Opera Manual

The Transactions page will display information for the database you select by clicking either
the Group View or History View toolbar button.

After selecting the Group View or History View, the following screen will appear.

Selecting the You can select from two sources of database: Main and History.
Database to
View Group View History View

Adding To access the Main database, click on the Group View toolbar button and select a
Transactions group from the option pane. To access the History database, click the History View
toolbar button and select a batch from the option pane.

The Main database option displays transactions in the current unsettled database
The History database displays history transactions from the past, separated by month
and year.

As database transactions are loading, you will see an ―in progress‖ window.

You can manually add credit card transactions to the ProtoBase 6 database without

processing it through your point of sale system; however, you must be using the Main
database to add a transaction. You cannot add e-check, check, or debit transactions with this
method.

NOTE: This function is permission based.

1. From the main toolbar, click the Group View toolbar button to access the Main
database. The system displays groups of transactions on the option pane.

2. Select the desired group from the option pane. The corresponding transactions
display on the Transactions tabbed page.

3. From the main toolbar, click the Add Transaction toolbar button, the system displays
the Select Location dialog box.

4. Select the desired location from the drop-down list.
5. Click OK. The system displays the Transaction Details dialog box.
6. Enter all information on the Transaction Detail dialog box for each applicable field on

the applicable tabbed pages.
7. Click Add. If you enter a transaction with an authorization number, your transaction

will be saved as entered. If you enter a transaction without an authorization number,
PbAdmin will attempt to authorize the transaction. The system will ask if you wish to
authorize now.
8. Click Continue to attempt authorization of the transaction through ProtoBase. You will
see a status dialog.

9. This will be followed by a receipt

10. If the authorization is successful, click Print to print the receipt.
11. Click OK to exit.

Searching for You can search for a transaction in the Main or History database based on any combination
Transactions of search criteria. Use this function to research the PbAdmin database and find a particular
transaction or group of transactions. You may need to do this for charge backs, refunds,
Viewing, returns, or if you wish to edit a particular transaction.
Modifying
Transaction To search for a Transaction:
Details
1. From the main toolbar, click the Transaction Search toolbar button. The Choose
Deleting Location to Search dialog box displays.
Transactions
2. Select a choice from the drop-down menu.

3. Click OK. The system displays the Search Criteria dialog box.
4. To search from the Main database, leave the Search History check box cleared. To

search from the History database, check Search History.

5. Enter any combination of criteria on the Search Criteria dialog box.
6. Click Search to begin the search. PbAdmin starts the search at the top-most record

in the database. It compares the search criteria you entered with each transaction
in the database and displays a list of matching transactions on the Search Results
tabbed page.

During the search process, an ―in progress‖ dialog will appear. The system will display results
on the grid if your search is successful. If your search is unsuccessful, an error message, ―No
Matching Records Found,‖ appears.

You can edit some fields of the Transaction Details dialog box, but in order to ensure the
integrity of the CPS/PS2000 information, ProtoBase 6 will not allow you to change certain
fields. Fields that can be modified will be enabled in the Transaction Detail dialog box.

Transactions marked with ―P‖, ―U‖, ―I‖, or ―R‖ next to the status column of the Transactions
screen cannot be edited.

1. From the main toolbar, click either the Group View or the History View toolbar button.
This will display the groups/batches of transactions display on the option pane.

2. Select the desired group/batch from the option pane. The corresponding
transactions display on the Transactions tabbed page.

3. Select a transaction. The Transaction Details dialog box appears with details for the
transaction you selected.

4. Edit the enabled fields as necessary.

5. Click OK to save your changes.

To delete a transaction from the database, select the transaction on the Transactions tabbed
page. Right click on the row and select Delete from the shortcut menu that displays.

This function is permission based.

To delete multiple transactions from the database follow the steps listed below:

1. From the main toolbar, click either the Group View or the History View toolbar button.
This will display the groups/batches of transactions on the option pane.

2. Select the desired group/batch from the option pane. The corresponding transactions
display on the Transactions tabbed page.

3. Select the transactions that you would like to delete by clicking their Status check box.

Selecting and 4. From the main toolbar, click the Database toolbar button. This will display the
Deselecting Database Management options on the option pane.
Individual
Transactions 5. From the list of options, select Modify Transaction Status. The Modify Transaction
Status window will display.
Selecting and
Deselecting 6. From the Move From group box, select the Selected option button.
Multiple 7. From the Move To group box, select the Deleted option button.
Transactions 8. Click OK.
Based on
Criteria You can use the Transactions tabbed page to select and deselect specific transactions. Once
the desired transactions are selected, you may begin settlement or report generation.

1. From the main toolbar, click either the Group View or the History View toolbar button.
This will display the groups/batches of transactions on the option pane.

2. Select the desired group/batch from the option pane. The corresponding
transactions display on the Transactions tabbed page.

3. Click the Status check box in the Status column of the transactions you wish to
select.

A check mark appears to indicate that this transaction is selected.

You have the option of selecting or deselecting specific groups of transactions that match
certain criteria for settlement or reporting purposes. For example, you may want to select
only VISA transactions for a particular terminal to settle.

1. From the main toolbar, click either the Group View or the History View toolbar
button. This will display the groups/batches of transactions on the option pane.

2. Select the desired group/batch from the option pane. The corresponding
transactions display on the Transactions tabbed page.

3. From the main toolbar, click the Selection toolbar button The Selection Criteria
dialog box displays.

4. You may enter any combination of criteria for any of the five fields (Business Date,
Transaction Date, Card Type, Terminal, or Cashier). As you complete the field
entries, click the Add button. The entries will appear in the pane on the bottom of
the dialog box.

NOTE: Up to 10 sets of criteria can be entered for one
selection/deselection. If more than one field is specified per
line, only the records that match all fields will be
selected/deselected. To select/deselect all transactions, leave
the criteria fields blank.

5. Click the Select or Deselect button at the bottom of your window when you are
satisfied with your criteria entries. PbAdmin performs the search and flags the
transactions. An ―in progress‖ dialog will appear as the search is executing.

NOTE: If you are only viewing authorization or settlement
transactions, only those will be selected/deselected. When
selecting records to be moved or deleted from the database,
make sure you are viewing all transactions, since these
functions will affect all selected transactions, even those not
visible on the Transactions tabbed page. To view all
transactions, click the View History toolbar button but do not
select a folder from the option pane. The Batch Number field is
only available when viewing a History database.

6. Click Exit to return to the Transactions tabbed page. The selected transactions
show a check mark in the Status column and are highlighted with the color you
chose via the Color Selection dialog box.

Toggling the The Toggle Status function enables you to change the transaction status on particular real-
Transaction time transactions or host capture transactions that can be settled. To toggle the status of a
Status transaction, right-click on the transaction row on the Transactions tabbed page and then
select Toggle Status. The status code changes as indicated in the table.
Deselecting a
Transaction The Toggle Status function is available only for the following transaction status codes:

U - Host capture pending. Already conveyed to the host processor during a previous
settlement attempt that was unsuccessful. Used only for host capture systems or real-
time. Toggle to status ― h ‖

h - Non-pending host capture. Toggle to status ―U‖. This transaction may be
deselected.

R - Real Time Transactions (Check, ATM/Debit). It cannot be edited in this status.
Toggle to status ―r‖

r - Toggled real-time transaction. It can be edited in this status. Toggle to status ―R‖.
This transaction may be deselected.

H – Host capture. Toggle to status ―r‖

There may be instances where a transaction no longer needs to be processed due to
transaction duplication or a change of tender. Although voided transactions are preferred to
the deletion of transactions, some POS systems may not be able to support voids In such
cases, deletion is a possible choice. SDS recommends that you delete transactions only
under extreme circumstances.

NOTE: Once deleted data cannot be retrieved.

1. From the main toolbar, click either the Group View or the History View toolbar
button. This will display the groups/batches of transactions on the option pane.

2. Select the desired group/batch from the option pane. The corresponding
transactions display on the Transactions tabbed page.

3. Right-click on the transaction. The system displays a context menu.

4. Select Delete from the context menu.
5. From the main toolbar, click the Refresh toolbar button to confirm the transaction

has been deleted.
You may delete multiple transactions by holding the SHIFT key while clicking a beginning and
ending range of transactions, or by holding the CTRL key while selecting individual
transactions. Right-click the mouse and select Delete.
The Help page provides procedures and field descriptions. You can search for information by
using the table of contents, index, search, and glossary.

The Search Results page shows the results of the criteria used on the Search Criteria dialog
box entries.

The Reports Terminal tab will produce and allow a user to view various reports. Some of the
reporting features are as follows:

Reports Pane

You can save reports on the server (globally) or on your PC (locally). Once reports are saved,
they can be accessed from the respective pane.

Log Pane

You can run three different logs via the View menu: Administrator, Settlement, and
Transaction. The system will allow you to make a selection and then displays the log on the
bottom of the window as a separate pane.

Processing a When performing a night audit, there are certain steps that should be performed. This guide
Credit Card with will walk a user through steps 1, 2, 5 and 6, the remaining steps are OPERA related steps.
Night Audit
1. Determine the settlement totals using ProtoBase 6

2. Run the Financial Transactions with Generates Report in Opera to view

Step 1: Display transaction totals.
the Settlement 3. Compare and possibly fix any imbalances.
Totals using 4. Perform the night audit.
ProtoBase 6 5. Settle the transactions.
View the settlement results.

Before settling accounts, verify settlement totals balance between ProtoBase 6 and Opera. To
do this, run a pre-settlement balance report prior to performing the settlement. The steps
below outline how to generate the report.

1. From the main toolbar, click either the Group View or the History View toolbar
button. This will display the groups/batches of transactions on the option pane.

2. From the main toolbar, click the Selection toolbar button. The Selection Criteria
dialog box displays.

3. Click Deselect. This will clear any transactions that may have been selected
previously and will later allow you to select transactions that are ready to be
settled. A confirmation dialog box will display with the amount of records and the
associated total dollar amount.

4. Click OK. The system will deselect the records and close the dialog boxes.
5. From the main toolbar, click the Selection toolbar button to reopen the Selection

Criteria dialog box.
6. Enter the appropriate business date in the corresponding field.
7. If you wish to add more than one criterion, click Add and then fill in the

appropriate field or fields.
8. After you have finished indicating your criteria, click Select. The system

automatically selects all matching records.
9. From the main toolbar, click the report toolbar button. The system will display the

Report Criteria dialog box.

10. Leave the Sub Total By field as ―Terminal‖, in the Report Type box, select the Detail
report type

11. Select the option next to Pre-settle to view only pre-settled transactions.

12. Click OK. The system will generate a Transactions by Terminal for Pre-Settlement
Records report. The totals will display near the bottom of the report.

Step 2: Run From Opera, to verify that the settlement totals balance between ProtoBase 6 and Opera, run
Financial the Financial Transactions with Generates Report before performing the settlement. This
Transactions report shows all transactions in detail and may be run prior to the audit.
with Generates
Report in Opera 1. To run the Financial Transactions with Generates Report in Opera, from the
Reports dialog box, select that report.

2. The Cashiering 2 dialog box will appear. Click on the drop down arrow next to Tran
Code Group.

3. The Tran Code Subgroup dialog box will appear. Select all Credit Card types by
clicking on the gray area next to CCARD. This will put an ‗X‘ next to the CCARD
Code.

4. Select the OK button to continue.

5. The Cashiering 2 dialog box will appear. Click on the drop down arrow next to
Group By, and select Transaction.

6. Click on the drop down arrow next to Sort Order, and select Chronological.

7. Select the Print button to send the report to the printer.

Step 3: Compare Using the results from the two reports, determine if there are any imbalances. If so, fix
and possibly fix whatever issues need to be resolved.
any imbalances

Step 4: Perform Once your systems are balance, perform the Night Audit process in OPERA. See the Night
the Night Audit Audit section of this chapter.
in OPERA

Step 5: Settle After the totals are balanced, the credit card transactions are ready to be settled. If you have
Transactions already selected transactions as directed in Pre-Settlement Procedures, simply click the
Settlement toolbar button and then click Settle Selected.

The following steps outline how to settle transactions and to generate a ProtoBase
Transaction Summary Report, assuming transactions have not been selected already

1. From the main toolbar, click the Group View toolbar button to select the Main
database. The system displays groups of transactions on the option pane.

2. From the main toolbar, click the Selection toolbar button The Selection Criteria
dialog box displays.

3. Click Deselect. This will clear any transactions that may have been selected
previously and will later allow you to select transactions that are ready to be
settled. A confirmation dialog box will display with the amount of records and the
associated total dollar amount.

4. Click OK. The system will deselect the records and close the dialog boxes.

5. From the main toolbar, click the Selection toolbar button to reopen the Selection
Criteria dialog box.

6. Enter the appropriate business date in the corresponding field.

7. If you wish to add more than one criterion, click Add and then fill in the
appropriate field or fields. Repeat as necessary.

8. After you have finished indicating your criteria, click Select. The system
automatically selects all matching records.

9. From the main toolbar, click the Settlement toolbar button. The Settle
Transactions dialog box displays.

10.The Settle Selected button is used to deposit only the transactions selected from
the Selection Criteria screen.

11.The Settle All button deposits all transactions in this database.

12.The Forced Settlement button forces deposits of specific host capture
transactions, regardless of if the batch is out of balance or not.

13.The Cancel button cancels the settlement and closes the dialog box.

14.Click Settle Selected. A Start Settlement dialog displays.

NOTE: This may take a few minutes to process. Do not interrupt the
settlement process by closing the window. When settlement is
complete, the ProtoBase Transaction Summary Report
displays.

15.Click OK. The system begins settling the transactions. An initializing statement
displays in the bottom pane.

16.Once the process is complete, the system displays a ProtoBase Transaction
Summary Report.

17. Right-click the report pane and select Print.

The last settlement report is automatically saved to ensure you are able to print or save the
report permanently. However, the default settlement report is overwritten after each
settlement, so be sure to save or print a permanent copy for later use before completing the
next settlement. If a status other than PASSED displays on the report, the transactions may
not have been deposited.

Settlements in For situations where settlements have prematurely ended, you may need to manually
Progress remove the settlement in progress flag. There are several potential error messages
that the system displays. Contact the processor (bank) to verify that the batch was
not received to prevent double depositing.

1. From the main toolbar, click the Administration toolbar button. The
system displays the Administration options on the option pane.

2. Select Location Information from the option pane. The Location
Information dialog box will display.

3. From the Location drop-down list, select the location that you would like to modify.

4. Click on the Industry tab. If there is a check in the Settlement in
Progress box, then there is a settlement in progress. Confirm that there
is no one currently processing a settlement.

5. Only if no one is currently processing a settlement, clear the Settlement
In Progress check box.

6. Click Save.

NOTE: If there is more than one location, you will need to disable the
Settlement in Progress check box for each one. In extreme
situations, you may click the Clear All SIP button to clear the
settlements for all locations.

Settlement Log The Settlement Log provides all settlement deposit attempts, both successful and
unsuccessful. From the main menu, select View > Settlement Log. The log appears directly
beneath Transactions pane.

Reports You can generate several reports via the Report Criteria function. This includes the following
reports: Server Tip (appears for restaurant locations only), Employee (or Cashier), Terminal,
Deposit Status, Deposit Date and Time, Authorization Date and Time, Incremental
Authorizations, Card Type, Merchant Key, Batch Summary, Stored Value Report, and
Compliance Report. You may also build and generate custom reports with the Custom Report
Generator. In addition, you may generate an administration log, a transaction log, and/or a
settlement log via the View menu. Through the Administration functions, you can also
generate a server log and a user report.

1. To generate a report, click the Report toolbar button. The Report Criteria dialog
box displays.

2. Select the desired report from the drop-down list.

3. Select the desired report type.

4. If querying the Main database, ensure the Use History check box is clear and then
select the desired transaction type. If querying the History database, select the
Use History check box. Select the desired month/year from the drop-down list.

5. If known, enter the desired batch number in the Batch field.

6. Click OK. PbAdmin generates the report you have chosen and displays it on the
pane.

7. To print the report, right-click and select Print from the shortcut menu. The Printer

dialog box displays.
8. Select a printer and then click OK. The report prints to the designated printer.
9. To save the report, right-click and select Save from the shortcut menu. The

Report Save dialog box displays.

10. Select Global to save your file to the PbAdmin Server, where other users of
ProtoBase may view your report. (Global is the default location; all settlement
reports are saved in the subdirectory global report.)

11. Select Local to save your file only to your local workstation.
12. Name the file. To edit or print the saved report, simply open it from a word

processing or other software product.
13. When you save a report to Global, it will be accessible as an icon on the Global

Reports shortcut bar. When you save a report to the local PC, it will also be
accessible as an icon on the Local Reports shortcut bar.

Database If a settlement fails to complete, it may be necessary to move transactions from the Main
Management database to History (or vice versa). Database Management will allow you to move
transactions from one status to another using the Modify Transaction Status option. The
Modifying system offers other database tools, such as Reversing and Copying to the Main Database and
Transaction Checking Settlement Information

The Modify Transaction Status option allows you to change the transaction status indicator on
particular transactions as viewed on the Transactions tabbed page. Occasionally, errors may
occur that leave transactions in an invalid status. This function enables you to change that

Status status. For example, if several transactions have not been settled but settlement was
attempted and they are ―stuck‖ in progress, you can change these transactions from an In
Progress to a Selected status and then retry settlement.

Modifying transaction status will change every transaction in the Main database that has the
indicated ―from‖ status to the indicated ―to‖ status.

To change the transaction status, follow the steps listed below:

1. Click the Database toolbar button. The list of Database Management options will
display in the option pane.

2. Select Modify Transaction Status from the option pane. The Modify Transaction
Status window will display.

3. From the Move From area, select the type of transaction that you would like to
change the status.

4. From the Move To area, select the type of transaction that you would like to change
the status.

5. When you have made your choices for the Move To and Move, from options, click
OK to accept. Upon completion, an Operation Complete message appears
indicating the number of records with status changes.

Reversing and 6. Click OK to return to the Database window.
Copying to the
Main Database The system allows you to copy selected transactions from the History database to the Main
database as a reversal of the original transaction. Use this function only for double-deposited
batches or transactions that need to be reversed.

1. From the main toolbar, click the History View toolbar button The system displays
batches of transactions on the option pane.

2. Select a batch from the option pane. The corresponding transactions display on
the Transactions tabbed page

3. From the main toolbar, click the Selection toolbar button (Figure 5). The Selection
Criteria dialog box displays

4. Click Deselect. The system deselects any transactions that may be selected and
displays a message.

5. Click OK to close the message. The Selection Criteria dialog box closes.

6. From the main toolbar, click the Selection toolbar button. The Selection Criteria
dialog box displays.

7. Select the entire batch that was double deposited by entering the business date,
transaction date, card type, terminal, and/or cashier. See Selecting and
Deselecting Transactions.

8. From the main toolbar, click the Database toolbar button. The Database

Management options display on the option pane.

9. Select Reverse and Copy to Main from the option pane. The system prompts you
with the History Database Select dialog box.

Copying to Main 10. Use the drop-down arrow to indicate the month/year from which you have
Database selected transactions.

11. Click OK. The system will display a confirmation dialog box.

12. Click Continue or Cancel. If you continue with the reverse and copy function,
PbAdmin copies all transaction records that you have selected to the Main
database. The History database is not affected by this function.

When the transactions are copied, it changes each ―Prior-Authorized Sale‖ transaction to a
―Return‖ transaction and each ―Return‖ to a ―Prior-Authorized Sale‖. It will copy, but not
change any transaction type selected other than Prior-Authorized Sales and Returns.

You can copy selected transactions from the History database to the Main database. This
can be useful if transactions were inadvertently moved to History without being settled. You
can move these transactions from History back to the Main database to settle them correctly.

To copy transactions from the History database:

1. From the main toolbar, click the History View toolbar button. The system displays
batches of transactions on the option pane.

2. Select the desired batch from the option pane. The corresponding transactions
display on the Transactions tabbed page.

3. From the main toolbar, click the Selection toolbar button. The Selection Criteria
dialog box displays.

4. Select the desired transactions.

5. From the main toolbar, click the Database toolbar button. The Database
Management options display on the option pane.

6. Select Copy Selected to Main from the option pane. PbAdmin prompts you with
the History Database Select dialog box.

7. Use the drop-down arrow to indicate the month / year from which you have
selected transactions. Click OK. You will then see the confirmation dialog box.

8. Click Continue or Cancel. PbAdmin copies all transaction records that you have
selected to the Main database. The History database is not affected by this
function.

Checking The Check Settlement Information option checks for discrepancies between settlement
Settlement information on all transactions, the current settlement terminal, and settlement merchant key
configuration.

Information Use this function to check settlement information before you run settlement. This is
necessary if any terminal or merchant key information has been changed or deleted in the
Fixing ProtoBase configuration. You can then use the Fix Settlement Information option to fix the
Settlement ―fixable‖ transactions.
Information
1. From the main toolbar, click the Group View toolbar button to select the Main
database. The system displays groups of transactions on the option pane.

2. Select the desired group from the option pane. The corresponding transactions
display on the Transactions tabbed page.

3. From the main toolbar, click the Database toolbar button. The system displays the
Database Management options on the option pane.

4. Select Check Settlement Information from the option pane. The system displays a
verification dialog.

5. Click Continue or Cancel.

6. If you continue with this function, PbAdmin checks settlement information on all
transactions against the current terminal and merchant key configuration.

7. After PbAdmin performs the check, a dialog box displays to indicate the number of
transactions with discrepancies or to indicate that the operation is complete.

Fixable -Transaction for which information does not match the current settlement terminal or
settlement merchant key configuration. These can be fixed by the Fix Settlement Information
option.

Bad Mkey or Bad Range - Caused by configuration errors. A formerly valid card range has
been deleted, or the PBMERC.DAT file has changed since configuration was run. These
discrepancies cannot be fixed automatically. They must be fixed by modifying and re-running
configuration.

The Fix Settlement Information option fixes transactions if there are discrepancies between
settlement information for a transaction and the current terminal and merchant key
configuration.

This is typically used with dial backup when a merchant switches back and forth between
high-speed and dial throughout a day.

Use this function to fix any ―fixable‖ transactions, as indicated in Checking Settlement
Information.

If you cannot identify the errors in the terminal or merchant key configuration, set
the Debug Level to 4 on the Global INI Settings window and run the Check
Settlement Information option again. This will generate error notifications in the
PBADMIN.STE debug file. You may either review the file or call SDC Client Services
for more information.

1. From the main toolbar, click the Group View toolbar button to select the
Main database. The system displays groups of transactions on the
option pane.

2. Select the desired group from the option pane. The corresponding
transactions display on the Transactions tabbed page.

3. From the main toolbar, click the Database toolbar button. The system
displays the Database Management options on the option pane.

4. Select Fix Settlement Information from the option pane. The system
displays a verification dialog.

5. Click Continue or Cancel.

6. If you continue, PbAdmin modifies the information in the transaction to
match the current configuration.

Trouble-shooting Issue Try
Tips
Settlement did not complete Move In Progress to Selected, then Selected to
but transactions at TPP History. Always confirm with your credit card
processor to ensure the batch was received.
Settlement did not complete
and transactions are not at Move In Progress to Selected and retry settlement
bank after confirming with TPP.

Transactions are left in the Confirm if the transactions are at the bank, and if
Main database with Moving not move Moving to Selected and retry settlement.
status If the transactions are at the bank, then move
Moving to Selected, then Selected to History.
Transactions in settlement are
marked Duplicate and did not Duplicates were found during settlement and have
settle (Version 5.02.03 and been marked as duplicate in the Main database.
Higher) Confirm if the transactions should be settled and
perform one of the following:
Transactions should be settled. Move Duplicate to
Selected, then Selected to Deleted.
Transactions should be settled. Move Duplicate to
Override, and then retry settlement.

Credit Card This section references the Global Card Services (GCS) credit card settlement process.
Processing The Global Card Services process utilizes the internet for processing authorizations, as
using Global well as sending and reviewing settlements. During the check out process in OPERA the
Card Services credit card charge information is transferred to GCS directly.

GCS Security You will use this section to process credit cards at your hotel. At the end of this section, you
Information will be able to:

Log on to Real Time Merchant.

Print daily credit card settlement reports.
Verify transaction transmissions are in balance with GCS and Opera.
Understand the Payment Pending Code usage.
Review summary level reports.
Review transaction detail reports.

NOTE: If you use Southern Data Comm as your credit card processor,
please reference the SDC section of this chapter. For normal
support questions, please contact OPERA support at 1-800-
810-4499.

Please follow the requirements and best practices suggested below regarding passwords
used with this system.

Password Requirements
Customer passwords are required to change every 90 days.
Minimum password length is eight (8) characters.
Passwords must contain both numbers and letters (alphanumeric).
Passwords cannot be the same as the username.
Passwords cannot be changed to the same as any previous four passwords used.
Passwords may not contain the word ―password‖.

Password Guidance

Never share passwords with anyone.

Never keep passwords in a place where others may see it. For Instance, a sticky
note on one‘s monitor is a very bad place to store a password. Storing passwords in
electronic format with encryption is recommended.

Select passwords that are easy to remember but hard to guess.

Avoid selecting passwords that are comprised of birthdays, family member names,
words found in the dictionary.

NOTE: Hotel staff should refer to your RTM or system administrator or
other management for login or password assistance. System
administrators (with an administrator profile in GCS) may
contact the Global Card (GCS) help desk at (866) 265-6225 for
assistance with administrator user ID‘s.

Accessing the To access the GCS Real Time Merchant application:
GCS Real Time
Merchant 1. Double click on the applicable icon on your desktop

This will launch Microsoft Internet Explorer directly to the GCS Real Time Merchant secured
web site.

OR

You may also directly enter the following URL into your web browser:
https://rtm.globalcardservices.com

2. You will be prompted to enter your User Name and Password.

Your User Name and Password are case sensitive. (Please see your supervisor and / or
manager to obtain this information) click on OK to complete the login process.

NOTE: Your installation team will provide you with your login and
password information. Upon first login, you will be asked to
change your password, please follow the guidelines listed on
the previous page.

GCS Available The GCS system offers the following reports:
Reports Pre-Settlement Report.
Settlement Report.
Current Authorization Search.
Transaction Search.
Deposit Report
Foreign Currency Analysis.
Swipe Ratio.
Exception Report.
Market Share Analysis.
Credits Report.
Credits vs. Debits.

Running Reports To run reports:
1. Select Reports from the menu bar.
2. Click on the desired report.
 GCS reporting consists of multiple level data viewing, which provides
summary–level views along with the ability to drill- down to detail-level reporting.

Night Audit Add the following steps to your Night Audit Checklist.
Checklist
Prior to running the Night Audit
Run the Opera Financial Payments & Revenue report, filter by Payment.
Run the GCS Pre-Settlement report and the Opera Journal by Cashier and
Transaction Report.
Compare the GCS Pre-Settlement Report credit card totals with the credit card
totals on the Opera Journal by Cashier and Transaction report. If your credit card
totals do not match the GCS totals, you need to locate the discrepancies and
make any corrections prior to running the night audit.
The totals MUST match prior to running the night audit.

After Night Audit is complete
Run the GCS Settlement Report.
The Night Auditor will use this report to validate the totals transmitted to GCS.
Match the credit card totals on the GCS Settlement Report to the totals on the Opera
Journal by Cashier and Transaction Report. This is a required report for the night
audit staff
 If the totals match, you are in balance with GCS. No additional action is
necessary.
 If the totals do not match, locate the discrepancy and contact the GCS
help desk to have them input the transaction for you (866-265-6225).

Pre -Settlement To run the GCS Settlement Report follow these steps.
Report 1. From the Reports list, select the Pre - Settlement Report.

2. Select the Property and Venue ID.
3. Select Submit.

NOTE: This report will provide both summary and detail level
reporting. Click on any of the blue hyperlinks to show more
details such as a break down of transactions for each card
type, or by all card types simply by clicking on the hyperlink
under Total.

Payment In order to provide the guest with a zero balance folio when the credit card interface is down
Pending the Payment Pending Transaction Code is used. However, Global Card Services Realtime
Transaction Merchant does not recognize this transaction code, therefore before running the night audit
Code Usage the Pending Payment transaction code should be reversed to an actual credit card type.

From the Opera Journal and Cashier Transaction report, verify if there are any records
checked out to the Payment Pending Transaction Code. If there are, follow the steps below
to reverse the Payment Pending Transaction Code to a credit card type.

1. Locate the guest record, the status will be Checked Out, click on Select.

2. Select Reinstate, and select Yes to Reinstate the guest.

3. Select No – Do not send the guest check in to the interface.

4. Select Payment.
5. Locate the Payment Pending Transaction Code.
6. Select No to attach the new payment method to the guest‘s profile.
7. Select OK.
8. Enter the amount as a negative (-).
9. In the reference field, input CC interface up.
10. Select Post.

This will place the charges back onto the guest folio and obtain any additional authorization
if necessary.

11. Select Check Out and follow the standard check out procedures.

Settlement The credit card type, amount and number will auto populate.
Report
12. Select Post and complete the check out process.

1. From the Reports list, select the Settlement Report.
2. Select the Property and Venue ID.
3. After the refresh period, either select a batch from the drop down arrow under the

Submission Batch field or enter a specific Date Range in the Start and End Date
fields.

4. Select Submit.

NOTE: Click on any of the blue hyperlinks to show more details.

Current This report is used to search for current authorizations on all cards for a selected time frame
Authorization that have not been settled yet, it gives a summary of all authorizations being held by the
Search hotel.

1. From the Reports list, select the Current Authorization Search report.
2. Select the Property and Venue ID.
3. Select Start and End dates under the Optional Parameters field.

4. Select Submit.

Transaction This report show all history current and historical as well as authorization and settlement
Search history. The best use for this report would be to track the full history on a particular credit
card number.

Example #1 – A guest is trying to extend their stay, and their credit card is now
declining. You can use this report to see how much has been approved and what
amount was declined on the card.
Example #2 – You have a cardholder that stayed in the hotel on a previous date,
and they claim they were charged $100.00 instead of $90.00. You can run this
report to see what was not only settled but also authorized on that credit card,
and see if the cardholder‘s claim is correct.
1. From the Reports list, select the Transaction Search report.
2. Select the Property and Venue ID.
3. Select the Currency Type, Transaction Type and Start and End dates.
4. Select any Optional fields from the Optional Parameters to limit the results of your
search.

5. Select Submit.

Deposit Report This management report would be used by the accounting staff to reconcile gross property
statements to your bank deposit information. This report displays the gross total that was
successfully received by your credit card processor and will not include any processing fees
or adjustments.

NOTE: In the event a bad or inactive credit card passed card validation in both

Opera and GCS, and was settled but rejected by the bank, then that
transaction would not appear on this report.

1. From the Reports list, select the Deposit report.
2. Select the Property and the Venue ID.
3. After the refresh period, select either a Batch from the drop down box or enter a

specific Date Range to find all settlements in that period.

4. Select Submit.

Foreign This management report is used by properties processing foreign currencies (DCC). The
Currency report will show the breakdown of transactions by currency allowing the location the ability
Analysis to identify the mix of foreign guests.

NOTE: The report will provide useful information in identifying where the
properties foreign clients are originating.

1. From the Reports list, select the Foreign Currency Analysis report.

2. Enter the Date Range for the report (This report can only be run by Date range and it
is limited to one Property but not one Venue).

3. Select Submit.

Swipe Ratio This management level report shows the percentage of swiped verses manually entered
cards. The report will provide summary level and detail level reporting.

NOTE: This report is an excellent way to ensure credit cards are being swiped
and not manually entered which will protect you from charge backs and
insure better processing rates.

1. From the Reports list, select the Swipe Ratio report.
2. Select the Property, Venue ID and the Date you wish to view.
3. Select Submit.

Exception The report will display all transactions that were not approved, showing both Declined and
Report REFERRAL responses.

NOTE: This report is a good tool for identifying possible processing issues.

1. From the Reports list, select the Exception Report.

2. Select the Property, Venue ID and the Date you wish to view.
3. Select Submit.

Market Share This management report will provide a breakdown by card type and dollar value for a
Analysis specific timeframe.

NOTE: This report is a good tool for identifying what card type generates the
most volume for your property. The report shows the percentage
breakdown of card types over a selected Date range.

1. From the Reports list, select the Market Share Analysis Report.
2. Select the Property, Venue ID and the Date you wish to view.
3. Select Submit.

Credit Report This management report shows all of the credits for a specific time period.

NOTE: This report is an excellent way to review credits that are being issued
from the property.

1. From the Reports list, select the Credit Report.
2. Select the Property, and Venue ID.
3. Select either, a batch from the drop down arrow under the Submission Batch field or

enter a specific Date Range in the Start and End Date fields.

4. Select Submit.

Credits vs. This report will list all credits that do NOT have an equal or greater debit over a specified
Debits time period.

NOTE: This report is an excellent fraud prevention tool. It lists all credits that do not have
corresponding debits for that batch or time period.

Example – An agent at the hotel takes a friends credit card and issues a credit to their card
for $1000. Since there is no corresponding charge to go with the credit, the hotel is out
$1000. This report would list all instances of this particular type of transaction.

1. From the Reports list, select the Credits vs. Debits report.
2. Select the Property and Venue ID.
3. Select a Date range and the Debit offset period of 60, 90 or 120 days.

4. Select Submit.



BUSINESS BLOCKS



Introduction The Business Block functionality in OPERA is available to manage group bookings. The
parameters, which define a group, are determined by each hotel though most
Business properties define a group as a multiple booking of more than 9 rooms. Often the block
Block vs. is reserved by the group contact and then each room is reserved individually by each
Quick guest. In some instances, the rooms will be managed by the group contact and names
Business are provided by way of a rooming list. Payment for each room as well may be
Block individually or by the group. The following chapter describes the functionality in the
Business Block menus.

Business Block groups are created in OPERA and then upload to the HOLIDEX®Plus
system. The OPERA group functionality was developed from a sales perspective, thus it
has various components that do not exist in the HOLIDEX®Plus system. For that reason
the interface between OPERA and the HOLIDEX®Plus system was designed so that
groups created and managed in OPERA required minimal action in the HOLIDEX®Plus
system. Please referred to the HOLIDEX®Plus system training materials on the
www.IHGMerlin.com website for those procedures.

OPERA offers two versions of group functionality: Quick Business Block and Business
Block. Both versions share the same core functionality for groups, but Business Block
offers enhanced functionality typically not needed for smaller operations. In addition,
the design of the full Business Block module works in conjunction with the optional
OPERA Sales and Catering functionality. Quick Business Block is designed for hotels
with simplified group contracts.

Hotels with OPERA Xpress PMS typically use Quick Business Blocks, yet hotels with the
OPERA PMS may also use this feature if their group/convention business does not
warrant a full block module. Alternately, OPERA Xpress PMS hotels may also use the
full Business Block module if their operation calls for the full functionality of a group
management system.

NOTE: This is an optional function. Not all properties or brands may
have it active. Consult with OPERA Support if you wish to activate
this function

Group Status Status Codes indicates the current booking status for a Group. The block status
Codes determines whether the group rooms allotted deducts from house inventory or not, and
whether or not reservations may be made on a block. Each status also controls what
inventory messages and changes are sent between OPERA and HOLIDEX®Plus. These
are the standard status codes used in most properties:

INQUIRY (INQ)
This is the initial step in the group booking process. When you
receive sales inquiry and it does not immediately change to a
firm booking it may be saved as an Inquiry. Creating and
saving the Inquiry enables you to have better records of sales
leads and allows you to follow-up with them for future
business. If the requested group does not fit your selling
strategy you may cancel this Inquiry, or you may upgrade the

NOTE: status to Tentative.
Inquiry blocks in OPERA do not upload to the HOLIDEX®Plus
system.
Reservations may not be made in either OPERA or the
HOLIDEX®Plus system for groups in the Inquiry status.

This is an optional function. Not all properties or brands may
have it active. Consult with OPERA Support if you wish to activate
this function

TENTATIVE (TEN)
This is a group booking being held pending the receipt of a signed
contract.
If a block is Tentative in OPERA, the allocated rooms are non-
deducted. Non-deducted means that the rooms will not be
removed from the hotel‘s general inventory. Non-deducted rooms
in OPERA communicate to the HOLIDEX®Plus system as
contracted (CT) rooms.
You cannot make reservations in OPERA with a Tentative status.
The ability to make reservations in the HOLIDEX®Plus system is
determined by the Control Group Locally functionality (equates to
HOLIDEX® Plus Housing Restriction).
OPERA TEN = Non-Deducted
HOLIDEX® Plus = Contract

DEFINITE (DEF)
This is a group with a signed contract.
Allocated group rooms deduct from hotel‘s general inventory.
Rooms in a Definite block communicate with the HOLIDEX® Plus
system as authorized.
OPERA DEF = Deducted
HOLIDEX® Plus = Authorized
Reservations can book for Definite blocks in OPERA. The ability to
make reservations in the HOLIDEX®Plus system will be determined
by the Control Group Locally functionality (equates to HOLIDEX®Plus
Housing Restriction).

CANCELLED (CXL)
Use this status when a booking cancels altogether. This status
communicates to the HOLIDEX®Plus system as a cancelled group
and any room inventory releases back to the hotels general
inventory.
It is vital to notate detailed cancellation reasons as well as group
block destination. OPERA stores this information and makes it
available via group cancellation reports for future analysis. It can
then be tracked later to determine cancellation trends and indicate
destination cities or hotels where business is going instead.

ACTUAL (ACT)

This status refers to in-house or past groups but has no direct
impact on groups or their status in the HOLIDEX®Plus system.

See the chart below for a visual representative of group block
statuses between OPERA and the HOLIDEX®Plus system.

Business The BUSINESS BLOCK SEARCH screen provides a wide variety of fields to locate a
Block Search business block, regardless of its group status.

To search for an existing block, follow the steps below:

1. From the main menu, select Reservations and Blocks.
2. Select Business Block.

The BUSINESS BLOCK SEARCH screen appears.

3. Enter search criteria, such as the block Name or Block Code, and select the
Search button.

NOTE: You may also use the Advanced option to
enhance your search criteria.

Inquiry The Inquiry feature allows you to view availability to answer group contract inquiries
with initial sales contact calls. You may also use this feature to being the booking
process while quickly creating a Business Block utilizing the information already
entered.

NOTE: This is an optional function. Not all properties or
brands may have it active. Consult with OPERA
Support if you wish to activate this function

NOTE: If Inquiry is not active, you must start the
Business Block creation process with either the
Business Block or Quick Block functions.

Available options include:

Review the client‘s requested dates as well as alternate dates
Assess availability during those periods
Select the desired dates to view the revenue and occupancy impacts
Close your sale while the client is still on the telephone

□

To access the Inquiry feature, follow the steps below:

1. From the main menu, select Reservations and Blocks.

2. Select Inquiry.

□ You may also access this feature by using the
NOTE:

Shift+F4 quick keys.

The INQUIRY PROCESS screen displays.

3. The fields at the top of the screen are called profile fields. Click the ellipsis
button next to any of those fields to attach the inquiring company or accounts
profile and contact information. Attaching profiles enables you to track group
business by not only the group block and company, but also track by contact for
that company. It is vital to include a Contact Profile when creating groups using
Company or Travel Agency profiles. In this example, doing this links the
company ―Robinson Marketing‖ and contact ―Cheryl Robinson‖ for tracking
purposes for this group inquiry.

There are two options for searching availability using the INQUIRY PROCESS screen; you
may search for availability for a series of dates or for a date range.

4. Enter the Start Date and # Nights and any Alt. Start Dates for three additional
alternate dates. This is helpful if the group is flexible on dates.

5. Alternately, you may enter a date Range with the From and To dates, # Nights
and check the boxes for the days of week within that date range.

NOTE: The Required Meeting Space Capacity section is
only applicable to hotels using the Sales and
Catering system.

6. Enter the number of Rooms per day the group requests.
7. Rate Code allows you to enter a specific rate code for a group. Rate Codes are

not required as each group can have a specially contracted rate; but if there is

a rate already established for the account; this option gives you the flexibility to

use the existing Rate Code.
8. Enter the requested number of rooms for each of the Room Types. You can

enter the actual number of rooms requested or you can check the box next to
the percentage sign and enter the percentage of rooms for each room type (i.e.
50% king beds and 50% double beds).
9. Select Inquiry Grid to populate the grid below with the results of the availability
search for the first start date or first range of dates.
10.Select Bus. Block if there is availability and you wish to move forward with the
contract.
11.Select Reset to reset the data on the screen to re-enter new requirements.
12.Select Availability to view detailed results on the inquiry for each alternate date.
The RESULTS screen appears.

In the lower-left portion of this screen, the range of dates and alternate dates display.
In the lower-right portion of this screen, the following columns display availability:

Min Occ % = hotel occupancy based on 100%
Max Occ % = hotel occupancy including overbooking numbers
House Avail (Current)= hotel availability before the group block
Rooms Req. = # of rooms requested by group block
House Avail (Net) = Hotel availability if you accept the group block
13.Select the Periods Available date range on the left side of the screen and the
details of each day‘s availability appear to the right.
14.Select the Ctrl Panel option to display the CONTROL PANEL screen for the
highlighted group dates.
15.Select the Det. Avail option to display the DETAILED AVAILABILITY screen for the
highlighted group dates. This enables you to ensure that the number of rooms
by room types requested are available, not merely the total number of
requested rooms. From this screen, you can also select Blocks to go to the
BLOCKS screen.

16.Select Inquiry to go back to the original INQUIRY screen and restart the inquiry
process.

17.Select Reset to clear the screen and return to the INQUIRY PROCESS screen.
18.When the client decides on a date, highlight the date select Bus Block. This

saves the information and takes the user to the QUICK BUSINESS BLOCK
creation screen, allowing you to save the block information while the contact is
on the telephone. You can then re-open the block as a Business Block and
proceed with completing all fields as needed.

The QUICK BUSINESS BLOCK screen displays.

New Block The alternative to creating a group via the Inquiry is to create a group directly from the
Header Business Block. The Block Header contains information that applies to every
reservation attached to the group.

To create a new block, follow the steps below:

1. From main menu, select Reservations and Blocks.
2. Select Business Block.

The BUSINESS BLOCK SEARCH screen appears.

3. Select New
The BUSINESS BLOCK screen appears.

This screen displays in four different sections; the first section is for storing profiles, the
second section for group name and dates, the third section for room‘s information, and
the last section for revenue statistics.

4. Attach any pertinent Company, Travel Agent, Contact or Source profiles at the
top of the screen. The Group Profile automatically creates after you save the
block.

5. In addition, the Master option is available to create master blocks with sub-
block allotments. Master blocks upload to the HOLIDEX®Plus system with zero
rooms allocated, yet sub-blocks upload as groups with allotments as normal

6. Enter the Name of the group. This should be the call to action for the group
since the group name is what agents search for when booking group
reservations. This is the group name visible on the group in the. HOLIDEX®Plus
system.

7. Enter the contracted Start Date, number of Nights and End Date.
8. Enter the Shoulder Start and Shoulder End dates if this group is elastic with

shoulder dates. For more information on elastic blocks, refer to the Rooms tab
portion of this chapter. These are the block start and end dates that upload to
the HOLIDEX®Plus system.
9. Status is the current phase this block is in regarding reservation pickup. Refer
to ―Group Key Concepts‖ at the beginning of this module for a detailed
explanation of group statuses. Typically, the starting status of the group is
either TEN so that contract (CT) rooms upload to the HOLIDEX®Plus system
10.Select a Market code from the list of IHG-defined Market codes. Remember to
use the appropriate group marketing code for tracking purposes. Typically, you
will us market code ―C‖ for corporate group or ―G‖ for leisure group.
11.Select the appropriate Source code for the group. Choose from the list of IHG-
defined source codes such as M1, M2, or M3 for marketing.
12.Enter the Sales or Reservations Manager that owns the block in the Owner
field. This is necessary in order to track sales productivity by Manager. This
field is only active if your hotel uses the Owner feature with Sales and Catering.

ROOMS TAB:

Enter the Block Code. You may reuse block codes, after any group has passed
the inventory week. For the HOLIDEX®Plus system, group codes must be three
characters in length with the first character alpha only, and the remaining
characters either alpha or numeric (i.e. AXX).

Select a Res. Type as a form of guarantee for the group. The reservation type
defaults to every reservation made for the group. Typically, ―GT‖ status is the
reservation type for Tentative groups, where ―GC‖ status is reserved for Definite
groups.

Typically, Rate Code is not used with groups, as the sales department usually
contracts a negotiated rate for the group. Rates enter separately for groups
using the Business Block Rate Grid. For example, IBM is holding a training
meeting at your hotel and their negotiated rate is the IGCOR Rate Code. All rate
details from the Rate Code copy into the Rate Grid for this block. However, in
most cases, the group contract has negotiated rates we enter separately in the
Rooms Grid.

Check the Elastic box to make this block elastic. This feature allows
reservations to book even if the group has no availability (as long as there is
general hotel availability). By checking this option, agents may book rooms
beyond the contracted number of rooms for the group dates. If you do not wish
to sell beyond the original contracted allotment, do not select this check box.
The group remains non-elastic in this case.

Packages add a package component to a group. The price for the package

element adds to or combines to the rates negotiated for the group.

Pax/Room indicates the number of expected persons per room for the group.

Cutoff Date communicates to the HOLIDEX®Plus system as the date to return all
rooms for all dates unused by the group back to general inventory. OPERA
releases rooms when the night audit runs during the evening of the cutoff date.

Cutoff Days may be used instead of a cutoff date for long-term groups. This
functionality works in a similar fashion to the HOLIDEX®Plus system release one
day at a time. Enter a number of cutoff days, for example 7. In this example 7
days prior to the group start date the 1st night‘s rooms release, the next day the
2nd night‘s rooms release and so on. For this reason, only use this option for
long-term blocks such as airline crews. Keep in mind that when using Cutoff
Days the rooms release both in OPERA and the HOLIDEX®Plus system at the
same time. The running of the night audit triggers the rooms release in OPERA
and that in turn sends the message for the HOLIDEX®Plus system to release the
rooms.

Print Rate this field defaults as checked which means that the rate will print on
the registration card. For rates such as wholesale or FIT rates which must be
kept confidential from the guest you should uncheck this box.

Suppress Rate this field defaults as unchecked and controls whether the rate
displays on the Availability grid. In some cases the rates may need to be
confidential from the hotel staff (i.e. reservation agents or front desk) who are
making reservations and interacting with guests. Checking this box will hide the
rate.

Housing confines the booking of reservations to your hotel only. This
communicates to the HOLIDEX®Plus system as ―Housing Restricted‖. If the box
is checked, the group is visible to the Central Reservation Offices (CROs) and
HOLIDEX®Plus users but no one outside of the hotel is allowed to make
reservations for the group. Each new Business Block defaults to having this
option checked.

Guarantee Required means that a reservation guarantee is required. When
checked, this information communicates to the HOLIDEX®Plus system as ―Y‖ for
Guarantee so that each reservation must be guaranteed (typically by a credit
card).

Airline Crew Example – If a crew group has a 3-day cutoff, the system will release
rooms one day at a time. Beginning on January 4, for example, it will release rooms for
January 7.

a) Follow-up Date is the date to follow-up with the group contact for a decision.
b) Decision Date is the date that there must be a signed group contract or a

definite confirmation that the group intends to book.
c) Owner refers to the Sales or Reservations Manager that owns the room portion

of the block. This field is necessary in order to track sales productivity by
Manager. Owner names (typically their 3-character initials) are created in User
Configuration. Each Manager who can potentially be involved with
Sales/Catering should have Owner designation in their User profile
d) Trace Code identifies a group trace code to use for reservations booked against
this group. Use this feature to apply a trace to a department for the entire
block.

e) Select Save to complete the block header and move onto the remaining tabs.

DETAILS TAB:
This tab offers you a variety of fields for managing group contracts at an advanced
level. Use any of the fields described below if they apply to this group contract:

Resv. Method indicates how reservations book into the group block (i.e.
rooming list, reservation cards, etc.).
Rooming List Due indicates when you expect a rooming list back from the group
contact.
Arrival Time/Departure Time is a field to enter the arrival and departure times
of a tour group, if known.
Payment indicates a method of payment to transfer to the PM reservation and
to all reservations within the group. This is extremely helpful for those groups in
which charges route to one credit card. Entering the credit card information
here eliminates the need to enter it on reservations individually.
Comm % refers to travel agency commission, however this information applies
OPERA only – it does NOT communicate to the HOLIDEX®Plus system. Use this
field purely for notation purposes in OPERA. The HOLIDEX®Plus system
assumes that groups are non-commissionable unless the commission field on
the GCONV screen is changed to ―Y‖. Every subsequent block change in OPERA
returns the commission status to ―N‖ in the HOLIDEX®Plus system so you need
to manually change it back to ―Y‖.

MORE TAB:
This tab is blank and is not used by IHG properties.

CANCEL TAB:
This tab contains information used for statistical tracking in the event the Business
Block cancels.

Rooms Cancellation No. displays the cancellation number for the room portion
of the block

Rooms Cancellation Reason displays when a group status changes to
Cancelled or Lost. Choose the appropriate reason why this Business Block was
lost or cancelled.
Rooms Cancellation Comments is the description for the cancellation reason
selected. You can add additional comments in this field as necessary.
Rooms Cancellation Destination is the destination or venue to which this piece
of business was lost.
Catering Cancellation No. displays the cancellation number for the catering
portion of the block
Catering Reason displays when a catering block status changes to Cancelled or
Lost. Choose the appropriate reason why this Catering block was lost or
cancelled.
Catering Comments is the description for the cancellation reason selected.
Additional catering cancellation comments maybe added.

CATERING TAB:
This tab contains options fields that enable you to enter data pertinent to the catering
components of the block. Enter any of the fields below if this block has a catering
portion:

Attendee is a field to indicate the number of expected persons attending the
function.

Guaranteed indicates the attendee count is finalized.

Info-Board lists the exact title used for the group while on-site.

Follow-up Date is the date to follow-up with the group catering contact.

Decision date is the group‘s decision date on the catering portion of the block or
the date that the group contract is due.

Contract No is a field to insert your internal contract number (if applicable).

Onsite Name refers to the group‘s onsite contact. This could be the same person
listed as the contact under the group profile.

Owner refers to the sales person responsible for the catering events for this group.

Item Discount applies a discount percentage to resource items associated with this
catering event. This discount applies to all resource items that are discountable
and do not have a separate discount assigned to them.

NOTE: Selecting the Catering Only option on the
Business Block header indicates the group will
not need sleeping rooms.

Block Grid Group Room Grids manage the number of rooms, group rates by room types, and
potential revenue. The grid becomes available after the group becomes a status of
Tentative. Any changes to the room counts while the grid is still in a tentative status
affect only the Original Grid. After the group status changes to a status allowing pick up
of rooms, the Original Grid locks and any changes to room counts affect the Original
grid.

Once you save your Block Header, follow the steps below to access the grid:

From within the block, select Grid.

The CURRENT GRID screen displays.

To enter data directly on the grid there are two methods:

Either uses the buttons at the bottom of the screen,
OR

Click in a region of the grid and directly type the information into the field.

The suggested method for entering room allocations and rates is to use the buttons at
the bottom of the screen.

Dates and rows with a ― + ‖ symbol display sell limits and overbooking limits if
applicable.
Use the arrow keys at the bottom of the grid to move the grid right or left.

Yellow dates indicate the hotel‘s defined weekend.

The Display menu in the search criteria at the top of the screen offer a variety of views:

ORIGINAL reflects the allocated room counts for the group block while it is still
in a tentative status. These allocated room counts have deducted from hotel
inventory.
Available only after the group turns Definite, CURRENT reflects the current
number of rooms reserved for the group.
AVAILABLE reflects how many rooms are still available for individual
reservations to be booked
RATES reflect the rates assigned for each date for each room type in the grid
CONTRACT an optional entry, reflects the number of rooms the group agreed to
on the contract and appears on reports for comparison purposes only. These
figures equate to the contracted number of rooms in the HOLIDEX®Plus system.

Range Rooms The best way to quickly and accurately create your initial Grid or manage changes to
to Grid room counts or rates is to use the Range button. Follow the steps below to allocate
rooms into the block Grid:

1. From the group‘s CURRENT GRID screen, select Range.

The BLOCK RANGE SETTING screen displays.

2. Enter a Date Range by choosing a From, Nights and To date. You may also
indicate the days of the week to range rooms into the grid. The dates default to
the dates of the block.

3. It is easiest to work with room types that have similar rates and allocations.
Place an ―X‖ next to each Room Type to allocate rooms. Keep in mind that