Configuration – other settings
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This manual explains the following modules:
1.1. Other (page 1)
1.2. Other (page 2)
1.3. Other (page 3)
1.4. Other (external devices 1)
1.1. Other (page 1)
Age groups default names (1) – allows to insert custom names for age groups. These groups are used in a reservation screen and when creating advanced rate plans.
Half meals (2) – defines which how large part of meal will be served to the given age group. The following options can be chosen:
None – this age group will receive any meals
Half meals – this age group will receive a half-board meal
Full meal – this age group will receive a full-board meal
Enable overbooking option (makes it possible to book the same room more than once at the same time) (3) – when enabled, you can create multiple reservations for the same room and at the same date.
Enable a “Subvention” field in the reservation window (4) -when enabled, a “Subvention” field is revealed in a reservation window. If you type an amount in that field, it will be treated as a payment but will not be displayed in a fiscal document.
Example:
Reservation for 570 EUR
We insert subvention for 100 EUR
We insert a payment for 470 EUR
If we issue an invoice, KWHotel will insert an accommodation service for 470 EUR total.
If amount already paid is less than total price (amount payable), show amount paid as advance payment (5) – when enabled, every payment lower than the total amount due will be automatically transferred to “Advance” field.
This option requires restarting the program to take effect.
Obligatory check-in (6) – this option forces you to check-in guests manually, by using the “Check-in guest” option.
In addition, a group reservation window allow you to check-in the whole group manually.
Obligatory check-out (7) – this option forces you to check-out guests manually, by using the “Check-out and save” button.
In addition, a group reservation window allows you to check-out the whole group manually.
Obligatory field in the reservation window – source of reservation (8) – enabling this option forces User to insert a source of reservation. Otherwise, saving a reservation will not be possible.
Obligatory field in the reservation window – online reservation number (9) -enabling this option forces User to insert an online reservation number. Otherwise, saving a reservation will not be possible.
Obligatory field in a customer window – address, e-mail (10) -enabling this option forces User to insert address and email in a customer screen. Otherwise, saving a customer will not be possible.
Obligatory field in a reservation window – telephone (11) – enabling this option forces User to insert phone number in a reservation screen. Otherwise, saving a reservation will not be possible.
Set obligatory fields in the customer window – ID Number (12) – enabling this option forces User to insert customer`s ID number in a customer screen. Otherwise, saving a customer will not be possible.
Set obligatory fields in the customer window – Nationality (13) – enabling this option forces User to insert customer`s nationality in a customer screen. Otherwise, saving a customer will not be possible.
Do not check the EU VAT (14) – when enabled, KWHotel will stop verifying data of customers located in the European Union (no connection with UE servers will be established when typing the company`s Tax ID).
Clear deleted reservations list (15) – pressing this button will erase a history of all deleted reservations.
Clear deleted documents list (16) – pressing this button will erase a history of all deleted documents. Includes all documents older than 1 day.
Delete existing reservations (17) – multi-purpose function. Lets you permanently delete some data from database. Having clicked this option you can pick what exactly would you like to delete:
Permanently delete bookings up to the selected date – deletes from calendar all reservations up to the selected date.
Delete customers not associated with reservations – deletes from database all customers who were not assigned to any reservation.
Permanently delete documents up to the selected date – deletes from database all documents up to the selected date.
1.2. Other (page 2)
Default images folder path (1) – lets you set directory in computer where customer photos will be stored (customer screen > “Other” tab).
Default LAN path to images folder (2) – lets you set network directory where customer photos will be stored (customer screen > “Other” tab).
Transfer advance amount as second payment. Option used to gather commissions and provisions by travel agencies (3) – This feature will be described later.
Prevent junior receptionist from issuing and editing invoices (4) – this function is no longer used in KWHotel 0.47. User privileges can be adjusted in the “Users” module.
Selected and finished reservations will be automatically deleted after {days} (5) -when active, you may use the “Permanently delete the reservation after it is settled and finished” option, located in a reservation screen > “Other” tab.
Automatically delete a reservation for a private person once a bill has been printed (6) – when enabled, you will receive the following message when printing a bill – “Choose “Yes” not to save the document and delete the reservation”.
Accepting the message will permanently erase reservation from the calendar. Bill can only be printed and will be deleted from the database afterwards.
Enable old group reservation engine (7) -this function is no longer used in the program.
Description of the service initial or final introduction day (8) -this feature is related to the “Date of sale” field on invoice.
Here you can modify the name of this field and choose which criteria will be applied in terms of service introduction day.
Initialize ReportViewer during the program startup (9) – enabling this option may be useful if you encounter an error with generating .rdlc documents. If the issue still persists, despite selecting this option, the ReportViewer 2005 and 2008 libraries must be installed.
Manual on how to do that, can be found here.
Enable four decimal places in the invoices (10) – when enabled, additional two decimal places will be available for amounts found on invoices.
ID of the company responsible for issuing meals-related fiscal documents (11) – This option will be described later
1.3. Other (page 3)
This hotel is not a tax payer. Force KWHotel to issue bills instead of invoices (1) -this option will be described later.
Force user to confirm an invoice prefix change (2) – when enabled, KWHotel will ask you to insert the prefix that you wish to use on the fiscal document, before you open the document.
Save prices per day in reservations (3) – This feature will be described later.
Save additional reservation parameters (4) – This feature will be described later.
Change a room status to “DIRTY”; after the check-in (5) – checking-in your guest and saving reservation will automatically change the room housekeeping status to “Dirty”;
Automatically change the room status to “Dirty”; after this amount of days (6) – when enabled, a room housekeeping status will be automatically changed to “Dirty”; when a set number of days passes since the check-in date.
Do not warn about lack of vacant beds (7) – when enabled, KWHotel will not display a warning when you attempt to check-in more people into a room than you have beds in it.
Enable long stay reservations (8) – allows you to enable the long-term reservations module. A manual for this module will be released in future.
Enable resource reservations (9) – allows you to enable the resource reservations module.
Enable eGost synchronization (10) – this function is no longer available in the program.
Enable reservations shorter than one day (11) – enabling this option allows you to create reservations for 0 days. Such booking is visible on a calendar as a half-size of a regular reservation strip.
Use this feature when your guests arrives and departs on the same day.
Department management tool for reservations (12) – this is a dedicated feature, created for the SYDA Foundation. It allows you to assign departments to reservation and keep track of spots that are still vacant in the given apartment.
Department management for customers (13) – this is a dedicated feature, created for the SYDA Foundation. It allows you to assign customers to departments and keep track of sports that are still vacant in the given apartment.
1.4. Other (external devices 1)
ARH_OCR Combo Scan (1) – ID cards scanner – enables synchronization with an ID Scanner. This is an extra paid feature.
Turn on SPA (2) – enables synchronization with KWSpa module, used to manage Wellness & SPA services.
This is an extra paid feature which requires typing a password to unlock it.
Renting Lock (3) – allows to enable synchronization with the RentingLock hotel locks. This is an extra paid feature.
Gold Lock (4) – allows to enable synchronization with the Gold Lock system. This is an extra paid feature.
Enable (5) – allows to enable synchronization with BTLock hotel locks. This is an extra paid feature.
1.5. Other (payments settings)
Espago / Elavon – requires purchasing an Espago synchronization module and signing agreement with that partner. This tab allows you to perform a detailed configuration of the credit card payment links sending. A detailed manual on how to set up Espago synchronization is provided after purchasing the add on.