are changed from the installation standard, make
sure you enter [Y] in the Custom field.

Related Database(s) QRY_SPEC.dbf (WP Special Codes)

QRY_SELE.dbf (Mailing queries)
QRY_FLD.dbf (Field lists for Mailing & Quick Letters)
QRY_HITS.dbf (Hit Lists)
SY_AMESS.dbf (system messages)

Related Topic(s) Mailings See User Manual Sections 12 & 13

Quick Letters See User Manual Section 12

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Devices: Printer Setup

Introduction For all S&C modules. Used to set up your hotel’s printers.

Step 1 From the S&C Utilities Menu, select Edit and then Devices and once again
Devices. You will be presented with the printer pickbox:

Workstation Printer Maintenance 230 ↑

Fid 000 FAX Fax Interface
000 LPT1 HP Laser Jet III
000 LPT1 HP Laser Jet III Letter
000 LPT2 HP Laser Jet III/LPT2
000 NUL Print RR to screen

Ins=Add < =Edit Del=Delete ↓

Fig. 26

Step 2 You have two options at this point:

a. Add a printer: press [Ins] and go to Step 3 below.

b. Change a printer: to change the existing setup of one of your

printers, move your cursor to the applicable printer and press [Enter].
Go to Step 3 below.

Step 3 In either case your screen will look like this:

Device Maintenance

Workstation 000
Printer Description HP Laser Jet III
Device Type D
Device LPT1
Print Queue
Printer Name HP-Laserjet III
DOS Init Command
R&R Pr. Number 1
R&R FIF File rrhp_III.fif
R&R Config File RR.CNF
Special Printer Define III
Special Paper Size A4

Fig. 27

If you press [Ins], a copy will be made of the printer you were
highlighting before you pressed [Ins]. Change the information in the
screen and press [Pg Dn] and your new printer will be added.

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Workstation Always 000 i.e. every Workstation.

Printer Description Enter the Description that the Users will see when
selecting a Printer in S&C. This may be the name of the printer, or the place
where the printer is located, e.g. Printer Sales, Printer Reservations. The
system supervisor may also find it helpful if you enter the port in this
description e.g. LPT1.

Device Type Printer Type. Enter [D] for "Drucker" (the German word
for Printer), [A] for ASCII (American Standard Code Information
Interchange), [F] to print to a file, or [W] for R&R worksheets.

Device Enter the printer device: LPT1, LPT2, COM1, etc. If setting up
a Fax printer, enter [FAX]. If setting up a printer for Printing to the Screen,
enter [NUL].

Print Queue for future development.

Printer Name Empty the field and press [Enter] to display a pickbox of
available options. Highlight and press [Enter] to select the appropriate name
for your printer. If your printer is not listed here (e.g. HP4) select the nearest
equivalent (e.g. HP-Laserjet III). If setting up a printer for Printing to the
Screen (or a file) select [ASCII].

DOS Init Command DOS initialization command. This field was

previously used when print queues needed to be re-routed: a print capture
command could be entered here so that, for example, print jobs were sent to
another queue on LPT1 instead of a local endcap. More recently the Novell
LOGIN.3x is used to take care of these situations and this field is generally
left empty.

R&R Pr. Number The printer number as listed in the RRSETUP

program (see page 61 for more information). If setting up a printer for
Printing to the Screen (or a file) select [D] for Display!

R&R FIF FILE Relational Report Writer (R&R) Font Information File or
FIF. Enter the name of font file to be passed to the R&R when this printer
is used. If this FIF file is not located in your SM_DATA directory, enter the
full path where it is to be found. If a FIF file name is entered here, it will
override any FIF file saved in the report itself (except if you are working
with a UNIX operating system).

R&R Config File Enter the name of your R&R configuration file.
This file should always be located in the SM_DATA directory.

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Special Printer Define U s e d t o Description Code

drive the correct printer for the Group HP Laser + +
Forecast Book (printed from the HP
HP
Laser
Laser
4
500
IV
500
option Specials in the Reports & Lists HP Laser II II
HP Laser IID IID
program) and other hard-coded HP Laser III III
HP Laser IIID IIID
reports. To display a list of valid HP Laser IIIP IIIP
HP Laser IIP IIP
codes, empty this field and then press HP Laser IIP+ IIP+
HP Laser Original I
[Enter]. Valid codes are shown in
the Figure to the right. No other
codes are valid; please do not
change these codes! Fig. 28

Highlight the appropriate printer and press [Enter] to select.

Special Paper Size Used to Description Code

determine the correct paper size for A4 (8.27" x 11.69") A4
the Group Forecast Book (see above) Legal (8.5" x 14")
Letter (8.5" x 11")
LEGAL
LETTER
and other hard-coded reports e.g. the EXEC (7.25" x 10.5") EXEC

Group Rooms Control (GRC) sheet.

To display a list of valid codes,
empty this field and then press
[Enter]. Valid codes are shown in
the Figure at the right. No other
Fig. 29
codes are valid. Please do not
change these codes!! Highlight the
appropriate paper size and press [Enter] to select.

Step 4 When done, press [Pg Dn] to save the new printer

Examples of Printers The following are examples of printer setups:

Device Maintenance

Workstation 000
Printer Description HP Laser Jet 4
Device Type D
Device LPT1
Print Queue
Printer Name HP-Laserjet III
DOS Init Command
R&R Pr. Number 1
R&R FIF File rrhp_III.fif
R&R Config File RR.CNF
Special Printer Define III
Special Paper Size A4

Fig. 30: Example of "normal" printer setup

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Device Maintenance

Workstation 000
Printer Description Fax Interface
Device Type D
Device FAX
Print Queue
Printer Name HP-Laserjet III
DOS Init Command
R&R Pr. Number 1
R&R FIF File rrhp_III.fif
R&R Config File RR.CNF
Special Printer Define III
Special Paper Size A4

Fig. 31: Example of fax printer

Device Maintenance

Workstation 000
Printer Description Print RR to screen
Device Type D
Device NUL
Print Queue
Printer Name ASCII
DOS Init Command
R&R Pr. Number D
R&R FIF File rrhp_III.fif
R&R Config File RR.CNF
Special Printer Define III
Special Paper Size A4

Fig. 32 : Example of "Print to Screen" printer setup

Device Maintenance

Workstation 000
Printer Description Print RR to file
Device Type F
Device
Print Queue
Printer Name HP Laserjet III
DOS Init Command
R&R Pr. Number D
R&R FIF File rrhp_III.fif
R&R Config File RR.CNF
Special Printer Define III
Special Paper Size A4

Fig. 33 : Example of "Print to File" printer setup

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Device Maintenance

Workstation 000
Printer Description cc:Mail
Device Type A
Device CCMAIL
Print Queue
Printer Name ASCII
DOS Init Command
R&R Pr. Number 1
R&R FIF File rrhp_III.fif
R&R Config File RR.CNF
Special Printer Define III
Special Paper Size A4

Fig. 34 : Example of "cc:Mail" printer setup

The cc:Mail printer will only function properly if cc:Mail has been
installed and the SC_COMM.ini (in SM_DATA) has been set up
correctly. The name of the Device must be entered as CCMAIL (all
capital letters, no spaces).

The SC_COMM.ini must be located in the SM_DATA directory and

should look something like this (see page 308 for further details):

[SC_COMM]
CCMAIL_DIR=R:\CC_MAIL\CCDATA
CCIMPORT=R:\CC_MAIL\CCDATA\IMPORT **
CCEXPORT=R:\CC_MAIL\CCDATA\EXPORT **
POLL_OUTBOX=300
POLL_INBOX=120
RECEIPT=FALSE
PRINTER=LPT1

Fig. 35

When users select this printer in S&C, the report is written to a

cc:Mail text attachment. To read the text attachment, the recipient
copies the attachment to DOS, then type the DOS command to copy
it to the desired printer port e.g. [copy xxx.txt LPT1]

Setting up New Printers

Introduction In addition to the printer setup described above, it is also necessary to check
that the new printer is set up correctly for printing Reports & Lists. The
following steps describe how to do this:

Step 1 Go to DOS. Change to the directory containing the Sales & Catering data
files (usually I:\FIDELIO\SM_DATA).

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Step 2 From the DOS prompt, type [RRSETUP] and press [Enter]. Your screen
will then look something like this:

MENU
Configuration Fonts Exit
Configure defaults, printers, and colors

R&R Report Writer Configuration Program

Concentric Data Systems, Inc.
(C) Copyright 1992
All Rights Reserved
Version 5.0

Fig. 36

Step 3 Select Configuration and confirm with [Enter]. Then select the RR.cnf file
presented as a default (should default to the RR.cnf file situated in your
SM_DATA directory).

Step 4 From the next menu, select Printers and your screen will look something like
this:

R&R Configuration Manager READY

Press F1 for help, Esc to return to Configuration menu

Printer 1 type: CUSTOM

Name: HP LaserJet III
Printer 2 type: HP LaserJet 4
Name: HP LaserJet 4 Sales
Printer 3 type: UNASSIGNED
Name:
Printer 4 type: UNASSIGNED
Name:
Printer 5 type: UNASSIGNED
Name:
Printer 6 type: UNASSIGNED
Name:
Printer 7 type: UNASSIGNED
Name:
Printer 8 type: UNASSIGNED
Name:

Fig. 37

You have two choices at this point:

a. Add a new printer setup

b. Edit an existing setup

Step 5 If the printer type you have just added in Devices -> Printers in S&C
Utilities is not listed, or if you know that you have added a printer for a
different port (LPT1, LPT2 etc.), then highlight the first UNASSIGNED line
and press [Enter].

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R&R Configuration Manager MENU

Select type

Printer 1 type: CUSTOM more

Name: HP LaserJet III HP DeskJet Plus/DeskJet 500
Printer 2 type: HP LaserJet 4 HP LaserJet (Original)
Name: HP LaserJet 4 Sales HP LaserJet +
Printer 3 type: HP LaserJet 4 HP LaserJet 2000
Name: HP LaserJet 4 HP LaserJet 4
Printer 4 type: UNASSIGNED HP LaserJet 500+
Name: HP LaserJet II
Printer 5 type: UNASSIGNED HP LaserJet II D Duplex
Name: HP LaserJet II D Simplex
Printer 6 type: UNASSIGNED HP LaserJet II P
Name: HP LaserJet III
Printer 7 type: UNASSIGNED HP LaserJet III D Duplex
Name: HP LaserJet III D Simplex
Printer 8 type: UNASSIGNED HP LaserJet III Si Duplex
Name: HP LaserJet III Si Simplex
HP LaserJet III Si Standard
HP PaintJet
HP ThinkJet
more

Fig. 38

Highlight the appropriate printer and press [Enter]. Your screen will then
present the following menu choices:

HP LaserJet 4 MENU
Interface Customize Print Quit
Specify characteristics of printer port

Fig. 39

Select Interface and your screen will look something like this:

HP LaserJet 4 READY
Press F1 for help, Esc to return to Printers menu

Printer 3 type: HP LaserJet 4

Printer 3 name: HP LaserJet 4
Time-out (seconds): 0
Interface type: Parallel
Port: 1 (LPT1)
Check ’printer busy’ signal? Yes
Check ’printer online’ signal? Yes
Check ’printer out of paper’ signal? Yes
Check ’printer i/o error’ signal? Yes

Fig. 40

Change the printer name if necessary, as follows :

a. if there are two printers with the same name - each Printer Name
must be unique in the RR.cnf file

b. to identify the printer more easily

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Then check that the Interface Type is correct for this printer.

If you have set up a Fax printer, the Interface should be set up for
LPT3.

When done, press [Esc] twice to return to the list of printers; then press [Esc]
once more to return to the menu shown below.

R&R Configuration Manager MENU

Defaults Printers Colors Mouse Save Quit
Save all configuration information

Fig. 41

From this menu, select Save. After a moment you will return to the same
menu (your new RR.cnf having been saved); select Quit and finally Exit to
leave the RRSETUP program.

Ensure that everything matches, i.e. that

i. the R&R Printer Number in the RRSETUP program is the same

as the RR Pr. Number entered in the Printer Edit screen in
S&C Util (Fig. 27 above).

ii. the Port (LPT1 etc.) is the same in the RRSETUP as in the
Printer Edit screen and as in the Novell Login script (LOGIN.1
or LOGIN.3x etc).

Printing contract from two paper trays

To set up your printer so that the first sheet of paper will be taken from
Bin 1, and the second sheet from Bin 2, for example take from Bin 1 for the
cover letter and then Bin 2 for the rest of the document:

The following instructions apply if you have an HP 4 Laserjet printer

with two paper trays. If you have a different double-tray printer,
please check in your Printer’s manual for the appropriate commands.

Step 1 Go to DOS. Change to the directory containing the Sales & Catering data
files (usually I:\FIDELIO\SM_DATA).

Step 2 From the DOS prompt, type [RRSETUP] and press [Enter]. Select
Configuration and at the next menu, press [Enter] on the RR.cnf file
presented as a default (should default to the RR.cnf file situated in your
SM_DATA directory).

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Step 3 From the next menu, select Printers. Use [↓] to move down to the first
UNASSIGNED printer and press [Enter]. Highlight the appropriate printer
(e.g. HP LaserJet 4) and press [Enter].

Step 4 Select Interface -> Printer Name and give the printer a unique name.

Step 5 Select Customize and your screen will look something like this:

UNASSIGNED READY
Press F1 for help, Esc to return to Printers menu

Screen 1 of 3 (PgDn for screen 2)

Driver type: Non-Postscript
Send line feed? Yes
Start of report sequence: 27,"%-12345X","@PJL ENTER LANGUAGE = PCL ",10,27,"&...
End of report sequence: 27,"%-12345X",10
Form length (lines) sequence: 27,"&l1E"
Form feed sequence: 12
Maximum form length (lines): 128
Compressed characters per inch: 16.66
Compressed print sequence: 27,"(s16.66H"
6 lines per inch sequence: Mode 27,"&l6D"
8 lines per inch sequence: Mode 27,"&l8D"
10 pitch sequence: 27,"(s10H"
12 pitch sequence: 27,"(s12H"
Bold on sequence: 27,"(s3B"
Bold off sequence: 27,"(s0B"
Underline on sequence: 27,"&dD"
Underline off sequence: 27,"&d@"
Italics on sequence: 27,"(s1S"
Italics off sequence: 27,"(s0S"

NUM

Fig. 42

Highlight the line "Start of report sequence" and press [Enter] to edit. Your
cursor is now positioned at the top right of your screen, at the end of this
"Start of report sequence" line. Check that the commands 27,"&l1H" exist
at the end of the line, and if not add them, then press [Enter]. This instructs
the printer to print from the upper bin.

Step 6 Move down to "Form feed sequence" and press [Enter] to edit. Again, your
cursor is at the top right of your screen, at the end of this "Form feed
sequence" line. Check that the commands 27,"&l5H" exist at the end of
the line and, if not, add them. When done, press [Enter]. This instructs the
printer to print from the lower bin.

Step 7 When done, press [Esc] until you return to the R&R Configuration Manager
menu (options are Defaults, Printers, Colors, Mouse, Save, Quit) and then
select Save and then Quit and finally Exit.

Step 8 Start S&C Utilities and go to Edit -> Devices -> Devices. Add this printer
with a description that indicates it is for printing documents for customers.
Make sure you keep a "normal" printer setup for printing internal documents
i.e. not using your letterhead paper.

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Printing Internal BEOs on Legal Size paper

If you would like to print your Banquet Event Orders (BEOs) on legal size
paper (longer than the regular A4 or Letter size paper):

The following instructions tell you how to reformat your Function

Sheets (or BEOs) to legal size. Then set up a new printer in S&C
Utilities to use when printing BEOs and instruct the printer to pause
before printing (so that users have time to put the legal paper in the
manual feed tray).

Step 1 Reformat the BEO in R&R (ask your S&C Installer or Support Desk to do
this for you if you are not sure how): call up the appropriate R&R report
and use the following commands:

a. / -> Print -> Options -> Page-Margins -> Page Length -> 5 (Legal) -
> [ESC]

b. (still in Options) : Control-Printing -> Paperfeed -> Bin (1)

Re-save the report and quit R&R.

Step 2 The usual A4 paper tray on the HP4 cannot hold legal size paper, so set up
a second printer in S&C Utilities and in R&R setup. This printer will have
the same LPT port as the normal printer, but will pause for a prompt to feed
from the manual paper tray. The user then just has to put the legal paper in
the manual paper tray and press the Online button once.

From the DOS prompt in the SM_DATA directory, type [RRSETUP] and
press [Enter]. Select Configuration and at the next menu, press [Enter] on
the RR.cnf file presented as a default (should default to the RR.cnf file
situated in your SM_DATA directory).

Step 3 From the next menu, select Printers. Use [↓] to move down to the first
UNASSIGNED printer and press [Enter]. Highlight the appropriate printer
(e.g. HP LaserJet 4) and press [Enter].

Step 4 Select Interface -> Printer Name and give the printer a unique name.

Step 5 Select Customize and your screen will look something like Fig. 42 above.
Press [Pg Dn] twice and the 3rd Customization screen will be displayed;
your cursor is highlighting the option "Auxiliary paper bin 1 sequence".
Press [Enter] to edit and change the existing entry so that is reads
27,"&l2H" and then press [Enter] to confirm (this sequence can also be
found in your Printer’s manual).

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Step 6 When done, press [Esc] until you return to the R&R Configuration Manager
menu (options are Defaults, Printers, Colors, Mouse, Save, Quit) and then
select Save and then Quit and finally Exit.

Step 7 Start S&C Utilities and go to Edit -> Devices -> Devices. Add this printer
with a description that indicates it is for printing internal BEOs on legal size
paper.

Related Database(s) SY_WSDEV.dbf

SY_WS.dbf
RR.cnf

Related Topic(s) Val Checks see page 13

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Main Menu: Print

Data Dictionary
Introduction For all S&C modules. The Data Dictionary is a complete list of all
Databases, together with the fields they contain and their related index
(sorting) files.

Step 1 From the S&C Utilities Menu, select Print and then Data Dictionary. Your
screen will then look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Fidelio Sales & Catering - Utility Version 6.10 ML

Enter Report Criteria

Enter Name for Report: Fidelio Sales & Catering - Utility

Enter Version Number : 6.10 ML

Enter DBFs to print :

Print Sizes Report : N (Y/N)

98

Fig. 43

Enter Name for Report A default name is entered, but feel free to
change this if desired. This name will appear on the top of each page of the
printout.

Enter Version Number To ensure that it is clear in the future which

version of S&C the Data Dictionary print out relates to, enter the S&C
version number here. A default entry is filled in for you. Simply press
[Enter] to continue.

Enter DBFs to Print To print out just one DBF (Database File), enter the
correct name here. To print out the complete Data Dictionary (approximately
170 pages) press [Enter] on this empty field.

Print Sizes Report You have two choices here:

a. Enter [Y] and a short list (3 pages) will be printed indicating the size
of each Database (but not the full Data Dictionary).

b. Enter [N] and the data structures that you requested will be printed.

Step 2 Make your selection and press [Enter]. A Printer Choice pickbox will be
displayed. Highlight and press [Enter] to select the desired printer and
proceed.

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Step 3 At any time, press [Esc] to abort this process or [P] to pause the print job.

Step 4 If desired, file this Data Dictionary in your Systems Supervisor’s office.

Once the Data Dictionary has been printed, it is not necessary to print
again unless structure changes are made to your current version or if
you receive an update to your S&C version.

Related Database(s) All Databases !

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Main Menu: Reindex

Introduction For all S&C modules. Reorganizing or "reindexing" your S&C system on
a regular basis is a vital part of your system maintenance tasks. This option
not only "tidies" your files, but also maximizes the overall speed at which
data is processed and presented in all pickboxes and notes fields. An
automatic Novell "castoff" is performed as soon as the reindex routine is
started and will be taken off after its completion. Thus potential Novell
messages will not interrupt the reindexing process.

The Reindex option should also have been set up and be available directly
from your Sales & Catering system manager’s menu. On the Manager’s
menu, there may be several choices:

a. Reindex with Pack. When Users delete records from inside S&C,
they are marked for deletion in the Database, but not yet actually
deleted. This option really erases all the deleted records, and therefore
takes a lot longer than the Reindex with No Pack (below). This
reindex option requires at least as much free disk space as the size of
the biggest *.dbf in your SM_DATA directory. However, if this is all
the free space you have on your file server you should contact your
nearest Fidelio Office or Dealer immediately.

b. Reindex with No Pack. As explained above, when Users delete

records from inside S&C, they are marked for deletion in the Database,
but not yet actually deleted. This option does not erase all the deleted
records. At the end of the reindex, they will still exist in the Database,
marked for deletion. This is the fast reindex.

c. Shared Reindex (xxxxx) Where xxxxx indicates which files will be

reindexed. You may have three or four options available for Shared
Reindexes. This option (run either with or without pack) allows you
to run a reindex on several workstations simultaneously. See
page 299 for details.

d. Simulated Front Office databases for S&C Hotel, RSO and GEM
installations without an active Fidelio S&C-Front Office interface.
This option will reindex the simulated or "dummy" Front Office
databases used by S&C Group Rooms Control. This option is not
available from inside S&C Utilities but will probably have been
combined with either option a., b., or c. above when run from your
S&C Manager menu. See page 303 for more details.

All reindex options from with S&C Utilities, run a Reindex with
Pack.

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Step 1 Before selecting any Reindex option, first make sure that all Users are out of
the main S&C system and Reports & Lists. Advise them they will not be
able to use S&C again until the Reindex is completed. They can however
still work in their Wordprocessor program, as long as they have not accessed
this from within S&C.

Step 2 From the S&C Utilities Menu, select Reindex. You have three choices:

a. Selected
b. Reindex All
c. Delayed

Selected Runs Reindex with Pack (point a. on the previous page) For general
system housekeeping, you should choose Reindex All (see below). Therefore,
use this option only if asked to by your S&C Support desk. It will give you
the choice to reindex only certain Databases.

Step 1 Press [Enter] on Selected and a message will briefly appear: Checking for
Logged in Users...please wait. Your screen will then look something like
this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

↑
Fidelio Sales ACCOUNTS Accounts ion 6.10 ML
ACP
ACTIVITY Activities
CENTR_TA Central Transaction
CONTACTS Contacts (Child of Accounts)
EXP_ACC
EXP_ACT
EXP_BOO
EXP_BOOL
EXP_CON
EXP_SREP nc. 1989-98
EXP_THIS
EXP_TRAN
GE_BILL Billing
GE_CHANG Changes
=Un/Mark F2=All F3=UnAll F10=Proceed ↓

Fig. 44

Step 2 Your options to select the desired databases are as follows:

Mark/Unmark To mark the highlighted database, press [Enter]. A [√]

will appear to the right of the database name, indicating that this has been
marked for reindexing. To unmark, highlight a marked database and press
[Enter] again. The [√] will disappear.

[F2] All To mark all databases listed with one keystroke, press [F2].

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[F3] Unall To unmark all databases listed, press [F3].

If you change your mind and do not want to start a Reindex, then press [Esc]
while still in this pickbox (i.e. before you press [F10 Proceed - below).

Step 3 [F10] Proceed Once the desired databases have been marked, press [F10]
to proceed. Go to Step 3 below

Reindex All Reindex with pack (point a. on the previous page) use to reindex all your
Sales & Catering databases. WARNING!! If no users are currently logged
in, as soon as you select this option a Reindex will start. Once started, the
Reindex must not be interrupted. Therefore, make sure you want to proceed
before selecting this option.

Select Reindex All. A brief message will appear "Checking for logged in
Users..please wait", after which one of two things will happen:

a. Users are still logged in. Your screen will look something like this:

Users currently logged-into Sales & Catering

BETTINA 3 Beck, Bettina

SPACE=Tag F8=Refresh F9=Message

Fig. 45

Make sure that the person who starts the Reindex has the same drive
mappings as the other users of Sales & Catering. For example, if
someone logs in as a SUPERVISOR and starts the reindex, but the
users have root mappings, then the "Checking for Logged In Users"
function will not work correctly.

Only if your Novell login name is SUPERVISOR, then by pressing

[F10] you can force users to log out immediately.

b. The reindex will start. Go to Step 3 below.

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Delayed Runs Reindex with Pack (point a. on the previous page) when using the
Delayed option, do consider :

a. when the system backup will be running. If the reindex is running,

then the S&C files cannot be backed up as they are considered "open"
i.e. in use.

b. if any users will still be logged into the system, i.e. working late.
If any users are logged in, then the reindex cannot continue
"automatically" : it will stop at Checking for Logged In Users and
action needs to be taken before the reindex can continue.

Select Delayed and your screen will look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Fidelio Sales & Catering - Utility Version 6.10 ML

Enter A Time To Start The Reindexing

Time Now : 15:54:33

9-98
Start Time: :

Press <ESC> To Abort Process

Fig. 46

Start Time Enter the time that you would like the reindex to start and press
[Enter] to confirm.

You must now leave this screen as it is until the reindex is run: if you press
[Esc] to quit this screen, the Delayed reindex will be aborted. Go to Step 3
below

Whichever reindex option you selected above

Step 3 The reindex process will begin, first checking for any Users who are still
logged into S&C. If there are Users logged in, your screen will look
something like Fig. 45 above.

Once the system has verified that no Users are logged in, the reindex
procedure will commence.

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As the reindex proceeds, you will see that each Database file is being Packed
(unless you have selected a Reindex with No Pack); then the index files are
re-created.

If you see the message File Not Found: don’t worry. The Reindex is
driven by a file which contains records for each index that should be
created together with the index "expression". These File Not Found
databases are those such as Front Office databases which have to be
ignored.

Step 4 When done, the reindex will return you to the S&C Utilities main menu (or
in the case of the Delayed reindex, quit from S&C Utilities).

!! VERY IMPORTANT !!
DO NOT INTERRUPT the REINDEX (even if the screen seems to
"hang" or get stuck) - EITHER BY PRESSING [Esc] or by turning off
the computer while the reindex is running. If one of your colleagues
does this, please contact your Fidelio S&C support desk as soon as
possible.

Related Database(s) All Databases !

Related Topic(s) Shared Reindex see page 299

System Manager Responsibilities see page 324
Backing up S&C

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Main Menu: Tables

Room Maintenance
Introduction For S&C Hotel, S&C RSO and S&C GEM. The Rooms Maintenance is
comprised of four sections; Types of Rooms, Room Rates (Rate Categories,
Rate Codes and Rate Details), Rate Availability and Inventory of Rooms.
The following pages describe these options. Some of these options will vary
depending on whether your installation has an active Fidelio S&C-Front
Office interface or not.

Related Database(s) GKAT.dbf SOURCES.dbf

GALLOTT.dbf UDEFPICK.dbf
MARKETS.dbf RFACTOR.dbf
RATE_AVL.dbf SM_RMRAT.dbf
RATE_DET.dbf SM_RMINV.dbf
RATE_CAT.dbf SM_RMDAY.dbf
RATE_HDR.dbf HI_ALLOT.dbf
RATE_SEA.dbf

Setup of New Group Rooms Control system

If installing Sales & Catering Hotel, S&C GEM or S&C Regional Sales
Office system, information should be input for the Group Rooms Control
system if:
a. Your hotel books group rooms (usually defined as 10 rooms or more
per night) and you want to track every inquiry (even the ones that you
cannot accommodate and those that decide not to book at your hotel)

b. The interface between Sales & Catering and Fidelio Front Office is
active at your hotel; and Front Office has the Blocks Module "turned
on". Re-keying of group room information is eliminated as the Room
Block is shared with Front Office. S&C has initial control of the
Room Block, passing control to Front Office once the details are
correct.

If your installation does not have an active Fidelio S&C-Front

Office interface, simulated or "dummy" FO databases will have
been installed in a sub-directory of SM_DATA, called
FO_DATA i.e. \FIDELIO\SM_DATA\FO_DATA. The "path"
i.e. location for these files is entered in the License Codes edit
screen see page 252 for details.

c. If you have Sales & Catering and HIS Front Office. See separate
documentation for more information.

d. If this is a Regional Sales Office installation some, but not all, of the
options below are applicable. See the individual points below for more
information.

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Setup Checklist for Group Rooms Control

Depending on whether your installation has an active Fidelio S&C-Front
Office interface, the key topics for Group Rooms Control setup are :

Active S&C-F/O interface

a. GRC Parameters - see page 168
b. Sales Office Defaults including : Guest List Days, Cut Off Days, Max
days to print on Contract - see page 254.
c. Types of Rooms - see page 77
d. Room Rates (see page 85)
* Rate Categories, Codes and Details - see pages 88 to 104
* Rate Seasons (optional) - see page 108
* Rate Availability - see page 110
e. Target Rates - see page 122
f. Currency Exchange - see page 164
g. Footers - see page 162
h. Set up the #CEILING block in Fidelio Front Office
i. Define Reservation Type, Cancellation Reasons, Market Segment and
Booking Source Codes in Fidelio Front Office

No S&C-F/O interface
a. GRC or RSO Parameters (as applicable) - see pages 168 & 172
b. Sales Office Defaults, including : Default Block Status, Guest List
Days, Cut Off Days and Max days to print on Contract - page 254
c. Types of Rooms - see page 77
d. Room Rates (usually not applicable for RSO) - see page 85
* Rate Categories, Codes and Details - see pages 88 to 104
* Global Rate Update - see page 106
* Rate Seasons - see page 108
e. Inventory of Rooms (usually not applicable for RSO) - see page 127
f. Load Daily Inventory - see page 138
g. Target Rates (not applicable for RSO) - see page 122
h. Main Market Group Definition
* Main Market Groups - see page 173
* Market Codes - see page 174
* Source Codes - see page 176
i. Currency Exchange - see page 164
j. Footers (not applicable for RSO) - see page 162

To make this section of the S&C Utilities Manual clear and

understandable, we have made the assumption that you have an active
Fidelio S&C-Front Office interface.

[-fo] This notation indicates that there is special information for

installations with NO Fidelio S&C-Front Office interface.

[+fo] Only where it provides extra clarification are notes regarding

the active Fidelio S&C-F/O interface.

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Types of Rooms
Introduction For S&C Hotel, S&C GEM and S&C RSO. Access to certain fields is
restricted if your installation has an active Fidelio S&C-Front Office
interface.

Types of Rooms is used to define the rooms which the Sales Office will be
booking. Typically the Sales Office will work with a few "generic" room
types such as Single, Double etc. The Front Office of your hotel will usually
be working with a greater variety of room types e.g. Single Smoking, Single
No-Smoking, Single Pool View etc.

The rule of thumb for a Sales Office is that room types should be just
specific enough so that the rooms can be confirmed in correspondence with
a client. You must not have more Room Types in Sales & Catering than you
have in your Front Office system.

Once you have familiarized yourself on this option, turn to page 142
for some important tips on S&C Rooms Maintenance

Adding/Editing Room Types

Step 1 Select Tables, then Room Maintenance and then Types of Rooms. One of
two things will happen:

a. A message will be displayed: No Room Types Exist, Add Some?

YES/NO. This means that Room Types have not yet been set up in
your Front Office system. Check with your Front Office Manager for
further details.

b. If one or more room types have already been created, your screen will
look something like this:

Type Description Seq S&C Cat Ret.Cat Lead Cross↑

KTNS King Tower Non-smoking 0 SGL
KTV King Tower Smoking 0 SGL
TDNS Twin Double Non-smoking 0 TWN TWN
TDS Twin Double Smoking 0 DBL DBL
XNR Presidential Suite 0 SUI

=Select ↓

Fig. 47

[-fo] For installations with no Fidelio S&C-F/O interface, if

necessary, answer [Y] to adding Room Types and go to Step 2. If you
already have Room Types, the pickbox will look a little different to
that shown in Fig. 47, Fig. 48.

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At this point, the available options will differ depending on whether you have
an active Fidelio S&C-F/O interface: with the S&C-F/O interface, the room
types are entered through the Front Office setup program FSTAMM;
therefore your options are limited at this point i.e. you only have the option
to Edit Room Types (not to insert or delete). In addition, many of the fields
on your screen are display only; you will have access to the last three fields
on the screen - see below for details.

Step 1 Edit the Room Type: highlight the desired Room Type and press [Enter]
and go to Step 2 below.

[-fo] The following two options are available:

a. Add a new Room Type: If you are setting up S&C for the first
time: create a new room type, press [Ins]. Go to Step 2.

If your installation has been running for some time and

Group Room Blocks already exist, call your S&C
Support Desk before adding more Room Types.

b. Edit an existing record: highlight the desired room type, press

[Enter] to select and go to Step 2.

[-fo] As Room Types should not be changed once the first block is
created, it is only possible to edit the Room Description at this
point (unless you started SC Utilities program with the
maintenance password).

Please contact your S&C Support Desk if you would like to

change S&C Room Types.

Step 2 Your screen will now look something like this:

Room Types

Room Type SGL

Room Description Single Room

Language 1 Single Room

Language 2 Einzelzimmer
Language 3
Sequence 1

Sales Category SGL

Return Category SGL
Lead Cross Reference

Fig. 48

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Room Type: The code used to identify this room type, e.g. KC for King
Corner room etc. This field is display only; entered in Front Office Room
Types.

[-fo] enter a code of no more than four characters for the relevant
Room Type.

Room Description : Long Description for the Room type, printed out in the
Group Rooms Contracts. Display only - information entered in Front Office
Room Types Description 1 field.

[-fo] type in the appropriate information here in your base (first)

language.

Language 1, 2 & 3 only for installations with Fidelio S&C-F/O interface,

i.e. [+fo]. Used for Group Room Contracts in sites with multiple language
requirements. Display only - the information here is entered in Front Office
Room Types Description 2, 3 and 4 fields. Your S&C Installer will adjust
these codes so that they give a more generic description of the room for your
Sales Contracts (through Edit -> Messages -> FO_KAT_xxx for each
language in the S&C Maintenance option e.g. FO_KAT_KC_1,
FO_KAT_KC_2, FO_KAT_KC_3 etc.)

Sales Category Typically, the Sales Office does not sell all Room Types
that actually exist in the hotel, for example Sales will normally confirm
"Single" rather than "Single No-Smoking" or "Single Handicapped" in a
Group Sales contract.

The Room Type Code (above) must be unique, however the same Sales
Category can be assigned to several Room Types e.g. Room Types "King
Smoking" and "King Corner Room" may both have the Sales Category
"SGL" (single).

Enter a Sales Category here only if the Sales Office should be allowed to
sell this room. If this field is left blank then the Sales team will not be able
to enter to use it when booking group rooms in Sales & Catering.

[-fo] enter the appropriate category e.g. SGL, DBL.

It is possible to enter all your Front Office Room Types and

then only enter the Sales Categories for those Room Types that
Sales is allowed to sell. However, it is not necessary to do this,
and we would only recommend doing so if sales people find this
information useful for general information purposes.

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Once in Sales & Catering, the Group Room grid display will look something
like this:

I ♥ Fidelio Bookings Fidelio Development Hotel JB 07.05.98

Radio City Music Hall Actual blocked grid

SGL SGL TWN DBL <<- Sales Category

KC KNS KS KTNS KTV TDNS TDS XNR <<- FO Room Type
01.06.98 Mon 5 10
02.06.98 Tue 5 10
03.06.98 Wed 5 10

Change DEL Delete * Reservations INS Rolling Block - Delete range

ALT 1-9 Switch Grid SPACE: All detail R Rates

Fig. 49

In the above example, the KC, KS, TDNS and TDS Room Types above can
be blocked by the Sales Office, but the KNS, KTNS, KTV and XNR Room
Types cannot.

Return Category If necessary, press [Enter] to display and then select the
appropriate return category. This field has two purposes:

i. after the Group Room Block is sent over to Front Office control, FO
may reassign certain rooms to different room types. In which S&C
room type should the reassigned room be counted when S&C users
display Room Type availability with [Alt]+[F5]. See GRC
Parameters, page 168 for more details.

ii. once the group has checked out and the group room night actuals are
posted, to which Sales Category room nights should be posted.

Do not change this Return Category after it has been entered and the
first Room Block been sent over to Front Office control. Changing
this entry will seriously affect your S&C Group Room availability
displays, so please do not do it! Please call your S&C Support desk
if you need to change this entry.

[-fo] enter the relevant Return Category in this field

Lead Cross Reference This field is designed to take care of sending leads
via cc:Mail data transfer to hotels with different Room Types i.e. unique to
the hotel.

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Fill in as appropriate if your hotel or RSO is sending leads via cc:Mail data
transfer; otherwise, leave blank. Details as follows: three rules apply:

a. All RSOs must have the same room types

b. Hotels can have room types unique to their hotel
c. A RSO should have the same number or less room types than an
hotel’s S&C system. An hotel’s S&C system must have the same or
less room types than its Front Office system if the Fidelio S&C-F/O
interface is turned on

An example of Room Types cross referencing is as follows:

RSO Hotel S&C Hotel FO

Room Type

Room Type : Single=1SGL Room Type : Single=SING Sgl no-smoking

Lead X-Ref: 1SGL Lead X-Ref: 1SGL Sgl smoking
Sgl h’capped

RmT: Double=2DBL RmT: Double=DUBL Dbl no-smoking

Lead X-Ref: 2DBL Lead X-Ref: 2DBL Dbl smoking
Dbl h’capped

RmT: Twin=TWIN Twin no-smoke

Lead X-Ref: 2DBL Twin smoking
Twin h’capped

RmT: 1 Bedrm Ste=1BST RmT: S.Pacific Ste=1SPS South Pacific Suite

Lead X-Ref: 1BST Lead X-Ref: 1BST

RmT: Seven Seas Ste=1SST Seven Seas Suite

Lead X-Ref: 1BST

RmT: Far East Ste=1FES Far East Suite

Lead X-Ref: 1BST

RmT: 2 Bedrm Ste=2BST RmT: Americas Ste=2AMS Americas Suite

Lead X-Ref: 2BST Lead X-Ref: 2BST

RmT: Africas Ste=2AFS Africas Suite

Lead X-Ref: 2BST

RmT: European Ste=2EUS Royal European

Lead X-Ref: 2BST Suite

Although it is not necessary, Fidelio recommends that the Lead Cross

Reference code is the same as the RSO Room Type. Once
determined, the standard set of Lead Cross Reference codes must be
used in all RSOs and Hotel installations.

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As shown above, the Lead Cross Reference field must be filled in for
each and every S&C Room Type (both in the RSO and in the Hotel).
These Lead Cross References can be changed after the initial
installation however, you should only do so if your Corporate
Headquarters or Fidelio Support Desk asks you to.

The data will be transferred as follows:

a. Client calls RSO with inquiry for 50 Double rooms. RSO enters
booking and Room Block for room type 2DBL and sends lead to hotel.

b. RSO room type 2DBL is "translated" using the Lead Cross Reference
(2DBL) into the appropriate Room Type at the Hotel i.e. DUBL. The
system will enter the rooms in the first Room Type that it finds
(determined by the Pick Order set up in the Room Type Edit screen).

c. The Hotel rearranges the rooms as necessary into their appropriate

room types i.e. splits the group between Double and Twin

d. The response is sent back to the RSO and the room types are
"translated" back again using the lead cross-reference table, i.e. the
Double and Twin rooms will be added together and sent back as RSO
room type 2DBL.

If this is a RSO installation:

a. enter the standard RSO Room Types with their standard Lead Cross
References

b. enter a Room Type [?UNK] for Unknown, in case an Hotel sends this
RSO a lead with a room type which has not been cross- referenced.

If this is a Hotel installation:

a. enter the Hotel’s specific Room Types, then

b. enter the standard Lead Cross References per room type i.e. each
Room Type must have an entry in the Lead Cross Reference field

c. enter a Room Type [?UNK] for Unknown, in case an Hotel or RSO

sends this Hotel a lead for a room type which has not been Cross
Referenced.

Step 3 Press [Pg Dn] when done.

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Additional Options for [-fo]

The options to Add and Delete are also available if your installation does not
have a Fidelio S&C-F/O interface:

Add Only add Room Types when first setting up your S&C system. At any other
time, please call your S&C Support Desk before adding new Room Types.

Edit Change details for an existing Room Type. You should only use this option
to make changes to the Room Description and Language 1, 2 and 3 fields.

All other details should not be changed after you have made the first
Room Block.

Delete You should only delete a Room Type if you have not yet assigned rooms as
part of the S&C Ceiling block or assigned rooms in a Booking.

Complimentary Room Types

Do not enter complimentary rooms as a Room Type i.e. Room Type code
COMP (except for RSO installations). "Complimentary" is a rate, not a room
type.

There are two ways that complimentary rooms can be handled in Sales &
Catering:

a. Recommended Method: in Sales & Catering, enter information

regarding negotiated or confirmed complimentary rooms in the
Booking’s Agreement Notes.

These Agreement Notes can be set up to "default" or copy over to the

Room Block’s Info field. This information can then be accessed by
your Front Office colleagues. Arrangements for posting of the
appropriate complimentary rooms can then be made by your Front
Office colleagues.

b. Alternative Method: set up Rate Details with a zero rate for a

particular (seldom used) Room Type such as a suite. See page 142 for
more details.

This option is not recommended because both Sales & Front

Office staff may have to be reminded on a regular basis that the
designated Room Type is complimentary.

Additionally, if a Front Office colleague assigns a Rate to the

selected Room Type, then this rate will be posted for the guest,
causing potential embarrassment and confusion to the VIP guest.

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Adding Suites as Room Types

Before setting up suites as Room Types, discuss and agree the following
points with your Front Office Manager, having first determined how many
suites your hotel has of each particular type e.g. junior, executive, one-
bedroom, two-bedroom, Presidential etc.

a. You have a wide selection of suites, or several suites in one

category: Your Front Office Manager agrees to include some of these
Suite Types in the S&C Ceiling (allotment of rooms) - see page 127.
Sales Managers can then book (and confirm) these in Group Rooms
Contracts.

The suites that are assigned in the S&C Ceiling would of course
be deducted from availability and cannot be booked by your
Reservations Department.

b. You do not have many suites: Your Front Office Manager cannot
agree to assign any to the S&C Ceiling. However, the Sales Team
will still need to book and confirm suites for groups from time to time:

Enter the S&C Room Type for the appropriate suites but do not assign
them availability in the S&C Ceiling (allotment) - see page 127.
Specific suites can then be booked for requested dates by asking the
Front Office Manager to add the relevant Suites to the S&C Ceiling
just for the relevant dates.

If the booking is lost or canceled, these suites will first be

released back into the Room Block of the booking and could be
rebooked by another group. Therefore, if necessary, remove
them from the S&C Ceiling if you turn the Booking lost.

[-fo] Use option b. for installations that do not have an active Fidelio
S&C-Front Office interface. Front Office colleagues should then book
the suites manually in your Front Office system.

Related Database(s) GKAT.dbf

Related Topic(s)
Room Rates see page 85
Rate Availability see page 110
Rate Strategy see page 116
Target Rates see page 122
Rate Calendar see page 119
Inventory of Rooms see page 127
Load Daily Inventory see page 138
Changing S&C Room Types see page 149
Translation to 2nd & 3rd Language see page 230
Sales Office Defaults see page 254

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Room Rates
Introduction For S&C Hotel and S&C GEM only. The Room Rates feature is used to
assign rates to the defined Room Types (pages 77 to 84 above). The rates
entered through this function can be selected when entering a group booking,
or "ad hoc" rates can be entered at that time.

If your hotel does not work with standard group rates i.e. each rate is
negotiated, then it is not necessary to enter this room rate information.
Instead, each time a booking is made, users can enter the quoted rate
for the particular booking.

If setting up S&C RSO, do not enter any standard group rates. The
rates will be different every time a booking is entered, as these will
vary by hotel requested.

General Terms With the advent of S&C version 6.00, the Group Rooms Control feature has
been "dove-tailed" and integration with Fidelio’s Front Office program is
now a reality! The following General Terms were originally taken from the
Fidelio Front Office Manual and have been adapted for S&C Group Sales:

Rate Code: Rate Codes are at the center of Fidelio’s rate management.
Rate codes are selected to determine the rate for guests during their stay.
When defining a rate code, first configure the basics for the code, for
example, the sell dates and perhaps attach a particular market or source code
to the rate code.

Each rate code can have various rate details. Rate details can be specific to
certain room types and rate seasons. In the rate details, the actual rate
amounts are determined according to single/multiple occupancy, standard and
weekend rates etc.

When the user selects a rate code for a group, reservation details such as
arrival and departure date, room type etc. will determine the amount that the
group will actually have to pay.

Rate management is based entirely on Rate Codes. All rates that are to be
opened or closed must first be attached to a defined Rate Code (see Rate
Availability below for more details)

Rate Category: Rate codes are grouped into logical rate categories. These
categories can be used to help speed up the search for rates. Using the Rate
Category code, the user can elect to display the available rate codes just for
one category, for example only Group Rates or Rack Rates etc.

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Rate Availability: This term defines when a rate is (or is not) available, i.e.
whether a booking can be made using a certain rate code. "Close" a rate
over certain dates, i.e. make it un-available and when users display the rates
for the specified dates, the rate code is not displayed as an available option.

Rate Availability is defined per rate code, per day. Various restriction
options are possible: restricted rate availability for a date, for arrival on a
date, for a certain minimum length of stay. Use the Rate Availability Table
to display all rate codes and change the status of any code(s) for a given
period.

Rate Code Status: There are two possible status codes for rates. They can
either be open or closed:

OPEN CLOSED
Rate codes that are available, Unavailable rate codes are "Closed"
are "Open" for a certain date for a certain date or range of dates
or range of dates and are and will not be offered at time of
displayed for use on the reservation.
booking screen.

There are various reasons for a manager to close a rate and so we have
different Closed Status codes. Using the various codes in conjunction with
the date displayed, a rate code may be:

Closed No booking can be accepted for either arrival

on or staying through the selected date
Closed to arrival No booking can be made for arrival on the
selected date
Minimum length of stay No booking can be made for less than the
minimum number of nights defined for the
selected arrival date
Minimum stay-through No booking can be made for less than the
minimum number of nights defined if the
restricted date falls within any part of the
stay
Open only for day use Only bookings with zero nights (i.e. day
use) will be offered this rate code

Rate Strategy: Your management decides to influence the availability of

a rate code based on the hotel occupancy, or on how many times a rate code
has already been sold. This is a rate strategy. For example, if Christmas
falls on a weekend, a hotel may not want to take a booking at the Weekend
group rate if it is lower than the Weekday group rate. The decision to
"close" the weekend group rate from 24 Dec until Jan 1 is the "strategy".

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The Rate Code can be closed either by changing the status code in the
Availability Table, or by defining a rate strategy in Fidelio Front Office and
the night audit program will automatically "close" the weekend group rate for
the Christmas period.

Rate Info: Certain rates may include package elements or have special
restrictions or requirements. This additional information can be entered in
short or long form and then displayed along with the rate code. The Quick
Info page displays four lines of free-form text. The Long Info page allows
a full page of free-form text to be entered.

Package: A package is a rate which includes services other than just room
and tax. "Bed and breakfast" is a package. A golf package might consist of
a three night stay with breakfast buffet every morning, a round of golf on the
second and third day and parking. The guest pays a single price and the
whole package is included. In Fidelio, package rates are created as Rate
Codes and multiple package elements are assigned to the Rate Code.

Under the Room Maintenance -> Room Rates menu, there are a number of
options.

Step 1 Select Tables -> Room Maintenance -> Room Rates and the following menu
will be displayed:

Edit rate codes

Edit all rate details
Global Rate Update
Rate Seasons

Fig. 50

Overview of options
Edit Rate Codes Use to create new rate codes. Under this Edit rate
codes option, you first create Rate Categories then create Rate Codes linked
to the Rate Categories. The only valid Rate Category which can be added
through Sales & Catering is [S&C].

Edit All Rate Details Use to make changes to one or more Rate Codes
which have already been defined. An alphabetic list of all existing Rate
Codes will be displayed, irrespective of their category.

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Global Rate Update Used to change all prices (entered on the Rate
Details) either by specific Rate Code or for all Rate Codes attached to a Rate
Category.

[+fo] with an active Fidelio S&C-F/O interface, this procedure is

performed through the Front Office maintenance program and is not
accessible through S&C Utilities.

[-fo] Full details of how this procedure works are given on page 106
for installations with no S&C-F/O interface.

Rate Seasons Use to define generic Rate Seasons or Rate Seasons which
are specific to certain Rate Codes. Rate Seasons can then be selected when
setting up Rate Details, defaulting the valid dates.

Add or Edit Room Rates

Introduction Each room rate is made up of three parts:

a. Rate Category
b. Rate Code
c. Rate Details

The easiest way to add new rates is through the Edit Rate Codes option
from the Room Maintenance -> Room Rates menu.

Rate Categories
Introduction For S&C Hotel and S&C GEM only. Before entering Rate Codes, you must
first create or select a Rate Category. Rate Codes can then be assigned to
(i.e. grouped by) Rate Categories.

Step 1 Select Tables -> Room Maintenance -> Room Rates -> Edit Rate Codes and
the Rate Categories pickbox will be displayed:

Rate Categories
The Rate Category allows rates to be divided into logical selling groups, e.g.
Rack, Corporate, Groups, Meeting, Packages. If you have not defined any
categories yet, Fidelio automatically inserts the category S&C so that you do
not accidentally create rate codes without assigning a category. The display
might look like this:

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Edit rate codes

Cat. Description ↑
FIT Rack Rates
RAK Rack Rates
S&C Sales & Catering group rates

A Select INS DEL + Modify - Global ↓

Fig. 51

If it does not already exist, press [Ins] at this point and add the Rate
Category for all S&C rates i.e. [S&C]. [S&C] is the only valid code for
rates to be added and modified from Sales & Catering. Enter a description
that clearly indicates that this is the category for Sales & Catering rates.

[+fo] if you have an active interface to Fidelio Front Office, working

with the Rate Category [S&C] is useful if the Sales Department
uses other rate codes than the ones defined in FO. In that case,
the Rate Category [S&C] allows the Director of Sales to edit
and change their own rate codes in S&C Utilities. Otherwise,
there is no need to set up a Rate Category [S&C].

Add New Press [Ins] to create a new Rate Category. Enter the three-character Rate
Category code [S&C], and a short description in the 40-character scrolling
field. The category codes are displayed in alphabetic order. It is only
possible to add and modify the Category S&C. All other Categories are
considered to be under Front Office.

Delete Press [Del] to delete a category. If no Rate codes have been attached to the
Rate Category, you are prompted to confirm the deletion. Confirm with [Y]
and the Rate Category is deleted. It is only possible to delete the Rate
Category [S&C]. If Rate Codes have already been linked to the Rate
Category, a message will display advising you it is not possible to delete the
Rate Category.

[-fo] it is possible to delete any Rate Category, as long as no Rate

Codes are linked.

Modify Press [+] to modify the Rate Category description; you cannot change the
category code itself with this option.

It is only possible to modify the Category [S&C].

Global Availability Changes

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This option enables you to change the rate availability of all Rate Codes
belonging to the selected Rate Category. See page 106 for details.

It is only possible to modify the Rate Category [S&C].

Select Press [Enter] on a category and all existing Rate Codes for that category will
be displayed. The display shows the Rate Category, Rate Code, Description
and the Start Sell and End Sell dates - see below for additional information

Related Database(s) RATE_CAT.dbf

Related Topic(s) Rate Codes see page 91

Rate Details see page 100
Rate Availability see page 110

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Rate Codes
Introduction For S&C Hotel and S&C GEM only. As described above the Rate Code
Definition screen is used to enter the basic Rate Code information, i.e. the
open dates, default availability restrictions, assign special market or source
codes etc. Each Rate Code can then have various Rate Details assigned.

The actual rates are entered in the Rate Details screen (see Rate
Structure diagram on page ? above); these are determined according
to number of people in the room, standard and weekend rates etc.
Rate Details can be specific for certain Room Types, Room Numbers,
and Rate Seasons.

Step 1 Press [Enter] on a Rate Category and all Rate Codes which have already
been defined for this category will be displayed. There are two possibilities
at this point:

a. No Rate Codes have been defined yet: a message appear: "No rate
codes exist with this main group. Add one?" Confirm with [Y] and
the Rate Code Definition screen will be displayed. Go to Step 2

b. Rate Codes have already been defined: highlight the desired Rate
Code and press [+] to modify/edit.

Step 2 Your screen will now look something like this:

Rate Category S&C Rate Code Descr.

Rate Calendar N
Folio Text
Market Dept. Code
Source Wk. Dept Code
Packages
Start Sell 28.05.1998 Min LOS 1
End Sell 31.12.1998 Max LOS 99 Rhythm D
Adv.Booking 0 Currency Fixed
Commission % 0.00
Weekend days Closed to Arr.
Multiplication
Addition

Fig. 52

Field Explanation Rate Category: Display only in S&C Utilities. This field shows the Rate
Category to which the rate code is linked.

Rate Code: enter the Rate Code, for example RACK, CORP1, or
WENDGRP. This code can be used to search for rates. Rates are shown by
Rate Code in the availability displays.

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Although it is possible to enter the same Rate Codes in two or more

Rate Categories e.g. the Rate Code "RACK" in both the FIT and S&C
Rate Categories, this may confuse your users. Therefore, try to avoid
duplication of Rate Codes.

Desc.: Enter a more detailed description for the Rate Code. This text is
shown whenever the code is displayed e.g. on this screen or when you press
[F5] Rate Query in Sales & Catering. This definition can also be printed on
individual confirmation letters.

Rate Calendar: determines whether or not the selected rate is to be affected

by the Rate Calendar. The default is [N], however, if you enter [Y] the
system will use the formula defined on the day-type to modify the rate
amount for each day of the stay. See page 119 for more details.

In general, we recommend leaving this field entry as [N] when setting

up Group Rates or the room rate will be adjusted at guest checkout.

Folio Text: Enter a specific text here e.g. Group Rate or Run of House
Rate, and this text will be printed on the guest folio at time of check-out. If
this field is left blank, the description attached to the Department Code (see
below) will be printed. This text is normally not used for your group
contracts.

If you are using multi-language department code descriptions in Fidelio

Front Office, the text entered here will override these on the room
charge department code, and will appear on all folios irrespective of
the Language Code on the guest profile.

[-fo] if desired, enter a description of the rate code here - for

information purposes only.

Market Code/Source Code: The use and definition of market and source
codes vary remarkably from hotel to hotel, however, if you are accustomed
to working with these codes in your operation, you will no doubt have
noticed that certain market and/or source codes always apply to certain rate
codes.

Sometimes both the market and the source code can be applied to a specific
rate code e.g. wholesale groups - where the market code is always "group",
and the source is always "wholesaler".

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If desired, enter market and/or source codes to the Rate Code. Each time this
Rate Code is used for any individual reservations, the default codes will be
entered in the reservation. Please note that for all reservations attached to
group blocks with this Rate Code, the Market and Source codes will be taken
from the codes entered on the Booking Edit screen and Block Header.

If you do not work with the codes, or if there is no specific default that
applies to the Rate Code, just leave the fields blank.

[-fo] any information you enter here will be for information purposes
only as the Market and Source Codes for each Room Block are copied
from those entered by the users on the Booking Edit screen.

Dept Code: Enter the department code to which the room charge should be
posted. This is usually 100 but may differ from hotel to hotel. For example,
if a hotel uses different department codes to post different rates such as long-
term and short-term rates. Type [?] and then use [Enter] to select the
appropriate Department Code from the pickbox.

[-fo] this field is display only.

Wk. Dept Code: Enter the department code in which the weekend rate
revenue should accumulate. We recommend that the department code used
is the same as that for the normal rates. Type [?] and then use [Enter] to
select the appropriate Department Code from the pickbox.

[-fo] this field is display only.

Packages: this field is used to assign package elements to the Rate Code.
Package elements are used either to modify the rate or to provide a
breakdown by department code of the items that make up the rate posted to
a guest’s folio. (For further details, see the Front Office Manual Setup on
Packages)

Type in the package codes (if known) or [?] and [Enter] to display the list
of valid entries. Once the pickbox is displayed, use [+] to select package
elements which apply for this Rate Code or [-] to de-select; when ready,
press [Esc] to continue.

Start Sell/End Sell: The Sell Dates for the rate code. Enter the date range
during which bookings can be made for this Rate Code, i.e. the period of
time during which this rate can be sold.

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For example, if the date range here is July 1998 to November 1998, you will
not be offered this Rate Code for any group inquiries you receive (and
therefore bookings you create) in May or June 1998.

The actual dates to which the rate applies is defined separately (in the
Rate Detail screen).

Rate Codes can be entered with long range Sell Dates. For example, you
could enter a Rate Code "ROH" (Run of House) with Sell Dates for the next
five years. The Rate Details you enter will take care of which rates are
actually applicable for specific dates.

One availability record will automatically be inserted for each year that the
rate code can be sold. See page 110 for more details.

Min LOS: Minimum Length of Stay. This field is only available if your
Front Office works with Fidelio Rate Management. Usually, the availability
of a rate is defined according to a special Rate Strategy or using the Rate
Availability option. However, when defining some Rate Codes you may
already know that they should only be available with a certain minimum
length of stay. If this is the case, enter the minimum number of nights
required for this rate to be available to a guest/group.

Whatever you enter here will be the default status for the rate in the
availability displays. We recommend leaving a [1] in this field i.e. the rate
is open.

Once the Rate Code has been created, changes in this field will no
longer influence the Rate Availability of the Rate Code (see page 110
for more details).

Max LOS: Maximum Length of Stay. This field will display if your Front
Office works with Fidelio’s Yield and Rate Management features. If desired,
define a maximum length of stay with this field. If a Rate Code should not
be available if a guest intends to stay longer than a certain amount of nights,
enter this number here; otherwise leave blank.

Rhythm: The valid entries are "D" (daily) or "W" (weekly) to determine the
frequency of rate posting. Daily rates are posted every day, whereas weekly
rates are posted on the night of arrival and on every seventh day after that.

For S&C, the default here is [D].

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Adv. Booking: Advanced Booking. Use if Rate Codes should only be

available if booked a minimum number of days before the arrival date. If
applicable, enter the number of days in this field. (Please note that this field
is not yet validated.)

For S&C Rate Codes, we recommend leaving this field at [0].

Currency/Fixed: display only. The currency for the Booking is entered on

the Booking Edit screen. The Fidelio multi-currency system enables the
definition of rate codes and package elements in currencies different from the
local currency. In the Currency field, enter the department code of the
currency in which you want to define this rate code, i.e. if this currency is
to be in dollars, enter the department code for dollars. The corresponding
currency sign will be displayed next to the field.

In the field Currency fixed Y/N you define whether Fidelio should take the
exchange rate on the arrival date and calculate the rate of the local currency
based on the fixed exchange rate (=Y), or whether the rate should be
calculated each night based on the exchange rate of that day (=N). For
further information on multiple currencies, please refer to the Front Office
setup manual.

Commission %: This field is used to determine the percentage of

commission that is to be paid on this particular rate. This is an override
value and is only necessary if you want to pay your travel agents a different
commission percentage on this rate to that which they would ordinarily
receive. (Commission percentages are set up on the Front Office Travel
Agent Profile).

[-fo] If appropriate, enter the commission. Any entry here will be

used for information purposes only.

TAP Commission Code: This field will only appear if you are using the
Fidelio Travel Agent Processing module (TAP). It contains a pre-defined
commission code that is used to determine the amount of commission to be
paid on this rate.

[-fo] not available for installations without active S&C-F/O interface.

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Weekend Days: (optional). Used to determine specific days of the week

that are considered a "weekend" and are, therefore, charged at a different rate.
It is not important which days of the week you select, or how many days you
choose. The actual rates for what you define as weekday and weekend for
this Rate Code are entered in the Rate Detail.

Press [?] to display the multiple pickbox; all days selected with [+] will be
considered weekend days for this rate.

[-fo] press [Enter] on the empty field to display the multiple

pickbox; all days selected with [Space Bar] will be considered
weekend days for this rate. Entries here should be numeric not
character.

Closed to Arrival: This field applies only when the weekend rates are being
used and determines whether or not a weekend rate is closed to arrival on
any given day of the week. For example, if your weekend rates (valid on
Friday and Saturday nights) should not be offered to guests arriving on
Saturday, select this day from the pickbox.

The last two fields are display only in S&C Utilities:

Multiplication: Display only in S&C Utilities. In Fidelio Front Office, this

field may contain a dBase expression. Fidelio evaluates this expression and
multiplies the basic rate by the resulting amount. If necessary, please ask
your Front Office Manager to add this through the Front Office setup
program.

Addition: Display only field in S&C Utilities. This field may contain a
dBase expression. Fidelio evaluates this expression and adds the result to the
basic rate. If necessary, ask your Front Office Manager to add this through
the Front Office setup program.

If your Front Office Manager sets up both multiplication and addition

for an S&C Rate Code, Fidelio always performs the multiplication
before the addition.

Step 3 Press [Pg Dn] when done.

Having set up one or more Rate Codes for the [S&C] Rate Category, your
screen might look something like this:

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Systems Supervisor Manual S&C UTILITIES

I ♥ Fidelio Fidelio Development Hotel 03.06.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Cat. Code Description Start Sell End Sell ↑

Edit rate codes S&C HIGH98 98 High Season 03.06.98 31.10.98
Cat. Description S&C LOW98/99 98/99 Low Season 03.06.98 31.03.99
S&C S&C Rates S&C SHLDR98 98 Shoulder Seaso 03.06.98 30.11.98

Select INS DEL

Details * Availability + Modify / Splitting ↓

INS New DEL I Info C Copy S Short Info

- Rate Code Name Change

Fig. 53

As you see from the figure above, the Rate Category code, Rate Code,
Description and the Start and End Sell dates are displayed.

Available Options

Add Rate Details press [Enter] for a list of all Rate Details attached to the Rate Code. For
information on how to define and change Rate Details, see page 100.

Availability press [*] to display the availability of a Rate Code for one year. Turn to
page 110 for full details. When done, press [Esc] twice to return to the Rate
Code Definitions pickbox.

Additional Options In S&C Utilities, the following options are only

available for the S&C Rate Category:

Modify press [+] to edit or view the Rate Code Definition screen. For a detailed
description, see Rate Code Definition Screen above.

Splitting only available if you have defined Packages in the Rate Code Definition
screen.

Add press [Ins] to create a new Rate Code. The Rate Code Definition screen is
displayed (see above). When done, press [PgDn] to save the new Rate Code.

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Delete press [Del] to delete a Rate Code. You can only delete a rate code if no
Rate Details have been defined. If Rate Details are linked to this record, a
message is displayed stating that you are not allowed to delete the Rate Code.

Copy use this option to copy the Rate Code (with all its Rate Details) to another
Rate Code. This function eliminates repetitive typing when creating Rate
Codes for similar periods or for similar amounts. If you have added Long
or Short Information (notes) to the Rate Code, this will also be copied to the
new Rate Code.

a. Select the rate code you want to copy and press [C]. A copy of the
selected Rate Code is made and the new Rate Code Definition screen
will be displayed. Enter a new Rate Code in the (currently empty)
Rate code field.

b. Make any other changes as required and press [Pg Dn]. The message:
"Copy all rate details from code <rate code name>? Y/N" is
displayed. Type [Y] to copy the Rate Details; otherwise, press [N].

Short Info use to enter and display four lines of information for a Rate Code. This
information is displayed on the Rate Query ([F5]) screen when the
respective Rate Code is highlighted, so enter special availability information,
such as "only available if guest shows corporate ID". Enter the appropriate
information and then press [Esc] to Save. In Sales & Catering, the short
information might look something like this:

28.08.1998 1 Nights 1 Rms. 1 Pers.

? Help SGL SGL TWN DBL

KC KNS KS KTNS KTV TDNS TDS XNR

RATE1 250 250 300 300 350

RATE2 225 225 250 250 335
RATE3 200 200 200 200 0 215 215 300
/FIT2 0 0

AVAILABLE 80 43 22 16 13 14 20 1

This rate will only be given our high volume groups.

King Corner Room

Fig. 54

(Long) Info a full Information page used to describe the Rate Code in detail. In S&C
users can display the information by pressing [F5] and selecting Rate Query
or the Rate Availability Grid and then selecting [I] for Long Info.

Press [I] on a selected Rate Code and your screen will look something like
this:

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Systems Supervisor Manual S&C UTILITIES

28.08.1998 1 Nights 1 Rms. 1 Pers.

RATE3 S&C Rate 3

Rate Code RATE3

Available from 01.01.1998 to 31.12.1998

Restrictions:
Length of stay ______
Valid arrival dates ______
Valid departure dates ______

Requirements: Recommended room types

Four Seasons Club YES/NO ----------------------
Deposit YES/NO Standard YES/NO
24hr advance res. YES/NO Superior YES/NO
Corporate ID YES/NO Deluxe YES/NO

Other information: Extra person rate _____

Tax included YES/NO
Breakfast incl. YES/NO

ESC to return

Fig. 55

This is a copy of the Rate Info Template (defined using the Rate Info
Template option in the Front Office setup program). Now customize this
copy of the template for the selected Rate Code. Enter the appropriate
information and then press [Esc] to Save.

Rate Code Name Change

use to change the name of the Rate Code. Highlight the appropriate Rate
Code and press [-]. Enter the new name for the Rate Code in the box
provided and press [Enter]. A message will appear, asking you to confirm
that the current Rate Code name should be replaced with the new name.
Type [Y] to confirm and after a brief message that Reservation Data is being
updated, you will return to the Rate Code pickbox.

Step 5 At this point, we recommend you continue and add the necessary Rate
Details for each appropriate Rate Code you have added. Turn to the next
page for further details.

If you choose to add Rate Details later, then press [Esc] to quit from
the Rate Code pickbox. Don’t forget to come back to this option and
enter the necessary Rate Details - otherwise, groups with this Rate
Code will have a zero rate i.e. complimentary !!!

Related Database(s) RATE_HDR.dbf

Related Topic(s) Rate Categories see page 88

Rate Details see page 100
Rate Availability see page 110

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Rate Details
Introduction For S&C Hotel and S&C GEM only. As explained before, the Rate Details
hold the actual rate information for each Rate Code. Rate Details can be
entered for up to 5 people in a room, and for rates on both Weekdays and
Weekends (as defined in the Rate Code Definition screen). Rate Details can
also be set up for specific Room Types (see the Room Type field description
below for further details).

Step 1 Highlight and then press [Enter] to select the Rate Code to which the Rate
Detail should be attached. One of two things will happen:

a. No Rate Details have been defined for the selected Rate Code. A
message will be displayed "No Rate Details found for the Ratecode :
xxx Create new record? YES/NO". Type [Y] to continue and go to
Step 2.

b. Rate Details already exist for this Rate Code. Press [Ins] to add
another and go to Step 2.

Step 2 Your screen will look something like this:

S&C - RATE1 Full Group Rate 08.01.98 - 31.12.98

Rate Details
Rate Code RATE1 Full Group Rate
Room Type
Room Number
Season
From . .
Until Night of . .
Standard Rates Weekend Rates
1 Pers. 0.00 0.00
2 0.00 0.00
3 0.00 0.00
4 0.00 0.00
5 0.00 0.00
Extra Bed 0.00 0.00
Child 0.00 0.00
Crib 0.00 0.00
Packages
Market Source Code

Fig. 56

Field Explanation Rate Code/Description: These two fields at the top of the screen are display
only. They show the Rate Code and the Rate Code Description to which this
Rate Detail belongs.

Hotel ID only for S&C Multi-Hotel with active Fidelio S&C-F/O interface.
If this Rate Detail is only available in one hotel, enter the unique Hotel ID
code here. See setting up S&C Multi-Hotel on page 11 for further details.

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Room Type: (optional) If appropriate, enter the room type(s) for which this
rate applies. Type [?] and then [Enter] to display and make your selections
from the multiple pickbox. If the rate is the same for all room types, leave
this field blank.

[+fo] if you have an active Fidelio S&C-F/O interface, either leave this
field empty or make sure that the Rate Details you build will cover all
room types (and not just the Room Types that S&C can sell).

If you were to set up the Rate Detail only for S&C Room Types: once
the Room Block is given to Front Office control, the group’s rooms
may be reassigned to different (FO controlled) Room Types. If your
Rate Detail does not apply to these (FO controlled) Room Types, then
effectively the rate for these rooms will be [0.00] !!

Room Number: Display only for S&C installations both with and without
the Fidelio Front Office interface. In Fidelio Front Office, used to indicate
that the Rate Detail should only apply to one or just a few specific room
numbers.

Season: (optional) This rate (Rate Detail) can only be sold if the booking’s
arrival and departure dates fall within the dates entered in the From/Until
night of dates (next two fields). Select a Rate Season and the fields
From/Until night of will automatically be filled in with the Rate Season’s
pre-defined date range. Type [?] to display the pickbox of valid codes and
make your selection.

You cannot define a Rate Season from here. To define Rate Seasons
use the menu option Rate Seasons from the Room Rates menu (see
page 108 for more details).

From/Until night of: If you have not entered these dates by selecting a Rate
Season, enter the range of dates for which this Rate Detail is valid. If the
booking’s arrival and departure fall within the dates entered here, then this
Rate Detail will be offered and can be booked.

The From/Until night of here should not be confused with the Sell
Date Range in the Rate Code Definition screen. The Start / End Sell
dates define when a rate can be sold, and the From/Until dates
determine when the rate actually applies.

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For example, today is April 10th 1998 and you are entering your 98/99
Winter group rates. These Winter group rates apply from
1st November 1998 to 21st March 1999. From the first of next month
(May 1, 1998) until the end of the Winter season (i.e. March 21,
1999), these rates should be offered to groups interested in staying at
your hotel any time during your Winter Season.

a. Enter 01.11 to 21.03 (or 11.01 to 03.21 for those installations

working with an American date format) in the From/Until night
of fields here.

b. Make sure that the Sell Dates in the Rate Code Definition
screen are set as 01.05.1998 to 21.03.1999 (or 05.01.1998 to
03.21.1999 for our American friends).

Standard Rates (1-5 Pers): Each of these fields represents the net amount
to be charged when one, two, three, four and five guests occupy a room.

If you only enter the rate for a single guest (and leave the remaining
fields at 0.00), the single rate will be charged regardless of the number
of guests in the room. However, if you enter the rates for one and
two guests and leave the rates for three, four and five guests as [0.00],
when three or more guests occupy the room, the two person rate will
be posted.

Weekend Rates: If appropriate, enter the weekend net room rate for one to
five people. The same conditions applies for these rates as for the regular
(weekday) rates. Any rates entered here will only be applied if you have
selected one or more Weekend Days in the Rate Code Definition screen
(page 96 above).

If you have defined Weekend Days in the Rate Code Definition

screen, but do not enter a price in the Weekend Rates fields here, then
your rate will be [0.00] for the specified weekend days !!

Extra Bed/Child/Crib: In each of these fields, enter the flat amount to

added to the rate if you have to provide an extra bed or a crib, or if a child
stays in the room.

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Step 3 When done, press [Pg Dn] and your screen will look something like this:

I ♥ Fidelio Fidelio Development Hotel 03.06.98

File Edit Print Reindex Tables GEM-Tables Misc Quit
S&C - HIGH98 98 Summer Season 03.06.98 - 31.10.98

Code From Until 1 Pers 2 Pers Room/Room Type List

HIGH98 01.06.98 31.10.98 155.00 175.00 KC,KNS,KS
HIGH98 01.06.98 31.10.98 200.00 225.00 TNS,TC

Edit INS Add DEL Delete - Sample ↓

Fig. 57

Available Options
The following options are fully available with any Rate Detail attached to a
Rate Code in the S&C Rate Category. These options are either restricted or
"turned off" for Rate Details attached to Rate Codes in any other Rate
Categories:

Edit press [Enter] to edit or modify the selected Rate Details. For further details
on this option, see Add/Edit Rate Details above.

Add use [Ins] to create another (new) Rate Detail for the selected Rate Code.

Delete use [Del] to delete the selected Rate Details.

Sample use to test whether the Rate Detail (and corresponding Rate Code definition)
is set up correctly: highlight the desired Rate Detail and press [-]. Your
screen will then look something like this:

Enter parameters that you might be Rate Code

Packages
HIGH98

asked for when making a group Room type

Arrival date
KC
01.01.1998
booking and then press [Enter] to Number of rooms 1
Adults 1
exit the last field. The rate that will Extra Beds 0
Children 0
be charged is displayed at the bottom Cribs 0
of the screen.

Fig. 58

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This is very useful for checking that the group rates will be correct.
If appropriate, test both weekday and weekend dates. If the result does
not look correct, check both the Rate Detail and Rate Code Definition
screens: you may have entered Weekend Rates (in the Rate Detail
definition screen), but not selected Weekend Days (in the Rate Code
definition screen).

Related Database(s) RATE_DET.dbf

Related Topic(s) Room Types see page 77

Rate Categories see page 88
Rate Codes see page 91
Rate Seasons see page 108
Rate Availability see page 110

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Edit All Rate Details

Introduction For S&C Hotel and S&C GEM only. From time to time, you may need to
either create, edit or simply view Rate Codes and their Rate Details. You
have two options to access the Rate Codes and Rate details:

a. From S&C Utilities Main Menu, select Tables -> Rooms Maintenance
-> Edit Rate Codes -> select the appropriate Rate Category -> select
the desired Rate Code -> the Rate Details attached to the selected Rate
Code will be displayed. Go to Step 2 below.

b. From S&C Utilities Main Menu, select Tables -> Rooms Maintenance
-> Edit all Rate Details. Your screen will look something like this:

I ♥ Fidelio Fidelio Development Hotel 03.06.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Cat. Code Description Start Sell End Sell

Edit rate codes COR CORP98 Corporate Rate 98 01.01.98 31.12.98
Edit all rate detai S&C FALL98 98 Autumn Shoulde 03.06.98 30.11.98
Global Rate Update S&C HIGH98 98 High Season 03.06.98 31.10.98
Rate Seasons S&C HIGH99 99 High Season 31.10.98 31.10.99
S&C LOW98/99 98/99 Low Season 03.06.98 31.03.99
RAK RACK1 Rack Rate 01.01.98 31.12.98
S&C SPRING99 99 Spring Shoulde 03.06.98 31.05.99

Details * Availability + Modify / Splitting ↓

INS New DEL I Info C Copy S Short Info

- Rate Code Name Change

Fig. 59

As you see, this is a list of all Rate Codes, irrespective of Rate

Category i.e. you have "skipped" one of the steps necessary described
above. The information displayed here is identical to that shown in
the Edit Rate Codes option, except that this time all rate codes
(irrespective of Rate Category) are displayed.

For an explanation of all options, please see Edit Rate Codes, starting on
page 91 above.

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Global Rate Update

Introduction For S&C Hotel and S&C GEM without Fidelio S&C-Front Office interface
only (for installation with interface this option is available through Front
Office). This function allows you to change the price associated with
multiple Rate Codes. You can change the price either by a percentage or a
fixed amount (+ or -) for an entire Rate Category (group) or for selected Rate
Codes. A new rate record will be created for the selected dates, reflecting
the new price.

This function can greatly reduce the amount of time needed to make annual
rate changes.

[+fo] With an active Fidelio S&C-F/O interface, this function is only

available through the Front Office setup program. However, the
following explanation describes what can be done through your Front
Office maintenance program (FSTAMM).

[-fo] For installations without an active Fidelio S&C-Front Office

interface, read on..

Step 1 From S&C Utilities Main Menu, select Tables -> Room Maintenance ->
Room Rates. Then select Global Rate Update.

Step 2 Your screen will then look something like this:

Global Rate Changes

From date . .
To date . .
Percentage increase 0
Flat increase 0

Filter:
Rate Code
(/Rate Cat)

For percentage increase only:

Round to nearest 0
Add after rounding 0

Fig. 60

Field Explanation From Date: enter the first date that the new rate will apply. Only the rates
for those codes whose end date has been defined as the day before this From
Date will be changed.

To Date: the last day that the new rate will apply

Enter information in one of the following two fields i.e. not both:

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Percentage Increase: If you wish to increase (or decrease) the current rate
by a percentage, enter the percentage in this field. This is a whole number
field (i.e. no decimal amounts can be entered).

Flat Increase: If you are increasing (or decreasing) the current rates by a
fixed amount, enter that amount in this field (instead of entering a percentage
in the field above).

Rate Code. If you are changing the amount of a rate attached to a particular
Rate Code, then enter the Rate Code in this field. If you are changing the
rate associated with a whole Rate Category (group), then enter the
appropriate Rate Category code here preceded by [/] e.g. [/S&C].

Round to Nearest: The percentage calculation may result in a figure that is

inappropriate for your hotel’s rates (e.g. 198.27). Therefore, if desired, use
this feature to round the result to the nearest whole number. The following
shows how the rounding works:

Round to Nearest Before After

1 32.43 32.00
10 189.05 190.00
100 2461.50 2500.00
1000 51810.00 52000.00

Add after Rounding: (optional) enter a number that will be added to (or
subtracted from) the rounded rate amount (previous field). This ensures that
rates always end with the same number.

For example, you would like the rates to end with a 9 (i.e. 99, 119, 199 etc.)
as this sounds more attractive (better value). To do this, enter [10] in the
Round to nearest field (above) and then enter [-1] in this Add after
Rounding field. All changes in rates will end with a ’9’.

If you do not want to use this feature, leave this field blank.

Related Database(s) RATE_CAT.dbf

RATE_HDR.dbf
RATE_DET.dbf

Related Topic(s)
Rate Categories see page 88
Rate Codes see page 91
Rate Details see page 100

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Rate Seasons
Introduction For S&C Hotel and S&C GEM only. (optional) use to define general Rate
Seasons, or Rate Seasons specific to certain Rate Codes.

If your group rates vary according to season, we strongly recommend using

this option. The advantage is that you only have to define each season once.
Later in the Rate Detail Definition screen, you simply select the Season and
the From/Until night of fields are entered for you.

Seasons are entered by date, so for each year, enter as many Season
records as necessary, e.g.:

* Season 1 = Low Season ’97/’98 from 11.11.97 - 31.03.98

* Season 2 = Shoulder Season ’98 from 01.04.98 - 30.04.98
* Season 3 = High Season ’98 from 01.05.98 - 31.10.98
* Season 4 = Shoulder Season ’98 from 01.11.98 - 30.11.98
* Season 1 = Low Season ’98/’99 from 01.12.98 - 31.03.99

and so on...

Step 1 From the S&C Utilities Main Menu, select Tables, then Room Maintenance
-> Room Rates -> Rate Seasons. One of two things will happen:

a. A message will be displayed "No Rate Seasons exist, Add One?

YES/NO ?". Type [Y] and go to Step 2.

b. Rate Seasons have already been entered. A pickbox with all existing
records will be displayed. Press [Enter] to edit an existing Season or
[Ins] to add a Season. Go to Step 2.

Step 2 Whether you pressed [Ins] to add or [Enter] to edit a Rate Season, your
screen will look something like this:

Rate Code Season from to ↑

3 01.09.98 31.12.98
/FIT 2 01.04.98 31.08.98
RACK 1 5 01.01.98 31.12.98
RATE3 4 01.01.98 31.12.98
SPRIN98 1 01.01.98 31.03.98

Rate Code
Season Edit INS New DEL Delete ↓
Start Date . .
End Date . .

Fig. 61

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Field Explanation Rate Code: You have two options here:

a. Leave this field blank if this Rate Season can be linked to any Rate
Detail, i.e. it’s "generic". For group rates, most Rate Seasons will be
"generic".

b. If the Rate Seasons should apply to a specific Rate Code, enter the
Rate Code here; the Rate Season will then only be offered for Rate
Details attached to this Rate Code.

Season: enter up to three alphanumeric characters to determine the season

number. The display of the Rate Seasons is sorted by season number.
Generic Rate Seasons are displayed before Seasons that apply to a specific
Rate Code.

Start/End Date: enter the start date and the end date of the Rate Season.
It is not possible to define overlapping Rate Seasons. For example, if you
have defined a Rate Season from January 1, 1999 to March 31, 1999, you
will not be able to define another start or end date within this date range, so
the next Season must start with April 1, 1999.

If you define Rate Seasons for specific Rate Codes, the dates can
overlap with date ranges of the generic seasons. However, within one
Rate Code, the same "no overlapping" rule applies.

Step 3 When done, press [Enter] or [Pg Dn] to save.

Delete a Rate Season from the Rate Season pickbox, use [Del] to delete a rate season.

If the season has been linked to a Rate Detail, a message will display
informing you that you are not allowed to delete this Rate Season.

Related Database(s) RATE_SEA.dbf

Related Topic(s) Rate Codes see page 91

Rate Details see page 100

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Rate Availability
Introduction For S&C Hotel and S&C GEM only. With an active Fidelio S&C-Front
Office interface, this option is available only if Yield Management is
activated in S&C Utilities -> Misc -> License Codes.

[+fo] in addition, the parameter par_yield must be turned ON in Front

Office.

Selling by Rate Availability means selling by rate and revenue rather than by
occupancy. For example, a hotel may prefer to reject low-price business
even if it is not full, if Management predict that they can sell the same room
to a higher paying guest.

The concept of maximizing revenue with a fixed inventory is known as

"yield management" and Fidelio’s Rate Availability is an integral part of this.
Fidelio’s Rate Availability allows you to create an unlimited number of
strategies and techniques for restricting rates to maximize your hotel revenue.
This option makes it easier to implement a system that you may already be
operating manually in your hotel.

Step 1 There are several ways to access the Rate Availability chart, all of them
through the S&C Utilities menu option Tables -> Rooms Maintenance and
then:

a. Availability for one Rate Code, full year display: Room Rates ->
Edit Rate Codes -> select the Rate Category -> press [*] for
Availability from the Rate Code pickbox. Use [Enter] to select the
desired year from the pickbox displayed, then go to Step 2 below.

b. Availability for one Rate Category or Rate Code, full year display:
Room Rates -> Edit all Rate Details -> from the pickbox, highlight
the desired Rate Code, then press [*] for Availability. Use [Enter] to
select the desired year from the pickbox displayed, then go to Step 2
below.

c. Availability for all Rate Codes/Categories, one month display: Rate

Availability.

Enter the Year and Month to start the display and also, if desired, enter
the specific Rate Code/Category or leave blank and all Rate Codes will
be displayed.

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To display availability :

1. for all Rate Codes in the

S&C Rate Category, Year
Month
1998
10
enter [/S&C] in the Rate code/category

Rate Code/Category
field.

2. for all Rate Codes Fig. 62

starting with a certain
letter, just enter the
letter in the Rate Code/Category field, e.g. [G]

Step 2 Your screen will look something like this:

I ♥ Fidelio Fidelio Development Hotel 03.06.98

Rate Availability Table for 10 / 1998

7 14 21 28

RATE1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
RATE2 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
RATE3 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
CORP1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
WINTER98 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
SPRIN99 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
RACK2
/FIT1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
/FIT2 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

0 Closed 1-Open C-Closed to Arrival 2-7 LOS (2-7 nts) D Day rate
Sequence S Quick Info I Long info + Global - Year View L LOS8
Alt 2-7 Minimum stay-through Space Open/Close Room Type
Thursday, October 1st, 1998

Fig. 63

This is the Rate Availability Table. In the red line at the top of your screen,
the month and year that you have selected is displayed, together with the
Rate Code or Rate Category you selected (if any). The date on which your
cursor is positioned is displayed in the red line at the bottom of your screen.

As a default, the system creates a separate availability record for each year
the Rate Code is valid (defined by Start Sell and End Sell Dates in the Rate
Code Definition screen). The availability status for each day in the year
defaults from the value entered in the Min LOS field in the Rate Code
Definition screen.

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Rate Codes will only be displayed for the selected year if the defined
Start Sell and End Sell dates touch this year. For example, if you
have defined your WINTER98 Rate Code with the Start/End Sell
dates of 01.04.98 to 31.03.99, the Rate Code will display for 1998;
but all days until April 1, 98 will be marked closed.

Available Options From here, it is possible to change availability for today and any future date -
but not for past dates. Your options at this point are displayed directly
under the Rate Availability grid, as follows:

Change Availability There are four ways to change a Rate Code’s availability from here:

Option 1 To change availability for one day: manually type over the existing entry
using any of the valid entries, i.e. :

0 = Closed i.e the rate is not available

1 = Open
2-7 = Minimum Length of Stay

L = Long Stay (8 or more nights) - the exact value is

defined in the Hotel Data option in Front Office
setup program
C = Closed to Arrival
D = Day Rate (not used often for group rates!)

[Alt] 2-7 = Minimum Stay Through (see below for more

details)

Option 2 Global. Pressing the [+] key displays a range of dates for which the change
applies. You can also define specific days of the week inside the range to
which the change should apply.

Global Change

From date 28.05.1998

To date 28.05.1998
New value

Mon Y Tue Y Wed Y Thu Y Fri Y Sat Y Sun Y

Fig. 64

All entries listed in Option 1 are valid in the New Value field except for the
Minimum Stay Through options i.e. [Alt] 2-7.

[-fo] option not available.

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Option 3 Space Open/Close Room type. Press the [Space Bar] to display a list of
Room Types and their current status (i.e. open/closed), looking something
like this:
↑
Highlight the desired Room Type OPEN
OPEN
KTNS/
KTV /
King Tower Non-smoking
King Tower Smoking
and press [Space Bar]. The OPEN
OPEN
TDNS/TWN
TDS /DBL
Twin Double Non-smoking
Twin Double Smoking
status will change. When done, OPEN XNR / Presidential Suite
OPEN KNS / King Nichtraucher
press [Enter] to accept the OPEN KC /SGL King Corner Zimmer
OPEN KS /SGL King Smoking
changes.
Space=Toggle Accept ↓
The following is an
example of when you
might find this option
useful: Fig. 65

You work for a 450 room Resort hotel in Bermuda. Only a third of
your rooms have two double beds (Double/Double) while two thirds
of the rooms have one queen bed (Queen).

Normally your group rates are available for both Double/Double and
Queen bedrooms. However, you have just booked a 125 room group
from May 10 - 17 which will need all Double/Doubles. This means
you only have about 25 Double/Doubles left in the hotel and you don’t
want to confirm these to groups.

Use this Space Open/Closed to close off the Double/Double room

type for all group rates from May 8 (for early arrivals) to May 18 (late
departures).

Option 4 [Alt]+[2-7] Minimum stay-through: The minimum stay through (MST)

restriction differs from the Minimum Length Of Stay (MLOS) because the
MST is not restricted to the arrival date of the reservation; it applies as long
as any part of your reservation touches the restricted date. For example:

Min LOS
↓
Mon Tue Wed Thu Fri
GROUP1 1 1 5 1 1

Fig. 66 Min. Length of Stay

Example of Minimum Length of Stay (Fig. 66): the GROUP1 rate is only
available to groups arriving on Wednesday if they stay five days or longer.
However, if the group comes in on Tuesday, they can stay Wednesday and
Thursday nights (i.e. 3 nights in all) at the GROUP1 rate.

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MinStayThrough
↓
Mon Tue Wed Thu Fri
GROUP1 1 1 5 1 1

Fig. 67 Min. Stay Through

In the Minimum Stay Through example (Fig. 67) : if the same group wants
to make a reservation which includes the Wednesday night, the GROUP1 rate
is only available if they stay five days or longer - i.e. they have to stay a total
of at least 5 nights (including the Wednesday) to get the GROUP1 rate. If
they wanted to arrive on Tuesday for two nights, the GROUP1 rate would
not be available.

Other Options
Other options at this point include:

Year View option only available through Room Maintenance -> Rate Availability.
Highlight any Rate Code and press [-] and your screen will look something
like this:

I ♥ Fidelio Fidelio Development Hotel 03.06.98

Rate Availability Table for RATE3 1998

7 14 21 28

January
February 1 1 1 1 2 1 1 1 1 1 1 2 1 1 1 1 1 1 1 1 2
March 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
April 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 2 2 1 1 1 1 1 1 1 1 1 1
May 1 1 2 3 4 5 6 7 D L 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 2 1 1 1
June 1 1 1 1 1 4 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
July 2 1 1 1 1 1 1 2 1 1 1 1 1 1 2 1 1 1 1 1 1 2 1 1 1 1 1 1 2 1 1
August 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
September 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
October 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
November 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
December 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

0 Closed 1-Open C-Closed to Arrival 2-7 LOS (2-7 nts) D Day rate
Sequence S Quick Info I Long info + Global L LOS8
Alt 2-7 Minimum stay-through Space Open/Close Room Type
Friday, August 28th, 1998

Fig. 68

This gives you a year’s overview for the selected Rate Code. Press [Esc] to
return to the monthly overview of the Rate Codes / Rate Category that you
originally selected (Step 1 above)

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Information Displays Highlight any Rate Code and press

* [S] to display the selected Rate Code’s Short Information (6 lines) or

* [I] to display the Long Information (full page).

When done, press [Esc] to quit the Rate Availability table.

Related Database(s) RATE_AVL.dbf

Related Topic(s) Rate Categories see page 88

Rate Codes see page 91

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Rate Strategy
Introduction For S&C Hotel and S&C GEM only. Only available (view only) with active
Fidelio S&C-Front Office interface and if the Yield Management parameter
is turned on under S&C Utilities -> Misc -> License Codes. Rate Strategies
can be added and changed in Fidelio Front Office only.

Rate Strategies determine whether or not a rate should be open on a given

day (or days). The concept is not new, Front Office managers make these
decisions daily - usually manually. This Fidelio function simply automates
the procedure.

A Strategy can be set up to track the number of bookings for a particular

Rate Code or Rate Category during a given time-period, then change its
status according to the Strategy’s parameters. The check on Rate Strategies
is performed by the Night Audit procedure STRATEGY, but can also be
started anytime during the day via the Front Office FLIST option.

[-fo] This option is not available.

Step 1 From the Utilities Main Menu, select Tables -> Rooms Maintenance -> Rate
Strategy. A pickbox with any (all) previously defined Rate Strategies will
be displayed.

Step 2 Press [Enter] on any of the Rate Strategy records and your screen will look
something like this:

RATE CODE RACK 1 (/Rate Cat)

Dates to Control From 08.10.1996 To 07.10.1998

Change Flag to Open

Condition If occupancy in hotel is less than... 30 %

When to Control From . . To . .

or Days in Advance From 7 To 7

Sequence Number 0

Fig. 69

Your screen is display only at this point. Pressing ANY KEY will
return you to the Rate Strategy pickbox.

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Field Explanation Rate Code: Either a specific Rate Code to be controlled, or [/] followed by
the appropriate Rate Category code for an entire Rate Category e.g. [/S&C]
to be controlled.

Dates to Control - From/To: defines the period during which Rate Codes
will actually be closed or opened (i.e. the activity dates). These should not
be confused with the When to control dates (see below).

Change Flag to: Valid status changes are Closed, Opened, Minimum
Length of Stay from 1 to 7 days, Closed to arrival, and Day use.

Condition: the conditions which define the availability of certain Rate

Codes or even complete Categories are at the heart of the Rate Strategy
feature.

a. Unconditionally changes the status of the selected rate without any

other determining factors.

b. If Occupancy Reaches/is Less these two conditions use the occupancy

percentage to determine whether the status of a Rate Code or Category
should be changed. If using either of these conditions, the counter
strategy must also be defined, so that the Rate Code is reopened if the
occupancy goes in the opposite direction e.g. down instead of up.

c. If Times Sold Reaches/is Less determines whether to change the

status of a Rate Code or Category by the actual number of rooms sold
in the Rate Code (or Category). Again, the counter strategy must also
be set up, so that the Rate Code is reopened if the number of sold
rooms goes in the opposite direction e.g. down instead of up.

When to Control: the period during which the occupancy level in the hotel
should be monitored (and controlled). There are two options here:

a. specific date(s) when the monitoring is to occur or

b. a number of days before the Dates to Control (above) that the system
should monitor the rates.

The method used depends on the selected strategy and the conditions e.g.
normally, it does not make sense to use a date range for an unconditional
opening/closure. The most popular controlling factor is the number of Days
in Advance.

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If the fields in the When to Control section are blank, then all
controls defined in this record will be ignored.

a. From/To: defines a date or range of dates to monitor the selected

rate(s). If a fixed date range is entered here, the Night Audit
procedure STRATEGY will check the Dates to Control every day that
the system date coincides with the range of dates entered here.

For example, if the control date range is February 1st - February 6th,
and bookings for these dates are monitored from January 1st -
February 6th, the STRATEGY procedure will monitor and, if
necessary, change the rates for the entire range (i.e. Feb 1, 2, 3, 4, 5
& 6) on every day from January 1st through February 6th.)

If an entry is made here, the Days in Advance feature (below) cannot

be used.

Using the From/To dates option significantly slows down the Night
Audit procedure.

b. Days in Advance: defines the number of days in advance of the

control date that the system should start to monitor the bookings.
Entering dates here, instead of in the From/To range, means that the
whole control date range is not checked every day, but only on the
days that fall within the number (or range) of indicated days.

Days in Advance can be used for example when offering a special

discount Rate Code for advance bookings; a week or two before the
reservation date, the Rate Code should no longer be available.

Related Database(s) STRATEGY.dbf

Related Topic(s) Rate Categories see page 88

Rate Codes see page 91

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Rate Calendar
Introduction For S&C Hotel and S&C GEM only. Only available with active Fidelio
S&C-Front Office interface. Using this option you can rank each day of the
year with a letter from A to J; you can then use that ranking letter to
calculate the room rates for each day. This works very well for hotels whose
rack rates increase during, for example, a trade show. This option is display
only in S&C Utilities.

[-fo] This option is not available.

Hotels who use Fidelio’s Rate Management function have the option to
select the order in which the rates appear on the Rate Query screen, e.g.
HIGH season at the top, then SHOULDER season rates, then the LOW
season and discount rates etc.

But it is also possible to use a different sequence on different days. For

example, one display sequence for the Summer and another for the winter,
one display sequence for the beginning of the week and another for
Thursday/Friday. Your Front Office Manager can do this for you in the
Front Office setup program FSTAMM (see Fidelio Front Office Utilities
Manual for details).

* The Rate Factors are used to define (or from S&C Utilities, to display)
the meanings of the codes from A - J.

* The Rate Calendar is used to define (or from S&C Utilities, to

display) the dates to which these Rate Factor codes should apply.

Edit Rate Calendar Use to display the Day Type for each day of the year.

Step 1 Select the Rooms Maintenance menu option Rate Calendar and choose Edit
Rate Calendar. Your screen will look something like this:

Date Day Type Event ↑

25.05.98 Mon C Memorial Day
21.06.98 Sun B HiTech 98 ↑
22.06.98 Mon B HiTech 98 A Trade show days only.
23.06.98 Tue A HiTech 98 B Day before and after trade show
24.06.98 Wed A HiTech 98 C Normal days
25.06.98 Thu A HiTech 98 D Weekends without trade show
26.06.98 Fri B HiTech 98 E Summer without trade show
27.06.98 Sat B HiTech 98 F Christmas holidays, New Year’s h
G World Cup Rates
H
I
J
↓

Fig. 70

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Your Front Office Manager will have used your trade show calendar and any
other special dates to set up the Rate Calendar.

To ensure that a rate is affected by the Rate Calendar, a [Y] must be

entered in the Rate Calendar field in the Rate Code Definition screen
(see page 92). If the default entry [N] is left in this field, then no
adjustments will be performed based on the day type.

Edit Rate Factors

Introduction
Select the Rooms Maintenance menu option Rate Calendar and choose Edit
Rate Factors. Your screen will look something like this:

Day Type Multiplier Adder Notes ↑

A 1.20 30.00 Trade show days only.
B 1.20 5.00 Day before and after trade show
C 1.00 0.00 Normal days
D 0.90 0.00 Weekends without trade show
E 0.90 -10.00 Summer without trade show
F 0.00 250.00 Christmas holidays, New Year’s holidays
G 1.00 0.00 World Cup Rates
H 1.00 0.00
I 1.00 0.00
J 1.00 0.00
↓

Fig. 71

[-fo] This option is not available.

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The Rate Factors are used by Front Office for situations such as :

* your rack rates are $100 on normal days, but

* one day before and after a trade show, the rates go up to $120, and
* during the trade show the rates are $140, but
* on weekends when there is no trade show, the rate is only $75, and
* in the summer, when business is usually low, the rates are half of the
normal rate.

"C" is the standard day for the system.

When the room rate is calculated, it will first find the rate (as usual) from the
Rate table, check the Day Type for that day, multiply any appropriate rates
by the Day Type Multiplier and then add the Day Type adder.

Related Database(s) RFACTOR.dbf

Related Topic(s) Rate Codes see page 91

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Load Target Rates

Introduction For S&C Hotel and S&C GEM only. The Target Rates function is used to
enter what the hotel would like to get in room nights, average rate, revenue
for each day that inventory has been created.

In addition a Demand Day indicator is available to show the expected

demand on hotel resources. Descriptions for selected Holiday and special
events can also be entered through this option.

The Target rooms information entered here will be displayed on the

[Alt]+[F7] hot key in Sales & Catering and the Target Rate and Revenue will
be printed on the Group Rooms Forecast Book (accessible from the Reports
& Lists program).

Enter/Edit Target Rates

Step 1 From S&C Utilities Main Menu, select Tables -> Room Maintenance->
Target Rates. One of two things will happen:

a. A message: No Target Rates Exist, Add Some? will be displayed.

Type [Y] to continue and go to the description Step 3: AutoLoad
below.

b. If room inventory has already been created (see page 127 for more
details), then the Target Rates pickbox is displayed. Go to Step 2
below.

Step 2 From the Target Rate pickbox, there are various ways to change the rates as
entered (if any have already been entered):

a. Select one record and change (edit) the details individually.

b. Change or add target rates over a range of dates using the Auto Load
function.
c. Delete target rates over a range of dates.

It is possible to change just one record, however the more popular option is
to add or change records for a range of dates. Therefore we will describe
this first (the AutoLoad feature), and then detail how to change just one date.

Depending on your type of hotel, it is not unusual for the weekday rates to
be different from the weekend rates. The normal procedure for loading rates
is to enter the weekday rates for a month or season, and then repeat the same
steps to enter the weekend rates for the same time period.

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Step 3
AutoLoad From anywhere in the Target Rate pickbox, press [Ins] and your screen will
look something like this:

I ♥ Fidelio Fidelio Development Hotel 03.06.98

File Edit Print Reindex Tables GEM-Table Misc Quit

Hot Date/Day TargRate TargRmNts TargRev TargF&BREV Day

11.06.98 Thu 0 0 0 0
12.06.98 Fri 0 0 0 0
13 Auto Load Daily Targets Data 0
14 0
15 0
16 Date From . . to . . 0
17 0
18 Days of Week Valid S M T W T F S 0
19 Y Y Y Y Y Y Y 0
20 0
21 Increase/Decrease Target Rate 0 0
22 Increase/Decrease Target Room Nights 0 0
23 Target Revenue 0 0
24 Increase/Decrease Target F&B Revenue 0 0
25 Demand Day Indicator 0
FO Rate Calendar overrides when defined !

Fig. 72

Date From / To : Enter the range of dates to which the Target Rate will
apply. As the next entry line will take into account weekday and weekend
differences, simply enter the appropriate range of dates e.g. for a High
Season lasting from the first of May to the end of September, enter 01.05.98
to 30.09.98 (or 05.01.98 to 09.30.98 for users with an American date format).

Days of Week Valid: Indicate the days of the week that this Target Rate
should apply. For example if the Target Rate only applies from Monday to
Thursday (inclusive), then enter [N] under the first [S] (Sunday) and also
under the [F] and [S] (Friday and Saturday) at the end of this line.

If this Target Rate is only valid over certain days of the week in this
Date Range, then you will need to repeat these steps to enter the
Target Rate for the other days of the week.

Increase/Decrease Target Rate: Enter the appropriate Target Rate for this
date range if no data has been entered yet. If a rate has already been entered
and you wish to increase it, just enter the additional amount. To decrease the
amount, enter the amount by which it should be lowered, preceded by the
minus sign. For example, entering [-100] would lower the target rate by 100.
The Target Rate is usually the best rate that the hotel would hope to achieve
over these dates; this may therefore be somewhat higher than the budgeted
group room rate.

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Increase/Decrease Target Room Nights: Enter the ideal number of rooms

per night for this date range, or the amount by which any existing figure
should be increased or decreased.

Target Revenue: This field calculates the Target Rate multiplied by the
Target Room Nights. Think of this field as the "Target Rooms Revenue".
Again, this may be higher than the budgeted revenue.

Increase/Decrease F&B Revenue: Enter the ideal Food and Beverage

revenue, or the amount by which any existing figures should be changed.

Demand Day Indicator: (optional) This field can be used to indicate very
high demand days (e.g. sold out dates, or dates when there is a fair or
exhibition in town and the hotel expects to be sold out.), and real need.

[+fo] With an active Fidelio S&C-F/O interface, first check the

equivalent meanings which have been set up in your Front Office
system. To display these A-J codes and their descriptions from
S&C Utilities, go to the Main Menu option Tables -> Room
Maintenance -> Rate Calendar -> Edit rate calendar.

If you enter Target Rates here, please note that if Front Office then
enters the same dates in their Rate Calendar, your information will be
overwritten.

[-fo] If you do not have a Fidelio S&C-F/O interface, you are able to
enter the A-J codes yourself (S&C Utilities -> Tables -> Room
Maintenance -> Rate Calendar -> Edit rate factors. Use the same A-J
codes when entering Demand Day indicators for the Target Rates.

If this field is used, it should be updated frequently. Otherwise, the

S&C users will be relying on out-of-date information.

Step 4 When done, press [Pg Dn] to confirm and continue. The message Updating
will be displayed at the bottom of the Target Rate entry screen together with
a quick display of the date the system is working on (to the right of the word
Updating). Once all the requested dates have been updated, the message will
appear xx records updated OK

Step 5 Press [Enter] on [Ok] and your screen will look something like this:

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I ♥ Fidelio Fidelio Development Hotel 03.06.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Hot Date/Day TargRate TargRmn TargRev Day ↑

Fidel 15.08.98 SAT 180 200 36000 B 10 ML
16.08.98 SUN 200 200 40000 B
17.08.98 Mon 200 200 40000 B
18.08.98 Tue 225 200 45000 A
19.08.98 Wed 225 200 45000 A
20.08.98 Thu 225 200 45000 A
21.08.98 Fri 200 200 40000 B
22.08.98 SAT 180 200 36000 B
23.08.98 SUN 180 200 36000 B
24.08.98 Mon 180 200 36000 B
25.08.98 Tue 180 200 36000 B -98
26.08.98 Wed 180 200 36000 B
27.08.98 Thu 180 200 36000 B
28.08.98 Fri 180 200 36000 B
Ins=Add =Edit Del=Delete ?=Find ↓

Fig. 73

Step 6 If, in Step 3 above, you entered a [N] over certain days of the week, press
[Ins] again now to enter the Target Rate information for those "missing"
days. For example, if you have entered Target Rates for weekdays only in
Step 1, now enter Target Rates for the weekend nights in the same date
range.

Don’t forget to flag the days that were [Y] in Step 1 above as [N] this
time !!

Step 7 Repeat as necessary for each month, season, or year, until your rates are
entered for all dates that you need to control inventory.

Change/Edit One Day

Step 1 From anywhere in the Target Rate pickbox, press [?] to search. Enter your
desired date in the entry field and press [Enter]

Step 2 Once highlighting the appropriate day, press [Enter]. Your screen will look
something like this:

Daily Targets, Demand & Events

Date 07.06.98 Sunday

Target Rate 195

Target Room Nights 175
Target Revenue 34125
Demand Day Indicator
( A - J )

Fig. 74

As you see, the fields shown here are the same as those described in
AutoLoad on page 123 above.

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Step 3 Press [Enter] and you will return to the Target Rate pickbox

Delete To delete the Target Rate information for a specific day or range of dates:
while highlighting the appropriate date, press [Del]. Enter the desired date(s)
in the Delete Date Range ... To entry fields and press [Enter] and then
[Enter] again to confirm.

To delete the Target Rate information for just one day, enter the same
date in the From and To fields.

When the deletion is complete, a message will be displayed " xxx records
cleaned OK". Press [Enter] to confirm and you will be returned to the
Target Rate pickbox. Target rates will have been "cleaned" i.e. reset to [0]
for the selected dates.

Related Database(s) SM_RMDAY.dbf

Related Topic(s) Room Inventory see page 127

[Alt]+[F7] Hot Keys Section 3 : S&C User Manual

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Inventory of Rooms (only for [-fo])

Introduction For S&C Hotel and S&C GEM only. This option is used to define the
Group Rooms allotment or "#CEILING", i.e. the number of rooms the sales
department is allowed to sell per day if you don’t have an active S&C-F/O
interface.

[+fo] For installations with an active Fidelio S&C-F/O interface,

this option is not available, as the Group Rooms Inventory is created
and maintained in the Front Office #CEILING Block. If you try to
access this option, a message will be displayed: "STOP! Room
Inventory can only be edited in Front Office! OK".

[-fo] For installations without S&C-F/O interface, the Group Rooms

Inventory is set up in a dummy Ceiling Block in S&C by using this
option.

For an RSO, do not set up Room Inventory and check that Update
S&M Rooms Inventory? is set to [N] in the GRC Parameters.

Preparation i. Check that you have entered the Default Block Status in Misc
-> Sales Office Defaults. We recommend entering [8] here, in case
Fidelio Front Office is installed in your hotel at a later date.

ii. make sure you have entered all appropriate Room Types with the
necessary Sales Category and Return Category as appropriate (in
Tables -> Room Maintenance -> Types of Rooms).

iii. decide whether you would like the Ceiling inventory to be room type
based or not (see below for details).

Setup The following steps describe how to set up the S&C Ceiling.

Step 1 select Tables from the S&C Utilities Main Menu, then Room Maintenance
and Inventory of Rooms. One of two things will happen:

a. No group room inventory exists, a message: "? Sales &

Catering Ceiling does not exist ! Create one? YES/NO" will
appear. Press [Y] to continue and enter the desired start date for
the Rooms Inventory in the entry field that is displayed. Go to
Step 2 below.

b. If room inventory has already been created, a message will be

displayed on your screen, prompting you for a New Starting
Date. Go to "Change information for existing Ceiling dates" or
"Adding new dates to the Ceiling" on page 136.

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Step 2 Your screen will now look something like this:

I ♥ Fidelio Fidelio Development Hotel 06.08.98

Sales & Catering Ceiling Initial Block grid

1998
TPL DBL SGL SUI

01.09 Tue
02.09 Wed
03.09 Thu
04.09 Fri
05.09 Sat
06.09 Sun
07.09 Mon
08.09 Tue
09.09 Wed
10.09 Thu
11.09 Fri
12.09 Sat

Change INS Rolling Block - Delete range

ALT 1-6 Switch Grid SPACE All Details

Fig. 75

If Rooms Inventory has already been added for the dates you selected, then
this will be displayed here.

The Room Types displayed along the top of the table are those you
entered from the option Room Types (page 77 above).

Step 3
Rolling Block The Rolling Block option allows you to add, increase or decrease inventory
per room type for a range of dates, taking differences in weekday and
weekend inventories into consideration. We recommend loading room
inventory for a month or season, first entering the inventory for the weekdays
(if appropriate), then repeat the process for the same date range to load the
weekend inventory.

See page 142 regarding loading inventory for Complimentary Rooms

and Suites.

Your cursor is positioned on the first day and the first Room Type in the
grid. Move [→] to the first Room Type for which you would like to enter
an allotment (ceiling). Once positioned in the correct Room Type column,
press [Ins] for the Rolling Block.

Your screen will now look something like this:

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I ♥ Fidelio Fidelio Development Hotel 06.08.98

Sales & Catering Ceiling Initial Block grid

1998
TPL DBL SGL SUI

01.09 Tue
02.09 Wed
03.09 Thu
04.09 Fri
05.09 Sat Room Type TPL
06.09 Sun Start 01.09.98 To 30.12.98
07.09 Mon Increase/Decrease Rooms 0
08.09 Tue
09.09 Wed
10.09 Thu Cut off days 0
11.09 Fri
12.09 Sat
Mon Y Tue Y Wed Y Thu Y Fri Y Sat Y Sun Y

Change INS Rolling Block - Delete range

ALT 1-6 Switch Grid SPACE All Details

Fig. 76

Room Type display only. Indicates for which Room Type you are currently
adding Inventory.

Start / To The Start date defaults to the date on which your cursor is
positioned. Enter the range of dates for which the Inventory should apply,
e.g. June 1, 1998 to December 31, 1998. The range of dates includes the
start and end date.

Allotted Enter the appropriate number of rooms for this Room Type
e.g. 100.

Cut Off days for future release. Leave this field empty.

Mon/Tue/Wed/Thu/Fri/Sat/Sun These last seven fields on the screen allow

you to set up the Ceiling just on certain days of the week by entering [Y] in
the appropriate fields. This is especially useful if you want to add different
number of rooms on weekends than on weekdays. Enter [N] in the days that
are not valid.

Step 4 Once you have entered a [Y] or [N] in the last day of the week, the Rolling
Block procedure will automatically start processing. Once the procedure has
finished processing, your screen will look something like this:

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I ♥ Fidelio Fidelio Development Hotel 06.08.98

Sales & Catering Ceiling Initial Block grid

1998
TPL DBL SGL SUI

01.09 Tue 5 5
02.09 Wed 5 5
03.09 Thu 5 5
04.09 Fri 5 5
05.09 Sat 5 5
06.09 Sun 5 5
07.09 Mon 5 5
08.09 Tue 5 5
09.09 Wed 5 5
10.09 Thu 5 5
11.09 Fri 5 5
12.09 Sat 5 5

Change INS Rolling Block - Delete range

ALT 1-6 Switch Grid SPACE All Details

Fig. 77

The total number of rooms per night are displayed to the right of the
date i.e. to the left of the first room type.

Step 5 If any days of the week were flagged with a [N] in Step 4 above, the Ceiling
must now be built for these days over the same date range. Press [Ins] and
enter the inventory which would apply to these alternative days; enter the
same date range, but select [N] where there was a [Y] and vice versa.

Step 6 Move the cursor across the table (i.e. [→] or [←]) to the next room type for
an allotment (ceiling) should be built. Repeat the procedure as described in
Steps 4 & 5 above.

Step 7 Repeat as necessary for each month, season or year until the Ceiling is built
for all appropriate dates i.e. all future dates for which you are taking groups.

We recommend only building the S&C Ceiling for dates for which you
are currently taking group room inquiries i.e. not right up to the year
2020!

Step 8 When done, ask all users to quit Sales & Catering; then go to S&C Utilities
Main Menu -> select Misc -> Inventory Recalculation and run this procedure
(see page 272 for more details).

Edit or Delete Inventory of Rooms for One Day

Step 1 Highlight the desired Room Type and date and you have two options:

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Systems Supervisor Manual S&C UTILITIES

a. Edit the Inventory of Rooms for this day: press [Enter] to select.
The field will now be colored red. Make the desired change for this
date and press [Enter] to confirm.

b. Delete the Inventory of Rooms for this day: While highlighting the
appropriate Room Type and date, press [Del] and answer [Y] to the
question "? Confirm Delete? YES/NO"

Step 2 Repeat as necessary for individual Room Types and dates that require editing
or deletion.

Edit or Delete Inventory for Range of Dates

Sometimes, you may want to "wipe the slate clean" by erasing the current
inventory and then enter new information. Use this option either if you have
made a mistake when entering the Inventory for a range of dates, or if you
have changes to make for a wide range of dates.

Step 1 Move the cursor to the appropriate Room Type, and we also recommend
placing the cursor on the first date for which the Inventory is to be deleted.
When ready, press [-] to delete and your screen will look something like this:

I ♥ Fidelio Fidelio Development Hotel 06.08.98

Sales & Catering Ceiling Initial Block grid

1998
TPL DBL SGL SUI

01.09 Tue 45 5 20 15 5
02.09 Wed 45 5 20 15 5
03.09 Thu 45 5 20 15 5
04.09 Fri 45 5 20 15 5
05.09 Sat 45 5 20 15 5
06.09 Sun 45 5 20 15 5
07.09 Mon 45 5 20 15 5
08.09 Tue 45 5 20
09.09 Wed 45 5 20 From 01.09.98
10.09 Thu 45 5 20 Until 01.09.98
11.09 Fri 45 5 20
12.09 Sat 45 5 20 15 5

Change INS Rolling Block - Delete range

ALT 1-6 Switch Grid SPACE All Details

Fig. 78

Step 2 Check that the first and last dates for which Inventory should be deleted are
correct and then press [Enter] to confirm.

Step 3 Depending on how long a date range you entered, the Inventory deletion may
take a few minutes. Once done, you will be returned to the Inventory grid
and entries for the selected Room Type and dates will now have been erased.

Step 4 If appropriate, re-load the correct inventory now : press [Ins] to use the

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Rolling Block and follow the steps as described on page 128 above.

Step 5 When done, ask all users to quit Sales & Catering; then go to S&C Utilities
Main Menu -> select Misc -> Inventory Recalculation and run this procedure,
entering just the date range for which you have deleted and re-loaded the
S&C Ceiling inventory - see page 272 for more details.

Other Grid Options

Grid Displays Change the Grid display as follows: press [Alt]+ the number below for the
appropriate grid:

[Alt]+[1] Initial Block grid

[Alt]+[2] Actual blocked grid (the current block of rooms that are
deducted from House availability)
[Alt]+[3] Available grid
[Alt]+[4] Picked up grid
[Alt]+[5] Pickup percentage grid
[Alt]+[6] Changes to initial grid

The red line at the top of your screen indicates which grid is currently
displayed.

As you are already displaying the grid, the [Alt]+[n] (n=number)

combination is the quickest way to change from one Grid to another. The
alternative would be to quit the grid and then select the desired alternative
from the Grid option on the Block Header menu (see below for more details).

All Details Shows all details for the Room Type on which your cursor is currently
positioned. Press [Space Bar] and your screen will look something like this:

[-fo] only The ceiling can also be changed from within S&C.
When in any Room Grid, use [Alt]+[F9] to display the ceiling; if you
have the rights, you can then edit the ceiling. To setup the rights for
this: edit the SC_RIGHT.ini, under the heading ROOMBLOCK add
EDITCEILING=n (where n is the rights level for this function)

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I ♥ Fidelio Fidelio Development Hotel 06.08.98

Sales & Catering Ceiling Initial Block grid

1998 Initial block 15

TPL DBL SGL SUI Current block 15
Pickup 0 0%
06.10 Tue 45 5 20 15 5 Remaining 15
07.10 Wed 45 5 20 15 5 Change to init. 0
08.10 Thu 45 5 20 15 5 Cut-off date 07.10.98
09.10 Fri 45 5 20 15 5 Total blocked 45
10.10 Sat 45 5 20 15 5
11.10 Sun 45 5 20 15 5
12.10 Mon 45 5 20 15 5
13.10 Tue 45 5 20 15 5
14.10 Wed 45 5 20 15 5
15.10 Thu 45 5 20 15 5
16.10 Fri 45 5 20 15 5
17.10 Sat 45 5 20 15 5

Change INS Rolling Block - Delete range

ALT 1-6 Switch Grid SPACE All Details

Fig. 79

Quit the #CEILING Room Grid

Once you have set up the grid of rooms for the #CEILING block, press [Esc]
and the S&C Block Header will be displayed. Please review the following
pages for an explanation of the fields and options.

S&C Block Header The Block Header contains overall information about the S&C Ceiling.

Step 1 Press [Esc] from the S&C Ceiling Inventory Grid and your screen will
display the S&C Block Header, looking something like this:

I ♥ Fidelio Fidelio Development Hotel 06.08.98

#CEILING Block Header

Full Name Sales & Catering Ceiling

Block Code #CEILING
Starting Date 29.07.98 Wednesday
Nights 155
Ending Date 31.12.98 Thursday
Rate Code
Res Type 7
Market CRS Source CRS
Cut off date . .
Cut off days 0 Status : S&C controlled Block
Elastic block N S&C Status:
Pax per room 1.0
Package Items
Booking ID# Hotel
Created by FIDELIO Created on 29.07.98
Group Master

Modify Info Grids

Changes

Fig. 80

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Step 2 Before making the S&C Ceiling available to book, check the #CEILING
Block Header to ensure that all details are correct:

Modify Press [Enter] on the option Modify, or just type [M]. You will now be able
to change details in the #CEILING Block Header.

Full Name display only. The full name of the #CEILING Block Header.
This is always "Sales & Catering Ceiling".

Block Code display only. The valid code for the #CEILING Block Header.
This is always "#CEILING".

Starting Date The starting date for the #CEILING Block.

Nights The number of nights for the #CEILING Block.

You can extend the #CEILING block up to 9999 nights

(i.e. just over 27 years!), but we recommend entering only
the S&C Ceiling for dates for which you are currently
taking group room inquiries, i.e. the next 3-4 years.

Ending Date Your entry in the Nights field will automatically change the
entry in this field. If you change the ending date, the entry in the Nights
field will change.

Rate Code display only. This field is not used for the #CEILING Block.

Res Type display only. Reservation Type. This is the Reservation Type
you have defined in the field Default Block Status (if no FO) in the Sales
Office Defaults screen - see page 254 for details.

Market and Source display only. This field is not used for the #CEILING
Block.

Cut off date display only. This field is not used for the #CEILING Block.

Cut Off days for information only. Indicates how many days prior to
arrival, rooms should be released back to hotel availability.

Elastic block display only. automatically defaults to [N].

Pax per room display only. This field is not used for the #CEILING Block.

Booking ID display only. In S&C, identifies which S&C booking is

attached to the S&C Block Header. For the #CEILING, this will always be
blank.

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Hotel only used for S&C Multi-Hotel setup without active interface to Front
Office where one #CEILING per Hotel is created. Enter the Hotel ID of the
Hotel you want to set up the #CEILING Block for.

Created By / Created On / Group Master display only. Indicates the date

and ID of the user who first entered the block. These are entered
automatically by the system. When building or modifying the #CEILING,
the Group Master display should be empty.

Status / S&C Status display only. Not used for the #CEILING Block.

Step 3 When done, press [Enter] or [Pg Dn] to save your changes and return to the
#CEILING menu.

Other Block Header Options

For the #CEILING Block, your options are limited just to those that you
need.

Info Select Info to access the Block Info Notes field. Type any information
specific to the S&C Ceiling and press [Esc] to Save. This information will
not be displayed anywhere and is for information purposes only. If you add
information in this field, then the option Info flashes on the S&C Ceiling
menu. Press [Esc] or [F10] to Save.

Grids This option is not relevant for the current version.

Changes Displays changes made both to the #CEILING Block Header and to the
Room Grid itself. Select Changes and your screen will look something like
this:

Block History
03.06.98 11:09 CLAUDIAB Block #CEILING deleted
03.06.98 11:09 CLAUDIAB Block #CEILING created
05.06.98 14:53 CLAUDIAB Block #CEILING changed 17.06.1998 EXEC 50->80
05.06.98 14:53 CLAUDIAB Block #CEILING changed 18.06.1998 EXEC 50->80
05.06.98 14:53 CLAUDIAB Block #CEILING changed 19.06.1998 EXEC 50->80
05.06.98 14:53 CLAUDIAB Block #CEILING changed 20.06.1998 EXEC 50->80
05.06.98 14:53 CLAUDIAB Block #CEILING changed 21.06.1998 EXEC 50->80
Any key... ↓

Fig. 81

The date and time of the change, the name of the user who made the change
and details of the change are displayed here. Use [↑], [↓], [Pg Up] and
[Pg Dn] to move through the information displayed. Press ANY OTHER
KEY and you will return to the #CEILING Block Header menu.

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Changing the S&C Ceiling

There are two ways of how the S&C Ceiling can, and should, be changed:
* Changing information for existing Ceiling dates
* Adding new dates to the Ceiling

Changing information for existing Ceiling dates

Follow the steps below if you want to increase or reduce the number of
rooms available in one or more Room Types over dates that have already
been set up. At any time, simply adjust the number of rooms and this will
immediately be reflected in the [Alt]+[F5] and [Alt]+[F7] hot keys.

Step 1 Select Tables -> Room Maintenance -> Inventory of Rooms and type in the
first date that you would like make your changes at the prompt New Starting
Date and press [Enter] to confirm.

Step 2 Once the grid is displayed, use [↓], [↑], [→] and [←] to move the cursor to
the appropriate room type and date. You have two choices at this point:

a. Press [Enter] and change the entry in the selected field.

b. Use Delete range and then INS (Rolling Block) to first change a whole
range of dates.

It is not necessary to run an Inventory Recalculation at this point. As

mentioned above, the changes will immediately be reflected in the
[Alt]+[F5] and [Alt]+[F7] hot keys.

Adding new dates to the Ceiling

If creating the Ceiling for future dates that previously did not have an S&C
Ceiling:

Step 1 Select Tables -> Room Maintenance -> Inventory of Rooms and type in the
last date of the Ceiling at the prompt New Starting Date and press [Enter]
to confirm.

Step 2 Once the grid is displayed, use [↓], [↑], [→] and [←] to move the cursor to
the appropriate room type and date.

Step 3 Press [Ins] to use the Rolling Block and add the appropriate number of
rooms for the desired Room Types. See page 128 if you need help with this.
When done, press [Esc], check that all other details are correct and the quit
the #CEILING Block Header.

Step 4 When done, ask all users to quit Sales & Catering; then go to S&C Utilities

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Main Menu -> select Misc -> Inventory Recalculation and run this procedure,
entering just the date range for which you have added the S&C Ceiling
inventory - see page 272 for more details.

Related Database(s) GALLOT.dbf

BLOCK.dbf
SM_RMDAY.dbf
SM_RMINV.dbf

Related Topic(s) Types of Rooms see page 77

GRC Parameters (Group Room Control) see page 168
Inventory Recalculation see page 272
Hot Keys [Alt]+[F5] & [Alt]+[F7] see User Manual Section 3

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Load Daily Inventory (only for [+fo])

Introduction For S&C Hotel, S&C RSO and S&C GEM. This option should be used if
your hotel has entered a #CEILING Block in Front Office for a limited time
period, e.g. the next three years, but your sales department needs to enter
bookings beyond this date range. In that case, use this option to load the
dates outside the defined FO #CEILING Block.

Example If the #CEILING Block in FO is created from today until the end of 1999,
use the option Load Daily Inventory to load the period your hotel is going
to sell group rooms for, e.g. 01.01.2000 until 31.12.2005.

We recommend that the #CEILING Block in FO should not be created

for a longer date range than 3-4 years (depending on the number of
room types). Otherwise, the Night Audit procedure slows down
considerably as one record for each day and each room type is created.

This option allows the users:

* to enter bookings in Initial Block (AINT) for the date range not
covered by the FO #CEILING block. As soon as the #CEILING block
is loaded in FO for these dates, it will be possible to change the Status
to Actual Block (BBLK).

* to display the hot keys [Alt]+[F5] and [Alt]+[F7] for those days.

Step 1 Make sure that all users leave S&C before running this routine and that Front
Office is not running Findex or Night Audit in the meantime !

From the S&C Utilities Main Menu, select Tables -> Room Maintenance
-> Load Daily Inventory. One of two things will happen:

a. This is the first time that inventory has been loaded: a message will
advise you of this. Answer [Y] to continue and go to Step 2.

b. Room inventory has already been created: the Room Inventory

pickbox will appear:

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I ♥ Fidelio Fidelio Development Hotel 06.08.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Hot Type Date/Day Ceiling DEF TEN Over ↑

Fidel HOSP 01.10.98 Thu 2 0 0 0 10 ML
JSTE 01.10.98 Thu 1 0 0 0
KNGN 01.10.98 Thu 100 0 0 0
KNGS 01.10.98 Thu 0 0 0 0
PSTE 01.10.98 Thu 1 0 0 0
STB1 01.10.98 Thu 10 0 0 0
STB2 01.10.98 Thu 1 0 0 0
STP1 01.10.98 Thu 10 0 0 0
STP2 01.10.98 Thu 1 0 0 0
TWNN 01.10.98 Thu 100 0 0 0
TWNS 01.10.98 Thu 10 0 0 0 89-98
Ins=Add Del=Del ?=Find ↓

Fig. 82

Add Inventory of Rooms Using Auto-Load

This feature is used to automatically load the rooms inventory over a range
of dates.

Step 1 From anywhere in the Inventory of Rooms pickbox, press [Ins]. The
Inventory Auto-Load Screen will appear:

I ♥ Fidelio Fidelio Development Hotel 06.08.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Hot Type Date/Day Ceiling DEF TEN Over ↑

Fidel HOSP 01.10.98 Thu 2 0 0 0 10 ML
JSTE 01.10.98 Thu 1 0 0 0
KNGN Load Group Ceiling
KNGS
PSTE Date Range to Load . . to . .
STB1
STB2 Room Type
STP1
STP2
TWNN 01.10.98 Thu 100 0 0 0
TWNS 01.10.98 Thu 10 0 0 0 89-98
Ins=Add Del=Del ?=Find ↓

Fig. 83

Date Range to Load ... to .. enter a date range beyond the dates entered in
the Front Office #CEILING Block.

Room Type enter a Room Type here.

if you have entered a [N] in the GRC Parameters field Room

Type Based Inventory, then this field is not displayed.

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Step 2 Once have filled in the date range and the room type if appropriate, the auto
inventory procedure will automatically start processing.

Step 3 Repeat Steps 1 and 2 for all room types if you are working with Room Type
Based Inventory.

When done, go to Misc -> Inventory Recalculation and run this procedure for
the date range you just loaded. Users don’t have to quit S&C while the
Inventory Recalculation is running.

Hot keys [Alt]+[F5]

[Alt] [F5] and [Alt]+[F7]
[Alt] [F7] in S&C
After loading the inventory for the dates not covered by the FO #CEILING
Block and after running an Inventory Recalculation, the hot keys [Alt]+[F5]
and [Alt]+[F7] now can be viewed for the dates just loaded. [Alt]+[F7] will
look something like this, on a date entered through Load Daily Inventory:

I ♥ Fidelio Bookings Fidelio Development Hotel CBO 13.08.98

Accounts Contacts Profiles Bookings Events Diary Activity Misc Quit

Account Fidelio Techno All Bookings

Hot Date/Day Ceilng OPT TEN DEF CAN Avail AINT BBLK TRate ↑
02.01.00 Thu 0 0 10 0 0 0 10 0 0
03.01.00 Fri 0 0 10 0 0 0 10 0 0
04.01.00 SAT 0 0 25 0 0 0 25 0 0
05.01.00 SUN 0 0 25 0 0 0 25 0 0
06.01.00 Mon 0 0 0 0 0 0 0 0 0
07.01.00 Tue 0 0 0 0 0 0 0 0 0
08.01.00 Wed 0 0 0 0 0 0 0 0 0
09.01.00 Thu 0 0 0 0 0 0 0 0 0
10.01.00 Fri 0 0 0 0 0 0 0 0 0
11.01.00 SAT 0 0 0 0 0 0 0 0 0
12.01.00 SUN 0 0 0 0 0 0 0 0 0
13.01.00 Mon 0 0 0 0 0 0 0 0 0
14.01.00 Tue 0 0 0 0 0 0 0 0 0
15.01.00 Wed 0 0 0 0 0 0 0 0 0
16.01.00 Thu 0 0 0 0 0 0 0 0 0
=Bookings ?=Find SPACE=Hotel Avail +=Event ↓

Fig. 84

As you can see in the above figure:

* The hot key allows to view the number of Group Rooms booked on
a specific date, displayed in the columns OPT, TEN, DEF, CAN and
AINT.

* As bookings can only be entered in AINT (Initial Block) if no

#CEILING is loaded in FO, the column BBLK (Actual Block) will
always be empty on those dates.

* The columns Ceilng and Avail display 0. This will be adjusted as soon
as the #CEILING block for that date will be entered in FO.

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Delete Dates from Inventory

It is only possible to delete Inventory for past dates. Once the Inventory has
been loaded for future dates, this option is not available anymore.

WARNING ! If you delete the Inventory for past dates, be aware of the
consequence: the Forecast Book Report (under Special in the S&C Reports
Program) will not print reflect the real figures for the deleted date range
anymore !

Related Database(s) SM_RMDAY.dbf

SM_RMINV.dbf

Related Topic(s) Types of Rooms see page 77

GRC Parameters (Group Room Control) see page 168
Hot Keys [Alt]+[F5] & [Alt]+[F7] see User Manual Section 3

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Setup Tips for S&C Room Maintenance

Room Types in S&C RSO
[RSO] If your hotel company is using cc:Mail for Lead Sending (and
therefore the Lead Communications Server), then make sure that the Room
Types are the same in each RSO. Keep the Room Types very simple: e.g.
Single, Double, Twin. The Lead Cross Reference field on the Room Type
Edit screen is used to "translate" Room Types when sending leads from one
installation to another.

Complimentary Rooms
For both [+fo] and [-fo] (except S&C RSO): although your Sales Office may
confirm free rooms for some meeting planners accompanying a group,
"complimentary" is not a valid Room Type for your Front Office system.
Therefore, complimentary rooms have to be handled slightly differently.

There are two ways to manage complimentary rooms in Sales & Catering.
These options should be discussed and a decision made with agreement from
your Director of Sales and (if appropriate) your Front Office Manager at
installation time i.e. prior to actually entering the information and training the
appropriate users. If you are not sure which way your installation has been
set up, please check with your S&C Systems Supervisor.

a. Recommended option: When making a booking in Sales &

Catering, users should enter the information regarding complimentary
Rooms in the booking’s Agreement Notes. When control of the
Room Block is handed to Front Office, the information in this
Agreement Notes field can be sent over to the Room Block Info field
(on the S&C Block Header menu).

If your booking’s Agreement Notes do not copy into the Room

Block Info field, please contact your S&C Support Desk so that
they can set up the appropriate Field Default for you.

b. Alternative Method: in S&C Utilities, select a seldom used Room

Type such as Presidential Suite. In Room Maintenance -> Room
Types enter the appropriate Front Office Room Type in the Sales
Category field.

In Room Maintenance -> Room Rates -> Edit Rate Codes -> select the
[S&C] Rate Category -> select each appropriate Rate Code.

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First, create Rate Details for the regular room types e.g. SGL, DBL,
then create a second Rate Detail record for the same dates but with
zero rates for the Room Type you will use for Complimentary rooms
(XNR=Presidential in our example). Your screen would then look
something like this:

S&C - RATE3 S&C Rate 3 08.02.98 - 31.12.98

Code From Until 1 Pers 2 Pers Room/Room Type List ↑

RATE3 01.01.98 31.03.98 150.00 200.00 KC,KNS,KS,KTNS,KTV,TDNS
RATE3 01.01.98 31.03.98 0.00 0.00 XNR
RATE3 01.04.98 30.09.98 200.00 250.00 KC,KNS,KS,KTNS,KTV,TDNS
RATE3 01.04.98 30.09.98 0.00 0.00 XNR

Edit INS Add DEL Delete - Sample ↓

Fig. 85

Suites There are two ways that you could set up and book Suites for your
installation:

[+fo] The valid suite Room Types will have been entered by Front
Office, together with all other Room Types.

[-fo] First determine the different types of Suites you have, e.g. One-
Bedroom, Two-Bedroom, Presidential, then set each of these up in
S&C Utilities -> Tables -> Room Maintenance -> Room Types.

Step 1 Consider how many suites your hotel has, and in discussion with your Front
Office Manager and Director of Sales, either:

Agree an Allotment of Suites

For [+fo] only: agree that the Sales Team should be given a small allotment
of suites - these will be taken out of Front Office inventory to book without
checking each time with Front Office.

In Front Office, go to Reservations -> Groups -> Block Name: #CEILING -

> and enter a (small) S&C allotment for each of the appropriate Suites.
Once the #CEILING status is changed to BBLK, these suites are taken out
of inventory and are available to be booked immediately by the Sales team
through S&C.

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Not enough Suites for an Allotment

For [+fo] and [-fo] : agree that your hotel does not have enough suites to
give the Sales Team an allotment. In this case, do not enter a #CEILING in
the appropriate suites’ Room Types. Instead, each time a Sales person wants
to block one or more suite(s) for a group:

a. [+fo] the Sales person contacts their Front Office Manager to

check the suite(s) availability. The FO Manager then adjusts the
#CEILING for the appropriate suite over the desired dates. The Sales
person can book the suite in the S&C Room Grid.

If the status of the Group later turns LOSt or Canceled, the

suites will be returned to the S&C Ceiling and could therefore
be booked by another Sales Manager unless they are removed
from the #CEILING block !

b. [-fo] the Sales person contacts their Front Office Manager and
checks that the suite(s) are free. The FO Manager books the
appropriate suite(s) in the Front Office system and the S&C Systems
Supervisor adjusts the #CEILING for the appropriate suite(s) over the
desired dates so that the Sales person can book the suite in the S&C
Room Grid.

If the status of the group later goes LOSt or Canceled, advise

your Front Office Manager immediately so that the suite and
other group rooms can be released for re-sale.

It is absolutely not recommended to simply use the S&C Booking

Agreement Notes field to enter Suite information. This would created
the following extra work:

1. Meeting Planner asks for xx suites for the group.

2. Sales Manager checks with Front Office.

3. FO confirms availability and blocks the suites in FO only.

4. Sales Manager confirms suites to client and enters information

in Booking Agreement Notes.

5. Depending on the change in status:

i. If the Booking turns DEFinite, once Front Office have

control of the block (or, with [-fo] have entered the
block), they must cross-check the group information
against the suites they have already blocked and then
cancel and re-book the suites into the correct group
booking. In this scenario, there’s a danger of double
booking the suites.

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ii. If the Booking turns LOSt, the Sales Manager has to alert
the Front Office to release the group’s suites. In this
scenario, there’s a danger that the suites will not be
released in a timely manner.

Step 2 One last step must be completed before you have finished your Suite setup:
adding rates for the suites. You have two options:

a. Set up a Rate for each Suite Room Type: go to Tables -> Room
Maintenance -> Room Rates -> Edit Rate Codes. Select the S&C
Rate Category and then select the appropriate Rate Code. Add Rate
Details for the appropriate dates for each Suite you have entered as a
separate Room Type.

b. Do not enter a specific Room Rate for the Suites: users will have
to enter Rates for the Suites each time they book them. If you do not
have very many suites, or do not book them for groups very often,
then use this option.

Setting up S&C Ceiling

Essentially, setting up the #CEILING simply requires a high level of
common sense. The following tips are primarily for hotels with an active
Fidelio S&C-F/O interface:

For smaller hotels we recommend you spread the #CEILING over several
room types. Do not assign more rooms to a Room Type in your #CEILING
than you have physically in the hotel!

For larger hotels/resorts/convention hotels if some of your room types are

quite special e.g. "sea view", "pool view" or even "sea and pool view", limit
the #CEILING on these rooms as necessary. In this case, we suggest the
Overbooking of Room Type allowed? field in the GRC Parameters=[N].

However, if your group rates are quoted "run of house" (including these room
types), consider how much time will be spent reassigning the Room Types
once Front Office has control of the S&C Room Block. Then set up the
#CEILING accordingly. In this case, we suggest the Overbooking of Room
Type allowed? field in the GRC Parameters=[Y].

Setting up without S&C #CEILING

For hotels with an active Fidelio S&C-F/O interface, when you set up the
#CEILING block, you are taking rooms from the hotel availability.

However, for any S&C installations (with or without the Fidelio S&C-F/O
interface): if your hotel management does not want to allocate a number of
rooms from availability for the #CEILING, then it is possible to set up S&C
without a #CEILING block. The following explains how to do this and what
the drawbacks are:

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Setup Steps
1. S&C Utilities -> Tables -> GRC Parameters ->

Update S&M Rooms Inventory? = Y

Overbooking of Room Type allowed? = Y or N
Room Type Based Inventory? = Y or N

2. Add Room Types and Room Rates but do not enter an "Inventory of
Rooms" - or create a CEILING block in Front Office.

3. Still in S&C Utilities -> Tables -> Room Maintenance -> Load Daily
Inventory. Enter a date range that will cover all bookings that you are
currently taking for future dates e.g. two or three years ahead.

User Side In S&C, users create the Room Block, entering the Initial Block. They can
then change the status to Actual Block (BBLK). For installations with no
Fidelio S&C-F/O interface, there is nothing further to do.

[+fo] up to this point, the room block does not affect the Front Office
availability; no rooms are shown as blocked on any of the Front Office
Availability Hot Keys e.g. [Shift]+[F2] and [Ctrl]+[F2].

[+fo] For installations with an active Fidelio S&C-F/O interface: in

S&C, users change the Room Block status from Actual Blocked
(BBLK) to Front Office control (LAST) and the room block will now
affect the Front Office availability.

[+fo] Rooms are now shown as Tentative Reservations on the Front

Office Availability Hot Keys e.g. [Shift]+[F2] and [Ctrl]+[F2].

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Maintenance of Existing Group Rooms Control

Once your hotel has Sales & Catering Hotel, RSO or GEM installed, the
hotel’s System Supervisor will need to change existing data as follows:

What Can/Should be Changed

For S&C Hotel, RSO & GEM

a. Period Definition: periods should be entered for each range of dates
for which Sales Manager’s goals are going to be entered and reports
run. This is usually a once-a-year task. These Period Definitions may
be edited if Budget information is not available when the Periods are
first defined.

For S&C Hotel & GEM only

b. Target Rates should be updated on a regular basis to reflect changes
due to currently booked business. Typically changed on a regular
basis (e.g. monthly) and often in conjunction with the Room
Inventory or S&C group room Ceiling.

c. Room Inventory (also called S&C Ceiling). Can be updated on a

regular basis to reflect changes made because of current total-hotel
availability, for example if the originally allotted number of group
rooms are no longer available. Run an Inventory Recalculation
immediately after changing the Room Inventory or Ceiling.

d. Room Rates (if appropriate for your installation) default group rates
for specified date ranges. Change as appropriate e.g. once a year after
budgeting for the following year. The existing rates can be edited, or
new rates entered.

What Should Not Be Changed

Once the GRC Master Data has been entered, and the users start to book the
group rooms (entering Group Room Block information), it is vital that
certain options are not deleted or changed in any significant way:

a. Types of Rooms: Room Type see page 149 for a detailed

explanation on why this should not be done.

b. Types of Rooms: Sales Category & Return Category do not change

this information; if you do, you will create problems with the integrity
of your #CEILING block.

c. GRC Parameters: (with S&C Hotel or GEM) do not change these

after initial setup as any changes will have an impact on other areas of
the program.

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d. RSO Parameters: (with S&C RSO) same as GRC Parameters.

e. Sales Office Defaults: (with S&C Hotel, RSO or GEM) see page 254
for more details. Do not change the Default Block Status once the
first bookings’ Room Block has been created.

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Changing, Deleting and Adding S&C Room Types after Installation

For S&C Hotel, S&C RSO and S&C GEM only. The procedure to change,
delete or add a Room Type after S&C has been installed, is in general much
more complex than you might think.

Therefore, for all versions of S&C, a full back-up of Sales & Catering
(and Front Office if your installation has an active S&C-F/O interface)
must be made before attempting to change or add to existing S&C Room
Types. Please call your S&C Support Desk before proceeding to make
any changes !!!

Related Database(s) GKAT.dbf

SM_RMDAY.dbf
SM_RMINV.dbf
GALLOTT.dbf
BLOCK.dbf

Related Topic(s) Room Inventory

Rate Details
Rate Availability

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Hotel Data
Introduction For all S&C modules. The Hotel Data option was originally created
especially for hotel chains, as specific information can be entered describing
each hotel in your chain. However, the Hotel Data feature can also be used
by smaller hotel groups and also independent hotels to enter information on
their local competitor hotels. Once in the Sales & Catering program, the user
can call up this information, using the Hot Key [Shift]+[F5].

This is also arguably the most important information for an RSO or a hotel
that will be sending leads! You should expect to receive an updated Hotel
Data file (SM_HOTEL.dbf/t) on a regular basis from your Corporate office
or Headquarters.

Step 1 From the Utilities Main Menu, select Tables -> Hotel Data and your screen
will look something like this:

I ♥ Fidelio Hotels Fidelio Development Hotel 06.06.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

City Code ID Name Rms Contact Person ↑

Abha AHBHA AH Abha Fidelio Resort 2 Not Applicable
Abidjan ABJHB Fidelio’s Abidjan Golf 306 David Bailey
Abidjan ABJHA AB Fidelio Ivoire Hotel & G 14 Peter Moser
Abu Dhabi AUHHA AU Abu Dhabi Fidelio Spa 450 Fabian Specht
Amsterdam AMSHB Fidelio Amsterdam 274 Oliver Menzel
Bali BALHA Fidelio’s Bali Beach Res 352 Ines Berghof
Beijing AMSHB Fidelio Beijing 188 Claudia Bormann
1=Screen1 2=Screen2 3=Screen3 Ins=Add Del=Delete *=Print ↓

(C) MICROS Systems, Inc. 1989-98

Fig. 86

Step 2 Press [Ins] to add a new Hotel. Enter all relevant details for each hotel in
your group or chain. There are now three screens in the Hotel Data database:

Certain fields in the Hotel Database must not be changed after the
initial setup. It is especially important not to change the Hotel Code
and Hotel ID fields after they have first been entered. If the hotel is
sending Leads via cc:Mail, has S&C Multi-Hotel system or is sending
information to S&C Central system, the Hotel ID field is used as part
of the unique record numbering for this particular hotel’s Accounts,
Contacts, Activities and Booking databases. Changing this Hotel ID
code will bring about serious problems; therefore, please do not do it!

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Screen 1: Hotel General Information

Screen 1 of the Hotel Data looks something like this:

I ♥ Fidelio Hotels Fidelio Development Hotel 25.06.98

File Edit Print Reindex Tables GEM-Tables Misc Quit
Hotel General Information
Hotel Code MUCF2 Hotel ID 23 City/Cty Code Tegernsee MUCNO
Hotel Name Dream Hotel Fidelio Hotel Type 4 Remote Hotel N
Address 1 1 Lakeside Country D Region EU
Address 2 Tegernsee Ownership O/M Quote In DEM
Address 3 D-8965 Comm Meth PRN Currency DEM
Address 4 Comm Address

Dir Sales Mrs. Ines Berghof

General Mgr Mr. Donald Trump
Send Leads Mr. James Brown

Nearest Airprt Munich International

Distance 75km
Time by Taxi 1 hour

Hotel Phone 0811 259 8000

Sales Phone 0811 259 8657
Hotel Fax 0811 259 6987
Sales Fax 0811 259 9856
Telex

Created: 13.11.96 SUPERVI Updated: 24.06.97 CLAUDIAB

Fig. 87

Hotel Code Eight letter code for the hotel. Must be unique.

Hotel ID Two character ID number for the hotel. Must be unique. Can
be numbers or letters. Must not be 99, HQ or SC as these codes are used
for Fidelio’s Central S&C system. Fill in if the hotel has the S&C Lead
Sending module via cc:Mail or Fidelio S&C Central Sales system.

Hotel Name Official name of the Hotel.

Address 1, 2, 3, 4 Four lines to enter the Hotel’s address. Enter the

full address of the hotel here (including City, Post or Zip Code and Country)
City/Cty Code Two fields: City and City Code. Enter the City in which
the hotel is located in the City field; then use the pickbox of valid codes to
select the appropriate City Code.

For the City Code, do enter the code for appropriate city (especially if there
are several hotels in the chain or group that are located close to each other).
It will then be possible to run reports for Leads send to all hotels within a
certain city.

Hotel Type Type of hotel, e.g. Downtown, Convention Center, Resort,

Airport, Suburban etc. Select the appropriate code from the pickbox.

Can be used in S&C Profiles option as a selection criteria.

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Remote Hotel If the hotel is part of the Sales & Catering Central system,
enter [Y]; otherwise, enter [N].

Country International Country codes (also displayed on the Account Edit

screen). From the pickbox, select the appropriate country for this hotel.

Region This is typically used by the larger hotel chains or groups who
divide their hotels into Regions. However, it can be used for any size hotel
company. From the pickbox, select the appropriate region that this hotel
belongs to.

Can be used in S&C Profiles option as a selection criteria.

Ownership Pickbox to indicate whether this hotel is Owned by the Hotel

group or chain or whether it is Franchised. If your hotel group has different
Franchisees, then these may also be entered and used.

Quote In Currency pickbox to indicate which Currency rates are typically

quoted in. If there is a discrepancy between the Group Sleeping Room and
the Catering rates, we would recommend entering the Group Sleeping Room
currency here and noting the Catering Currency in the Local Hotel Notes
(press [Shift]+[F6] to access the Local Hotel Notes and then [F10] to Save).

Comm Method Very Important!! Method of Communicating with the

hotel for Lead Sending. Five choices are available:

a. PRN : Printer. All leads for hotels with this Comm Method will be
"sent" to your local printer when you press [F2] or [F3] in S&C to
send the Lead. If your Sales Office does not have a Fax Gateway,
select PRN here and then once the Lead is printed, you can fax it
"manually".

b. FAX : Facsimile via Fax Gateway (e.g. Intel SatisFAXtion).

c. CCT : cc:Mail text transfer. Leads sent as a text message via cc:Mail.
RSO and hotel must have cc:Mail installed. See S&C Communications
Server document for more details.

d. CCF : only available if your hotel or RSO has the cc:Mail Fax
gateway installed and running. fax via cc:Mail gateway. The lead is
processed via cc:Mail and then sent as a Fax through the cc:Mail Fax
gateway.

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e. CCM : cc:Mail data transfer. Leads sent as data transfer via cc:Mail.
RSO must have a Lead Sending Gateway and receiving hotel must
have at least S&C Hotel and have cc:Mail installed. See S&C
Communication Server document for more details.

Currency Local Currency of this hotel.

Comm Address Only fill in if Comm Method is CCM or CCT (i.e. via
cc:Mail). Then fill in the cc:Mail address for the recipient at this hotel e.g.
the exact cc:Mail name of the DOS. It may be better to set up a general
"Leads" cc:Mail address (i.e. a Dummy recipient) that everyone can access.
For example, some hotels use a generic hotel code as the recipient.

If you communicate with the hotel via FAX, when sending Leads (via [F2]
or [F3] in S&C), the Sales Fax number will automatically be picked up for
the "communication address".

Dir Sales Two fields for Director of Sales’ title and then First & Last
Name e.g. enter [Mr] in the first field, and then [John Doe] in the second
field.

General Mgr General Manager of the hotel. If known, enter his/her

name here using the same format as described above for Dir Sales.

Send Leads The name of the person to whose attention the Leads
should be sent. This could be the Director of Sales or another member of the
Sales team. Even if it is the same person as either the Director of Sales or
General Manager, enter the appropriate name here.

Additional Hotel Information

The following fields are for general, but very important hotel information, as
follows:

Nearest Airport If known, enter the name of the nearest airport to the
hotel.

Distance Distance to nearest Airport. Enter in Kilometers or Miles, but

make sure you note which (e.g. 10KM or 5 miles)!

Time by Taxi How long by taxi from the nearest Airport. Enter in hours
or minutes, but make sure you say which ! (e.g. 5 minutes or 5 hours!!)

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Hotel Phone Enter the main hotel telephone number. If the hotel is in
another country, enter the country code also. If entering this information for
use in hotels all over the world, do not enter the International Access code
as this varies from country to country. For example, right now in Germany
and England this is 00, in France it is 9 and in America it is 011 !!

Sales Phone If there is a direct phone or extension to this Hotel’s Sales

Office, enter the number here. Follow the guidelines above on how to enter
this number.

Hotel Fax Main hotel facsimile number. Follow the guidelines above on
how to enter this number.

Sales Fax Sales Office direct fax number. If the hotel’s Comm Method
is FAX, then this number will be used when sending Leads. Therefore:

a. do not enter the International Access code

b. do not put [()], [+] or [/] in the number (just put spaces)
c. put as few spaces in the number as possible (i.e. not a space after
every two digits) e.g 49 89 92092118

When setting up a Hotel Database for a hotel that belongs to an international

hotel company, you will need to make sure that the international access codes
are valid for the country where this hotel or RSO is located.

Telex If the hotel has a telex, enter the number and answerback here.

Hotel Graphic If appropriate, enter the name of any graphic (picture) of the
relevant Hotel’s graphic in PCX format. The graphic should be located in
the SM_DATA directory. If you enter the name of a graphic here, then users
can view the graphic when displaying the hotel information pickbox from
inside Sales & Catering. See Section 3 of the S&C Users Manual for more
information.

Notes Two types of notes can be added to each Hotel. The Corporate Notes and
Local Hotel Notes are displayed on all three Hotel Data screens:

Corporate Notes Think of these as "permanent" notes which apply to the

hotel, no matter which RSO or hotel you are working from. To add
Corporate Notes to this Hotel, press [F6]. Press [F7] to indicate Time/Date
and when done, press [F10] to Save.

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Local Hotel Notes An additional field for any local notes. From this
Hotel Edit screen, press [Shift]+[F6] to access the Local Hotel Notes. Use
[F7] to indicate Time/Date and when done, press [F10] to Save

When you have finished entering information here, press [Pg Dn] to return
to the Hotels pickbox.

Screen 2: Hotel Rooms Information

Press [2] and the Second Hotel information screen is displayed:

I ♥ Fidelio Hotels Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit
Hotel Rooms Information
Hotel Code MUCF2 Hotel Name Dream Hotel Fidelio

Price Ranges Hotel Season

# Singles 10 150-250
# Doubles 250 175-275 Season 1 May-July : High
# Triples 15 200-325 Season 2 Sept-Oct : Shoulder
# Suites 25 275-999 Season 3 November : Low
Season 4 Feb - Apr : Need
Total Rms 300 Closed December & January

Created: 13.11.96 SUPERVIS Updated: 24.06.97 CLAUDIAB

Fig. 88

As it says at the top left of the screen, the Hotel Rooms Information is
displayed here. Notice that the Hotel Code and Hotel Name are displayed
at the top of this screen. These fields cannot be edited from here, but the
following fields can:

# Singles Number of Single Rooms in the Hotel

# Doubles Number of Double Rooms in the Hotel (or rooms available for
double occupancy e.g. Twin, Queen, King etc.)

# Triples Number of rooms available for Triple occupancy.

# Suites Total number of suites in hotel (one bedroom, two bedroom etc).
If you would like to enter more details on the Suites, enter this in
Corporate Notes.

Total Rms This field is display only. It is the total number of rooms in the
hotel, calculated from the numbers input in the four fields above.

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Price Ranges
For each of the types of occupancy (Single, Double, Triple, Suite), enter the
range of prices available. If you have only indicated High Season or Peak
rates, note this in the Corporate Notes.

Hotel Season
Season 1, 2, 3, 4, Closed. If the hotel has varying Seasons e.g.

a. High Season : peak demand (e.g. May-June; September-October)

b. Shoulder Season : moderate demand (April; July - August; November)
c. Low Season : little demand (February - March)
d. Hotel Closed : e.g. December 1 - January 31

Or if the hotel has peak times during the week and need periods on
weekends, enter this information here.

Press [Pg Dn] when done and you will return to the All Hotel pickbox

Screen 3: Hotel Banquet Information

Press [3] from the All Hotel pickbox and the Third Hotel Information screen
will be displayed:

I ♥ Fidelio Hotels Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit
Hotel Banquet Information
Hotel Code MUCF2 Hotel Name Dream Hotel Fidelio

Ballroom Area 270 Sq Feet Hotel Facilities :

Ballroom Seats 600 Sauna;In/Out Swimming; Tennis

Total Meeting Area 7200 Meeting Facilities :

Total Meeting Rooms 12 17ft ceiling in ballroom
Total Seats 0
# Restaurants 5

Created: 13.11.96 SUPERVIS Updated: 24.06.97 CLAUDIAB

Fig. 89

As it says at the top left of the screen, the Hotel Banquet Information is
displayed here. Again, the Hotel Code and Hotel Name are displayed at the
top of this screen. These fields cannot be edited from here, but the following
fields can:

Ballroom Area Enter the square footage or square meterage of the

Ballroom. Note whether you have entered SqFt (Ft²) or SqM (M²).

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Ballroom Seats Enter the greatest number of seats that the Ballroom can
accommodate. Typically, this is for a meeting setup Theater-style (not for
a Banquet).

Total Meeting Area Enter the total Square Footage or Square Meterage
of meeting space in the hotel.

Total Meeting Rooms Enter the total number of meeting rooms in the
hotel.

Total Seats Enter number of seats for all other meeting & function
spaces (i.e. not the Ballroom).

Hotel Facilities Enter any special facilities here, e.g. 18-Hole Golf course;
3 swimming pools; 6 tennis courts. If you do not have enough space, enter
additional information in the Corporate Notes.

can be used in S&C Profiles option as selection criteria.

Meeting Facilities Enter any other special information regarding

Meeting Facilities here, e.g. 3 rooms with Working Wall; rear screen
projection for 800 pax. If you do not have enough space, enter additional
information in the Corporate Notes.

# Restaurants Enter total number of Restaurants (and Cafés) here.

Press [Pg Dn] when done and you will return to the All Hotel pickbox
Options
a. To add another hotel to the Hotels database, press [Ins]
b. To delete a hotel from the Hotels database, press [Del]
c. To print the Hotel information (must be done from inside S&C),
press [F8].

Related Database(s) SM_HOTEL.db*

Related Topic(s) [Shift]+[F5] Hot Key see Section 3 of the User Manual
Lead Sending see Section 15 of the User Manual

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Period Definition
Introduction For S&C Hotel, S&C GEM Express and S&C RSO. Period Definitions are
used to determine the time periods used by reports, sales manager’s goals,
and for printing Group Rooms Forecast Book.

A typical period length would be one month, or a fixed 4 weeks (e.g. from
Saturday to Friday four weeks later), although of course, periods may be
defined differently from country to country and hotel companies to hotel
company.

Time periods must be defined for as far in the future as you wish to run the
Forecast Book, enter sales managers goals, or to run booking reports which
compare sales manager production to their goals.

Step 1 From the Utilities Main Menu, select Tables -> Period Definition.

Step 2 One of two things will happen:

a. No period definitions have been set up yet: a message: No Period

Definitions Exist, Add Some? will appear. Press [Y] to continue and
see Add a Period Definition below for details.

b. Some period definitions have already been created: the Period

Definition pickbox will appear as shown below. From this pick box
you can add, edit or delete periods.

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Code Description Start End ↑

Fideli 9801 Period 1 01.01.98 31.01.98 0 ML
9802 Period 2 01.02.98 28.02.98
9803 Period 3 01.03.98 31.03.98
9804 Period 4 01.04.98 30.04.98
9805 Period 5 01.05.98 31.05.98
9806 Period 6 01.06.98 30.06.98
9807 Period 7 01.07.98 31.07.98
9808 Period 8 01.08.98 31.08.98
9809 Period 9 01.09.98 30.09.98
9810 Period 10 01.10.98 31.10.98
9811 Period 11 01.11.98 30.11.98 989-98
Ins=Add < =Edit Del=Delete ↓

Fig. 90

Options at this point are as follows:

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Add a Period Definition

Step 1 From anywhere in the pick box press [Ins]. The Period Definition Edit
screen will appear:

Period Definition
Period Code Period Year
Period Description

Start Date . .
End Date . .
Budget Information
Total Weekday Rooms 0 Average Weekday Rate 0
Total Weekend Rooms 0 Average Weekend Rate 0
Total Rooms 0 Overall Average Rate 0

Space Revenue 0 Food Revenue 0

Item Revenue 0 Beverage Revenue 0
Covers 0

Fig. 91

Step 2 Enter the appropriate information:

Period Code: Enter a four digit period code; the first two digits represent
the year, the second two digits should represent the period number. For
example, if you were entering January 1998 the Period Code should be
entered as 9801. Note: The Period Code must be unique i.e don’t just enter
JANU for each January.

Period Year: Enter a four digit code for the year of the Period, e.g.
1998; this syntax helps to speed up the process when period information is
being printed.

Period Definition: Enter the Description of this period, e.g.

January 1998. This will be displayed in pickboxes when users select the
periods during reporting procedures.

Start Date: The first day to this period, e.g. 01.01.98. Enter this information
in your usual date format (i.e. in America, enter 02.28.98 and in Europe,
enter 28.02.98 for February 28, 1998.)

End Date: The last day to this period, e.g. 31.01.98 (or 01.31.98!)

There are three ways you can handle data for the Budget Information in the
following fields:

a. Enter details in the total rooms and average rate Weekday &
Weekend fields. The period totals will be calculated for you.

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b. Enter a one-time total for the period in the Total Rooms and Overall
Average Rate fields i.e. do not enter a breakdown by weekday and
weekend.

c. Leave these fields blank if your hotel does not work with budgeted
room night and average rate figures.

Total Weekday Rooms: (optional) The number of weekday roomnights that

are budgeted to be sold during this period.

Average Weekday Rate: (optional) The budgeted weekday rate for the
period. Enter the average rate in round numbers (i.e. no decimal points). If
you do not enter any roomnights in the Total Weekday Rooms field, the
cursor will pass over this field.

Total Weekend Rooms: (optional) The number of weekend roomnights that

are budgeted to be sold during this period. If you do not enter any
roomnights in the Total Weekday Rooms field, the cursor will pass over this
field.

Average Weekend Rate: (optional) The budgeted weekend rate for the
period.

Total Rooms: (optional) weekday plus weekend roomnights. If you have

entered information in the Total Weekday & Total Weekend Rooms fields,
this will be calculated for you and your cursor will pass over this field. If
however, you have not entered any information in these two fields, then you
are able to enter a figure for the total budgeted roomnights for this period.

Overall Average Rate: (optional) overall average rate. As with the Total
Rooms field, if you have entered information in the Average Weekday &
Weekend Rate fields, then this figure is calculated automatically for you and
your cursor will pass over this field. If, however, you have not entered
figures in these two fields, you will be able to enter a one-time number for
the budgeted average rate for the period in question.

Space Revenue (for S&C GEM & GEM Express only) If available, enter the
budgeted revenue for Function Space for the period indicated.

Item Revenue (for S&C GEM & GEM Express only) If available, enter the
budgeted revenue for Items (e.g. audio-visual, technical, decoration etc.) for
catering events in the hotel in this period.

Food Revenue (for S&C GEM & GEM Express only) If available, enter the
budgeted revenue for food from events held in the Banqueting/Catering space
only (i.e. not the Hotel’s Restaurants - unless this is calculated into the total
revenue for the Catering department).

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Beverage Revenue (for S&C GEM & GEM Express only) If available, enter
the budgeted revenue for beverages from events held in the
Banqueting/Catering space only (i.e. not the Hotel’s Restaurants - unless this
is calculated into the total revenue for the Catering department)

Covers (for S&C GEM users only) If available, enter the budgeted number
of people ("covers") to be fed in the Banqueting/Catering space only during
this period.

Step 3 Press [Pg Dn] to save and exit the screen. Repeat the procedures described
above to add additional periods as necessary.

Edit a Period Definition

Use this option to change or add budgeting information, or to correct minor
errors which may have occurred during data entry.

Step 1 Find the specific period, and once highlighting, press [Enter]. The Period
Definition Screen will appear.

Step 2 Make the desired changes to this period.

Delete a Period Definition

Use this option only if you have made a mistake and entered a period twice.
Do not delete past periods (e.g. for last year) if you believe you or one of
your colleagues (including your General Manager!) will ever want to run
reports on past bookings.

If you do delete several periods e.g. all entries for 1993, they can be
entered again without risking the integrity of your data, but this is a
very time consuming exercise.

Step 1 Once the desired period is highlighted, press [Del]. A message will be
displayed ? Confirm Delete? YES/NO.

Step 2 If you are sure, then press [Y] to delete this Period Definition; otherwise,
type [N]. Whichever option you chose, you will be returned to the Period
pickbox.

Related Database(s) SM_PER.dbf

Related Topic(s) Sales Manager Goals see page 36

Reports & Lists

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Footers
Introduction For S&C Hotel, S&C GEM and S&C GEM Express. Your hotel may have
a policy that information be printed and distributed to various department
when a booking is first entered, or when the status changes. For example,
when a Booking turns tentative, definite, lost or canceled you may have to
inform Reservations and your Director of Sales of this fact. In Sales &
Catering, there are internal reports designed for just such a purpose, the
Group Reservation Sheet for Room Block information and a choice of
Function Sheets for catering Events.

Using this Footers option, it is possible to set up (by status) not only the
number of copies, but also to which department each copy should be sent.
The distribution list is therefore taken care of almost automatically when a
user sends the Group Reservations Sheet or one of the Function Sheets to
print - you will still need to actually distribute the paper of course !

Step 1 Select Tables from the Main Menu, then select Footers from the Tables
Menu. One of two things will happen:

a. No footers exist: A message will appear asking you if you would like
to add some. Answer [Yes] and go to Step 2 below.

b. Your screen will look something like this:

I ♥ Fidelio Fidelio Development Hotel 06.06.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Status Send To Who ↑

Fidelio Sales & C CAN Reservations n 6.10 ML
CAN Conference & Banquet
DEF Reservations
DEF Reservations
DEF Conference & Banquet
LOS Reservations
LOS Reservations
TEN Sales Secretary
TEN Sales Secretary
INS=Add =Select DEL=Delete +=Copy ↓

Footers for GRC Report and Functionsheet

Status DEF

Catering Footer ? Y

Send to Who Conference & Banquet

Fig. 92

You have two options at this point:

Step 2 i. Add another Footer: press [Ins] and go to Step 2 below.

ii. Edit an existing Footer: highlight the appropriate Footer and press
[Enter]. Go to Step 2 below.

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Status: Enter a valid booking status i.e. PEN, OPT, TEN, DEF, ACT, LOS
or CAN.

Catering Footer ? enter [Y] if the footer should be applied when users are
printing one of the "hard-coded" Function Sheets. Enter [N] if the footer
should be applied when printing the Group Rooms Reservations Sheet.

Send to Who: Enter the name of the department to receive a copy.

Multiple footers can be printed for each Booking status. Therefore, we

recommend that you enter a logical pattern for each status’ footers, e.g.
[1-Reservations], [2-Director of Sales]. This will indicate which
copy is coming out of the printer and will also help with distribution
e.g. Reservations always gets copy # 1, Director of Sales always gets
copy # 2 etc.

Make sure that you create the necessary Footers for corresponding
statuses. For example, if you create 3 copies for status TEN, then the
same 3 departments must have copies for status LOS. Otherwise, they
will never know that the Tentative booking has been Lost.

For the Group Rooms Report and the Catering function sheets, make
sure that the relevant footers are created - this may mean that you have
five or six footers for the status TEN, 3 for the GRC and 3 for the
Function Sheet.

Related Database(s) SM_FOOT.dbf

Related Topic(s) Print Group Reservations Sheet see Reports & Lists

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Currency Exchange
Introduction For S&C Hotel, S&C GEM, S&C GEM Express and S&C RSO. When
sending Leads in an RSO, you may expect to be dealing in a number of
different currencies. Hotels that you send Leads to may not be in the same
country as you (or each other). Therefore, Booking Rates will often be
entered in several different currencies. This Currency Exchange table acts
as a calculator both for the Room Rates and Catering bringing them back to
a "base currency" and also allows you to report in a currency other than your
"base currency".

The "base currency" is the currency applicable in your country (e.g. Deutsche
Marks). Your company may require reports from all RSOs around the world
in one currency e.g. US Dollars - your "reporting currency". The base and
reporting currencies are set up in the Sales Office Defaults (page 254).

When printing reports, the system looks at the Booking Arrival Date and the
currency of the rates in the booking, then looks for the same currency over
the same dates in the Currency Exchange table.

Therefore, the Currency Exchange table should have individual entries for
each past month, then one entry to cover all future dates for which you have
bookings in S&C, e.g. if you have a booking quoted in UK£ from
January 1 - 5, 1999, make sure you also have an entry in the Currency
Exchange table in UK£ for these dates.

All currency codes should be uniform three character codes e.g. US$,
DEM, UK£, FFR etc. This is for reporting purposes only i.e. not
external use. Currency codes can be adjusted in contracts to reflect the
internationally recognized codes e.g. DM (Deutsche Mark)

Whether in an RSO or a Hotel installation make sure you enter this

information!

For an Hotel at least their base currency must be entered. It should

have an exchange multiplier value of 1.0.

Step 1 Press [Enter] on an existing Currency Exchange record or press [Ins] to add
a new one and your screen will look something like this:

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Curr Description ↑
Fidelio Sales DM Deutsch Marks 01.01.98 31.12.98
UK£ English Pounds 01.01.98 31.12.98
USD US Dollars 01.01.98 31.12.98
Currency Rates .12.99
Currency Code UK£ Report Currency USD
Currency Desc. English Pounds

ROOMS CATERING ↓
Base Currency USD USD
Exchange Mult. 0.25000 0.25000
Euro Exchange 0.00000 0.00000 989-98
Valid From 01.01.98
Valid To 31.12.98

Fig. 93

Fields Description Currency Code Code for the appropriate Currency. This should be the
same as the Currency codes set up in the Bookings Currency pickbox. If you
are not sure of the code, make sure this field is empty and press [Enter]. A
pickbox of valid choices will appear. Select the appropriate currency code
by highlighting and pressing [Enter]

Report Currency This is a display only field. It shows the Reporting

currency for your hotel or RSO.

Currency Description Enter the long description of this currency code. See
Working with the Currency Exchange Table for examples of what to enter
here.

Base Currency for Rooms & Catering. The base currency for Rooms and
for Catering is entered in the Sales Office Defaults. These are display only
fields.

Exchange Mult. Exchange Multiplier for Rooms and Catering. The value
to multiply the Currency Code by in order to arrive :

a. in the S&C Hotel, GEM and GEM Express versions at the Base
currency i.e. the currency of the hotel.

b. in the RSO version, at the Report currency i.e. the reporting currency
for the whole company (and not for the individual RSOs).

For example, if entering a Currency Exchange for French Francs to US

Dollars, your Currency Code (above) might say FFR. In these fields, you
would enter the multiplier to convert French Francs to US Dollars.

Euro Exchange Enter the exchange rate for the EURO for this currency.
This is needed to calculate this currency if it is used at your hotel.

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Valid From/Valid To The start and end date for this exchange rate (see
below for an example).

Once you have entered the Valid To date, you will be returned to the
Currency Exchange pickbox.

Copy a Record To copy any Currency Exchange record, press [+]. The newly created
Currency Exchange record’s Edit screen will be displayed. Change the
information as appropriate and press [Pg Dn]

Working with the Currency Exchange Table

The following is an example of how to build up a table of Currencies for
both past and future dates:

Step 1 Taking the information which your Corporate or Executive Office (in the
hotel) supplies, start by entering a currency from the start of this month until
the furthest date in the future which you may have bookings entered in the
system e.g. December 31, 2010. For example:

Currency Rates
Currency Code UK£ Report Currency USD
Currency Desc. English Pounds

ROOMS CATERING
Base Currency USD USD
Exchange Mult. 0.25000 0.25000
Valid From 01.11.98
Valid To 31.12.10

Fig. 94

Step 2 At the beginning of next month, change the entry for this month so that the
Start and End Dates are only for this month (e.g. November 1 - 30, 1998)
and change the Currency Description to US Dollars November 1998. Press
[Pg Dn] when done.

Step 3 From the Currency Exchange pickbox, highlight the same record and press
[+] to copy and change, or [Ins] to add a new Record.

Step 4 In this new record, enter the currency exchange rate from the beginning of
this new month until the furthest out date. When done, press [Pg Dn] and
your Currency Exchange pickbox might look something like this:

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Curr Description ↑
DM Deutsch Marks 01.10.98 31.12.99
UK£ English Pounds Sept.98 01.09.98 30.09.98
UK£ English Pounds 01.10.98 31.12.10
USD US Dollars 01.01.94 31.12.99

Ins=Add < =Edit Del=Delete

Fig. 95

Step 5 Make the same steps each month to ensure that you are accurately reporting
on revenue for past and future bookings.

Related Database(s) SM_CURR.dbf

Related Topic(s) Sales Office Defaults see page 254

Reports see S&C Reports Manual

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GRC Parameters
Introduction For S&C Hotel, S&C GEM and S&C RSO only. The Group Rooms Control
(GRC) Parameters are used to define whether the hotel’s sales office
maintains a group rooms inventory or not. If the sales office does maintain
a group rooms inventory, then additional parameters should also be set.

All inventory is tracked in the Group Room Block. If a smaller hotel decides
they do not need the detailed pick-up information that the Group Room
Block provides (and therefore do not use the Group Room Block); then
inventory will not be tracked.

WARNING: The GRC parameters are defined during the S&C installation.
Therefore, do not change any entry on this screen for current installations
without consulting your S&C support desk!!!

From the Utilities Main Menu, select Tables -> GRC Parameters. Your
screen will look something like this:

GRC Parameters

Ceiling Type 3
1 = No Ceiling
2 = Roomtype based / No Borrowing
3 = Roomtype based with Borrowing
4 = Generic Ceiling

Use Roomblock Occupancy Split ? Y

Changes Allowed to Initial Block? N

Default Room Grid to Print BCNF,BBLK

# of Days to keep past inventory 30

Fig. 96

Ceiling Type: The code which corresponds to your hotel’s ceiling type is
entered here during installation or upgrade of your Sales and Catering system.
For your information, the following is a short explanation of each ceiling
type.

Do not change this entry once the installation is complete without first
consulting your S&C support desk!!

Ceiling Type 1 - No Ceiling

Working with the S&C Room Block without a S&C #CEILING Block
created in Front Office, as follows: when a Room Block is entered in Sales
and Catering and the status is changed to BBLK, the rooms are deducted
from the Front Office inventory as Tentative reservations. Therefore, they
are not deducted from FO availability.

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Only when the Block is moved to Front Office control (status LAST in the
Block Header) do the rooms become Definite reservations in Front Office,
and are then deducted from FO availability.

This ceiling type has the following important features:

a. Front Office does not reserve any rooms for S&C until control is
passed over from S&C. Therefore we only recommend that this option
is used in small hotels where a select group of people handle bookings
in both Front Office and Sales & Catering systems.

b. The Function Keys [Alt+F5] and [Alt+F7] can be used to display an

overview of the number of rooms booked by the Sales department.

c. This is the only ceiling type where the Front Office feature Elastic
Block is enabled.

d. All Blocks are entered with the Front Office Default Reservation Type
for Blocks. (Fstamm -> Miscellaneous -> Hotel Data)

e. Once this ceiling type is setup in S&C Utilities, all references to the
#CEILING in the program are removed.

Ceiling Type 2 - Roomtype based/No Borrowing

For hotels where selected room types are used for group bookings; only
rooms of the specific room types available in the #CEILING Block can be
booked. If the user wishes to book more rooms than those available, the
responsible manager must raise the ceiling block for this roomtype, or they
must choose another roomtype. This ceiling type is setup in the #Ceiling
grid by entering the number of rooms allocated to S&C for every applicable
Front Office roomtype, per day.

Ceiling Type 3 - Roomtype based with Borrowing

Used when a hotel wants to allow a little more flexibility with its roomtypes;
this option allows the Sales Department to book a certain number of rooms
grouped by ’Sales Category’. This Sales Category has to be setup in S&C
Utilities, Tables -> Room Maintenance -> Types of Rooms. Links a number
of Front Office roomtypes into broad categories for sale by the Sales
Department.

Example:
A hotel may have a wide variety of FO roomtypes, grouped under 4 ’Sales
Categories’ Single, Double, Twin, Suite. The Sales Category Single (SGL)
is used for roomtypes KC, KNS and KS. In the #CEILING Block 50 KNS
rooms are allotted for each day. In Sales & Catering it would now be
possible to book 30 KS and 20 KC rooms, because these rooms could be
’borrowed’ from other roomtypes with the same Sales Category.

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Ceiling Type 4 - Generic Ceiling

Used by hotels where the roomtypes are not relevant for group bookings.
Allows you to book rooms (regardless of either roomtype or sales category)
as long as the total number of rooms in the #CEILING Block is not reached
for that date.

Use Roomblock Occupancy Split: This option allows you to switch the
occupancy splitting feature on or off. If you do not wish to use this feature
enter [N] here. Enter [Y] if you do wish to use this feature, then follow the
steps to setup the Occupancy Splitting below.

This entry should be made at the installation stage; any changes after
this, should be discussed with your S&C support desk first !

The Occupancy Splitting feature is especially useful for hotels where the
same rooms are used for single, double, triple and quadruple occupancy.
Different occupancies, and rates for these occupancies, can be displayed on
contracts and offers.

To setup the occupancy feature the following steps must also be followed:

Step 1 Use Fclip to add the following fields to Front Office:

Add OCC1, OCC2, OCC3, and OCC4 to GALLOTT.DBF (N,4)
Add OCC_DEF to GKAT (N,1)

Step 2 Use Fclip to enter the Default Occupancy for each roomtype in the new field
OCC_DEF in GKAT.

Step 3 Type [Y] next to Use Roomblock Occupancy Split in GRC parameters to
activate the functionality.

Step 4 Run an Inventory Recalculation. This will fill the occupancy splitting grid
with the default occupancy you have entered.

Changes allowed to Initial Block?: Once the Initial Block is created we

recommend that users are prevented from editing it so that this historical data
will not be lost. Users should be working (i.e. Editing) the Blocked line of
the Room Block, rather than the Initial Block line.

Default Room Grids to Print: Enter up to two defaults grids to print on the
Rooms Sheet (from the Booking Menu->Print->Booking Level) that is handed
over to Front Office. If you leave this field empty, users would always have
to select Choice Grid to print and "untag" one or more grids when printing
a Rooms Sheet, as only two grids can be selected for printing. The choices
are:

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AINT Rooms initially requested

BBLK Room blocked by S&C before control is passed to Front Office
BCNF Rooms confirmed to the client
LAST Rooms blocked by Front Office

recommended entry: BBLK,BCNF.

# of Days to keep past Inventory: Enter the number of days in the past for
which inventory should be displayed.

Tips for GRC Parameters

Related Database(s) SM_COMP.dbf

Related Topic(s) Inventory of Rooms see page 127

Room Rates see page 85

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RSO Parameters
Introduction For S&C RSO only. If you are installing any other S&C system, do not
enter these parameters.

Step 1 From the Utilities Main Menu, select Tables -> RSO Parameters.

Step 2 Your screen will then look something like this:

Regional Sales Office Parameters

Bking Status(es) to Auto Load Leads LEA

Default New Lead Status To PEL

When Lead Status becomes CFL

Change all other Leads to LSL
Except for Leads which are TDL
and change Bking Status to DEF

Fig. 97

Booking Status(es) to Auto Load Leads The standard entries are LEA
(Lead status from hotels -> the RSOs or other hotels) and INQ (Inquiry status
from the RSOs -> the hotels). Do not change without good reason!

Default New Lead Status To The standard entry is PEL (Pending Lead)
for both RSOs and Hotels. Do not change without extremely good reason!!

When Lead Status Becomes xxx (enter valid lead status), Change all other
Leads to xxx (enter valid lead status), Except for Leads which are (valid
lead status), and change Booking Status To xxx (valid Booking Status).

Example When lead status becomes CFL, change all other leads to LSL, except for
leads that are TDL and change Booking Status to TEN.

Related Database(s) SM_COMP.dbf

Related Topic(s) Lead Sending See Section 15 of the User Manual

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Main Market Group Definition

For all S&C modules. Only accessible for installations that do not have an
active Fidelio S&C-Front Office interface. If your installation does have an
active Fidelio S&C-F/O, then the Main Market Groups should be set up and
will be taken directly from the Front Office system.

Use the Main Market Groups and Market Codes options to set up Main
Markets and then group several individual Market Segments under one Main
Market, as follows:

Main Market Groups

Select Main Market Group Definition -> Main Market Groups.

a. If no records exist, then answer [Y] to the question ? No Main Market

Groups Exist, Add Some? YES/NO.

b. If Main Market Groups already exist, then either [Ins] to add a new
record or [Enter] to edit an existing record.

Your screen will then look something like this :

Market Main Groups

Group MMG
Code
Description
Sequence 0

Fig. 98

Group Display-only field. The entry here is "hard-coded" and will always
be MMG (Main Market Group) as this is the only valid selection.

Code Enter a three letter code for the relevant Main Market Group e.g.
[COR] for Corporate, [ASS] for Association etc. Follow your company
policy regarding Main Market Groups.

Description A description for the Main Market Group you are entering, for
example "Corporate" or "Association".

Sequence Determines the order in which the Main Market Group is

displayed in pickboxes. Use to force the most common codes to the top of
the pickbox (or the least frequently used codes to the bottom of the pickbox).

Related Database(s) UDEFPICK.dbf

Related Topic(s) Market Codes see page 174

Sources see page 176

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Market Codes
For all S&C modules. Set up Market Codes if your installation does not
have an active Fidelio S&C-F/O interface.

[+fo] with an active Fidelio S&C-F/O interface, it is not possible to

add or change entries here - the codes are set up in Front Office and
you have view only rights for these menu options.

Used to track the market segmentation of bookings and inquiries. For

example, is this Corporate or Association business. This information can be
used to refine the budgeting and reporting or all group inquiries. It can also
be used to determine your group rates by market segment, based on demand
over given time periods.

Once the Main Market Groups have been set up, enter the Market Codes as
follows:

Step 1 From the S&C Utilities Main Menu, select Tables -> Main Market Group
Definition -> Market Codes.

Step 2 a. If no records exist, then answer [Y] to the question ? No Market Code
Exist. Add Some? YES/NO.

b. If Main Market Groups already exist, then either [Ins] to add a new
record or [Enter] to edit an existing record.

Your screen will then look something like this :

Market Codes
Code
Maingroup
Description

Fig. 99

Fields Description
Code The three letter code for the individual Market segment, for example
[INC] for Incentive business or [MET] for Corporate Meetings. Although
this can be alphanumeric, we do not recommend entering numbers as part of
the code.

Main Group If necessary, press [Enter] to display and then select from the
pickbox selection of Main Market Groups.

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Description A brief description of the market segment, for example

"Corporate Meetings" or "Incentive".

Step 3 Press [Enter] or [Pg Dn] when done to save. Repeat Step 2 to enter
additional Market Codes as necessary and then press [Esc] to quit.

Related Database(s) MARKETS.dbf

UDEFPICK.dbf

Related Topic(s) Main Market Groups see page 173

Sources see page 176

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Source Codes For S&C Hotel, S&C GEM and S&C GEM Express. Set up Source Codes
if your installation does not have an active Fidelio S&C-Front Office
interface.

[+fo] with an active Fidelio S&C-F/O interface, it is not possible to

add or change entries here - the codes are set up in Front Office and
you have view only rights for these menu options.

Used to track the source of bookings i.e. the origin of the inquiry. For
example, is this repeat business; is the client responding to a Direct
Marketing mailing or was this inquiry generated by your Reservations
department? This information is of vital importance to your Director of
Marketing/Sales.

Step 1 From the S&C Utilities Main Menu, select Tables -> Main Market Group
Definition -> Source Codes.

Step 2 If no records exist, answer [Y] to confirm that you want to add one. If
Source Codes already exist, then either [Ins] to add a new record or [Enter]
to edit an existing record. Your screen will then look something like this :

Source Codes
Code
Description

Fig. 100

Code enter the appropriate three letter code for the source of business.

Description enter the full description for this code.

Related Database(s) SOURCES.dbf

Related Topic(s) Main Market Groups see page 173

Market Codes see page 174

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Activity Templates
Introduction For all modules of S&C. Activity Templates can be set up so that certain
activities are automatically created if users perform specific tasks in S&C.
For example, an activity could be automatically created when a booking is
turned DEFinite, or when a new Account is entered with a certain Market
Segment or Competition Code. In technical terms, this means that user-
definable conditions can be set on specific databases and fields.

A Trace Code is assigned in the Account, Contact or Booking Edit screen;

one or more Activity Templates can be created per type of Trace Code.
Suggested standard Activity Templates will have been included at installation
time; some examples are given on page 181 below.

Enter Activity Templates as follows:

Step 1 From the S&C Utilities Main Menu, select Tables -> Activity Templates

a. If no records exist, then answer [Y] to the question ? No Trace

Templates Exist. Add Some? YES/NO.

b. If Activity Templates already exist, then either [Ins] to add a new

record or [Enter] to edit an existing record.

Step 2 Your screen will now look something like this :

Activity Template
Trace Group
Trace Code

when create Y new record

or change N field in Database

then create an activity

type
with purpose
for salesrep 0 ( 0=current, 1=1st, 2=2nd, 3=3rd Salesrep
for time :
on date calculation
based on condition

Fig. 101

Trace Group This option makes it possible to define group-specific traces

to be displayed in the relevant screens. The standard Trace Groups are as
follows:

A Accounts
C Contacts
P Profiles
B Bookings

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Others can be added by selecting [Ins] in the Trace Groups pickbox.

For example: for Accounts, the trace code entry would be:

Description Accounts
Code A

When A is selected in the Trace Group field, this trace will only be visible
on the Account screen and not on the Contact or Booking screen.

All traces can be grouped to only appear in the appropriate screens, thereby
making it easier for users to find the correct selection.

Trace Code the generic Trace Code that is entered on the Account, Contact
or Booking Edit screen. If the selected Trace Code is entered on one of
these screens, one or more activities will be created (depending on the
conditions you enter in the Template below).

↑
To display the pickbox of valid Trace Standard Account Trace SAT
Standard Booking/Roomblock Tr SBT
Codes, press [Enter] on this empty Standard Catering Traces SCT

field. If necessary, use [Ins] to add a

new Trace Code. In general, you do
=Select +=Edit INS/DEL ↓
not need to enter many Trace Codes
to achieve the best results for your
users.
Fig. 102

When Two conditions are offered here : either when the users create a new record
or when they change the entry in a specified field:

a. create new record if you would like the Activity to be created when
users create a new record (Account, Contact or Booking), then enter
[Y] here; otherwise, enter [N].

b. or change field you will be able to access this field only if you have
entered [N] in the create new record field above (users will either be
changing or updating an Account, Contact etc., but not both at once!).
Enter [Y] in this field and you will move to the Field entry field.

Field if you have entered [Y] in change field above, then you will be
able to enter a field name here. Enter the name of the field that must
change in order for this activity to be created e.g. to set a condition on
the booking Status, enter STATUS here.

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in Database whether you have entered [Y] in the create new record or
change field above, you are now prompted to enter the relevant database.

For a detailed list of databases and their fields, select the S&C Utilities
Main Menu option Print. We have attached a quick list of the
principle databases in which you may be interested under Related
Databases on page 182.

then create an Activity The following entry fields determine the type, purpose, date etc. for
the new Activity which will be created:
↑
Chase Contract CHC
Check Room Pick-up CPU
Type press [Enter] on the empty Contract Signed
Cutoff Date
CST
COD
field and you will see the pickbox of Evening Function EVF
Fam Trip FAM
all valid Activity Types. This is the Follow-up FUL
Intro Call INT
same pickbox that users see when Luncheon LUN
=Select +=Edit INS/DEL ↓
creating or editing any Activity in
Sales & Catering.
Fig. 103

with purpose type in the purpose that should be entered when this Activity
is created. This information will automatically be filled in the Purpose field
on the Activity Edit screen.

for Sales Rep the Sales Rep who should be entered in the Sales Rep field
on the Activity Edit screen i.e. the person who is responsible for the Activity.
Your choices are:

[0] current Sales Rep. The activity will be created with the initials
of the Current Sales Rep i.e. the Sales Rep that the user selected
when they started S&C; the Current Sales Rep’s initials are
displayed at the top right of the screen in S&C (next to the
date).

[1] first Sales Rep. The first sales rep i.e. the Sales Rep entered on
the Account and Contact screens, and the Responsible Manager,
displayed in the top right of the Booking Edit screen.

[2] second Sales Rep. For S&C Hotel and S&C GEM only: the
Sales Manager that is responsible for the Rooms portion of the
booking, i.e. entered on the bottom left of the Booking Edit
screen.

[3] third Sales Rep. For S&C GEM and S&C GEM Express only
: the Catering Manager that is responsible for the Catering
portion of the booking, i.e. entered on the bottom right of the
Booking Edit screen.

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for time enter the time that Activity should be done i.e. that is entered in
the Time field on the Activity Edit screen. If you want to create a "To Do"
i.e. Activity that has no time, then leave this field blank.

If the activity should be created for sometime after midday, use

military time e.g. 3pm is 15:00 hours.

on date calculation calculates the date on which the Activity should be

done. You have several options here:

a. simply add a number of days to the current system date: for

example, if setting up a Template that will create an activity for follow
up 10 days after an Account has been created, enter date()+10 here.

b. take the value of another field: for example, if setting up a Template

to create an activity as a reminder of the group’s Decision Date, enter
the database and field here i.e. (sm_bkhea->decision).

c. enter a field value, plus or minus so many days: for example,

(sm_bkhea->arrive)-21 will set the Activity date at the Booking
Arrival Date minus 21 days (see Fig. 107 below).

When the system creates the Activity, if the Activity Date would
be for a past date e.g. last Friday, then today’s date is
automatically taken instead.

based on condition this field is optional. If you are setting up a Template

to create Activities only if a specific field has a certain entry, then enter the
database and field here. For example, to create the Activity only if the
Booking status becomes DEFinite, enter SM_BKHEA->STATUS="DEF".

Step 3 Press [Pg Dn] and you will have added the Activity Template. Your screen
will look something like this:

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Code Database Field Create Change Type/Purpose ↑

SBT SM_BKHEA Yes No FUL Follow-up - Autotrace
SBT SM_BKHEA STATUS No Yes CHC Contract Signed - Autotrace
SBT SM_BKHEA CUTOFF No Yes COD Cutoff Date - Autotrace

Ins=Add =Edit Del=Delete ↓

Fig. 104

Several Activity Templates can be added for the same Trace Code.

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Your options at this point are :

a. Add a new Template press [Ins] and repeat Step 2 above.

b. Edit an existing Template press [Enter] and modify the Template

as necessary.

c. Delete a Template press [Del] and type [Y] to confirm.

Examples of Activity Templates

See next page.

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Activity Template
Trace Group B
Trace Code SBT

when create Y new record

or change N field in Database SM_BKHEA

then create an activity

type FUL
with purpose Follow-up - Autotrace
for salesrep 2 ( 0=current, 1=1st, 2=2nd, 3=3rd Salesrep
for time 08:00
on date calculation date()+3
based on condition

Fig. 105: create activity for 3 day’s time when new booking is made

Activity Template
Trace Group B
Trace Code SBT

when create N new record

or change Y field STATUS in Database SM_BKHEA

then create an activity

type CHC
with purpose Contract Signed - Autotrace
for salesrep 2 ( 0=current, 1=1st, 2=2nd, 3=3rd Salesrep
for time 08:00
on date calculation sm_bkhea->arrive-21
based on condition SM_BKHEA->STATUS="DEF"

Fig. 106: create activity for arrival date minus 21 days when
booking turns DEF

Activity Template
Trace Group B
Trace Code SBT

when create N new record

or change Y field CUTOFF in Database SM_BKHEA

then create an activity

type COD
with purpose c/off date tomorrow-Autotrace
for salesrep 2 ( 0=current, 1=1st, 2=2nd, 3=3rd Salesrep
for time 08:00
on date calculation (sm_bkhea->cutoff)-1
based on condition

Fig. 107 : create activity for Cut Off Date minus 1 day

Related Database(s) ACCOUNTS.dbf Accounts

CONTACTS.dbf Contacts
SM_BKHEA.dbf Bookings

Related Topic(s) Val Checks page 13

Activities S&C User Manual

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Mapping Table S&C Maintenance only. This option is only available if the Front Office
parameter ’BUSLOGIC’ is turned on. Allows the hotel to define the relation
between booking status, reservation type and block status.

This relationship will vary from hotel to hotel, depending on the needs
and policies of the individual sites; the best way to explain how this
functionality can be implemented is with an example. For any further
explanation, please call your local Sales and Catering support desk.

Below is an example of how the table could look:

SC_BLOCK RESTYPE FO_BLOCK DESC_SHORT DESC_LONG

AOFF 7 S OFF Offer

AOPT 7 S OPT Option

AINT 7 S OPT Option

Initial

BBLK 7 S TEN Tentative

BBLK 9 S WLS Waitlist

LAST 7 O TEN Tentative

LAST 8 O DEF Definite

ZACT 8 O DEF Definite

Explanation of fields: SC_BLOCK Block Status in Sales and Catering

RESTYPE Reservation Type
FO_BLOCK S = Sales and Catering controlled
O = Front Office controlled
DESC_SHORT Short description, will be displayed in messages.
DESC_LONG Long description, will be displayed in field S&C Status
on Block Header.

With the buslogic parameter in Front Office turned on, two new fields in the
Status Definition screen in S&C Utilities can be accessed.

S&C Block Status

Status Value

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The behavior of the Business Logic function is determined by a combination

of the Mapping Table entries and entries in the two fields mentioned above.

The following example will show how our Mapping table and entries in the
related Status Definition fields work together to control the connection
between the booking status and the block status.

Example The Status Definition screen in S&C Utilities for the status PENding looks
like this:

S&C Block Status: AOFF, AINT

Status Value: 10

This means that when a Pending booking is being created in S&C, the only
two possible block statuses are AOFF or AINT. When a booking is created
in AOFF, the system will ’look-up’ the entry for AOFF in the Mapping
Table. In our example, when loading the Room Block, two possibilities will
appear:

Offer (AOFF)
Option Initial (AINT)

When "Offer" is selected, the number of rooms and average rate can be
entered into the Block Header. Selecting "Option Initial", allows the user to
create an initial grid.

So, basically, the field S&C Block Status indicates which block status is
valid for the booking status. The field Status Value indicates which status
has a higher value.

To explain this further, let’s take the example of a tentative booking. The
status definition screen for TENtative looks like this:

S&C Block Status: BBLK

Status Value: 50 (i.e. it is ’worth more’ than Pending)

If a Tentative booking is entered and the Room Block is loaded, the initial
grid will be entered as usual. Please note that in the Block Header screen
under S&C Status the long description from the Mapping Table is displayed,
instead of our internal code "BBLK".

So, we have created a tentative booking and have created the initial grid. If
the user now tries to escape out of the Room Block without changing the
Block Status to BBLK, the message Booking Status requires Block Status
Change! Change now ? will appear. This reminds the user that because the
booking status is Tentative, the block status should be BBLK (or in our
example Tentative, as described in the Mapping Table, Long Description).

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However, by selecting [No], the user can escape out of the Room Block
without status change. If a status change is requested the message Change
Status to Tentative will be displayed. If the user requested an additional
status change, once it has been turned to Tentative, the system will display
the message Booking Status must be DEF (short description from Mapping
Table) Status change not possible.

Again, the system checks which booking status must be entered for Block
Status LAST.

If this Tentative booking is changed to Definite, the question Change Block

Reservation Type to Definite ? will appear.

In our Mapping Table we have defined two possible reservation types for the
Block Status LAST - Tentative or Definite. Because the reservation type is
already Tentative, the system asks if it should be changed to Definite. If the
user answers [No], it will stay Tentative.

Related Database(s) BUSLOGIC.dbf Mapping Table

SM_STAT.dbf Status Definition

Related Topic(s) Bookings S&C User Manual

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Main Menu: GEM-Tables

Event Master Data

Introduction For S&C GEM and S&C GEM Express only. S&C automates one of the
most data intensive work areas within a hotel, therefore gathering all hotel
specific data in an organized and thorough fashion is absolutely crucial to
insure a smooth installation.

Hotels usually have documentation regarding their menus and audiovisual

equipment already printed for their clients. However, installation of S&C
GEM will do more than simply mirror the information currently available in
your documentation, it will also give you a complete inventory list of all
available resources in the hotel.

Setup of New GEM System

The three areas that data is gathered for are:

Function Spaces: All rooms that can be sold to or confirmed with clients should be defined.
Spaces such as suites, parking lots/garages, restaurants, foyers (for coffee
breaks), lobbies, and all meeting space should be set up. Options for outside
catering should also be included.

Information about each space’s physical features should be gathered

(requirements are detailed on the attached sheets). In addition, all possible
combination rooms should be defined in advance.

Define a rate structure for each room and determine setup styles, capacities
and setup/set-down times for each style.

Items All resource items within the hotel, sorted by Item Category should be listed.
Categories should be created first (some examples are enclosed), then all
resource items allocated to the appropriate category.

Where applicable, items should be further described with attributes and

prices. In addition, create a list of responsible departments in-house, and for
those Items that can be ordered externally, a list of outside sources.

Menus and Menu Items

This is probably the most time consuming area to gather information;
however, typically, hotels have a choice of standard menus available for their
clients.

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The steps for developing a well-structured Menu Item list and Standard Menu
list are described in detail on pages 216 to 228. If your Banqueting folder
has the information already split into Menu Classes with detailed Menu and
Menu Item information in each, take this as the main information source.

Make sure that the naming of Items and Menu Items is acceptable for
later use within function contracts and reports.

Maintenance of Existing GEM System

What Can/Should Be Changed

Once your hotel has Sales & Catering GEM installed, the hotel’s System
Supervisor will need change existing data as follows:

Prices
a. Function Room Rates when these change e.g. once a year. The
existing rates can be edited.

b. Item prices when these change e.g. once a year. The existing rates can
be edited.

c. Menu prices when these change e.g. once a year. The existing menus
can be edited.

d. Menu Item prices when these change e.g. once a year. It is necessary
to change the individual Menu Item prices so that these will be correct
each time the Menu Item is booked. The existing Menu Items can be
edited. Once the Menu Item prices have been updated, a Menu Item
Update Utility should be run see page 237 for details.

Menus:
If Menus have already been booked for future events, but won’t be booked
again for any other future events, they can be deleted from the GEM Master
Data.

What Should Not Be Changed

Once the GEM Master Data has been entered, and the users start to book the
resources (Function Space, Items and Menus), it is vital that certain resources
are not deleted or changed in any significant way:

Function Space: When the users enter a Function Space, internally in the
system it is assigned an ID number. When booking this Function Space
resource, the internal ID number of the Function Room is used for
identification. Therefore it is not possible to delete a Function Space once
it has been booked.

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Combinations of Rooms. As explained above, once a Function Room has

been created, it is assigned an internal ID number. These ID numbers are
used internally when linking the relevant individual (child) rooms to their
Combination (parent) rooms. When a Combination Room is booked, the
program uses these associated ID numbers to block the correct Combinations.
If these associated ID numbers are then changed at a later date, incorrect
blocking of the parent and their associated children spaces will ensue.

It is not possible to change the Combination Room flag once the

Function Space has been booked.

Items: Do not delete Items from the Master Database which have been
booked onto Events - especially if they have been marked as Critical=Y!
Like the Function Space, the internal ID number of this Resource is logged.

Resource Edit from inside S&C

If you have the rights (which normally, only the System Supervisor will),
then it is possible to edit Resources from within Sales & Catering, instead of
exiting to the S&C Utilities program.

Press [Ctrl]+[F7] and the message "Resource Editing is On" will be

displayed briefly. Then press [Ctrl]+[F8] to display the Event Master Data
and make any necessary changes.

Press [Ctrl]+[F7] when done to turn the Resource Editing off.

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Function Spaces
Introduction For S&C GEM and S&C GEM Express only. Detailed information can be
provided for each function room or space that groups use for meetings,
conferences, incentives etc. This information is used in reports, offers and
contracts and can be viewed on-screen.

We recommend including not only the obvious Function Spaces (Ballroom,

Meeting Rooms etc.), but also areas of the hotel that might be used from
time to time, e.g. Swimming Pool area (for a summer Cocktail Reception) or
restaurants (for lunches) etc.

Tips for setting up Function Spaces

a. Start with the Ballroom (because it’s a very fine place to start!): first
enter parts of the ballroom (i.e. the individual rooms) and then enter
the Combination Room i.e. The Ballroom last.

b. Once the first room (Ballroom in our example) is entered, enter the
Room Rates for this room. Select the option Function Room Rates
(see page 85) by pressing [+] while highlighting the Function Space.
Enter all available Rates for this Function Room. When done, return
to the Function Space pickbox (press [Esc] to quit the Room Rates
pickbox).

c. Enter all appropriate Setup Styles for this first room (e.g. Salon A of
the Ballroom). Select the option Setup Styles (see page 199) for this
room.

d. When done, return to the Function Space pickbox. Highlighting the

first room, press [F6] to Copy this Function Space and answer [Y] to
the question Copy Rates and Setup too?. Once the Space is copied,
press [↓] to highlight and then [Enter] to Edit the newly created
(copied) space.

e. For non-Banquet Rooms (e.g. Restaurants): these should also be set up

if the Banqueting department books groups into the restaurants from
time-to-time.

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f. If some sleeping rooms can also be converted into small syndicate

rooms, set these up as Function Space too. Again, set the Show
Function Book = N so that they would not normally be offered to
clients.

We recommend that you do not indicate exactly which rooms

these are in the Name Description field - they may change from
time-to-time. Instead, call them something like "3rd Floor
Meeting Room" or "Syndicate Room". Your only alternative
would be to enter all the possible rooms and this would mean
maintaining too many infrequent Function Spaces.

g. It is now possible to set up "shareable" Function Spaces in Sales &

Catering. As the name suggests, this means that two events can be
blocked into the Function Space at the same time without creating a
waitlist problem; therefore the Event bar will not flash in the Function
Diary). Only individual spaces can be shareable.

Only Restaurants, Foyers and other public space should be set

up as shareable. Meeting Space should not be set up as
shareable - for obvious reasons!

Select Tables -> Event Master Data and then Function Spaces. You have
five possible choices at this point:

a. Space Edit/Insert. See below for more information

b. Combo Spaces. Use this option to combine two or more individual

spaces together. See page 202 for details

c.-e. Space Order 1, 2 and 3: Three custom order arrangements for viewing
Function Spaces in the Diary. See page 204 for more information

Add/Edit a Function Space

Step 1 Press [Enter] on the option Space Edit/Insert and your screen will look
something like this:

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Function spaces ↑
Brasserie «C» 440.00sqm
Brasserie I 220.00sqm
Brasserie II 220.00sqm
Main Foyer «S» 80.00sqm
Europe «C» 370.00sqm Systems, Inc. 1989-98
Europe Balcony «S» 370.00sqm
Europe I 370.00sqm
Europe II 370.00sqm
Europe III 370.00sqm
Ballroom «S» 290.00sqm
Ballroom Foyer 80.00sqm
=Info INS DEL /=Setup +=Rates #=Close F6=Copy↓

Fig. 108

This is the Function Space pickbox. Combination spaces are indicated by the
«C». "Shareable" spaces are indicated by the «S». To the left of the
Function Space name, the location of the Function space is displayed (see
Location below for more information) and the Square Footage/Meterage is
indicated by the number to the right of the space.

If you have entered "Imperial Units in Spaces"=[Y] in the Catering

Office Defaults (see page 264), then the number on the right of the
space will be in square feet.

Step 2 You have several options at this point:

a. Press [Ins] to add a space

b. Press [Enter] to edit an existing space
c. Press [Del] to delete a space. Before deleting any spaces, see the
VERY IMPORTANT NOTES on page 187 below
d. Press [F6] to copy a space
e. Press [/] to add/edit setup styles for the highlighted space
f. Press [+] to add/edit rates for the highlighted space
g. Press [#] to close a function space.

Fig. 109 below shows an example of a Function Space which already has
information entered:

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I ♥ Fidelio Fidelio Development Hotel 20.06.98

Tschaikovsky I
Room name Tschaikovsky I Location
Description Grand Conference ground floor
Specials Can be used for simulataneous interpretation
Max/Min capacity 50 / 45 Shortname Tschaikovsky I
Area 63.00 sqm 678.20 sqft
Length 8.68 m 28.48 ft
Width 7.26 m 23.82 ft
Height Min. 0.00 m 0.00 ft
Height Max. 4.20 m 13.78 ft
Floor loading 0.00 kgsqm 0.00 lbsqft
Light Dimmable Facing Michailovskaya
Daylight Y Speakers N Doors
TV & Radio Y Num.Sockets 1
Translation booth Y Num.Booth 1
Int. Micro Sockets N Num.Sockets 0 Type
Socket 220/240 Volts Y Num.Sockets 10 Amps 16.00
Socket 380 Volts N Num.Sockets 0 Amps 0.00
Internal Phone 1 555 Fax 1
Internal Phone 2 Fax 2
Name description
Combination Room N Shareable N Spacetype MI1
Show Function Book Y Track FC/REV Y Rent.def. 5.00

Fig. 109

Fields Description Room Name: The function room name as it should appear on all contracts
and internal reports.

Location: Indicates in which hotel this particular function space is situated.

Only accessible if the Catering Office Defaults field Use Catering
Locations? is set to [Y]. Use for Multi-Hotel versions of Sales & Catering
and for any other sites that wish to set up, and therefore report on, their
Catering space by location.

Description: If desired, this free form entry field can be used to further
describe the room’s location, for example: "3rd floor next to..".

Specials: Any special features, for example columns, extra wide doors etc.

Max./Min Capacity: First enter the maximum number of occupants for the
room as permitted by the appropriate fire codes. This field entry is used for
the Capacity Space filter in the Function Diary (see Section 9 of the S&C
User Manual).

Then enter the minimum number of occupants that it would make sense to
book this room for. For example, if the Maximum occupants for the Grand
Ballroom is 1,000 people, then it does not (normally) make sense to book it
for a meeting for only 15 people. When booking the space, users will be
warned if the number of people for the event is below the Minimum, but will
be allowed to continue and book the space.

Shortname: If the normal Function Room name is too long for the Function
Diary display, an abbreviated name for the function room can be entered
here. This name would then be used for the on-screen display of the Diary
rather than the information entered in the Room Name.

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Area/Length/Width/Height Min./Height Max/Floor Loading:

The dimensions of the room and its floorloading capacity. Enter either in
Square Meters or Square Feet (one or the other, not a mixture!) - Sales &
Catering automatically calculates the other measurement.

The Metric/Imperial measurement flag is set in the Catering Office

Defaults (see page 264 for details).

Light/Facing/Daylight: The type of light available for your clients:

a. whether the lights are dimmable (can be made brighter and dimmer);
b. whether the room has daylight or not and
c. what other rooms the function space is facing.

Speakers: Does the room have any speakers? YES/NO

Doors: The number of doors the room has, together with their dimensions.
There is space for 30 characters; abbreviate, if necessary.

TV & Radio/Num. Sock./Translation Booth/Num.Booth If applicable, the

number of TV & Radio sockets for this room; followed by the number of
translation booths (if any).

Int. Micro Sockets/Num.Sock./Type: If available, the number of

microphone sockets and their type.

Socket 220/240 Volts/Num.Sock./Amps and 380 Volts/Num.Socks/Amps:

If available, the number of sockets for 220/240 Volts and 380 Volts with
their corresponding Amps.

Internal Phone 1/2 and Fax 1/2: If there are phone outlets in the room, the
phone number (with extension) and fax numbers should be entered.

Name Description: An additional field for the name of the meeting/function

room. If the hotel has a policy not to specify certain rooms but rather
indicate a "generic" room, e.g. not "The Hamilton Room" or "The
Southampton Room" but rather Conference Room for up to 40 people, then
the appropriate information should be entered here. The hotel’s contracts can
then be configured to print this information instead of the Room Name
(above).

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Combination Room: Is this room an "individual unit" or a combination of

several other rooms? See diagram on page 202 below. Each Individual
Function Room and each possible Combination of Function Rooms should
be entered in Sales & Catering.

Shareable: can two or more events be booked into this space at the same
time without causing a waitlist problem? When multiple events are booked
into the space no waitlist warnings will be given and the booked events will
be displayed in the Function Diary using black and red stripped lines.

Typically, restaurants, lobbies and other public spaces will be

shareable. Do not make meeting space shareable - for obvious
reasons!

Combination Rooms or any parts of a Combination Room cannot be

made shareable. The Shareable flag is automatically changed to [N]
as soon as you either:

i. enter [Y] in the Combination Room field and then press

[Pg Dn] to save the information; or

ii. assign a Shareable space as part of a Combination Room

Spacetype: What kind of space are you defining? Press [Enter] and a
pickbox of all possible space types will be displayed:

There are three choices that are user- Catering

Conference
CAT
CON
definable. These "miscellaneous" Custom 1
Custom 2
MI1
MI2
choices will later allow you to filter Custom 3 MI3
Lobby LOB
the view mode by room types in the Restaurant RES
Rooms RMS
diary and to sort your function rooms Suite SUI
=Select +=Edit INS/DEL
on various reports. If desired, change
the Description (but not the code) for
the 3 Miscellaneous types.
Fig. 110

Show Function Book You have two options here:

a. Answer [Y] if this function space should be displayed by default on

the Function Diary for all users.

b. Answer [N] and users will have to press a hot-key to view this room
in the Function Diary. In general, answer [N] here if the room is only
rarely used for groups.

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Track FC/REV: You have two options here:

a. Answer [Y] if the revenue for this room is normally tracked as part of
the total revenue for the Catering department

b. Answer [N] to indicate rooms that are occasionally used for group
functions/meetings, but for which the Catering department does not
receive revenue for (e.g. public space or restaurants).

Rent Def.: Define a rental default factor to each room. All pre-defined rates
will be a multiple of this rental default. This field is especially useful when
the hotel quotes in high denominations e.g. Italian Lira, Belgian Francs etc.

Step 3 Press [Pg Dn] and the new Function Space is added.

Closing a Function Space

Use to close a function space for a period of time, for example for
refurbishment or to put out-of-order:

Step 1 From the Function Space pickbox, choose the space you wish to close and
press [#].

Step 2 One of two things will happen:

a. Dates have already been entered for this room’s scheduled closure and
a list of these will appear. This function space’s closure dates and
times are displayed, together with the reason for the closure. To make
changes to the existing times press [*] to edit the entry. To delete an
entry press [Del], and insert a new entry press [Ins] (go to Step 3).

b. The room has no previous information entered and the message No

Closed Date: Add One ? will be displayed. To return to the Function
Space pickbox, answer [No]; answer [Yes] to continue adding a closed
date (go to Step 3)

Step 3 The closed period entry box will be displayed. Enter the date and time the
closed period will start, then the date and time it will end. Finally, add a
reason for this closed period (e.g. Refurbishment, Carpet Cleaning, Painting).

Step 4 Enter the Reason, then press [Enter] and your entry will be displayed as a
closed date for this function space. Press [Esc] to return to the Function
Space pickbox.

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Related Database(s) GE_SPA.dbf

Related Topic(s) Function Space Rates see page 197

Function Space Setup Styles see page 199
Combination Rooms see page 202
Translation to 2nd & 3rd Language see page 230
Catering Office Defaults see page 264

Translation Field(s) Room Name

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Function Space Rates

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Function spaces
Tschaikovsky I 63.00
Tschaikovsky I+II Tschaikovsky I rates
Tschaikovsky II 24 hours 500.00
Wintergarden Complimentary 0.00
Full day 350.00 tems, Inc. 1989-98
Half day 200.00
To be confirmed 0.00

INS DEL *=Edit

=Info INS DEL /=Setup +=Rates F6=Copy

Standard Room Rates for function room: "Tschaikovsky I"

Fig. 111

Introduction For each Function room (including combination rooms of course), a rate
structure should be defined; examples are show in Fig. 110 below. The rates
you create here are only used as a guideline and can be modified when
booking a room.

Rate codes that should always be defined are: complimentary and to be

confirmed.

Add/Edit a Rate Code

Step 1 From the Function Space pickbox, highlight the appropriate Function Room
and then press [+].

Step 2 If Rates already exist for this Function Room, a pickbox will be displayed;
otherwise answer [Y] to the question "No Rates. Add One YES/NO?". The
Rate Edit screen will be displayed, looking something like this:

Space resource rate types

Rate name 24 hours
Description 24 hours rent
Hourly ? N
Eq. hours 100.00
Code 24H

Fig. 112

Fields Description Rate Name: Examples of rate names are Hourly Rental, 1/2 day (4 hours)
Full Day (8 hours), Exhibition etc. This information will be printed in the
hotel’s Contracts, Function Sheets etc.

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If you are setting up a hotel’s system, we recommend showing the

users an example of the print out so that they can decide on the data
entry standard, i.e. Upper Case or Lower case for the initial letter in
each word.

Description: This field allows you to add additional information on the rate
code, e.g. if you create a 1/2 day rate, you might want to say that is only
valid from 8 am until noon and 1 pm until 4 pm.

Hourly? Function Space is usually booked not by the hour, but for example
a half day, full day etc. Therefore the typical answer here is [N].

a. [Y] : The rate entered in the Rent Def. field of the Space Information
screen will be used for all rate calculations. The Eq. Hours field
below will be ignored. If the rate is Hourly, in the Rate pickbox an
[H] is displayed between the Rate Name and the hourly equivalent
rate (from the Rent Def. field).

b. [N] and you can enter a fixed rate which is calculated from the Hourly
Rental Price (Rent Def in Space Information screen) and the factor
you enter in the Eq. Hours field (below).

Eq. Hours: the factor used to multiply the hourly rental price (Rent Def.)
for the room, e.g. 10 (Rent Def.) x 5 (Eq. Hours) = 50 (fixed price for half
day rental of the Function Room). Only calculates if the Hourly? field
(above) is set to [N].

Code: Enter an abbreviation for the rate code you have just created. Try to
keep the total number of code abbreviations to a reasonable amount, e.g.

EXH Exhibitions
FUD Full day
HAD Half day
COM Complimentary
TBC To be Confirmed

Related Database(s) GE_SPAR.dbf

Related Topic(s) Function Spaces see page 189

Function Space Setup Styles see page 199
Combination Rooms see page 202
Translation to 2nd & 3rd Language see page 230

Translation Field(s) Rate Name

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Function Space Setup Styles

I ♥ Fidelio Fidelio Development Hotel 17.05.98
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Function spaces Tschaikovsky I SetupsPax Up Down

Tschaikovsky I Banquet 30 120 60
Tschaikovsky I+II «C» Buffet 30 120 60
Tschaikovsky II Class room 30 60 20
Wintergarden O-shape 20 60 30
Oval table 20 60 30
Reception 30 120 60
Square table 20 60 30
T-shape 20 60 30
Theatre 40 30 10
To define 40 0 0
U-shape in/outside 30 60 30
=Info INS DEL /=Setup +=Rates INS DEL *=Edit

All possible Setup Styles for function room "Tschaikovsky"

Fig. 113

Introduction For each room, all possible Setup Styles should be defined. The maximum
number of people for this setup in the room and the amount of time (in
minutes) that it takes to set up and breakdown the room should be included.

The setup time is the amount of time it takes to prepare the room. In the
case of a banquet this would mean that the headwaiter has double checked
the room, the "breads" are placed on the table, water is poured, ready for the
guests to be seated.

For the setup/- down times define internally whether you want to use:

a. an average setup/-down time assuming that some furniture is always

present in the room, thus taking a little bit less time to set it.

or

b. use a setup time which is based on the total amount of time necessary
to set up the room, starting with an empty space, i.e. no furniture is
present. Similarly, setdown time would be the amount of time
necessary to clear the room completely.

The information you input here will be used as a standard/guideline when

booking function space, but setup/breakdown times can be changed on
individual bookings if necessary.

When first entering setup and setdown times, consider that when
Events are blocked in the Function Diary, the setup and setdown times
are added to each Function, looking something like this:

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Time 0700 0800 0900 1000 1100 1200 1300 1400 1500 1600 1700

+++++ EVENT A -------+++++++++++++++++++++++++ EVENT B -----

Fig. 114

The +++ indicates setup time and the --- setdown time. As you can
see too much time could be blocked (in the above Figure, the room
would not be available from 10am until 3pm.

For the users, this could mean that a room is showing as unavailable
because the Event they would like to book has a Style with a setup
time which overlaps the previous Event’s setdown time, i.e. not
because a client is actually using the room. It is, of course, possible
to change the setup/down times on individual bookings, but do try to
be conservative with the times when first entering them.

Add/Edit a Setup Style

Step 1 From the Function Space pickbox, highlight the appropriate Function Room
and then press [/].

Step 2 If Setup Styles already exist for this Function Room, a pickbox will be
displayed; otherwise answer [Y] to the question "No Setups: Add One?
YES/NO?". In either case the Setup Edit screen will be displayed, looking
something like this:

Space resource setup

Setup name Banquet
Capacity 30
Multiplier 0.70
Setup min. 120
Setdown min. 60

Fig. 115

Setup Name: Name for the setup style e.g. Theatre style, U-Shape, Rounds
etc. Enter this as it should appear on the internal Function Sheets and client
contracts.

Capacity: The number of people that this room can be set for, in this style.
When booking this Function Space, if the users have the rights, they can
book rooms where the number of people exceed the Capacity entered here.
Either enter the Capacity or leave blank if you would rather use the
Multiplier (see below)

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Multiplier: Instead of estimating the Capacity of the room by setup style,

use the multiplier to calculate it for you. Let’s say that the Max Capacity
(defined in the Function Space Edit screen) of your ballroom is 750. You
know that for a dinner 85% of that number can be seated, but for a
dinner/dance it’s more like 65%. Rather than calculate the numbers, make
sure the Capacity field is blank and then enter the percentage value e.g. 0.85
or 0.65. The Capacity will be calculated for you.

The multiplier value should never be greater than [1] as this is 100%
of the Maximum Capacity you have entered in the Function Space
Edit screen.

Setup Min and Setdown Min.: The Minimum amount of time (in minutes)
that it takes to set up and to breakdown this room for this style. See notes
above regarding hotel policy on Setup times. When booking this room, these
times will be added to the times for the event, protecting the preparation
time as well as the times for the actual event.

Step 3 When done, press [Pg Dn] to save this setup style. Add additional Setup
Styles for this room as appropriate.

Tip: For each Function Room, set up a style called "To be Defined" with
0 minutes for setup/down. This style can prove very useful when the
users start to work with the program: on the first telephone call or fax
meeting planners can’t always say how they would like the room
arranged and this option indicates that the setup style has not yet been
decided.

Related Database(s) GE_SPAS.dbf

Related Topic(s) Function Spaces see page 189

Function Space Setup Styles see page 199
Combination Rooms see page 202
Translation to 2nd & 3rd Language see page 230

Translation Field(s) Setup Name

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Combo Spaces
Introduction The following diagram explains the concept of a Combo Space or
Combination Room in more detail:

Salon A Salon B Salon C

The Grand Ballroom

Individual Function Rooms: Salon A

Salon B
Salon C
Combination Rooms: Salons A + B
Salons B + C
The Grand Ballroom (Salons A + B + C)

If the Function Room is a Combination Room (e.g. The Grand Ballroom) all
the "children" rooms must now be attached to the room i.e. all the individual
function spaces which make up the whole Combination Room (e.g. Salon A,
Salon B and Salon C).

As with the Individual Rooms, do not change the Combinations once

they have been set up without first contacting your nearest Fidelio
S&C Support Desk. When events are booked, the Function Space’s
unique identification numbers are logged in the database. If you
change the components of the combination room, this combination of
unique numbers for the Combo Space will no longer be correct, i.e.:

Salon A = ID# 1; Salon B = ID# 2; Salon C = ID# 3;

The Grand Ballroom has it’s own unique ID# 4; and is linked to
Rooms with ID Numbers 1, 2 and 3. Once the Grand Ballroom is
blocked, all these ID numbers are written into a file. If someone later
changes the Grand Ballroom’s Combination Rooms information so that
only ID numbers 2 and 3 are linked, all event records will be incorrect.

Step 1 To link a Combo Room (parent) to it’s individual components (children),

select GEM-Tables -> Event Master Data -> Function Spaces and then
Combo Spaces. Your screen will then look something like this:

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I ♥ Fidelio Fidelio Development Hotel 17.05.98

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Rooms Combination ↑
Brasserie «C» 54,60
Europe Restaurant «C» 51,52,58,59
Mezzanine Foyer «C» 19,61
Tschaikovsky I+II «C»

< = Assign Rooms ↓

Fig. 116

Step 2 As you see, only those rooms marked as Combo? Yes in the Function Space
Edit screen are listed here. To assign the children rooms, highlight the
Combination Room and press [Enter]. Your screen will then look something
like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Spaces
Brasserie I 54
Fidelio Sales & Catering - Utility Brasserie II 60
Caviar Bar 38
Conference Foyer 17
Europe Restaurant Ba 52
Europe Restaurant I 51
Rooms Combination Europe Restaurant II 58
Brasserie «C» 54,60 Europe Restaurant II 59
Europe Restaurant «C» 51,52,58, Gorky 67
Mezzanine Foyer «C» 19,61 Kryscha Ballroom 12
Tschaikovsky I+II «C» Kryscha Foyer 24
Lidvall Room 39
Mezzanine Foyer I 19
Mezzanine Foyer II 61
Mezzanine Room 2 5
Mezzanine Room 3 6
Mezzanine Room 4 7
Mezzanine Room 5 8
< = Assign Rooms =Continue SPACE=Tag

Fig. 117

Step 3 Use the [Space Bar] to tag the relevant children rooms and when done, press
[Enter] to confirm.

Step 4 Repeat as necessary and when done press [Esc] to return to the Main Menu.

It is not possible to change the Combination Room flag after the room
has been booked.

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If setting up a hotel’s system, before proceeding to enter bookings:

take the time to test book all Combination Rooms and check the Diary
display to ensure that all rooms are booking to the hotel’s
specification.

Space Order
Introduction In the Function Diary, there are a total of six possible orders that Spaces can
be displayed vertically: the first three are fixed (unchangeable); the last three
can be customized per hotel:

Tips: Some hotels use the 3 custom orders to display rooms by

i. floor e.g. first floor, second floor etc.

ii. importance of rooms e.g. all conference & banquet rooms
first
iii. physical order i.e. how the rooms are arranged down a
corridor

Step 1 Select GEM-Tables -> Event Master Data -> Function Spaces and then Space
Order 1. Your screen will then look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Function spaces Order ↑

Kryscha Ballroom 1
Fidelio Sa Kryscha Foyer 2 ersion 6.10 ML
Tschaikovsky I 3
Tschaikovsky II 4
Tschaikovsky I+II «C» 5
Gorky 6
Pushkin 7
Mezzanine Room 2 9
Mezzanine Room 3 10
Mezzanine Room 4 11
Mezzanine Room 5 12
Mezzanine Foyer I 15 , Inc. 1989-98
Mezzanine Foyer II 16
Mezzanine Foyer «C» 17
Europe Restaurant Balcony 20
Europe I 21
Europe Restaurant II 22
Europe Restaurant III 23
< =Edit Order ID ↓

Fig. 118

Step 2 Highlight the Space you would like to be at the top of the screen in the
Function Diary and press [Enter]. The Order number will turn to red. Type
in the number [10] and press [Enter].

Use the numbers 10,20,30 etc. This will give you the possibility to
insert a room you might have forgotten in the first place.

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Step 3 The Space you have designated as number 10 will move to the bottom of the
list (the number 10 is greater than 0); repeat Step 2 until all spaces have the
desired order.

Step 4 When done, press [Esc] to return to the Main Menu and then repeat Steps 1
to 3 for the Custom Order 2 and 3 options.

Custom Orders can be changed at any time after the initial setup
without causing any harm to your data.

Related Database(s) GE_SPA.dbf

GE_RES.dbf

Related Topic(s) Function Diary

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Responsible Departments
Introduction Used for reporting purposes: lists can be run by Responsible Department for
items or food & beverage which have been booked for events on any
specified date or date range.
Using these reports can help saving a lot of paper, as you only distribute the
relevant information to the different departments.

Essentially

a. Equipment Lists: Most departments, other than the kitchen and

beverage store, will receive equipment lists.

b. Food & Beverage Plans: The F&B related departments will receive
food and beverage plans.

Use your present distribution list as a reference source. Tip: external

sources (e.g. florists, a/v suppliers) can also be entered as Responsible
Departments and list can then also be provided for these companies.
Examples of responsible departments for Items are:

Accounting ACT
Audio Visual Department AVQ
Banquets CON
Beverage BEV
Business Center BUS
Engineering ENG
Florist FLO
Front Office F/O
Housekeeping HSK
Parking PAR
Security SEC
Stewarding STW
Space Picks Then Enter

Fig. 119

For your F&B departments, we recommend that the current organizational

structure (especially the kitchen) is used as a guide. Involve the Chef in this
discussion; show him/her the food plan report and explain how Sales &
Catering can filter the Menu Items by department. A sample of department
categories for the kitchen are shown below:

Bakeshop BAK
Bar BAR
Breakfast Kitchen BFS
Cold Banquet Kitchen COL
Coffee Kitchen COF
Warm Banquet Kitchen WAR

Space Picks then Enter

Fig. 120

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Step 1 To enter Responsible Departments:

In the Item Edit screen orin the Menu Item Edit screen, press [Enter] on the
empty field. If any valid codes exist, the pickbox will be displayed:

i. To add a new code: press [Ins]

ii. To edit an existing code: press [+]

When done, select the appropriate code for the current entry and continue to
enter the Item or Menu Item.

Related Database(s) SM_VAL.dbf

Related Topic(s) Reports & Lists

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Item Classes and Items

Introduction For S&C GEM and S&C GEM Express only. Anything that does not fit
under the resource categories: Function Space or Food & Beverage Items
should be classified as an Item.

Item Classes are created to group these Items together and make them easier
to find when booking the resources for an event. Typical Items are
"overhead projector", "riser" or "red table cloth". You may also want to
enter e.g. "Additional Service charges", "Room setup/setdown" or
"Translating Services" under the item category. In general, any service that
you would confirm to a client on a function contract should be entered as an
Item.

The Item Classes should be determined first. Your sales documentation will
serve as a starting point. Avoid creating too many classes, as this will make
searching for an Item cumbersome. These Item Classes will be printed on
the Function Sheets and Contracts. The following is a sample list of Item
Classes:

Item classes
Audio-visual
Catering
Cloak Room
Entertainment
Floral decoration
Furniture
Lighting
Miscellaneous
Miscellaneous decoration
Miscellaneous Equipment
Miscellaneous Personnel
Outside Catering
Sim. Translation Equipment
Sim. Translation Extras
Sound
Special services
Table decoration
Table linen
Uniforms
Video conferencing
< =Select

Fig. 121

To Add Item Classes Select GEM-Tables -> Event Master Data -> Items. At the Item Class
pickbox, press [Ins]. Enter the description of the Item Class and press
[Enter] to confirm. Enter additional Item Classes as necessary.

Related Database(s) GE_ITMC.dbf

Related Topic(s) Items see page 209

Translation to 2nd & 3rd Language see page 230

Translation Field(s) Name

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Item Information
Introduction Once the Item Classes have been added, enter the individual items in each
class.

When entering Items, check for Items that have similar details. Enter
the first Item, including any rates and "attributes" (see below). Then
from the Item pickbox, press [F6] to Copy this Item and answer [Y]
to the question ? Copy Rates and Attributes too?. Now make minor
adjustments to the newly copied Item, including its Rates and
Attributes as appropriate.

Step 1 From the Item Class pickbox, press [Enter] to select the appropriate Item
Class.

Step 2 Either answer [Y] to the question "? No Items Add One? YES/NO" or press
[Ins] to add. The Item Edit screen will be displayed, looking something like
this:

Item resource
Name Flower Bouquet
Description
Included
Location
Hourly rent. 10.00 Order Ext. N
Qua. Inhouse 0 Article No. 3502
Critical ? N
Room Arrm. ? N
Resp. Dep. FLO
Lead Time
Source Adr.

Fig. 122

Name: The name for the item. The contents of this field will be displayed
on the function contracts.

Description: Provides a free-form field to enter additional information

about the item. This field is currently not used in any customer reports.

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Included: What other services are included? For example, if you rent an
overhead projector to a client, you would normally include overhead markers
and/or pens in the rental service. This field is currently not displayed on the
function contract.

Item Location: for Multi-Hotel Sales & Catering only. You will only be
able to enter this field if a [Y] is entered in the Use Catering Locations?
field in the Catering Office Defaults. If appropriate, enter the hotel to which
this Item belongs i.e. where it is stored. This field is used for reporting
purposes so that a list can be printed of all booked items filtered by location.
However, when booking a resource, an Item from one location can be booked
into Function Space at another location.

Hourly Rental: enter the smallest common denominator by which you can
divide all of your item’s hourly charges.

If a rate for an Item is marked as Hourly? Y, then this figure will be used
to calculate hourly rates, if not, it will be used to calculate the fixed fee see
page 213 below.

Order External: Enter [Y] here if the item is ordered externally.

Equipment lists can then be run for all items that need to be ordered
externally. The associated revenue for Items marked as Order External [Y]
will not be included in the revenue calculations on the Event level.

Quantity In-House: How many of this item do you have in the hotel’s
inventory. This information is particularly necessary if you also mark an
item as Critical (see below).

Article Number: Quick search number for the item. If you are not yet
using article numbers, we suggest that you start a set of article numbers for
each item class. For example:

a. each Item of technical equipment would have a unique number

assigned in the 200 - 299 range

b. each Item of floral decoration/bouquets etc. would have a unique

number assigned in the 300 - 399 range etc.

If Article Numbers are assigned to each Item, there will be a significant

time saving for the user when booking items in the program.

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Critical? Flag an item as critical (and you enter information in the

Quantity In-House field), if you need S&C to check the availability of the
Item each time it is booked. Availability is checked against the total
available inventory. We recommend that only a small number of Items are
marked as Critical? Over time, marking every Item as Critical will
significantly increase the time it takes to book Resources.

Marking an Item as critical indicates that you would like the system
to keep inventory, checking availability each time the Item is
requested; this means that the Users must book this Item each and
every time it is needed. For example, if you mark Chairs as critical,
this means the inventory control will only be useful if the users book
Chairs for each and every Event.

Room Arrangement: Items that are included in the arrangement of the

function room should be designated with a [Y]. In the function contract, the
Items marked as Room Arrangement? [Y] will be listed in a separate area
from all other items.

Items which are flagged with a [Y] (i.e. they are part of the Room
Arrangement) typically do not have rates defined, as they are usually
included in the room rental charges.

Responsible Department: see page 206 for examples. Enter codes for the
department(s) responsible for the organization of the Item, and those that
need to be informed that the item has been booked (i.e. they should receive
an equipment list). This information is very important, as it determines on
which equipment list this item will appear.

Source Address: Enter the codes for those (external) sources where you
can order the item from in case your in-house quantity is exceeded.

Lead Time: If the Item was not available in-house, how long (on average)
would it take to organize the Item from another (external) source. This field
is currently not used on any function contract reports.

Related Database(s) GE_ITM.dbf

Related Topic(s) Item Classes see page 208

Item Rates see page 212
Item Attributes see page 214
Translation to 2nd & 3rd Language see page 230

Translation Field(s) Name

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Item Rates
I ♥ Fidelio Fidelio Development Hotel 17.05.98
File Edit Print Reindex Tables GEM-Tables Misc Quit

Fidelio Sales & Catering - Utility Version 6.10 ML

Item Classes
Table decoration
Technical Equipment Rates
Tobacco Complimentary 0.00
Transfer per day 40.00
To define 0.00 tems, Inc. 1989-98

INS DEL *=Edit

=Sel INS DEL *=Edit

Fig. 123

Introduction Once you have created an item, define its rate structure. The rate codes you
create here are used as a guideline and can always be modified when booking
an item.

Step 1 From the Item pickbox, highlight the appropriate Item and press [+].

Step 2 If necessary, answer [Y] to the question "? No Item Rates. Add One?
YES/NO" or press [Ins] to add if the Item Rate pickbox is displayed.

Step 3 In either case, the Item Rate Edit screen will be displayed, looking something
like this:

Item resource rate types

Rate name per day
Hourly ? N
Eq. hours 8.00
Code PED

Fig. 124

Rate Name: Enter the name of the rate that should appear on the function
contract. Typical rate names would be per day, per hour, setup fee or fixed
charge etc. For all items you should create at least the rate name
"complimentary".

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The rate names should match your current structure:

a. If you have a set price structure for an item, enter this structure for the
Item in S&C. For example, if may have a buffet bouquet that is only
sold by the following "denominations" / prices,

per bouquet 150.00

per bouquet 200.00
per bouquet 250.00
complimentary 0.00

b. However, if you do not have a set price structure for the buffet
bouquet, just enter the following item rates:

per bouquet 0.00

complimentary 0.00

When you select this item later, you would choose the per bouquet
rate code and, once the item is booked, you then enter a defined price
for this item and its rate code. That way you can avoid entering all
possible combinations of per bouquet prices.

Hourly? You have two choices here:

a. Answer [Y] and on the rate pickbox, an [H] will display between the
Rate Name and the hourly rental figure. Charges will be calculated
based on the factor you have entered in the Hourly Rent field (on the
Item Edit screen), multiplied by the number of hours (or parts thereof)
that the item is booked. The formula is: Total Item Revenue = Eq.
Hours * Hourly Rental * Duration

b. Answer [N] : a fixed rate based on the hourly rental price multiplied
by the factor you enter in the Hourly Rent field.

Eq. Hours: the factor by which you multiply the Hourly Rental. If you
have entered [Y] in the Hourly? field above, then the information in this
field will be ignored.

Code: Enter an abbreviation for the rate code you have just created.

Related Database(s) GE_ITMR.dbf

Related Topic(s) Item Classes see page 208

Items see page 209
Item Attributes see page 214
Translation to 2nd & 3rd Language see page 230

Translation Field(s) Rate Name

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Item Attributes
Table oval attributes
for 10 persons
for 6 persons
for 7 persons
for 8 persons
for 9 persons

INS DEL *=Edit

Fig. 125

Introduction For any Items that have features needing further description, attributes can
be added. Item attributes are used when it is necessary to describe an item
in more detail, for example, round tables with a diameter of 90 inches could
be set up:

a. for 8 people
b. for 10 people or even
c. for 12 people.

The Item itself is always the same, no matter how it is used, and inventory
calculations are therefore only to be based on the item "table, round, 60
inches".

Attributes not only provide clear communication between hotel departments,

but also give you the opportunity to confirm the additional setup information
to the client.

It is not necessary to create an attribute for every item.

Try to keep the meanings of the Item attributes consistent. For example: if
you create menus that are printed in A5 format in English and German.

Then the item would be: Menucards

and the attributes...: A5, German
A5, English

Do not create an item attribute in this group such as "red insert,

parchment paper". It would be inconsistent with the remainder of the
attributes, and users would almost certainly want combinations of "DIN
A5, German with red insert..." and "DIN A5, English with red insert..."
etc.

There are two ways to handle such detail in S&C:

a. Create the Item twice, namely an item "Menucards, DIN A5,

German" and a second item "Menucards, DIN A5, English".

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Then assign the attributes "red insert, parchment paper", "yellow

insert, parchment"...etc. to each Item.

b. Type it in the Notes field for the particular Item resource. No

further action necessary during the setup process.

Step 1 To add an Attribute to an Item, from the Item pickbox, press [/].

Step 2 Either answer [Y] to the question "? No Attributes, Add One ? YES/NO" or
press [Ins] to add. The Attribute Edit screen will be displayed, looking
something like this:

Item attribute
Attribute name for 10 persons
Setup min. 0
Setdown min. 0

Fig. 126

Attribute Name: Enter the attribute name for the Item. We suggest you
enter it in lower case, since the attribute name will appear directly after the
Item name on the function contract.

Setup/Setdown Min.: S&C allows you to enter a default setup/setdown

time for an item. These setup/-down times are not to be confused with the
Function Room setup/-down times.

We only recommend entering setup/-down times for Items that are

marked as critical. The system will then check the inventory for the
requested time, plus the setup/-down time.

For example, rear-screen projection might be marked as critical; by

itself this can take several hours to setup/-down (apart from the room
setup). Booking telephone lines for a meeting room is another
example: these may need a very long setup time e.g. 360 minutes (6
hours). They should be booked separately, as the meeting room can
typically still be sold while the telephone lines are being setup.

Related Database(s) GE_ITMA.dbf

Related Topic(s) Item Classes see page 208

Items see page 209
Item Rates see page 212
Translation to 2nd & 3rd Language see page 230

Translation Field(s) Attribute Name

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Menu Item Classes and Menu Item List

Introduction For S&C GEM and S&C GEM Express only. The steps for developing a
well-structured Menu Item list and a list of Standard Menu compositions are
as follows:

Step 1 Menu Item Classes: Develop a list of all Menu Item Classes, using your
standard menus as a basis. Remember that the classes should be specific
enough to enable all users to find menu items. At the same time, too many
classes can be confusing.

Examples of a balanced Menu Item Class list are given on page 218.

Step 2 Responsible Departments: If you have not already done so, develop a list
of departments responsible for all food items, e.g. for "hot food kitchen",
"bakery", "service bar" etc. Food and beverage preparation lists can then be
generated using these "responsible departments".

Step 3 Menu Items: Enter the appropriate Menu Items to each Class. Gather the
standard menus and enter each Menu Item in the appropriate Menu Item
Class.

Although most Menu Items will come from the standard menu
documentation, the Menu Item list does not have to be limited this way.
Most hotels sell customized menus to their clients. If the same custom (i.e.
non-published) menu item is often sold to clients, then this should also be
entered as a Menu Item. It will avoid re-typing later and make customizing
menus much faster for the users.

Step 4 Menu Classes: Create the Menu Classes for Standard Menus: Categorize
by type of menus e.g. Breakfasts, Buffets, Coffee Breaks, Theme Parties etc.

Step 5 Standard Menus: Using the standard menus, first create the Menu Info
"page", then "go shopping" and compose the Standard Menu from the
appropriate Menu Items that you entered in Step 3 above.

The diagram below, illustrates the structure of the Sales & Catering food and
beverage resources. Information in the right-hand side of the diagram is
created in the first three steps above. The left-hand side of the diagram is
created in Step 4 and 5 above.

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Standard Food and Beverage Resources

Menu Class Menu Item Classes

(GE_MENC.dbf) (GE_MIC.dbf)
e.g. Buffets e.g. Fish, Meat, Soup
Step 4 Step 1

Standard Menu
(GE_MEN.dbf)
e.g. Buffet 1, Buffet 2
Step 5

↓
Menu Item ↓ Menu Item Menu Item List
(GE_MIT.dbf) ↓ (GE_MIT.dbf) Copy (GE_MIL.dbf)
e.g. Potatoes ↓ e.g. Turkey <<============ e.g. Potatoes, Turkey
Step 5 ↓ Step 5 Steps 2 & 3
↓
↓ ↓
↓ Copy ↓
→→→→→→→→→→→→→→→→→→→→→→→→→→→→→↓ ↓
↓ ↓
********************************************* ↓ ************** ↓ **********
↓ ↓
↓
Booking --> Event --> Standard Menu ↓
Buffet 2 ↓ Copy
+ ↓
Customization:--- --> Tomato soup ←←← ←←←←←←←

The advantage of entering Menu Items and creating Menus this way is that
Menu Items (e.g. Tomato Soup in the example above) are only entered
once. This makes it easy to maintain the information (including Menu
Item’s Sales Prices).

When standard Menus are created and when menus are customized the
Menu Item is copied, thus avoiding tedious retyping and (if the hotel’s
Master Data is entered in several languages) the Menu Item only has to be
translated once (when it is first entered).

Recap of Menu Setup Steps

a. Setup Menu Item Classes
b. Enter each Menu Item (dish) in the Menu Item Class
c. Spell Check the Menu Items
d. Setup Menu Resource Classes
e. Create Menus and copy Menu Items to "attach" them to the Menus

To reduce data entry time, where possible use the Copy feature available
when entering Menu Items and also when creating Standard Menus.

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Menu Item Classes

Introduction As with Item Classes, Menu Item Classes are created to group Menu Items
(similar foods and beverages). This makes finding the Menu Item much
easier when creating a Standard Menu or customizing a Menu.

Step 1 Enter the class name and flag it as either a beverage class with [Y] or
leave it as a food class [N].

a. Food items: most hotels distinguish between buffet menu items and
items that are sold as part of standard menus.

b. Beverage items are usually grouped by type and region. Wines in

particular are typically grouped into regions and country of origin.
The following two figures show a sample:

Menu Item Class

B Aperitifs
B Beer
B Bitters
B Champagne
B Hot Beverages
B Portwine
B Red wines Beaujolais
B Red wines Bordeaux
B Red wines other
B Sherry
B Softdrinks
B Spirit Cognac
B Spirit Eau-de-Vie
B Spirit Liqueurs
=Sel INS DEL *=Edit

Fig. 127: Menu Item Class detail : Beverage

Menu Item Class

F Hors d’oeuvres cold/fingerfood
F Hors d’oeuvres warm
F Menu desserts
F Menu maincourses beef
F Menu maincourses fish
F Menu maincourses poultry
F Menu maincourses veal
F Menu salads
F Menu soups
F Menu starters cold
F Menu starters warm
F Sauces/dressings cold
< =Sel INS DEL *=Edit

Fig. 128: Menu Item Class detail : Food

Related Database(s) GE_MIC.dbf (menu item classes)

Related Topic(s) Menu Items see page 219

Standard Menu Classes see page 223
Standard Menus see page 224

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Menu Items
Introduction A Menu Item may be either a food or beverage item. All available
information regarding Standard Group Menus and also alternative dishes
which might be sold to a client, replacing Standard Menu items, should be
entered as standard Menu Items. If special Menu Items are created on an
ad hoc basis for clients, these can be added "on the fly" from within S&C
when customizing a Standard Menu selection.

Step 1 Highlight Menu Item List Maint and press [Enter] . Select the Menu Item
Class to which this menu item belongs and press [Enter] again.

Step 2 If necessary, answer [Y] to the question "No Menu Items Exist. Add One?
YES/NO", or just press [Ins] to add another Menu Item.

Step 3 There are two possibilities at this point:

a. Your hotel has an active interface to Fidelio Food & Beverage, read
on.
b. Your hotel does not have an active interface to Fidelio Food &
Beverage, go to Step 4.

i. A pickbox with the F&B Sales Groups will be presented.

Select the appropriate one and press [Enter].
ii. A pickbox with the F&B Sales Item will appear. Select the
one you want to link to S&C and press [Enter].

If you don’t find the F&B Sales Group or the F&B Sales
Item you were looking for, simply press [Esc] and you will
add a new S&C Menu Item without linking it to F&B. Go to
Step 4.

Your screen will look something like the picture shown in

Step 4 (below), except that some fields like Name 1, the
Artikel No. and the Sales Price are already filled in for you.
See Step 4 for a full description of the fields. (The fields that
are taken over from the F&B system are user definable and
can be modified in the S&C Maintenance program).

iii. As soon as the entries in this screen are confirmed with

[PgDn], the new S&C Menu Item will be linked to the
selected F&B Sales Item. The Cost will be updated
periodically in the Fidelio F&B program to provide the most
up to date information.

Step 4 The following is an explanation of the fields on the Menu Item Edit
screen:

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I ♥ Fidelio Fidelio Development Hotel 22.08.98

File Edit Print Reindex Tables GEM-Tables Misc Quit
Menu items

Name 1 Aiguillette boeuf p.vert

Name 2
A Name 3
C Location
C Restriction
E Description
E Origin 1
F Origin 2
F Origin 3
F Year Article No. 7
H Beverage ? N Resp. Dep. MK
H Included ? Y
M Sales Price 35.00
M Cost 0.00
P
S Portion /piece Container
S Servings 0.00 Lead time
S

Fig. 129

Name 1-3: Three lines for the item name which will be printed on all
reports and contracts:

a. For a food item: fill in the Name 1-3.

b. For a beverage item: enter the name of the beverage in the
Name 1 field and then enter the remainder of the information/name
of the beverage item in the Origin 1-3 fields.

Location for Multi-Hotel Sales & Catering only. You will only be able
to enter this field if a [Y] is entered in the Use Catering Locations? field
in the Catering Office Defaults. If appropriate, enter the hotel to which
this dish "belongs" i.e. where it is created. This field is used for reporting
purposes: a list can be printed of all booked Menu Items filtered by
location. However, when customizing a Standard Menu, a Menu Item
from one location can be booked into another location’s Standard Menu.

Restriction Specifies limited use of the Menu Item. For example, it

would be very hard to serve cheese fondue for 300 guests. Will not be
printed on any reports or contracts.

Description An additional field for further explanation of the Menu

Item. Will not be printed on any reports or contracts.

Origin 1-3 Only use these fields for an additional explanation of

beverages, mostly for wines. Enter information such as origin, quality or
region.

Year Again, this field is mostly used for wines and some special spirits
(e.g. malt whiskeys).

Article No. We encourage you to assign article numbers to each item,

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typically these will be the numbers or codes also assigned to your Cashier
system or Point of Sale (POS) system. If Article Numbers are entered,
you will be able to select Menu Items via a "quick insert" option.

If you have an active Fidelio F&B interface, this field is view only
as the Article No. is imported from F&B.

Beverage Classifies the item in either the beverage or food class.

Some hotels consider Coffee to be a Beverage, other hotels calculate

this as a Food. Before entering the Menu Item Coffee, make sure
that you understand the implications not just on the Function Sheet,
but also the Food & Beverage plan print outs, Revenue Calculations
and the affect on future Menu Item analyses.

Resp. Dep. Each Menu Item is assigned to a Responsible Department, i.e.

the department who is ultimately responsible for the
preparation/organization of the food/beverage item.

Included This field indicates whether the Menu Item’s price is included
or excluded in calculations in the total menu price. Typically,

a. most beverages are excluded, since they are usually charged on a

consumption basis
b. most food items are included in the menu pricing.

Sales Price The sales price is of course dependant on the portion! In

general, only enter a sales price for those menu items that are sold
individually. Food items that are e.g. part of a buffet, do not need a sales
price, as they will always be included in the total buffet price.

Cost The food cost figures should be provided by your F&B department
for each menu item.

If you have an active F&B interface, this field will be updated

periodically from your F&B colleagues for any Menu Items linked
to F&B.

Portion Portion sizes will certainly influence your pricing structure;

see above. Enter information such as "0.7 l" for beverages, and "Menu"
or "Buffet" for food items.

Container For beverages: use this field to denote container types, such
as bottles. For food items leave this field blank.

Servings For beverages: enter how many servings you can obtain from
the container mentioned above. For food items leave this field blank.

Lead Time Specifies the order & deliver time for a menu item and its
associated food items.

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Copying Menu Items

When entering Menu Items, use Copy to create similar items within one
Menu Item Class: enter the first Menu Item, then from the Menu Item
pickbox, press [+] on the Menu Item to be copied. The copy is made and
you can now make minor adjustments to the newly copied Menu Item. If
necessary, press [↑] to see the original.

Related Database(s) GE_MIL.dbf

Related Topic(s) Menu Item Classes see page 218

Standard Menu Classes see page 223
Standard Menus see page 224
Translation to 2nd & 3rd Language see page 230
Menu Item Update Utility see page 237

Translation Field(s) Name 1, Name 2, Name 3, Portion, Container

Origin 1, Origin 2 and Origin 3

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Menu Classes
Introduction Following Step 4 on page 223, create the menu classes for standard menus
by categorizing the types of standard menu. Don’t forget to create Menu
Classes for standard menus such as "Open Bars", "Conference Beverages"
etc.

Step 1 From the Main Menu, select GEM-Tables -> Event Master Data ->
Standard Menu Maint

Step 2 If necessary, answer [Y] to the question "No Menu Resource Classes
Exist. Add One? YES/NO", otherwise just press [Ins] to add another
Menu Resource Class.

Step 3 Type in the Menu Class name and press [Enter] to confirm.

The class names you create should be identical to the "headings" used in
your Banqueting sales documentation. A sample is presented in the next
figure:

Menu Resource Classes

B Coffeebreaks
B Conference Beverages
B Happy Hours
F Breakfasts
F Buffets
F Cocktail Reception
F Menus
F Snacks
F Special Menus
< =Sel INS DEL *=Edit

Fig. 130

In addition, create one Menu Class for all the "headings" that you want to
appear on contracts when you have a special menus. Give this Menu
Class a generic name such as "Headings" or "Titles".

Related Database(s) GE_MENC.dbf

Related Topic(s) Menu Item Classes see page 218

Menu Items see page 219
Standard Menus see page 224

Translation Field(s) None

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Standard Menus
For S&C GEM and S&C GEM Express only. If your hotel uses standard
menus, once you have created the

a. Menu Item Classes and their Menu Items

b. the Menu Classes

you are ready to compose the Standard Menus using the Menu Items you
have already created.

Step 1 Select GEM-Tables -> Event Master Data -> Standard Menu Maint and
then highlight and press [Enter] to select the appropriate Menu Resource
Class. Your screen may look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Fidelio Sales & Catering - Utili Menu resources ↑

Menu 1A R 19.00
Menu 1B R 19.00
Menu 1C R 19.00
Menu 1D R 67.00
Menu 2A R 27.00
Menu 2B R 27.00
Menu 3A R 35.00
Menu 3B R 35.00
Menu 4A R 45.00
Menu 4B R 45.00
Menu 5A R 53.00
Menu 5B R 53.00
Menu 6B R 67.00
Menu 7A R 76.00
Menu 7B R 76.00
Menu 8A 85.00
INS DEL *=Menu Info TAB=Menu Detail ↓

Fig. 131

Step 2 Press [Ins] to add a new Menu and the Menu Edit screen will be
displayed:

Menu name
Name 1
Name 2
Menu Location
Served per
Restriction
Sell price 0.00
Price Food 0.00 included
Price Beverage 0.00 included
Price Total F&B 0.00
Article No.
Cons. Base N

Fig. 132

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Step 3 Name 1 & 2 Enter the name of the Menu as it should appear on
Contracts and Function Sheets

Menu Location for Multi-Hotel Sales & Catering only. You will only be
able to enter this field if a [Y] is entered in the Use Catering Locations?
field in the Catering Office Defaults. If appropriate, enter the hotel to
which this menu "belongs" i.e. where it is normally served.

This field is used for reporting purposes: a list, filtered by location, can be
printed of all booked Menus. However, when booking a Standard Menu,
menus can be assigned to Events booked into Function Space at another
location.

Served per normally "per person"

Restriction used for menus that either cannot be served to a large number
of people (e.g. if you only have 30 fondue sets), or can only be served if
there are more than a certain number (e.g. a whole suckling pig)

Sell Price per person price for the Menu.

Price Food included for future development.

Price Beverage included for future development.

Price Total F&B for future development.

Article No. highly recommended that you use this for quick adding of
Menu resources. The entry in this field can be alphanumeric e.g. Summer
Menu 3 = SUM3 or Fork Buffet = BUFFORK, etc.

Cons. Base is the Menu charged on Consumption Basis or not.

Step 4 Once you have entered the necessary information in the Menu Edit screen,
press [Pg Dn] and the Menu name will be added to the pickbox list.

Step 5 Now "go shopping" for the Menu Items which should be included in this
Menu: press [Tab] (for Menu Detail) and answer [Y] to the question
"? No Menu Items: Add One? YES/NO". Your screen will then look
something like this:

Step 6 As you see, the Menu Item Class list is displayed.

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I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Fidelio Sales & Catering - Utili Menu Item Class ↑

B Aperitifs
B Beer
B Bitters
B Champagne
B Hot Beverages
B Portwine
B Red wines Beaujolais
B Red wines Bordeaux
B Red wines Burgundy
B Red wines other
B Red wines Rhone
B Sherry
B Softdrinks
B Spirit Cognac
B Spirit Eau-de-Vie
B Spirit Liqueurs
=Sel INS DEL *=Edit ↓

Fig. 133

A quick way to move the cursor to the beginning of the Food Menu
Item Classes is to type [F], and [B] to quickly move to the
beginning of the Beverage Menu Item Classes.

Select the desired Menu Item Class and then "pick up" a copy of the
desired Menu Item. Either :

a. by pressing [Space Bar] if you need several items from this Menu
Item Class. Press [Enter] when done to confirm your multiple
choices, or

b. by pressing [Enter] to select just one Menu Item from the list.

Step 7 You will be returned to the Menu Item List. Continue "shopping" as
described in Step 6 above until you have all the necessary Menu Items for
this menu. When done, press [Esc] to return to the Menu list.

Step 8 Highlight the new Menu and press [Tab] again. Your selected menu
items will be displayed; the default course number (to the left of the menu
item name) is [1].

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Step 9 Change the course numbers for the appropriate Menu Items: highlight each
Menu Item that is not part of the first course, and press [*] to Edit.
Change the Course Number as appropriate e.g. if the desert should be
part of the 4th course, highlight and press [*] on the desert Menu Item,
enter a [4] in this field and then press [Pg Dn].

It is also possible to re-arrange the Menu Item order within the

course: while in the Menu Item Edit screen, move the cursor to
Course Order and make the appropriate entry. For example, your
deserts are the third course, but you would like to rearrange the
order of the "White Chocolate Mousse", "Sherry Trifle" and "Fruit
Salad": simply enter [3] in all three dish’s Course field and the
appropriate numbers in the Course Order.

Calcul. Factor multiplication factor for the Menu Item. Used to

calculate the menu item’s Sales Price when only a portion of the Menu
Item will be sold. The number in this field should always be [1] unless
you change it for example :

Imagine that your hotel has 1 gallon coffee urn and sells this full at
US$20.00 per urn; however, this group only needs half a gallon of
coffee. You enter [0.5] in this Calc. Factor field and the Sales
Price will automatically calculate as $ 10.00.

When you have changed all appropriate Menu Items, your screen will look
something like this:

Menu resources ↑
Menu 9A R 100.00

↑
1 Lobster garnished with Vegetables and Raspberry Vinaigre
2 Mixed Salad
3 Pheasant a la Souworoff
3 Chef’s Choice of Vegetables
4 Gateau St. Petersburg

INS DEL *=Edit ↓

Fig. 134

Beverages will always be listed under the last food Menu Item.

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When the Menu is printed a line of asterisks [******] will be

printed between each course, indicating a break between one course
and the next.

If you change the spelling of a Menu Item that has been copied to a
Menu, the original spelling of the Menu Item (in the Menu Item
list) is not changed. To ensure that all Menu Items are always spelt
correctly, go back to the Menu Item List and change the original
Menu Item.

Step 10 When done, press [Esc] and add additional Menus as described above.

Tips a. If your hotel does not already have specialty menus for the
following, we recommend that the following empty Standard Menus
are created under a Menu Resource Class called "Specials":

1. Vegetarian Menu
2. Children’s Menu
3. Custom Menu

b. When creating Standard Menus, use the Copy feature for new
menus which are similar to those you have already created. From
the Menu resource pickbox: highlight the appropriate menu and
press [F6]. Answer [Y] to the question ? Copy Menu Items too?
Once the Menu is copied, use [↓] to highlight the copy and press
[*] and change the menu name; then press [Tab] to add or delete
Menu Items for the newly created menu.

Related Database(s) GE_MEN.dbf (Menus)

GE_MIT (Menu Item - copy of GE_MIL)
GE_RES.dbf (RES_LNK and MEN_LNK fields)

Related Topic(s) Menu Item Classes see page 218

Menu Items see page 219
Standard Menu Classes see page 223
Translation to 2nd & 3rd Language see page 230
Menu Item Update Utility see page 237

Translation Field(s) Menu Name 1

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Catering Packages
Introduction For S&C GEM and S&C GEM Express only. If your hotel offers
Catering Packages to conferences and groups, when first setting up the
system collect a set of all Catering Sales information offering Catering
packages to groups of any kind. Important! Include a breakdown of the
package by Event and by Resource type (Function Space, Items & F&B).

Details For example:

a. Daily Delegate packages

b. Residential Conferences
c. Special Promotion Packages etc.

Make sure this information includes full details of the Function Space,
Items and Menus (if any) included with each catering package, e.g.

a. Daily Delegate : Package A : price £ 30 per person per day.

Package includes:

- 1 section of Ballroom for 8 hours (max. 50 people)

- 1 x overhead projector
- 1 x flipchart & pens
- 1 x morning Coffee Break
- 1 x afternoon Tea Break
- Buffet Luncheon in the Main Restaurant

b. Daily Delegate : Package B : price £ 45 per person per day.

Package includes :

- 1 section of Ballroom for 8 hours (max. 50 people)

- 2 breakout rooms - half day (max 25 people each)
- 1 x overhead projector
- 1 x flipchart & pens
- 1 x TV and Video Monitor
- 1 x morning Coffee Break
- 1 x afternoon Tea Break
- Buffet Luncheon in the Main Restaurant

Include breakdown details of the per person package price by Event and
by Resource type.

Catering Packages are created from within the Sales & Catering
program. See Section 7 of the User Manual for more information.

Related Database(s) GE_PKG.dbf GE_EORD.dbf SC_RIGHT.ini

GE_PKGE.dbf GE_EV.dbf
GE_PKGI.dbf GE_RES.dbf

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Translation to 2nd & 3rd Languages

Introduction S&C Hotel, S&C GEM and S&C GEM Express only. If desired by the
hotel, all menu items, menu names, items, item prices and attributes,
function room setups and prices as well as the room type description can
be translated into a 2nd, 3rd etc. language. These other languages will not
be displayed on the screen, but are used when printing external reports e.g.
function contracts.

Before entering any Master Data, consider which will be the "base
language" for Sales (codes on the Account, Contact and Activity levels)
and which will be the "base language" for the Rooms & Catering side of
the program (codes and descriptions on the Booking, Event and Resource
levels) - the two do not have to be the same.

In each section above, we have noted the fields which can be translated.
These can then be printed on Contracts and Function Sheets.

Step 1 On any field that can be translated, if you press [Alt]+[L] and a brief
message will appear: "Opening Language Databases", after which your
screen will look something like this:

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File Edit Print Reindex Tables GEM-Tables Misc Quit

Itemclass, ? ↑
GE_ITMC NAME 2 Decoration

=Edit INS DEL ↓

Fig. 135

Step 2 A copy of the base language description has been made. The pickbox
displays the name of the Database and the Field being translated, together
with the number of the language (2nd, 3rd etc.) and the translation.

Step 3 Edit this record to correct the description to that of the 2nd language and
the Language entry screen will be displayed, looking something like this:

Language 2
Translation Decoration

Fig. 136

Let’s say you are translating the English word "Decoration" and that your
2nd language is German, and 3rd language is French:

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a. Press [Enter] to Edit, [Enter] through the language field and then
change the Translation entry to the German equivalent
(Verzierung). When done, press [Pg Dn].

b. Press [Ins]. Enter a [3] in the Language field and then type the
French word translation for Decoration (which I would enter if I
could remember it - wait! it could be Décoration) in the
Translation field. Press [Pg Dn]

c. Your screen will then look like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Itemclass, ? ↑
GE_ITMC NAME 2 Verzierung
GE_ITMC NAME 3 Décoration

=Edit INS DEL ↓

Fig. 137

To quit this language pickbox, press [Esc]. Remember to press [Pg Dn]
through the entry screen to confirm any changes you have made.

Step 4 Repeat the above steps for each field to be translated.

Keep the languages in the same order i.e. don’t start entering French
as Language 2 and German as language 3 half-way through your
Master Data entry.

When setting up Function Spaces, Items, Menu Items or Standard

Menus, you will have to use the copy feature on several occasions.
You will also be prompted to copy the translation.

Step 5 Once all relevant languages are entered, double check for typing errors /
mis-translation : go to S&C Reports & Lists -> Master -> Translation
Master Data.

Select each appropriate language (i.e. [2], [3] etc). The report will print
out the translation and the base language for each entry. Check and make
any necessary corrections.

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How the 2nd, 3rd etc. Languages are Used

When the contracts are set up, a relationship is made between the contract
and one of the languages. For example, Language 2 = German. All the
fixed words in this contract are entered in German. When the user prints
the contract, the Language 2 Master Data is called into the contract for the
"moveable objects" i.e. all the Events booked Resources.

When entering Events for groups, consider which language the

contract will be printed out. There are certain entry fields (such as
the Event Name on the Event Edit screen and all customer Notes
fields) which will appear exactly as they are typed by the user. If
you want this information to print in German, the user must enter it
in German (e.g. "Konferenz" and not "Conference")

Related Database(s)
SY_AMESS.dbf (language translations for Room Type descriptions)
GE_DATA.dbf (language translation database for Event Master Data)
GE_RES_M.dbf (language translation database for GE_RES)
GE_RES_L.dbf (language translation database for GE_MIT)

Related Topic(s) Room Types (Room Description Long field) see page 77
Menu Items see page 219
Standard Menu names see page 224
Item Classes see page 208
Items see page 209
R&R Contracts, Function Sheets

232 © MICROS Systems, Inc.: September 1998

Systems Supervisor Manual S&C UTILITIES

Event Forecast Maintenance

Introduction For S&C GEM and S&C GEM Express only. If the hotel’s Catering
department will now (or in the future want to) run forecast reports to
project banqueting revenue for future dates, we strongly recommend that
this option is used from the start.

Advantages of using the Event Forecast Maintenance are as follows:

a. Each event that is entered is coded by type. When the user selects
the type, the system will automatically enter the forecasted numbers
for the four resource types: Function Space, Items, Beverage and
Food. The users do not have to stop and enter information, but if
they have the rights, they can change the forecasted numbers as
necessary.

b. As a further enhancement, the forecasted numbers are entered not

just by event type, but also by date i.e. if there are seasonal
differences or adjustments to be made for future years, these can
also be taken into account.

c. The biggest advantage will become apparent when budgeting time

comes around. The Director of Catering can run a report in 10
minutes that would have taken him hours or even days to calculate
when working with the manual Function Diary!

Setup Issues First make sure that you have a list of the valid Event Types with their
codes. The Event Types would either have been entered through S&C, or
can be entered (and checked) using the menu option File -> Val Checks
and searching for the Alias Field = EV_TYPE (see page 20 for details
and suggestions).

Step 1 From the S&C Utilities Main Menu, select Tables -> Event Forecast
Maintenance.

Step 2 Press [Enter] and your screen will display the Event Forecast Maintenance
pickbox, looking something like this:

Code From to SPA ITM BEV MEN Start End

/DIN 01.01.97 31.12.98 0 20 8 27 19:00 21:00
/LUN 01.01.97 31.12.98 0 0 2 23 12:00 15:00
/SET 01.01.97 31.12.98 0 0 0 0 07:00 23:59
/RE1 01.01.97 31.12.98 0 0 15 18
/RE2 01.01.97 31.12.98 0 0 7 8
/MET 01.01.97 31.12.98 15 0 0 0 09:00 17:00
INS=Add =Select DEL=Delete +=Copy ↓

Fig. 138

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At this point you have various options:

Add a new record

Step 1 To add a new record, from anywhere in the pickbox, press [Ins] and your
screen will look something like this:

Code :

Valid from : . .
Valid to : . .

SPA : 0
ITM : 0
BEV : 0
MEN : 0

Event Start Time : :

Event End Time : :

Fig. 139

Code: Three letter Event Type code. This must correspond to one of
the Event Type codes entered in File -> Val Checks ->
ALIASFIELD=EV_TYPE

Valid from and Valid To: Enter the dates for which this Event Type’s
forecast will be valid. We recommend that you set one record to forecast
number for the current year, and one record to forecast numbers from the
beginning of next year for all future dates i.e.:

a. 1 record valid from 01.01.98 to 31.12.98

b. 1 record valid from 01.01.99 to 31.12.10 (depending on how far

into the future you have requests for your catering space)

If you leave the Valid From and Valid To fields empty, the Event
Type code together with its forecasted numbers is recognized for all
dates.

The next four fields refer to resource types. All entries should be in round
numbers (i.e. no decimal places):

SPA Function Space. If appropriate, enter the per person forecasted

revenue for Function Space for this Event Type, e.g. for a meeting, the
hotel budgets $ 15 per person for function space; but if the event was a
dinner and there is typically no room rental charge for dinners, then leave
blank.

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Systems Supervisor Manual S&C UTILITIES

ITM Item. If appropriate, enter the per person forecasted revenue for
Items (technical equipment, decoration etc.) for this Event Type.

BEV Beverage. If appropriate, enter the per person forecasted revenue

for Beverage for this Event Type.

MEN Menu. If appropriate, enter the per person forecasted revenue for
Menus (i.e. food) for this Event Type.

Event Start Time and Event End Time If appropriate, enter the typical
start and end times for this event. For example, if most pre-dinner
cocktail receptions in the hotel start at 6pm and end at 7.30pm, enter
18.00 to 19.30 here.

If this information is filled in, then when the users create each event, once
they have selected the Event Type code, this default Event Start and End
Time will be filled in for them, saving the user from repetitive key
strokes.

If there is no fixed pattern by event type, then leave blank.

Step 2 When done, press [Pg Dn] and the new record will be added.

We recommend setting up one Event Type for SET (setup/setdown)

so that Function Space can be blocked for this if necessary. In this
case, all forecast numbers should left at [0].

Copy a Record Use this option if you have another (very similar) Event Type Forecast
record which you would like to add. This option saves unnecessary key
strokes when setting up and maintaining this data:

Step 1 Highlight the appropriate record and press [+] to Copy. The record is
immediately copied. Your cursor will be positioned on the last record in
the pickbox - this is the new record you have just created.

Step 2 Change this record by pressing [Enter] and making the relevant
adjustments. When done, press [Pg Dn] to confirm and save the changes.

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Edit/Change a Record To edit or change a record, highlight and then press [Enter]. Make the
desired entry changes and press [Pg Dn] to save.

Delete a Record If the record is no longer required, or was entered by mistake, highlight
and then press [Del]. Confirm that you want to delete by typing [Y] or
highlighting [Yes] and pressing [Enter]; otherwise, type [N].

Housekeeping Tasks: At least once a year (we recommend just after budgeting time), update the
figures for the Event Forecast Maintenance:

a. Enter new records so that all new events entered for future dates
(e.g. January 1, 1998 onwards) will reflect the new forecasting
numbers.

Make sure that you enter the Valid From and Valid To dates
indicate the dates for which the new forecast numbers are
valid. This is important, as you should also have existing
forecast records which are still valid for the remainder of this
year.

b. run a Recalc Forecast/Revenue (see Utilities menu option Misc ->

Recalc. Forecast/Revenue on page 248) to update existing Events
with the new Forecasted numbers i.e. in our example, Events
already booked for January 1998 onwards will be updated with the
new Forecast numbers.

Related Database(s) GE_FCDEF.dbf

SM_VAL.dbf

Related Topic(s) Event Types (set up in Val Checks) see page 13

Recalc. Forecast/Revenue see page 248
Forecasting Revenue for Events see User Manual Section 7
Reports & Lists see Forecast reports under Events
category

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Menu Item Update Utility

For S&C GEM and S&C GEM Express only. This routine is only
necessary if the Standard Menu Prices are based on Menu Item prices.
Use this option every time the Chef (or anyone else in the hotel) changes
the Menu Item prices - usually this will be once a year.

The prices on the individual Menu Items must be updated (see

below for instructions) before using this utility to automatically
update Menu Item prices in the standard Menus themselves.

This utility does not update Menu Item prices for menus that are
already booked for future events.

Users can stay in S&C while this routine is running.

Step 1 First update all Menu Item prices : go to GEM-Tables -> Event Master
Data -> Menu Item List Maint -> select each of the relevant classes to
edit and update each appropriate Menu Item in each class. This may take
quite a long time, but there’s no short cut for this part of the procedure.

Step 2 When done, select Menu Item Update Utility from GEM-Tables. Your
screen will then look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

W A R N I N G

This program operates on ge_mit.dbf

You should have made a backup copy of ge_mit.dbf

ABORT CONTINUE

Fig. 140

This utility will update some, but not all, of the fields in GE_MIT.
It will update :

i. Price
ii. Container
iii. Servings
iv. Description
v. Beverage (i.e. Beverage ? Y/N)

However, unfortunately you cannot use the Menu Item Update

Utility to correct spelling mistakes for Menu Items that have already
been assigned to Menus.

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Step 3 Once the Menu Item Update Utility has been run, you will be returned to
the Main Menu.

Step 4 After you have run this utility, run a reindex of the GE_MIT database.
You can either use the Utility menu option Reindex -> Selected or run a
reindex from DOS to do this.

Related Database(s) GE_MIT.dbf

Related Topic(s) Menu Items see page 219

Standard Menus see page 224

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Systems Supervisor Manual S&C UTILITIES

Function Book Integrity Utility

For S&C GEM and S&C GEM Express only. The Function Book
Integrity Utility is a powerful utility program that allows you to re-check
the availability of your function spaces and all existing blocks in the
Diary.

Any function room that you are blocking for a booking is stored in the
resource database called GE_RES.dbf. We have designed this integrity
utility in order to make sure that your function space is blocked properly
after system "crashes" have occurred that could have affected the data in
GE_RES.dbf.

We recommend running a reindex with pack on the GE_RES

database before running this Integrity Utility. This will facilitate
reading the results (see the option Print Deleted Records on
page 241 below). The Integrity Utility can be run while users are in
the program.

Running the Function Book Utility

Step 1 From S&C Utilities, select GEM-Tables and then Function Book Integrity
Utility. Then set your parameters to those shown in the Figure below:

I ♥ Fidelio Sales & Catering Integrity Utility Version 6.10 ML

Integrity Check Options

Delete Orphans/Runaways........: [YES]

Reset Children Offsets.........: [YES]

Recheck availability...........: [YES]

Print deleted records..........: [YES]

Print non-significant stati....: [YES]
Print on completion............: [YES]
Only print errors..............: [YES]

ESC aborts

Fig. 141

Use [↓] to move down through the options.

If necessary, use [Space Bar] to change the parameters from [Yes] to

[No] and back.

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Delete Orphans/Runaways: What are orphans and runaways? Orphans

occur sometimes, because an entry in the database does not get deleted
correctly.

For example, when the ballroom is blocked for a certain time period the
child rooms are automatically blocked as well (blue graphic bars on the
diary screen). When the booking is canceled or lost, the system releases
the ballroom as well as all child rooms. If an error occurs or the system
crashes during this releasing process, the ballroom might be the only room
that is released properly and the child rooms are "forgotten" thereby
creating orphans.

Conversely, sometimes the children are deleted, but the parent room is still
left in the data, i.e. the children have "runaway" from the parent.

By setting this flag you are making sure that those outstanding orphans, or
the runaways will be deleted from the database and that these rooms can
be re-booked properly.

Reset Children Offsets What are children offsets? Whenever a

combination room is booked in the diary, the system is not only creating a
database entry for the parent room, but also simultaneously creating one
record for each child room. However, sometimes the start and end times
of the children rooms do not coincide with the times that the parent room
is blocked for. Accordingly the children are "offset" from their parents.

With this offset flag turned on, the integrity utility sets all start dates and
times of the parent and child rooms equal. Therefore, offset errors are
fixed automatically by the integrity utility.

Recheck Availability: The availability and waitlist flag is set to false

and true respectively whenever a user books a room on purpose.
However, when an event order or an event is copied, the room resources
are by definition (due to the copy process) double booked.

After the dates/times of the copied event/event order or booking are

changed, the system then moves the room resource and re-checks the
availability of the function spaces for the new dates. If a user crashes
during this process, the waitlist or the availability flag may not reset
properly, leaving the copied events and their function rooms with a flag
that is incorrect. Therefore, run this Integrity Check with the reset
availability flag parameter set to [YES], and the error will be fixed
automatically.

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Systems Supervisor Manual S&C UTILITIES

Print Deleted Records: Running a reindex with the packing option turned
on before you ran this integrity check, means that the only deleted records
showing on the print out of your Integrity Check will be the Orphans &
Runaways (which you flagged for deletion with the Delete
Orphans/Runaways parameter above). Deleted records are indicated
with a [*] next to the entry. These spaces urgently need to be re-booked
by the users.

Print Non-significant Stati: will cause the print out to include any data
that belongs to one of the following booking status: lost, canceled,
pending. Normally these statuses do not affect availability in the Diary,
but should still be checked as Users frequently copy old bookings
(including those with these "non-significant" stati) when entering new
bookings.

Print on Completion: With this flag set to [Yes], the program will
generate a print out. In general we recommend that you generate a print
out a list of the errors for reference and for support purposes.

Only Print Errors: will limit the print out just to any errors in
GE_RES.dbf. If you turn the flag to [No], then you will get a print out
of all data in GE_RES.dbf - but BEWARE - depending on the size of
your GE_RES.dbf, this could be over 100 pages long!

For the Multi Hotel version, an extra filter allows you to run the
integrity check on a selected hotel.

Step 3 Once you have selected the desired options above, press [Enter] and two
date fields will be displayed. This refers to the Event Dates, not Booking
Dates. Ensure all required dates are covered. We would recommend
running the Integrity Check :

a. once a month with the date range from today’s date to 31.12.2099
b. once a year from first date of S&C installation to 31.12.2099.

If the date field only displays two characters for the year e.g.
31.12.99, the Century Flag is still set to [N] in your Sales Office
Defaults. Change this Century Flag entry to [Y] and you will be
able to enter the full four characters [31.12.2099] in the End Date
field. See page 255 for further details on the Century Flag

Step 4 When ready, press [Enter] and a Printer Selection pickbox will be
displayed. Select the desired printer and the integrity check will start.
You will see on your screen that this Function Book Integrity is now
checking all records in the GE_RES.dbf.

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S&C UTILITIES Systems Supervisor Manual

Step 5 Once the utility is finished, you will be returned to the Press any key to
continue prompt. Press [Esc] to return to the S&C Utilities menu.

No Print Out
If you do not receive a print out of the Integrity Check immediately the
result will be sent to a file called GE_RES.int. This is an ASCII file.
This file is overwritten each time a new Function Book Integrity Utility is
run. Therefore, if you do not receive your requested print out after
running the Integrity Utility, please contact the S&C Support Desk before
running the Integrity Utility again.

There are two primary reasons for not receiving a print out. To ensure the
output of your Integrity Check, make the necessary changes as appropriate
:

a. you do not have a print capture set to the printer you have selected.
Edit or copy the GE_RES.int directly from DOS to a printer, for
example by typing [copy ge_res.int lpt1].

b. you do not have the necessary entries in your Val Checks. In S&C
Utilities, go to File -> Val Checks and check/add entries for:

1. the appropriate printer (AliasField PR_DEFINE) e.g. HP4

2. the appropriate paper size (AliasField PR_SIZE) e.g. A4,
Letter etc.

See page 18 for more details

See the next two pages for an example of the result of this Integrity
Check

Related File(s) SC_INTEG.ini

GE_RES.ini

Related Database(s) GE_RES.dbf

242 © MICROS Systems, Inc.: September 1998

FIDELIO Sales & Catering integrity utility Version 6.10 I:\FIDELIO\SM_DATA\ge_res.dbf Run: 20.07.98 16:39 STEFAN Range: 01.01.98-31.12.00

RES_ID BOOK_LNK Sta SPA_LNK RECNO DATES TIMES UP/DOWN NAME Page: 8

8916 BB 499 DEF 41 5377 25.01.98-25.01.98 15:00-15:30 10 10 Foyer Konferenzetage c !

8917 BB 499 DEF 45 5378 25.01.98-25.01.98 15:00-15:30 10 10 Foyer Konferenzetage c !

18608 BB 1016 DEF 18 11799 25.01.98-25.01.98 15:00-18:00 20 10 München I
18533 BB 1012 DEF 40 11745 25.01.98-25.01.98 15:30-16:00 5 5 Foyer Konferenzetage W !
18615 BB 1016 DEF 40 11810 25.01.98-25.01.98 16:15-16:30 5 5 Foyer Konferenzetage

16070 BB 906 LOS 12 10144 26.01.98-26.01.98 08:00-18:00 20 10 Schliersee

14208 BB 844 CAN 8 9073 26.01.98-26.01.98 09:00-18:00 20 10 Frankfurt I
13093 BB 773 ACT 13 8282 26.01.98-26.01.98 10:00-17:00 20 10 Spitzingsee
14209 BB 844 CAN 40 9081 26.01.98-26.01.98 10:30-10:45 5 5 Foyer Konferenzetage
16076 BB 906 LOS 40 10169 26.01.98-26.01.98 10:30-10:45 5 5 Foyer Konferenzetage W !
13101 BB 773 ACT 31 8287 26.01.98-26.01.98 12:30-13:30 0 0 Restaurant " Ambient
14210 BB 844 CAN 29 9082 26.01.98-26.01.98 12:30-13:30 0 0 Restaurant " Ambient
16081 BB 906 LOS 29 10173 26.01.98-26.01.98 12:30-13:30 0 0 Restaurant " Ambient !
18834 BB 1031 DEF 14 11985 26.01.98-26.01.98 15:15-16:15 15 15 Lenggries
14213 BB 844 CAN 41 9084 26.01.98-26.01.98 15:30-15:45 5 5 Foyer Konferenzetage
16079 BB 906 LOS 40 10171 26.01.98-26.01.98 15:30-15:45 5 5 Foyer Konferenzetage
19147 BB 1049 DEF 12 12209 26.01.98-26.01.98 16:30-18:00 20 10 Schliersee
19002 BB 1044 CAN 12 12103 26.01.98-26.01.98 18:00-19:30 20 10 Schliersee W
19153 BB 1049 DEF 28 12212 26.01.98-26.01.98 18:30-21:00 0 0 Restaurant " Ambient
19003 BB 1044 CAN 12 12104 26.01.98-26.01.98 19:30-22:00 20 10 Schliersee W !
19005 BB 1044 CAN 40 12106 26.01.98-26.01.98 19:30-22:00 45 30 Foyer Konferenzetage
19007 BB 1044 CAN 13 12108 26.01.98-26.01.98 19:30-22:00 20 10 Spitzingsee

16085 BB 906 LOS 44 10176 27.01.98-27.01.98 08:00-18:00 40 20 Frankfurt K 16086,16087

16086 BB 906 LOS 8 10177 27.01.98-27.01.98 08:00-18:00 40 20 Frankfurt I c
16087 BB 906 LOS 11 10178 27.01.98-27.01.98 08:00-18:00 40 20 Frankfurt II c
12850 BB 730 LOS 13 8111 27.01.98-27.01.98 09:00-17:30 20 10 Spitzingsee
16067 BB 782 LOS 43 10143 27.01.98-27.01.98 09:00-13:00 40 20 München K 16068,16069
16068 BB 782 LOS 18 10166 27.01.98-27.01.98 09:00-13:00 40 20 München I c
16069 BB 782 LOS 19 10167 27.01.98-27.01.98 09:00-13:00 40 20 München II c
14010 BB 782 LOS 40 8915 27.01.98-27.01.98 10:30-10:45 5 5 Foyer Konferenzetage
16093 BB 906 LOS 45 10183 27.01.98-27.01.98 10:30-10:45 5 5 Foyer Konferenzetage
16107 BB 906 LOS 30 10198 27.01.98-27.01.98 12:30-14:00 0 0 Restaurant " Ambient
14013 BB 782 LOS 29 8917 27.01.98-27.01.98 13:00-14:30 0 0 Restaurant " Ambient

Fig. 142
FIDELIO Sales & Catering integrity utility Version 6.10 I:\FIDELIO\SM_DATA\ge_res.dbf Run: 20.07.98 16:39 STEFAN Range: 01.01.98-31.12.00
Last Page: 18
Status description Code Avail Disp

Accept Lead ACL

Actual ACT √
Canceled CAN
Confirmed Lead CFL
Definite DEF √ √
Inquiry INQ
Leads LEA
Lost LOS
Lost Lead LSL
Option OPT √ √
Pending Leads PEL
Pending PEN
Turn down Lead TDL
Tentative TEN √ √
Unable to confirm UNC

Error summary

AVAIL 10
ORPHAN
RUNAWAY
OFFSET
STATUS
VECTOR
TOOLONG
RESLNK

REVERSE

Parameter summary

Delete Orphans/Runaways √

Reset Children Offsets √

Recheck availability √
Print deleted records √
Print non-significant stati √
Only print errors √

Fig. 143
Systems Supervisor Manual S&C UTILITIES

Interpretation of the Results and How to Fix Errors

Once you have run the integrity utility, a report is generated (if you have
set the parameter correctly) and you will automatically return to the S&C
Utilities menu. The report will be in the following format (please refer to
the Fig. 142 and Fig. 143 for a sample print out.

Main Body of the Report

a. To the far left, each record’s unique ID number is displayed. Next

to this ID number, the booking number, booking status and space ID
numbers are shown; followed by the RECNO field which displays
the record number from the GE_RES.dbf for reference purposes.
Next, the dates and times for each record are printed along with the
setup and setdown times in minutes, the space names.

b. To the far right is an indication whether this record is booked into a

combination room [K]. If a combination room is booked, then the
child record’s ID numbers are indicated on the far right.

c. Child room bookings are listed with a small [c]. (In the sample
report Fig. 142 you cannot see the child room bookings because the
report was run with the Only Print Errors flag set, and fixing the
parent will automatically fix any children).

d. If an event is waitlisted you will find an [!] next to the Space name
of the event that is currently occupying the room (and therefore
causing other events to be waitlisted). The letter [W] next to the
Space Name indicates that event for this Space is waitlisted.

If an irregularity is detected, information will be printed to the far right of

each record detailing what is/was wrong with the record in question.
Some of the errors are fixed automatically simply by running the integrity
check; other errors, however, you will have to fix manually. The
following is a list of each error type including an indication of whether it
is fixed automatically or whether action is required by you.

Avail Meaning of the Error: If the Recheck Availability flag is set to [Yes] the
system will recalculate the availability of all booked function rooms for
the requested period. However, if there has been a waitlist for a particular
room, the integrity utility might have chosen the event from "the other"
booking and placed it into the room.

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How to fix it: You should call up the function book for the day in
question. Then press [F3] for the Events of the day and check the
assignment of the rooms of those entries that carry an [!]. If necessary,
change an event’s waitlist around through the menu option Waitlist on the
Function Book menu.

Orphan/Runaway Meaning of the Error: Runaway errors are errors where a combination
room has been booked, but has "lost" the child room bookings, or vice
versa, orphans. These need to be fixed manually.

How to fix it: In this case, you should call up the booking in the
program (use the booking id) and delete the function space from the event
in question.

If you have already selected the option Delete Orphans/Runaways from

the option box, then these rooms have already been deleted from the
events. You should rebook the room as requested by the client. After
you have fixed all runaway/orphan errors, perform the utility check one
more time for the dates that these runaways occurred, to see whether you
have caught all of them.

Status Meaning of the Error: Occasionally, users manage to insert a status code
into the booking status field which does not exist, i.e. they assign a status
of DFF instead of DEF for "definite". This might have happened in
versions of S&C prior to 2.00 if the user pressed [Pg Dn] after typing in
the wrong code for Booking status. The program does not block any
Function Space for status code abbreviations which do not match the
standard ones.

How to fix it: Call up these bookings and enter the correct status code
so that the program can calculate and display the function rooms’
availability correctly.

Vector Meaning of the Error: This is an internal translation error of the

date/time for each event into the vectors that determine when the space is
getting blocked in the diary.

How to fix it: It is fixed automatically by the integrity utility.

TooLong Meaning of the Error: Here, an event has been blocked for more than a
24 hour time period - which you should never do, simply because the
system is only evaluating potential overlaps before or after the event for a
42 hour period. Therefore, you entered dates/times for an event which are
"toolong".

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How to fix it: Please call up these events and reduce them to less than
24 hours. If you need to block a room for example for 3 days in a row,
you should create an event in the Day 1 Event Order and then copy this
event to Day 2 and Day 3.

Reslink Meaning of the Error: Here a single room (which is not a child- or
parent-room) has lost its link to the booking. The link is lost to
GE_SPA.dbf.

How to fix it: Again, the only way to fix this "lost" resource is to call
up the booking with the appropriate event, delete the room resource and
rebook it.

Reverse Here your event is for example overlapping into the morning of the next
day, but your event date is still the same. For example, the start and end
dates on the event are March 24, but the times are 7pm until 2am the next
day - which is simply incorrect

How to fix it: Call up the event and adjust the end date

Error and Parameter Summary

At the end of the report you will find an error summary that lists how
many times an error was found. In addition, the parameter summary
shows you the options you have "checked" off when running the integrity
check.

In general, we recommend that you keep the integrity print outs for your
reference and if you need further clarification, that you send the utility’s
print outs to your Fidelio S&C Support Desk asking for their assistance.

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Recalc. Forecast/Revenue
For S&C GEM and S&C GEM Express only. This utility will recalculate
the Catering (only) Forecast and Revenue figures for all Bookings.

We recommend you run this utility after updating the Event Forecast
Maintenance figures (see page 233 above). This should be done at least
once a year, usually after budgeting time. However, if necessary, this
utility can be run at other times too.

Depending on the size of your database, running this recalculation

may take a while.

Step 1 From the S&C Utilities Main Menu, select Misc -> Recalc.
Forecast/Revenue. Your screen will then look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Fidelio Sales & Catering - Utility Version 6.10 ML

Do you want to recalc

Revenue & Forecast ?

Yes No s, Inc. 1989-98

Step 2 You have two choices at this point:

a. Select [Y] and the recalculation will begin. As you will see, first
the Forecast and then the Revenue is recalculated for each Event
Order and then each of their corresponding Events. This procedure
then updates the Forecast & Revenue figures on all Bookings.

When done, you will return to the S&C Utilities Main Menu.

b. Select [N] and you will return to the S&C Utilities Main Menu.

Related Database(s) GE_EV.dbf

GE_EORD.dbf
SM_BKHEA.dbf

Related Topic(s) Event Forecast Maintenance see page 233

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Language Translation Maintenance

This option "cleans up" the language translation databases used when
translating the Event Master Data into 2nd and 3rd languages.

Once started, the procedure deletes any language translations in the

GE_LANG database for catering Menu Items that have already been
deleted. Running the procedure is a non-vital, once a year operation and
will take approximately 10 - 15 minutes to run.

Step 1 Select Language Translation Maintenance and it starts straight away .

Step 2 A message "Please Wait" will be displayed while the system checks for
unnecessary translations.

Depending on how many records there are in your GE_LANG

database, this procedure may take between 5 and 10 minutes.

When done, you will be returned to the S&C Utilities Main Menu.

There is no need to run a reindex on the GE_LANG database

directly after running this Language Translation Maintenance option,
but we recommend that you do so.

Related Database(s) GE_MIT.dbf

GE_LANG.dbf

Menu Items see page 219

Related Topic(s) Translation to 2nd & 3rd Language see page 230

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Main Menu: Miscellaneous

License Codes
Introduction For all S&C modules. The hotel’s License Codes are created by Micros-
Fidelio Software GmbH & Co. KG. They are unique codes, based on the
Hotel’s name and city. Each hotel must have its own codes in order to
use the program. The Hotel’s License Code Name will be displayed at the
top of the screens and reports.

Step 1 Select Misc from the Main Menu and then select License Codes. Your
screen will look like this:

I ♥ Fidelio Fidelio Development Hotel 31.07.98

File Edit Print Reindex Tables GEM-Tables Misc Quit
Sales & Catering Licence Codes
Company/Hotel Name Fidelio Development Hotel
Dealer Name Sales & Catering GEM

S&C Lite S&C Hotel S&C RSO S&C GEM S&C GEM Express
32509398 31948246 32341462 32087510 22316502

SC COMM LAPTOP LAPTOP REPORTS Multi Hotel Central Sales

31985110 23278599 0 0 0
2 Laptops 0 Hotels 0 Central? N
Room Planner 25750142

Front Office Active ? Y Path G:\FIDELIO\FO_DATA\

Yield Management Active ? N
Fax Interface Active ? N CAS
Food & Beverage Active ? N Path
CRS active Active ? N

Opus2 Interface 0 (0=Not active, 1=TopLine Prophet, 2=TopLine)

Path

Fig. 145

Sales & Catering License Codes

Company/Hotel Name Enter the Name and City of the Hotel as
indicated on your License Code information sheet received from Micros-
Fidelio Software. This field has 40 characters. Do not change the length
of this field (simply enter the name as displayed on the License Code
information sheet).

Dealer Name: Enter the name of the Fidelio office or Dealer supplying
the program.

S&C Lite If the hotel has the base Sales & Catering Module, enter the
license number in this field.

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S&C Hotel Sales & Catering Hotel (i.e. GRC). If the hotel has the
additional GRC module to run the S&C Hotel version, you will only
receive this license code (i.e. not one for S&C Lite and an additional one
for S&C Hotel). However, if the hotel has the Laptop Module, a GRC
code may be entered in this field on the Laptop License Code screen (field
name SY_INFO->GRC_SERIAL). If appropriate, enter the license code
supplied.

S&C RSO If appropriate, enter the Sales & Catering Regional Sales
Office supplied.

S&C GEM If appropriate, enter the Sales & Catering Group Event
Management license code supplied.

S&C GEM EXPRESS If appropriate, enter the Sales & Catering Group
Event Management EXPRESS license code supplied. This is not the same
license code as for the full S&C GEM program.

SC COMM S&C Communications Server. If the hotel is sending leads

via cc:Mail, enter the license code supplied for the automatic Lead
Sending module

LAPTOP and for [0] Laptops: If the hotel has the Laptop Module,
enter the Serial Number provided and the number of licensed Laptops.

If the entry in the number of Laptops field is incorrect in relation to the

number in the Laptop License field, an error message will be displayed
when the user tries to start the program: Unauthorized S&C Laptop
License, Contact your Fidelio dealer

LAPTOP REPORTS this is an additional license code for the Laptop

module which allows printing on the laptop.

Multi Hotel and for [0] hotels For S&C Multi-Hotel installations, i.e.
one sales office booking in-bound business (sleeping rooms and catering
space) for several hotels. The hotels are typically located close to each
other, for example Disneyland in Paris or Sun City in South Africa.

Central Sales and Central? Fidelio’s S&C Central Sales System. The
license code entry field and field to indicate if this is the Central Sales
System.

Room Planner
If the hotel also has the Room Planner program (graphics program
for designing Function Space layouts), enter the corresponding
license code.

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Fidelio Interfaces
Front Office:
Active ? Enter [Y] here if the Fidelio Front Office interface is
Active.

Path This field must be filled, even if no Fidelio Front Office

interface is active !!

[+fo] for S&C installations with the Fidelio S&C-F/O

interface, enter the path of the Front Office data directory.
Depending on the network setup, this may be
\FIDELIO\FO_DATA or simply G:

[-fo] for S&C installations without the Fidelio S&C-F/O

interface, the necessary simulated or "dummy" Fidelio Front
Office files must be located in the sub-directory
\FIDELIO\SM_DATA\FO_DATA. Enter this path here.

Yield Management
Active ? Enter [Y] here if the parameter par_yield is ON in Fidelio
Front Office or if.

Fax Interface
Active ? Enter [Y] here if the hotel has an S&C FAX Interface
CAS Enter [Y] here if a CAS Fax Software (e.g. Net SatisFAXtion)
is used, otherwise enter [N] (e.g. Tobit FaxWare).

Food & Beverage

Active ? Enter [Y] here if the hotel has an interface to Fidelio
F&B.
Path Enter the path of the F&B data directory.

CRS active?
Active ? Enter [Y] if your hotel has an interface with a Central
Reservations System. If you are not sure, check with your Front
Office Manager.

Opus Topline Interface

Opus TopLine is a yield management system. If it has been installed in
your hotel, and this interface should be used, the following are the valid
entries :

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0 = Not Active
1 = Opus Topline Prophet (Windows)
2 = Opus2 Topline (DOS)

You must also enter the Path where these files are found.

Related Database(s) SY_INFO.dbf

Related Topic(s) S&C Lite, Hotel, GEM and GEM Express modules
S&C RSO and Central Systems
S&C Laptop Module
S&C Multi-Hotel system
S&C Communications Server
S&C/Fidelio Front Office Interface
S&C/HIS Front Office Interface
S&C/Fax Interface
S&C/Room Planner Interface

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Sales Office Defaults

Introduction This screen is used to enter the general defaults for the S&C system.
These defaults should not be changed without consulting your Fidelio
Support Desk, unless noted for the appropriate field below.

Step 1 Select Misc from the Main Menu, then Sales Office Defaults. Your screen
will look something like this:

I ♥ Fidelio Fidelio Development Hotel 31.07.98

File Edit Print Reindex Tables GEM-Tables Misc Quit
Sales Office Defaults
Hotel Name Fidelio Development Hotel
Hotel Code FIDMUC Hotel ID BB Central Hotel Code

Date Format DD.MM.YY Name ENGLISH Active Flag SalesRep Flag

Century Flag Y (Y/N) Mailing Query Rights
24 Hr Time Format Y (Y/N) for non-owned accounts N
Start Appt. Time 08:00 Trace Frequency Code FUL,LUN,PSC,
Days in ToDo List 10 ZOOM Schedule N Default Country USA Check State N
S&C Hotel Parameter:
Base Currency Long Currency N Blockcode Template YYMMAAA
Rooms USD Catering USD Reports USD Default Block Status (if no FO) 7
Check Account < - > Profile Link 1
Euro Conversion N Laptop -> Download Archive ? N
Max Days to Print on Contract 8
Profit Rooms % 75 VAT1 0.00 Guest List Days 14
Profit FB Agenda % 35 VAT2 0.00 Cutoff Days 21

Phone Prefix
DOS/FAX Command copy <file> lpt1: Fax Path
WP Files Path H: Common Path

Fig. 146

Hotel Name: Display only field. The Hotel Name is entered in the
License Codes Edit screen.

Hotel Code : Five letter code for your hotel. If you do not have an
assigned five letter code, first check in the option Tables -> Hotel Data to
see if one has been assigned to your hotel without your knowledge.

The Hotel Code here must correspond to the Hotel Code entry in
the Hotel Data Edit screen. If no hotel code exists, please create
one.

Hotel ID: Two letter code for your hotel must be entered if your
installation has one or more of the following S&C programs:

a. S&C Laptop Module, including Remote Login

b. S&C Communications Server sending leads via cc:Mail
c. S&C Multi-Hotel
d. S&C Central Sales

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Can be numbers or letters, but cannot be [99], [HQ] or [SC] - these are
used in the Fidelio Central Sales System and S&C Communications
Server.

This Hotel ID field helps to create a unique numbering system for

your Account, Contacts, Booking etc. records. Simply entering a
value in this field does not automatically adjust records that have
already been created. Therefore, if your S&C system has been
installed and been used for some time, check with your S&C
Support Desk before entering or changing anything in this Hotel ID
field.

As with the Hotel Code (above), if you have an entry here, it must
correspond with the Hotel ID in the Hotel Data Edit screen for your
hotel.

Leave blank if your system is not using any of the four S&C programs
listed above.

Central Hotel Code if your installation sends records to Fidelio’s S&C

Central system, enter the Central Hotel Code here.

Date Format Enter the Date Format to be use in all entry and
display fields. Enter in DD.MM.YY, MM.DD.YY or YY.MM.DD format
(DD=Day, MM=Month and YY=Year)

Name A code box to indicate the Date Format.

Century Flag If [Y], the year will display as 4 figures

(e.g. 01.01.2001) in all date entry fields, both in the main program and in
Reports and Lists; leave as [N] and the year will display as 2 figures in all
date entry fields e.g. 01.01.01. Since there is a limited amount of space
for information to be displayed in most of the pickboxes in S&C, these
still show just the last two figures of the year, regardless.

24 Hr Time Format: Controls the display of the time in the Scheduler

and in the Function Diary. Also controls the valid entry of time in any
time-related field i.e. 02.00p or 14:00. Answer [Y] for "military time" and
[N] to work on an AM/PM format.

All time-related reports (e.g. Daily and Weekly Event Reports) will
print out in military time, unless they have been especially adapted
for your installation.

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Start Appt. Time: Enter the Default Start Time for appointments
when entering new Activities and displaying the Scheduler. We
recommend 07:00 as it is unlikely that appointments would start that early
and it is therefore not as easy for the User to forget to change!

Days in ToDo List: The number of days that TODO items should be
displayed in the ToDo List (before "falling off" the screen).

ZOOM Schedule: Enter [Y] here and a full screen will be displayed
when all Users enter the Scheduler. Enter [N] and the three-part screen
will be displayed.

Active Flag Value for Active/Inactive flag when system is started;

Enter [A] if all Users should only view Active Accounts and Contacts as a
default when they start S&C. Enter [I] if all Users should view Inactive
Accounts and Contacts when they start S&C.

We strongly recommend leaving the standard default (i.e. blank),

which means Users will display both Active and Inactive records as
a defaults. This can be changed by User once in the System by
pressing [F8].

Sales Rep Flag: The value of the Sales Rep Flag when the system is
started. Options are [S] (single SalesRep) or blank (all SalesReps).

We strongly recommend leaving the standard default (i.e. blank),

which means Users will display all SalesReps’ records as a defaults.
This can be changed by User once in the System by pressing
[Shift]+[F8].

Mailing Query Rights for non-owned Accounts: Especially

important to consider when the hotel has the Laptop Module. Also
applicable when setting up Trustee Groups for any staff who run Mailing
Queries.

a. Enter [Y] if the logged in SalesRep must be in the same Trustee

Group as the desired Account’s SalesRep.

b. Enter [N] to ignore Trustee Group assignments. This choice

disables the Rights System while running Mailing Queries i.e. every
SalesRep can run Queries on every other SalesRep’s Accounts.

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Trace Frequency Code: The Activity Type that is to be used for

automatic trace generation. This Auto-Trace feature will be activated for
each Activity Type selected here.

Several Activity Type codes can be added here: simply type [?]
and [Enter] and the pickbox of all valid Activity Types will be
displayed. Select with [Space Bar] and press [Enter] to confirm.

Default Country: If desired, enter the Country Code which will

most often be used when entering new Accounts.

For most hotels their own country can be entered as the Default Country.
However, for hotels that have a mixture of new Accounts from several
different countries (e.g. hotels in Belgium), leave this field blank and the
Users will be required to enter the country code each time (which may
ensure more correct data entry than if the field has a default entry).

Check State: Enter [Y] here if the system should check for valid
STATES after entering the Country on the Account and Contact Edit
screens. Usually set to [Y] in the United States and Canada and [N]
elsewhere.

Long Currency Enter [Y] if the hotel quotes in "long currencies" e.g.
Italian Lira, Belgian Francs etc. This flag will be taken into account when
running reports. On some (the hardcoded) reports, the currency and
revenue figures will be divided by 1,000 so that there is no "numeric
overflow" - where all the revenue figures print as *****.

For reports and the Group Room Block values for long currencies
are :

i. Divided by 1,000 for values in the thousands; the result is

indicated with a "K" e.g. 50,000 is displayed as 50K

ii. Divided by 1,000,000 for values in the millions; the result is

indicated with an "M" e.g. 20,000,000 is displayed as 20M

Rooms and Catering: the Default Currency for Sleeping Room and
Catering rates in new Bookings. To view the pickbox options, press
[Enter] on an empty field; then highlight the code and press [Enter] again
to select the desired code. Also see Currency Exchange Table on page
164 above.

Reports Enter the Default Currency to be used in all reports. Also see
Currency Exchange Table on page 164 above.

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Blockcode Template if appropriate, enter a default Blockcode Template

according to the hotel’s policy, using the following codes:
Y arrival year
M arrival month
D arrival day
A booking name
If you enter for example YYMMAAA, each time a new booking is created
in S&C, by default the field Blockcode on the Booking screen is filled.
For a booking "Fidelio Board Meeting" in June 1998 this would be:
9806FID. As the Blockcode has to be unique, an extension "_01", "_02" is
added automatically in case one or more additional bookings are entered
for the same month.

Alternatively, enter AAAA and only the first 4 letters of the

booking name will default into the Block Code field.

You can also use ? in the blockcode template. For example,

AAA?MMDDYY; the ? will increment alphabetically. To utilise
this option one small change must be made to the file
SM_COMP.dbf. The field BLOCK_CODE must be changed to C,
10.

Euro Conversion This field is used to indicate if the EURO is being

used in your hotel. See page 261 for full details

Profit Rooms With all modules except S&C Lite and S&C GEM
Express: if desired, enter a default profit percentage for Sleeping Room
revenue. For an explanation of the profit calculation and where the
information entered here is used, see the Revenue & Profitability screen in
Section 6 of the User Manual.

Profit FB Agenda: With S&C Hotel only: if desired, enter a default

profit percentage for the F&B Agenda. For an explanation of the profit
calculation and where the information entered here is used, see Section 6
of the User Manual.

VAT1, VAT2 allows two different Value Added Tax rates to apply in
your hotel. Use to define the current VAT value. Instead of "hardcoding"
the percentage into reports, these two fields can be implemented into your
report, so that when (or if) the VAT value changes, the reports do not
have to be rewritten.

Default Block Status (if no FO) only for installations with no Fidelio
S&C/FO interface: The value entered here will default to all your S&C
Blocks. For more details, see Inventory of Rooms (page 127 above) and
S&C User Manual, Section 7: Bookings. We recommend entering a [7] or
[8] here as this will ensure that you will not encounter problems later, if
you decide to install Fidelio Front Office.

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Check Account <-> Profile Link [+fo] only - S&C GRC and S&C
GEM. The entry here will determine the check routine for the Front
Office Profile/S&C Accounts link when adding bookings. This field can
have one of the following three valid entries:

0= No check will be performed

1= Check and warn. The system will check if the account has been
linked to a Front Office Profile. If it has not been linked to a FO
Profile, the user will receive a warning message, advising that no
link exists, but the user can continue adding the booking.

2= Check and no continuation if no link exists. The system will check

if the account has been linked to a Front Office Profile. If it has
not been linked to a FO Profile, the user will receive a message
"Account is not linked to FO" and the user will be forced into the
Account Edit screen to update the link to FO.

This also applies for moving and copying bookings.

Laptop -> Download Archive ? Allows laptop users to download

information which has been archived (such as the Notes fields).

Max Days to Print on Contract Used when printing the Room Grid on
Contracts; splits the grids for very long bookings (e.g. 2 or 3 weeks) over
several lines. How many days should be printed in one block (along a
line) before the grid starts printing again on the next line?

We recommend setting this to no more than 10 days. If it is much

longer then the grid will "fall off" the right edge of the page!

Guest List Days Enter the number of days prior to the Booking’s Arrival
Date that the Hotel expects the Group Rooming List. This information
will be copied to the Rooming List field in the Booking Edit screen.
When the user creates a Room Block, it will then be copied to the S&C
Block Header Info field.

Cut Off Days Enter the number of days prior to the Booking Arrival
Date to which the CUT OFF date field on the Booking Edit screen should
default. This information will be copied to the Cut Off Date field in the
Booking Edit screen. When the user creates a Room Block, this Cut Off
Date field entry will then be copied to the Cut Off Date in the S&C
Block Header.

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Phone Prefix: Used if the hotel has an S&C/FAX interface. The

default number used to obtain an outside line. The entry here is
automatically added in front of the Fax Number entered in the Account
or Contact Edit screen that is selected when sending a fax from S&C.
Alternatively, enter the phone prefix for the fax in the Fax Software setup
and leave this field blank.

If the hotel has different numbers for National and International dialing
(e.g. 0 for National and 6 for International), leave empty.

DOS/FAX Command: Used for any fax interface that requires a

command line. For most installations, leave blank.

WP Files Path Default path for all Users’ WordProcessing files.

Standard entry is H:\ (for the user’s home directory). Can be changed
here to an alternative home directory path if necessary. The entry here is
ignored if there is an entry in the individual User’s paths in the User
Setup (Edit -> Users)

We recommend that you do not enter the path for a Group directory
here. When users run the Quick Letter Merge from Sales &
Catering ([Shift]+[F9]), the SINGLE.sec file that is created by this
procedure is overwritten. Setting the WP Files Path to a group
directory would mean that one user might overwrite this file before
another user had run their merge!

Step 2 Press [Pg Dn] when done

Related Database(s) SM_COMP.dbf

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The EURO With Sales & Catering version 6.10 and higher, we are able to handle the
Euro in a legally correct manner. The following provides you with all
information necessary to understand how the Euro works (additional
technical information is available for S&C installers only).

Introduction to the Euro

The following countries will take part in the European Monetary Union:
Austria, Belgium, Germany, Finland, France, Ireland, Italy, Luxembourg,
The Netherlands, Portugal and Spain.

For members of the European Monetary Union, on January 1st 1999, the
introduction of the Euro will become a fact. From that day on, you can
expect clients to request offers, contracts etc using the Euro. Between
January 1st 1999 and December 31st 2001, the hotels can keep using their
local currency and at the same time pay or order with the Euro. Within
this period, hotels may wish to convert their system to the Euro as system
currency, this is not mandatory. However, systems must be converted by
January 1st 2002.

Fidelio Sales & Catering v.6.10 offers you the following possibilities:

1. Ignore the Euro if the hotel is not in a country which is a member

of the European Monetary Union.

2. Start using the Euro, but keep the hotel’s local currency as system
(base) currency. (If the hotel is in a country which is a member of
the European Monetary Union and today’s date is January 1st 1999
or later.)

3. Hotel can switch to Euro as the system (base) currency (if the
country is a member of the European Monetary Union and today’s
date is January 1st 1999 or later). However, before the hotel can
switch to Euro as the base currency, the conversion program must
be run. This conversion program will convert all historical data to
the Euro.

On January 1st 1999, the European Monetary Union will announce the
conversion rates for the currencies of the participating countries to the
Euro. Once these conversion rates are announced, they will no longer
change. To convert from one currency to another, the "Triangle" method
must be used. The Euro rate will always be 1.

Conversion Example From DM (German Marks) to FFR (French Francs)

* First convert from DM to EUR (Euro)

* Then convert from EUR to FFR

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In value : EUR = 1,0000; FFR = 12,3356; DM = 1,9335

* converting DM 1000.00 to FFR
* 1000/1,9335 = EUR 517,19679
* 517,19679*12,3356 = FFR 6379,93

Legal Requirements when using the Euro

Below, please find the requirements as issued by the EU.

Payments in Euro
Article 8(3) of the 109L(4) Regulation enables debtors to settle their debts
in book money by making a payment in either the EURO unit or in the
national currency unit. Banks are under obligation to convert such
payments into the unit of account of the creditor.

When an enterprise only maintains a bank account in the national currency

unit, receipts in EURO must be converted into the national currency unit.
The EURO Regulations do not expressly address the issue of charging for
the conversion of amounts between the national currency unit and the
EURO unit.

Conversion and rounding rules

Article 4 of the 235 Regulation lays down the conversion rules for the
EURO:

1. The conversion rates shall be adopted as one EURO expressed in

terms of each of the national currencies of the participating Member
States. They shall be adopted with six significant figures (counted
from the left and starting with the first non-zero figure)

2. The conversion rates shall not be rounded or truncated when

making conversions

3. The conversion rates shall be used for conversions either way

between the EURO unit and the national currency units. Inverse
rates derived from the conversion rates shall not be used.

4. Monetary amounts to be converted from one national currency unit

into another shall first be converted into a monetary amount
expressed in the EURO unit, which amount may be rounded to not
less than three decimals and shall then be converted into the other
national currency unit. No alternative method of calculation may be
used unless it produces the same result.

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In addition, Article 5 of the 235 Regulation lays down the rounding rules
for the EURO. Monetary amounts to be paid or accounted for when a
rounding takes place after a conversion into the EURO unit pursuant to
Article 4 shall be rounded up or down to the nearest cent. Monetary
amounts to be paid or accounted for which are converted into a national
currency unit shall be rounded up or down to the nearest sub-unit or in the
absence of a sub-unit to the nearest unit, according to national law or
practice to a multiple or fraction of the sub-unit or unit of the national
currency unit. If the application of the conversion rate gives a result,
which is exactly halfway, the sum shall be rounded up.

The conversion rounding rules do not specifically describe the conversion

from a participating national currency unit into a third currency (a
currency that is not taking part in EMU). Where a quotation between a
third currency (for example the US dollar) and a national currency unit
(for example NLG) is no longer available the conversion should be
performed as follows:

1. Conversion from USD to NLG - The USD amount would first have
to be converted into an EURO amount by application of a
USD/EURO exchange rate. The intermediate EURO amount would
then be converted into a NLG amount by using the conversion rate.
It is only to this last calculation that the rounding rules of Article 5
of the 235 Regulation are applicable.

2. Conversion from NLG to USD - The NLG amount would first have
to be converted into the EURO unit by applying the conversion rate.
The intermediate EURO amount resulting from this calculation
would not have to be rounded to the nearest cent because this
amount is not "...to be paid or accounted for..." The intermediate
EURO amount must be converted into a USD amount by using the
EUR/USD exchange rate. This final step of calculating the USD
amount is not covered by the Council regulation.

Article 5 of the 245 Regulation lays down the rounding rules for a
"Monetary amount to be paid or accounted for..." These rules do not
apply to converted monetary amounts such as price indications, which are
not to be paid or accounted for. Therefore, it is not necessary to round
prices, which are indicated with more than two decimals in the national
currency unit, to the nearest cent after conversion into the EURO unit.

Related Topic(s) S&C Reports & Lists

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Catering Office Defaults

Introduction For S&C GEM and S&C GEM Express only. Defaults typically setup for
the Catering Office i.e. if using the Group Event Management (GEM)
system.

Include Rev for Ext. Items? Include Revenue for External Items ? Do
you want to include forecasted and actual revenue in your reports if the
Items are ordered externally? Most hotels prefer to report on the actual
anticipated revenue to the hotel, rather than inflate their figures with
revenue which will be booked to an outside company. Set to [Y] if the
hotel confirms that this is what they would like to do; this may be because
of a special relationship with the external vendor. Otherwise, set to [N]

Check Max. Space Capacity ? Check Maximum Space Capacity?

Do you want the system to check the Maximum Capacity field in the
Function Room Edit screen when booking space. This Maximum
Capacity field usually contains the maximum allowed by the fire officer.
We recommend that this is set to [Y]; the system will then check that the
number of attendees is less than or equal to the Maximum (Fire) capacity
set for this room. Set to [N] if the hotel does not wish to use this feature.

Use Catering Locations? for Multi-Hotel Sales & Catering installations

where one hotel sales office sells function space in multiple hotels, for
example, Disneyland Paris in France or Sun City in South Africa. At
setup time, change this flag to [Y]; then quit S&C Utilities and restart it to
activate the flag. You will then be able to enter a hotel location for
Function Space, Items, Menu Items and Standard Menus.

Imperial Units in Spaces ? Does the hotel work in Imperial units (feet
and inches) or Metric units (meters and centimeters). This flag should be
set up before the first function space is entered, and should not be changed
afterwards.

If this field entry is changed after the function space has been
entered, the cubic room measurements will look very odd! To
correct this, change back to this field’s original value.

Space Revenue in Fc Report? In the Catering Forecast reports

(not to be confused with the catering revenue reports), should the current
revenue figures for function spaces be substituted by the function space
forecast figures.

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Answering [Y] will mean that the report prints:

Function Space Revenue + F&B Forecast + Item Forecast

The Function Space Revenue is typically the only variable known, for
example, one year in advance; therefore it is normally more accurate for
Forecast Reports to use this figure.

Profit Space / Item Percentage profit for Function Space and then
Items. If unsure, ask the Hotel’s Controller to advise the profit
percentages on Space and Items.

Profit Food / Beverage Percentage profit for Food and then Beverage.
If unsure, ask the Hotel’s Controller to advise the profit percentages on
Food and Beverage.

Related Database(s) SM_COMP.dbf

Related Topic(s) Revenue & Profitability see Section 6 of the User Manual

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Link FO to S&C Accounts

Will only be displayed for hotels with an active Fidelio S&C/Front Office
interface. This option may useful from time to time if your hotel has a
S&C/Fidelio Front Office interface. It can be used

a. when Accounts in S&C need to be linked "manually" to Company

profiles in Front Office

b. to clean up Account entries in S&C which are linked to the wrong

Front Office profile. This could have been caused by users entering
duplicate Accounts in S&C or when users did not pay attention
when entering Accounts in S&C and linked them to the wrong FO
records (most commonly happens when users press [Enter] too
many times/too fast at the FO Profile pickbox)

Only one S&C Account should be linked to one Front Office Profile
and vice versa.

In S&C Multi-Hotel installations, this will only link S&C Accounts

to FO Profiles in the main (first) hotel’s Front Office system (set up
in the F_CSETUP.dbf in the FO_CENT directory)

Step 1 From the Utilities Main Menu, select Misc -> Link FO to S&C and your
screen will look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

Name Firstname Street 1 City S&C ID# ↑

3M Deutschland 3M Deutschla Testhausen
3M Deutschland 3M Deutschla Munich
ABR Bahnhofsplatz München
ABR Reisebüro ABR Reisebür Rosenkavalierp München 36
Ariola Türkenstr. 445 München
Bermuda Travel 6, Beach Road Miami
BME BME München 49
BMW AG Petuelring München
Boecker GmbH Boecker GmbH Ahrweg 7 Essen 39
Boeing Airplane Road Seattle
Boston Travel 131 Upper Rich Boston
Brandstrom AB Telemarke Teststraße 5 München 20 147
Bundesregierung Bad Godesberge Bonn
?=Search +Link -UnLink INS=New Acc ESC ↓

Name 3M Deutschland
Firstname 3M Deutschland
Street 1
Street 2
Zip/City/State/CTesthausen
Tel/Fax
Link to S&C «NOT LINKED»

Fig. 147

The pickbox at the top half of the screen is displaying the Front Office
profiles, with details displayed in the bottom half of the screen.

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The columns in the pickbox and fields below the pickbox are explained as
follows:

Name Name of Front Office profile. This corresponds to the Name

field in the Front Office Company profile screen i.e the field that is used
when searching for a company or travel agent. Also displayed as Name
in the detailed information below the pickbox.

Firstname The full name of the profile in Front Office. Also displayed
as Firstname in the detailed information below the pickbox.

Street 1 The first line of the street address. Note Front Office only
has two lines for the Street address (as opposed to Sales & Catering’s
three lines). Notice that in the detailed information below the pickbox,
both the Street 1 & 2 information is displayed.

City The city where the company is located. Notice that in the detailed
information below the pickbox, the Zip(Post)Code, City and State are
displayed.

Tel/Fax This information is not shown in the pickbox, but it is

displayed in the detailed information below the pickbox.

S&C ID# Sales & Catering ID number. This is the Sales & Catering
Account ID number, and helps the System Supervisor to check that the
correct S&C Accounts are linked to the right Front Office Company
Profile. In the detailed information below the pickbox, the Link to S&C
line displays either:

a. The S&C Account name, Street 1 and City: The FO and S&C
accounts are linked. The S&C and Front Office account names
should correspond. If they do not, there is a chance that they have
been incorrectly linked. If this is the case, please see [-] Unlink on
page 270 below.

b. «NOT LINKED» There is no link from this Front Office Profile to

an Account in S&C. If you know that there is an Account in S&C
which should be linked to this Profile in Front Office, please see the
description of how to Link Accounts & Profiles below.

c. Not Found in S&C! This Front Office Profile was linked to an

Account which no longer exists in S&C. If you see this message,
check to see if a new S&C Account has been entered which should
be re-linked.

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Available options are displayed at the bottom of the pickbox, i.e. in the
middle of your screen:

Search Use this option if you would like to search for a specific Front Office
profile.

Press [?] and the Enter Value to Find entry box will be displayed. Type
in the first few letters of the desired Front Office profile and press [Enter]
and the cursor will reposition, highlighting the requested record.

[+] Link Use this option if you would like to link an existing Front Office profile
to an existing S&C Account (i.e. records that are not already linked):

Step 1 First make sure you are highlighting the correct FO Profile, then press [+].
Your screen will look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

Name Firstname Street 1 City S&C ID# ↑

Lufthansa AG Flughafenberei Frankfurt
Microsoft 4, Windows Roa Aspen
Mile 2
Nord Enter S&C Account#
Preu
Radi
Siem
Siem
Sixt
Spor
Sun
Tele
Travel Center 5, Church Road Boston
?=Search +Link -UnLink INS=New Acc ESC ↓

Name Sun Travel

Firstname Sun Travel
Street 1 Kensington High Street
Street 2
Zip/City/State/CSW1 5IO London
Tel/Fax 457896
Link to S&C «NOT LINKED»

Fig. 148

Step 2 You have two options at this point:

a. If known, enter the S&C Account number and press [Enter]. Go to

Step 3 below

b. If not know, press [Enter] on the empty field. A pickbox will

appear, looking something like this:

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I ♥ Fidelio Fidelio Development Hotel 17.05.98

Name Firstname Street 1 City S&C ID# ↑

Lufthansa AG Flughafenberei Frankfurt
Microsoft 4, Windows Roa Aspen
Mile 2
Nord Enter S&C Account#
Pre Account Name Street 1 City FO Link ↑
Rad * Private Account Munich
Sie 3M Deutschland GmbH Karl-Zeiss-Straße 15 München √
Sie Bailly Shoes 115 Rue des Montagne Geneva √
Six Bayerische Motorenwe Auto Straße 6 München √
Spo Escada GmbH Aschheim/Munich
Sun Fidelio Technologies 2640 Golden Gate Par Naples √
Tel =Select ESC=Return ↓
Travel Center 5, Church Road Boston
?=Search +Link -UnLink INS=New Acc ESC ↓

Name Sport Scheck

Firstname
Street 1 Sendlinger Str. 45
Street 2
Zip/City/State/C80012 München
Tel/Fax 4648979 464897777
Link to S&C «NOT LINKED»

Fig. 149

This is a list of all S&C Accounts; those that are already linked to
Front Office Profiles are marked with a [ ].

Find and highlight the desired S&C Account and then press [Enter]
to confirm. Go to Step 3

Step 3 Your screen will now look something like this:

Enter S&C Account# 12

Account Name Sport Scheck

Street 1 Sendlinger Str. 45
Street 2
Zip/City/State/Ctry 80012 München BY D
Link to FO Sport Scheck Sendlinger Str. 45 München
Link this account? Y

Fig. 150

As you see, first the S&C Account number, then the S&C Account name
and address details and finally the FO Profile information is shown. Your
cursor is positioned in the field Link this account?. You have two
options at this point:

a. Enter [N] if you do not want to link this account and you will be
returned to the pickbox of all Front Office Profiles (Fig. 147 above)

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b. Enter [Y] if you would like to link the account and one of two
things will happen:

i. You failed to notice that the account is already linked. A

message will be displayed : Warning! Account is already
linked! and you will be returned to the pickbox of all Front
Office Profiles (Figure Fig. 147 above).

ii. The desired Account will be linked. A message will briefly

be displayed : Linking xxx (S&C Account) to xxx (Front
Office profile).

As you will notice, depending on the Field Defaults which

have been set up for your S&C/Front Office interface, various
fields will be altered to reflect the S&C Account information
(for example, the Vorname, Strasse 1 and City fields).

You will then be returned to the pickbox of all Front Office

profiles, with the S&C ID# filled with the selected S&C
Account ID number.

UnLink [-] Use this option if the wrong S&C Account and Front Profile are linked, or
if you made a mistake in the Linking process (above).

Step 1 Highlight the desired Front Office Profile to be unlinked from a S&C
Account and press [-].

Step 2 If you are sure you would like to unlink the records, type [Y] (or highlight
[Yes] and press [Enter]) at the message Confirm UNLINK of xxx (FO
Profile name).

The S&C and FO records will be unlinked and your cursor will be
returned to the pickbox of all Front Office profiles.

INS=New Account Use this option if you would like to create a new S&C Account from an
existing Front Office profile. At the same time, these records will be
linked.

The new S&C Account is stamped as having been created by user

FOIMPORT. This option will create a record in S&C, but some
essential details will not be entered: e.g. the responsible Sales Rep
for the S&C Account. These must be entered in the usual way i.e.
in the Account Edit screen.

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Step 1 First check that the FO profile does not already exist in S&C - there
should be no number in the column S&C ID#.

Step 2 Highlight the Front Office profile and press [Ins]. Your screen will then
look something like this:

Account Name Golf Tours Ltd.

Street 1 14, Kensington High Street
Street 2
Zip/City/State/Ctry SW4 5KL London GB

Create this account ? Y

Fig. 151

Step 3 As you can see, details from the Front Office profile are displayed. You
are asked to confirm that you want to proceed: just press [Enter] on the
field Create this account? and a message will appear Creating this
account xxx.

Step 4 The new S&C Account is created and you will be returned to the pickbox
of all Front Office profiles.

You will still need to check and enter all additional details
(including the responsible Sales Rep) for the S&C Account in the
usual way i.e. in the Account Edit screen.

Related Database(s) ACCOUNTS.dbf (Sales & Catering)

GAESTEST.dbf (Front Office)

Related Topic(s) S&C/Front Office Interface See Section 4 of User Manual

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Inventory Recalculation
For S&C Hotel and S&C GEM only. This utility first checks the Group
Room Block of all bookings and then recalculates these numbers against
the S&C Ceiling, displayed on the [Alt]+[F5] and [Alt]+[F7] keys in
S&C.

Run this option:

[+fo] every time you have created or added new dates to the Ceiling
through Tables -> Room Maintenance -> Load Daily Inventory.

[-fo] every time you have created or added new dates to the Ceiling
through Tables -> Room Maintenance -> Inventory of Rooms.

+ every time you have changed the booking status through Misc ->
Booking Cleanup.

+ in order to fix a mis-calculation over a certain period of dates (at

the request of your S&C Support Desk).

as part of the system housekeeping routines once a month (cover

today’s date until the furthest date in the future that you have a
S&C Ceiling.

Do users have to quit all S&C programs before running this procedure?

[+fo] -> No
exclusive use of Sales & Catering (and Front Office) is not required.
This routine creates a file called STOPPED.FO which stops Front
Office users from accessing Sales and Catering files while the
procedure runs. The file is deleted automatically once the routine is
complete.

[-fo] -> Yes

exclusive use of Sales & Catering is required to run this option, this
means that all users must quit all S&C programs (including S&C
Reports & Lists) until this procedure has finished. For this reason,
we have added a Date Range feature, so that you may specify the
relevant dates and thereby speed up the procedure.

Step 1 Select Misc -> Inventory Recalculation. On the question Recalculate

Inventory. Continue ? select [Yes].

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[-fo] The system will check if users are still logged into one of the
S&C programs - this could also be S&C Reports & Lists or they
could have called the external Wordprocessor e.g. WordPerfect
through S&C. Ask all users to quit S&C and then restart this
option and go to Step 2.

Step 2 Your screen will look something like this:

Recalculate Rooms Inventory

Date Range 28.05.1998 - 27.06.1998

Fig. 152

Enter the date range of the period you want to recalculate.

if you are running this utility in order to fix a mis-calculation over a

certain period of dates (or at the request of your S&C Support
Desk), just enter the "problem dates" and then press [Enter].

if you are running this utility for housekeeping purposes enter

today’s date until the furthest date in the future that you have an
S&C Ceiling.

A series of messages will then display on your screen Recalculating

Inventory from Grid ... Clearing Old xxx Inventory (where xxx is the
booking status)..

Step 3 Once done, your cursor will return to S&C Utilities Main Menu.

Related Database(s) SM_RMDAY.dbf

SM_RMINV.dbf
GALLOTT.dbf

Related Topic(s) Room Inventory see page 127

Load Daily Inventory see page 138
Hot Keys [Alt]+[F5] & [Alt]+[F7] see User Manual Section 3
Booking Cleanup see page 274

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Booking Cleanup
For S&C Hotel, S&C GEM, S&C GEM Express and S&C RSO only. This
option should be used with extreme care!! It gives you the ability to
change basic booking details.

The reason it is offered as a menu option in S&C Utilities is that users

from time to time make mistakes. For example, they change a booking to
DEFinite that should still be TENtative, or the date of the change of status
is wrong.

However, by changing information here, you are essentially changing the

data from which your reports are run. Please think before you change any
information in this option - and if you are not sure, please contact your
Fidelio S&C Support Desk before proceeding.

You can change the Booking status from here, but not the Catering
status of the booking. See below for further information.

Step 1 From the Utilities Main Menu, select Misc -> Booking Cleanup. An entry
box will appear prompting you for the Booking Name.

Step 2 If known, type in the Booking Name and press [Enter]. If you do not
know the exact Booking Name, just press [Enter] on the empty field.
Your screen will then look something like this:

I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Arrive Depart Booking Name Stat Mgr Book# ↑

01.01.99 03.01.99 3M Deutschland DEF CBO 2
14.04.99 18.07.99 3M Deutschland GmbH TEN CBO 41
14.03.99 21.06.99 Bailly Shoes PEN CBO 42
14.01.99 16.01.99 Bailly Shoes Meeting PEN CBO 35
01.01.99 01.01.99 Bayerische Motorenwerke DEF JV 10
12.12.99 15.12.99 Escada Christmas Party PEN JV 36
03.01.99 05.01.99 Escada GmbH Fashion Show PEN JV 29
15.01.99 18.01.99 Fidelio Technolgoies TEN JV 3
< =Edit F5=Change Log ESC=Return ?=Search by Book Name ↓

Fig. 153

This is a list of all Bookings in S&C, listed alphabetically by Booking

Name. Use [?] or [↓] to search for and highlight the desired Booking.

Do not make changes to any bookings where the Booking Name

starts with [?]. These bookings have been returned from Front
Office control with a request for a change in Arrival/Departure
dates. Changes should be done from within Sales & Catering to
ensure that the correct Catering space is also blocked

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Step 3 To change generic information regarding the Booking, press [Enter] to

Edit. Your screen will then look something like this:

F7=Change Log
Account Mitsubishi Corp, Sun Circle Drive 6
Contact Bormann, Claudia City: Silicon Valley Tel:
# Nights 1 PeakRm 10 RmNts 0 Booking ID# BB 14
Catering Only? N Average Rate 0.00 LEA Date . .
SlsMgr Owner AMA MtgTyp INQ Date . .
F&B Agenda Rev 0 Status TEN UNC Date . .
Act F&B Agn Rev 0 Mrk/SouR /GD PEN Date . .
AVG RATE RM NIGHTS TEN Date 24.07.98
Inital Block 250.00 10 OPT Date . .
Blocked Block 0.00 0 DEF Date . .
Confirmed Block 250.00 10 CAN Date . .
Last Projected 0.00 0 LOS Date . .
Actual Block 0.00 0 ACT Date . .
Last Total Types AINT,BCNF, AINT Last Change 24.07.98

Fig. 154

As you will notice, this screen displays a collection of information taken

from various booking entry screens. All these fields are referenced in the
S&C User Manual. Use [↓] and [↑] to move to the desired field(s) and
change the necessary entries.

Step 4
Changing Entries in this Screen
a. Changing the Booking Status: If you need to change booking
status details, you must also change the corresponding Status date
field(s) on the right of the screen.

For example: if changing Booking Status from DEF to TEN, you

must also delete the entry in the DEF Date field. Then, make sure
the date in the LAST CHANGE field is greater than or equal to
the date of the last Status change. Then press [F5] to display and
change the entry in the Group Rooms Change Log (see below).

Once you have changed the Status of a booking through the

Booking Clean Up option, you must run an Inventory Recalc. (see
page 272 above) directly afterwards; this will ensure that the
[Alt]+[F5] and [Alt]+[F7] Hot Keys are displaying the correct
information for the users.

b. Changing the Catering Status: it is not possible to change the

Catering Status of the booking in this screen. In Sales & Catering,
when the user changes the catering status on the Booking Edit
screen, they are immediately prompted to change the status of each
Event attached to the Booking. For this reason, corrections to the
Catering Status cannot be made "manually" by the S&C Systems Supervisor.

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If a user has changed the Catering Status to DEFinite by mistake,

the booking must be deleted and re-booked - the easiest way to do
this is to copy the incorrect booking, check the details and then
delete the original.

c. Entering a LEA, INQ, UNC, PEN, TEN, OPT, DEF, CAN, LOS
or ACT DATE. In the S&C Reports & Lists program, you will
find three Audit Reports under the Miscellaneous section, two of
which are designed to check Room Night statistics:

a. Booking Room Night Audit. This checks that BLOCKED

Room Nights match the sum of the Change Log.

b. Booking Status Audit. This checks that the current booking

status has a corresponding date stamp

The entries in the Beginning Balance fields should not be changed.

Group Rooms Change Log

The sum of the entries in the Change Log should equal the value of
Blocked Room Nights. If they are not equal, you may need to edit or add
a new Change Log entry. The Booking Status Audit report (see above)
reports on any such discrepancies.

To access the Group Rooms Change Log, either :

a. From the Booking pickbox (Step 3 above), press [F7]

b. Once in the Booking Cleanup Edit screen, press [F7].

One of two things will happen:

a. A message will appear No Change Log Entries Exist. Add One?

YES/NO. This means that:

i. The booking is Catering Only? [Y]

ii. The booking should have rooms, but the user has not yet
created a Room Block or even entered data in the Peak
Rooms or Room Nights fields. If any of this information is
entered, a Rooms Change Log will exist for the Booking.

b. The Group Rooms Change Log will be displayed. Go to Step 4

Step 6 Your screen will look something like this:

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I ♥ Fidelio Fidelio Development Hotel 17.05.98

File Edit Print Reindex Tables GEM-Tables Misc Quit

Arrive Depart Booking Name Stat Mgr Book# ↑

14.04.98 18.07.98 3M Deutschland GmbH TEN CBO 41
14.03.98 21.06.98 Bailly Shoes PEN CBO 42
14.01.98 16.01.98 Bailly Shoes Meeting PEN CBO 35
F5=Change Log
Account 3M Deutschland GmbH, Karl-Zeiss-Straße 15
Contact Mayer TotTyp Chg Date Stat #Rooms Changed By↑45 75
# Nights BBLK 14.03.98 TEN 875 CLAUDIAB ID# 41
Catering Only? wner CBO
Agnt/RmCm%/FBC . .
F&B Agenda Re . .
Act F&B Agn Re . .
14.03.98
Inital Block . .
Blocked Block Ins=Add < =Edit Del=Delete ↓ . .
Confirmed Block 0.00 0 0 CAN Date . .
Last Projected 0.00 0 0 LOS Date . .
Actual Block 0.00 0 0 ACT Date . .
Last Total Types AINT,BCNF AINT Last Change 14.03.98

Fig. 155

Important facts about this Group Rooms Change log are as follows:

a. displays changes to the Group Room Block, regardless of whether

the Track Changes ? flag in the Booking Edit screen has been
turned on or not.

b. one entry per day is logged; if there are changes within the day, a
summary of the day’s total activity is displayed; individual room
type changes are not tracked, only totals.

c. Room nights are the only item tracked by the Group Rooms Change
Log i.e. no revenue figures are tracked.

d. the information displayed here is used in many of the most

important Booking Reports see page 328 for further details on
Manager’s Reports & Lists using this Group Rooms Change Log.

e. for Month End reporting purposes: Group Room Night production

can be broken down into Beginning Balance, Change This Period
and Ending Balance, using information from this Group Rooms
Change Log.

f. make sure the date in the last change field is equal to or greater
than the date of the last Change Log entry.

g. using this Group Rooms Change Log, reports can be re-run at a

later date, showing the exact booking pace of the time e.g. if the
January report has to be re-run in May (maybe someone misplaced
the original), the production in January will be shown and any room
night or status changes that may have occurred since January will be
ignored.

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h. Change Log entries should never have a status of LOS, UNC, CAN
or ACT.

i. Changes that were made after control of the Room Block was given
to Front Office are entered as Total Type : LAST, and Changed by
FO-USER. To check exactly who made the change, go to the
Room Block and select Changes from the Block Header menu
(except for Bookings that are LOS or CAN).

j. the symbol which is displayed on some changes indicates that you

have made this entry manually

Step 7 When done, press [Pg Dn] to save and exit the screen. Then either search
for another Booking or press [Esc] to quit to the Main Menu.

Related Database(s) SM_BKHEA.dbf

SM_BKCHG.dbf
BLOCK.dbf

Related Topic(s) Bookings see User Manual section 6

Reports & Lists

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Laptop Maintenance
Introduction For use with the S&C Laptop Module (see separate document for more
information on the Laptop Module). The options for Laptop Maintenance
are located under the Main Menu option Miscellaneous in the S&C
Utilities program. These are:

a. Laptop Checkout Cleanup see page 280

b. Laptop Cleanup Salesrep see page 281
c. Laptop Cleanup Download see page 282
d. Mark Systemfiles for Download see page 284

In general, the options a., b. and c. are only to be used to clear problems
with a laptop, i.e.:
* if, for any reason, the normal procedure for uploading
accounts is blocked, or

* if a laptop has been lost, stolen or the hard disk has been
irretrievably damaged.

The option b. is also used, if a Remote Laptop User leaves the

company. See page 281 for details.

These procedures will not upload accounts and related records from the
laptop or from the LAP_xxx subdirectory on the network. In other words,
information that was entered on the laptop will be lost !

When one of the problems listed above occurs, the following steps have to
be performed:

1. Laptop Cleanup Salesrep to clear all records (accounts) that have

been marked for download or have actually been downloaded for
the Salesrep concerned. (The option Laptop Checkout Cleanup can
be used instead as well. It does the same as Laptop Cleanup
Salesrep, except that you will have to mark each account
separately).

2. Laptop Cleanup Download to clear the pending upload.

After you have cleared accounts in this way, it will only be possible to
perform a downloads to the same laptop after you have executed some
additional steps, namely:

* delete the *.dwl (hidden) file on the laptop

* remove the LAP_xx subdirectory on the network

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Laptop Checkout Cleanup

For the S&C Laptop Module. Use this option if you need to clear records
that have been marked for download or have actually been downloaded,
by selecting the checked-out accounts one by one. See Laptop Cleanup
Sales Rep if you want to clear all records for a certain Sales Rep at one
time.

Step 1 Select Laptop Checkout Cleanup and your screen will look something like
this :
I ♥ Fidelio Fidelio Development Hotel 20.08.98
File Edit Print Reindex Tables GEM-Tables Misc Quit

Account ID# Rep Account ↑

MB 11 AB Bermuda Travel
MB 17 AC American Express
MB 24 AC Bovis Construction Corp
MB 38 AC Christian Dior

=Select ESC=Abort ↓

Fig. 156

Account ID# Account identification number. The unique identification

number for each Account that is Checked out.

Not every Account in the S&C system is displayed, only those

CheckedOut and/or marked for CheckOut.

Rep Initials of the SalesRep who Owns the Account (initials entered on
the Account Edit screen.

Account The name of the account which is checked out marked for
Checkout.

Step 2 To clear an Account (i.e. unlock it on the Home System), highlight and
press [Enter]. Repeat this procedure for each Account that should be
"unlocked" on the Home System.

To quit this laptop Cleanup CheckOut, at any time, press [Esc].

Related Database(s) SY_LAPTP.dbf

ACCOUNTS.dbf
ACTIVITY.dbf
CONTACTS.dbf
SM_BKHEA.dbf
SM_PIKUP.dbf

Related Topic(s) S&C Laptop Module User Manual Section 16

S&C Laptop Utilities Manual User Manual Section 16

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Laptop Cleanup Sales Rep

For use with the S&C Laptop Module. Use this option if you need to clear
records that have been marked for download or have actually been down-
loaded for a selected Sales Rep in the situations described on page 281.

This option is also used when a Remote Laptop User is leaving the
company. As, with the Remote Laptop Module, a fresh zip file for the
next download is prepared on the Home System each time a remote user
performs an upload, this zip file has to be deleted if a Sales Rep is not
going to perform any download anymore. The steps to perform when a
remote user leaves the company are:

a. Remote User performs last upload

b. Run this Laptop Cleanup Sales Rep option
c. Check his accounts & contacts and assign them to a new Sales Rep
d. Prepare the first download for the new Remote User

Step 1 Select Misc -> Laptop Maintenance and then Laptop Cleanup Sales Rep.
You will be prompted to enter the initials of the Sales Rep whose records
need to be checked in and released back to the Home System.

Step 2 Enter the correct initials and press [Enter]. Your screen will then look like
this:

Previous Download for SRep SK will be lost !

Continue ?

Yes No

Fig. 157

Type [Y] to continue or [N] if you want to stop the procedure at this
point.

Step 3 Once the cleanup procedure is completed, you will return to the S&C
Utilities Main Menu.

Related Database(s) SY_LAPTP.dbf

ACCOUNTS.dbf
ACTIVITY.dbf
CONTACTS.dbf
SM_BKHEA.dbf
SM_PIKUP.dbf

Related Topic(s) S&C Laptop Module User Manual Section 16

S&C Laptop Utilities Manual User Manual Section 16

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Laptop Cleanup Download

For S&C Laptop Module. Use this option if you need to clear pending
uploads. Normally, you would run this option after you have performed
the options Laptop Checkout Cleanup or Laptop Cleanup Salesrep, see
page 281 for details.

The Laptop License Code registers how many downloads are permissible
at one time. Each time that a download is performed, the total number of
licensed downloads is decreased by one. Each time that an upload is
performed, the total number of licensed downloads is increased by one.

After you have cleared (unlocked) the pending uploads in this way,
it will not be possible later to perform an upload from the same
laptop.

Step 1 Select Laptop Cleanup Download and your screen will look something
like this:

I ♥ Fidelio Account Fidelio Development Hotel CBO 25.08.98

Accounts Contacts Bookings Events Diary Activity Schedule Misc Quit

User Station Out In

BL 0080C72E1B 24.08.98 26.08.98
FREE 2 . . . .

Press any key ...

Fig. 158

This screen can also been viewed from within S&C by pressing [Alt]+[U]
to view pending uploads.

User If records are currently downloaded to SalesReps, this column

shows the initials of the appropriate SalesRep(s).

a. If the User line shows the word Free with a number after it, this
means that there are free downloads at the moment.

b. If a SalesReps’ initials are displayed in every line, then there are no

free (available) downloads at the moment - until one of the
SalesReps listed returns (uploads) their records.

Station The Identification Number (ID #) for this particular

workstation on the Home System. This information may be helpful for the
System Supervisor & Fidelio S&C Support to identify which workstation
the User was working from.

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Out The date that the appropriate SalesRep CheckedOut (or downloaded)
their records.

In The Expected Checkin Date for the records’ return to the Home
System.

Step 2 To clear the problem pending upload, highlight and press [Enter].

To quit this screen at any time, press [Esc].

Please call your S&C Support Desk if you run into difficulties with this
procedure.

Related Database(s) SY_DOWN.dbf

Related Topic(s) S&C Laptop Module User Manual Section 16

S&C Laptop Utilities Manual User Manual Section 16

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Mark System Files for Download

Introduction For S&C Laptop module. Use to update certain system files on the
laptop. From time to time, certain system files may change on the Home
System, for example :

a. Pickbox codes (SM_VAL.dbf)

b. Screens (SY_SCRS.db? & SY_RELS.dbf &
SY_MVARS.dbf)
c. Hotel Data (SM_HOTEL.db?)
d. Help (SY_HELP.db?)
e. Field Defaults (SY_FLDEF.dbf)
f. Mailing Queries (QRY_SELEC.db?)
g. Hit Lists (QRY_HITS.dbf)
h. Field Lists (QRY_FLD.db?)
i. Sales Reps (SM_SREP.dbf & SM_LSREP.dbf)
j. Sales Rep’s Goals

To speed up the download, these files are not normally included. This
new feature in S&C Utilities allows the System Supervisor to select the
Sales Rep and then tag the necessary (changed) file(s) so that they are sent
with the next download to the selected Sales Rep.

The files are only sent one-time i.e. they are not then included in
each normal download.

Step 1 Select Misc -> Laptop Maintenance and then Mark System Files for
download. Your screen will look something like this:

↑
QRY_FLD QUERY Fieldlists
QRY_SELE QUERY Definitions
QRY_SPEC QUERY Special Codes
REP_LANG Reports - Language Translation
REP_RPT Reports & Lists
SM_COMP Company Data
SM_GOAL Salesmanager Goals
SM_HOTEL Hotel Information
SM_LSREP Sales Rep to User Link Table
SM_MENU Menu database
SM_SREP Sales Reps
SM_VAL Generic Codes with Description
SY_FIELD Data Dictionary
SY_FLDEF Field Defaults
SY_HELP Help Database
SY_INDEX Index File Definition
SY_INFO System Info with Serial#
SY_LEAD Fld Defaults for Lead Sending
SY_PICK Database Driven Picks
SY_SCRS Screen Names, Get List
SY_TABLE Database Files and Path
SY_USER Users
=Un/Mark F2=All F3=UnAll F10=Proceed ↓

Fig. 159

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Step 2 You have three options here involving file selection:

a. Highlight each desired file and press [Enter] to mark and a [ ] will
be displayed, indicating that the file is marked for download.

b. Press [F2] to mark all files

c. Press [F3] to unmark all marked files

Step 3 When ready, press [F10] to proceed and your screen will look something
like this:

↑
AD Auditor
HB Barta Heinrich
IB Berghof Ines
CB Bormann Claudia
GC Cianncuilli Gail
JC Cotton John
MD Dickers Marcel
MD Duyndham Michael
UF Fabricius Uli
FG Gollmann Frank
HH Hagen Harriet
PK Knight Phil
SK Kursawe Stefan
=Un/Mark F2=All F3=UnAll F10=Proceed ↓

Fig. 160

Step 4 You are being prompted to select the Sales Reps who should receive the
marked system files. Use [Enter] (mark individually) or [F2] (mark all);
if necessary, use [F3] to unmark all. When ready, press [F10] to proceed
again.

Step 5 The selected files are processed, ready for the next download to the Sales
Reps you selected in Step 4 and you will be returned to the S&C Utilities
Main Menu.

Related Database(s) QRY_FLD.dbf QRY_HITS.dbf

QRY_SELE.dbf QRY_SPEC.dbf
SM_BUD.dbf SM_GOAL.dbf
SM_HOTEL.dbf SM_SREP.dbf
SM_VAL.dbf SY_FLDEF.dbf
SY_HELP.dbf SY_SCRS.dbf

Related Topic(s) S&C Laptop Module User Manual Section 16

S&C Laptop Utilities Manual

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Transient Statistic Import

For all S&C modules. For use in installations that do not have an active
Fidelio S&C/Front Office interface. Imports Volume Production Statistics
from an ASCII file.

Altogether, there are three possibilities for importing Volume Production

figures into Fidelio Sales & Catering:

a. With Fidelio Front Office, the Volume Production figures can be

imported every night as a "batch" during the Night Audit
procedures. This batch procedure is set to run after the Front Office
Night Audit has completed and will import figures for all S&C
Companies & Travel Agents linked to Front Office.

Figures for Companies & Travel Agents that are not linked will also
be imported. The records will be placed in a "holding account" -
one for Companies and one for Travel Agent records - identified by
the Account name "FO_IMPORT_xxx" (where xxx is either
Company or Travel Agent). Users can then move these records to
the correct Account, if necessary first creating a new S&C Account.
Information on how to set up this option is detailed on page 320.

Once a Volume Production record exists, the room night figures for
matching records will be updated each time this Transient Statistic
Import is run (see below for details on when to run).

b. If your hotel does not have Fidelio Front Office, but the Front
Office system is able to create an ASCII file with the layout
detailed below, then use this option in S&C Utilities to import the
figures.

c. If options a. and b. above are not available in your hotel, then

users can still enter the Volume Production figures "manually" i.e.
by typing them into the relevant Account’s Volume Production
screens. See Sections 4 and 5 of the User Manual for details on
how to do this.

ASCII File The following description explains the ASCII file layout and other details
necessary to implement this Transient Statistic Import option of the S&C
Utilities menu (i.e. for use with non-Fidelio Front Office systems).

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Step 1 Set up a procedure to create the following ASCII file every night from
your hotel’s Front Office system:

9999YYYYMMDDXXXXXXXXXX9XXXXXXXXXX99999999999999999999XXXXXXXXXXXXXXXXXX
^ ^ ^ ^^ ^ ^ ^ ^ ^

+ >Offset 62-71
Accounting :
System ID
Character 10
+ >Offset 54-61 :
Hotel Code
Character 8
+ >Offset 50-53 Room Nights
Numeric 4
+ > Offset 42-49 Total F&B Revenue
Numeric 8
+ > Offset 34-41 : Total Revenue
Numeric 8

+ > Offset 24-33 : Contract ID

Character 10

+ > Offset 23-23 : Group Identifier

Character 1
1 = GROUP Business
0 = CONTRACT Business

+ > Offset 13-22 : Account ID

Character 10

+ > Offset 5-12 : Date

YYYYMMDD

+ > Offset 1-4 : Sequence Number

Numeric 4

Fig. 161

Sequence Number (Record ID): Counter for each occupied room record.
Begins with 1, and is incremented by one for each record.

Date: Posting date in Front Office.

Account ID: Fidelio Account Number: Entered into Front Office from
Fidelio-provided list (matches Fidelio SC ACCID). The Account Number
from Fidelio may be less than 10 characters. If no company is identified,
field may be left blank. Only one company ID allowed per occupied
room.

Group Identifier (Group Flag): If this room was part of a group, place
a "1" in the field, otherwise leave blank or enter "0".

Contract ID: Fidelio SC Volume Production Contract ID Number

(optional). Entered into Front Office from Fidelio-provided list. If left
blank, Fidelio will default statistics to the Company ID. If no company or
contract ID, Fidelio will default to a "Catch-All" account.

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Total Revenue (Room Revenue): N8.0. Room revenue generated by the

occupied room reflected in this record. Total or room revenue of any and
all sharing guests.

Total F&B Revenue: Food and Beverage revenue generated by the

occupied room reflected in this record.

Room Nights: Number of room nights generated by this record.

Hotel Code: The specific hotel code for the hotel where this import
record has been generated.

Accounting System ID: An ID number relating to the accounting system

in use in the hotel (e.g. A/R number).

Naming convention: YYMMDD.fit

Total Length per line : 131

Step 2 Create a directory under SM_DATA called FIT i.e.

\FIDELIO\SM_DATA\FIT.

Step 3 Make sure that the ASCII file described above (created by your non-
Fidelio Front Office system) is written into this FIT directory every night
after the Front Office Night Audit procedure.

Step 4 Each morning, call up S&C Utilities and call the menu option Transient
Statistic Import.

Users can work in S&C while this routine is running.

Because of the naming convention for the ASCII file that is created by
Front Office (the naming convention or format is YYMMDD.fit i.e.
Year_Month_Day.fit) the figures will be held in this file until you next run
this Transient Statistic Import routine.

If you want to collect statistics daily i.e. always be up-to-date then

you should run this routine every day. However, since you might
not be in the office on the weekend, the routine will just take a little
longer on a Monday since it will be processing Friday, Saturday and
Sunday nights’ figures.

When you select the Transient Statistic Import option, one of two things
will happen:

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a. A message will be displayed: "No FIT import files found OK".

This means either

i. that you have this option set up for your hotel, but that you
are completely up-to-date and there are no outstanding files in
the sub-directory FIT.

ii. you don’t have this option set up at your hotel.

b. If you do have the option set up for your hotel, and there are
outstanding file(s) in the FIT sub-directory, then you will see the
messages:

Processing File
Creating/updating Company Statistics
Updating Volume Production

If you have outstanding files for several days, then this

procedure will run through as many times as necessary. Each
file will be processed from beginning to end before starting to
process the next one so that:

* New records can be created as necessary

* Existing records can be updated as necessary

After the ASCII files have been imported, they are deleted from this FIT
sub-directory.

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Change Log Maintenance

Introduction If your hotel tracks changes in catering bookings, then the file which
records all these changes (the "change log"), may become very big very
fast. Therefore, it is important that this file be "cleaned up" as part of the
Monthly Maintenance Routines, as follows:

Step 1 From the Miscellaneous menu select Change Log Maintenance.

Step 2 At the prompt, enter the date prior to which the change log should be
deleted. Enter the date, then press [Enter].

Step 3 The message Start ? Yes/No will appear. To return to the Main Menu,
select No; otherwise, select Yes to continue with deletion of the log
entries.

Once the deletions are completed you will be returned to the Main Menu.

Related Database(s) SM_BKHEA.dbf

GE_CHANG.dbf

Related Topic(s) Bookings User Manual Section 7

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Additional Utilities
The following is a short description of the additional utilities which are
available with the various additional executable and miscellaneous files.
A S&C Systems Supervisor or Systems Manager may find themselves
using these from time to time:

Sales & Catering (SC.exe)

For all S&C installations. The executable file SC.exe calls the main Sales
& Catering program.

Possible Parameters From DOS, type [SC ?] or [SC HELP] and a list of the possible
parameters will be displayed. Most of these parameters are used for
demonstration or other internal purposes. However, there is one which we
recommend that all installations use:

LOGIN used to force the User to Login; provides additional data

security as the program cannot be accessed without entering a
valid User Name and password.

If this parameter is set up: when Sales & Catering is called, a

User Login box will be presented before the Current Sales
Manager selection box i.e. well before the user reaches the
Main Menu. The User is prompted to enter a valid User
Name and then Password. After three incorrect tries, the
user will be returned to the DOS menu i.e. out of Sales &
Catering.

This option is also available inside Sales & Catering using the
Hot Key [Alt]+[F2].

DOWNLOAD
for S&C Laptop Module. Used by the Remote user to start
the "download" of pre-selected records via modem from the
Home System to their laptop.

HOST
for the S&C Laptop Module. On the Home System, any
computer with a modem connection can be used as a "host".
One or more S&C users at the Home Office starts up
SC HOST and Remote Users can then call in and "download"
pre-selected records to their laptop and "upload" records back
to the Home System.

TRAINING
This should be used to load the training version: a red frame
will surround the screen, making it easier for the trainees (and
trainer) to identify that they are in the training version.

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Reports & Lists (SC_REP.exe)

For all S&C installations. The executable file SC_REP.exe calls the S&C
Reports & Lists program.

Possible Parameters
From DOS, type [SC_REP ?] or [SC_REP HELP] and a list of the
possible parameters will be displayed:

SERVER Used when the hotel has a (permanent) Report Server,

i.e. one computer which is set up just to process
Reports & Lists.

BANNER If the hotel has a (permanent) Report Server, then it

may be sensible to also set this BANNER parameter.
A page will then print at the front of each report, giving
details of who requested the report, how many pages
etc.

TIMER Show running time for R&R report. After the report
has been printed, a message will be displayed on the
user’s screen to show how long the report took to run
(in seconds). The user is asked to acknowledge this
information by pressing [Enter] at the OK prompt;
therefore we do not recommend setting this parameter
with the SERVER parameter (above).

The above parameters can be combined and set up to run from a batch
file. For example, you might have a menu option which called
[sc_rep banner timer].

Batch Report Function

This function gives the user the ability to set up and run several reports at
the same time. If no batches are defined, the system will create the first
batch automatically. After this, the users can create their own batches e.g.
GM Weekly Batch, Sales Weekly Batch or Catering Weekly (or Monthly)
Batch.

Adding a Batch of Reports

Step 1 From S&C Reports & Lists, select Batch. A pickbox with any existing
batch reports will be displayed. To add a new batch, press [Ins]. Your
screen will then look something like this:

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Fidelio Sales & Main Report Batch Name ↑rsion 6.10 ML

Bettina’s Weekly Reports
Johnathon’s Monthly
Sales Weekly Reports (autodate)
Catering Weekly Reports (today +10)

=Info *=Edit DEL INS P=Prt ↓ Inc. 1989-98

Batch Name

Run Batch with Auto Date Function N

Next Batch Run at . . . :
every 0 days

Fig. 162

Step 2 Enter the name (description) of the batch report e.g. Sales Weekly Batch
and press [Enter]. Your cursor will be positioned in the Run Batch with
Auto Date Function field; you have two choices at this point:

a. Answer [N] if none of the reports in this batch are date-dependant,

i.e. the filter fields do not include a date range selection.

For any reports with date range filters that are included in
Batch reports marked as Auto Date=[N]: the report will
always print with (any) dates that were entered in the original
report filter, i.e. if the report was last run the "normal" way
with the date range from 01.01.98 to 31.12.98, then these
dates be used each and every time this Batch is run.

b. Answer [Y] if one or more of the reports in this batch are date-
dependant. The AutoDate function has two possibilities:

i. Setting a fixed from / to date e.g. Date from tomorrow

Date to 10 days time. See Step 7 a. below for instructions on
how to set this up for individual reports in this batch

ii. Setting an AutoDate command so that the system takes the

dates entered by the user each time they start the printing this
batch of reports. See Step 7 b. below for instructions on how
to set this up.

c. Next Batch Run at enter the date and time you would like this
batch report to run next. Then enter the sequence in which this
report should run. For example, enter "every 7 days" if you would
like this batch to be printed once a week.

If you do not wish to enter a date or sequence to run this batch

report simply leave the date and time fields blank and press [Enter]
to pass through.

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Batch Reports printed via the Print Server will be delayed, i.e.
’run after hours’.

Step 3 Once all the fields for the new batch have been entered, you will be
returned to the Batch Reports pickbox. Highlight the new batch and press
[Tab]. Your screen will look something like this:

I ♥ Fidelio Fidelio Development Hotel CBO 17.05.98

Reports Batch Server Report Log Special Quit

Accounts/Contacts
Bookings
Fideli Activity rt Batch Name ↑rsion 6.10 ML
To Do y Reports (autodate)
Events ekly Reports (today +10)
Master ager’s Weekly Reports
Misc
Custom Reports

=Info *=Edit DEL INS P=Prt ↓ Inc. 1989-98

Fig. 163

Step 4 Highlight the desired section and press [Enter] to select. A list of all
available reports will be displayed. Highlight and press [Space Bar] to
select the desired reports and when ready, [Enter] to confirm.

Repeat these steps for reports from any other sections (don’t forget to
press [Space Bar] as at this point, the reports are in a multi-pick box).

Add another report to the Batch: If you forget to select a certain

report, simply highlight the Batch Report and press [Tab]. Repeat
the steps to select another.

Step 5 Now that you have selected the desired batches, modify the report filters
and set the AutoDate function (as appropriate):

Highlight the new Batch Report and press [*] to Edit. A pickbox with
your selection will be displayed.

Step 6 Modify Report Filters. To modify the report filters (only for this batch
report, not for the original): highlight the report and press [Enter]. The
report filter will appear, for example:

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General Manager’s Weekly Reports ↑↑

3) Group Booking Short by Arrival
Arrival Date 01.01.98 To 31.12.98
Sales Manager
Booking Status
Sales Manager 2
Account
Last Update . . To . .
Sort(1=Date,2=Rep1,3=Rep2) 1

=Modify -Date +Query DEL ↓

Fig. 164

Any filters you enter here will become the "set filters" for this batch
(unless you or any of your colleagues change these at a future date).
Press [Pg Dn] when done to save your changes.

Step 7 Date Function. For all reports that are "date-dependant", use the Date
function to set up either of the following. To call the Date Function,
highlight the desired report and press [-] :

a. Clipper or dBase statement, setting the date ranges based on the

system date e.g. Date From tomorrow Date To 10 days’ time.

Once you have pressed [-], move the cursor to the relevant date
filters and enter the expression [date()xx | date()xx] (where xx is
the desired range of dates). For example:

General Manager’s Weekly Reports ↑

3) Group Booking Short by Arrival
5) Group Booking LOS / CAN
Forecast Daily Detailed
LOS/CAN Catering Report by Reasons

Query Define: 3) GROUP BOOKING SHORT BY ARRIVAL

File: Copie: 1

Date Function Selected Field

date()-1 | date()+30 Arrival Date
sm_bkhea->SALESREP
sm_bkhea->STATUS
sm_bkhea->salesrep2
sm_bkhea->acclink
SM_BKHEA->LAST_DATE
param->what

Fig. 165

the "|" corresponds to ASCII code table [Alt]+[124]

This will take all records from "yesterday", plus 30 days i.e. if you
have used this expression and today is May 17th, then all records
from May 16th until June 16th will be included in this report

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b. Auto_date() - this will take the date which has been entered when
the user calls the print option for the batch report (see below). Use
this feature for any reports where the user needs to select the date
ranges each time, for example:

Query Define: LOS/CAN CATERING REPORT BY REASONS

Date Function Copie: 1 Selected Field

auto_date() sm_bkhea->date_sel
sm_bkhea->salesrep
sm_bkhea->salesrep3
sm_bkhea->rpt_stat
sm_bkhea->acclink
iif(sm_bkhea->cater_only,

Fig. 166

Enter a File name for each report set up in the batch to send the
reports into files instead of printing to paper. This is especially
useful if certain reports have to be sent to the hotel’s headquarter on
a regular basis. They can then be attached to cc:Mails as files.

One of the two options above must be used in each report’s

date field(s) to obtain the desired report. If you leave the
report’s date field(s) empty, the date originally entered in the
report filters will not be selected.

Step 8 Delete a report. Highlight and delete the desired report from this batch.

Step 9 When done, press [Esc] and you will return to the Batch Reports pickbox.

Print a Batch Report

Step 1 To print a Batch Report selection: Highlight the desired choice and press
[P]. If the AutoDate function is set to [Y], then a small date entry box
will appear on your screen:

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Main Report Batch Name ↑

FELIX DAILY Reports
Bettina’s Weekly Reports
new
Sale Date from : . .
Cate Date to : . .
Gene

=Info *=Edit DEL INS P=Prt ↓

Fig. 167

Step 2 Enter the desired dates and then continue with the normal report printing
procedures.

Copying Batches If you would like another set of batch reports very similar to one you
already have set up, but perhaps with different filters: for example,
Samantha would like a copy of John’s batch reports but needs to change
the filters:

Step 1 From the Batch Reports pickbox, you have two choices:

a. Add a new Batch: press [Ins] and add a new batch report name
and set the Run Auto Date Function flag to [Y] or [N].

b. Add another report to an existing Batch: decide you will be

copying all reports from one batch to another (existing) set of batch
reports.

Step 2 Highlight the batch report name which contains the reports you want to
copy and press [+]. Your screen will look something like this:

Main Report Batch Name ↑

Felix DAILY Reports
Bettina’s Weekly Reports
Johnathon’s Weekly Reports
Sales Wee COPY TO TARGET ↑)
Catering Felix DAILY Reports +10)
General M Bettina’s Weekly Re ts
Johnathon’s Weekly
= BATCH ↓

=Info *=Edit DEL INS P=Prt ↓

Fig. 168

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Step 3 Highlight the "target" batch i.e. the new batch which will receive the
copies and press [Enter]. Once your copies are made, a message will be
displayed informing you of this.

Be careful to watch for the message "Copy is Done", otherwise you

may be tempted to copy the batch two or three times - and then find
you have duplicates of each report in the new Batch!

Step 4 Highlight the new batch, press [*] to edit and make the desired changes.

Related Database(s) REP_RPT.dbf

REP_LANG.dbf
REP_BAT.dbf
REP_LOG.dbf

Related Topic(s) Reports

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Reindex (SC_RENTX.exe)
For all S&C Installations. The Reindex utility should be run at least once
a week. This is a program which helps keep the S&C databases small.

An automatic Novell "castoff" is performed as soon as the reindex routine

is started and will be taken off after its completion. Thus potential Novell
messages will no longer interrupt the reindexing process.

[+fo] For installations with Front Office Integration, a file is

created called STOPPED.FO. This stops anyone in Front Office
from accessing Sales and Catering while a reindex is running.
When the reindex has successfully completed, this file will be
deleted automatically.

There are two ways to start a Reindex.

a. Is described on page 70 above, using the S&C Utilities menu option

Reindex.

b. The alternative method of starting a reindex is by using the

sc_rentx.exe. The following describes the possible parameters
available with this executable file, together with an explanation of
when to use each.

Before starting any of the Reindex options from DOS, first make
sure your drive mappings are the same as your S&C users i.e. if
they have root mappings, you must have too. When the Reindex
with Pack starts, the system will check for logged in users, but only
those users who are logged in to S&C with the same mappings as
you.

[+fo] If you have a Fidelio S&C/FO interface, make sure you

always run the Reindex with the parameter FOFIRST. See page 303
for details.

Possible Parameters The Reindexing Utility options should be set up on your S&C Key
Manager or Supervisor’s menu. However, to view the possible
parameters: from DOS, type [SC_RENTX ?] or [SC_RENTX HELP]
and the following will be displayed:

Without Parameters
If the Reindex Utility is run by using the sc_rentx.exe without any of the
above parameters, then the default option is with PACK On (and
FOFIRST, see page 303 for details). When users delete records in Sales
& Catering, the record is marked for deletion in the database, but not yet
actually deleted. The Packing procedure finally removes these records
from the databases.

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Usage: SC_RENTX <filespec> [option]

where <filespec> database name without extension
or wildcard specification such as ge_*
and [option] is
NP no packing
SHARED run SC_RENTX on multiple workstations

SIXCDX use SIXCDX driver

DBFNTX use DBFNTX driver (default)
SM S&M index keys

NOABORT don’t ask user for aborting

FODATA simulated Front Office Files
FOFIRST reindex FO accesed databases first
TAGGED reindex only tagged databases

Fig. 169

The advantages of running a Reindex with the packing on are:

a. All records marked for deletion will be deleted, which means that
overall you will have more space on your system

b. The Notes files for each database (*.dbt) will be "cleaned up".

c. The system will check for PACK*.* files. If any PACK files exist
in the SM_DATA directory, these will appear in a pickbox and you
will have the option to delete them before proceeding with the
Reindex.

PACK files are created when a reindex WITH PACK has

been improperly interrupted

TEMP files are created when a reindex with NOPACK has

been improperly interrupted

By "improperly interrupting a reindex", we mean that the

computer running the reindex was shut off intentionally or by
mistake, for example the power has been cut off for the
computer that was running the reindex or someone rebooted
the machine in the middle of the reindex.

This can cause very serious problems - as you would

imagine! If your reindex has been interrupted in this way,
contact your S&C Support Desk as soon as possible. If you
have PACK files, DO NOT DELETE them until you have
spoken to your S&C Support Desk.

d. When the Reindex with Pack is started, the system will first check
that there is sufficient diskspace on your Server Volume where the
SM_DATA files are located, usually the USER volume, for double
the largest file size. If you do not have enough space on the server
for the Reindex with Pack to run, then the system will not carry out
the Reindex.

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We do not recommend running a Reindex with Pack with the

SHARED parameter (see below).

You should run a Reindex with Pack approximately once a month.

However, please note that the Reindex with Pack will increase the
Reindexing time by approximately another two-thirds, i.e. almost double
the time of a Reindex with NoPack.

No Pack With the parameter NP (No Pack), the packing procedure of databases will
be skipped. Running a Reindex with NoPack means that the records
which are marked for deletion in the database will still not actually be
deleted. In addition, if all index files have to be created new, the Reindex
with NoPack will create the indexes.

The advantages of running a Reindex with No Pack are:

a. The reindex is faster (approximately two-thirds faster than a

Reindex with Pack)

b. Index files will be created if none exist (this would only apply if
your S&C Support Desk have advised you to delete the indexes).

c. Records marked for deletion will not actually be deleted. If you are
experiencing any problems, your S&C Support Desk may ask you to
run this Reindex first.

Shared Reindex Calling the reindex from outside the S&C Utilities program gives the
additional option of a shared reindex. This means that the reindex
program can be run on several computers simultaneously - each computer
processing a specified list of S&C files rather than one computer
processing all S&C files.

This option is particularly useful

a. to the hotel : if the databases are very large

b. to an S&C installer: after an update has been run

Step 1 The options for a shared reindex will have been set up on the System
Supervisor / System Manager’s menu.

The shared reindex should only be run by a Systems Supervisor or

Systems Manger as it does not check for logged in users i.e. the
Systems Supervisor/Manager should check who’s logged into any
S&C program prior to running the shared reindex - this can be done
from DOS using the SC_WHO.exe see page 305.

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Since you can run the Shared Reindex from several computers at the same
time, you may have upto 4 or even 5 options on the menu, such as:

1. Sales & Marketing (SM) files calls NTX_SM.bat

2. Group Event Management (GE) files calls NTX_GEM.bat
3. System (SY) files calls NTX_SY.bat
4. Miscellaneous files calls NTX_MISC.bat

See Batch Files below for more information.

Running a shared reindex (for example with the above options) will
usually be done with NO PACK. Otherwise, there is a danger that
you will run out of diskspace on your server.

Step 2 Log in as System Supervisor / System Manager on each computer from

which you will be running a part of the Reindex. Then on each computer
select one of the options, e.g.

on Bettina’s computer, select option 1

on Peter’s computer, select option 2
on Julia’s computer, select option 3
on Frank’s computer, select option 4

Step 3 Sit back and watch the show ! When the reindexes are done, the screens
will return to the System Supervisor / System Manager’s menu.

Step 4 Log out and turn off each computer before going home.

SIXCDX Use SIXCDX drivers - option for a future release of Sales & Catering.

DBFNTX Use DBFNTX driver. This is the default option which is for use with
current versions of Sales & Catering.

SM Special flag for Sales & Marketing installations (version SM 1.0 to

SM 1.30). Turns off the multi-lingual index key feature. This allows you
to use the exe on "old" Sales & Marketing systems.

NOABORT When the SC_RENTX.exe is called with the NOABORT parameter, it will
first check for logged in users and then start the reindex immediately i.e.
without asking the user to confirm that they want to continue or stop
(abort the reindex).

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This NOABORT parameter should be used when the user either cannot or
should not be prompted to confirm (or abort) the reindex procedure. Use
this parameter :

a. the Remote Laptop Module : the SC_RENTX.exe must be called

with the NOABORT parameter in the LAPUNZIP.bat

b. For installations with batch files which call for an "unattended

reindex" i.e. if the reindex is called from or directly after another
procedure, for example if a reindex batch file is called as the last
procedure of the Night Audit.

FODATA Use for all installations that do not have an active Fidelio S&C/Front
Office interface. This parameter will reindex the "dummy" Front Office
files in the directory \FIDELIO\SM_DATA\FO_DATA.

A batch file should be set up for the S&C Supervisor to run this reindex
on a regular basis - recommended is once per week. All users must quit
Sales & Catering while this reindex is running.

FOFIRST Use for all installations that have an active Fidelio S&C/FO interface.
This parameter will reindex all databases accessed by FO first. As the
Reindex is normally run at night, this parameter makes sure that the
Reindex does not interfere with the Front Office Night Audit routine.

TAGGED For use after the SC.exe has been run with the DBFCHECK parameter.
During the Database structure check, any databases that are changed are
"tagged" i.e. marked. A message appears at the end of the DBFCHECK
procedure advising that a Reindex should be run immediately, using the
TAGGED parameter. Calling SC_RENTX.exe with this TAGGED
parameter i.e. [sc_rentx tagged] will only reindex those databases that
have been changed i.e. not all databases.

Batch Files Combinations of the parameters detailed above can be called at the same
time, depending on the need. For example:

a. sc_rentx accounts np will run a reindex with no pack only on the

ACCOUNTS database

b. sc_rentx ge_*.* shared np will run a shared reindex with no pack

on the GE_* databases (very useful if you need to run a second
shared reindex command on a second computer for other databases).

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In the standard Sales & Catering release, we have created sample batch
files (NTX_*.bat) for running a shared reindex. However, depending on
the size of your databases, it may be advisable to create separate batch
files for the ACCOUNTS and CONTACTS databases (traditionally, two of
the largest files), for example:

NTX_GEM.bat sc_rentx shared GE_* np

NTX_MISC.bat sc_rentx shared accounts activity l_* param rrunin rep* qry* sc* np
NTX_SM.bat sc_rentx shared sm* np
NTX_SY.bat sc_rentx shared sy* contacts np

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Who is in Sales & Catering (SC_WHO.exe)

For all S&C installations. This Utility program checks for users logged
into the main Sales & Catering program. This utility is also called
automatically when a Reindex is started or when the users press [Alt]+[W]
inside S&C to send a Novell message.

This utility checks usage of files in S&C and S&C Utilities and S&C
Reports & Lists.

If logged in as a System Supervisor, before calling SC_WHO.exe

from DOS first make sure that your mapping is the same as the
normal users i.e. if they have a root mapping for the SM_DATA
directory, you must too, or the SC_WHO will not be able to
accurately check and alert you to logged in users.

To root map to SM_DATA, type

[map root i:=server\volume:\directory]

e.g. [map root i:=sc_dev\user:\fidelio\sm_data]

Batch Files
To make it easier for you to check who’s in Sales & Catering:

a. set up a batch file for yourself so that you don’t have to type this
map root command line each time you want to check who’s in Sales
& Catering, or

b. use the batch file which is used by all S&C Users, called
R_FSET.bat. This will set all root mappings for you as for a
normal Fidelio S&C, FO and F&B user. If you have an active
Fidelio S&C/FO interface, the additional advantage of using this
batch file is that if you then start Sales & Catering, the mappings
are correct to activate the interface.

To clear these root mappings, use the R_FCLEAR.bat i.e. type

R_FCLEAR and press [Enter].

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Display Graphics in S&C (SC_GRAPH.exe)

For all S&C installations. This executable file has been designed to
display graphics from within Sales & Catering.

From within Sales & Catering

This executable file will display graphics from within Sales & Catering as
follows:

a. Hotel Graphics: call up the Hotel Data Hot Key [Shift]+[F5].

Highlight any hotel that has a graphic file noted in the Hotel
Graphic field on the General Information (1st) screen - shown
with a [G] at the far left of the Hotel pickbox. Press [Alt]+[P] and
the Hotel’s graphic will be displayed. Press [Esc] to return to the
Hotel pickbox.

b. Hotel Graphics: when sending Leads, users select the requested

Hotels from the Hotel pickbox. Therefore, once the user has started
to add a new lead and the Hotel pickbox is displayed, highlight any
hotel with a [G] at the far left of the Hotel pickbox and press
[Alt]+[P]. The Hotel Graphic will be displayed, press [Esc] to
return to the Hotel pickbox.

The Hot Key [Alt]+[P] calls up the SC_PCX.bat, which then calls up the
SC_GRAPH.exe.

For both options a. and b. the graphics files must be in PCX format

In addition, if you have the Room Planner module the SC_PCX.bat will
display Function Space graphics from the Room Planner. Standard
graphics represent the function space with a particular setup style;
customer specific graphics may be shown relating to a particular Event.

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Update Utility (SC_UPDAT.exe)

This program has two purposes:

a. without parameter, the program allows installers as well as

advanced system supervisors to update existing installations.
It can be used:

i. to update an existing installation to a new version

ii. to reset (empty) a version for a new installation
iii. to reset ID Numbers on all or selected databases

The update routine not only compares existing database structures to

new ones and generates a logfile, but also allows installers via an
update database to automate the procedure.

See separate document for full details.

b. with the parameter DBFCHECK, it can be used:

i. to provide the minimum database structure requirements

needed for an update to version 6.10.
ii. to create the "dummy" front office directory (needed for
installations without active S&C/FO interface and for laptop
installations).

If necessary, contact your S&C Support Desk for more information.

Communications Server (SC_LEAD.exe)

Using this Communications Server utility, leads for one booking can be
sent one of four ways to another hotel:

a. printing and then faxing "manually";

b. faxing directly using a fax interface software such as NET
SatisFAXtion;
c. sent via electronic mail as a text message or
d. sent as data transfer via electronic mail (E-Mail). Currently, we
support Lotus cc:Mail for lead sending via E-Mail system.
Information regarding additional E-Mail systems is available on
request.

Using the data transfer option, leads are processed automatically and
records created in the receiving system. The responses to-and-fro and,
after the group has checked-out, actual information is also transferred via
data exchange. This eliminates the time lag and double work necessary to
enter data which used to be necessary between a Regional Sales Office
and a Hotel Sales & Catering system.

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SC_COMM.ini The SC_COMM.ini is an essential part of any procedures involving Sales

& Catering and cc:Mail. If your installation is setting up lead sending via
cc:Mail or would like to "print" files and send via cc:Mail, make sure that
SC_COMM.ini is set up in the SM_DATA directory.

[SC_COMM]
CCMAIL_DIR=R:\CC_MAIL\CCDATA
CCIMPORT=R:\CC_MAIL\CCDATA\IMPORT **
CCEXPORT=R:\CC_MAIL\CCDATA\EXPORT **
POLL_OUTBOX=300
POLL_INBOX=120
RECEIPT=FALSE
PRINTER=LPT1
SLEEPFROM=03:00
SLEEPTO=05:00

Fig. 170

[SC_COMM] This is for information only: a "label" for the file.

Leave this line in the file just as it is.

cc:Mail_DIR=R:\EDITOR\CC_MAIL\CCDATA The full

path of the network’s cc:Mail data directory. Adjust as necessary for the
network.

** CCIMPORT=<directory> Only required if the Communications

Server will be run with the NOLOOP parameter. Defines directory where
files are placed, ready to be imported into cc:Mail

** CCEXPORT=<directory> Only required if the Communications

Server will be run with the NOLOOP parameter. Defines directory where
files are located that have been exported from cc:Mail.

POLL_OUTBOX=300 The "polling mode" indicating how often

(in seconds) outgoing messages the Sales & Catering system should be
checked

POLL_INBOX=120 The polling mode indicating how often (in

seconds) cc:Mail should be checked for in-coming messages for the S&C
system

RECEIPT=FALSE Two possible answers here: [TRUE] or

[FALSE]. Receipt=TRUE used to indicate that the lead and all additional
information (Account, Contact & Booking) have been created at the
receiving side. An answer message will be created for the sender. This
only applies to leads sent via Communication Method CCM (not for CCT,
FAX or PRN).

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The cc:Mail responses are sent back to the Generic User (sender) via
cc:Mail Text file. Before flagging as TRUE, consider how many leads the
installation will be sending, the relative importance of receiving an
acknowledgement of receipt for every lead and whether there will be time
to administer the responses. Flag accordingly.

PRINTER=LPT1 Which printer port should the leads be printed out

on i.e. for parallel printer ports LPT1, LPT2 etc. and for serial printer
ports COM1, COM2 etc.

SLEEPFROM, SLEEPTO to stop the Communications Server

(SC_LEAD.exe) during, for example, a backup. To set this up, implement
the following into the SC_COMM.ini, sending it "to sleep":

SLEEPFROM=<Time in 12 or 24 hour format>

SLEEPTO=<Time in 12 or 24 hour format>

All errors from the SC_LEAD.exe are written into a file called
LEAD_ERR.log.

See Laptop Utilities Manual for more details on this utility.

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Archiving Utility (SC_ARC.exe)

This program can be used to archive (store) or purge (delete) activity
and/or booking information in order to reduce the size of the SM_DATA
directory.

The archiving program can be used for all S&C Modules, but
depending on the module, certain options described below will not
be available.

Before starting the SC_ARC.exe, make sure that:

a. it is only run by systems supervisors after consultation with S&C
support.
b. a backup of the latest activity and/or booking databases exists.
c. all S&C users have left the S&C programs.
d. the SC_ARC.exe is only started from one workstation.

During the archiving process, the program creates Zip files and stores
them in automatically created subdirectories under the S&C data directory
(usually: I:\FIDELIO\SM_DATA) (see page 317 for details). From there,
the Zip files can be moved to tape or floppy disk.

This is a brief overview of the steps to follow:

1. Ask all S&C users to leave the program.

2. Make a backup of the appropriate databases, i.e.:

for activities: ACTIVITY.db? and/or
for bookings: SM_BK*.db?, GE_*.db?

3. Optional: Select records to archive in S&C (individually or by using

the Mailing Query option). See page 311 for details.

4. Call up the SC_ARC.exe and select appropriate conditions. See page

313 for details.

5. Run a SC_RENTX with pack (to actually reduce the size of the
archived databases) in the SM_DATA directory.

6. If you need even more space on your server, move the zip files
from the newly created subdirectory to tape or floppy disk.

What information is archived ?

Activities: The activity notes.

After archiving activities, the activities will still be listed

(marked with a [ ]), but without activity note.

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Bookings: Any booking information except the booking header (i.e.

except the Booking Edit screen).

After archiving bookings, the bookings will still be listed

(marked with a [ ]), but the options Room Block, Event
Management, Billing Instructions, Notes, Activity, Lead
Sending, Booking Contact, Deposit & Cancellation, Change
Log and Print are not accessible.

Selecting records to archive

There are three ways to select records (activities or bookings) for

archiving:

Please note that only the following records can be marked:

* Activities where the Activity Date is in the past.
* Bookings where Booking Arrival Date is older than 30 days.

a. Select records individually (in SC.exe): From the activities/booking

pickbox in the S&C program, individual records can be selected by
pressing [Alt]+[A]. You will notice a [ ] next to the Sales
Manager’s initials in the column Mgr. To unmark a record simply
press [Alt]+[A] again.

b. Multiple selection through Mailings (in SC.exe): Multiple records

can be selected by using the Mailing Query System. This options
allows to select records based on a wide range of user-definable
query conditions. See below for details.

c. Using pre-defined query conditions (in SC_ARC.exe): The

archiving program offers a selection of the most common conditions
used to archive records. See page 314 for details.

These query conditions can also be used to further reduce the

selection of records marked in S&C before (options a. and b.
above).

Multiple selection through Mailings

The following steps describe how to select records for archiving through
the S&C Mailing Query option. This option is useful, if you want to
archive records based on different conditions than the ones presented when
calling the SC_ARC.exe (see page 314 for details). The basic steps are
outlined here, but if you are not sure of how to run a Mailing Query,
please see Section 12 of the S&C User Manual.

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Step 1 From the Main Menu, select Miscellaneous -> Mailing -> Query.

Step 2 When the list of Queries appears, you have two options:
a. Highlight and process an existing query.
b. Build a new query based on your conditions.

Step 3 Once the desired query exists, highlight and press [F10].

Step 4 Once the list of Selected Records for Mailing appears, make any necessary
selections/de-selections and then press [F10] again to process the Query.

Step 5 Press [F10] to process through the Fieldlist (it doesn’t matter which
Fieldlist you select: you are just passing through this step to get to the
next one). Your screen will look something like this:

I ♥ Fidelio Main Menu Fidelio Development Hotel HAM 25.06.98

Accounts Contacts Profiles Bookings Events Diary Activity Misc Quit

Account Name Contact Name City ↑

3M Deutschland GmbH München
Bailly Shoes Geneva
Hilton International Miami
NEC International okyo

Create Secondary Mergefile [Yes]

Create Activities [No ]
Mark Accounts for CheckOut [No ]
Unmark Accounts for CheckOut [No ] ↓

Mark Booking for Archiving [No ]

Unmark Booking for Archiving [No ]
Mark Activity for Archiving [No ]
Unmark Activity for Archiving [No ]

Print Query-Hitlist [No ]

Print Query-Adresslabels [No ]
Save Query-Hitlist [No ]

INS=Add =Edit DEL=Delete F10=Process ↓

TAB=View DEL F3=Sort Space=Tag/Untag F8=untagged F9=tagged F10=all ↓

Fig. 171

Step 6 At this point, you have a number of options:

a. Create Secondary Mergefile: Make sure you set this option to [No]
as this is only used to run a "real" mailing.

b. Mark Booking for Archiving: Used to select bookings for

archiving.

c. Unmark Bookings for Archiving: If you have marked bookings

for archiving already, and then realize you have made a mistake and
marked the wrong ones: "start fresh" by running the same Mailing
Query, but select YES on this option (and NO to the option Mark
Booking for Archiving above).

d. Mark Activity for Archiving: Used to select activities for

archiving.

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e. Unmark Activity for Archiving: If you have marked activities for

archiving already, and then realize you have made a mistake and
marked the wrong ones: "start fresh" by running the same Mailing
Query, but select YES on this option (and NO to the option Mark
Activity for Archiving above).

Step 7 Once the Query has finished processing, you will be returned to the Query
List. The selected activities/bookings have now been marked for
archiving.

Run the SC_ARC.exe

Step 1 From the DOS Prompt, type [sc_arc] and select any SalesRep.

Step 2 A selection box will come up, asking "What do you want to archive ?".
You have three choices:

a. Select Activities if you want to archive or purge activities. Go to

Step 3a.

b. Select Bookings if you want to archive or purge bookings (this

option is not available for S&C Lite and GEM Express). Go to Step
3b.

c. Select Exit if you want to leave the SC_ARC.exe. You will be

returned to the DOS prompt.

Step 3a - Activities Your screen will look something like this:

I ♥ Fidelio S&C Archive Utility Version 6.10 ML

Select Activity Query

Marked Records : N

Activity Type :

Sales Rep. :

Activities From : . . To : 13.09.96

ESC = Exit

Fig. 172

Marked Records: Enter [Y] if you have marked activities in S&C before
(either individually or via Mailing Query). You can now use the query
conditions below to further reduce your selection.
Enter [N] if you only want to select activities based on the query
conditions below.

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Activity Type: Multiple pickbox. If appropriate, enter the activity type.

Sales Rep: Multiple pickbox. If appropriate, enter the sales rep’s initials.

Activities From ... To ... : If appropriate, enter the activity date range.

Please note, that the latest possible activity date is today’s date.

Go to Step 4.

Step 3b - Bookings Your screen will look something like this:

I ♥ Fidelio S&C Archive Utility Version 6.10 ML

Select Query Method

Marked Records : N

Arrival Date From : . . To : 14.07.98

Booking Status :

Room Revenue Less Than : 0

Room Revenue More Than : 0
Room Revenue From : 0 To : 0

Catering Revenue Less Than : 0

Catering Revenue More Than : 0
Catering Revenue From : 0 To : 0

ESC to Exit

Fig. 173

Marked Records: Enter [Y] if you have marked bookings in S&C before
(either individually or via Mailing Query). You can now use the query
conditions below to further reduce your selection.
Enter [N] if you only want to select bookings based on the query
conditions below.

Arrival Date From ... To ... : If appropriate, enter the arrival date range
for the bookings.

Please note, that the latest possible arrival date is 30 days prior to
today’s date.

Booking Status: Multiple pickbox. If appropriate, select the booking

statuses to archive, e.g. ACTual, LOSt and CANceled by tagging them
with the [Space Bar].

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Room Revenue Less Than: For example, if you enter 1000 here, all
bookings with a room revenue up to 999 DM, USD etc. (depending on
your base currency) will be archived.

Room Revenue More Than: For example, if you enter 1000 here, all
bookings with a room revenue of 1001 DM or USD etc. (depending on
your base currency) and more will be archived.

Room Revenue From ... To: For example, if you enter 1000 to 2000
here, all bookings with a room revenue from 1000 to 2000 (including
1000 and 2000) will be archived.

Catering Revenue Less Than: (only with S&C GEM and GEM Express)
For example, if you enter 1000 here, all bookings with a catering revenue
up to 999 DM, USD etc. (depending on your base currency) will be
archived.

Catering Revenue More Than: (only with S&C GEM and GEM Express)
For example, if you enter 1000 here, all bookings with a catering revenue
of 1001 DM or USD etc. (depending on your base currency) and more
will be archived.

Catering Revenue From ... To: (only with S&C GEM and GEM Express)
For example, if you enter 1000 to 2000 here, all bookings with a catering
revenue from 1000 to 2000 (including 1000 and 2000) will be archived.

Step 4 Once you have entered your conditions, press [PgDn] and the message
"Archive or Purge ?" will be displayed. You have three choices at this
point:

a. Select Archive if you want to store the selected records so that they
can be retrieved later. Go to Step 5.

b. Only select Purge if you are sure you want to permanently delete
the selected records !!! Go to Step 5.

c. If you want to exit the program at this point: just select Archive
and then [Esc] for Exit.

Step 5 The message Show Hits ? Yes/No will now appear. Choose [Yes] to see
all records SC_ARC has selected before they are processed. We would
recommend that you do this to ensure that the records you expected have
been selected (Go to Step 6). Choose [No] to process the records without
displaying them first.

Step 6 For activities your screen will look something like this:

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I ♥ Fidelio S&C Archive Utility Version 6.10 ML

Account American Express

Contact Dean, James

CA SRep Date Type Description ↑

√ AB 03.02.94 MET discuss rates
√ AB 11.03.95 CHC chase contract
√ AB 11.07.95 LUN discuss potential for 1998

<space>=Mark/Unmark <ESC>=Exit <Return>=Proceed ↓

Fig. 174

For bookings your screen will look something like this:

I ♥ Fidelio S&C Archive Utility Version 6.10 ML

Account Christian Dior

Contact Schlau, Schweinchen

CA Date Stat Booking Name Room Rev Cater Rev Book ID

√ 13.09.95 CAN Christian Dior 0 0 AA 38
√ 06.01.96 LOS Bovis Construct 0 0 AA 39
√ 12.04.96 ACT Bovis Construct 0 0 AA 40

<space>=Mark/Unmark <ESC>=Exit <Return>=Proceed ↓

Fig. 175

At this point you can still unmark records with the [Space Bar]. Moving
up and down with your cursor, the related accounts and contacts for the
selected activities/bookings are displayed.

The column CA (for "checked" and "archived") can contain the following
signs:

[√] For the records that were selected from within SC_ARC.exe
[ ] For the records that were selected from within S&C

Step 7 Once you are sure that your selection is correct, press [Enter] to process.
The following message will be displayed shortly:

a. For activities: "Zipping temporary files for activity: xxxx",

where xxxx is each year, for which activities were
found.

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Systems Supervisor Manual S&C UTILITIES

b. For bookings: "Creating temporary files for booking: xxxx",

where xxxx is the booking id number.

Step 8 You will be returned to the selection box asking "What do you want to
archive ?" where you can select Exit now, unless you want to continue to
archive.

Step 9 After archiving, you will notice the following:

1. In S&C, archived records have a [ ] next to the Sales Manager’s

initials. If you select archived information with [Enter], a message
will appear: "This Activity/Booking has been archived! Do you want
to restore it? " YES / NO ? To unzip records see "Restore files from
archive" below for details.

2. On the S&C menu option Misc -> Booking Archive you will find a
list of all archived bookings. From here, just like from the Booking
pickbox, you can unarchive, delete or unarchive & copy selected
bookings.

3. A subdirectory ARCHIVE was created under

I:\FIDELIO\SM_DATA. This is how the archive files are stored:

a. Bookings:
Each archived booking is stored as a separate Zip file in the
directory ARCHIVE. The name of the Zip file is the booking
number. The path looks something like this:

I:\FIDELIO\SM_DATA\ARCHIVE\AA000032.zip.
I:\FIDELIO\SM_DATA\ARCHIVE\AA000060.zip.

b. Activities:
Archived activity records are grouped per year and month in
a file that is always called ACT.zip. The path looks something
like this:

I:\FIDELIO\SM_DATA\ARCHIVE\ACT\199707\ACT.zip
I:\FIDELIO\SM_DATA\ARCHIVE\ACT\199710\ACT.zip

Step 10 From DOS you can now move the archive directory to tape or floppy disk.

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Restore archived files

In order to restore Zip files, the appropriate files must be in the correct
subdirectory (i.e. where they were created) and have the original Zip file
name.

Step 1 Call up S&C and:

a. For activities:
Go to the activities pickbox and position the cursor on the activity
to restore (marked with a [•]). Press [Enter] to select and answer
[Yes] to the question "Do you want to Unzip this Activity ?".

b. For bookings:
Go to the bookings pickbox, position the cursor on the booking to
restore (marked with a [•]) and press [Enter] to select. From the
Booking Menu select either Room Block or Event Management and
answer [Yes] to the question "Do you want to Unarchive this
Booking?.

If you get see the message "Archive File not existing:

XXXXXXXX.zip. go to DOS and make sure you copy back the
archive Zip file because you probably moved it to floppy disk or
tape.

Step 2 Once you have restored archived files:

a. The [•] disappears from the activity/booking pickbox in S&C.

b. In the directory where files were restored, a file UNZIP.log has been
created which can be viewed with any DOS editor. This file
contains information about the last restored record in this directory
and is overwritten each time a new restore is made for a file in the
same directory.

The UNZIP.log for a booking looks something like this:

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Systems Supervisor Manual S&C UTILITIES

File Edit Search Options Help

UNZIP.LOG
↑
PKUNZIP (R) FAST! Extract Utility Version 2.04e 01-25-93
Copr. 1989-1993 PKWARE Inc. All Rights Reserved. Shareware Version
PKUNZIP Reg. U.S. Pat. and Tm. Off.

Searching ZIP: AA000038.ZIP

Inflating: SM_BKHEA.DBF
Inflating: SM_BKHEA.DBT
Inflating: SM_BKTOT.DBF
Inflating: SM_BKAGN.DBF
Inflating: SM_BKAGN.DBT
Inflating: SM_BKCON.DBF
Inflating: SM_DEPOS.DBF
Inflating: SM_LEAD.DBF
Inflating: SM_LEAD.DBT
Inflating: ACTIVITY.DBF
Inflating: ACTIVITY.DBT
Inflating: GE_EORD.DBF
Inflating: GE_EV.DBF
Inflating: GE_EV.DBT
Inflating: GE_RES.DBF
Inflating: GE_RES.DBT
Inflating: GE_MIT.DBF
Inflating: GE_BILL.DBF
Inflating: GE_BILL.DBT
Inflating: BLOCK.DBF
Inflating: BLOCK.DBT
Inflating: GALLOTT.DBF
Inflating: HI_BLOCK.DBF
Inflating: HI_BLOCK.DBT
Inflating: HI_ALLOT.DBF
↓

Fig. 176

The UNZIP.log for an activity looks something like this:

File Edit Search Options Help

UNZIP.LOG
↑
PKUNZIP (R) FAST! Extract Utility Version 2.04e 01-25-93
Copr. 1989-1993 PKWARE Inc. All Rights Reserved. Shareware Version
PKUNZIP Reg. U.S. Pat. and Tm. Off.

Searching ZIP: ACTIVITY.ZIP

Extracting: AA000067.TXT

PKZIP (R) FAST! Create/Update Utility Version 2.04e 01-25-93

Copr. 1989-1993 PKWARE Inc. All Rights Reserved. Shareware Version
PKUNZIP Reg. U.S. Pat. and Tm. Off. Patent No. 5,051,745

Novell Netware version 3.11 detected.

Updating ZIP: ACTIVITY.ZIP

Deleting: AA000067.TXT

Fig. 177

Related Database(s) GE_ARCH.dbf

ACTIVITY.db?
SM_B*.db?
GE_*.db?
REP_LOG.dbf

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Fidelio Front Office Procedure (SC_NIGHT)

For S&C Lite, S&C Hotel, S&C GEM and S&C GEM Express
installations with an active S&C/Front Office interface. This Fidelio Front
Office procedure is set up in the FO Night Audit Sequences and includes
the following routines:

a. imports volume production statistics and updates company statistics

in S&C.

b. for S&C Hotel and S&C GEM only imports group room night
actuals from Front Office back to S&C.

This saves S&C users the unnecessary task of typing actual figures into
Volume Production records and the group Room Block.

The procedure SC_NIGHT replaces the SC_FOIMP.exe, used before

the S&C/FO integration.

Step 1 Call up Front Office FSTAMM. Go to Miscellaneous -> Night Audit

Sequence. Your screen will look something like this:

I ♥ Fidelio 6.10 Fidelio Development Hotel 17.07.98

No.List name DBF FRM Procedure How often

10 File Preparation ORGANIZE T

20 Check Balances FIXSALDO T
30 Cancellations & Correctio STORNOS T
40 Post fixed charges MAINLOOP T
50 Cutoff Allotments DELALLOT T
60 Archive Bills SAVE_OLD T
70 Makecopy MAKECOPY T
80 Zero daily totals CLEAN_UP T
90 Year-end Routine YEAREND B
100 File Maintainance PACK_ALL T
110 Background BACKGRND T
120 Clean up guest history CLEANHIS W
130 SC Night SC_NIGHT T

Edit INS New DEL Delete

CTRL-B Create Automatic Spool Files

Fig. 178

Step 2 Move your cursor to the very last line, press [Ins] to add a new procedure
and enter the following information:

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Systems Supervisor Manual S&C UTILITIES

I ♥ Fidelio 6.10 Fidelio Development Hotel 17.07.98

Sequence 340
List name Export Data to S&C How often
FRM File Procedure Name SC_NIGHT
Filter T
Screen (T/F) F T
Print (T/F) T How Many? 1 T
Output File Font T
How Often (TWMB)? T T
When T
Date 1 / / Date 2 / / T
Date 3 / / Date 4 / / T
T
DBF 1 Index 1 B
DBF 2 Index 2 T
T
Index Exp. 1 T
Index Exp. 2
Relation
Seek
Scope

Fig. 179

The procedures MAKECOPY and BACKGRND have to be included

in the Night Audit sequence before SC_NIGHT (as SC_NIGHT is
programmed to collect the data from the FO_DATA\NIGHT
subdirectory).

Step 3 Run a test to ensure that it is working properly. Once it is working, advise
the Director of Sales that the Volume Production import has been "turned
on". Appropriate action can be taken in S&C by the Sales team.

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Miscellaneous Files

Other WordProcessor (RUN_WP.bat)

For all S&C installations. This batch file is for use with DOS word
processors. It calls the external Word Processor from inside Sales &
Catering - either when the user presses [F9] or goes to the Main Menu
option Miscellaneous -> Wordprocessor.

This batch file should be located in the SM_DATA directory. It should

look something like this:

@echo off
w:
cd \editor\wp51
h:
cd \us\%login_name%
w:WP %1 %2 %3 %4 %5 %6 %7 %8 %9
I:
rem %sm_drive%
rem - the above drive letter variable can only
rem - be used if it is set via the novell login-scripts
rem - to be sure that the system finds back to SM_DATA directory
rem - we recommend hardcoding the driveletter into the batchfile
rem - either by referencing I: (for root-maps) or I:\FIDELIO\SM_DATA
exit

Fig. 180

The above example shows the setup to call Word Perfect 5.1. The same
principle can be used for other DOS word processors : Word Perfect 6.0,
Word 5.0 and Word 5.5. If your installation has one of these alternative
word processors, the RUN_WP.bat will have been edited accordingly by
your Fidelio S&C Installer.

Miscellaneous -> Run (RUN_MISC.bat)

For all S&C installations. This menu option provides individual
installations with the opportunity to call another (DOS) program from
within Sales & Catering e.g. cc:Mail. The "default" set up by your
Fidelio S&C Installer will probably be a directory listing of all files in the
Sales & Catering directory (SM_DATA).

This batch file should be located in the SM_DATA directory.

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DOS Word processors & the Quick Letter Merge

For all S&C installations. From inside Sales & Catering, when a user
presses [Shift]+[F9]:

a. a file called SINGLE.sec is created and written into the directory

indicated in the User’s WP Path (set up in the User Edit screen)
or the default WP Path (set up in the Sales Office Defaults),

b. then the external Word processor is called (using the RUN_WP.bat)

and

c. from inside the word processor, a macro called LETTER.wpm is

invoked.

The file extension *.wpm is used by Word Perfect for their

macro files (it is short for Word Perfect Macro).

If your installation has Word 5.0 or Word 5.5, you will still
be able to press [Shift]+[F9], create the SINGLE.sec file and
swap into your external word processor; but a LETTER.wpm
macro will not be invoked. There is a simple work around
for this which is to write a macro in Word which will run the
merge between a specified file and the SINGLE.sec file.

Your Fidelio S&C installer may be able to provide assistance in

setting up the above mentioned macros; otherwise, please contact
your Word Processor’s Support Desk for further help.

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System Supervisor / System Manager Responsibilities

The following is designed as a helpful checklist of tasks and
responsibilities for your hotel’s System Supervisor or System Manager for
Sales & Catering.

Should know: a. What is a reindex; how to run a reindex; how often to run; who
runs the reindex and when do they do this?

b. What is a backup and why is it necessary; what should be checked

before a backup is run; how to run a backup; who runs the backup
and are they doing this every night?

c. What is an Error Message; what should be done if an error message

appears on any user’s screen

d. What is a modem; how to turn it on; how to call remote support

e. Does the hotel have a S&C User Manual; where is it located; do all
users know how to access the S&C User Manual

f. A knowledge of the operating system DOS (also called MS-DOS) is

very helpful, but not vital

g. A good knowledge of your external WordProcessor system,

including how to run a Mailing

h. The contact information and number for your nearest Fidelio S&C
Support Desk (usually entered in S&C by your installer)

A check list for these tasks is attached on page 331.

When Contacting your Fidelio S&C Support Desk

We encourage you to give a copy of the blank S&C Support Sheet (see
page 333) to all your colleagues using the Sales & Catering system.

Please ask them to report any error messages which they receive to you by
filling in this sheet and attaching a copy of the Error Message (see page
22). By forwarding this information to your Fidelio S&C Support Desk
this will help them to assist you with a prompt response.

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Checklist for Systems Supervisor Training

The following is a checklist for your reference when training a new
System Supervisor, Key Manager or Key Operator.

System Supervisor, Key Manager & Key Operator

* Setup Users (all modules)
* Setup Sales Reps (all modules)
* Assign Reps to Users (all modules)
* Rights System (all modules)
* Special WP Codes (all modules)
* Printers (Devices) (all modules)
* License Codes (all modules)
* Error Messages (all modules)

* Reindexing
i. with packing (all modules)
ii. without packing (all modules)
* Who’s in Sales & Catering (all modules)
* Batch reports (all modules)

Sales Training
* Pickboxes (Val Checks) (all modules)
* Hotel Data (all modules
* Sales Office Defaults (all modules)
* Link FO to S&C Accounts (with active S&C/FO Interface)
* Room Maintenance (S&C Hotel, RSO & GEM)
* Period Definition (S&C Hotel, RSO & GEM)
* Currency Exchange (S&C Hotel, RSO & GEM)
* Booking Cleanup (S&C Hotel, RSO & GEM)
* Footers (S&C Hotel & GEM)
* Target Rates (S&C Hotel & GEM)
* GRC Parameters (S&C Hotel & GEM)
* Inventory Recalculation (S&C Hotel & GEM)
* Transient Statistic Import (with no FO interface - if applicable)
* RSO Parameters (S&C RSO only)

Catering Training
* Event Master Data (S&C GEM only)
* Event Forecast Maintenance (S&C GEM only)
* Catering Office Defaults (S&C GEM only)
* Menu Item Update Utility (S&C GEM only)
* Function Book Integrity Utility (S&C GEM only)
* Recalc. Forecast/Revenue (S&C GEM only)

Laptop Training * Laptop Maintenance (three options)

* upload and download procedures (associated directories)
* Basic troubleshooting for Remote Users

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S&C UTILITIES Systems Supervisor Manual

Monthly Maintenance Routines for S&C System Supervisor

Introduction These notes are meant for a system supervisor to perform maintenance
tasks on a monthly basis. We recommend that you keep a logbook for
checking off who performed those steps and by what date they were done.
A sample worksheet is included for your convenience.

Tasks include

a. File Maintenance

b. S&C Utilities

c. Reports & Lists

d. Check for unnecessary files in SM_DATA

e. Reindex of the complete S&C system

f. for installations with no active Fidelio S&C/Front Office interface,

reindex of "dummy" Front Office files in
\FIDELIO\SM_DATA\FO_DATA sub-directory.

Maintenance requiring Exclusive Use of S&C

The following File Maintenance tasks require exclusive use of Sales &
Catering i.e. all users must be logged out of S&C. These tasks should
take no more than 1 hour maximum (and more likely will take less than
half an hour).

A. File Maintenance
All users must first quit all S&C programs. Then, using Fclip, zap the
PARAM, RRUNIN and S&C Change Log databases and reindex them
with packing, following the following commands:

Step 1 Login as a supervisor onto the network and change to the SM_DATA
directory

Step 2 Zap PARAM and RRUNIN:

i. In FCLIP -> [use PARAM excl]

ii. [zap] -> press [Enter] and answer [Yes] to the question This
selection will permanently erase all records from the currently
selected file: PARAM. Continue? YES/NO
iii. [use RRUNIN excl]
iv. [zap] -> press [Enter] and answer [Yes]
v. quit FCLIP

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Step 3 Change Log Maintenance:

Check with the Catering or Banquet department if they are utilizing the
S&C Change Log reports to notify outlets of changes on functions that
were already distributed internally. If they are using this report discuss a
partial deletion of this file by date. For example, is they never use entries
that are more than 4 weeks old, all entries upto that date could be deleted.
If they do not use this function, simply delete entries until today’s date.
Follow the steps below:

a. From the Miscellaneous menu select Change Log Maintenance.

b. Enter the date that the change log should be deleted before. When
ready, press [Enter].

c. The message Start ? Yes/No will appear. Select [No] to return to the
Main Menu, or [Yes] to delete the log entries. Once the deletions
are completed you will be returned to the Main Menu.

Maintenance requiring Non-Exclusive Use of S&C

The following File Maintenance tasks do not require exclusive use of
Sales & Catering i.e. all users do not have to be logged out of S&C.
Depending on the size of your databases and the parameters you select on
the Integrity Utility, these tasks may take approximately 3 - 4 hours.
We recommend you run these maintenance procedures on a computer
which will not be needed for other purposes during this time. The time
required may be reduced if you run these utilities on a regular basis.

B. S&C Utilities
Within S&C Utilities:

a. select Menu Option Misc and select the menu option Inventory
Recalculation for the sleeping room inventory and enter today’s date
until the furthest date in the future for which you have a S&C
Ceiling.

[-fo] please note that exclusive use of S&C is required if you

don’t have an active S&C/FO interface.

b. from the Main Menu Option Misc, select the option Function Book
Integrity Utility with the following parameter settings:

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Integrity Check Options

Delete Orphans/Runaways........: [YES]

Reset Children Offsets.........: [YES]
Recheck availability...........: [YES]

Print deleted records..........: [YES]

Print non-significant stati....: [YES]
Print on completion............: [YES]
Only print errors..............: [YES]
Printer type...................: [HP LJ ]
Printer port...................: [LPT1]
Start date.....................: 01.05.98
End date.......................: 31.12.10

ESC aborts

Fig. 181

With the above settings, a report will only print out information if
there are errors found in the data. If you do get a print-out, please
contact your S&C Support desk for further instructions.

C. Reports & Lists

In the REPORTS Program: (SC_REP.EXE)

Report Log
From the Main Menu, select Report Log and then Print File option. Print
out the logfile for your reference; review any entries that might impose a
security problem, as for example a complete print-out of all
account/contact information.

To review the filter settings in more detail, you can look up each entry
under the Edit Log File menu option. After the review is completed, zap
the log by pressing the letter [Z].

Booking Audit Reports

From the Reports Main Menu, select the option Reports and then Misc.
You will find three reports in this section:

Booking Room Night Audit: no filter setting necessary.

Booking Status Audit: Just enter a production date range from

the first S&C day to today’s date; leave all other filters blank.

Event Audit Report: Just enter a creation date range from the first
S&C day to today’s date; leave all other filters blank.

These reports will only print out information if there are errors found in
the data. If you do get a print-out, please contact your S&C Support desk
for further instructions.

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D. Check for Unnecessary Files

In the SM_DATA directory, from time to time, you will find that the
following files have been created:

Files beginning with [$]

These files are created by swapping between two functions e.g. from S&C,
press [F9] to swap into the external Wordprocessor and then exit the
Wordprocessor and swap back to S&C.

Check for these files by going to DOS, changing to the

I:\FIDELIO\SM_DATA directory and typing [dir $*.*] and pressing
[Enter].

If any of these [$*.*] files are listed, type [del $*.*] to delete them.

Files beginning with [#]

These files are created by R&R (Relational Reportwriter).

Check for these files by going to DOS, changing to the

I:\FIDELIO\SM_DATA directory and typing [dir #*.*] and pressing
[Enter].

If any of these [#*.*] files are listed, type [del #*.*] to delete them.

Files with [TEMP*.RR4]

These files are created by R&R when a user selects the Preview before
Print option. Typically, the file size is [0] and they should be deleted on
a regular basis.

Check for these files by going to DOS, changing to the

I:\FIDELIO\SM_DATA directory and typing [dir TEMP*.RR4] and
pressing [Enter].

If any of these [TEMP*.RR4] files are listed, type [del TEMP*.RR4] to

delete them.

Files beginning with [XQ]

These files are created when the users run a Mailing and save a Hitlist.
The information saved in the Hitlists is only as up-to-date as when the
Mailing was run, so the Hitlists (and their corresponding [XQ] files should
be deleted as soon as the mailing has been run.

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Hitlists can be deleted by the Users from within Sales & Catering (if they
have the rights): From the Main Menu, select Misc and then Mailing.
Then select Hitlist, highlight the Hitlist to be deleted, press [Del] and
finally type [Y] to confirm that you wish to delete this Hitlist

Alternatively, Hitlists can be deleted from DOS: first make sure that none
of the Hitlists is "active" i.e. one of the users is currently running a
mailing and has just saved this Hitlist. Then go to
I:\FIDELIO\SM_DATA, type [dir xq*.*] and press [Enter].

If there are any [XQ*.*] files, type [del xq*.*] and press [Enter].

Files with SM_K####.dbf

These files are temporarily created when printing reports that are using a
pre-function (e.g. Deposit & Cancellation, Account Profile) as well as
when mailing queries are created.

Once you have deleted all the unnecessary files noted above, run a
purge after you have done this: from the I:\FIDELIO\SM_DATA
DOS prompt, type [purge] and press [Enter]. All deleted files will
be purged from the system i.e. they cannot be retrieved with the
Novell utility Salvage or the DOS utility Undelete.

E. Reindex the complete system

If time permits, we would recommend running a reindex on all files (with

the packing feature turned on) once a month.

F. Reindex the simulated (or "dummy") Front Office files

For S&C Hotel, GEM and RSO. If there is no active Fidelio S&C / Front
Office interface, we would recommend reindexing these files once a week.
Use the batch file provided which calls the Reindex with the FODATA
parameter i.e. [sc_rentx fodata]

See page 70 if you need more information on options E. and F.

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S&C MAINTENANCE ROUTINE - CHECKLIST

END OF MONTH WHO/INITIALS COMMENTS/SPECIAL NOTES

January

February

March

April

May

June

July

August

September

October

November

December

Remember: If you do a Re-organization, enter this information in the Comments column.

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Systems Supervisor Manual S&C UTILITIES

SALES & CATERING CLIENT SUPPORT SHEET

Your Hotel: Your Name :

Date/Time : Version of S&C : User:

Date of Last Reorganization: Date of Last Backup:

Problem reported to S&C Support before? YES/NO
If YES, to whom?
Problem Description (e.g. frozen machine, error message, etc.) - attach screen print if
appropriate:

Where was the user in the program and what keys did they press just before the problem
occurred:

Is this the first time the problem has occurred? Can you recreate the problem? Have you tried
the same steps at another workstation?

What have you tried so far to fix the problem?

Has anyone visited the site recently (Fidelio/hotel corporate personnel) ? Has this person made
any changes to the network/software? If so, please give details:

Additional Information: Does the problem occur:

a. On one or more workstations? ONE / MORE THAN ONE ______ / ALL
b. Only for one user? if so, is there anything special about this
user?______________________
Hardware Details: Standalone or Network

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 SALES & CATERING (including RSO)
MINIMUM HARDWARE & SOFTWARE REQUIREMENTS FOR VERSION 6.10ML as at SEPTEMBER 1998

A. HARDWARE
1. Workstations: Recommended: Pentium with at least 75 MHz with 16 MB total RAM, VGA colour monitor. One of the workstations needs to have a floppy drive.
Minimum: 80486 SX with at least 33 MHz with 8 MB total RAM (16 MB if using Windows) with VGA colour monitors (GEM requires 2 MB extended memory - therefore a
memory manager is necessary to make physical memory available as extended memory; see below under Software requirements for more information).
2. Fileserver: Diskspace Requirements: if program is fully used per year by approximately 5 Sales & Catering users : 50 - 100 MB for S&C. Additional space required for other
programs. Note: If Laptop Module is used, space should be SM_DATA x 2 (i.e. 100 - 200 MB in above example) due to Download procedures. Memory Requirements: Minimum
24 MB, increasing with server disk space.
3. Printer: In order to produce reports a laser printer is necessary. Recommended: HP LaserJet Minimum: Currently we support Hewlett Packard LaserJet III, 4, and 5 or any
other printer that can fully emulate the HP Laser III or higher.
4. Modem: To assist when support is needed, a HAYES-Compatible Modem which supports the Software PcAnywhere is required at one workstation. Recommended: modem
support software PC AnyWhere, datatransfer rate 28.8 (minimum 14.4).
5. Backup Facility: In terms of data security, be aware that you should backup your data on a daily basis, using a backup facility such as a Tape Streamer. We recommend the
generation method of backing up your data. Recommended Backup Systems, server based: Backup Exec NLM 7.x, ArcServe 6.x.
B. SOFTWARE
1a. Operating System for single-system installation: Recommended MS-DOS 6.2 Minimum: MS-DOS 5.0.
1b. Operating System for network installation: Novell Netware 3.12 or 4.1 recommended.
2. Expanded Memory Manager: Himem.sys / EMM386 or QEMM Vers. 8.
3. External Wordprocessor: In order to generate mailings or quick letters an external wordprocessor is required. We currently support WordPerfect (5.1 or higher) or Word (5.0 or
higher). If other wordprocessors are used, please check with our S&C Support department having first tested the mailmerge facilities of these wordprocessors.
4. Fidelio Interfaces: a. Fidelio Front Office If FO is installed, which version? If F.O. not installed: is one requested/planned? Please note that S&C has an interface only to
Fidelio FO 2.52 or higher; extra room block functionality with SC1.50 and higher; S&C /FO Integration with S&C 6.00 and FO 6.00 and higher. A separate License Code for the FO
Interface (free of charge) must only be requested for S&C versions below 6.00. Fidelio Food & Beverage: available for S&C 6.00 and higher with F&B 6.00 and higher (no extra
License Code required).
5. Fax Interface: In order to run the S&C Fax Interface, a Fax Interface Card with CAS Standard is required. Recommended Gateway: Net SatisFAXtion.
6. Leads Interface: If you are using an electronic mail system to send leads between each site, we currently support LOTUS cc:Mail. If other E-mail systems are used, please
check with our S&C Support Department.
7. Reports etc.: Custom reports can be generated using RR Relational Reportwriter, version 5+.
8. Topology: Recommended : 100 Mbit Ethernet. If you have an alternative topology, please contact Fidelio’s Customer Service or your S&C Support department.

For any further details on the above, including recommended brand names, please refer to Fidelio’s documentation regarding Standard Hardware & Software Installation Recommendations or
contact your nearest Fidelio systems expert for up to the minute information. Specifications for Fidelio’s S&C Laptop Module are attached on a separate sheet
 SALES & CATERING LAPTOP MODULE
MINIMUM HARDWARE & SOFTWARE REQUIREMENTS FOR VERSION 6.10ML
as at SEPTEMBER 1998

A. HARDWARE
1. Laptop: Recommended: Pentium with at least 75 MHz with 16 MB total RAM, VGA colour monitor. Needs to have a floppy drive Recommended: internal floppy drive.
Minimum: 80486 SX with at least 33 MHz with 8 MB total RAM (16 MB if using Windows) with VGA colour monitors. Depending on number of Records to be Downloaded
and other programs loaded, for a medium size hotel, we recommend at least 80 MB total. QEMM or EMM386/Himem.sys Memory manager is also necessary to make physical
memory available as extended memory; see below under Software requirements for more information).
2. Printer: While "on the road", the Laptop User may need accessibility to a printer. Recommended: HP LaserJet Minimum: Currently we support Hewlett Packard LaserJet
III, 4 and 5, or any other printer that can fully emulate the HP Laser III or higher.
3. Modem: To transfer data to and from the Home System, to send faxes, and especially to assist when support is needed, a HAYES-Compatible Modem that supports the software
PcAnywhere is required. Recommended: datatransfer rate 28.8 (minimum 14.4.). Recommended Software: PcAnywhere for DOS.
4. Battery: Purchase a battery that runs at least five hours. Otherwise we recommend purchasing a spare battery for each laptop which will be used by any Sales Reps who will use
their laptops while on trains, in airplanes etc.
B. SOFTWARE
1. Operating System: Recommended MS-DOS 6.2 Minimum: MS-DOS 5.0
2. Expanded Memory Manager: Himem/EMM386 or QEMM (Minimum: Version 8). Please make sure you have at least 600 KByte conventional memory left after installing
system and network drivers.
3. External Wordprocessor: If correspondence should be generated while "on the road", a licensed copy of the hotel’s external wordprocessor is required. We currently support
WordPerfect (5.1 or higher) or Word (5.0 or higher). If other wordprocessors are used, please check with our S&C Support department having first checked the mailmerge facilities of
these wordprocessors.

For any further details on the above, including recommended brand names, please refer to Fidelio’s documentation regarding Standard Hardware & Software Installation Recommendations or
contact your nearest Fidelio systems expert for up to the minute information. Specifications for Fidelio’s other S&C Modules are attached on a separate sheet.
 Systems Supervisor Manual S&C UTILITIES

ASCII Chart
To call an ASCII character: hold down the [Alt] key and type the corresponding number for the desired character. Make sure
you use the number key pad (usually on the right of your keyboard) as using the numbers on the top of the keyboard will not
produce the ASCII characters shown below.

ASCII Value Character ASCII Value Character ASCII Value Character ASCII Value Character

000 (null) 065 A 130 é 195

001 066 B 131 â 196
002 067 C 132 ä 197
003 ♥ 068 D 133 à 198
004 ♦ 069 E 134 å 199
005 ♣ 070 F 135 ç 200
006 ♠ 071 G 136 ê 201
007 • 072 H 137 ë 202
008 073 I 138 è 203
009 074 J 139 ï 204
010 075 K 140 î 205
011 076 L 141 ì 206
012 077 M 142 Ä 207
013 078 N 143 Å 208
014 079 O 144 É 209
015 080 P 145 æ 210
016 081 Q 146 Æ 211
017 082 R 147 ô 212
018 083 S 148 ö 213
019 084 T 149 ò 214
020 ¶ 085 U 150 û 215
021 § 086 V 151 ù 216
022 087 W 152 217
023 088 X 153 Ö 218
024 ↑ 089 Y 154 Ü 219
025 ↓ 090 Z 155 ¢ 220
026 → 091 [ 156 £ 221
027 ← 092 \ 157 ¥ 222
028 093 ] 158 223
029 ↔ 094 ^ 159 ƒ 224 α
030 095 _ 160 á 225 ß
031 096 ‘ 161 í 226 Γ
032 097 a 162 ó 227 π
033 ! 098 b 163 ú 228 Σ
034 " 099 c 164 ñ 229 σ
035 # 100 d 165 Ñ 230 µ
036 $ 101 e 166 ª 231 τ
037 % 102 f 167 º 232 Φ
038 & 103 g 168 ¿ 233 Θ
039 ’ 104 h 169 234 Ω
040 ( 105 i 170 ¬ 235 δ
041 ) 106 j 171 ½ 236 ∞
042 * 107 k 172 ¼ 237 φ
043 + 108 l 173 ¡ 238 ε
044 , 109 m 174 « 239 ∩
045 - 110 n 175 » 240 ≡
046 . 111 o 176 241 ±
047 / 112 p 177 242 ≥
048 0 113 q 178 243 ≤
049 1 114 r 179 244 ⌠
050 2 115 s 180 245 ⌡
051 3 116 t 181 246 ÷
052 4 117 u 182 247 ≈
053 5 118 v 183 248 °
054 6 119 w 184 249
055 7 120 x 185 250
056 8 121 y 186 251 √
057 9 122 z 187 252
058 : 123 { 188 253 ²
059 ; 124 | 189 254
060 < 125 } 190 255 (blank FF)
061 = 126 ~ 191
062 > 127 192
063 ? 128 Ç 193
064 @ 129 ü 194

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S&C UTILITIES Systems Supervisor Manual

S&C Utilities Manual: Index

Activity Templates (177)
Activity/Scheduler
(auto-)trace frequency code (257)
days in ToDo list (256)
start appointment time (256)
zoom schedule (256)
Archiving Utility (310)
download archived information to laptop? (259)
Archiving Utility (SC_ARC.exe)
archiving activities and/or bookings (310)
Attributes
Item Attributes (214)
Batch Files
for shared reindex (304)
NTX_*.bat (304)
NTX_GEM.bat (304)
NTX_MISC.bat (304)
NTX_SM.bat (304)
NTX_SY.bat (304)
R_FCLEAR.bat (305)
R_FSET.bat (305)
RUN_MISC.bat (322)
RUN_WP.bat (322)
Batch Reports (292)
add another report to an existing Batch (297)
adding a Batch of Reports (292)
copy a batch (297)
date function (295)
delete a report from the batch (296)
modify report filters (294)
print a batch (296)
Booking Cleanup (274)
Changing Entries in the Screen (275)
Group Rooms Change Log (276)
Business Logic Mapping Table (183)
Catering Office Defaults (264)
Check Max. Space Capacity (264)
Event Order default per user (29)
Function Book start time per user (29)
function space revenue in forecast report? (264)
imperial/metric units for function spaces (264)
include revenue for external items (264)
profit percentages (265)
use catering locations (S&C Multi-Hotel) (264)
Change Log Maintenance (290)
Changing S&C Room Types (149)
Changing the S&C Ceiling (136)
adding new dates (136)
changing information for existing dates (136)
Combo Spaces (202)
Communications Server

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Hotel ID (254)
SC_LEAD.exe (307)
sleep during backups (309)
Currency Exchange (164)
copy a record (166)
euro conversion (258)
Fields Description (165)
working with the currency exchange table (166)
Currency Exchange Table
Default Catering Currency (257)
Default Rooms Currency (257)
Cut Off
cut off date default for room block (with Fidelio FO interface) (134)
cut off days for room block (with Fidelio FO interface) (134)
Data Dictionary
Print (68)
Date Format (255)
Defaults for Users
catering office defaults (264)
individual user defaults (25)
sales office defaults (254)
Display graphics from inside S&C (306)
Errors (22)
Event Forecast Maintenance (233)
Add a new record (234)
Copy a Record (235)
Delete a Record (236)
Edit/Change a Record (236)
Housekeeping Tasks (236)
pickbox codes (val checks) (20)
Recalculate Forecast/Revenue (248)
Setup Issues (233)
Event Master Data (186)
Combo Spaces (202)
Function Spaces (189)
Imperial units in Function Spaces (264)
Maintenance of Existing GEM System (187)
Resource Edit from inside S&C (188)
Responsible Departments (206)
Setup of New GEM System (186)
Space Order (204)
Translation to 2nd & 3rd Languages (230)
Executable Files
SC.exe (291)
SC_ARC.exe (310)
SC_GRAPH.exe (306)
SC_LEAD.exe (307)
SC_RENTX.exe (299)
SC_REP.exe (292)
SC_UPDAT.exe (307)
SC_WHO.exe (305)
Fax Interface
DOS/FAX Command (260)
Fax Files Path (260)

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Phone Prefix (260)

Fidelio Front Office Interface
block front office from S&C during reindex (299)
Front Office Path (252)
License (252)
license for base FO interface (252)
no Fidelio S&C/FO interface : reindex "dummy" fo_data files (303)
reservation type default for room blocks (134)
Footers (162)
Function Book Integrity Utility (239)
Running the Function Book Utility (239)
Function Space Rates
Add/Edit a Rate Code (197)
Fields Description (197)
Function Space Setup Styles
Add/Edit a Setup Style (200)
Function Spaces (189)
add/edit (190)
closing a function space (195)
combination rooms (202)
fields description (192)
order for display in function diary (204)
rates (197)
setup styles (199)
shareable spaces (194)
tips for setting up (189)
Global Rate Update (106)
Goals
catering goals (38)
deleting (40)
editing (39)
entering Sales Rep/Manager goals (36)
sales goals (37)
Graphics
hotel information graphic file (154)
GRC Parameters (168)
Tips (171)
HIS Front Office
rate codes 1-4 (82)
Hotel Data (150)
corporate notes (154)
Hotel Code (254)
local hotel notes (155)
Screen 1: Hotel General Information (151)
Screen 2: Hotel Rooms Information (155)
Screen 3: Hotel Banquet Information (156)
Inventory of Rooms (127)
all detail (132)
changing the S&C ceiling (136)
delete for range of dates (131)
display alternatives : [Alt]+1 - [Alt]+9 (132)
edit or delete for one day (130)
GRC Parameters (168)
load (138)

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S&C "block header" (133)

setting up S&C Ceiling (145)
setting up without an S&C Ceiling (145)
Item Classes
Add Item Classes (208)
Items (208)
information (209)
Item Attributes (214)
Item Classes (208)
rates (212)
Key Manager / Key Operator (325)
Language
alternative for the user (27)
Languages
room types for contracts (79)
Languages (2nd & 3rd for S&C Hotel & GEM)
language translation maintenance (249)
Sales Rep title (33)
setup pickbox for contract printing (val checks) (15)
Languages (2nd & 3rd) (230)
How the 2nd, 3rd etc Languages are Used (232)
Laptop Maintenance (279)
cleanup Check-Out (280)
cleanup Download (282)
cleanup Sales Rep (281)
Laptop Module
cleanup Check-Out (280)
cleanup Download (282)
cleanup Sales Rep (281)
download archived information? (259)
Hotel ID (254)
license code (251)
Mailing Query Rights for non-owned Accounts (256)
maintenance (279)
reindex with noabort parameter (302)
sc /download (291)
sc /host (291)
License Codes (250)
Front Office Integration Data (252)
Laptop module (251)
Room Planner (251)
Sales & Catering programs (250)
Load Daily Inventory (138)
add inventory of rooms (139)
Main Market Groups
definition (173)
Market Codes (174)
Rate Code definition screen (Market & Source codes) (92)
Source Codes (176)
Maintenance of Existing GEM System (187)
What Can/Should Be Changed (187)
What Should Not Be Changed (187)
Maintenance of Existing Group Rooms Control (147)
What Can/Should be Changed (147)

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What Should Not Be Changed (147)

Mapping Table/Business Logic (183)
Market Codes (174)
Fields Description (174)
Menu Item Update Utility (237)
Menu Items
copying (222)
definition (216)
menu classes and menu item list (216)
Menu Update Utility (237)
Menus
Menu Classes (223)
Menu Item Classes (218)
Menu Item List (216)
Menu Items (219)
Menu Setup Steps (217)
Standard Menus (224)
tips for Standard Menus (228)
Monthly Maintenance Routines
change log maintenance (290)
check for unnecessary files (329)
file maintenance (exclusive use of S&C) (326)
reindex simulated FO files (only if no Fidelio S&C/FO interface) (330)
reindex the complete system (330)
Reports & Lists (328)
S&C utilities (327)
Multi-Hotel S&C
Hotel ID (254)
license code (251)
Rate Details by hotel (100)
use catering locations (264)
Packages (Catering) (229)
Printers
Examples of Printers (59)
Printer Setup (57)
Setting up New Printers (61)
setup for legal size paper (66)
with two paper trays (64)
Printing
codes to define printer type and paper size (18)
contracts with letterhead on first page only (64)
Currency Exchange (164)
examples of printers (59)
footers for Group Rooms Control sheet (162)
Include revenue for external Catering Items (264)
internal BEOs on legal size paper (66)
Long Currency (257)
Max Days to Print on Contract (259)
pickbox (val checks) for S&C Multi-Hotel catering reports (20)
pickbox options (val checks) to print from S&C (15)
printer setup (57)
Report Currency (257)
rights for reports & lists (50)
setting up new printers (61)

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setup to print 2nd & 3rd languages (16)

Space Revenue in Forecast Report (264)
QRY Special WP-Codes (53)
checking/changing special codes (55)
Rate Availability (110)
change (112)
default in Rate Code definition screen (94)
Information Displays (115)
year view (114)
Rate Calendar (119)
Edit Rate Calendar (119)
Edit Rate Factors (120)
field in Rate Code definition screen (92)
Rate Categories
add new (89)
delete (89)
edit Rate Categories (88)
global availability change (90)
global rate update (106)
modify (89)
select Rate Category (90)
Rate Codes
copy (98)
global rate update (106)
rate availability (110)
Rate Code definition screen (91)
Rate Details (100)
Rate Details (100)
add new (103)
delete (103)
edit (103)
edit all (105)
field explanation (100)
global rate update (106)
Rate Seasons (108)
sample (103)
Rate Seasons (108)
delete (109)
field explanation (109)
select for Rate Detail (101)
Rate Strategy (116)
field explanation (117)
Rates
function space (197)
items (212)
room rates (85)
standard menus (225)
Recalculate Event Forecast Revenue (248)
Reindex (70)
all files (72)
batch files (303)
block front office from S&C during reindex (299)
default - use DBFNTX driver (302)
delayed (73)

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full (removes deleted records) (299)

parameter for S&M 1.30 and prior installations (302)
quick (no pack parameter) (301)
run on several computers simultaneously (shared) (301)
sc_rentx dbfntx (302)
sc_rentx without parameters (299)
SC_RENTX.exe (299)
selected files only (71)
simulated fo_data files (no Fidelio FO interface) (303)
start without pausing to confirm (302)
use SIXCDX driver (302)
Very Important ! (74)
Reports
Booking Cleanup (274)
Group Rooms Change Log (276)
Reports & Lists
batch report function (292)
Reports Server (292)
sc_rep /timer (292)
SC_REP.exe (292)
Reports Server
sc_rep /server (292)
sc_rep /server /banner (292)
Reservation Type
default for room block if no Fidelio FO interface (258)
default for room blocks (with Fidelio FO interface) (134)
Resources
edit from inside S&C (188)
function space (186), (189)
items (186), (208)
menus (186), (216)
Revenue & Profitability defaults
profit F&B agenda (258)
profit food / beverage (265)
profit rooms (258)
profit space / item (265)
Rights System (46)
edit the rights file (49)
exclusion zone (51)
function list (48)
inclusion zone (50)
login parameter (291)
Novell (46)
rights file (SC_RIGHT.ini) (46)
S&C security (46)
section list (47)
user login name (27)
user password (27)
user rights level (28)
Room Maintenance (75)
business logic/mapping table (183)
General Terms (85)
GRC Parameters (168)
mapping table/business logic (183)

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Room Rates (85)

RSO Parameters (172)
Setup of New Group Rooms Control system (75)
Setup Tips (142)
Types of Rooms (77)
Room Rates (85)
add new Rate Category (89)
add or edit room rates (88)
add Rate Details (103)
Complimentary Rooms (142)
delete Rate Category (89)
delete Rate Details (103)
edit all Rate Details (105)
edit Rate Categories (88)
edit Rate Details (103)
global availability change (90)
global rate update (106)
modify Rate Category (89)
Rate Details (100)
sample (103)
select Rate Category (90)
weekday / weekend rates (96), (102)
weekend rates closed to arrival (96)
Room Types (77)
Adding Suites as Room Types (84)
adding/editing (77)
Changing S&C Room Types (149)
Complimentary Room Types (83)
Complimentary Rooms (142)
cross reference for lead sending (80)
return category (80)
Room Types in S&C RSO (142)
sales category (79)
RSO Parameters (172)
Run Command
RUN_MISC.bat (322)
S&C Block Header (133)
change log (135)
Cut Off Days (259)
default room block status (if no FO) (258)
Guest List Days (259)
Info (135)
modify (134)
room & rate grids (135)
Sales Office Defaults (254)
Sales Reps (31)
add new (35)
assign Sales Reps to users (41)
delete (35)
edit screen (32)
goals (36)
if a Sales Rep leaves (44)
Sales Rep Flag (256)
SC.exe (291)

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download parameter (291)

host parameter (291)
login parameter (291)
possible parameters (291)
SC_ARC.exe (310)
SC_GRAPH.exe (306)
SC_LEAD.exe (307)
SC_RENTX.exe (299)
dbfntx parameter (302)
fodata parameter (303)
no pack parameter (301)
noabort parameter (302)
possible parameters (299)
shared reindex (301)
sixcdx parameter (302)
sm parameter (302)
without parameters (299)
SC_REP.exe (292)
/banner (292)
/server (292)
/timer (292)
possible parameters (292)
SC_UPDAT.exe (307)
SC_WHO.exe (305)
Send messages to logged in Users (305)
Setup of New GEM System (186)
Function Spaces (186)
Items (186)
Menus and Menu Items (186)
Setup Styles
function space (199)
Setup Tips for S&C Room Maintenance (142)
Complimentary Rooms (142)
Room Types in S&C RSO (142)
setting up S&C Ceiling (145)
setting up without S&C Ceiling (145)
Source Codes (176)
Standard Menus
create a standard menu (224)
Tips (228)
System Supervisor / System Manager Responsibilities (324)
catering issues (325)
checklist for training / turnover (325)
general issues (325)
laptop issues (325)
monthly maintenance routines (326)
sales issues (325)
should know (324)
when contacting your Fidelio S&C Support Desk (324)
Target Rates (122)
autoload (123)
change/edit one day (125)
delete (126)
enter/edit (122)

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The EURO
detailed explanation (261)
euro conversion field (258)
Time Format (255)
Transient Statistic Import (286)
ASCII File (286)
Update Utility
SC_UPDAT.exe (307)
Users (25)
access the User edit screen (26)
add another user (29)
assign Sales Reps to users (41)
default Function Book start time (29)
delete (30)
edit (29)
edit screen fields description (27)
Event Order default (29)
language for screen display (27)
login name (27)
password (27)
rights level (28)
security & S&C rights system (46)
WP files path for all users (260)
WP path for individual users (28)
Val Checks (13)
Add a Val Check (14)
Copy a Val Check (14)
delete (21)
for activity templates (19)
for Event Management Forecasting (20)
for F&B Agenda (19)
for Multi-Hotel Catering Reports (20)
for printing (15)
for Room Types (19)
to define printer type and paper size (18)
Value Added Tax (VAT) (258)
percentages for reports (258)
Who is in Sales & Catering (305)
Wordprocessing
batch file (RUN_WP.bat) (322)
checking/changing special WP codes (55)
default WP Path for all users (260)
DOS word processors & the Quick Letter merge (323)
individual User’s WP Path (28)
special wordprocessing codes (53)

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