RMS Procedures Guide

Daily Procedures Guide

Caravan Parks

Glossary of Terms;

Within this guide we have used generalized terminology a glossary of these is outlined below;

Category - Is the grouping of your types of accommodation, you may know these as Cabin Types or Pitch Types.

Area - Is the individual locations that can be booked, you may know these as Sites, Cabins or Pitches.

Daily Reporting:

The following reports should be printed each morning;

  1. Arrival ListIn/Out Screen
  2. Departure ListIn/Out Screen
  3. HousekeepersGo to Reports (Upper Tool bar) > Daily
  4. To Do ListUpper Tool Bar > To Do

The following reports need to be printed daily;

  1. Overdue Arrival ListGo to Reports (Upper Tool bar) > Daily
  2. Overdue Departure ListGo to Reports (Upper Tool bar) > Daily
  3. Cash Transactions Go to Reports (Upper Tool bar) > Accounting

To build each report;

Choose Reports on the Upper Tool Bar

Select Dailyor Accounting

Choose the report you require from the list above

REPORTS 1 & 2: Arrivals/Departure Lists

The Arrival and Departure Lists should be built using today's date.

Go to In/Out (Upper Tool Bar)

Select the reservation you wish to see on the top left of the screen

Check In = Expected Arrivals

Check Out = Expected Departures

Click once on refresh at the bottom right of the screen.

You will be presented with a list of the reservations that match your search.

From this screen you can print a report based on the matches using the print report button at the bottom of the screen.

You can also check reservations In and Out, by ticking the reservation in question then clicking once on either the Check In or Check Out buttons.

REPORT 3: Housekeepers Report

If you have chosen to use the full Housekeeping module and wish to allocate areas/tasks to specific Housekeepers you will need to refer to the Housekeeping Procedure Guide located within the RMS Knowledge Base.

Go to > Support > Knowledge Base > Procedure Guides & Reports > Housekeeping Procedure Guide.

Build the Housekeepers report for today's date.

Go to Reports (Upper Tool Bar) > Daily > Housekeepers

You may choose to Group by No Grouping or Group by Task, try the options to see what suites your property.

Housekeepers

REPORT 4: To Do Chart/List (for Cot, High Chair list etc)

The To Do button is located on the Upper Tool Bar.

Requirements which have been specified against reservations are listed here, for action on the day specified.

  1. The To Do Button is located on the Upper Tool Bar.
  2. Click once on the date required that you wish to print the list for from the calendar
  3. Click on the Print Button
  4. Click the Build Button
  5. Print the report

REPORTS 5 & 6: Overdue Arrivals/Departure Lists

Overdue Arrivals and Departures need to be maintained to ensure that no reservations are left in the system without being checked In or Out.

Go to Reports (Upper Tool Bar) > Daily > Overdue Arrival or Overdue Departure.

Use the following screen shots as a guide.

It is important that any reservations found on these reports are dealt with immediately either by No Showing, Cancelling or changing the Arrival date.

REPORT 7: Cash Transactions

Build the Cash Transactions report for today's date.

Go to Reports (Upper Tool Bar) > Accounting > Cash Transactions

Using the default options as shown below, this should match your physical cash/credit cards and cheques taken for today.

Cash Transactions

Daily Front Office Procedures:

  1. Every reservation that arrives MUST be Checked IN
  2. Every reservation that departsMUST be Checked OUT
  3. Once an area is cleaned, it must be marked as clean using the following guide
  4. Balance your cash drawn and Eftpos machine to Reports>Accounting>Cash Transactions

Self Hosted Users - Your RMS Database must be backed up dailyto the External disk by using one of your seven USB or CDs, use the following guide for steps on how to achieve this.

RMS Cloud users databases are backed up automatically by RMS.

**RMS has an automatic local backup module which Self Hosted users can use. This feature performs a backup of your data up to 4 times per day to your nominated drive.

**Internet Off Site backups - This feature performs a backup of your data up to 4 times per day to your nominated drive as well as 1 internet off site backup - Please talk to your RMS sales person - it is extremely economical.

  1. End Of Day

Option 1. Ifusing End Of Day accounting option you will need to refer to the Night Audit Procedure Guide located within the RMS Knowledge Base.

Go to > Support > Knowledge Base > Procedure Guides & Reports > Night Audit > Night Audit Procedure Guide.

Option 2.If RMS is rolling automatically at midnightbalance to the Cash Transaction Report at the end of your shift.

Daily Front Office Procedures - Step 1 and 2 - Check In/Out

The IN/OUT button found on the Upper Tool Bar gives you quick access to all reservations which are arriving, departing or In-House.

Simply select Check In (Exp Arrivals), Check Out (Exp Departures) or Current (In House Guest) then click once on Refresh.

To edit any of the reservations listed double click on the reservation that you wish to open from the list.

Reservations can be checked In or Out directly from this screen using the buttons at the bottom of the screen.

Daily Front Office Procedures - Step 3 - The Clean Screen

Use the ‘Clean’ button on the Upper Tool Bar to open the Clean screen

  1. Select the Area Status's you wish to see (using the options to the left E.g. Vacant Dirty)
  2. Select the areas that have been cleaned by ticking the relevant boxes
  3. Click on the ‘Set To Clean’ button on the Lower Tool Bar
  4. When the Set To Clean message appears select Yes

All areas need to be set to clean before checking anyone into them.

BACKUPS MUST BE DONE DAILY

Please follow these steps to perform your daily Backups.
** This step is not required for RMS Cloud users or iBackup or Scheduled onsite backup module users.
  1. Click on Start, Programs, RMS for Windows, Backup and Restore
  2. Select the Backup button on the tool bar
  3. You will now see a screen similar to that below
  4. By default the backup program will backup to your external drive as indicated by the dot in External Disk. If you are backing up to external media such as USB or CD please make sure you are using the correct Drive Letter
  5. Ensure your USB Stick or Disk is in the computer and then press the Begin Backup button
  6. The backup should complete without error.
  7. Close the backup program with the cross in the top right hand corner.

Electricity Readings

These can be completed Weekly, Fortnightly or Monthly depending on your property.

See the below link for details instruction on how to complete your electricity readings.

Go to > Support > Knowledge Base > Module Interfaces > Electricity > Night Audit Procedure Guide.

The following reports could be done once a Week:

  1. Arr/Dep/StayOver Forecast

Go to Reports (Upper Tool Bar) > Daily > Arr/Dep/StayOver Forecast

Shows how many Arrivals, Departures and Stay Over you have for each day. Also a good report for guiding you when creating next week Staff rosters.

  1. Overdue Deposits Report

Go to Reports (Upper Tool Bar) > Daily > Overdue Deposits (Sort By – Deposit Date & Group By – No Group). If you are using the Second deposit option ensure that you tick to group by 1st/2nd deposit.

This report shows reservations which have not sent a deposit by their due date.

  1. Maintenance Report

Go to Reports (Upper Tool Bar) > Daily > Maintenance Reports

Provides a list of areas that are currently out for maintenance. Give copies of this report to Front Office, Housekeeping and Maintenance departments.

4. Daily Cash

Go to Reports (Upper Tool Bar) > Accounting > Daily Cash

This will shows you the allocation of all receipts taken for the week.

5. DailyCharge

Go to Reports (Upper Tool Bar) > Accounting > Daily Charge

This will shows you the breakdown of charges posted for the week.

The following reports could be done Monthly:

  1. Update Monthly Figures

Go to Reports (Upper Tool Bar)> Update Monthly Figures > Update Figures

This should be done on the first day of the new month and will write your figures for the month to a table so that you can then build the YTD reports.

  1. Debtors Ledger

Go to Reports (Upper Tool Bar) > Accounting > Debtors Ledger (Group by Company or Travel Agent)

This will shows you all your current Debits and Credits. It is important to ensure that all departed and cancelled bookings have a zero balance. You may want to give a copy to your Accountant.

  1. If using AR Statements (Accounts Receivable)

Go to Reports (Upper Tool Bar) > Accounting > AR Statements (Enter the date range you wish to print statements for Choose - All Companies- Print)

These Statements are used to issue bulk debtors whereby you are transferring all outstanding accounts from the reservations to a Company or Travel Agent account i.e. Wotif, Need it Now etc

If using Statements

Go to Reports (Upper Tool Bar) > Accounting > Statements (Choose - Specific Company- Choose the Company – Tick Preview Before printing- Print)

These Statements are used to issue bulk debtors to Companies or Travel Agents which shows all the reservations with outstanding accounts.

  1. Cash and or Charge Report

Go to Reports (Upper Tool Bar) > Management > Cash and or Charge Report

These report shows all cash received and or charges raised against each GL Code. Good for TAX reporting. You may want to give a copy to your Accountant.

  1. Inhouse Guest Balances

Go to Reports (Upper Tool Bar) > Accounting > Inhouse Guest Balances

Reservations with an arrived status and shows the Paid to date and balance of their account either debit or credit. Great report for Long term Bookings account balances.

  1. Occupancy Report

Go to Reports (Upper Tool Bar) > Management > Occupancy

This report is used to look at the properties performance over a date range based on the occupancy level. A Good report for Marketing.

  1. Marketing Report

Go to Reports (Upper Tool Bar) > Management > Marketing

Report shows the number of reservations from particular reservation type/business sectors over a period of time and can be used to track reservation type/business sectors performance. A Good report for Marketing.

The following reports could be done Quarterly:

  1. ABS Report (Australian and New Zealand clients only)

Go to Reports (Upper Tool Bar) > Management > ABS Report

This report shows the Occupancy and Accommodation Revenue statistics as set out by the Australian Bureau of Statistics.

The following reports could be done at the end of Financial Year:

  1. Occupancy

Go to Reports (Upper Tool Bar)ManagementOccupancy

Shows you your occupancy per category as well as total revenue.

  1. YTD Cash

Go to Reports (Upper Tool Bar) > ManagementYTD Cash

This report shows a comparison on the income received this financial year with last.

  1. YTD Charge

Go to Reports (Upper Tool Bar)ManagementYTD Charge

This report shows a comparison on the charges posted this financial year with last.

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Last Updated 01/09/2010 by NF