Intahub Private Limited

1How to login IntaPMS Front Office?

2 How to Stay View?

As soon as you login to IntaPMS Front Office, you will notice the Stay View, which on a single screen displays a complete status of your property/hotel.

The Stay view is designed to make your work simple and easy

It is actually a graphical representation of the guest ledger that shows the current status of the rooms in your property.
You can directly work on it and perform various actions as required.
The Room Types with Room numbers (or names) are listed in the first leftmost column of the Stay View screen.
As you view from top to bottom, the Room types and the rooms are displayed with few other icons placed next to room number saying something more about the room. As for example, Room number 105 has 1icons.
The first icon says that this room is a Non-Smoking room. If you have allowed smoking in the room, the icon will be shown as
Each cell in front of the room denotes a room-night, and shows its status.
The different colors of these cells indicate different status like Arrival, Checked Out, Due out, Confirmed Reservation, Maintenance Block, Stay Over, or Day Use, for the room which can be changed to your preference from the configuration console.
Click on the calendar icon located in the top right corner of the stay view to change the dates for the stay view

3How to Position of hotel rooms as on working date?

The left most block of the stay view screen on the Front Office console of IntaPMS, lists all the rooms with the guests name for which they are reserved with the - to the minute status - of those rooms. To perform any operation on any room listed here in this list, simply double click on it and you will be given a list of quick operations. Select the task that you want to perform by selecting it from the list.
The options you get are:

Edit Transaction (explained in detail later)
Room Move (allows to move the guest to a different room)
Set Message (allows taking a message for the guest. This will reflect in Edit
Transaction screen >> General Information tab.)
Set Tasks (allows entering a task for the front office or the housekeeping to be taken as per the alert selected for the set date and time. This will reflect in Edit Transaction screen >> General Information tab.)
Set Preference (allows entering preference of the guest, if mentioned by the guest.
This will reflect in Edit Transaction screen >> General Information tab.)
Amend Stay (allows to change the stay of the guest in this room.)
Check In (reflects only when a room is in “Confirmed Reservation Status”)
Cancel (reflects only when a room is in “Confirmed Reservation Status”
Mark No Show (reflects only when a room is in “Confirmed Reservation Status”)
Exchange Room (allows to switch rooms between two guests)
Void Reservation (reflects only if the guest is not checked in)
Print Invoice (allows to print invoice for guests)

We have gone through all the operations that can be performed using IntaPMS, except for the “Edit Transaction” option that you get when you click on the room. Let us now see in detail as to what can be managed when you are on the Edit Transaction screen of a room.

4 How to Edit Transaction ?

5 How to General Information Tab?

6 How to Room Charges Tab?

7 How to show Folio Detail Tab?

This tab shows the folio details of the room as well as gives ample options to perform operations on the folio.

As outlined in the above screen shot, the screen has buttons and options which can be divided in 3 different groups to understand the function of this screen.
Group 1 helps to post a charge on the folio by selecting the options from “Type” field. You can take a payment, post an extra charge, make adjustments, post room charges, transfer the charges to another folio, or post the charges to city ledger account.
Select the type; enter the amount, voucher or receipt number, comments if required. Select the folio and click on ADD.
Group 2 is the folio listing which shows all the charges on the room which will be printed on the folio.
You can perform the actions using the buttons provided as explained below.

Split Folio – Click on this option to split the folio or to transfer the selected charges from this folio to another. When clicked on this option, a window pops up with the list of charges on this folio and an option to select the charges of the folio, guest or the entire group. First, select the appropriate option on the source folio and then on the destination folio click on search option to select the destination folio. Click on the arrows in the middle of the screen to transfer the selected charges to complete the action.
New Folio – Click on this option to create a new folio either in the name of the sharer staying in the same room or anyone else staying in the hotel.
Cut Folio - Click on this option to erase all entries on a specific folio.
Bill To – Click on this option to transfer the balance on this folio to any other. It may be the sharer staying in the same room or anyone else staying in the hotel.
More drop downs:
- Tax Operation – this option allows to Exempt or Assign different taxes for room charges
- Tax Operation on Extra Charge – this option allows to Exempt or Assign different taxes for extra charges.
- Folio Routing – this option allows you to route specific extra charges or room charges to a separate folio

Upload Files – This option allows you to upload content of the guest such as Guest images, Passport copy etc.
Print Invoice – This option allows you to view and print invoices in different currencies.
Audit Trail – Allows to check log entries of the users who made changes to the folio.

8 How to Make a Reservation?

In the stay view, Click (left-click) in front of the room-type, on the cell under the desired Check-in date, and drag the mouse (with the button pressed) till the Check- out date of your booking.
An orange color bar will extend as you select which will show you the number nights selected along with a tool tip showing the arrival date and the departure date as per your selection.
As soon as you release the left click on the mouse, it will open a Walk-in/Reservation form.
Enter the stay information and the Billing information.
The room type and the room number will be pre filled as per the selection you made on the stay view
Select the rate type; enter the adult/child information, name of the guest and the identity information.
Click on Reserve

9 How to Check-in an already reserved guest?

10 How to Check-in a Guest making a fresh Reservation?

Click (left-click) in front of a room-type, on the cell under the current date, and drag the mouse (with the button pressed) till the Check-out date of your booking.
A Yellow color bar will extend as you select which will show you the number nights selected along with a tool tip showing the arrival date and the departure date as per your selection..
As soon as you release the left click on the mouse, it will open a Walk-in/Reservation form.

Enter the stay information and the Billing information
The room type and the room number will be pre filled as per the selection you made on the stay view.
Select the rate type; enter the adult/child information, name of the guest and the identity information.
Click on Check-in when you are done

11 How to Reserve more than 1 room?

12 How to Consoles in IntaPMS?

13 How to view Guest Database?

14 How to create Night Audit?

We all know that Night Audit is the most important part of the hotel management. Night audit is the process by which we do the day close for the system; it allows the user to change the working date for the software. This process is necessary because it gives users a clear status of what all activities were performed during the day. This can be quickly monitored by the management. It is recommended that this operation be performed by a night auditor or by a user from the Management level.
Night Audit in IntaPMS is performed in 6 simple but important steps listed below:

Step 1 of 6: Pending Reservations
The first step checks for any pending reservations for the day which is currently showing as the working date on IntaPMS. If there are any reservations at all, that may need your attention, they will be listed here with all the basic details along with the “drop down arrow” asking for the necessary action to be taken on the pending reservations. You can void, cancel, mark as No show or do a check-in for the reservation listed as appropriate.

Take the required action, save the changes and click NEXT to move ahead to the next step of the Night Audit.

Step 2 of 6: Release Reservations
This step is for releasing/cancelling the reservations that did not show up for the day which is currently showing as the working date on IntaPMS. The ‘Drop down arrow’ will have the option to cancel the reservation if any are listed on this screen.

When cancelling the reservation, the system gives you the option to charge the cancellation fees and select the reason for cancelling the reservation. Enter the details, save the changes to move on to next step of the Night Audit.

Step 3 of 6: Room Status
This screen will list all the occupied rooms with the guest names along with the arrival and departure information, balance and the room status. The Drop down arrow here on this screen has the options to either amend the stay or do a check out.

The check-out can be performed on zero balance rooms directly from here. If the room balance is non-zero, you will have to go to the room, clear the outstanding balance and then check out the guest from the room.

Take the required action, save the changes and click NEXT to move on to the next step of the Night Audit.

Step 4 of 6: Unsettled Folios
This screen will list all the folios with a non-zero balance. The $ icon gives a user the option to settle the folios by redirecting the user to the folio detail screen.

Take the necessary steps, save the changes and click NEXT to move on to the next step of the Night Audit.

Step 5 of 6: Nightly Charge posting
This screen will list all the occupied rooms with the guest names and the folio numbers along with the description and the amount of the night charge for the working date displayed.

You can select the rooms, that you want the charges to post or simply do a ‘select all’ and click on “Post” button to post the charges to the listed rooms. Once the required action has been taken, click on next to move on to the final step of the Night Audit.

Step 6 of 6: Create New Day
The last step creates a new day by ending the day for which you were doing the Night Audit. After the Night Audit is completed, the data for the last working date will freeze.

Once you agree to this and click on Finish button, the Night Audit wizard closes and the working date on the Front Office console of Boost Absolute changes to a new date.

15 How to use Net Locks?

16 How to use Group Reservation?

17 How to use In house Group?

18 How to use Departed Group?

19 How to use Travel Agent Database?

20 How to use Company Database?

21 How to use Cashiering Center?

22 How to use House Status?

House status is nothing but the list of all the rooms in your property with their housekeeping status. This screen is used by the Housekeeping Department Head to update the status of the rooms as attended by the housekeepers according to the tasks assigned to them.

The columns for Rooms, status, Remarks, and Housekeeper have different drop down arrows on it which allows you to perform different tasks related to Housekeeping.

Units/Rooms Column – This column can have 2 options on the drop down arrow; one being “Show Tasks” and the other being “Show work Order”. If you click on the “Show Tasks” option, it allows you to view, edit and update the tasks available for that particular room. “Show work order” option gives the same options as the “Show Tasks” option for the work order list.
Status Column – This column has 2 options on the drop down arrow, one which clears the status of the room and the second will allow you to edit the status of the room.
Remarks Column – Use this column to enter any remarks for the housekeepers to view and act accordingly.
Housekeeper – Use this option to assign a housekeeper for a specific room.

23 How to show Maintenance Block List?

24 How to show Work Order List?

25 How to find Reports?

26 How to Quick View?

Let us now see the 2nd of the 3 views that Boost Absolute is equipped with. This view is a quick over view of the various aspects of your hotel on a daily basis.

Daily Statistics
This screen will list all the occupied rooms with the guest names along with the arrival and departure information, balance and the room status. The Drop down arrow here on this screen has the options to either amend the stay or do a check out.

Hotel Inventory
The hotel inventory block shows the information for: The total rooms in the property, Out of order rooms for the working date, and total number of rooms available for sale as on the working date.

Total Guests
The total guest block shows the information related to the guests in the property separately for Adults, child and Total. It will list the information for: Current In-house guests, guests due to check out, guests staying over, guests due to arrive today, and the total expected in-house guest count on today’s date.

Future Inventory
The future inventory block shows the inventory information of today’ date as well as for any date in future.

This will show a list of all the room types in your property and show the inventory of 3 days at a time including the day selected from the calendar given.

Today’s Activity Count
This block will show the information for the activity supposed to happen in the property for the working date.

It will list the details like- arrived, Walk-in, Due to arrive, checked out, due out, and Day Use.

House Keeping Status
This block updates the housekeeping status for the rooms which are Vacant or Occupied.

It will list the number of rooms which are – Dirty, Under maintenance, Occupied Clean, Occupied Dirty, and Vacant Clean.

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