KWHotel software user guide
Additional modules
License
Rooms
Prices management
Calendar
Reservations
Customers
Meals
Services
Accounting
Customization
KWHotel web booking engine
KWHotel Free
KWHotel Standard
KWHotel Pro
Creating room base

You can find the instruction here.

Creating hostel beds

You can find the instruction here.

Preparing rate plans

You can find the instruction here.

Price per night / Price per person

WHAT SHOULD I PUT IN THE BASE PRICE AND PRICE PER ADULT?

Let us assume that:
1 person: 150 EUR
2 persons: 190 EUR
Difference: 40 EUR → type this amount as a “PRICE PER ADULT”
Base price: price for 1 person – difference = 150 EUR – 40 EUR = 110 EUR

As a result:
For 1 person: base price + price per person: 110 EUR + 40 EUR = 150 EUR
For 2 persons: base price + 2x price per person: 110 EUR + 2×40 EUR = 190 EUR

Customizing the calendar

You can find the instruction here.

Rooms filter

WHAT DOES THE “ROOMS FILTER” IN THE CALENDAR DO?

The filter helps you to find rooms that contain the name you type there. You need to type at least two characters (numbers or letters).

Group bookings filter

WHAT DOES THE “GROUP BOOKINGS FILTER” IN THE CALENDAR DO?

Enabling this filter will hide all individual reservations. When you click a single reservation, all reservations that are a part of this group booking will be highlighted.

Printing the calendar

CAN I PRINT THE RESERVATION CALENDAR?

To print the reservation calendar, please adjust the view you wish to print out. Use “calendar width” and “calendar length” buttoms in the bottom left part of the calendar. KWHotel will print out the calendar when you click the button presenting a printer.

Individual reservations

You can find the instruction here.

Group reservations

You can find the instruction here.

Private customer / Company data

HOW CAN I FORCE KWHOTEL TO DISPLAY BOTH AN INDIVIDUAL CUSTOMER AND HIS COMPANY DATA IN THE RESERVATION?

Please open the reservation, click “Add customer” – next to his name you will notice a yellow plus. When you click that, it will become possible to assign a company to the customer and both data will be visible in the reservation screen and calendar.

Fiscal documents are generated for a company but in the document remarks you can add customer name.
To do so, please go to Tools –> Configuration –> Invoices –> Page 2 –> Default remarks for accommodation service on the invoice.

Example: Name of the guest: {guest_name}

Joining reservations together

IS IT POSSIBLE TO CONNECT INDIVIDUAL RESERVATIONS INTO A GROUP ONE?

Yes. Every individual reservation can be added to a group one. To do so:
open the first individual reservation that you want to add to the group reservation.
In the top right corner of the window, in the Other tab, type the group reservation number or leave „0” so that KWHotel creates a new group reservation window.

Now read the group reservation number (top left corner),
open another individual reservation and in the Other tab type the group reservation number where an individual reservation is to be joined.

Reservation statuses

CAN I CHANGE THE DEFAULT RESERVATION STATUSES?

It is not possible to modify the default reservation statuses. However, our software features an extra reservation status creator. In order to add an additional status, open an individual reservation, click the “Extra reservation status” –> edit a booking status. Having saved the reservation, you can switch between the extra reservations statuses and the default ones, using tabs in the bottom right part of the calendar.

Managing the customer base

You can find the instruction here.

Administering meals

You can find the instruction here.

Handling services

You can find the instruction here.

Managing accounting

You can find the instruction here.

Changing titles of documents

HOW CAN I CHANGE THE TITLES ON DOCUMENTS (i.e INVOICE, PROFORMA INVOICE)?

In Tools –> Configuration –> Invoices –> Page 1 (on the top), please submit a correct name and click Save.

Attaching receipts to invoices

HOW CAN I ATTACH A RECEIPT TO THE ALREADY EXISTING INVOICE?

In order to assign a receipt to an invoice:

  1. Open an invoice that you want to attach a receipt to.
    Note: invoice can be opened in the reservation screen or
    in the accounting module.
  2. Click “Save”.
  3. Select “Issue a new receipt”.
  4. Click “Print”
  5. A receipt creation window will now appear. Please save it. IMPORTANT: If you issue an invoice and receipt separately, payments will be doubled in the reports!
Configuring bank account data

HOW CAN I INSERT THE BANK ACCOUNT NUMBER TO THE ACCOUNTING DOCUMENTS?

In Tools –> Hotel information, you will find two fields related to bank name and bank account number. Please fill in BOTH of them and save changes.

Correcting tax

HOW CAN I CORRECT THE TAX ON THE INVOICE CORRECTION DOCUMENT?

To correct the tax:
Type “0” in the Quantity field of a product whose tax you want to correct.
Below rewrite the whole product once again. It will appear with an unlocked tax field.
Type the correct values and save the invoice correction.

Cash receipt and cash disbursement

CAN KWHOTEL ISSUE THE CASH RECEIVED AND CASH DISBURSMENT DOCUMENTS AUTOMATICALLY?

Yes. Automatic Cash Receipt and Cash Disbursment can be enabled for invoices and receipts in Tools –> Configuration –> Invoices –> Page 1.

Automatic remarks in the invoices

CAN I HAVE SOME REMARKS POSTED AUTOMATICALLY ON MY DOCUMENTS?

Yes. Automatic remarks (i.e. guest data, room, arrival/departure dates and many more) can be defined in Tools –> Configuration –> Invoices –> Page 2 –> Default remarks for accommodation service on the invoice.

Exporting to Excel

HOW CAN I EXPORT MY INVOICES TO EXCEL?

In the Statistics module select Finances of reservations and here you can choose dates and document types you wish to export.

Fixing the document creation terror

I ENCOUNTER AN ERROR WHEN TRYING TO PRINT DOCUMENTS. WHAT SHOULD I DO?

The most common reason for such error is a lack of Report Viewer 2005 and 2008 libraries in your computer. Just download and install the necessary files. You can find them here: Report Viewer 2005 and Report Viewer 2008.

Modifying a registration card

HOW CAN I MODIFY THE CONTENTS OF THE REGISTRATION CARD?

In order to modify a registration card, please go to Tools –> Email –> Page 2 –> Automated booking confirmation settings. In the “For bookings after customer departure” please edit the “1” or “2” file. All changes are done within the built-in FastReport software – you can find its manuals in the Internet.

Placing logo on documents

HOW CAN I PLACE MY HOTEL LOGO ON THE DOCUMENTS?

First of all, create an image with your hotel logo and name it “logo”. The file must be in the .jpg format. Now copy that file to the main KWHotel foler –> Doc –> En (default: c:KajwareKWHotelDocEn

How to prepare to implement the KWHotel booking engine?

You can find the instruction here.

KWHotel Free Installation Guide

You can find KWHotel Free Installation Guide here.

KWHotel Standard Installation Guide

You can find KWHotel Standard Installation Guide here.

KWHotel Pro Installation Guide

You can find KWHotel Pro Installation Guide here.