LICENSE & WARRANTY Inn Soft Check Lodging Software Instruction Manual

User Manual: InnSoft CheckInn Lodging Software Instruction Manual

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CHECK-INN
®
A FRONT DESK SOLUTION
© COPYRIGHT 1992-2002 BY INNSOFT, INC.
ALL RIGHTS RESERVED
LICENSE & WARRANTY
This software is a proprietary product and is protected by copyright.
You may duplicate it for backup protection but not, either in whole or
in part, for any other purpose. It may be used by more than one
machine but only for business related to the licensed property.
If this software fails to perform to your satisfaction within 30 days
from the date of purchase, Innsoft, Inc. will repair the defect or refund
the purchase price of the software. You agree that your sole remedy is
a full refund of the purchase price.
Innsoft, Inc. makes no warranty, expressed or implied, including
fitness for a particular use, regarding this software. Innsoft, Inc. shall
in no event be liable for any special, incidental, consequential or other
damages resulting from any defect in the software.
This software is licensed to a physical location, not a person,
corporation or other legal entity. Under no circumstances will the
license be transferred to another physical location.
CUSTOMER SUPPORT
Innsoft, Inc.
14355 SW Allen Blvd., Suite 240
Beaverton, Oregon 97005
Orders: (800) 950-8995
Customer Support (Innsoft, Inc. direct line): (503) 643 - 8162
(9a.m. – 5p.m. Pacific Time, Monday – Friday.)
Unless you are using a demo, a valid service contract will be
required to receive technical support.
Fax: (503) 641- 6537
Emergency Pager: (503) 870 - 4362
(7a.m. – 11p.m. Pacific Time, 365 days per year.)
There will be an additional fee for emergency support.
Please use our customer support number during normal business
hours.
E-mail: info@innsoft.com
Internet Page: www.innsoft.com
ACKNOWLEDGMENT
We would like to thank all of the motel owners, managers and staff
who have contributed their suggestions and ideas for making Check-
Inn for Windows a better and more useful product. Your invaluable
help in the development and testing of Check-Inn is greatly
appreciated.
TABLE OF CONTENTS
INTRODUCTION .............................................................................4
INSTALLATION ..............................................................................6
CUSTOMIZATION / CHANGE SETTINGS...................................8
RUNNING CHECK-INN............................................................. 53
CHECK-IN ..................................................................................... 57
CHECK-OUT .................................................................................74
GUEST SCREEN ...........................................................................81
CASH REGISTER.......................................................................... 99
AUDIT..........................................................................................102
RESERVATIONS.........................................................................122
REPORTS.....................................................................................143
MAINTAIN CHECK-INN FILES..............................................173
ERROR MESSAGES ...................................................................178
QUESTIONS AND ANSWERS...................................................181
BASIC COMPUTER TERMS......................................................187
INDEX...............................................................................................i
CHECK-INN FOR WINDOWS 1
CHECK-INN® FOR WINDOWS
FEATURES
* Easy-to-use menus.
* Supports properties with up to three hundred rooms.
* Network version available.
* Link to call accounting available. Charges post directly to folios.
* Simple check-in with automatic tax calculation.
* Quick search for past guests.
* E-mail confirmations and reports.
* Prints detailed and summary folios.
* Split folios. (Allows you to split charges between guests.)
* Quick and easy check-out.
* Maintains up to sixty-four thousand reservation nights.
* Instant check-in for guests with reservations.
* Prints confirmation & cancellation letters.
* Archives cancellations.
* Guest, reservation and cancellation numbers.
* Group check-in, check-out, confirmations, and cancellations.
* Balance transfer between rooms.
* Reservation search, reports and grid.
* Separate entries for cash, credit cards and billing.
* Credit card report separated by type of card.
* Automatically calculates credit card discount charges.
* All guest and financial information is modifiable.
* Maintains room status (Clean, Dirty, Not Available).
* Supports daily, weekly, monthly, and package rates.
* Three tiered daily rates for weekday and weekend rates.
* Multiple levels of password protection.
* Automatic zip-code identification.
* Daily Report with totals for the month.
* Monthly Report with comparison to previous year.
* Occupancy and Forecasting Reports.
* Housekeeping Report.
* Event tracking.
* Shift report includes, totals for cash, credit and billing payments for
the shift.
* Managers Shift Report for all shifts for up to 30 days previous.
* Ability to print property wide shift reports or individual reports by
network terminal.
2 CHECK-INN FOR WINDOWS
* Third party billing.
* Ability to hide Windows desktop for added security.
* Ability to transfer balances between rooms.
* Maintenance log for individual rooms or for items on your property.
* Tracking for extra people in a room.
* Marketing codes and market segment report.
* Guest departure list.
* Stand alone cash register for non-guest sales.
* Automatically posts charges for stay-overs and ends financial day.
* Supports separate printers for folio and reports.
* Multiple display size settings.
* Prints labels for billing or marketing.
* Accounts Receivable Aging report.
* Full backup, auto-backup, and restore for Check-Inn® for Windows
data.
* Maintains a guest list with names & addresses in Dbase format.
* Exports to Quicken, QuickBooks, Peachtree and others.
* Electronic cash drawer support.
* Credit card module available.
* Guest message and diary functions.
* Travel agent commission tracking.
* Occupancy alarm.
* Automatic reservation conflict sort.
* Copy last feature for adding rooms.
* Indicator for bad guests.
* Repeating charges and automatic repeating charges.
* Interfaces to central reservations, movie & voice mail available.
* Works with a mouse.
* Full keyboard support.
CHECK-INN FOR WINDOWS 3
For safekeeping, enter your property name and code number(s) from
your invoice below.
Property Name: ___________________________________________
Check-Inn Code Number: ___________________________________
Check-Inn Options Code: ___________________________________
Interfaces Purchased: _______________________________________
________________________________________
4 CHECK-INN FOR WINDOWS
INTRODUCTION
Thank you for purchasing Check-Inn® for Windows. By taking this
step, you have begun to simplify your property’s record keeping.
Check-Inn® automates and simplifies many of the tasks involved in
front desk management. It gives you more control in the management
of your property and saves you many tiresome hours of bookkeeping.
You and your staff will be able to update with only a touch of a button.
Reports and audits are available quickly and accurately. The
simplicity of Check-Inn® for Windows is an asset to any property.
It has been found that it is much easier and less stressful for beginning
staff to have a practice period of at least two weeks to learn this new
system. This is easiest if your current system is maintained until all
staff is trained in Check-Inn® for Windows.
If you have problems running Check-Inn® for Windows, consult the
corresponding section of this manual. You may also refer to the
Question and Answer section at the end of the manual, which contains
the answers to the most common questions. Once you are running
Check-Inn® for Windows you may press the F1 key at any time to
receive help throughout the program. The help key will allow you to
view tips, hints, and directions. If you still cannot find a solution to
your problem, please call CUSTOMER SUPPORT.
IMPORTANT: Your property name and personal code number must
be entered in the “Name and Address” selection of “Change Settings”
for Check-Inn® for Windows to run. Your property name and code
number will be found near the middle of your invoice under the
information section. Both the property name & code number must
exactly match the invoice.
EXAMPLE: Jeremy’s Junction Motel – Portland
651335
* The entire name, “Jeremy’s Junction Motel – Portland” including
spaces and punctuation must be entered on the name line exactly as
they appear on the invoice. *
CHECK-INN FOR WINDOWS 5
If you cannot find your invoice, contact Innsoft, Inc. to receive your
personal code. You can run Check-Inn for Windows for a trial period
of forty-five to sixty days in Demo mode using the demo code
(651335) as your code number.
HARDWARE REQUIRED
• Windows 95 or better (not compatible with 3.1)
• Windows 98 or better for Network Servers.
• Printer that works in Windows.
HARDWARE RECOMMENDATIONS
• Pentium 3-800 MHz processor or better.
• 128 Mb RAM for Windows 98 Second Edition / ME
• 256 Mb RAM for Windows NT / 2000 / XP
• 10 GB Hard Drive or better.
• Modem (for Credit Card Processing); must support Bell212
(B212) protocol.
• 2 Serial Ports
• 1 Parallel Port
• Mouse
6 CHECK-INN FOR WINDOWS
INSTALLATION
SETTING UP YOUR COMPUTER
• We highly recommend that your computer be placed at your
front desk for easy guest check-in. Computers on a network
should be placed in areas that allow for easy installation of
networking cables. Purchase of extension cables may be
necessary if you are having problems with the placement of
your monitor, keyboard or printer.
• Any printer that is Windows compatible will work with the
Check-Inn for Windows software. For dot matrix printers,
use TWO PART carbonless 8 ½ X 11 size, pin feed printer
paper. This will allow your customer to keep one copy of the
folio, and allow you to keep the other copy.
• The computer must have an accurate real time clock that is
properly set. Please pay close attention to A.M. & P.M.
settings as they are often reversed.
NOTE: The time can be changed by double clicking the left
mouse button on the digital clock in the lower right corner of
your Windows desktop.
INSTALLING CHECK-INN
ON YOUR HARD DRIVE
• To install Check-Inn for Windows on a computer, insert the
Check-Inn CD into your CD-ROM drive. If you are not
prompted in a few moments, click on Start, then Run, then
type: D: Setup and press the OK button.
NOTE: D is typically the default CD drive.
• You will be asked which program you wish to install (click on
Check-Inn for Windows).
CHECK-INN FOR WINDOWS 7
• You may now choose where Check-Inn® for Windows will be
installed. Click on the Browse button or type in the directory
name for your Check-Inn® installation. Typically this will be
the C drive if it is a stand-alone computer, but it may be
another drive if there is a network (i.e.: F or G). Check-Inn®’ s
default directory is C:\CHECKINN.
• Once you have entered the proper directory, click the Next
button to install the program to your hard drive.
STARTING CHECK-INN
FROM THE HARD DRIVE
• The installation program will create an icon on your desktop.
Simply click on the icon to start Check-Inn for Windows.
• If no icon appears on your desktop:
1. Right click on an open area of the desktop.
2. Left click on New, and when the menu appears click on
Shortcut.
3. When you are prompted at the command line, type
C:\CHECKINN\CHECKINN.EXE or file path and click on
the Next button.
4. Finally you will be prompted for a name (this typically
defaults to CHECKINN). Click on the Next button.
5. Click the Finish button on the final screen.
Press “8” or click the Change Settings button on the Main Menu to
start the customization process.
8 CHECK-INN FOR WINDOWS
CUSTOMIZATION OF CHECK-INN®
Change Settings contains basic information that Check-Inn® for
Windows needs in order to operate properly. All the information needs
to be entered and kept up-to-date.
This information includes:
• Property name and address (Required)
• Property code number (Required)
• Room numbers and descriptions
• Rate groups (Optional)
• Tax rates and sales categories
• Check-in/out and close out times
• Credit card discount rates
• Default phone limit
• Credit Card Processing (Module Required)
• Printer information
• Electronic cash drawer setup
• Voice mail integration (Module Required)
• Screen settings
• Billing and reservation policy statements
• Passwords and security settings
PROPERTY NAME AND ADDRESS
When customizing Check-Inn® for Windows you should first set the
property name and address in Change Settings.
IMPORTANT! The personal code number must be set for Check-Inn®
for Windows to operate. If you have lost your code number or have
changed your property’s name, please contact Innsoft, Inc. to receive
your personal code number.
The Property Name & Address screen contains the name of your
property, your property code number, your options code (For
Voicemail, Network, etc.) and the property address and contact
information.
The name, address, phone number, fax number, and E-mail you enter
will appear on all reports and folios.
CHECK-INN FOR WINDOWS 9
ENTERING PROPERTY INFORMATION
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “1” or click the Property Name & Address button.
3. Enter your property’s name exactly as it appears on your
invoice under the Information section. The property name is
not case sensitive, but punctuation and spacing are important.
IMPORTANT! Your “Code Number” is based on the property
name line, which is why it needs to match the invoice exactly.
4. Enter your property’s address, phone number, fax number and
e-mail address.
5. Enter your Personal Code Number (and options code if you
have one) as it appears on your invoice under the Information
section.
6. Press F10 or click the Done button once you are finished.
NOTE: If this is a demo version of Check-Inn® for Windows, just
enter the name as you want it to appear on folios and set the code
number to 651335. The demo code will let you operate Check-
Inn® for Windows for a period of sixty days from the day the disk
or CD was made.
ROOM RATES AND ROOM INVENTORY
ENTERING YOUR ROOM INVENTORY
Enter the rooms in the order that you wish them to display in your
room lists and in your reports. Each new room will be added
immediately below the room currently selected with the highlight bar.
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “2” or click the Rooms & Rates button.
10 CHECK-INN FOR WINDOWS
ADDING A ROOM
1. Press F2 or click the Add Room button.
2. Enter the room number.
3. Enter the room rate. You may enter the room rate in one of
two ways:
• Enter the default amount that you want to charge for the
room (i.e.: Rate\Group: 79.00). This will charge a flat rate
of $79.00 for the room each night.
• Enter the rate groups that will apply to this room (i.e.:
Rate\Group: AB). This will display a list of rates from
group A or B when selecting or changing a guest’s rate for
the room. For more information, please see the “Room
Rates” section of the manual.
You can override the entry made here when you check guests
in using a user-defined rate in the Guest Information screens.
The user-defined rate feature can be password protected.
4. Enter in the room description. (i.e.: King/Non-Smoking)
IMPORTANT! Make sure you enter the descriptions of
similar rooms in EXACTLY the same way, so that Check-Inn®
for Windows can properly group the rooms.
5. Press F10 or click the Done button to add the room, otherwise
press ESC or click the Cancel button if you would not like to
add the room.
TIPS
• If you are adding multiple rooms of the same description
and rate, click on the check box next to Copy Selected
Room. Check-Inn for Windows will add the next
sequential room number keeping the description and rate
the same.
• If you need to add a room in the middle of the list, highlight
the room directly above where the new room will be added.
Press F2 or click the Add Room button, then enter the
room information in the same manner as above.
CHECK-INN FOR WINDOWS 11
EDITING A ROOM
1. Select the room you would like to edit.
2. Press F3 or click the Edit Room button.
3. Change the incorrect information in the same manner described
for Adding a Room.
4. Press F10 or click the Done button to save the changes. Press
ESC or click the Cancel button to disregard the changes.
DELETING A ROOM
IMPORTANT: Make sure that there are no current guests or
reservations for the room you would like to delete.
1. Highlight the room you wish to delete.
2. Press the DEL key or click the Delete Room button.
3. A message box will be displayed asking, “ Delete Room ***?”.
Press F10 or click the Yes button to delete the room. Otherwise
press ESC or click the No button.
If a message is displayed saying, “Room Occupied or Reserved.
Unable to Delete Room.” move all guests and reservations for this
room to other available rooms. Then try deleting the room again.
ENTERING CONFERENCE OR DUMMY ROOMS
NOTE: To activate conference room features, check the “Allow
Conference and Dummy Rooms” check box in Set Colors and
Switches from Change Settings.
Conference rooms do not affect occupancy totals, availability
totals, or average daily rate.
1. Press F2 or click the Add Room button.
2. Enter the room number with a letter from A-Z (not including S)
before the number.
3. Enter the room rate. You may enter the room rate in one of
two ways:
12 CHECK-INN FOR WINDOWS
• Enter the default amount that you would like to charge for
the room (i.e.: Rate\Group: 79.00). This will charge a flat
rate of $79.00 for the room each night.
• Enter the rate groups that will apply to this room (i.e.:
Rate\Group: AB). This will display a list of rates from
group A or B when selecting or changing a guest’s rate for
the room. For more information, please see the “Room
Rates” section of the manual.
You can override the entry made here when you check guests
in using a user-defined rate in the Guest Information screens.
The user-defined rate feature can be password protected.
4. Enter in the room description. (i.e.: Conference Room)
IMPORTANT! Make sure you enter the descriptions of
similar rooms in EXACTLY the same way, so that Check-Inn®
for Windows can properly group the rooms.
5. Press F10 or click the Done button to add the room, otherwise
press ESC or click the Cancel button.
ENTERING SPLIT ROOMS
Split rooms do not affect the total number of rooms occupied or
available. However, room rental for a split room will affect your
average daily rate. Split rooms are not available when making a
reservation. Rooms may only be split at check-in or from the guest
screen.
1. Press F2 or click the Add Room button.
2. Enter the room number with an “S” before the number.
3. Enter the room rate. You may enter the room rate in one of
two ways:
• Enter the default amount that you would like to charge for
the room (i.e.: Rate\Group: 79.00). This will charge a flat
rate of $79.00 for the room each night.
• Enter the rate groups that will apply to this room (i.e.:
Rate\Group: AB). This will display a list of rates from
group A or B when selecting or changing a guest’s rate for
the room. For more information, please see the “Room
Rates” section of the manual.
CHECK-INN FOR WINDOWS 13
You can override the entry made here when you check
guests in using a user-defined rate in the Guest Information
screens. The user-defined rate feature can be password
protected.
4. Enter in the room description. (i.e.: Split Room)
IMPORTANT! Make sure you enter the descriptions of
similar rooms in EXACTLY the same way, so that Check-Inn®
for Windows can properly group the rooms.
5. Press F10 or click the Done button to add the room, otherwise
press ESC or click the Cancel button.
SORTING THE ROOM LIST
If you have typed in your room list and it is out of order, you may use
this utility to automatically sort your rooms. Rooms can be sorted
either by room number, or alphabetically by description.
1. Press F12 or click the Sort Room List button, in the bottom
left of the Room Numbers & Descriptions screen.
2. Select the way you want the rooms sorted by either pressing
“R” to sort by Room Number or “D” to sort by Room
Description, or click the check box to the right of the option.
3. Press F10 or click on the Done button to sort the rooms.
Otherwise press ESC or click on the Cancel button to leave the
rooms in the current order.
SEARCHING FOR A ROOM IN THE LIST
1. Make sure the cursor is in the Room Search box.
2. Type in the Room Number or Description of the room.
• If the room is listed, the selection bar will move to the
room you are searching for as you type.
• If the room is not listed, a message will be displayed
saying, “Room Not Found.” Press Enter or click the OK
button.
14 CHECK-INN FOR WINDOWS
CHANGING THE ROOM STATUS
The program will generally keep track of the status of each room in
your property. If you find that the status is inaccurate, then you may
change it here.
If you have a room that is currently Out of Service you can change the
status of the room to <NOT AVAILABLE>. A warning message will
be displayed if the room is occupied.
NOTE: Rooms marked as <NOT AVAILABLE> will not appear on
the Housekeeping Report.
1. Press F4 or click the Change Status button in the Room
Numbers & Descriptions screen.
2. This will change the status of the selected room between
<Clean>, <Dirty>, or <NOT AVAILABLE>. Continue until
you reach the correct status.
CLEANING ALL ROOMS
1. Press F5 or click the Clean All Rooms button in the Room
Numbers & Descriptions screen.
2. A message box will be displayed asking, “Set All Rooms to
Clean?” Press F10 or click the Yes button to set all dirty
rooms to clean. Otherwise press the ESC key or click the No
button to leave current status settings.
NOTE: <NOT AVAILABLE> rooms will not change status.
ADJUSTING THE LINEN CHANGE SETUP
Linen status lets you change the number of days a room must be
occupied before it is marked for a linen change on the Housekeeping
Report (/L).
1. Press F7 or click on the Linen Status button in the Room
Numbers and Descriptions screen.
2. Set the number of nights the room must be occupied before the
linen needs to be changed for daily rate guests. To adjust the
CHECK-INN FOR WINDOWS 15
number of nights, type the new number or use the arrow keys
to increase or decrease the number listed.
3. Repeat the above procedure for the Weekly, Monthly and
Package rate types.
4. Press F10 or click the Done button to save the changes,
otherwise press ESC or click the Cancel button to return to the
Room Numbers and Descriptions screen without saving the
changes.
Guests checking out will be marked for a linen change with a /L in the
“Housekeeping Report”. To turn off the linen change feature set the
number of nights to “1” for each rate type in the linen change setup.
PRINTING A ROOM LIST
1. Press F11 or click the Print Room List button.
2. A Print Preview of the Room List will be displayed.
• Press F2 or click the Print button to print one copy of the
room list.
• Press F4 or click the Print 2X button to print two copies of
the room list.
• Press F6 or click the E-mail button to e-mail a copy of the
room list.
• Otherwise press F10 or click the Done button to return to
Room Numbers and Descriptions screen without printing
the room list.
SETTING RATE GROUPS
NOTE: This is an optional step. However if you choose not to
complete this step and have no set rate for the room, then you must
manually enter the rate for each guest.
Rate Groups allow you to set several rates and discounts for each
room. These rates can change for different time periods, and/or
automatically change between normal and special rates throughout the
guest’s stay. Once this step has been completed, you will be able to
select the appropriate rate or discount from a list that will be displayed
when you enter the rate field of the Guest Information screen.
16 CHECK-INN FOR WINDOWS
Think about the different types of rooms in your property (i.e.: king,
queen, queen with Jacuzzi). You will be assigning a set of rate groups
for each type of room. Each type of room may have up to six rate
groups. These may include a daily, up to two special daily rates, a
weekly, a monthly and a package rate group. Within each rate group
you may define the various discount rates that you extend to your
guests (i.e.: AAA, AARP, Corporate).
Each group is assigned one of the following rate types:
DAILY: A daily rate is one that is charged per night. A room may
have both normal and special rates of this type.
WEEKLY: A weekly rate is charged every seven days. For example,
if a guest checks in on a Monday, he would not be charged again
until the following Monday.
MONTHLY: A monthly rate type will charge the guest once per
month, on the same day of each month. For example, if the guest
checked in on 7/4/01, he will not be charged again until 8/4/01.
PACKAGE: A package rate can be set to represent periods of time
that can vary from one to ninety-nine days.
The Room Rates Screen looks like this:
CHECK-INN FOR WINDOWS 17
SETTING RATE DATES
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “2” or click the Rooms & Rates button.
3. Press F6 or click the Room Rates button.
4. Click on the column you would like to set the dates for, and
press F3 or click the Set Dates button for the rates you will
enter.
5. Set the Start Date by typing in the date or clicking the down
arrow and selecting a date from the calendar. This is the first
day the rate will be active.
6. Set the End Date by typing in the date or clicking the down
arrow selecting a date from the calendar. This is the last day
the rate will be active.
7. Press F10 or click the Done button.
NOTE: Check-Inn® searches for a current rate from right to left.
You may enter a full year regular rate in column 1 and a special
day in column 2. When that day arrives the rate will change to
column 2 and back to column 1 the next day.
8. Click on the Link Room Rates check box. This will allow the
rate for a guest to automatically change between the date
columns during a guest’s stay. For further information about
link rates please see the “Link Rates” section of this manual.
SETTING THE GROUP RATE TYPE
DAILY, WEEKLY, AND MONTHLY RATES
1. Select the Rate Group field and choose a group that is not
currently assigned (i.e.: Group A) using the arrow keys or
clicking the down arrow and selecting a group from the list.
2. Select the Group Rate Type by using the arrow keys or by
clicking the down arrow to select a rate type. Each type of rate
will need its own group.
3. Within each group there are sixteen spaces in which you may
name your various rates for that room type (i.e.: 1 person rack
18 CHECK-INN FOR WINDOWS
rate, 2 people rack rate, 1 person 10% discount, 2 people 10%
discount etc).
4. Enter the appropriate rates for each date column.
5. If you have previously entered your room numbers and
descriptions, you will need to go back to the Room Numbers
and Descriptions screen and edit each of your rooms so that the
Rate/Group includes all the group letters for this type of room.
PACKAGE RATES
1. Select a rate group that is not currently being used (i.e.: Group
C) either by using the arrow keys or clicking the down arrow
and selecting a group from the list.
2. Select “Package” from the Group Rate Type list.
3. Enter the number of nights in the package (1-99) by selecting
the Nights field and typing in the number of nights.
4. Enter your package rates in the same manner as above.
5. If you have previously entered your room numbers and
descriptions, you will need to go back to the Room Numbers
and Descriptions screen and edit each of your rooms so that the
Rate/Group includes all the group letters for this type of room.
SETTING SPECIAL RATE DAYS
If your property has different rates depending on the day of the week,
Check-Inn for Windows can adjust guest rates automatically on these
days with special rate groups.
NOTE: If your property has higher rates on the weekend, this option
is quite useful.
SETTING UP A SPECIAL RATE
1. Press F7 or click the Special Days button on the Room Rate
Settings screen.
2. Select the days of the week the rate will be active by pressing
the number to the left of each day, or clicking the button for the
day of the week you are setting. Each day can be set for
CHECK-INN FOR WINDOWS 19
NORMAL, SPECIAL A, or SPECIAL B rates. Continue until
the correct setting is shown for each day.
IMPORTANT! Be careful to choose the correct setting for
each day. These settings apply to ALL rooms on your property.
3. Press F10 or click on the Done button once you are finished.
4. Click on the “LINK Room Rates” check box. This will allow
the rate for a guest to change between the normal rate and
special rates at the appropriate times during their stay. For
further information about link rates, please see the “Link
Rates” section of this manual.
5. Select a rate group that is not currently being used (i.e.: Group
D). This will be used to create the rates for your SPECIAL A
group.
6. Select “Daily” from the Group Rate Type either by using the
arrow keys or by clicking the down arrow and selecting
“Daily” from the list.
7. Enter the NEW rates for SPECIAL A days in this group. Make
sure to enter the “Rate Descriptions” exactly as they appear in
the NORMAL daily rate group.
NOTE: You may create a rate group for SPECIAL B days in the
same manner as above.
8. If you have previously entered your room numbers and
descriptions, you will need to go back to the Room Numbers
and Descriptions screen and add the letter of the NEW daily
rate group(s) to the Rate/Group field for each room that will
use these special rates. Make sure that you include ALL rate
groups for this room type, especially if you are using Special A
and Special B daily rates.
IMPORTANT! The letter of the normal daily rate group must
be listed BEFORE the letter of the special daily rate group
from left to right. If you are using two special rate days, be sure
that your SPECIAL A rate group is listed before your
SPECIAL B rate group from left to right.
20 CHECK-INN FOR WINDOWS
EXAMPLE:
• Normal rates apply from Sunday through Thursday.
• Friday’s rates are slightly higher than normal.
• Saturday’s rates are much higher than normal.
• All Queen rooms use rates from:
o Group A for Sunday – Thursday rates. (NORMAL)
o Group D for Friday rates. (SPECIAL A)
o Group E for Saturday rates. (SPECIAL B)
Thus all Queen rooms must show ADE in the rate column on
the Room Numbers and Descriptions screen.
NOTE: If the rate column showed AED, then Friday and
Saturday would switch, meaning Group E would be charged on
Friday and Group D would be charged on Saturday.
LINK RATES
To activate link rates, tab to the “Link Room Rates” check box and
press the Spacebar, or simply click the check box with your
mouse.
ON: Check-Inn for Windows will automatically adjust room
rates based on the date columns and special days for your
property.
NOTE: For special rates to work properly, Link Room
Rates must be ON.
OFF: Check-Inn for Windows will not automatically adjust
rates. All changes must be made manually on the Guest
Information screen.
PRINT ROOM RATES
1. Press F2 or click the Print Rates button.
2. A print preview of the room rates will be displayed.
• Press F2 or click the Print button to print one copy of the
rates.
• Press F4 or click the Print 2X button to print two copies of
the rates.
CHECK-INN FOR WINDOWS 21
• Press F6 or click the E-mail button to e-mail a copy of the
room rates.
• Otherwise Press F10 or click the Done button to return to
the Room Rate Settings screen without printing the room
rates.
ENTERING TAX & SALES CATEGORIES
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “3” or click the Tax & Sales Categories button.
SETTING PERCENTAGE TAXES
1. Press F2 or click the Modify Taxes button in the bottom left
corner of the screen.
2. Enter the name and percentage of each tax charged in your
area. (EXAMPLE “Tax A”: State, “Tax Rate”: 6.5000)
3. Press F10 or click the Done button once you have finished
entering the tax types.
SETTING THE FLAT TAX
1. Tax E is a “Flat Tax”. If your guest’s are charged a fixed tax
amount with each lodging charge, enter the name and the dollar
amount in the Flat Tax E slot.
NOTE: This type of tax may only be applied to Lodging
charges and is not available on any other type of charge.
2. Press F10 or click the Done button once you have finished
setting the tax types.
SETTING TAX EXEMPTION TYPES
You may enter up to three types of tax exemptions. (Type 1, Type
2, Type 3)
1. Press F2 or click the Modify Taxes button.
22 CHECK-INN FOR WINDOWS
2. To enter the exemptions, click on the button next to the
exemption type.
3. Select the Item Taxes that will not be charged when this
exemption type is selected at check-in.
NOTE: On the right side under the “Tax Breakdown”, you will
see the total tax percentage from which this type is exempt.
4. Press F10 or click the Done button.
SETTING AUTO TAX EXEMPTION
Your property may be operating in an area that offers tax
exemption to certain types of guests.
1. Press F2 or click the Modify Taxes button.
2. Set the Auto Exemption that fits your property by clicking on
the check box next to the auto exemption type.
• If there are no exemptions in your area select the “Off”
check box.
• If there is no room tax for monthly guests in your area,
select the “All Monthly Guests” check box. This will set
the monthly rates to tax exempt.
• If there is no room tax for monthly guests AND daily
guests that have stayed in the hotel over a certain number
of nights, check the “After ## days & Monthly”.
3. Press F10 or click on the Done button, once you have selected
the correct auto exemption.
SETTING TAXES FOR LODGING, PHONE AND
ROOM DEPOSIT CHARGES
1. Click the Taxes: [your tax] button next to Lodging.
2. Check all taxes that apply to lodging charges by pressing the
Spacebar to select the tax, or simply clicking on the check
box.
3. On the right side you can see a breakdown of the taxes, and
total percentage that will be charged.
4. Press F10 or click on the Done button once you are finished.
CHECK-INN FOR WINDOWS 23
5. Repeat the above procedure for the “Phone” charges and “Rm.
Deposit” charges.
EXAMPLE:
• Tax A is STATE and the tax rate is “5.00%”
• Tax B is CITY and the tax rate is “3.50%”
Together they comprise a total Lodging tax of 8.50%.
SETTING THE TAXES FOR OTHER ITEMS
The bottom section allows you to enter sales categories for goods
and services that your property offers. The top three category
names are fixed (Lodging, Phone Tax, and Rm. Deposit). There are
a total of twenty-one categories, nineteen of which are
miscellaneous categories for your property.
1. Enter the Item Name next to the item number.
2. Click on the Taxes: [your tax] button next to the Item Name.
3. Select all taxes that apply to the current item by pressing the
Spacebar or checking the box before each tax.
4. On the right side you will see a breakdown of the taxes, and
total percentage that will be charged.
5. Press F10 or click the Done button once the taxes are correct.
6. Repeat the above procedure for all sales categories available.
7. Press F10 or click the Done button once you are finished.
AUTO-CHARGE ALL GUESTS
If you have a repeating charge you wish to charge all guests
checked in to your property, you may set up a maximum of three
auto-repeating charges in Tax & Sales Categories. If you have
over three auto-repeating charges set up, only the first three will
apply.
NOTE: Lodging and Phone may not have auto-repeating charges.
1. Press F2 or click the Modify Taxes button.
2. Click on the Taxes: [your tax] button next to the Item Name
you would like to enter a repeating charge for.
24 CHECK-INN FOR WINDOWS
3. Check the box next to “Auto-Charge All Guests” by pressing
the Spacebar or simply clicking the check box.
4. Enter the “Charge Amount”.
5. Press F10 or click the Done button once you are finished.
SETTING CHECK-IN/OUT AND CLOSE OUT TIMES
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “4” or click the Check-In/Out Times button. It is here
that you will set the check-out, check-in, early check-in, close-
out time and hold to time for your property.
3. Set the “Check-Out Time” by typing in the time, or by using
the arrows. The check-out time will be printed on your guest
folios to let your guest know when they are expected to check
out.
NOTE: Guests are not charged for the next day unless they fail
to check out before the next Check-In time.
4. Set the “Check-In Time” by typing in the time, or by using the
arrows. Check-In time is the time when room and tax charges
are posted on all checked-in guests.
5. Set the “Early Check-In Time” by typing in the time, or by
using the arrows. If a guest checks in prior to this time, they
will be charged for the previous night. This is also the time of
day when the reservations for the current day will be displayed.
6. Set the “Close Out Time” by typing in the time, or by using the
arrows. This time marks the beginning and ending of your
financial day. This is a 24-hour period. Your daily reports are
based on this time.
7. Set the “Hold to Time” by typing in the time, or by using the
arrows. This is a reminder to clerks for non-guaranteed
reservations.
NOTE: Reservations are NOT automatically cancelled at this
time; it is simply a reminder.
8. Press F10 or click the Done button once all times have been
set.
CHECK-INN FOR WINDOWS 25
If you need to change the guest’s check-in date, you may do so
through the Check-In or Guest Screens. If you need to change the
guest’s check-out date, you may do so through the Check-Out screen.
ENTERING CREDIT CARD INFORMATION
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “5” or click the Credit Cards & Phone Limit button.
3. Change the names for the credit cards if you would like, and
delete any that you don’t accept.
NOTE: If you change the order of the credit cards after you
begin entering credit card transactions, the credit card summary
on the Daily Report will display incorrect totals.
4. If the symbol for the credit card is incorrect, enter in the correct
symbol.
5. Enter the “Discount Percentage” for each credit card you
accept. This is the percentage of the total sale that each card
takes as a processing fee.
6. Click the “Direct Deposit” check box for each card that directly
deposits payments to your bank account, or leave it blank if the
credit card company issues you a settlement check.
7. Press F10 or click the Done button to save your changes.
Otherwise press ESC or click the Cancel button.
ENTERING A SPECIALTY PAYMENT TYPE
If your property accepts less than six credit card types, Check-Inn for
Windows can track ONE specialty payment type (i.e.: checks or gift
certificates) in an unused credit card slot.
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “5” or click the Credit Cards & Phone Limit button.
3. Enter an asterisk (*) followed by the name of the specialty item
in an unused credit card slot. This name will be listed as a
payment type in all Cash Register screens.
26 CHECK-INN FOR WINDOWS
NOTE: If you enter “checks” or “cheque” for the name you do
not need to enter an asterisk (*) before the name.
4. Enter a symbol for the payment type.
5. Make sure the Discount Percentage is zero.
6. Press F10 or click the Done button to save the specialty
payment type.
The payments to this specialty type will be listed in the “Credit”
column on guest folios and daily reports. These entries will be listed
with the symbol you have chosen.
If you are using the Credit Card Processing Module, this payment type
will be listed separately in the Cash Register screens. Payments will
not require authorization and will not be sent to credit card batches.
ENTERING A BILLING BALANCE
You may create a miscellaneous billing entry to transfer your existing
“Account Receivable” balance. The amount entered in the “Billing
Balance” slot will not be affected by activity in Accounts Receivable.
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “5” or click the Credit Cards & Phone Limit button.
3. Enter the amount in the “Billing Balance” slot in the lower left
corner of the Credit Cards & Phone Limit screen.
4. Press F10 or click the Done button to save your changes.
Otherwise press ESC or click the Cancel button to return to
the Change Settings screen.
SETTING THE DEFAULT PHONE LIMIT
NOTE: Call-Inn Call Accounting or Phone Monitor must be
purchased to use this feature.
Each guest that you check in will be allowed to make phone calls up to
the dollar limit that you define here. Once the set limit has been
CHECK-INN FOR WINDOWS 27
reached, an “over limit” warning will be displayed on your terminal
and the guest will be added to the Phone Limit Violation Report.
Credit limits for individual guests can be set through other screens.
If you have set up the Mitel Toll Control feature within the Call-
Inn Call Accounting software, the guest’s phone will be turned off
when this phone credit limit has been reached.
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “5” or click the Credit Cards & Phone Limit button.
3. Enter the initial phone credit limit for your guests in the lower
right corner of the Credit Cards & Phone Limit screen.
4. Press F10 or click the Done button to save your changes.
Otherwise press ESC or click the Cancel button to return to
the Change Settings screen.
NOTE: To adjust the phone limit for a specific guest you may
press “P” or click on the Phone Credit Limit button in the Check-
In or Guest Screen Cash Register.
CREDIT CARD PROCESSING
IMPORTANT! This is a special module that is purchased separately
and requires a special code number.
HARDWARE REQUIREMENTS FOR THE CREDIT
CARD PROCESSING MODULE
1. Magnetic stripe reader (Either as part of a keyboard or with a
wedge).
2. A Windows compatible modem (2400 baud or better).
3. An account with either Chase or Cardnet.
28 CHECK-INN FOR WINDOWS
ENTERING MERCHANT SETUP INFORMATION
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “5” or click the Credit Cards & Phone Limit button.
3. Press F3 or click the Card Processing Setup button in the
lower left corner.
4. Select the Card Processor from the drop down box.
On this screen you may enter all of the Merchant setup information
found on the VAR sheet provided by your card processor, as well as
modem setup information.
HINT: If you have a Qual. code or 4 digit Terminal Number, the card
processor is CHASE.
If you have CHASE:
1. Enter in your 12 digit Merchant Number.
2. Enter in the 4 digit Terminal Number.
3. Enter in your 5 digit Qual. Code
4. Select your state abbreviation from the drop down box.
5. Enter in your 5 digit zip code.
6. Enter in the specific SE numbers for EACH card that is
supported.
7. Enter up to 3 dial-up numbers.
8. Press F10 or click the Done button to save merchant setup
information. Otherwise press ESC or click the Cancel button.
NOTE: If a “9” is required to get an outside line at your
property, you will want to include a “9,” in the dial-up number.
If you have CARDNET:
1. Enter in your 12 digit Merchant number.
2. Enter in your 6 digit Terminal number.
3. Select your state abbreviation from the drop down box.
4. Enter in your 5 digit zip code.
5. Enter up to 3 dial-up numbers.
6. Press F10 or click on the Done button to save merchant setup
information. Otherwise press ESC or click the Cancel button
CHECK-INN FOR WINDOWS 29
NOTE: If a “9” is required to get an outside line at your
property, you will want to include a “9,” in the dial-up number.
ENTERING MODEM INFORMATION
Any modem that is compatible with Windows will work with Check-
Inn for Windows.
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “5” or click the Credit Cards & Phone Limit button.
3. Press F3 or click the Card Processing Setup button in the
lower left corner.
4. Press the Select Modem button.
5. Select a modem currently installed within Windows from the
drop down box. Click the OK button.
NOTE: You should never need to access the Modem
Properties without an Innsoft, Inc. technician helping you. If
you are having trouble connecting to your credit card
processor, please see the “Questions and Answers” section of
this manual.
CREDIT CARD RECEIPT OPTIONS
On the bottom of the Credit Card Processing screen there are two
options to customize your credit card receipts.
1. Select a “Receipt Option”, by clicking the check box for that
option.
• Print Duplicate Receipts: This will print separate
customer and merchant receipts of the “Credit Card Sales
Draft” when making a sale or charging a credit card.
• Print Pre-Authorization Receipts: This will print a Credit
Card Authorization Draft when a credit card is authorized.
2. Press F10 or click the Done button to save changes, otherwise
press ESC or click the Cancel button.
30 CHECK-INN FOR WINDOWS
SELECTING YOUR PRINTER
Any printer that is compatible with Windows will work with Check-
Inn for Windows.
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “6” or click the Select Printer / Install ECD button to
set your Folio printer and Report printer.
3. Click the Select Printer button to display the Printer Setup
screen. Click on the down arrow to and select a printer that is
currently installed in Windows. Do not change the page
orientation; Check-Inn does not support the landscape layout.
4. Select a font from the drop down box.
NOTE: If you select a font other than “Times New Roman” it
may cause reports and folios not to print properly.
5. Select the width of the left margin from the drop down box
next to the font selection. Print a sample report before setting a
margin. Most printers do not require a margin.
6. Repeat the above procedure for the “Report Printer”.
7. Press F10 or click on the Done button to save the printer
settings.
ACTIVATING THE ELECTRONIC CASH DRAWER
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “6” or click the Select Printer / Install ECD button.
3. In the bottom left corner of the screen, you will find Electronic
Cash Drawer Settings.
4. Set the parallel or serial port the cash drawer will use by
clicking the down arrow and selecting the port from the list.
5. Enter the Trigger String that will open the drawer. For most
serial drawers, the trigger string can be anything, such as
“AAAA”. For parallel drawers, the trigger string most often
used is “#7#7” which represents ctrl-G ctrl-G.
CHECK-INN FOR WINDOWS 31
6. Select the types of transactions that will open the drawer by
clicking the down arrow and selecting All Transactions, Cash
Only, Cash & Credit, or Cash & Billings.
NOTE: You should not need to change the “Baud Rate” unless
instructed to by the electronic cash drawer manufacturer.
7. Press F10 or click the Done button to save the ECD settings.
VOICE MAIL INTEGRATION
NOTE: This requires a special module that may be purchased through
Innsoft, Inc.
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “6” or click the Select Printer/Install ECD button.
3. In the lower right corner of the screen you will find “Voice
Mail Settings”.
4. Set the serial port your voice mail system will use by clicking
the down arrow and selecting the port from the list.
5. Select the “Voice Mail Type” by clicking the down arrow and
selecting the manufacturer. Check-Inn® for Windows interfaces
to Innovation or DuVoice.
6. Press F10 or click on the Done button once you are finished.
32 CHECK-INN FOR WINDOWS
SET COLORS AND SWITCHES
ADJUSTING THE DISPLAY SIZE
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “7” or click the Set Colors & Switches button.
3. Adjust the Display Size using the sliding bar in the top left
corner of the Set Colors And Switches screen. Sliding the bar
to the right will increase the display size, and sliding it to the
left will decrease the display size.
4. Press F10 or click the Done button.
5. A message box will be displayed saying, “Please restart Check-
Inn® for scale changes to take effect.” Press Enter or click the
OK button.
6. Press F10 or click the Done button to return to the Main Menu.
7. Press “E” or click on the Exit button.
8. Double click on the icon to re-open Check-Inn for Windows.
If the display still needs adjustment, follow the previous steps
until correct.
SET BACKGROUND COLOR
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “7” or click the Set Colors & Switches button.
3. Click the down arrow and select a background color for Check-
Inn for Windows.
4. Press F10 or click the Done button to save the setting.
Otherwise press ESC or click the Cancel button to return to
the Change Settings screen.
SET SELECTION COLOR
Your current field will be indicated by the selection color you select
here.
1. Press “8” or click the Change Settings button on the Main
Menu.
CHECK-INN FOR WINDOWS 33
2. Press “7” or click the Set Colors & Switches button.
3. Click the down arrow and choose a selection color for Check-
Inn for Windows.
4. Press F10 or click the Done button to save the setting.
Otherwise press ESC or click the Cancel button to return to
the Change Settings screen.
OCCUPANCY ALARM
The Occupancy Alarm will alert employees when a set percentage of
rooms have been rented at your property. You may set two alarms for
each day of the week. The alarm messages will be displayed on both
the Main Menu and on the Reservations screen.
DEFINING THE OCCUPANCY LEVELS
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “7” or click the Set Colors & Switches button.
3. Press F5 or click the Occupancy Alarm button.
4. Set the percentage of rooms that must be rented before each
message will be displayed. Use the arrow keys to increase or
decrease the percentage. If you would like to disable a
message on a certain day, set the percentage to zero.
5. Type in the messages that you wish to be displayed in the
Alarm Message fields at the bottom of the screen (i.e.: Higher
Rates, Maximum Rates, No Discounts, Do Not Rent).
NOTE: This will NOT affect the rates in ANY way.
6. Press F10 or click the Done button once you are finished.
MARKETING CODES
A marketing code is a unique name that you create to track a segment
of customers. (i.e.: You may publish a 10% discount coupon and
would like to know what kind of revenue this generates, by entering
“Coup10” as the marketing code.) These codes are assigned in the
guest’s Remarks screen.
34 CHECK-INN FOR WINDOWS
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “7” or click the Set Colors & Switches button.
3. Press F4 or click the Marketing Codes button.
ADDING A MARKETING CODE
The marketing codes that you enter in this screen will be displayed
in a drop down box on the guest’s Remarks screen.
1. Press F2 or click the Add Code button.
2. Enter the marketing code the way it will be displayed in the
drop down box of remarks.
3. Press F10 or click the Done button to save the marketing code,
otherwise press ESC or click the Cancel button.
EDITING A MARKETING CODE
1. Press F3 or click the Edit Code button.
2. Re-enter the marketing code.
3. Press F10 or click the Done button to save the changes to the
marketing code, otherwise press ESC or click the Cancel
button.
DELETEING A MARKETING CODE
1. Press DEL or click the Delete Code button.
2. A message box will be displayed asking, “Delete Marketing
Code [selected marketing code]”? ” If you would like to delete
the marketing code press F10 or click the YES button,
otherwise press ESC or click the NO button.
PRINTING A LIST OF THE MARKETING CODES
1. Press F6 or click the Print List button.
2. A Print Preview screen will be displayed showing an exact
copy of what will be printed.
• Press F2 or click the Print button to pint one copy of the
list.
CHECK-INN FOR WINDOWS 35
• Press F4 or click the Print 2X button to print two copies of
the list.
• Press F6 or click the E-mail button to e-mail a copy of the
list.
• Otherwise press F10 or click the Done button.
SELECTING CHECK-INN® FUNCTIONS
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “7” or click the Set Colors & Switches button.
3. To select a function, tab to the setting and press the Spacebar
to check the box, or simply click on the box next to the setting
with your mouse.
4. Press F10 or click the Done button to save the settings.
Otherwise press ESC or click the Cancel button.
QUICK SEARCH FOR REPEAT GUESTS
ON: A screen will be displayed at guest check-in and
reservations that will allow you to search for a previous
guest by entering the guest’s last and first name. A listing
of all guests in the guest history that fit the description will
be displayed. When you select a guest, that guest’s
information will be added to the Guest Screen for the
current guest check-in.
NOTE: A guest that has stayed at your property more than
once will have multiple entries in the list.
OFF: You will not be prompted to search for any past guests that
have stayed at the property.
AUTOMATIC ZIP CODE IDENTIFICATION
ON: The city and state of the guest will be determined from the
zip code that is typed in the Guest Information screen.
36 CHECK-INN FOR WINDOWS
OFF: You must manually type the city, state, and zip code in the
appropriate fields for each guest.
FORCE GUEST INFORMATION
ON: The clerk will be forced to enter the guest’s first and last
name, clerk name, and rate to complete a check-in. The
clerk will also be forced to enter the guest’s first and last
name, phone number, and clerk name to make a
reservation.
OFF: Only guest name and rate are required to complete a check
in. Or only guest name to make a reservation.
FORCE SEQUENTIAL GUEST NUMBERS
ON: Check-Inn will keep the last four digits of the guest
number sequential for checked-in guests. This may be
useful if you want to be assured that no guest has been
deleted from the system. The additional numbers in the
guest number will not be sequential.
OFF: Guest numbers will increase but will not be sequential.
LAST NAME FIRST IN GUEST INFORMATION
ON: Will display the last name first when viewing guest
information.
OFF: Will display the first name first when viewing guest
information.
ADD FIELD FOR MANUAL FOLIO NUMBER
ON: Changes the “Remarks to Guest” field to “Folio”. This
could be useful for having your own folio number on
folios.
OFF: The “Remarks to Guest” field will be displayed in the
Guest Information Screen.
CHECK-INN FOR WINDOWS 37
NOTE: Any information that is typed into this field will be
printed on the guest folio.
ALLOW BILLING AS A PAYMENT OPTION
ON: Will allow “Billing” as a payment option in guest Cash
Register screens. This applies to Check-In, Check-Out,
Reservations, and the Guest Screen.
OFF: This will remove billing as an option for payment in the
guest Cash Register screens.
NOTE: This will not stop No-Shows from being sent to
billing if they have a balance.
ALLOW BALANCE TRANSFER
Check-Inn for Windows will allow the transfer of charges and
credits between rooms. Only one transfer may be entered during
each cash register transaction. Room transfers should ALWAYS
cancel each other, however if they do not, an entry will appear on
the Daily Report.
ON: Will allow “Rm Transfer” as a payment option on a guest
Cash Register screens. This applies to Check-In, Check-
Out, and the Guest Screen.
OFF: This will remove “Rm Transfer” as a payment option on
the guest Cash Register screens.
CHARGE NO-SHOWS AUTOMATICALLY
ON: Automatically applies one night’s lodging charges or a
forfeit amount to no-show guests and transfers the balance
to Accounts Receivable.
OFF: No-show charges must be added manually to the guests.
38 CHECK-INN FOR WINDOWS
NOTE: If a no-show has an advance deposit, that amount
will be sent to Accounts Receivable as a credit.
AUTO-SORT RESERVATIONS
ON: The program will automatically sort reservations to resolve
conflicts. Existing reservations will be transferred to other
rooms of the exact same description to better accommodate
a new reservation.
OFF: The program will not sort reservations for you. Any
reservation conflicts that occur will result in a night count
adjustment.
HIDE WINDOWS DESKTOP
ON: Check-Inn for Windows will hide the Windows desktop
and disable all Windows functions including the screen
saver while Check-Inn is running. If you are running
Windows NT/ XP/ or 2000, users may be able to exit
Check-Inn for Windows using Alt + Tab or Ctrl + Alt +
Del.
OFF: You will be able to minimize Check-Inn for Windows and
access other programs and functions.
ALLOW CONFERENCE OR DUMMY ROOMS
ON: Allows you to enter conference rooms (or dummy rooms,
garages, boat slips, RV spaces, etc.) in the computer so that
these rooms will not affect your total number of rooms
occupied or available. Enter a letter (not including S)
before the room number to make it a “Dummy Room”.
(i.e.: C101)
OFF: Rooms with a letter before the room number will behave no
differently than other rooms entered in the system.
CHECK-INN FOR WINDOWS 39
RECORD AND REPORT AUDIT CHANGES
ON: Any changes made in the Audit or Edit screens will be
recorded on the Shift Report. In addition, the time and date
that this feature was turned on, the time and date that the
changes were made, the date affected, and a separate Shift
Summary for Audit section will be displayed on the Shift
Report. An “Audit Tracking” notation will display at the
top of each page of the Shift Report.
OFF: Changes in the Audit or Edit screens will not be recorded.
However, the time and date that this feature was turned off
will still be recorded on the Shift Report.
DATE AND TIME STAMP ON PRINTED REPORTS
ON: This will place the date and time on all reports when they
are printed out. This could be useful for keeping track of
when the reports were printed.
OFF: No reports will have the date and time on them when they
are printed out.
DATE & TIME STAMP ON FOLIOS
ON: Records the date and time that the folio was printed.
OFF: The time and date that the folio was printed will not be
displayed on the folio.
INCLUDE FOLIO NUMBER ON GUEST RECEIPTS
ON: Displays the Check-Inn folio number on guest receipts.
OFF: Will not display the Check-Inn folio number on guest
receipts.
INCLUDE GUEST STATUS ON FINANCE REPORTS
ON: Will display the status of a guest on finance reports (i.e.:
CI/CO/SO/?)
40 CHECK-INN FOR WINDOWS
OFF: Will not display the status, (i.e.: CO for Check-out), of a
guest on finance reports.
INCLUDE GUEST NAMES ON HOUSEKEEPING REPORT
ON: Displays the guest name on Housekeeping Reports.
OFF: Will not display the guest name on Housekeeping Reports.
Rooms will be listed as “Dirty” or “Dirty-Unoccupied”.
INCLUDE BILLING INVOICE NUMBER
ON: Will place a sequential invoice number on each invoice
printed from Accounts Receivable.
OFF: Will not place an invoice number on invoices printed from
Accounts Receivable. The system will put “Invoice” in its
place.
BREAKDOWN TAXES BY CATEGORY
ON: Breaks down taxes into there separate categories (i.e.:
State, City, etc.) on the guest folio.
OFF: Will not show a tax breakdown on the folio.
HIDE SALE ITEMS 8 & 9 ON GUEST FOLIOS
ON: Allows you to post a charge for sale items 8 and 9 but does
not show the breakdown on the folio. This might be useful
if you need to track the various expenses that make up a
package (i.e.: golf, breakfast, etc.), but you do not want the
customer to be aware of the breakdown.
NOTE: The amount will still be added to the
miscellaneous charge total on guest folios.
OFF: Will list sale items 8 and 9 just like any other item on guest
folios.
CHECK-INN FOR WINDOWS 41
SECOND ADDRESS LINE FOR GUEST INFORMATION
ON: Will place a second address line on the Guest Information
screen.
OFF: Will re-place the second address line with a remarks line in
the guest information section. The remarks line displayed
here is the “Remarks & Marketing Codes” field on the
Remarks screen. Any information changed in either field
will change the information in the other.
SET STATEMENTS
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “8” or click the Set Statements button.
RESERVATION STATEMENTS
1. Select the reservation statement that best matches your
property’s policy. This statement will be printed on all
confirmations.
2. Press F4 or click the Edit Reservation Statement button if
you would like to customize the reservation statement. (For
Edit Options please see below.)
3. Press F10 or click the Save and Exit button to save the
statement. Press ESC or click the Cancel button to return to
the Set Statements screen without saving the changes.
You may also create your own reservation statement. Select “User
Defined Reservation Statement” and press F4 or click the Edit
Reservation Statement button. This will display a blank
Statement Editor that will allow you to enter any statement you
would like.
42 CHECK-INN FOR WINDOWS
BILLING STATEMENTS
1. Select the billing statement that best matches your property’s
policy. This statement will be printed on all billing invoices
and statements.
2. Press F5 or click the Edit Billing Statement button, if you
would like to customize the billing statement (For Edit Options
please see below.)
3. Press F10 or click the Save and Exit button to save changes to
the billing statement. Press ESC or click the Cancel button to
return to the Set Statements screen without saving the changes.
You may also create your own billing statement. Select “User
Defined Billing Statement” and press F5 or click the Edit Billing
Statement button. This will display a blank Statement Editor that
will allow you to enter any statement you would like.
EDITING OTHER TEXT FILES
1. Press F6 or click the Edit Other Statements button to display
a menu of files that can be edited.
2. Press the corresponding function key or click the statement
button you wish to edit. (i.e.: Folio/Receipt)
3. Press F10 or click the Done button once you are finished.
FOLIO/RECEIPT
Pressing F2 allows you to change the statement at the bottom of
the guest’s folio.
MAINTENANCE
Pressing F3 allows you to keep a list of general maintenance
problems that require attention.
HOT KEY 1
Pressing F4 allows you to make a Hot Key (CTRL-F1) that will
display a pop-up screen anywhere in the program. This can be used
for such things as to keep a list of undesirables, emergency phone
numbers or the phone numbers of local attractions.
CHECK-INN FOR WINDOWS 43
HOT KEY 2
Pressing F5 allows you to make a second Hot Key (CTRL-F2).
Please see above.
HOUSEKEEPING ORDER
Pressing F6 allows you to define the order of your rooms in
Housekeeping Reports. On the blank screen that is provided, you
will want to list your rooms, each on its own line, down the left-
hand side of the screen. A blank line between rooms will indicate
where one housekeeper’s list will end and the next housekeeper’s
list will begin.
AUTOEXEC.BAT (system)
IMPORTANT! Please exercise extreme caution when editing
this file.
Pressing F7 allows you to edit your Autoexec.Bat file. This is one
of your computer’s startup files. Upon completion you will need to
save, exit and reboot the computer for any changes to take effect.
CONFIG.SYS (system)
IMPORTANT! Please exercise extreme caution when editing
this file.
Pressing F8 allows you to edit your Config.Sys file. This is one of
your computer’s startup files. Upon completion you will need to
save, exit and reboot the computer for any changes to take effect.
OTHER
Pressing F9 will allow you to create and edit your own text files.
This is useful for writing letters and other text documents.
NOTE: If you have purchased the credit card processing module,
you may view past batches through this screen. The file name is in
the following format: CCYYMMDD.001 (YY = year, MM =
month, DD = day. If you have more than one batch submitted in a
day, you may have another extension such as .002).
44 CHECK-INN FOR WINDOWS
USING THE STATEMENT EDITOR
1. Press the corresponding function key or click the statement
button you wish to edit.
2. Press F10 or click the Save and Exit button, to save your
changes to the statement. Otherwise press ESC or click the
Cancel button.
DELETING A STATEMENT
1. Press F8 or click the Delete & Exit button.
2. A message box will be displayed asking, “DELETE Current
file and exit?” Press F10 or click the YES button to delete the
text, otherwise press ESC or click the NO button.
PRINTING A STATEMENT
1. Press F2 or click the Print button.
• Press F2 or click the Print button to print one copy of the
statement.
• Press F4 or click the Print 2X button to print two copies of
the statement.
• Press F6 or click the E-mail button to e-mail a copy of the
statement.
• Press F10 or click the Done button to return to the
statement editor.
DATE AND TIME STAMP THE STATEMENT
1. Press F3 or click the Date & Time button.
2. The current date and time will be inserted after the cursor in the
statement.
3. To delete the date and time, use the Back Space key.
SEARCH THE TEXT
1. Press F4 or click the Search button.
2. Enter the word or phrase you would like to find.
3. Press “F” or click the Find Next Button. Continue to press the
Find Next button until the cursor is in the correct location.
CHECK-INN FOR WINDOWS 45
SET PASSWORD
For protection against unauthorized access to Check-Inn® for
Windows, you may set up to three levels of password protection,
(clerk, auditor, and security).
CLERK PASSWORD: The Clerk password is a global password
for all the clerks and has limited power to password locks.
This password may be used on the “password lock” function on
the Main Menu or upon entry into Check-Inn® for Windows.
AUDITOR PASSWORD: The Auditor password gives access to all
clerk functions plus partial access to the Audit screen(s).
Access to the Audit screen is limited to the last three days’
activities.
SECURITY PASSWORD: The Security password allows access to
all functions. Using the security password you may limit clerk
and auditor access to such screens as full use of Daily Audit,
customization screens, etc.
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “9” or click the Set Password button.
3. To achieve all levels of protection enter clerk, auditor, and
security passwords. You will be asked to confirm each
password as you are entering them. All passwords must be
different.
4. If you don’t have an auditor or would not like to use the
auditor’s password just leave it blank.
5. You may use both letters and numbers in the passwords. We
recommend that you keep the passwords relatively short (three
to five letters) for quick access.
6. Press F2 or click the Password Options button.
7. Select the items you would like to password protect.
8. Press F10 or click the Done button once you are finished.
46 CHECK-INN FOR WINDOWS
PASSWORD OPTIONS
(SECURITY PASSWORD REQUIRED)
Tab to the setting and press the Space Bar or click on any of the
following options to activate them:
DAILY & MONTHLY REPORTS
A Security password will be required to view Daily & Monthly
Reports.
DELETE GUEST
A Security password will be required to delete guest in the Guest
Screen.
CHANGE CHECK-IN/OUT-DATE
A Security password will be required to change the check-in or check-
out date of a guest.
USER-DEFINED ROOM RATE
A Security password will be required to type in a user-defined rate for
a guest.
EDIT PHONE CALLS
A Security password will be required to edit phone calls.
CLEAN ALL ROOMS
A Security password will be required to set all rooms to clean at one
time from the Room Status screen and Housekeeping Report.
LOCK/UNLOCK RESERVED ROOM
A Security password will be required to lock or unlock a reservation’s
room number.
GROUP CHECK-IN/OUT
A Security password will be required to perform a group check-in or
check-out.
CREDIT CARD PROCESSING
A Security password will be required for any credit card processing
functions, such as submitting batches, printing batch totals, authorizing
CHECK-INN FOR WINDOWS 47
credit cards, modifying entries, and deleting transactions in the Credit
Card Audit.
BILLING FUNCTIONS
A Security or Auditor password will be required to perform any billing
functions in Accounts Receivable.
BALANCE TRANSFERS
A Security password will be required to transfer a room balance to
another room.
BACKUP CHECK-INN® DATA
A Security password will be required to backup the Check-Inn® data in
any way other than auto-backups.
EXIT CHECK-INN® FOR WINDOWS
A Security password will be required to exit the Check-Inn® program.
E-MAIL FUNCTIONS
A Security password will be required to change e-mail settings,
manage and send e-mail messages.
PASSWORD OPTIONS
(AUDITOR PASSWORD REQUIRED)
Tab to the setting and press the Space Bar or click on any of the
following options to activate them:
EXIT CHECK-INN
FOR WINDOWS
Allows the auditor to exit Check-Inn® for Windows.
VIEW MONTHLY TOTALS ON REPORTS
Allows the auditor to view monthly totals on financial reports.
ALLOW AUDITOR TO CLEAR LOGS
Allows the auditor to clear the Central Reservations Log, Long
Distance Breakdown, Phone House Account, Phone Misc., and
POS/Movie interface.
48 CHECK-INN FOR WINDOWS
MANAGE E-MAIL MESSAGES
Allows the auditor to manage saved e-mail messages.
PASSWORD OPTIONS
(CLERK PASSWORD REQUIRED)
PASSWORD LOCK
A password is required to access Check-Inn® for Windows once it has
been locked from the Main Menu.
The password lock is a way of protecting against access by the general
public.
1. Press “9” or click the Password Lock button on the Main
Menu.
2. A message box will be displayed asking, “Do you wish to lock
this computer?” Press F10 or click the YES button to lock the
computer.
3. To unlock Check-Inn® for Windows, press Enter or click the
OK button and enter your password.
EVENT TRACKING
Event tracking allows you to track events in your area that affect your
property’s occupancy. Events display on the Main Menu and on the
Reservations screen on the day of the event.
NOTE: Events will NOT affect room rates in ANY way.
1. Press “8” or click the Changes Settings button on the Main
Menu.
2. Press “A” or click the Event Tracking button.
ADDING AN EVENT
1. Press F2 or click the Add Event button.
2. Enter the “Event Name” (Ex.: DOG SHOW).
3. Enter the start date for the event by typing in the date or
clicking the down arrow and selecting a date from the calendar.
CHECK-INN FOR WINDOWS 49
4. Enter the end date for the event in the same manner you
entered the start date.
5. Select the “Effect” this event will have on your property from
the drop down box. (Very Slight, Slight, Moderate, Heavy).
NOTE: This is simply a reminder; it will NOT affect your rates.
6. Press F10 or click the Done button to save the event, otherwise
press ESC or click the Cancel button.
7. Repeat this procedure for each event you would like to enter.
EDITING AN EVENT
1. Press F3 or click the Edit Event button.
2. Re-enter any incorrect information in the same manner as
above.
3. Press F10 or click the Done button to save the changes to the
event. Otherwise press ESC or click the Cancel button.
DELETEING AN EVENT
1. Press F4 or click the Delete Event button.
2. A message box will be displayed asking, “ Delete the event:
[selected event]?” Press F10 or click the YES button to delete
the event. Otherwise press ESC or click the NO button.
E-MAIL
IMPORTANT! You must already have an e-mail provider for this
feature to function. AOL is NOT compatible.
Any item that you can print may be e-mailed as an attachment along
with an optional memo. Now you can e-mail reservation
confirmations to your guests, saving the amount you pay for postage.
You may also have the property e-mail reports to you at home, saving
you time and allowing you to easily stay up-to-date with the property’s
daily business.
50 CHECK-INN FOR WINDOWS
SETTING UP THE E-MAIL FEATURE
From any Print Preview screen, you may choose to e-mail the report,
folio, confirmation, etc.
1. Press F6 or click the E-mail button.
2. Press “S” or click the Settings button.
3. Enter your mail host. This is your Internet Service Provider.
(i.e.: YourHost.com or mail.YourHost.com)
4. Enter your reply address. This is the address where replies to
your e-mail will be sent. (i.e.: YourName@YourHost.com)
5. If you login with a name and password (usually not required),
check the “Login with User Name and Password” check box.
Enter your User Name and Password in the correct fields.
6. Select the E-Mail attachment size. Each page is formatted to fit
on one 81/2x11 page. If you need to change the size of the
attached page, click the down arrow and select the percentage
of the original size for the attachment. (120% to 40%)
7. Press F10 or click the Save button to save your settings, other
press ESC or click the Cancel button.
CREATING AN E-MAIL
1. Select the pages you would like to e-mail by entering the start
page and end page in the “Print Pages” field. You may enter
the page numbers by typing the page numbers, or by using the
arrows to select the pages. E-mail attachments are limited to 36
pages.
2. Press F6 or click the E-mail button.
3. Enter the e-mail address of the person to whom you are
sending the confirmation or report. If the e-mail address has
been previously entered, you may click the down arrow and
select the address from the list.
4. If you are sending the e-mail to more than one person enter the
additional e-mail address in the CC field.
5. Enter the subject of the of the e-mail. If the subject is left
blank, “Check-Inn for Windows” will be inserted in the subject
field.
6. If you would like to enter a message to include with the e-mail,
simply type the message in the space provided.
CHECK-INN FOR WINDOWS 51
7. Each page will be sent as a separate attachment to the e-mail.
You may view a list of the attachments by pressing ALT+D or
clicking the Details tab.
SENDING AN E-MAIL
1. Press F10, click the Send button, or click on the File tab and
select “Send Message” to send the e-mail.
2. A message box will be displayed saying, “Message Sent!” if
the message was sent successfully. Press Enter or click the
OK button.
3. Press F10 or click the Done button to exit the Print Preview
screen.
SAVING AN E-MAIL
1. Press F3, click the Save button, or click on the File tab and
select “Save Message” to save the e-mail to send at a later
time.
2. A message box will be displayed saying, “Your Message Has
Been Saved.” Press Enter or click the OK button.
3. Press ESC or click the Done button to return to the Print
Preview screen.
4. Press F10 or click the Done button to exit the Print Preview
screen.
MANAGING MESSAGES
If you have previously saved e-mail messages, you may use Manage
Messages to send or delete the saved messages.
1. Press F4, click the Manage button, or click on the File tab and
select “Manage Message” to manage your saved messages.
2. Once you have finished press ESC or click the Done button.
SELECTING AND DE-SELECTING MESSAGES
1. Tab to the address and press the Spacebar to check the box, or
simply click on the box next to the e-mail address with your
mouse. (A box with a check is selected.)
52 CHECK-INN FOR WINDOWS
2. Press F5 or click the Select All button to select all the
messages in the list.
3. Press F6 or click the De-select All button to de-select all the
messages in the list.
DELETING MESSAGES
1. Select the message or messages you would like to delete.
2. Press DEL or click the Delete button to delete the selected
messages.
3. A message box will be displayed asking, “Delete Marked
Messages?” Press F10 or click the YES button to delete the
marked messages. Otherwise press ESC or click the NO
button.
SENDING SAVED MESSAGES
1. Select the message or messages you would like to send.
2. Press F10 or click the Send button to send the selected
messages.
3. A message box will be displayed asking, “Send Marked
Messages?” Press F10 or click the YES button to send the
marked message. Otherwise press ESC or click the NO
button.
You have now completed the customization process of Check-Inn® for
Windows. Press F10 or click the Done button until you return to the
Main Menu and you may begin to use the software.
CHECK-INN FOR WINDOWS 53
RUNNING CHECK-INN
FOR WINDOWS
1. To start Check-Inn for Windows simply double click the icon
that Check-Inn creates when the program is installed. This
will place you at the Main Menu of Check-Inn for Windows,
as shown below.
2. Verify that the date and time are correct in the bottom right-
hand corner of the screen. If necessary, click on the digital
clock in the lower right corner of the Windows desktop to
change the date or time.
3. The Main Menu displays your property’s current status and
allows you access to all the features available in Check-Inn.
To select an item on the Main Menu, click on the button or
simply type the number shown at the left of the item.
The Main Menu looks like this:
54 CHECK-INN FOR WINDOWS
The status boxes on the left side of the Main Menu display the number
of clean and dirty rooms available, the number of rooms currently
rented and the percentage of rooms occupied. It also shows the number
of reservations and cancellations today, and whether or not you have
any conflicts between reservations and guests currently checked-in.
MAIN MENU ITEMS
1. GUEST CHECK-IN
Allows you to check in walk-in guests or a guest with a reservation.
2. GUEST CHECK-OUT
Allows you to check out a currently checked-in guest.
3. GUEST SCREEN
Allows you to modify guest information, including room number,
and make charges or payments to current guest accounts.
4. CASH REGISTER
Allows you to sell front desk items such as cards and maps, etc. to
customers that are not checked in to the property.
5. AUDIT
Allows you to edit the daily information, credit card payments,
billing and cash register totals.
NOTE: Credit card processing is also done in the audit if your
property has purchased the Check-Inn Credit Card Processing
Module.
6. RESERVATIONS
Allows you to make, modify or cancel reservations.
7. REPORTS
Allows you to generate operational reports such as Daily and
Monthly financial reports, Reservation Reports, Occupancy
Reports, Housekeeping Reports and others.
CHECK-INN FOR WINDOWS 55
8. CHANGE SETTINGS
Allows you to customize Check-Inn for Windows for your
property.
9. PASSWORD LOCK
Locks the computer from unauthorized access while the terminal is
not in use.
NOTE: Any password in Check-Inn for Windows will work to
unlock the program.
E. EXIT CHECK-INN
Allows you to close the program and return to the Windows
desktop.
CHECK-INN
FOR WINDOWS FUNCTION KEYS
There are seven “Function Keys” that may be pressed at any time
while running Check-Inn for Windows for additional reports:
GUEST LIST (BY NAME)
Pressing ALT-F1 will bring up a listing of all currently checked-in
rooms in alphabetical order by the guests’ last name.
GUEST LIST (BY ROOM)
Pressing ALT-F2 will bring up a list of all rooms in numerical order,
showing either the guest name if the room is occupied or the room
description if it is available.
GUEST LIST (BY COMPANY)
Pressing ALT-F3 will bring up a company sorted guest list. This will
show the guest’s name, room number, company, when the guest is
expected to depart, the balance they owe and any remarks.
AVAILABILITY LIST
Pressing ALT-F4 will display the rooms that are currently available
with their descriptions.
56 CHECK-INN FOR WINDOWS
CURRENT GUEST SEARCH
Pressing ALT-F5 will bring up a Quick Guest Search, which allows
you to do a search for current guests.
USER DEFINED HOT KEYS
Pressing CTRL-F1 & CTRL-F2 will bring up a User Defined List.
These Hot Keys can be modified from the Change Settings menu in
the Set Statements screen. They may be used to log emergency phone
numbers, track undesirables, or keep other information that needs to be
easily accessed.
CHECK-INN FOR WINDOWS 57
CHECK-IN
Guest Check-In is the first item on the Main Menu. This function is
used to check in walk-in guests or guests with reservations. “Guest
Check-In” should only be used to check-in current guests. If you wish
to add a guest not currently checked-in to a past daily report, you may
add them through the Daily Audit.
NOTE: Guests added through Audit will not be added to your Guest
History file.
1. Press “1” or click the Guest Check-In button on the Main
Menu.
2. A message box will be displayed asking, “Does the guest have
a reservation?” Press “Y” or click the Yes button if the guest
has a reservation. Otherwise press “N” or click the No button.
The Room Selection screen looks like this:
58 CHECK-INN FOR WINDOWS
GUESTS WITHOUT A RESERVATION
1. Select a room from the list of available rooms and either press
F10, click the Continue button, or double-click on the desired
room. You may search for the room by typing in the room
number or room description in the Room Search field.
NOTE: For information on other features in Check-In Room
Selection please see “Room Selection Options” below.
2. If you have “Quick Search for Repeat Guests” checked in Set
Colors and Switches, a Quick Guest Search screen will be
displayed allowing you to enter a previous the guest’s name.
All guests matching the search criteria who have stayed at the
property will be listed.
• Type in the guest’s name that you would like to find.
• Select the correct guest by selecting them on the list and
pressing F10, clicking the Done button, or double-clicking
on the guest.
Information from the guest’s previous stay will be added to the
Guest Information screen. At the top of the screen, a box will
be displayed showing the room number, room rate, date, and
number of nights the guest stayed on their last visit.
3. Enter the guest’s name and address, pressing the Tab key or
Enter key to move through the guest information.
NOTE: If you have “Automatic Zip Code Identification”
turned on in Change Settings, the cursor will skip the city and
state fields by typing in the zip code, Check-Inn® will auto-fill
the city and state.
4. If the guest is with a company in Accounts Receivable you may
use the arrow keys or click on the down arrow to select a group
from the list.
5. Set the guest’s rate. When you enter the Rate field, a message
box will be displayed with additional options.
• Enter the rate amount.
• Select how often the rate will be changed by pressing D for
Daily, W for Weekly, M for Monthly, or P for Package.
See the section on “Setting Your Room Rates” for more
CHECK-INN FOR WINDOWS 59
information on how to set Check-Inn so your rates will
pop up.
• If the guest is tax exempt due to their length of stay or
government status, you may select a “Tax Exempt” type
from the drop down box at the bottom of the Room Rates
pop up screen. If you have set partial exemptions in
Change Settings, you may select exemption type 1, 2, or 3
here also.
• Press F10 or click the Done button once you are finished.
6. Enter the total number of nights, weeks, months, or packages
the guest will be staying by typing a new number or using the
arrows to increase or decrease the number. Enter the number
of adults and children in the same way.
7. Enter the clerk’s initials.
8. Enter the credit card information. You have two options in
entering credit card information.
• If you have a magnetic stripe reader, you may swipe a
credit card on the Guest Check-In screen and it will auto-
fill the credit card information.
• If you do not have a magnetic stripe reader, you may type
the number manually. If the number entered is not a valid
card number (i.e.: mistyped, or not a correct card number),
you will see an “INVALID” message to the right of the
credit card number.
9. Enter the guest vehicle information. You may use these slots in
any manner you would like. (i.e.: driver’s license number,
passport number, license plate number, etc.) If you swipe a
driver’s license with a magnetic stripe, the guest’s name and
license number will be filled automatically.
10. Press F11 or click the Remarks button to add guest remarks
and marketing codes. (Please see the “Remarks” section below
for further instructions.)
11. Press F12 or click the Extra People button to add extra people
to the room. (Please see the “Extra People” section below for
further instructions.)
12. Press F10 or click the Continue button once you are finished.
13. This will bring you to the Cash Register screen. See
“Completing the Check-In Process” after the next section to
finish the check-in.
60 CHECK-INN FOR WINDOWS
NOTE: For information on other features on the Check-In
Guest Information screen please see “Guest Information
Options” below.
TIPS
If you have a magnetic stripe reader, you may swipe a credit
card and/or a driver’s license with a magnetic stripe and
Check-Inn will auto-fill the appropriate fields on the Guest
Information screen.
Use “Package” rates when you charge a fixed amount for a
given number of days.
Example:
A three-day weekend package sells for $200.00.
• Press “P” for package on the Room Rates pop up
screen.
• Type “200.00” or select it from the list if you have
already set up package rates in Change Settings.
• Type “3” in the “Custom Package Nights” slot.
GUESTS WITH A RESERVATION
1. Select a guest name from the list of reservations and either
press F10, click the Continue button, or double click the
reservation. You may search for the reservation by typing in
the room number or the guest name.
NOTE: For information on other features in Check-In
Reservation Room Selection, please see “Room Selection
Options” below.
2. Enter any additional guest information and confirm the rate and
number of nights. A “$” icon will display in the lower left
corner of the Guest Information screen if a deposit was entered
when the reservation was made.
3. Press F10 or click the Continue button.
CHECK-INN FOR WINDOWS 61
4. This will bring you to the Cash Register screen. See
“Completing the Check-In Process” below to finish the check-
in process.
NOTE: For information on other features on the Check-In
Guest Information screen please see “Guest Information
Options” below.
CHECKING IN A SPLIT ROOM
1. Select a split room from the list of available rooms and either
Press F10, click the Continue button, or double-click on the
split room. You may search for a room by typing the room
number or room description in the Room Search field. All split
rooms must have an “S” before the room number.
NOTE: For information on other features in Check-In Room
Selection please see “Room Selection Options” below.
2. Enter the guest information as described in the “Guests
Without a Reservation” section above.
3. Press F2 or click the Change Room button.
4. Press “2” or click the Split Room button.
5. Select the room that the current guest will share by clicking the
down arrow and selecting a room-guest from the list.
Conference and Split rooms will not be available for selection;
they are unable to be split.
6. Press F10 or click the Continue button to split the room
7. Press F10 or click the Continue button to finish the Check-In.
8. This will bring you to the Cash Register screen. See
“Completing the Check-In Process”, after the next section, to
finish the check-in.
NOTE: An icon will be displayed showing a square divided into
four sections. The master room will have a red section, and the
split rooms will be entirely blue. To view the guest names for the
room press F2, click the Change Room, or double click on the
icon.
62 CHECK-INN FOR WINDOWS
COMPLETING THE CHECK-IN PROCESS
The guest’s room balance, including tax, for the entire stay will be
displayed on the Cash Register screen.
1. Enter any additional charges.
• Enter the amount of the additional charge (not including
tax). There is no need to type the decimal point when
entering the amount in the cash register.
• Press the function key or click the button for the
appropriate sales category button. You may need to press
the Shift key to access the additional charge keys.
Example:
Entering a $10.00 phone charge.
• Press “1”,“0”,“0”,“0”
• Press F1 or click the Phone button.
Important! DO NOT press ENTER when entering a charge.
Always use the appropriate function key.
2. Entering Payments.
• Enter the amount of the payment. There is no need to type
the decimal point when entering the amount in the cash
register.
• Press Enter or click the Select Payment Type button.
3. Select the payment type from the drop down box. Press F10 or
click the Done button to apply the payment. Depending upon
your settings you may have very different payment options to
choose from.
CASH
Cash is to be used for any cash or check payments made.
CREDIT CARD
• If you have purchased the Credit Card Processing module,
you will have “C. Card Sale” as a payment option. Check-
Inn will dial out and get an approval to charge the card
when your batch is sent. Press “A” to use the credit card
listed in the Guest Information screen, type the card
number and expiration date, or swipe a new credit card.
CHECK-INN FOR WINDOWS 63
• If you do NOT have Credit Card Processing, a separate
payment option for each credit card type will be listed.
Select the appropriate type from the list.
IMPORTANT! If the guest leaves an open credit card
number, do not enter a payment for the guest until the
amount is actually paid. This usually when the guest checks
out.
BILLING
You will be prompted to enter the guest’s address and company
information to create the billing entry in Accounts Receivable.
If you have already entered the guest’s information, Check-
Inn will auto-fill the billing entry. The billing option can be
removed in Set Colors & Switches.
RM. TRANSFER
Select the room this amount will be sent to by clicking the
down arrow and selecting a room from the list. This amount
will be Credited to the current from and Charged to the room
you have selected. Press F10 or click the Done button to
transfer the amount, otherwise press ESC or click the Cancel
button. Rm. Transfer will only be displayed if it is turned on in
Set Colors & Switches.
4. Press F10 or click the Continue button once you are finished.
5. A Print Preview of the guest’s folio will be displayed.
• Press F2 or click the Print button to print one copy of the
guest folio.
• Press F4 or click the Print 2X button to print two copies of
the guest folio.
• Press F6 or click the E-mail button to e-mail a copy of the
guest folio.
• Otherwise press F10 or click the Done button to return to
the Main Menu.
64 CHECK-INN FOR WINDOWS
ROOM SELECTION OPTIONS
QUICK GUEST CHECK-IN
You may use Quick Check-In for a guest with or without a reservation.
If the guest has a reservation, the check-in will be completed using
information from their reservation. If the guest does not have a
reservation, the guest name will be “Check-In, Quick” and the room’s
default rate will be assigned.
1. Press “1” or click the Guest Check-In button.
2. A message box will be displayed asking, “Does the guest have
a reservation?” Press “Y” or click the Yes button if the guest
has a reservation, otherwise press “N” or click the No button.
3. Select the first guest or room you would like to check in.
4. Hold down the CTRL key and click on the rest of the rooms
you would like to check-in, or arrow to each room and press
the * key.
5. Press F12 or click the Quick Check-In button.
6. A message box will be displayed asking, “ Quick check-in all
selected rooms?” If you want to check them in, press F10 or
click the YES button. Otherwise press ESC or click the NO
button
ROOM SEARCH
1. On the Check-In Room Selection screen, type the room number
or room description that you are searching for. If you are
checking in a guest with a reservation, type the room number
or guest name that you would like to find.
1. If the room is found, the selection bar will move to the
desired room.
2. If the room is not found, a message box will be displayed
saying, “Room Not Found”.
2. Press ENTER or click the OK button.
CHANGING THE ROOM STATUS
This program will generally keep track of the status of each room in
your property. However, if you find that the status is inaccurate, you
may change it here.
CHECK-INN FOR WINDOWS 65
1. Select the room you would like to change.
2. Press F4 or click the Change Room Status button.
3. This will change the status between <Clean>, <Dirty>, or <Not
Available>. Click on the button until you reach the appropriate
status.
SETTING ALL ROOMS TO CLEAN
1. Press F5 or click the Clean All Rooms button to change all
unoccupied rooms to <Clean> status while checking in a guest.
Do not do this after check-in time, as your Housekeeping
Reports will be wrong for the next day.
2. A message will be displayed asking, “Set unoccupied rooms to
CLEAN?” Press F10 or click the YES button if you would
like to set the rooms to clean, otherwise press ESC or click the
NO button.
STATUS SCREEN OPTIONS
1. Press F9 or click the Status Screen button from the Check-In
Room Selection screen.
CHANGING THE ROOM STATUS
1. Select the room you would like to change.
2. Press F4 or click the Change Room Status button.
3. This will change the status between <Clean>, <Dirty>, or <Not
Available>. Click the button until you reach the appropriate
status.
SETTING ALL ROOMS TO CLEAN
1. Press F5 or click the Clean All Rooms button to change
unoccupied rooms to <Clean> status. Do not do this after
check-in time, as your Housekeeping Report will be wrong for
the next day.
2. A message will be displayed asking, “Set unoccupied rooms to
CLEAN?” Press F10 or click the YES button if you would
like to set the rooms to clean, otherwise press ESC or click the
NO button.
66 CHECK-INN FOR WINDOWS
MAINTENANCE LOG
NOTE: For additional help using the maintenance log editor, please
see “Statement Editor” in the “Set Statements” section of this manual.
1. Select the room that requires a maintenance log.
2. Press F8 or click the Maintenance Log button to create a
Maintenance Log.
3. Press F2 or click the Print button to print the log.
4. Press F3 or click the Date & Time button to insert the date and
time into your log.
5. Press F4 or click the Search button to search for a word or
phrase within the log.
6. Press F8 or click the Delete & Exit button to delete the entry
and return to the Status screen.
7. Press F10 or click the Save & Exit button to save the new
entry and return to the Status screen, otherwise press ESC or
click the Cancel button.
NOTE: When a maintenance log has been entered for a room a
“[L]” will display next to the room description or guest’s name.
GUEST INFORMATION SCREEN OPTIONS
CHANGING THE GUEST’S ROOM NUMBER
1. Press F2 or click the Change Room button.
2. Press “1” or click the Change Room Number button if you
are checking in a split room or use the card lock interface,
otherwise the New Room Selection screen will be displayed
automatically.
3. Select the new room for the guest on the New Room Selection
screen, and press F10, click the OK button, or double-click the
new room.
NOTE: If another guest currently occupies the room, the
guests will switch rooms.
CHECK-INN FOR WINDOWS 67
CHANGING THE GUEST’S CHECK-IN DATE
If the guest’s check-in date is incorrect, you may change the check-in
date in the Guest Information screen. This is useful if you forget to
enter the guest into the system or because you are allowing an
especially early check-in time.
1. Press F3 or click the Check-In Date button.
2. Type in the correct check-in date or click on the down arrow
and select a date from the calendar.
NOTE: The check-in date cannot be changed beyond today’s
date.
3. Press F10 or click the OK button to save the new check-in date
and return to the Guest Information screen.
SEARCH MASTER GUEST HISTORY
1. Press F4 or click the Search Master button.
2. Enter any part of the first name, last name and phone number.
Check-Inn will also search your guest history for the
information you entered in the Other search field.
3. Press F10 or click the Search button to start the search.
4. A guest record that matches your search criteria will be
displayed. You may continue to cycle through found guests by
pressing F5 or clicking the Continue Search button. The most
recent guest stay will be displayed first, followed by stays that
occurred further in the past.
COPY PREVIOUS GUEST
1. Press F5 or click the Copy Last button.
2. A message box will be displayed asking, “Copy previous
guest?” Press F10 or click the YES button to copy the previous
guest information.
68 CHECK-INN FOR WINDOWS
REMARKS AND MARKETING CODES
1. Press F11 or click the Remarks button.
2. Enter your remarks for the guest. Check-Inn has several types
of remarks that are handled differently in the program.
• Remarks to Guest/Folio
This field will be printed on guest folios. If you are using
custom folio numbers, enter the folio number in this field.
• Market Codes & Remarks
This field will only be printed on guest reports and will not
be seen by the guest. Press F2 or click the Insert Market
Code button, to select a marketing code from the list of
codes set up in Set Colors & Switches. You may also enter
a market code beginning with a “/”. (i.e.: If you use the
code “COM” for commercial guests or “AAA” for Triple A
guests, enter “/COM” or “/AAA” in this field.)
NOTE: The Market Segment Report will search this field
for the market codes you enter.
• Flag as “Bad Guest”
Press F3 or click the check box next to “Flag as Bad
Guest”. This will add a red slash on the clipboard icon of
the guest and will list the guest’s name in red on the Quick
Search screen.
• Additional Remarks
These remarks will not appear on reports or folios. They
may be viewed or changed here at any point during the
guest’s stay or in Guest Tracking after the guest’s stay.
3. Press F4 or click the Print Remarks button, to print the
guest’s remarks.
4. Press F10 or click the Done button when you are finished.
NOTE: A clipboard icon will be displayed in the lower left corner
of the Guest Information screen once a remark is entered. To view
the remarks either press F11, click the Remarks button, or click
on the “Clipboard” icon.
CHECK-INN FOR WINDOWS 69
EXTRA PEOPLE
1. Press F12 or click the Extra People button.
2. To save changes, press F10 or click the Done button. If you do
not want to save your changes press ESC or click the Cancel
button.
ADDING A PERSON
1. Press F2 or click the Add Person button.
2. Enter the name of the extra person in the room.
3. Press F10 or click the Done button to save the name, otherwise
press ESC or click the Cancel button.
EDITING A PERSON
1. Select the name you would like to edit.
2. Press F3 or click the Edit Person button.
3. Enter the correct name.
4. Press F10 or click the Done button to save the changes,
otherwise press ESC or click the Cancel button.
DELETING A EXTRA PERSON
1. Select the name you would like to delete.
2. Press F4 or click the Delete Person button.
3. A message box will be displayed asking, “Delete extra
person?” Press F10 or click the YES button to delete the extra
person, otherwise press ESC or click the NO button.
PRINTING AN EXTRA PERSON LIST
1. Press F6 or click on the Print List button to print a list of all
extra people in a room.
2. A Print Preview of the extra person list will be displayed.
• Press F2 or click the Print button to print one copy of the
list.
• Press F4 or click the Print 2X button to print two copies of
the list.
70 CHECK-INN FOR WINDOWS
• Press F6 or click the E-mail button to e-mail a copy of the
list.
• Press F10 or click the Done button to return to the Extra
People screen.
NOTE: An icon showing three people will be displayed in the
lower left corner of the guest information screen once an extra
person is entered. To view the extra people either press F11, click
the Extra People button, or click on the “Extra Person” icon.
CASH REGISTER OPTIONS
ROOM DEPOSITS
A room deposit is used to track a refundable deposit that you will be
prompted to return at the end of the guest’s stay. This would be useful
for such things as phone deposits, key deposits, remote control
deposits, room damage deposits, etc. You will be reminded when the
guest checks out and asked if you would like to refund the amount to
the guest.
1. Enter the total amount of all deposits.
2. Press F2 or click the Rm Deposit button to create the charge.
NOTE: Room deposits may also be made after check-in in the Guest
Screen Cash Register.
SET PHONE CREDIT LIMIT
1. Press “P” or click the Phone Credit button.
2. Enter the phone credit limit that you would like to extend to the
guest. This amount only applies to this guest.
3. Press F10 or click the Done button to save the credit limit,
otherwise press ESC or click the Cancel button.
CHECK-INN FOR WINDOWS 71
REPEATING CHARGE
A repeating charge will be applied each time a guest is charged for
lodging. (i.e.: If a guest’s rate type is weekly, the charge will repeat
once per week.)
NOTE: You may enter up to three repeating charges.
1. Press “R” or click the Repeating Charge button.
2. Enter the amount that you would like to charge the customer
each time in the Charge Amount field.
3. Enter the charge type by clicking the arrow and selecting a type
in the “Charge Type” drop down box.
4. Press F10 or click the Done button when finished, otherwise
press ESC or click the Cancel button.
TRAVEL AGENCY
1. Press “T” or click the Travel Agency button to assign a travel
agent to a guest. (This is to remind you that a commission will
need to be paid).
2. Press the down arrow to select an agency from the current list.
Choose “None Selected” if you would not like to assign an
agency or would like to remove the current agency.
3. Press F2 or click the New Agency button if you need to add or
edit a travel agency, this will display the “Travel Agent
Audit”. Please see “Adding an Agency” for details.
4. Press F10 or click the Done button to save the selected travel
agency, otherwise press ESC or click the Cancel button.
NOTE: An airplane icon will display in the lower left-hand
corner if a travel agency has been selected.
COPY LAST CHARGE
1. Press the Spacebar or click the Copy Last button to repeat the
last charge.
72 CHECK-INN FOR WINDOWS
Example:
A guest has made three phone calls, each costing $1.73.
• Press “1”, “7”, “3”
• Press F1 or click the Phone button.
• Then press Spacebar, Spacebar.
DELETE ITEM
1. Press “D” or click the Delete Item button.
2. Select the item you would like to delete by entering the
transaction number or using the arrows to increase or decrease
the number shown.
3. Press F10 or click the Done button to delete the item,
otherwise press ESC or click the Cancel button.
REFUND
1. Press the “-” (minus sign or hyphen) key, and then enter the
amount that you would like to refund.
2. Press the function key or click the button for the appropriate
refund type.
Example: You would like to refund a $5.00 phone charge to a
guest.
• Press “-”, “5”, “0”, “0”
• Press F1 or click the Phone button.
VOID SALE / RETURN TO CHECK-IN SCREEN
1. Press ESC or click the Void Sale button, if you would like to
return to the Check-In screen without saving the current
changes.
2. A message box will be displayed asking, “Do you wish to
VOID Sale?”
• Press F10 or click the YES button to void the sale, and
return to the Guest Information screen.
• Press ESC or click the Cancel button to remain on the
Cash Register screen with no changes.
CHECK-INN FOR WINDOWS 73
CREDIT CARD PRE-AUTHORIZATIONS
IMPORTANT! The Credit Card Processing Module is required for
this function. This is a special module that is purchased separately and
requires a special code number.
1. To pre-authorize an amount without actually charging the
guest, press “A” or click on the Authorize button.
2. Enter the total amount that you would like to pre-authorize.
Check-Inn will not add pre-authorizations, so the total amount
will need to be authorized each time.
3. Enter the card information.
• If you have not swiped the guest’s card already, either type
the card number and expiration date or swipe the guest’s
credit card.
• If you have already swiped the guest’s credit card, press
“A” or click the Press “A” to Authorize button.
4. Press F10 or click the Done button once you are finished.
NOTE: Pre-authorizations should be re-authorized every two weeks to
ensure that the authorization is still valid.
74 CHECK-INN FOR WINDOWS
CHECK-OUT
Guest Check-Out is the second item on the Main Menu of Check-Inn®
for Windows. This function allows you to check-out any guest that is
currently checked into the system.
NOTE: Before checking-out a “Master” split room, all “Additional”
split rooms must be checked out or un-split.
CHECKING OUT A GUEST:
1. Press “2” or click the Guest Check-Out button on the Main
Menu.
2. The Check-Out Room Selection screen displays the guests that
are currently checked in to your property. You will see the
guest’s room number, name, room type, current balance,
departure date, and the date of the next reservation for their
room.
3. Select the person you would like to check out and either press
F10, click the Continue button, or double click on the correct
guest. You may search for the guest by typing in the guest’s
name or room number in the Room Search field.
4. The Cash Register screen will be displayed with the guest’s
current balance, including tax. The guest’s balance must be
zero before the guest’s check-out may be completed.
5. Enter any additional charges.
• Enter the amount of the additional charge (not including
tax). There is no need to type the decimal point when
entering the amount in the cash register.
• Press the function key or click the button for the
appropriate sales category. You may need to press the
Shift key to access additional charge keys.
Example:
Entering a $10.00 phone charge.
• Press “1”,”0”,”0”,”0”
• Press F1 or click on the Phone button.
CHECK-INN FOR WINDOWS 75
Important! DO NOT press ENTER when entering a charge.
Always use the appropriate function key.
6. Entering Payments.
• Enter the amount of the payment. There is no need to type
the decimal point when entering the amount in the cash
register.
• Press Enter or click the Select Payment Type button.
7. Select the payment type from the drop down box. Press F10 or
click the Done button to apply the payment. Depending upon
your settings you may have very different payment options to
choose from.
CASH
Cash is to be used for any cash or check payments made.
CREDIT CARD
• If you have purchased the Credit Card Processing module,
you will have “C. Card Sale” as a payment option. Check-
Inn will dial out and get an approval to charge the card
when your batch is sent. Press “A” to use the credit card
listed in the Guest Information screen, type the card
number and expiration date, or swipe a new credit card.
• If you do NOT have Credit Card Processing, a separate
payment option for each credit card type will be listed.
Select the appropriate type from the list.
IMPORTANT! If the guest leaves an open credit card
number, do not enter a payment for the guest until the
amount is actually paid.
BILLING
You will be prompted to enter the guest’s address and company
information to create the billing entry in Accounts Receivable.
If you have already entered the guest’s information, Check-
Inn will auto-fill the billing entry. The billing option can be
removed in Set Colors & Switches.
76 CHECK-INN FOR WINDOWS
RM. TRANSFER
Select the room this amount will be sent to by clicking the
down arrow and selecting a room from the list. This amount
will be Credited to the current room and Charged to the room
you have selected. Press F10 or click the Done button to
transfer the amount, otherwise press ESC or click the Cancel
button. Rm. Transfer will only be displayed if it is turned on in
Set Colors & Switches.
8. Press F10 or click the Continue button once the guest’s
balance is zero.
9. A Print Preview of the guest’s folio will be displayed.
• Press F2 or click the Print button to print one copy of the
guest folio.
• Press F4 or click the Print 2X button to print two copies of
the guest folio.
• Press F6 or click the E-mail button to e-mail a copy of the
guest folio.
• Otherwise press F10 or click the Done button to return to
the Main Menu.
CHECK-OUT ROOM SELECTION OPTIONS
GUEST MESSAGES
NOTE: For additional help using the message editor, please see the
“Statement Editor” in the “Set Statements” section of this manual.
1. Select a guest from the list and press F6 or click the Guest
Message button to view the guest message or make a new
entry.
2. Press F2 or click the Print button to print the message.
3. Press F3 or click the Date & Time button to insert the date and
time into your message.
4. Press F4 or click on the Search button to search for a word or
phrase within the guest’s message.
5. Press F8 or click the Delete & Exit button to delete the
message and return to the Guest Room Selection screen.
6. Press F10 or click the Done to save the new message and
return to the Guest Room Selection screen, otherwise press
CHECK-INN FOR WINDOWS 77
ESC or click the Cancel button to exit the message with no
changes.
NOTE: If a message has been entered for a guest a “[M]” will be
displayed next to the guest’s name.
QUICK CHECK-OUT
If a guest has a zero balance, Check-Inn will allow you to check the
guest out without entering any additional information.
1. Select the guest or room you would like to check-out from the
Check-Out room Selection screen.
2. Hold down the CTRL key and click on the rest of the rooms
you would like to check-out, or arrow to each room and press
the * key. Split rooms are not available for Quick Check-Out.
3. Press F12 or click on the Quick Check-Out button.
4. A message box will be displayed asking, “Quick Check-Out all
selected rooms?” Press F10 or click the YES button to check
out the rooms, otherwise press ESC or click the Cancel button.
NOTE: If the guest balance is not zero, a message box will be
displayed saying, “Guest balance is not zero. Please use regular
check-out.” Press Enter or click the OK button then use the
regular check-out procedure.
CHECK-OUT CASH REGISTER OPTIONS
REFUNDING A ROOM DEPOSIT
If a guest has paid a room deposit, you may need to refund the amount
to the guest at check-out time. Room deposits are not required to be
refunded, you will simply see a reminder at check-out.
1. Press “2” or click the Guest Check-Out button.
2. Select the person that you would like to check out and press
F10 or click the Continue button.
78 CHECK-INN FOR WINDOWS
3. You will be reminded of the amount of the deposit. Press
Enter or click the OK button to continue.
4. Enter a credit for the amount that you are refunding
(i.e.: $-20.00) and press F2 or click the Rm Deposit button.
This amount will be credited to the guest. Press F10 or click
the Continue button.
5. If the guest has “Change”, a message box will be displayed
asking, “Refund $##.## due to guest?” Press F10 or click the
YES button to issue the refund.
CREDIT CARD PRE-AUTHORIZATIONS
IMPORTANT! The Credit Card Processing Module is required for
this function. This is a special module that is purchased separately and
requires a special code number.
1. To pre-authorize an amount without actually charging the
guest, press “A” or click on the Authorize Card button.
2. Enter the total amount that you would like to pre-authorize.
Check-Inn will not add pre-authorizations, so the total amount
will need to be authorized each time.
3. Enter the card information.
• If you have not swiped the guest’s card already, either type
the card number and expiration date or swipe the guest’s
credit card.
• If you have already swiped the guest’s credit card, press
“A” or click the Press “A” to Authorize button.
4. Press F10 or click the Done button once you are finished.
LATE CHECK-OUT
If a guest has stayed beyond the check-in time and has been charged
for an extra day, you may remove the extra charge at check-out.
1. Press “C” or click the Check-Out Date button.
2. Enter the last day of the guests’ stay either by typing in the date
or clicking the down arrow and selecting a date from the
calendar.
CHECK-INN FOR WINDOWS 79
NOTE: You may not select a date beyond today’s date.
3. Press F10 or click the OK button. You must complete the
check-out for the change to take effect.
TRAVEL AGENCY
1. Press “T” or click the Travel Agency button to assign a travel
agent to a guest. (This is to remind you that a commission will
need to be paid).
2. Press the down arrow to select an agency from the current list.
Choose “None Selected” if you would not like to assign an
agency or would like to remove the current agency.
3. Press F2 or click the New Agency button if you need to add or
edit a travel agency, this will display the “Travel Agent
Audit”. Please see “Adding an Agency” for details
4. Press F10 or click the Done button to save the selected travel
agency, otherwise press ESC or click the Cancel button.
NOTE: An airplane icon will display in the lower left-hand
corner if a travel agency has been selected.
COPY LAST CHARGE
1. Press the Spacebar or click the Copy Last button to repeat the
last charge.
Example: A guest has made three phone calls, each costing $1.73.
• Press “1”, “7”, “3”
• Press F1 or click the Phone button.
• Then press Spacebar, Spacebar.
DELETE ITEM
1. Press “D” or click the Delete Item button.
2. Select the item you would like to delete by entering the
transaction number or using the arrows to increase or decrease
the number shown.
80 CHECK-INN FOR WINDOWS
3. Press F10 or click the Done button to delete the item,
otherwise press ESC or click the Cancel button.
REFUND
1. Press the “-” (minus sign or hyphen) key, and then enter the
amount that you would like to refund.
2. Press the function key or click the button for the appropriate
refund type.
Example: You would like to refund a $5.00 phone charge to a
guest.
• Press “-”, “5”, “0”, “0”
• Press F1 or click the Phone button.
VOID SALE / RETURN TO MAIN MENU
1. Press ESC or click the Void Sale button, if you would like to
return to the Main Menu without completing the check-out.
2. A message box will be displayed asking, “Do you wish to
VOID Sale?”
• Press F10 or click the YES button to void the sale, and
return to the Main Menu without processing the check-out.
• Press ESC or click the Cancel button to remain on the
Cash Register screen with no changes.
CHECK-INN FOR WINDOWS 81
GUEST SCREEN
The Guest Screen is the third item on the Main Menu. It allows you to
change a guest’s room number or check-in date, add or edit guest
charges and payments, access guest messages and reports, delete
guests and reinstate guests checked-out today.
1. Press “3” or click the Guest Screen button on the Main Menu.
2. The Guest Selection screen will be displayed with a list of your
current guests and several additional features. For information
on selecting a guest and using the guest screen features, please
see the sections below.
NOTE: If you would like to change the information for a guest who is
no longer in the Guest Screen, please see “Daily Audit”.
The Guest Information screen looks like this:
82 CHECK-INN FOR WINDOWS
GUEST SCREEN ROOM SELECTION OPTIONS
SELECTING A CURRENT GUEST
1. Select the guest you would like to change or view and either
press F10, click the Continue button, or double click the
correct guest. You may search for the guest by typing the
guest’s name or room number in the “Room Search” field.
• A “C/O” after the guest name indicates the guest was
checked-out on the current day, the guest’s name will also
be displayed in red.
• A “+” after the guest name indicates there are extra people
added to the room.
• An “M” before the guest name indicates that there is a
message for the guest.
• An “L” before the guest name indicates a maintenance log
has been entered for the room.
2. After selecting the guest, the Guest Information screen will be
displayed. You will be able to make any appropriate changes
to the guest from this screen.
NOTE: For information about the features on the Guest
Information screen please see “Guest Information Screen
Options” below.
GUEST REPORTS
You may view and print eight different guest reports.
NOTE: If you have purchased the Credit Card Processing Module,
pre-authorization amounts will be displayed below the guest names on
any of these reports.
1. Press F2 or click the Guest Reports button.
2. Select the desired report by clicking on the button or pressing
the corresponding number. (i.e.: Press “1” for the Alphabetical
Guest List)
CHECK-INN FOR WINDOWS 83
3. A Print Preview of the selected report will be displayed.
• Press F2 or click the Print button to print one copy of the
report.
• Press F4 or click the Print 2X button to print two copies of
the report.
• Press F6 or click the E-mail button to e-mail a copy of the
report.
• Press F10 or click the Done button to return to the Guest
Reports menu without printing.
ALPHABETICAL GUEST LIST
Press “1” or click the Alphabetical Guest List button to display a
list of all occupied rooms in alphabetical order by the guest’s last
name. Each guest’s rate, dates of stay, payments, balance, number
of adults and children, and remarks are also shown on this report.
ROOM ORDER GUEST LIST
Press “2” or click the Room Order Guest List button to display a
list of all occupied rooms in order by the room number. Each
guest’s rate, dates of stay, payments, balance, number of adults and
children and remarks are also shown on this report.
COMPANY ORDER GUEST LIST
Press “3” or click the Company Order Guest List button to
display a list of all guests alphabetically by company name. Each
guest’s departure date, balance, and remarks are also shown on this
report.
DEPARTURE LIST
Press “4” or click the Departure List button to display a list of all
guests that are expected to depart that day. Each guest’s rate,
payments, balance and remarks are also shown on this report.
ALL ROOM LIST
Press “5” or click the All Room List button to display a list of all
occupied and non-occupied rooms. Each guest’s name, dates of
guest stay, rate, payment, balance, and remarks are also shown on
this report for occupied rooms.
84 CHECK-INN FOR WINDOWS
PHONE LIMIT VIOLATION
Press “6” or click the Phone Limit Violation button to display a
listing of all guests who have exceeded their phone credit limit.
Each guest’s name, charges, phone credit limit, phone balance, and
remarks are also shown on this report.
NOTE: The Phone Limit Violation Report is only useful if you
have purchased Call-Inn Call Accounting.
PHONE LIMIT LIST
Press “7” or click the Phone Limit List button to display a listing
of each guest’s, phone charges, phone credit limit, phone balance,
and remarks.
NOTE: To update the phone balances for your current guest’s,
Press F3 or click the Recalculate Phone button on the Guest
Room Selection screen.
MAINTENANCE LOG
Press “8” or click the Maintenance Log button to display a list of
all rooms with maintenance problems and displays the problems
that were recorded.
RECALCULATE PHONE CALLS
Press F3 or click on the Recalculate Phone button to ensure that all
current phone calls have been processed and will be included in the
guest balances.
GUEST MESSAGES
NOTE: For additional help using the message editor, please see the
“Statement Editor” in the “Set Statements” section of this manual.
1. Select a guest from the list and press F6 or click the Guest
Message button to view the guest message or make a new
entry.
CHECK-INN FOR WINDOWS 85
2. Press F2 or click the Print button to print the message.
3. Press F3 or click the Date & Time button to insert the date and
time into your message.
4. Press F4 or click on the Search button to search for a word or
phrase within your message.
5. Press F8 or click the Delete & Exit button to delete the guest
message and return to the Guest Room Selection screen.
6. Press F10 or click the Save & Exit button to save the new
message and return to the Guest Room Selection screen,
otherwise press ESC or click the Cancel button.
NOTE: If a message has been entered for a guest a “[M]” will be
displayed next to the guest name.
QUICK PRINT
If you would like to print folios for several guests at once you may do
a quick print.
1. Select each guest by holding the CTRL key and clicking on
each guest, or by pressing the * key while the guest is selected.
All the guests you would like to print should be selected.
2. Press F12 or click the Quick Print button.
3. A message will be displayed asking, “Print folios for all
selected rooms?” Press F10 or click the YES button to print
the selected folios, otherwise press ESC or click the NO
button.
GUEST INFORMATION SCREEN OPTIONS
1. Press “3” or click the Guest Screen button on the Main Menu.
2. Select a guest from the Room Selection screen. (For more
information please see “Selecting A Current Guest” at the
beginning of this section.)
86 CHECK-INN FOR WINDOWS
NEW ROOM OPTIONS
CHANGING THE GUEST’S ROOM NUMBER
1. Press F2 or click the Change Room button.
2. Press “1” or click the Change Room Number button if you
use split rooms or the card lock interface, otherwise the New
Room Selection screen will be displayed automatically.
3. Select a new room for the guest on the New Room Selection
screen, and press F10, click the OK button, or double-click the
new room.
NOTE: If another guest currently occupies the room, the
guests will switch rooms.
SPLITTING / UNSPLITING A ROOM
1. Press F2 or click the Change Room button.
2. Press “2” or click the Split/Unsplit button.
• If the room has not been split, a drop down box will be
displayed, allowing you to select the “Master” room from
the list by clicking the down arrow and selecting a room-
guest.
• If the room has already been split, this room will be
removed from the “Master” and the unsplit room number
(beginning with the letter S) will be restored.
NOTE: If a guest is “unsplit”, this does not change the split
room status on previous days.
VIEWING THE GUEST’S BILL
You may view and print the guest’s folio from the Guest Information
screen.
1. Press F3 or click the View Bill button.
2. A Print Preview of the selected report will display.
CHECK-INN FOR WINDOWS 87
• Press F2 or click the Print Folio button to print one copy
of the folio.
• Press F4 or click the Print X2 button to print two copies of
the folio.
• Otherwise, press F10 or click the Done button to return to
the Guest Information screen.
Select the type of folio you would like to view or print from the
following choices:
NOTE: You have the option of including phone call details on a folio.
If you would like to include the phone call details, click on the check
box to the right of “Include Phone Detail”.
PROJECTED SUMMARY
Press F2 or click the Projected Summary button. The Projected
Summary folio displays a summary of all charges until the end of
the guest’s stay, as well as any payments made up to the current
date.
PROJECTED DETAILED
Press F3 or click the Projected Detailed button. The Projected
Detailed folio displays a detailed listing of all charges and
payments up to the current date as well as a summary all future
charges until the end of the guest’s stay.
RUNNING SUMMARY
Press F4 or click the Running Summary button. The Running
Summary folio displays a summary of all charges and payments
that have taken place from the beginning of the guest’s stay to the
current date.
RUNNING DETAILED
Press F5 or click the Running Detailed button. The Running
Detailed folio displays a detailed report of all charges and
payments that have taken place from the beginning of the guest’s
stay to the current date.
88 CHECK-INN FOR WINDOWS
EDITING THE GUEST’S BILL
If you would like to correct a mistake on a guest’s bill you may make
changes using Edit Bill from the Guest Information screen.
1. Press F4 or click the Edit Bill button.
2. Select a column to edit by clicking on the column or using the
arrow keys.
3. Enter the new amount of the charge or payment in the place of
the incorrect figure, Check-Inn will re-calculate the guest’s
balance automatically when you press Enter.
4. Press F10 or click the Done button when you have completed
your corrections.
USING THE CASH REGISTER
If you would like to add a charge, make a payment, enter a phone
credit limit, add a travel agency, enter a repeating charge, or authorize
a credit card you may the Guest Screen Cash Register.
1. Press F5 or click the Cash Register button.
2. For information on using the cash register, please see “Cash
Register Options” section below.
CHANGING THE GUEST’S CHECK-IN DATE
If the guest’s check-in date is incorrect, you may change the check-in
date in the Guest Information screen. This is useful if you forget to
enter a guest into the system or because you are allowing an especially
early check-in time.
1. Press F3 or click the Check-In Date button.
2. Type the correct check-in date or click the down arrow and
select a date from the calendar.
NOTE: The check-in date cannot be changed beyond today’s
date.
CHECK-INN FOR WINDOWS 89
3. Press F10 or click the OK button to save the new check-in date
and return to the Guest Information screen. Check-Inn will
recalculate the guest balance if necessary.
DELETING A GUEST FROM THE SYSTEM
Periodically it may become necessary for a guest to be deleted from
the system. (i.e.: If the guest checks-in and decides that they cannot
stay.) In this case you may wish to completely remove the guest from
the system. Keep in mind, this information will be completely
removed from the system and cannot be restored without re-entry.
1. Press F7 or click the Delete Guest button.
2. A message box will be displayed asking, “Do you wish to
remove guest?” Press F10 or click the YES button to remove
the guest. Otherwise press ESC or click the NO button to keep
the guest in the system.
3. If you have purchased the Credit Card Processing Module, a
message box will be displayed saying, “WARNING! Deleting
the guest will not affect (refund) CREDIT CARD sales.
Continue?” Press F10 or click the YES button if you would
still like to delete the guest, otherwise press ESC or click the
NO button.
NOTE: If you have deleted a guest that has a credit card
payment, go the Audit screen, select Credit Card Processing,
and remove the charge from your batch. For further
instructions refer to the “Audit” section of this manual.
4. Another message box will be displayed asking, “Is the Guest’s
Current Room Clean?” Press F10 or click the YES button if
the room is clean, otherwise press ESC or click the NO button
to mark the room dirty.
NOTE: Deleting a guest is recorded in the Shift Report.
EDITING PHONE CALLS AND CHARGES
This screen allows you to add, view, or modify a guest's phone calls.
90 CHECK-INN FOR WINDOWS
1. Press F9 or click the Phone Charges button from the Guest
Information screen.
ADDING A CALL
1. Press F3 or click the Add Call button.
2. Enter the Date, Time, Duration, Extension, Phone Number, and
Cost of the phone call.
3. Press F10 or click the Done button to add the call, otherwise
press ESC or click the Cancel button.
MODIFYING A CALL
1. Select the call you would like to modify.
2. Press F2 or click the Modify Call button.
3. Change any information that is incorrect.
4. Press F10 or click the Done button to save the changes,
otherwise press ESC or click the Cancel button.
DELETING A CALL
1. Select the call you would like to delete.
2. Press DEL or click the Delete Call button.
3. A message will be displayed where the phone number was
saying, “(Phone Call Deleted)”.
4. Press F10 or click the Done button when you have finished.
REMARKS AND MARKETING CODES
1. Press F11 or click the Remarks button.
2. Enter your remarks for the guest. Check-Inn has several types
of remarks that are handled differently in the program.
• Remarks to Guest/Folio
This field will be printed on guest folios. If you are using
custom folio numbers, enter the folio number in this field.
• Market Codes & Remarks
This field will only be printed on guest reports and will not
be seen by the guest. Press F2 or click the Insert Market
Code button, to select a marketing code from the list of
codes set up in Set Colors & Switches. You may also enter
CHECK-INN FOR WINDOWS 91
a market code beginning with a “/”. (i.e.: If you use the
code “COM” for commercial guests or “AAA” for Triple A
guests, enter “/COM” or “/AAA” in this field.)
NOTE: The Market Segment Report will search this field
for the market codes you enter.
• Flag as Bad Guest
Press F3 or click the check box next to “Flag as Bad
Guest”. This will add a red slash on the clipboard icon of
the guest and will list the guest’s name in red on the Quick
Search screen.
• Additional Remarks
These remarks will not appear on reports or folios. They
may be viewed or changed here at any point during the
guest’s stay, or in “Guest Tracking” after the guest’s stay.
3. Press F4 or click the Print Remarks button, to print the guest
remarks.
4. Press F10 or click on the Done button when you are finished.
NOTE: A clipboard icon will be displayed in the lower left corner
of the Guest Information screen once a remark is entered. To view
the remarks either press F11, click the Remarks button, or click
on the “Clipboard” icon.
EXTRA PEOPLE
1. Press F12 or click the Extra People button.
2. To save changes, press F10 or click the Done button. Press
ESC or click the Cancel button if you would not like to save
your changes.
ADDING A PERSON
1. Press F2 or click the Add Person button.
2. Enter the name of the extra person in the room.
3. Press F10 or click the Done button to save the name, otherwise
press ESC or click the Cancel button.
92 CHECK-INN FOR WINDOWS
EDITING A PERSON
1. Select the name you would like to edit.
2. Press F3 or click the Edit Person button.
3. Enter the correct name.
4. Press F10 or click the Done button to save the changes,
otherwise press ESC or click the Cancel button.
DELETING A EXTRA PERSON
1. Select the name you would like to delete.
2. Press F4 or click the Delete Person button.
3. A message box will be displayed asking, “Delete extra
person?” Press F10 or click the YES button to delete the extra
person, otherwise press ESC or click the NO button.
PRINTING AN EXTRA PERSON LIST
1. Press F6 or click the Print List button to print a list of all extra
people in a room.
• Press F2 or click the Print button to print one copy of the
list.
• Press F4 or click the Print 2X button to print two copies of
the list.
• Press F6 or click the E-mail button to e-mail a copy of the
list.
• Press F10 or click the Done button to return to the Extra
People screen.
NOTE: An icon showing three people will be displayed in the
lower left corner of the Guest Information screen once an extra
person is entered. To view the extra people either press F11, click
the Extra People button, or click on the “Extra Person” icon.
REINSTATING A GUEST
If a guest was accidentally checked-out, or would like to check back
in, you may reinstate the guest if they are still listed in the Guest
CHECK-INN FOR WINDOWS 93
Screen. “Additional” split room entries will not be available on the
Guest Screen for reinstatement.
NOTE: Checked out guests have a C/O beside the guest name and are
listed in red in the Guest Screen.
1. Press “3” or click the Guest Screen button on the Main Menu.
2. Select the guest you would like to reinstate, and press F10 or
click the Continue button.
3. Press F8 or click the Reinstate Guest button.
4. A message box will be displayed asking, "Do you wish to
reinstate guest?"
• Press F10 or click the YES button if you would like the
guest will be returned to the system as if he were never
checked out.
• Press ESC or click the NO button to leave the guest
checked-out.
CHANGING THE RATE TYPE
1. If you would like to change the rate type of a guest (i.e.: from
daily rate to weekly rate, from weekly to daily etc.), the guest
will need to be checked out from his current rate type and
checked back in at the new rate type.
2. To transfer a balance from one rate type to the other, pay the
balance off as cash payment and complete the check out
procedure. When you check the person back in at the new rate
type, add the same balance in as a negative amount.
NOTE: This will have no net effect on your cash intake.
GUEST SCREEN CASH REGISTER OPTIONS
1. Press “3” or click the Guest Screen button on the Main Menu.
2. Select the guest you would like to view or change, and press
F10 or click the Continue button.
3. Press F5 or click the Cash Register button.
94 CHECK-INN FOR WINDOWS
The Guest Screen Cash Register looks like this:
The guest’s room balance, including tax, for the entire stay will be
displayed on the Cash Register screen.
ENTERING A CHARGE
1. Enter the amount of the charge (not including tax). There is no
need to type the decimal point when entering the amount in the
Cash Register.
2. Press the function key or click the button for the appropriate
sales category. You may need to press the Shift key to access
the additional charge keys.
Example:
Entering a $10.00 phone charge.
• Press “1”, “0”, “0”, “0”
• Press F1 or click the Phone button.
Important! DO NOT press ENTER when entering a charge.
Always use the appropriate function key.
CHECK-INN FOR WINDOWS 95
ENTERING A PAYMENT
1. Enter the amount of the payment. There is no need to type the
decimal point when entering the amount in the Cash Register.
2. Press Enter or click the Select Payment Type button.
3. Select the payment type from the drop down box. Press F10 or
click the Done button to apply the payment. Depending upon
your settings you may have very different payment options to
choose from:
CASH
Cash is to be used for any cash or check payments made.
CREDIT CARD
• If you have purchased the Credit Card Processing module,
you will have “C. Card Sale” as a payment option. Check-
Inn will dial out and get an approval to charge the card
when your batch is sent. Press “A” to use the credit card
listed in the Guest Information screen, type the card
number and expiration date, or swipe a new credit card.
• If you do NOT have Credit Card Processing, a separate
payment option for each credit card type will be listed.
Select the appropriate type from the list.
IMPORTANT! If the guest leaves an open credit card
number, do not enter a payment for the guest until the
amount is actually paid.
BILLING
You will be prompted to enter the guest’s address and company
information to create the billing entry in Accounts Receivable.
If you have already entered the guest’s information, Check-
Inn will auto-fill the billing entry. The billing option can be
removed in Set Colors & Switches.
RM. TRANSFER
Select the room this amount will be sent to by clicking the
down arrow and selecting a room from the list. This amount
will be Credited to the current from and Charged to the room
96 CHECK-INN FOR WINDOWS
you have selected. Press F10 or click the Done button to
transfer the amount, otherwise press ESC or click the Cancel
button. Rm. Transfer will only be displayed if it is turned on in
Set Colors & Switches.
4. Press F10 or click the Continue button once you are finished.
5. A Print Preview of the guest’s folio will be displayed.
• Press F2 or click the Print button to print one copy of the
guest folio.
• Press F4 or click the Print 2X button to print two copies of
the guest folio.
• Press F6 or click the E-mail button to e-mail a copy of the
guest folio.
• Press F10 or click the Done button to return to the Main
Menu.
SET PHONE CREDIT LIMIT
1. Press “P” or click the Phone Credit button.
2. Enter the phone credit limit that you would like to extend to the
guest. This amount only applies to this guest.
3. Press F10 or click the Done button to save the credit limit,
otherwise press ESC or click the Cancel button.
REPEATING CHARGE
A repeating charge will be applied each time a guest is charged for
lodging. (i.e.: If a guest’s rate type is weekly, the charge will repeat
once per week.)
NOTE: You may enter up to three repeating charges.
1. Press “R” or click the Repeating Charge button.
2. Enter the amount that you would like to charge the customer
each time in the Charge Amount field.
3. Enter the charge type by clicking the arrow and selecting a type
in the “Charge Type” drop down box.
4. Press F10 or click the Done button when finished, otherwise
press ESC or click the Cancel button.
CHECK-INN FOR WINDOWS 97
TRAVEL AGENCY
1. Press “T” or click the Travel Agency button to assign a travel
agent to a guest. (This is to remind you that a commission will
need to be paid).
5. Press the down arrow to select an agency from the current list.
Choose “None Selected” if you would not like to assign an
agency or would like to remove the current agency.
6. Press F2 or click the New Agency button if you need to add or
edit a travel agency, this will display the “Travel Agent
Audit”. Please see “Adding an Agency” for details.
2. Press F10 or click the Done button to save the selected travel
agency, otherwise press ESC or click the Cancel button.
NOTE: An airplane icon will display in the lower left-hand corner
if a travel agency has been selected.
CREDIT CARD PRE-AUTHORIZATIONS
IMPORTANT! The Credit Card Processing Module is required for
this function. This is a special module that is purchased separately and
requires a special code number.
1. To pre-authorize an amount without actually charging the
guest, press “A” or click the Authorize button.
2. Enter the total amount that you would like to pre-authorize.
Check-Inn will not add pre-authorizations, so the total amount
will need to be authorized each time.
3. Enter the card information.
• If you have not swiped the guest’s card already, either type
the card number and expiration date or swipe the guest’s
credit card.
• If you have already swiped the guest’s credit card, press
“A” or click the Press “A” to Authorize button.
4. Press F10 or click the Done button once you are finished.
NOTE: Pre-authorizations should be re-authorized every two weeks to
ensure that the authorization is still valid.
98 CHECK-INN FOR WINDOWS
COPY LAST CHARGE
1. Press the Spacebar or click the Copy Last button to repeat the
last charge.
Example: A guest has made three phone calls, each costing $1.73.
• Press “1”, “7”, “3”
• Press F1 or click the Phone button.
• Then press Spacebar, Spacebar.
DELETE ITEM
1. Press “D” or click the Delete Item button.
2. Select the item you would like to delete by entering the
transaction number or using the arrows to increase or decrease
the number shown.
3. Press F10 or click the Done button to delete the item,
otherwise press ESC or click the Cancel button.
REFUND
1. Press the “-” (minus sign or hyphen) key, and then enter the
amount that you would like to refund.
2. Press the function key or click the button for the appropriate
charge type. If you are refunding a payment, press ENTER
and select the correct payment type.
Example: You would like to refund a $5.00 phone charge to a
guest.
• Press “-”, “5”, “0”, “0”
• Press F1 or click the Phone button.
VOID SALE / RETURN TO GUEST SCREEN
1. Press ESC or click the Void Sale button if you would like to
return to the Check-In screen without saving the current
changes.
2. A message box will be displayed asking, “Do you wish to
VOID Sale?”
• Press F10 or click the YES button to void the sale and
return to the Guest Information screen.
• Press ESC or click the Cancel button to remain on the
Cash Register screen with no changes.
CHECK-INN FOR WINDOWS 99
CASH REGISTER
The Cash Register is the fourth item on the Main Menu. Use this
screen to make sales to customers who are not checked into the
property. For example, a person driving through town wants to buy a
map but does not want to stay overnight. This is the cash register that
you would use in this case. If a checked-in guest wanted to make a
purchase, you would use the cash register on the Guest Screen.
USING THE CASH REGISTER:
1. Press “4” or click the Cash Register button on the Main Menu.
ENTERING A CHARGE
1. Enter the amount of the charge (not including tax). There is no
need to type the decimal point when entering the amount in the
cash register.
2. Press the function key or click the button for the appropriate
sales category. You may need to press the Shift key to access
the additional charge keys.
Example:
Entering a $10.00 phone charge.
• Press “1”, “0”, “0”, “0”
• Press F1 or click the Phone button.
Important! DO NOT press ENTER when entering a charge.
Always use the appropriate function key.
ENTERING A PAYMENT
1. Enter the amount of the payment. There is no need to type the
decimal point when entering the amount in the cash register.
2. Press Enter or click the Select Payment Type button.
3. Select the payment type from the drop down box. Press F10 or
click the Done button to apply the payment. Depending upon
your settings you may have very different payment options to
choose from.
100 CHECK-INN FOR WINDOWS
CASH
Cash is to be used for any cash or check payments made.
CREDIT CARD
• If you have purchased the Credit Card Processing module,
you will have “C. Card Sale” as a payment option. Check-
Inn will dial out and get an approval to charge the card
when your batch is sent.
• A signature line and a statement of responsibility for the
charge will be provided on the guest folio.
• If you do NOT have Credit Card Processing, a separate
payment option for each credit card type will be listed.
Select the appropriate type from the list.
IMPORTANT! If the guest leaves an open credit card
number, do not enter a payment for the guest until the
amount is actually paid.
4. Press F10 or click the Continue button once you are finished.
5. A Print Preview of the receipt will be displayed.
• Press F2 or click the Print button to print one copy of the
receipt.
• Press F4 or click the Print 2X button to print two copies of
the receipt.
• Press F6 or click the E-mail button to e-mail a copy of the
receipt.
• Otherwise press F10 or click the Done button to return to
the Main Menu.
COPY LAST CHARGE
1. Press the Spacebar or click the Copy Last button to repeat the
last charge.
Example: A guest has made three phone calls, each costing $1.73.
• Press “1”, “7”, “3”
• Press F1 or click the Phone button.
• Then press Spacebar, Spacebar.
CHECK-INN FOR WINDOWS 101
DELETE ITEM
1. Press “D” or click the Delete Item button.
2. Select the item you would like to delete by entering the
transaction number or using the arrows to increase or decrease
the number shown.
3. Press F10 or click the Done button to delete the item,
otherwise press ESC or click the Cancel button.
REFUND
1. Press the “-” (minus sign or hyphen) key, and then enter the
amount that you would like to refund.
2. Press the function key or click the button for the appropriate
charge type. If you are refunding a payment, press ENTER
and select the correct payment type.
Example:
You would like to refund a $5.00 phone charge to a guest.
• Press “-”, “5”, “0”, “0”
• Press F1 or click the Phone button.
VOID SALE
1. Press ESC or click the Void Sale button if you would like to
cancel the sale.
2. A message box will be displayed asking, “Do you wish to
VOID Sale?”
• Press F10 or click the YES button to void the sale.
• Press ESC or click the Cancel button to remain on the
Cash Register screen with no changes.
102 CHECK-INN FOR WINDOWS
AUDIT
Check-Inn for Windows provides several features for maintaining and
correcting your daily information. The Audit screen consists of six
parts:
1. DAILY AUDIT: This screen displays all guest charges and
payments for occupied rooms on the selected day. It also includes
payments of advance deposits for reservations. If necessary, guest
entries may be added or edited in this screen.
2. CREDIT CARD AUDIT: This screen displays a breakdown of the
charges by credit card company, including the amount held back in
the form of processing charges or charge-backs.
3. ACCOUNTS RECEIVABLE: This screen allows you to print,
edit, or pay bills for guest charges sent to “Billing”. It also
includes reports for guest and company billing histories.
4. CASH REGISTER AUDIT: This screen allows you to change the
charges and payments entered on the stand-alone cash register for
the selected day.
5. TRAVEL AGENT AUDIT: This screen allows you to track
Travel Agency information, fees and current commissions.
6. CREDIT CARD PROCESSING: This screen allows you to print,
modify, and submit batches of credit card transactions to your card
processor.
NOTE: The Credit Card Processing Module is required. The
credit card feature requires a special code to be activated. Contact
Innsoft, Inc. to purchase the credit card module.
CHECK-INN FOR WINDOWS 103
DAILY AUDIT
AUDITING THE DAILY INFORMATION
1. Press “5” or click the Audit button on the Main Menu.
2. Press “1”or click the Daily Audit button.
3. Enter the date you would like to view/edit by typing the date or
by clicking the down arrow and selecting a date from the
calendar.
4. Press F10 or click the OK button.
The Daily Audit looks like this:
SEARCHING FOR A GUEST
1. Enter the Guest Name or the Room Number you would like to
find in the top left corner of the screen.
• If the guest or room number is found, the selection bar will
move to the entry you searched for.
104 CHECK-INN FOR WINDOWS
• If the Room is not found a message box will be displayed
saying, “Room number not found”, or “Guest name not
found”. Press Enter or click the OK button.
MODIFYING GUEST PROPERTIES
These features will allow you to change the guest’s dates of stay,
advance deposit amount, tax exemptions, and split room status,
making it easier to correct mistakes.
MODIFYING GUEST DATES
1. Press F2 or click the Guest Properties button.
2. Press F2 or click the Change Guest Dates button.
3. Set the correct guest check-in dates by typing the new date or
by clicking the down arrow and selecting a date from the
calendar.
NOTE: If the guest is currently checked in, only the check-in date
will be displayed.
4. Press F10 or click the OK button to save new dates.
MODIFYING THE TAX-EXEMPT STATUS
1. Press F2 or click the Guest Properties button.
2. Press F3 or click the down arrow to change the tax-exempt
status between Non-Exempt, Fully Exempt, Exempt 1,2, or 3.
3. Press F10 or click the Done button to save the current
exemption status.
NOTE: This will only affect the current day in the audit.
MODIFYING ADVANCE DEPOSIT OR NO-SHOW
STATUS
1. Press F2 or click the Guest Properties button.
2. Press F4 or click either the YES or NO check box.
3. Press F10 or click the Done button once you are finished.
CHECK-INN FOR WINDOWS 105
NOTE: See “Reservations” for instructions on how to correctly
handle a no-show guest.
MODIFYING THE ADVANCE DEPOSIT AMOUNT
1. Press F2 or click the Guest Properties button.
2. Press F5 or click the Set Adv. Deposit button.
3. Enter the “Deposit” amount.
4. Press F10 or click the Done button.
NOTE: This will not affect any number on the Daily Report
other than that guest’s balance. The deposit will be added to the
first day of the guest’s stay as a normal advance deposit and the
balance will be changed by the deposit amount.
MODIFYING THE SPLIT ROOM STATUS
1. Press F2 or click the Guest Properties button.
2. Press F6 or click either the YES or NO checkbox.
3. Press F10 or click the Done button when you have finished.
ADDING A GUEST
1. Press F3 or click the Add Guest button.
2. Enter the start date for the guest entry by typing in the date or
clicking the down arrow and selecting a date from the calendar.
This will be the first day an entry will be added for the guest.
3. Enter the end date for the guest entry in the same way you
entered the start date. This will be the last day an entry will be
added for the guest.
NOTE: You may not place the final day of the guest's stay
beyond the current date.
4. Enter the guest’s first and last name.
5. Enter the guest’s room number.
6. Enter the room rate.
106 CHECK-INN FOR WINDOWS
7. Enter any payments made on the first day of the guest’s stay.
If payments were made on different days, save the entry and
then find the day of the payment and enter it manually.
8. Press F10 or click the Done button to add the new guest
information, otherwise press ESC or click the Cancel button.
NOTE: Adding a guest directly to the daily audit will not add the
guest to your guest history.
DELETING A GUEST ENTRY
1. Change the Audit date to the first day that you would like to
delete the guest. Check-Inn will delete the entries for the
guest from this date forward. Any guest entries before this
Audit date will not be deleted.
2. Select the guest you would like to delete.
3. Press F4 or click the Delete Guest button.
4. A message box will be displayed asking, “Delete [guest name]
to the end of stay?” Press F10 or click the YES button to
remove the guest entries. If you would not like to delete the
guest, press ESC or click the NO button.
NOTE: This is not a substitute for Check-out.
CHANGING THE AUDIT DATE
You may change the Audit Date at the top of the Daily Audit in several
ways.
1. Press F5 to view the previous day’s Daily Audit.
2. Press F6 to view the following day's Daily Audit.
3. You may also press the down arrow and select the day you
wish to view from the calendar.
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MARKING AN ENTRY AS OCCUPIED/NOT
OCCUPIED
If an entry modified in the Daily Audit screen has no rental charges
associated with it, Check-Inn for Windows may incorrectly mark the
room as occupied.
1. Select the audit entry you would like to change. When a room
with no rental charges is selected, an “Occupied” option will be
displayed below the guest search.
2. Press the F7 key or click on the “Occupied” field to change the
room between “Occupied” and “Unoccupied” status.
CREDIT CARD AUDIT
AUDITING CREDIT CARD COMPANY PAYMENTS
The Credit Card Audit allows you to enter payments and adjustments
for each credit card company on the selected date. This provides a
way to keep track of each credit card company’s payments and
outstanding balance.
NOTE: This section will only be useful if the credit card company
sends you a check for balances charged to that card type. If you have
“direct deposit” turned on then Check-Inn will keep the card
company’s balance at zero.
1. Press “5” or click the Audit button on the Main Menu.
2. Press “2” or click the Credit Card Audit button.
3. Enter the date of the credit card audit you would like to
view/edit by typing the correct date, or by clicking the down
arrow and selecting the date from the calendar. You may press
F5 to go back one day or press F6 to go forward one day.
4. If the credit card is not set for direct deposit, you may enter the
amount the card company paid you that day in the “payments
received” column.
108 CHECK-INN FOR WINDOWS
5. If there are charge-backs or other adjustments beyond the
discount charged, you may enter them in the “Audit Adjust”
column for the appropriate credit card.
6. Press F10 or click the Done button once you are finished.
ACCOUNTS RECEIVABLE
USING ACCOUNTS RECEIVABLE
Accounts Receivable allows you to send guest charges to a separate
section for future payment. Sending charges to “Billing” from the
Cash Register will add the amount to your totals in this section. This
is most useful on you bill companies or organizations directly for guest
charges.
1. Press “5” or click the Audit button on the Main Menu.
2. Press “3” or click the Accounts Receivable button.
BILLING YOUR GUESTS
1. Select the guests that will have bills printed/viewed. You may
view or print several bills at once by holding down the CTRL
key and clicking on each guest, or by pressing the * key.
2. Press F2 or click the View/Print Bill button when you have
selected all the bills you would like to print.
3. A Print Preview of the guest bills will be displayed.
• Press F2 or click the Print button to print one copy of the
bill.
• Press F4 or click the Print 2X button to print two copies of
the bill.
• Press F6 or click the E-mail button to e-mail a copy of the
bill.
• Press F10 or click the Done button to return to Accounts
Receivable without printing the bill.
EDITING A BILL
You may need to edit a bill to make a payment or update the billing
information.
CHECK-INN FOR WINDOWS 109
1. Select the guest bill you would like to edit.
2. Press F3 or click the Edit Bill button.
3. If you need to make changes to the billing information, click on
the appropriate field and correct the information.
ENTERING A PAYMENT FROM EDIT BILL
1. Select the guest that has made a payment in their bill.
2. Press the F3 button or click the Edit Bill button.
3. Press F2 or click the Make Payment button.
4. Enter the amount of the payment.
5. Click the Select Payment Type button.
6. Select the “Payment Type” from the drop down box.
7. Press F10 or click the Done button.
8. You may adjust the guest’s bill without a payment by entering
the adjustment amount and pressing F2 or clicking the Audit
Adj. button.
9. You may press the Spacebar or click the Copy Last button if
you would like to copy the last transaction.
10. You may press Delete or click the Delete Item key to delete a
transaction. Select the item number you would like to delete.
Press F10 or click the Done button to delete the item.
11. Press F10 or click the Continue button.
PRINTING A BILL IN EDIT BILL
1. Press F3 or click the Print Bill button.
2. A Print Preview of the guest’s bill will be displayed.
• Press F2 or click the Print button to print one copy of the
bill.
• Press F4 or click the Print 2X button to print two copies of
the bill.
• Press F6 or click the E-mail button to e-mail a copy of the
bill.
• Press F10 or click the Done button to return to Accounts
Receivable without printing the bill.
110 CHECK-INN FOR WINDOWS
PRINTING A FOLIO IN EDIT BILL
1. Press F4 or click on the Print Folio button.
2. A Print Preview of the guest’s folio will be displayed.
• Press F2 or click the Print button to print one copy of the
folio.
• Press F4 or click the Print 2X button to print two copies of
the folio.
• Press F6 or click the E-mail button to e-mail a copy of the
folio.
• Press F10 or click the Done button to return to Accounts
Receivable without printing the folio.
GROUP BILLING
Group Billing allows you to bill a guest’s company or organization for
their charges.
1. Press F4 or click the Group Billing button.
ADDING A GROUP
1. Press F2 or click the Add Group button.
2. Enter the “Group Name”. This name will reflect the company
you have made arrangements to bill.
3. Enter the “Billing Address”.
4. Enter the “Contact” for the group.
5. Enter the “Phone Number” for the group.
6. Enter any “Other” information that you would like to keep.
7. Enter the amount due for the group, if applicable, in the
“Balance” field.
NOTE: Unless you are entering a group that already has a
balance due, leave this field blank.
8. Press F10 or click the Done button to enter the group into
billing. Press ESC or click the Cancel button if you would not
like to save the group information.
CHECK-INN FOR WINDOWS 111
EDITING A GROUP
1. Press F3 or click the Edit Group button.
2. Change any incorrect information in the manner listed for
“Adding a Group”.
3. Press F10 or click the Done button to save your changes,
otherwise press ESC or click the Cancel button.
PRINTING A GROUP BILL
1. Select the Group you wish to print a bill for.
2. Press F4 or click the Print Bill button.
3. Enter the “Start Date” by typing in the date, or by clicking the
down arrow and selecting a date from the calendar. Any
billing entries before this date will not be included.
4. Enter the “End Date” in the same manner that you entered the
start date. Any billing entries after this date will not be
included.
5. Select the “Billing Type” by clicking the down arrow and
selecting either Invoice or Statement.
6. Press F10 or click the OK button.
7. A Print Preview of the group bill will be displayed.
• Press F2 or click the Print button to print one copy of the
group bill.
• Press F4 or click the Print 2X button to print two copies of
the group bill.
• Press F6 or click the E-mail button to e-mail a copy of the
group bill.
• Press F10 or click the Done button, to return to Group
Billing without printing.
MAKING A PAYMENT TO A GROUP BILL
If a company or organization makes a single payment for several
guests, you may apply the payment to the company directly.
Check-Inn for Windows will pay the oldest entries first until the
entire payment has been applied.
1. Select the group that has made a payment on their bill.
2. Press F5 or click the Make Payment button.
112 CHECK-INN FOR WINDOWS
3. Enter the amount of the payment.
4. Click the Select Payment Type button.
5. Select the “Payment Type” from the drop down box.
6. Press F10 or click the Done button.
7. You may adjust the guest’s bill without a payment by entering
the adjustment amount and pressing F2 or clicking the Audit
Adj. button.
8. Press the Spacebar or click the Copy Last button to copy the
last transaction.
9. Press “D” or click the Delete Item button to delete an item.
10. Press F10 or click the Continue button once you are finished.
NOTE: These payments do not affect your Daily Audit in
anyway. They will not be included in the summary line on the
Daily Report, but will be reflected in the “Accounts Receivable
Summary” section at the end of the report.
PRINTING A LIST OF CURRENT GROUPS
1. Press F6 or click the Print List button.
2. A Print Preview of the group billing list will be displayed.
• Press F2 or click the Print button to print one copy of the
group billing list.
• Press F4 or click the Print 2X button to print two copies of
the group billing list.
• Press F6 or click the E-mail button to e-mail a copy of the
group billing list.
• Press F10 or click on the Done button to return to Group
Billing without printing a list of current companies.
DELETING A GROUP
1. Press DEL or click on the Delete Group button.
2. A message box will be displayed asking, “Remove selected
group?” Press F10 or click the YES button to remove the
group, otherwise press ESC or click the NO button.
CHECK-INN FOR WINDOWS 113
DELETING A BILL
You may delete a bill when it is paid in full and will no longer be used.
1. Select the entry you would like to delete.
2. Press DEL or click the Delete Bill button.
NOTE: If an entry is deleted by mistake, you may restore it by
going to the daily audit for the day the bill was entered and
increasing the guest’s billing amount by $1. This will make the
entry reappear in Accounts Receivable. Re-enter the original
billing amount in the daily audit; the entry will show in accounts
receivable with a $0 balance.
AUDIT ADJUSTMENTS (UNCOLLECTABLE BILLS)
1. If any part of a guest’s bill is un-collectable, you will need to
make an audit adjustment to remove the amount from Accounts
Receivable. Select the entry that requires the adjustment.
2. Press F3 or click the Edit Bill button.
3. Press F2 or click the Make Payment button to enter the Cash
Register screen.
4. Press the "-" (minus) key, enter the un-collectable amount, and
press F2 for AUDIT ADJ. This amount will show in the
billing summary on the bottom of the Daily Report, as well as
under the Room Deposit item in the Misc. Breakdown section
of the Daily Report. The reason for it being shown under the
room deposit key is that all items using the F2 key are broken
down in that category.
ACCOUNTS RECEIVABLE REPORTS
There are three Accounts Receivable reports available in Check-Inn®
for Windows.
1. Press “3” or click the Accounts Receivable button.
2. Press F5 or click the A/R Reports button.
114 CHECK-INN FOR WINDOWS
COMPANY AGING REPORT
Press “1” or click the Company Aging Report button. The
Company Aging Report lists all companies with a balance due.
The balance is broken down by the age of the amounts and is
totaled on the right. The grand total of all company balances is
listed at the bottom of the report. Any entry without a company
assigned will be listed under “Unlisted Co.”.
ACCOUNT AGING REPORT
Press “2” or click the Account Aging Report button. The
Account Aging Report is a list of all guest bills in Accounts
Receivable. The amount of each bill is listed in the column that
represents its age. All the billings are totaled at the bottom of the
report.
ACCOUNT HISTORY REPORT
Press “3” or click the Account History Report button. The
Account History Report This report is a listing of all billing
payments, including group-billing payments, for up to the last six
months.
1. Select a start date by either typing in a date or clicking on the
down arrow and selecting a date from the calendar.
2. Select an end date in the same manner as above.
3. Select a specific company or select “All Companies” from the
drop down list.
4. Press F10 or click the OK button to display the report,
otherwise press ESC or click the Cancel button to return to
Accounts Receivable.
CASH REGISTER AUDIT
AUDITING THE CASH REGISTER TOTALS
Only the balances from the Cash Register Screen (Item 4 on the Main
Menu) are shown in this screen. Any charges associated with a room
will show up in the Daily Audit. These totals are listed in the “Cash
Register” breakdown on the “Daily Report”.
1. Press “5” or click the Audit button on the Main Menu.
2. Press “4” or click the Cash Register Audit button.
CHECK-INN FOR WINDOWS 115
3. Enter the date you would like to view/edit by typing in the date
or by pressing the down arrow and selecting a date from the
drop down calendar. You may also press F5 to view the
previous day or F6 to advance one day.
4. Press the Tab key to move between columns or click the
column you would like to change.
• The total charges entered in the Cash Register screen are
listed in the columns marked “Sales”.
• The total payments entered in the cash register are listed in
the column marked “Payment”.
5. Press F2 or click the View Totals button to view sales, taxes,
total charges, total payments, and balance.
6. Press F10 or click the Done button once you are finished.
TRAVEL AGENT AUDIT
This section is very similar to Accounts Receivable. Begin by entering
the names, addresses and commission rates of the travel agencies that
regularly send guests to your property. A * will be displayed next to
the names of travel agents that are currently owed commissions.
1. Press “5” or click the Audit button on the Main Menu.
2. Press “5” or click the Travel Agent Audit button.
ADDING AN AGENCY
1. Press F2 or click the Add Agency button.
2. Enter the “Agency Name”.
3. Enter the “Address” for the agency.
4. Enter the “Contact” person for the agency.
5. Enter the “Phone” number for the agency.
6. Enter the “Agency ID” if provided.
7. Enter the “Percent” of room rental or the “Flat Fee” that this
agency will receive in commissions.
8. Click the “Charge Daily” check box if the flat fee is applied to
each day of the guest stay.
9. Press F10 or click the Done button to add the agency,
otherwise press ESC or click the Cancel button to exit without
saving the entry.
116 CHECK-INN FOR WINDOWS
EDITING AN AGENCY
1. Press F3 or click the Edit Agency button.
2. Change any incorrect information about the agency.
3. Press F10 or click the Done button to save your changes,
otherwise press ESC or click the Cancel button to exit the
screen without saving changes.
PRINTING A STATEMENT
1. Press F4 or click the Statement button to print a commission’s
statement for an agent (includes total owed).
2. A Print Preview of the commissions statement will be
displayed.
• Press F2 or click the Print button to print one copy of the
statement.
• Press F4 or click the Print 2X button to print two copies of
the statement.
• Press F6 or click the E-mail button to e-mail a copy of the
statement.
• Press F10 or click the Done button to return to the Travel
Agencies screen without printing a statement.
3. A message box will be displayed asking, “Clear Travel Agency
Entries?” Press F10 or click the YES button to clear the
entries. Otherwise press ESC or click the NO button.
MAKING CHANGES TO THE STATEMENT
1. Press F5 or click the Audit Statement button.
ADDING AN ENTRY
1. Press F3 or click the Add Entry button.
2. Select the date for the entry by typing the date in manually, or
by clicking the down arrow and selecting a date from the
calendar.
3. Enter the “Guest Name”.
4. Enter the “Reservation #”.
5. Enter the “Room Rate” and “Number of Nights”.
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6. Enter the “Percent” of commission or the “Flat Fee” that this
agency will receive.
7. Enter any “Remarks” about the entry.
8. Press F10 or click the Done button to add the entry, otherwise
press ESC or click the Cancel button.
MODIFYING AN ENTRY
1. Press F2 or click the Modify Entry button.
2. Change any incorrect information about the entry.
3. Press F10 or click the Done button to save your changes,
otherwise press ESC or click the Cancel button to exit the
screen without saving changes.
DELETING AN ENTRY
1. Press DEL or click the Delete Entry button.
2. The guest’s name will now display “(Deleted Entry)”. If you
wish to reinstate the entry, click the Undelete Entry button
again.
PRINTING A TRAVEL AGENCY LIST
1. Press F6 or click the Print List button.
2. A Print Preview of the travel agency list will be displayed.
• Press F2 or click the Print button to print one copy of the
list.
• Press F4 or click the Print 2X button to print two copies of
the list.
• Press F6 or click the E-mail button to e-mail a copy of the
list.
• Press F10 or click on the Done button to return to the
Travel Agent Audit screen without printing.
DELETEING A TRAVEL AGENCY
1. Press the Delete key or click the Delete button.
2. A message box will be displayed asking, “Remove travel
agency [Travel Agency]?” Press F10 or click the YES button
118 CHECK-INN FOR WINDOWS
to delete the agency, otherwise press ESC or click the NO
button.
NOTE: You will not be able to delete an agency that is currently
assigned to a guest or reservation.
CREDIT CARD PROCESSING
NOTE: A special module must be purchased from Innsoft, Inc. and a
permanent code number is required for this feature. Contact Innsoft,
Inc. to purchase this module.
AUDITING AND SUBMITTING CREDIT CARD
BATCHES
1. Press “5” or click the Audit button on the Main Menu.
2. Press “6” or click the Credit Card Processing button.
3. A list of all current credit card transactions that will be
submitted will be displayed. Each entry will have the
transaction number, room number, cardholder’s name, card
number, type of credit card, expiration date, approval code and
amount of the transaction. This list of transactions will be sent
to your card processing network in your next batch.
CREDIT CARD PROCESSING OPTIONS
BATCH TOTALS
The Batch Totals screen displays a total dollar amount for all
transactions in the batch. This can also be used if you would like to get
a printout of all the transactions before submitting or changing
something in the batch.
1. Press “T” or click the Batch Totals button.
2. A Print Preview of the Batch Totals will be displayed.
CHECK-INN FOR WINDOWS 119
• Press F2 or click the Print button to print one copy of the
batch totals.
• Press F4 or click the Print 2X button to print two copies of
the batch totals.
• Press F6 or click the E-mail button to e-mail a copy of the
batch totals.
• Press F10 or click the Done button to return to the Credit
Card Processing Audit screen without printing a copy of
the batch totals.
SUBMIT BATCH
Once you have finished editing your entries, use this key to submit the
batch to the Processing Network.
1. Press “B” or click the Submit Batch button.
NOTE: If an error occurs, none of the batch will be submitted or
removed from the screen. See the Questions and Answers section
for help with batch errors.
AUTHORIZE CARD (ADD AN ENTRY TO THE BATCH)
Entries added to the credit card batch must have an approval code.
Entering an approval code here will not change the authorization
amount in the Guest Screen. The amount that is entered here will be
the amount that is sent to your bank for settlement
1. Press “A” or click the Authorize button.
2. Enter the amount to be authorized.
3. Enter the credit card number and expiration date, or swipe the
credit card.
4. Press F2 if you are authorizing a charge for a no show guest.
5. Press F10 or click the Done button if you would like this
transaction to be sent for collection with the batch, press ESC
or click the Cancel button if you would not like to charge the
card.
120 CHECK-INN FOR WINDOWS
NOTE: A * will display beside the transaction number (TX #) to
indicate that the credit card information or an approval code was
entered manually.
PRINT BATCH
1. Press “P” or click on the Print Batch button.
2. A Print Preview with all information on the Credit Card Batch
screen including totals for each credit card will be displayed.
• Press F2 or click the Print button to print one copy of the
batch.
• Press F4 or click the Print 2X button to print two copies of
the batch.
• Press F6 or click the E-mail button to e-mail a copy of the
batch.
• Press F10 or click the Done button to return to the Credit
Card Batch screen without printing the batch.
MODIFY ENTRY
1. Press “M” or click the Modify button.
2. Modify Entry allows you to edit information about a credit card
sale. If the amount is changed, the system may need to get
another authorization.
3. Enter the new sale amount for the transaction.
4. Press F10 or click the Done button to return to the Credit Card
Batch screen. Otherwise press ESC or click the Cancel button
to cancel the change.
DELETING ENTRY
1. Select the entry that you would like to delete and press “D” or
click the Delete button.
2. A message box will be displayed asking, “Do you wish to
delete/undelete the credit card transaction?”
3. Press F10 or click the YES button to delete the transaction,
otherwise press ESC or click the NO button.
4. Under “Cardholder Name” it will be marked “(Entry Deleted)”.
You may press the Undelete key to reinstate the information.
CHECK-INN FOR WINDOWS 121
NOTE: This will not update the audit if you are attempting to
remove a payment.
PRINT SALES RECEIPT
1. Select the desired entry and press “R” or click the Receipt
button.
2. A Print Preview of the sales draft will be displayed.
• Press F2 or click the Print button to print one copy of the
sales draft.
• Press F4 or click the Print 2X button to print two copies of
the sales draft.
• Press F6 or click the E-mail button to e-mail a copy of the
sales draft.
• Press F10 or click the Done button to return to the Credit
Card Batch screen without printing a copy of the sales
draft.
NOTE: The breakdown of the charges will NOT be listed when
you print the receipt from this screen.
VIEWING PAST CREDIT CARD BATCHES
You may view past credit card batches using the statement editor.
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “8” or click the Set Statements button.
3. Press F6 or click the Edit Other Statements button.
4. Press F9 or click the Other Text Flies button.
5. Enter the “Name Of The File to Edit”. Each batch will have
the same file name format: CCYYMMDD.001 (CC= Credit
Card, YY= Year, MM= Month, DD= Day). The extension
(.001) will indicate the number of the batch that day (there may
be more than one).
Example: To view the second batch on December 25, 1901 (12/25/01)
the file name would be: CC011225.002
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RESERVATIONS
Reservations is item six on the Main Menu. The reservation system
lets you view, change, add and cancel reservations as well as keep a
diary.
The main Reservations screen looks like this:
1. Press “6” or click the Reservations button on the Main Menu.
2. Select the reservation date by typing the date, clicking on the
date from a calendar, or using the arrow keys.
NOTE: If the reservation is more than a year from the current
date you may change the year by pressing “Y+” or typing the
year.
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3. The availability of each type of room for the day selected is
displayed in the availability chart at the bottom of the screen.
(For instructions on “Adding a Reservation” please see below.)
ADDING A RESERVATION
DATE SELECTION
1. Press “6” or click the Reservations button on the Main Menu.
2. You may select the reservation date in several ways:
• Type the new date.
• Use the M+, M-, Y+, and Y- buttons to change the month
and year of the reservation.
• Click the correct date on the calendar.
The availability of each room type on the date entered will be
displayed.
3. Press F10 or click the Continue button to select a room.
ROOM SELECTION
You must select an available room in order to make a reservation. The
reservation may be moved to another room at any time after the
reservation has been entered.
NOTE: If you have “Reservation Sort” turned ON in Change
Settings, Check-Inn for Windows may change the room number (but
not room type) to avoid reservation conflicts.
1. Select the room you would like to reserve by entering the room
number, clicking on the room, or using the arrow keys and
pressing F10 or clicking the Continue button.
2. Press F10 or click the Continue button.
QUICK GUEST SEARCH
NOTE: “Quick Search for Repeat Guests” can be turned On/Off in
Set Colors and Switches in the Change Settings.
124 CHECK-INN FOR WINDOWS
1. A Quick Guest Search screen will be displayed allowing you to
enter a previous guest’s name. All guests matching the search
criteria who have stayed at the property will be listed.
• Type in the guest’s name that you would like to find.
• Select the correct guest by selecting them on the list and
pressing F10, clicking the Done button, or double-clicking
on the guest.
• If there is no match, the Reservation Guest Information
screen will be displayed.
RESERVATION GUEST INFORMATION SCREEN
1. Enter the guest’s name and address, pressing the Tab key or
Enter key to move through the guest information.
NOTE: If you have “Automatic Zip Code Identification”
turned on in Change Settings, the cursor will skip the city and
state fields. Check-Inn® will auto-fill the city and state from
the zip code entered.
2. If the guest is with a company in Accounts Receivable you may
use the arrow keys or click the down arrow to select a group
from the list.
3. Set the guest’s rate. When you enter the Rate field, message
box will be displayed with additional options.
• Enter the rate amount.
• Select how often the rate will be charged by pressing D for
Daily, W for Weekly, M for Monthly, or P for Package.
See the section on “Setting Your Room Rates” for more
information on how to set Check-Inn so your rates will
pop up.
• If the guest is tax exempt due to their length of stay or
government status, you may select a “Tax Exempt” type
from the drop down box at the bottom of the Room Rates
pop up screen. If you have set partial exemptions in
Change Settings, you may select exemption type 1, 2, or 3
here also.
• Press F10 or click the Done button once you are finished.
4. Enter the total number of nights, weeks, months, or packages
the guest will be staying by typing a new number or using the
CHECK-INN FOR WINDOWS 125
arrows to increase or decrease the number. Enter the number
of adults and children in the same way.
NOTE: If you have “Reservation Sort” turned ON in Change
Settings, Check-Inn will attempt to move other reservations to
allow a longer reservation from the current room.
5. Enter the clerk’s initials.
6. Enter the credit card information. You have two options in
entering credit card information.
• If you have a magnetic stripe reader, you may swipe a
credit card on the Guest Information screen and it will auto-
fill the credit card information.
• If you do not have a magnetic stripe reader, you may type
the number manually. If the number entered is not a valid
card number (i.e.: mistyped, or not a correct card number),
you will see an “INVALID” message to the right of the
credit card number.
7. Enter the guest vehicle information. You may use these slots in
any manner that you wish. (i.e.: driver’s license number,
passport number, license plate number, etc.) If you swipe a
driver’s license with a magnetic stripe, the guest’s name and
license number will be filled automatically.
8. Enter the expected arrival time of the guest.
9. If the reservation is guaranteed and you would like to charge a
forfeit amount other than one night’s room rental, enter the
charge amount in the forfeit amount slot.
10. Click the "Guaranteed" checkbox if the reservation is
guaranteed. Reservations with valid credit card number are
automatically guaranteed.
Important! If you have “Charge No Shows” turned on in
Change Settings and a guaranteed reservation no-shows, a
forfeit amount (usually one night’s rental) will be charged.
This amount will appear in the Daily Report with a /R after the
guest’s name and will be sent to Accounts Receivable for
collection. It is the responsibility of the clerk or manager to go
into Accounts Receivable and post a payment for the guest.
126 CHECK-INN FOR WINDOWS
11. Click the "6:00PM Hold" checkbox if you are going to hold the
room to 6pm for a non-guaranteed reservation.
12. Press F11 or click the Remarks button to add guest remarks
and marketing codes. (Please see the “Remarks” section below
for further instructions.)
13. Press F12 or click the Extra People button to add extra people
to the room. (Please see the “Extra People” section below for
further instructions.)
14. Press F10 or click the Continue button to save the reservation.
15. Press ESC or click the Cancel button if you would like to
cancel the reservation.
• A message box will be displayed asking, “Do you wish to
cancel the reservation?” Press F10 or click the YES button
to cancel the reservation, otherwise press ESC or click the
NO button to resume the reservation.
NOTE: Check-Inn will track the date that a reservation was made or
cancelled and display that date along with the Reservation Number.
RESERVATION SEARCH
Check-Inn will allow you to search for a reservation or cancellation.
1. Press “6” or click the Reservation button.
2. Press "S" or click the Search Reservations button.
3. Enter the last and/or first name or the reservation number of the
guest. Press F10 or click the Search button.
4. A message box will be displayed asking, “Do you wish to
restrict search dates?”
• Press “Y” or click the YES button to restrict the dates. If
you answered “YES”, enter the start and end dates by
typing in the date, or clicking the down arrow and selecting
the dates from the calendar.
• Press “N” or click the NO button.
5. Press F10 or click the OK button, otherwise press ESC or click
the Cancel button to abort the search.
6. If the reservation or cancellation is found it will be displayed
on the screen. Press F5 or click on the Continue Search
button to view the next matching reservation.
CHECK-INN FOR WINDOWS 127
RESERVATION GRID
This screen allows you to view room reservations and availability for a
period of 28 days at a time.
1. Press “6” or click the Reservations button on the Main Menu.
2. To determine room availability when making a reservation,
first select the reservation date from the calendar.
3. Press "G" or click the View Reservation Grid button.
4. To complete the reservation, simply locate the desired room,
and double click the box on the grid to go to the Guest
Information screen. Otherwise press F10 or click the Done
button to return to the Reservations screen.
Reservations will be displayed in color, depending on the type of
reservation. A small gap between reservations will indicate where one
reservation ends and another begins. By placing your cursor over the
reservation, the guest’s name will be displayed in the hint box.
Green Indicates an occupied room.
Red Indicates a Non-Guaranteed Reservation.
Yellow Indicates a Guaranteed Reservation.
RESERVATION GRID OPTIONS
SELECT ROOM TYPE
1. Press F3 or click the Select Room Type button.
2. Click on the check box before the room types you would like
displayed.
3. Press F10 or click the Done button to display the selected
rooms. Click on the Clear Selection button if you would like
to remove your selections.
DAILY STATISTICS
This will display the number of stay-overs, check-ins and check-
outs on an future date. This can be useful for determining future
staffing needs.
NOTE: Statistics are not available for the current day.
128 CHECK-INN FOR WINDOWS
1. Enter the date for the statistics you would like to view.
2. Press F8 or click the Daily Statistics button.
3. Press F10 or click the Done button when finished viewing the
daily statistics.
ROOM SORT
You may sort the rooms in the reservation grid by room number,
room type, or availability.
1. Press F9 or click the down arrow to display the drop down box
next to Room Sort.
2. Select whether you would like to view the grid by “Room Type
Sort” , “Room Number Sort”, or “Availability”.
3. If you select “Availability”, enter the number of nights by
typing in the number or by using the arrows to increase or
decrease the number of available nights.
ADJUSTING RESERVATION GRID START DATE
You may view various segments of time by adjusting your Start
Date.
1. Press F5 to move backward one month, or press F6 to move
forward one month. You may also use the horizontal scroll bar
at the bottom of the reservation grid to adjust the calendar
within a two month period. Otherwise click the down arrow
and select the date you would like to view from the calendar.
2. The vertical scroll bar on the right side allows you to view all
rooms if there is more than one page.
PRINTING THE RESERVATION GRID
1. Press F2 or click the Print button.
2. A Print Preview of the reservation grid will be displayed.
• Press F2 or click the Print button to print one copy of the
Reservation Grid.
• Press F4 or click the Print 2X button to print two copies of
the Reservation Grid.
CHECK-INN FOR WINDOWS 129
• Press F6 or click the E-mail button to e-mail a copy of the
Reservation Grid.
• Press F10 or click the Done button to return to the
Reservation Grid without printing a copy.
KEEPING A DIARY
The diary is a place to record the times, dates and details of events
occurring on your property that may need to be accessed at some
future time.
NOTE: For additional help using the diary editor, please see the
“Statement Editor” in the “Set Statements” section of this manual.
1. Press “D” or click the Edit Diary Entries button to edit or
view the diary for that date.
2. Press F2 or click the Print button to print the entry.
3. Press F3 or click the Date & Time button to insert the date and
time into your entry.
4. Press F4 or click the Search button to search for a word or
phrase within the diary entry.
5. Press F8 or click the Delete & Exit button to delete the entry
and return to the Reservations screen.
6. Press F10 or click the Done button to save the new entry and
return to the Reservations screen, otherwise press ESC or click
the Cancel button.
GROUP BOOKING
1. Begin your group booking with the first person (the group
leader) and make a reservation as you would normally. Include
personal information and advance deposits, etc. (For more
information please see “Adding a Reservation” at the
beginning of this section.)
2. Press F9 or click the Group Booking button on the
Reservation Guest Information screen.
3. A message box will be displayed asking, “Do you wish to pick
rooms?”
130 CHECK-INN FOR WINDOWS
• Press “Y” or click the YES button to pick the rooms
yourself. The Room Reservation screen will be displayed.
You may select multiple rooms by holding down the
CTRL key and clicking on the various rooms, or by
pressing the * key while each room is selected and press
F10 or click the Done button.
• Press “N” or click the NO button if you would like Check-
Inn to select the rooms. When allowing Check-Inn® to
select the rooms, all rooms selected will be of the same
TYPE and not necessarily together. Enter the number of
additional rooms that you would like to include in the
group reservation. Check-Inn® will inform you as to how
many additional rooms are available.
• Press ESC or click the Cancel button if you wish to abort
the group booking.
NOTE: The computer will copy all guest and deposit information
into the additional rooms. However if you wish to put individual
guest information into each room, you may do so in the
Reservation Guest Information screen.
GROUP CONFIRMATION
1. Press “6” or click the Reservations button on the Main Menu.
2. Select a date for the reservation.
3. Press F10 or click the Continue button.
4. Select the rooms you would like to print a group confirmation
for by pressing the * key while each room is selected, or you
may select multiple rooms by holding down the CTRL key and
clicking on the rooms.
5. Press F12 or click the Group Functions button.
• Press “1” or click the Print Selected Reservations button
to print an individual confirmation for each room. A
message box will be displayed asking, “Do you wish to
print all selected reservations?” Press F10 or click the YES
button to print the confirmations. Otherwise press ESC or
click the NO button.
CHECK-INN FOR WINDOWS 131
• Press “2” or click the Print Reservations AS GROUP
button to print the total for all reservations selected on one
confirmation.
6. A Print Preview of the confirmations will be displayed.
• Press F2 or click the Print button to print one copy of the
confirmation(s).
• Press F4 or click the Print 2X button to print two copies of
the confirmation(s).
• Press F6 or click the E-mail button to e-mail a copy of the
confirmation(s).
• Press F10 or click the Done button to return to the
Reservations screen without printing the confirmations.
GROUP CANCELLATION
1. Press “6” or click the Reservations button on the Main Menu.
2. Select a date for the reservation.
3. Press F10 or click the Continue button.
4. Select the rooms you would like to cancel by pressing the * key
while each room is selected, or you may select multiple rooms
by holding down the CTRL key and clicking on each room.
5. Press F12 or click the Group Functions button on the
Reservations Room Selection screen.
6. Press “3” or click Cancel Selected Reservations button.
7. A message box will be displayed asking, “Cancel all selected
Guests?” Press F10 or click the YES button to cancel the
reservations.
CHANGING RESRVATION NUMBER OR DATE
1. Press F2 or click the Change button on the Reservation
Information screen. You will be given three options:
CHANGING THE GUEST’S ROOM NUMBER
1. Press F2 or click the Change Room button.
2. Press “1” or click the Change Room Number button if you
use split rooms or the card lock interface, otherwise the New
Room Selection screen will be displayed automatically.
132 CHECK-INN FOR WINDOWS
3. Select a new room for the guest on the New Room Selection
screen, and press F10, click the OK button, or double-click the
new room.
NOTE: If another guest currently occupies the room, the
guests will switch rooms.
CHANGE RESERVATION DATE
1. Press “2” or click the Change Reservation Date button to
change the date of the reservation.
2. Select the new reservation date by typing the date or by
clicking a new date on the calendar.
3. If that room is already reserved on the day you are attempting
to move to, a message box will be displayed saying, “Room
already reserved for this date”. Press F10 or click the OK
button. You may change the reservation to another room and
attempt the reservation again.
4. Press F10 or click the Done button to change the date,
otherwise press ESC or click the Cancel button to keep the
original date.
LOCK ROOM NUMBER
1. If turned “On” this guest will remain assigned to this room. He
will not be sorted to a room of the same type to solve future
reservation conflicts. A small picture of a lock will display on
the bottom left corner of the Reservations Guest Information
Screen.
VIEW CENTRAL RESERVATIONS
If you have purchased the Central Reservations Interface module, you
will have an additional option to view reservations that have been
posted through the interface.
1. Press “6” or click the Reservations button on the Main Menu.
2. Press “R” or click the View Reservation Reports button.
CHECK-INN FOR WINDOWS 133
3. Press “4” or click the Central Reservations button. The
reservation will be displayed exactly as it was sent to Check-
Inn® by the central reservation system.
4. A Print Preview of the Central Reservations log will be
displayed.
• Press F2 or click the Print button to print one copy of the
reservation.
• Press F4 or click the Print 2X button to print two copies of
the reservation.
• Press F6 or click the E-mail button to e-mail a copy of the
reservation.
• Press F10 or the Done button to return to the Reservations
screen without printing a copy of the reservation.
ENTERING A RESERVATION DEPOSIT
IMPORTANT! Only enter a deposit if you have actually collected
money. If you choose to pre-authorize a credit card, it will not
automatically transfer when you check-in a guest.
1. Press “6” or click the Reservations button on the Main Menu.
2. Select a date for the reservation.
3. Press F10 or click the Continue button.
4. Select an existing reservation or an available room from the
room list by pressing F10 or clicking the Continue button.
5. Press F3 or click the Enter Deposit button. The guest’s name
and room rate must be entered before you may enter a deposit.
6. Enter the amount of the deposit in the Reservation Cash
Register. Click on the Select Payment Type button and select
the type of payment that was received. Press F10 or click the
Done button.
NOTE: Do not enter amount under "Extra Deposit" as this
would be used for an extra charge in addition to the advance
deposit (i.e.: security fee for damage to the room).
7. Press F10 or click the Continue button when you are finished.
Otherwise press ESC or click the Void Sale button if you do
not want to enter a deposit.
8. A Print Preview of the confirmation will be displayed.
134 CHECK-INN FOR WINDOWS
• Press F2 or click the Print button to print one copy of the
confirmation.
• Press F4 or click the Print 2X button to print two copies of
the confirmation.
• Press F6 or click the E-mail button to e-mail a copy of the
confirmation.
• Press F10 or click the Done button if you would like to
return to the reservation without printing.
CASH REGISTER OPTIONS
REPEATING CHARGE
A repeating charge will be applied each time a guest is charged for
lodging. (i.e.: If a guest’s rate type is weekly, the charge will repeat
once per week.)
NOTE: You may enter up to three repeating charges.
1. Press “R” or click the Repeating Charge button.
2. Enter the amount that you would like to charge the customer
each time in the Charge Amount field.
3. Enter the charge type by clicking the arrow and selecting a type
in the “Charge Type” drop down box.
4. Press F10 or click the Done button when finished, otherwise
press ESC or click the Cancel button.
COPY LAST CHARGE
1. Press the Spacebar or click the Copy Last button to repeat the
last charge.
Example:
A guest has made three phone calls, each costing $1.73.
• Press “1”, “7”, “3”
• Press F1 or click the Phone button.
• Then press Spacebar, Spacebar.
CHECK-INN FOR WINDOWS 135
DELETE ITEM
1. Press “D” or click the Delete Item button.
2. Select the item you would like to delete by entering the
transaction number or using the arrows to increase or decrease
the number shown.
3. Press F10 or click the Done button to delete the item,
otherwise press ESC or click the Cancel button.
REFUND
1. Press the “-” (minus sign or hyphen) key, and then enter the
amount that you would like to refund.
2. Press the function key or click the button for the appropriate
refund type.
Example: You would like to refund a $5.00 phone charge to a
guest.
• Press “-”, “5”, “0”, “0”
• Press F1 or click the Phone button.
VOID SALE / RETURN TO RESERVATION SCREEN
1. Press ESC or click the Void Sale button, if you would like to
return to the Check-In screen without saving the current
changes.
2. A message box will be displayed asking, “Do you wish to
VOID Sale?”
• Press F10 or click the YES button to void the sale, and
return to the Guest Information screen.
• Press ESC or click the Cancel button to remain on the
Cash Register screen with no changes.
CREDIT CARD PRE-AUTHORIZATIONS
IMPORTANT! The Credit Card Processing Module is required for
this function. This is a special module that is purchased separately and
requires a special code number.
136 CHECK-INN FOR WINDOWS
5. To pre-authorize an amount without actually charging the
guest, press “A” or click on the Authorize button.
6. Enter the total amount that you would like to pre-authorize.
Check-Inn will not add pre-authorizations, so the total amount
will need to be authorized each time.
7. Enter the card information.
• If you have not swiped the guest’s card already, either type
the card number and expiration date or swipe the guest’s
credit card.
• If you have already swiped the guest’s credit card, press
“A” or click the Press “A” to Authorize button.
8. Press F10 or click the Done button once you are finished.
NOTE: Pre-authorizations should be re-authorized every two weeks to
ensure that the authorization is still valid.
PRINTING A CONFIRMATION
1. Press “6” or click the Reservations button on the Main Menu.
2. Enter the date of the reservation and press F10 or click the
Continue button.
3. Select an existing reservation from the list or select an
available room and make a reservation as described in the
“Adding A Reservation” section.
4. Press F4 or click the Print Confirm. button.
5. A Print Preview of the confirmation will be displayed.
• Press F2 or click the Print button to print one copy of the
confirmation.
• Press F4 or click the Print 2X button to print two copies of
the confirmation.
• Press F6 or click the E-mail button to e-mail a copy of the
confirmation.
• Press F10 or click the Done button if you would like to
return to the reservation without printing
VIEWING A RESERVATION
1. Press “6” or click the Reservation button on the Main Menu.
CHECK-INN FOR WINDOWS 137
2. Select a date for the reservation and press F10 or click the
Continue button.
3. All reservations for that day will be listed along with the
available rooms. Select a reservation and press F10 or click
the Continue button.
4. Press F10 or click the Continue button to return to the
Reservations screen.
CANCELLING A RESERVATION
1. Press “6” or click the Reservations button on the Main Menu.
2. Select a date for the reservation and press F10 or click the
Continue button.
3. All reservations for that day will be listed along with the
available rooms. Select a reservation and press F10 or click
the Continue button.
4. Press F6 or click the Cancel button.
5. A message box will be displayed asking, “Cancel the
reservation?”. Press F10 or click the YES button to cancel the
reservation, otherwise press ESC or click the NO button.
6. If a deposit has been made on the room, a message box will be
displayed saying, “A deposit of $##.## was made to guarantee
room”.
• Press OK or click the Enter button, and enter the refund to
the guest.
• If there is a cancellation fee, enter the amount into the Cash
Register and press F2 or click the Room Deposit button.
NOTE: If you don't wish to handle the refund at this time
you may send the deposit into billing for later payment.
Enter the amount of the refund, press “-”(minus), click the
Payment Type button and selecting Billing.
• Press F10 or click OK to continue.
7. Press F10 or click the Done button when you have finished.
8. If the reservation has any remaining deposit, a message will be
displayed to refund the remainder.
• Press F10 or click the YES button to refund the remaining
amount to cash.
138 CHECK-INN FOR WINDOWS
• Press ESC or click the NO button to return to the Cash
Register.
9. A Print Preview of the cancellation notice will be displayed.
• Press F2 or click the Print button to print one copy of the
cancellation confirmation.
• Press F4 or click the Print 2X button to print two copies of
the cancellation confirmation.
• Press F6 or click the E-mail button to e-mail a copy of the
cancellation confirmation.
• Press F10 or click the Done button to exit without printing
the cancellation confirmation.
VIEWING A CANCELLATION
1. Press “6” or click the Reservations button on the Main Menu.
2. Press “C” or click the View Cancellations button.
3. Select the cancellation you would like to view by pressing F10
or clicking the Continue button. You may search for the
cancellation by the room number, description, or guest name.
RESTORING A RESERVATION
1. Press “6” or click the Reservations button on the Main Menu.
2. Select the date of the reservation from the calendar.
3. Press “C” or click the View Cancellations button.
4. Select the reservation that you would like to restore and press
F10 or click the Continue button.
5. Press F6 or click the Restore button.
6. A message box will be displayed asking “Restore the
Reservation?”. Press F10 or click the YES button to restore
the reservation, otherwise press ESC or click the NO button.
7. You should notice that the header at the top of the screen now
says “Reservation” and not “Cancellation”.
8. Press F10 or click on the Continue button when you are
finished.
CHECK-INN FOR WINDOWS 139
COPYING A RESERVATION
Check-Inn will allow you to copy guest information from the last
reservation entered for your property. If the program has been turned
off and restarted, you will not be able to copy a reservation until after a
new reservation has been entered.
1. Press “6” or click the Reservations button on the Main Menu.
2. Select the start date of the reservation from the calendar.
3. Press F10 or click the Continue button.
4. Select an available room from the list.
5. Press F10 or click the Continue button.
6. Press F5 or click the Copy Last button.
7. A message box will be displayed asking, “Copy previous
guest?” Press F10 or click the YES button to copy the guest
information, otherwise press ESC or click the NO button. All
of the information that was entered in the previous reservation
will now be copied into this reservation.
8. Press F10 or click the Continue button when you are finished.
ASSIGNING A TRAVEL AGENCY
1. Press “6” or click the Reservations button on the Main Menu.
2. Select the start date of the reservation from the calendar.
3. Press F10 or click the Continue button.
4. Select the reservation you would like to assign the travel
agency, or click on an available room to make a new
reservation. (For instructions on adding a reservation please see
“Add Reservation” section.)
5. Press F7 or click the Travel Agency button.
6. Select a travel agency from the drop down list. If you need to
add or change a travel agency, you may do so in Travel Agent
Audit.
7. Press F10 or click the Continue button to save the agency for
the reservation, otherwise press ESC or click the Cancel
button.
140 CHECK-INN FOR WINDOWS
SEARCH MASTER GUEST HISTORY
1. Press “6” or click the Reservations button on the Main Menu.
2. Select the start date of the reservation from the calendar.
3. Press F10 or click the Continue button.
4. Select an available room for the new reservation by pressing
F10 or clicking the Continue button. (For instructions on
adding a reservation, please see the “Add Reservation”
section.)
5. Press F4 or click on the Search Master button.
6. Enter any part of the first name, last name and phone number.
Check-Inn will also search your guest history for the
information you entered in the “Other” search field.
7. Press F10 or click the Search button to start the search.
8. A guest record that matches your search criteria will be
displayed. You may continue to cycle through found guests by
pressing F5 or clicking the Continue Search button. The most
recent guest stay will be displayed first, followed by stays that
occurred further in the past.
REMARKS AND MARKETING CODES
1. Press “6” or click the Reservations button on the Main Menu.
2. Select the start date of the reservation from the calendar.
3. Press F10 or click the Continue button.
4. Select the reservation you would like to enter remarks and
marketing codes, or click on an available room to make a new
reservation. (For instructions on adding a reservation, please
see the “Add Reservation” section.)
5. Enter your remarks for the guest. Check-Inn has several types
of remarks that are handled differently in the program.
• Remarks to Guest/Folio
This field will be printed on guest folios. If you are using
custom folio numbers, enter the folio number in this field.
• Market Codes & Remarks
This field will only be printed on guest reports and will not
be seen by the guest. Press F2 or click the Insert Market
Code button, to select a marketing code from the list of
codes set up in Set Colors & Switches. You may also enter
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a market code beginning with a “/”. (i.e.: If you use the
code “COM” for commercial guests or “AAA” for Triple A
guests, enter “/COM” or “/AAA” in this field.)
NOTE: The Market Segment Report will search this field
for the market codes you enter.
• Flag as Bad Guest
Press F3 or click the check box next to “Flag as Bad
Guest”. This will add a red slash on the clipboard icon of
the guest and will list the guest’s name in red on the Quick
Search screen.
• Additional Remarks
These remarks will not appear on reports or folios. They
may be viewed or changed here at any point during the
guest’s stay, or in Guest Tracking after the guest’s stay.
6. Press F4 or click the Print Remarks button, to print the guest
remarks.
7. Press F10 or click the Done button when you are finished.
NOTE: A clipboard icon will be displayed in the lower left corner
of the Guest Information screen once a remark is entered. To view
the remarks either press F11, click the Remarks button, or click
on the “Clipboard” icon.
OVERBOOKING WITH CHECK-INN
Because Check-Inn does not print the room numbers on
confirmations, you may use the Conference Room feature to create
dummy rooms for overbooking your reservations. You may create
additional rooms up to the limit of your license (Example: if your
property has 37 actual rooms, and you are licensed to 50 rooms, you
will be able to create 13 dummy rooms).
1. To create a dummy room, press “8” or click the Change
Settings button from the Main Menu.
2. Press “2” or click the Rooms and Rates button.
142 CHECK-INN FOR WINDOWS
3. Press F2 or click the Add Room button.
4. Enter the information for the Dummy Room. The room
number must begin with the letter “C” (i.e.: C101)
5. Press F10 or click the Done button to finish adding the room.
6. To turn the switch on so that the computer will not count these
rooms against your occupancy rate or your ADR, press “8” or
click the Change Settings button.
7. Press “7” or click the Set Colors & Switches button.
8. Check the box beside the switch marked “Allow Conference or
Dummy Rooms”.
9. Press F10 or click the Done button when you are finished.
10. You may make reservations for these rooms just like you do
for regular rooms. When a guest arrives, you may change the
room assignment from a dummy room into a regular room.
RESERVATION REPORTS
Reservation Reports will allow you to view reservations and
cancellations that have been made, and any deposits that have been
received.
1. Press “6” or click the Reservation button on the Main Menu.
2. Press “R” or click the View Reservation Reports button.
There are eight reservation reports available on this screen.
DAILY RESERVATIONS
The Daily Reservations Report lists all reservations for a specific day
or days. The information provided in the report includes the guest
name, room number, confirmation number, room rate, number of
adults, number of children, deposit amount, arrival time, guaranteed
status, hold to time (if any), number of nights, and remarks.
1. Press “1” or click the Daily Reservations button.
2. Enter the start date and end date for the report by typing in the
date or by clicking on the down arrow and selecting a date
from the calendar.
3. Select the format of the report.
• Room- lists the reservations by room number.
• Name- lists the reservations by guest name.
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4. Press F10 or click the OK button to view the report.
RESERVATION DEPOSITS
The Reservation Deposit Report will list the advance deposits that you
have already received for each reservation made. The report also
includes the total amount of cash or credit card payments that you have
received, the guest name, room number, confirmation number, room
rate, number of adults, number of children, deposit amount, arrival
time, guaranteed status, hold to time (if any), number of nights and
remarks.
1. Press “2” or click the Reservation Deposits button to view and
print the report.
ALL RESERVATIONS
The All Reservations Report is a listing of all future reservations that
you currently have in the system for future dates. The information
provided in the report includes the guest name, room number,
confirmation number, room rate, number of adults, number of
children, deposit amount, arrival time, guaranteed status, hold to time
(if any), number of nights, and remarks.
1. Press “3” or click the All Reservations button to view and
print the report.
CENTRAL RESERVATIONS
NOTE: A special Central Reservations Option Code is required to
connect your central reservations computer with your Check-Inn®
computer. Please contact Innsoft, Inc. if you wish to purchase this
module.
The Central Reservations Report is a log of all reservations that were
received by Check-Inn® from your central reservations computer.
These reservations are automatically added to your existing
reservations. If Check-Inn® has added or changed any Central
Reservations, they will be logged in this report. If there were problems
making the requested change or addition, it will be logged with an
explanation of the error. If Check-Inn® receives a reservation it is
unable to process, the entire reservation will be sent to this report for
144 CHECK-INN FOR WINDOWS
entry by hand. This report should be reviewed each night to insure
accurate posting for your central reservations. Contact Innsoft, Inc.
technical support if you have problems with the Central Reservation
link.
1. Press “4” or the Central Reservations button to view and print
the report.
2. To force all reservations to post, press F3 at the Main Menu.
DAILY CANCELLATIONS
The Daily Cancellations Report is a listing of cancellations for a
certain day or days. The information provided in the report includes
the guest’s name, room number, confirmation number, room rate,
number of adults, number of children, deposit amount, arrival time,
guaranteed status, hold to time (if any), number of nights, and remarks.
1. Press “5” or click the Daily Cancellations button.
2. Enter the start date and end date for the report by typing in the
date or by clicking on the down arrow and selecting a date
from the calendar.
• Room- lists the reservations by room number.
• Name- lists the reservations by guest name.
3. Press F10 or click on the OK button to view or print the report.
FORECASTING
The Forecasting Report will allow you to view occupancy statistics
and expected revenue for a future date or date range. It will give a
summary breakdown with the number of days, total rooms rented, total
rooms occupied, total reservations made, percent occupied, average
daily rate, as well as a breakdown for each of your room types.
1. Press “6” or click the Reservation Forecasting button.
2. Enter the start date and end date for the report by typing in the
date or by clicking on the down arrow and selecting a date
from the calendar.
3. Press F10 or click the OK button to view and print the report.
CHECK-INN FOR WINDOWS 145
EXPIRED RESERVATIONS
NOTE: Check-Inn® does NOT automatically cancel reservations with
delinquent deposits.
The Expired Reservations Report will list the reservations that have
not yet sent their advance deposit. The information provided on the
report includes the guest’s name, room number, confirmation number,
room rate, number of adults, number of children, deposit amount,
arrival time, guaranteed status, hold to time (if any), number of nights,
and remarks.
1. Press “7” or click the Expired Reservations button.
2. Select the number of days a reservation must be held without a
deposit before it is considered expired by clicking the down
arrow and selecting the number of days.
3. Press F10 or click the OK button to view the report.
RESERVATIONS AND CANCELLATIONS BY DATE MADE
The Reservations and Cancellations by Date Made Report will sort
reservations and cancellations by the date they were made. The
information provided on the report includes the guest name, room
number, confirmation number, room rate, number of adults, number of
children, deposit amount, arrival time, guaranteed status, hold to time
(if any), number of nights, and remarks. Below each reservation, a
separate line will tell you the type of room, when the reservation was
made or cancelled and the arrival date.
1. Press “8” or click the Reservations (Date Made) button.
2. Enter the start date and end date for the report by typing in the
date or by clicking on the down arrow and selecting a date
from the calendar.
3. Enter the start date and end date for the report by typing in the
date or by clicking on the down arrow and selecting a date
from the calendar.
• Room- lists the reservations by room number.
• Name- lists the reservations by guest name.
4. Press F10 or click the OK button to view this report.
146 CHECK-INN FOR WINDOWS
PRINTING REPORTS
1. A Print Preview of the selected report will be displayed.
• Press F2 or click the Print button to print one copy of the
report.
• Press F4 or click the Print 2X button to print two copies of
the report.
• Press F6 or click the E-mail button to e-mail a copy of the
report.
• Press F10 or click the Done button to return to the
Reservation Reports menu.
CHECK-INN FOR WINDOWS 147
REPORTS
You may view and/or print the Daily Report, Monthly Report,
Reservation Reports, Housekeeping Report, Occupancy Report, Shift
Reports, Marketing Report, Room Revenue Report, Tax Exempt
Report, Phone Report, POS & Movie Reports and create mailing labels
from this menu.
VIEWING/PRINTING THE DAILY REPORT
The Daily Report contains all of the financial information for a 24-
hour period based upon the “Close Out Time” that is set in the check-
in/out times screen. You may view reports for one day or several
days.
1. Press “7” or click the Reports button from the Main Menu.
2. Select “1” or press the Daily Financial Report button.
3. Enter the start date and end date for the reports by typing in the
date or by clicking on the down arrow and selecting a date
from the calendar.
4. Select the format for the reports, either “Detailed” or
“Summary”.
5. Press F10 or click the OK button to generate the report.
6. A “Please Wait” message will be displayed to notify you as to
the current status of the creation of the Daily Report(s).
7. Check-Inn for Windows will create a Daily Report for each
day in the date range you selected.
8. A Print Preview of the Daily Report will be displayed.
• Press F2 or click the Print button to print one copy of the
Daily Report.
• Press F4 or click the Print 2X button to print to copies of
the Daily Report.
• Press F6 or click the E-mail button to e-mail a copy of the
Daily Report.
• Press F10 or click the Done button to return to the Report
Menu without printing a copy of the Daily Report.
The property name, address, page number and date are printed at the
top of each Daily Report. There is an option to time and date stamp
148 CHECK-INN FOR WINDOWS
when the report was printed in Set Colors & Switches from the Change
Settings menu.
The beginning of the Daily Report contains the information on charges
and payments for each guest during the date specified. The top section
of the report contains the following information:
GUEST'S NAME
Contains the guest's last and first name, the guest number and the
guest’s status (advance deposit, stay-over etc.)
ROOM NO.
Contains the guest’s room number.
BALANCE DUE YESTERDAY
Contains the guest’s balance before today’s charges and payments.
ROOM RENTAL
Contains the daily room rate, not including taxes.
TELEPHONE
Contains any phone charges entered for the selected date.
MISC.
Contains a total of all miscellaneous charges for the selected date.
TAX
Contains all taxes charged to the room for the selected date. This
includes, room tax, telephone taxes and taxes charged for
miscellaneous items.
TOTAL CHARGES
Contains a total of the charges for the room for the date.
CASH
Contains the amount collected in cash or check for the room.
CREDIT CARD
Contains the credit card symbol (i.e.: VM = Visa/Master card) and the
amount paid using a credit card.
CHECK-INN FOR WINDOWS 149
ACCTS. REC. BILLING
Contains the total amount sent to Accounts Receivable for the room on
the selected date.
TOTAL AMOUNT
Contains the total amount paid for the room for the selected date.
BALANCE DUE TODAY
Contains the new balance after adding today’s charges and subtracting
today’s payments.
MISCELLANEOUS BREAKDOWN
This contains a breakdown by category of the total miscellaneous
charges for that day. The categories are set in Tax and Sales
Categories from the Change Settings menu.
NOTE: The reports are created from scratch every time they are
generated. Therefore you may change the name of a category and have
it change that name on older reports.
OCCUPANCY SUMMARY
This section shows the total rooms occupied, the occupancy rate and
the average daily rate for the selected date. A month-to-date summary
is also displayed (occupancy for days from the beginning of the month
to the date of the report). If you have Conference Rooms set to “ON”
in Change Settings, you will find separate calculations for those
rooms.
NOTE: Rooms rented using weekly, monthly, and package rates of 2
or more nights do not affect the "Occupancy Rate" or the "Average
Daily Rate".
TAX EXEMPT SUMMARY
This section contains a breakdown of all tax-exempt room rental
charges. This will show a breakdown for each tax type, starting with
“Y” for completely tax exempt, followed by 1,2, and 3 for the exempt
types you have set in Tax and Sales Categories. A month-to-date
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summary is also displayed (tax exemptions from the beginning of the
month to the date of the report).
NOTE: Columns will not be displayed if you do not have tax-exempt
guests of a particular type.
CASH REGISTER REPORT
This section contains a breakdown of all charges, payments and taxes
made in the stand-alone cash register on the Main Menu that were
NOT associated with a room.
SUMMARY TAX BREAKDOWN
This section shows the amount of tax paid that day for each category
of taxes (Example: Lodging, Sales, Etc.).
BILLINGS REPORT
This section will display all billings made to Accounts Receivable,
billings paid and net billings.
ADVANCE DEPOSIT REPORT
This section will display a previous deposit balance, the amount of
deposits made that day, the deposits used that day and a new deposit
balance. Below the balances, the number of new deposits made, the
number of deposits used and the number of no-shows will be
displayed.
SUMMARY
This section summarizes the charges, taxes, payments, and balances
for the day and the month-to-date (from the beginning of the month to
date of report).
NOTE: In the “month to date” row the beginning balance is always
zero on the first day of the month.
The balance can be found by using the following calculation.
Previous Balance + Total Charges + (Adv. Deposits Made – Adv.
Deposits Used) – Total Payments = New Balance
CHECK-INN FOR WINDOWS 151
Example: Previous Balance: $608.00, Total charges $150.00, Adv.
Deposits Made: $25, Adv. Deposit Used: $14, Total Payments: $135.
Then the following would be true:
$608 +$150 = $758 (Previous Balance + Total Charges)
+$25 - $14 = $11 (Adv. Deposits made – Adv. Deposits Used)
- $135 = -$135 (Total Payments)
Total $634 (New Balance)
ACCOUNTS RECEIVABLE SUMMARY
This section contains a breakdown of the credit card and billing
activity for the selected date.
1. The "Balance Yesterday" column contains the amount owed to
the property each credit card company and billing as of
yesterday.
2. The "Today's Charges" column is the total charges for each
card for the date.
3. The "Discount" column gives the amount each credit card
company is taking as a processing fee.
4. The "Today's Net" column is the actual credit card amount that
should be received from the credit card company.
5. If the credit card is directly deposited into your account,
"Payments Received" will equal "Today's Net", otherwise the
“Payments Received” column is the amount entered in the
Credit Card Audit screen.
6. "Audit Adjustment" is the amount entered in the Credit Card
Audit screen and is equal to the amount of extra credit card
charges, charge-backs and other adjustments.
7. The "Balance" column is the new balance after all charges and
payments have been applied.
TOTAL CASH RECEIVED
This section will display all cash received, for both the day’s business
and cash payments applied to Accounts Receivable.
NOTE: The Total Cash received will only display if you have made a
cash payment to billing.
152 CHECK-INN FOR WINDOWS
VIEWING/PRINTING THE MONTHLY REPORT
1. Press “7” or click the Reports button on the Main Menu.
2. Press “2” or click the Monthly Financial Report button.
3. Enter the start date and end date for the reports by typing in the
date or by clicking the arrows to increase or decrease the
month and year.
4. Select the format for the reports, either “Detailed” or
“Summary”. You may choose “Detailed – Compare” or
“Summary – Compare” if you would like to compare last
year’s totals with this year’s totals,
5. Press F10 or click the OK button to generate the report.
6. A “Please Wait” message will be displayed for the month that
is being calculated. Check-Inn for Windows will create a
Monthly Report for each month in the date range you select.
7. A Print Preview of the monthly report.
• Press F2 or click the Print button to print one copy of the
report.
• Press F4 or click the Print 2X button to print two copies of
the report.
• Press F6 or click the E-mail button to e-mail a copy of the
report.
• Press F10 or click the Done button to return to the Report
Menu without printing the Monthly Report.
The beginning of the Monthly Report contains the information on
charges and payments for each day during the period specified. The
top section of the report contains the following information:
BALANCE DUE YESTERDAY
Contains the total balance before today's charges and payments have
been applied.
ROOM RENTAL
Contains a summary of the daily room rates not including taxes for the
day.
TELEPHONE
Contains a summary of the phone charges for the day.
CHECK-INN FOR WINDOWS 153
MISC.
Contains a summary of the miscellaneous charges for the day.
TAX
Contains a summary of all taxes charged for the day, including room
tax, telephone taxes and taxes charged for miscellaneous items.
TOTAL CHARGES
Contains a total of the charges for the room for the day.
CASH
Contains the amount collected in cash or checks for day.
CREDIT CARD
Contains the amount collected in credit card payments for the day.
ACCTS. REC.
Contains the total amount sent to Accounts Receivable for the day.
TOTAL AMOUNT
Contains the total amount paid for the day.
BALANCE DUE TODAY
Contains the new balance after that day’s charges and payments have
been applied.
MISCELLANEOUS BREAKDOWN
This section contains a category breakdown of the total miscellaneous
charges for that month. The categories are set in Tax and Sales
Categories.
NOTE: The reports are created from scratch every time they are
viewed. Therefore you may change the name of a category and have it
change that name on all older reports.
OCCUPANCY SUMMARY
This selection shows the total number of days in the date range, the
total rooms occupied, the average occupancy rate and the average
daily rate for the period that you have selected. If you have
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Conference Rooms set to “on” in Change Settings, you will find
separate calculations for those rooms.
NOTE: Rooms rented using weekly, monthly, and package rates of 2
or more nights do not affect the "Occupancy Rate" or the "Average
Daily Rate".
ROOMS RENTED
This section shows a breakdown of the number of rooms rented per
day during that month.
TAX EXEMPT SUMMARY
This section contains a breakdown of all tax-exempt room rental
charges. This will show a breakdown for each tax type, starting with
“Y” for completely tax exempt, followed by 1,2, and 3 for the exempt
types you have set in “Tax and Sales Categories”.
NOTE: Only exemptions with current charges will be listed.
SUMMARY TAX BREAKDOWN
This section shows the amount of tax paid that month for each
category of taxes (i.e.: Lodging, Sales, Etc.).
BILLING REPORT
This section will display a summary of billing entries made, billing
entries paid and the net billing activity for the month.
ADVANCE DEPOSIT REPORT
This report will display a summary of the previous deposit balance, the
amount of deposits made, the deposits used and a new deposit balance
for the month.
SUMMARY
This section summarizes the charges, taxes, payments, and balances
for the month and the Year To Date (from the beginning of the Year to
date of report).
CHECK-INN FOR WINDOWS 155
NOTE: In the "Year to Date" row the beginning balance is always
zero on the first day of the year.
The balance can be found by using the following calculation.
(Total Charges + Adv. Deposits Made) – (Adv. Deposits Used + Total
Payments) = New Balance
Example: Total charges $150.00, Adv. Deposits Made: $25, Adv.
Deposit Used: $14, Total Payments: $135. Then the following would
be true:
($150 -$135) = $15 (Total Charges - Total Payments)
+ ($25 -$14) = $11 +(Adv. Deposits Made - Adv. Deposits Used)
Total = $26 (New Balance)
ACCOUNTS RECEIVABLE SUMMARY
This section contains a breakdown of the credit card and billing
activity for the selected date.
1. The "Balance Yesterday" column contains the amount owed to
the property each credit card company and billing as of
yesterday.
2. The "Today's Charges" column is the total charges for each
card for the date.
3. The "Discount" column gives the amount each credit card
company is taking as a processing fee.
4. The "Today's Net" column is the actual credit card amount that
should be received from the credit card company.
5. If the credit card is directly deposited into your account,
"Payments Received" will equal "Today's Net", otherwise the
“Payments Received” column is the amount entered in the
Credit Card Audit screen.
6. "Audit Adjustment" is the amount entered in the Credit Card
Audit screen and is equal to the amount of extra credit card
charges, charge-backs and other adjustments.
7. The "Balance" column is the new balance after all charges and
payments have been applied.
156 CHECK-INN FOR WINDOWS
TOTAL CASH RECEIVED
This section will display all cash received, both for the month’s
business and cash payments applied to Accounts Receivable.
EXPORTING TO QUICKEN AND QUICKBOOKS
To export to Quicken or QuickBooks, you must already have a
checkbook account setup in one of these programs. See your program
help for more information on how to do this.
NOTE: In addition to Quicken & QuickBooks, Check-Inn for
Windows is also capable of exporting to Wolfpack and any other
comma delimited format such as Peachtree.
1. Press “7” or click the Reports button on the Main Menu.
2. Select either “Daily Reports” or “Monthly Reports”.
3. Select the dates that you would like the report to begin and end
by typing in the dates or by clicking on the down arrow and
selecting a date from the calendar. You may select up to 31
days at a time or 31 months at a time.
4. Once the report is displayed, press “E” or click the Export
Menu button at the lower left of the screen.
5. At the Export Menu, type in the export file name. For Quicken
and QuickBooks for DOS, the file should be "CHECKIN.QIF".
QuickBooks for Windows should be “CHECKIN.IIF”.
6. Press F2 or use the “Export File Type” drop down box to select
the type of program to which you will be exporting.
7. Press the corresponding function key or use the drop down box
to choose the export options for each category.
8. Once your export data and file has been selected, exit Check-
Inn for Windows completely and enter Quicken or
QuickBooks. For Quicken: press “2” (Register), press F2 for
Acct/Print and select “6” for Import. Enter the path and
filename (i.e.: c:\inn\checkin.qif) and press Enter. Your data
will then be imported. For QuickBooks(DOS): Select “7”
(Setup/Customize), then select “2” (backup) and “6” (import
company data). Then type the path and file name
(c:\inn\checkin.exp). Your data will then be imported.
CHECK-INN FOR WINDOWS 157
9. If this is the first time that you have imported data, you may
encounter several messages before your import can complete.
QuickBooks may send you a message "This file not created by
QuickBooks...” which is a normal message and should be
passed by pressing Enter. In both Quicken and QuickBooks
will want you to set up categories the first time that you import.
Consult your Quicken or QuickBooks manual to complete this
process.
EXPORT TO QUICKBOOKS FOR WINDOWS
QuickBooks for Windows uses an IIF format rather than QIF and
requires a more complicated setup. Although QuickBooks is
recommended as a useful back-office accounting program, it can be a
very complicated program to set up. Contact Intuit, Inc. for
information on setup and use.
SETTING UP AN ACCOUNT CODE FILE
Use Check-Inn®’s editor to set up a file for your accounting codes.
1. Press “8” or click the Change Settings button on the Main
Menu, to access the statement editor.
2. Press “8” or click the Set Statements button.
3. Press F6 or click the Edit Other Statements button.
4. Press F9 or click the Other Text Files button.
5. Enter “Account.cds” for the name of the file. This file must be
created for the export to QuickBooks for Windows to function.
6. An entry must be made for each category to be exported. Each
entry must be entered on it’s own line. Below is a list of each
category to be exported from Check-Inn for Windows and its
assigned number, which you will use in the Account.cds file.
Please note that if you are not planning to export a particular
category, it is not necessary to include an entry in the
accounts.cds file. However, it is mandatory that the #55 Guest
Ledger Balance Acct. entry be made (a QuickBooks IIF file
requirement).
The format for each entry is as follows:
# Export Category, Trans type, Account, Reverse Sign
158 CHECK-INN FOR WINDOWS
# Export Category = See chart below.
Trans Type = Type of account as defined in
QuickBooks.
(i.e.: bank, accts. rec., income etc.)
Account = Type of category to be tracked.
(i.e.: Room rental.)
Reverse Sign = Allows you to change a + or -
sign if the entry is incorrectly
recorded.
(i.e.: Y or N. Typically his will be N.)
Example:
If you wanted to track your total room rental in your
income account, your entry in the account.cds file will
be as follows:
1,income, room rental, N
EXPORT CATEGORIES AND ASSIGNED NUMBERS
The following is a listing of all categories that can be exported to
QuickBooks for Windows and the numbers that are assigned to each
category by Check-Inn for Windows.
1 Room Rental Total (includes taxed and tax exempt)
2 Phone
3 Misc. Total
4 Total Tax
5 Cash or (Cash + Billing payment cash)
6 Total Credit Card
7 Total Billing
8 ..16 Misc. categories from Room Deposit through Category 10
17..22 Credit cards itemized (up to 6 credit cards)
26..31 Credit card discounts itemized (up to 6 discounts)
33..42 Categories #11 through #20 Misc.
43..47 Tax A through E itemized
48 Room Rental (no tax exempt included)
49 Total Tax Exempt
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50 Tax Exempt #1
51 Tax Exempt #2
52 Tax Exempt #3
55 Guest Ledger Balance Account (mandatory)
VIEWING/PRINTING THE HOUSEKEEPING
REPORT
The Housekeeping Report displays the rooms that need cleaning. If the
room is empty and dirty, the room will be listed as <DIRTY>,
otherwise it will show the guest's name and guest identification. If the
guest is a stay-over it will display the guest's name with an "S/O".
NOTE: Including guest names in the Housekeeping Report is
optional. You can change this setting in the Set Colors & Switches
screen.
1. Press “7” or click the Reports button on the Main Menu.
2. Press “4” or click the Housekeeping Report button.
3. The options on this screen will allow you to print:
• Even and odd rooms separately.
• Print all rooms.
• Print just dirty rooms.
• Print a separate list for each housekeeper.
4. You may set the housekeeping order on this screen by defining
your rooms in a specific order. On the blank screen that is
provided, you will want to list your rooms, each on its own
line, down the left side of the screen. A blank line between
rooms will indicate where one housekeeper’s list will end and
the next housekeeper’s list will begin.
5. Select whether you would like to have even and odd numbered
rooms separated on the list.
6. Choose whether you would like to have clean rooms included
on the Housekeeping Report.
7. Choose whether you would like to have a separate report
printed for each housekeeper. You may define the number of
housekeepers by clicking on the arrows to increase or decrease
the number of housekeepers.
160 CHECK-INN FOR WINDOWS
8. Press F10 or click the Create Report button to view the
Housekeeping Report. Otherwise press ESC or click on
Cancel to exit from this screen.
9. A Print Preview of the Housekeeping Report will be displayed.
• Press F2 or click the Print button to print one copy of the
Housekeeping Report.
• Press F4 or click the Print 2X button to print two copies of
the Housekeeping Report.
• Press F6 or click the E-mail button to e-mail a copy of the
Housekeeping Report.
• Press F10 or click the Done button to return to Reports
menu without printing the Housekeeping Report.
10. When you exit the Housekeeping Report, a message box will
be displayed asking, “Clear Housekeeping?”
• Press F10 or click the YES button to clear the
Housekeeping Report. All rooms will be marked clean and
the Housekeeping Report will be empty until the next day.
• Press ESC or click the NO button to exit without clearing
the report.
NOTE: Do not change all rooms to clean after your check-in
time, as it may create problems on the next day’s report.
REMOTE ROOM STATUS CHANGE
NOTE: This section only applies if you are using the Call-Inn Call
Accounting, which connects your phone system to the computer.
Using this feature, your housekeepers may dial into the computer and
change the room status (i.e.: clean, dirty and not available) for a
particular room.
1. To set the codes for your property, exit out of Check-Inn for
Windows completely.
2. Click on the red telephone at the lower right corner of your
Windows screen.
3. Click on Settings, the “Housekeeping Codes” on the menu that
pops up.
CHECK-INN FOR WINDOWS 161
4. There are default codes that you may use or you may make up
your own codes.
5. To change the status from the room, pick up that room's
extension and dial 321 for “clean”, 322 for “dirty” or 323 for
“not available”. You will need to remain on the line longer
than the grace period set by your phone switch (you may need
to do some experiments to find out how long you will have to
wait).
NOTE: You may have to dial 9 first for an outside line.
VIEWING/PRINTING THE OCCUPANCY REPORT
The Occupancy Report gives a room-by-room report and a summary
of your occupancy rates for the date range specified.
1. Press “7” or click the Reports button on the Main Menu.
2. Press “5” or click the Occupancy Report button.
3. Enter the start and end dates of the date range, by typing in the
date or by clicking on the down arrow and selecting a date
from the calendar.
4. Press F10 or click the OK button to generate the report.
5. A Print Preview of the Occupancy Report will be displayed.
• Press F2 or click the Print button to print one copy of the
Occupancy Report.
• Press F4 or click the Print 2X to print two copies of the
Occupancy Report.
• Press F6 or click the E-mail button to e-mail a copy of the
Occupancy Report.
• Press F10 or click the Done button to return to the Reports
menu without printing the Occupancy Report.
The Occupancy Report contains:
• The total number of days in the date range.
• The total rooms occupied.
• The percentage of rooms occupied.
• The Average Daily Rate (both by occupied rooms and by
number of guests).
162 CHECK-INN FOR WINDOWS
• The total number of guests.
• The Average Daily Rate per guest.
The information is broken down by room at the bottom of the report.
NOTE: Rooms rented using weekly, monthly, and package rates of 2
nights or more do not affect the "Percentage Occupied" (% Occ.) or
the "Average Daily Rate" (ADR per Guest).
VIEWING/PRINTING THE STANDARD SHIFT
REPORT
The Shift Report displays all transactions made since the last Shift
Report was cleared. It reflects the exact time, screen, room and amount
of each transaction as they happen. Shift Reports are an exact
accounting of each transaction in the order that it was made and
therefore cannot be edited or changed.
NOTE: Shift Reports will not reflect changes that are made in the
Audit or Edit screens unless the “Record and Report Audit Changes”
switch is turned on in Set Colors & Switches from Change Settings.
1. Press “7” or click the Reports button on the Main Menu.
2. Select the type of Shift Report format you would like by
pressing F2 or clicking on the arrow to the right of the drop
down box to display the choices. These choices include:
• ALL: Includes all transactions and phone charges.
• SUMMARY: Shows totals only.
• PAYMENT: Shows payment transactions only.
• SKIP PHONE: Shows all transactions except the phone
calls.
3. Press “6” or click the Shift Report Menu button.
4. Press “1” or click the Standard Shift Report button.
5. Enter the name(s) of the clerks for the shift.
CHECK-INN FOR WINDOWS 163
NOTE: This will display the name of the clerks on the report,
but will not break down transactions by clerk.
6. If you have purchased the network version of the software, you
may select to print the Shift Reports for all terminals
combined, or you may print the Shift Reports individually for
each computer terminal.
7. Press F10 or click the Continue button.
The top of the Shift Report will display the clerk’s names, the time and
date that the Shift Report was printed, the type of Shift Report format
and a Shift Report number. The Shift Report number is sequential so
that you may easily see if a report is missing.
The Shift Report has five columns:
• Date: Displays the date the transaction occurred.
• Time: Displays the time the transaction occurred.
• Room No.: Contains the room number, if any, associated with
the transaction.
• Amount: Shows the amount of the transaction and the
category to which it was applied.
• Transaction Type: Displays the screen where the transaction
was made, such as Check-In, Cash Register, etc.
At the end of the Shift Report there is a Shift Summary. It will list the
charges that were applied to each category, a total of the charges, the
amount of payments received for each payment type and a total of the
payments for the shift. This report is what the clerks will use to
balance their drawer at the end of their shift.
1. Press F10 or click the Done button to exit the Shift Report.
2. A message box will be displayed asking, “Clear Shift Report?”.
• Press F10 or click the YES button to clear the report for the
next shift.
• Press ESC or click the NO button if you would not like to
clear the report.
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VIEWING/PRINTING THE MANAGER’S SHIFT
REPORT
The Manager Shift Report is accessible only by someone with a
Security password. You may view Shift Reports for any time and day
within the past thirty days.
1. Press “7” or click the Reports button on the Main Menu.
2. Press “6” or click the Shift Report Menu button.
3. Select the type of Shift Report format you would like by
pressing F2 key or clicking on the arrow to the right of the
drop down box to display the choices. These choices include:
• ALL: Includes all transactions and phone charges.
• SUMMARY: Shows totals only.
• PAYMENT: Shows payment transactions only.
• SKIP PHONES: Shows all transactions except the phone
calls.
4. Press “2” or click the Manager Shift Report button.
5. Enter the start date and end date by typing in the date or by
clicking the arrow and selecting a day from the calendar.
6. Enter the start time and end time by typing in the time or by
clicking the arrows to increase or decrease the number.
7. If you have purchased the network version of the software, you
may select to print the Manager’s Shift Reports for all
terminals or for a single terminal. Select which terminal you
wish to view by typing in the number or by using the arrows to
increase or decrease the number.
8. Press F10 or click the Continue button.
9. Enter your Security Password if required.
10. Press F10 or click the Done button.
11. A Print Preview of all shift transactions that fall between the
set dates will be displayed.
• Press F2 or click the Print button to print one copy of the
Manager’s Shift Report.
• Press F4 or click the Print 2X button to print two copies of
the Manager’s Shift Report.
• Press F6 or click the E-mail button to e-mail a copy of the
Manager’s Shift Report.
CHECK-INN FOR WINDOWS 165
• Press F10 or click the Done button to exit the report
without printing.
GUEST TRACKING MENU
The Guest Information screen allows you to view and print guest
information and guest folios from your guest history file. These guests
must have checked in, checked out and cleared the Guest Screen
within the system. No audit entries will be recorded in guest history.
NOTE: Purging data will destroy this information.
There are five different screens that you may access through the Guest
Tracking menu:
1. Guest History Use this to view folios from past guest
stays.
2. Guest labels Use this to print mailing labels for past
guests.
3. Marketing Report Use this to track revenue for your
marketing codes.
4. Room Revenue Report Use this to view occupancy and
revenue records for individual rooms.
5. Tax Exempt Report Use this to track tax-exempt guests.
6. Mange E-Mail Use this to send and manage stored e-mail
messages.
GUEST HISTORY
You may search for any guest that has stayed at the property in the
past. You may also re-print past folios, the re-printed folios will
contain all financial information with the exception of phone call
details (totals will be displayed).
NOTE: No entries added directly to the “Audit” will be displayed.
1. Press “7” or click the Reports button on the Main Menu.
2. Press “7” or click the Guest Tracking Menu button.
166 CHECK-INN FOR WINDOWS
3. Press “1” or click the Guest History button.
4. Enter the information asked for on the Search Master screen.
You may enter only partial information, such as a last name, if
desired. The “Other” field will search all guest info fields for
the desired information.
5. Press F10 or click the Search button to begin the search. The
Guest History screen will bring up the guest's information in
reverse date order, beginning with most recent stay.
6. Press F2 or click the Print Folio button to print a past folio for
the guest displayed.
7. You may view remarks or marketing codes for the guest by
pressing F3 or clicking the View Remarks button. To enter a
market code, press F2 or click the Insert Market Code button.
Select a market code and press F10 or click Insert.
8. Press F5 or click the Continue Search button to continue
searching the guest history for the information that you have
already typed in.
9. Press F4 or click the New Search button to begin another
search.
10. Press F10 or click the Done button when you are finished.
PRINTING MAILING LABELS FOR GUESTS THAT HAVE
STAYED IN THE PROPERTY
The Print Label screen allows you to print mailing labels in zip code
order for guests who have stayed at your property.
1. Press “7” or click the Reports button on the Main Menu.
2. Press “7” or click the Guest Tracking Menu button.
3. Press “2” or click the Guest Labels button.
4. Enter the date range you would like to draw the list from.
5. If you want to restrict the zip code range of the list, enter new
zip codes for the “Start Zip” and “End Zip”.
6. If you want to search for specific codes or references in the
guest remarks field, enter up to three search entries to look for.
If any of the three entries are found and the other search criteria
are met, the guest's label will be printed.
7. Select the print format for the type of labels that you will be
using by pressing F2 or clicking on the down arrow and
selecting a format from the list.
CHECK-INN FOR WINDOWS 167
8. Press F10 or click the Continue button.
9. A Print Preview of the mailing labels will be displayed.
• Press F2 or click the Print button to print one copy of the
labels.
• Press F4 or click the Print 2X button to print two copies of
the labels.
• Press F6 or click the E-mail button to e-mail a copy of the
labels.
• Press F10 or click the Done button to exit without printing
the labels.
CREATING A MARKETING REPORT
The Marketing report will break down your room revenue based upon
codes placed in the Remarks section of the guest's information.
1. Press “7” or click the Reports button on the Main Menu.
2. Press “7” or click the Guest Tracking Menu button.
3. Press “3” or click the Marketing Report button.
4. Enter a start date and end date for the report (only revenue in
this date range will be used) by typing the dates or by clicking
the arrow and selecting a date from the calendar. You may
either type in the date or click on the down arrow to display a
calendar that you may select a date from.
5. Press the F10 or click the OK button.
6. Enter the market categories that you would like to search for by
typing them in or by selecting the codes from the drop down
boxes. Press the F10 or click the Continue button.
7. A Market Segment report will include the following
information for each market code:
• Revenue.
• % of Total Revenue.
• Room Count.
• Average Daily Rate.
• Daily occupancy.
8. A Print Preview of the Market Segment Report will be
displayed.
• Press F2 or click the Print button to print one copy of the
marketing report.
168 CHECK-INN FOR WINDOWS
• Press F4 or click the Print 2X button to print two copies of
the Marketing Report.
• Press F6 or click the E-mail button to e-mail a copy of the
Marketing Report.
• Press F10 or click the Done button to return to the “Guest
Reports” menu without printing.
CREATING A ROOM REVENUE REPORT
The Room Revenue report will display the guest and revenue history
of a room over any period of time.
1. Press “7” or click the Reports button on the Main Menu.
2. Press “7” or click the Guest Tracking Menu button.
3. Press “4” or click the Room Revenue Report button.
4. Enter the start date and end date for the reports by typing in the
date or by clicking on the down arrow and selecting a date
from the calendar.
5. Press F10 or click the OK button.
6. On the Revenue Report Room Selection screen, select the
rooms that you wish to view by holding down the CTRL key
and clicking on the desired rooms, or by pressing the * key and
press F10 or click the Continue button.
7. A Print Preview of the Revenue report will be displayed with
the dates the room was rented, the name of the guest it was
rented to, the number of days the guest stayed, and the total
lodging revenue generated by that guest.
• Press F2 or click the Print button to print one copy of the
report(s).
• Press F4 or click the Print 2X button to print two copies of
the report(s).
• Press F6 or click the E-mail button to e-mail a copy of the
report(s).
• Press F10 or click the Done button to return to the Report
menu without printing the report(s).
TAX EXEMPT REPORT
This will provide a list of all guests for a defined period of time that
are exempt from a particular tax.
CHECK-INN FOR WINDOWS 169
1. Press “7” or click the Reports button on the Main Menu.
2. Press “7” or click the Guest Tracking Menu button.
3. Press “5” or click the Tax Exempt Report button.
4. Enter the start date and end date for the report by typing in the
date or by clicking on the down arrow and selecting a date
from the calendar
5. Select the type of tax that the report will display by typing in
the letter, or by clicking the down arrow and selecting the “Tax
Exempt” type from the list.
6. Press F10 or click the OK button to generate the report
7. A Print Preview of the tax exempt report will be displayed.
• Press F2 or click the Print button to print one copy of the
Tax Exempt report.
• Press F4 or click the Print 2X button to print two copies of
the Tax Exempt report.
• Press F6 or click the E-mail button to e-mail a copy of the
Tax Exempt report.
• Otherwise press F10 or click the Done button to return to
the Reports menu without printing a copy of the report.
MANAGING E-MAIL MESSAGES
If you have previously saved e-mail messages, you may use Manage
Messages to send or delete the saved messages.
1. Press F4, click the Manage button, or click on the File tab and
select “Manage Message” to manage your saved messages.
2. Once you have finished press ESC or click the Done button.
SELECTING AND DE-SELECTING MESSAGES
1. Tab to the address and press the Spacebar to check the box, or
simply click on the box next to the e-mail address with your
mouse. (A box with a check is selected.)
2. Press F5 or click the Select All button to select all the
messages in the list.
3. Press F6 or click the De-select All button to de-select all the
messages in the list.
170 CHECK-INN FOR WINDOWS
DELETING MESSAGES
1. Select the message or messages you would like to delete.
2. Press DEL or click the Delete button to delete the selected
messages.
3. A message box will be displayed asking, “Delete Marked
Messages?” Press F10 or click the YES button to delete the
marked messages. Otherwise press ESC or click the NO
button.
SENDING SAVED MESSAGES
1. Select the message or messages you would like to send.
2. Press F10 or click the Send button to send the selected
messages.
3. A message box will be displayed asking, “Send Marked
Messages?” Press F10 or click the YES button to send the
marked message. Otherwise press ESC or click the NO
button.
VIEWING/ PRINTING/ CLEARING THE PHONE
REPORTS
There are two phone reports available. The Phone House Account
displays all phone calls made from house extensions. The Phone
Miscellaneous Report displays all calls from checked-out rooms,
scrambled phone records, phone system reports or any other phone
information that is not part of the phone house account or the room
records.
PHONE HOUSE ACCOUNT REPORT
1. Press “7” or click the Reports button on the Main Menu.
2. Press “8” or click the Phone House Acct. button.
3. A Print Preview of the Phone House Account Report will be
displayed.
• Press F2 or click the Print button to print one copy of the
Phone House Acct. report.
• Press F4 or click the Print 2X button to print two copies of
the Phone House Acct. report.
CHECK-INN FOR WINDOWS 171
• Press F6 or click the E-mail button to e-mail a copy of the
Phone House Acct. report.
• Press F10 or click the Done button to return to the Reports
menu without printing a copy of the report.
4. A message box will be displayed asking, “Clear Phone House
Account Report?”
• Press F10 or click the YES button if you would like to
clear the report.
• Press ESC or click the NO button if you would not like to
clear the report.
NOTE: A security password may be required to clear the
report.
MISCELLANEOUS PHONE REPORT
The Phone Miscellaneous Report records all calls that do not belong to
a checked-in guest or house phones. These calls include wake-up calls
and calls from checked-out rooms (marked with an *), and incomplete
phone records.
1. Press “7” or click the Reports button on the Main Menu.
2. Press “9” or click the Phone Miscellaneous button.
3. A Print Preview of the Phone Miscellaneous Report will be
displayed.
• Press F2 or click the Print button to print one copy of the
Phone Miscellaneous Report.
• Press F4 or click the Print 2X button to print two copies of
the Phone Miscellaneous Report.
• Press F6 or click the E-mail button to e-mail a copy of the
Phone Miscellaneous Report.
• Press F10 or click the Done button or return to the Reports
menu without printing the Phone Miscellaneous Report.
4. A message box will be displayed asking, “Clear miscellaneous
phone information?”
• Press F10 or click the YES button if you would like to
clear the Phone Miscellaneous Report.
• Press ESC or click the NO button if you would not like to
clear the Phone Miscellaneous Report.
172 CHECK-INN FOR WINDOWS
NOTE: A security password may be required to clear the
report.
POS/MOVIE INTERFACE
NOTE: This is a special module that requires an Options Code to
activate. If you would like to purchase this module, please contact
Innsoft, Inc.
This log will record transactions and details provided by an interfaced
point of sale system or entertainment system. When connected, this
information will display on the guest folio as well.
NOTE: Movie titles will not be listed on the guest folio.
1. Press “7” or click the Reports button on the Main Menu.
2. Press “A” or click the P.O.S. & Movie Logs button.
3. A Print Preview of the P.O.S. and Movie Logs will be
displayed.
• Press F2 or click the Print button to print one copy of the
P.O.S. and Movie Log report.
• Press F4 or click the Print 2X button to print two copies of
the P.O.S. and Movie Log report.
• Press F6 or click the E-mail button to e-mail a copy of the
P.O.S. and Movie Log report.
• Press F10 or click the Done button to return to the Reports
menu without printing a copy of the P.O.S. and Movie Log
Report.
4. A message box will be displayed asking, “Clear POS/Movie
Log?”
• Press F10 or click on the YES button if you would like to
clear the P.O.S. & Movie Log Report.
• Press ESC or click the NO button if you would not like to
clear the P.O.S. & Movie Log Report.
NOTE: A security password may be required to clear the
report.
CHECK-INN FOR WINDOWS 173
MAINTAIN CHECK-INN
FILES
MAKING BACKUPS TO DISK
Backups are a VERY IMPORTANT part of Check-Inn for
Windows. They help you prevent the possible loss of your properties
financial information in the event of a computer breakdown. Full
backups will contain a complete record of all information contained in
Check-Inn for Windows. You should backup your data daily and use
a separate set of disks for each day of the week. (i.e.: For floppy disks,
label each set of disks for a day of the week; a Monday set, Tuesday
set, etc. Then use Monday disks on Monday, Tuesday disks on
Tuesday, etc.)
NOTE: Disks can be rotated for 2 to 3 months and will then need to
be replaced.
Compression will reduce the number of backup disks that you use at a
ratio of 10 to 1. The backup process will tell you how many blank
formatted disks you will need, based on the type of disks you are
using. For maximum effectiveness, use high-density, formatted disks.
Check-Inn for Windows has the ability to backup to other computers
on a network, as well as to a separate place on the hard drive or to a
zip drive.
BACKUP CHECK-INN
FOR WINDOWS DATA
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “B” or click the Maintain Check-Inn Files button. If
you have set a security password, but do not require it to
backup Check-Inn data, you may press ESC at the password
prompt that appears when trying to access Change Settings.
3. To backup your current data, press “1” or click the Backup
Data button.
4. Select the directory that will contain the backup by typing the
new drive letter and path, or by clicking the Set Backup Path
button and choosing a location. The type of disk you have
selected will be displayed.
174 CHECK-INN FOR WINDOWS
5. If you are backing up to floppy disks, click the “ON” check
box next to “Compression is:”. Compression will backup your
data using less floppy disks.
6. If you are backing up to floppy disks, Check-Inn will try to
estimate the number of disks you will need to complete the
backup.
7. Press F10 or click the Start Backup button.
8. A progress bar will be displayed, showing the amount of the
backup that is complete.
9. If you are using floppy disks, insert them into the computer as
the program requests. When you remove each disk, be sure to
number the disks to maintain their order.
10. Press ESC or click the Cancel button if you wish to abort the
backup.
AUTOMATIC BACKUP
You may set the computer to do an automatic backup to your current
hard drive or to an alternate drive. This DOES NOT REPLACE a
full nightly backup to a disk (if your drive becomes corrupted, you will
be unable to retrieve your data). However, this will provide some
added protection against data loss in case a regular backup has not
been made. The current month’s information is backed up when using
this method each time an auto-backup is preformed.
NOTE: Previous monthly data and guest history files are NOT
backed up using the automatic backup.
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “B” or click the Maintain Check-Inn Files button.
3. Press “3” or click the Set Auto Backup button.
4. You may set up to two auto-backup times per day; use the drop
down box to activate the backup(s).
• Select “ON- Active A” to do one backup only.
• Select “ON-Active A & B” to backup twice during a
twenty-four hour period.
• Select “Off” and Check-Inn® will not back up your data
automatically.
CHECK-INN FOR WINDOWS 175
5. Set the time(s) you would like the auto-backups to start by
selecting the part of time that you wish to change (hours,
minutes, AM/PM). You may either type in the new time or use
the arrows to increase or decrease the numbers and change
between AM and PM.
6. Select the directory that will contain the auto-backup by typing
the new drive letter and path, or by clicking the Set Auto-
Backup Path button and choosing a location. The type of disk
you have selected will be displayed. The auto-backup will
default to the AUTO\ path on the same hard drive that Check-
Inn® for Windows is installed.
7. You may make a full disk backup automatically by checking
the box next to “Full Backup”. If the “Full Backup” option is
checked, Check-Inn® will perform the same backup functions it
does when making a full disk backup (it will save all files that
have been created since you began to use the software). If
“Full Backup” is not selected, the master.dbf file (your guest
history) will not be backed up and only the current month’s
data will be saved.
8. Press F10 or click the Done button when you are finished.
RESTORING FULL BACKUP DATA
WARNING! All information in the system will be lost and replaced
with the information of the backup data you select.
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “B” or click the Maintain Check-Inn Files button.
3. Press “2” or click the Restore Data button to restore Check-
Inn® data from a previous disk backup.
4. You must specify the location of your backed up files from
which you would like the system to restore. If the correct path
is not listed, click on the Change Location… button. Select
location of the backup you wish to restore. Click the OK
button.
5. If you are restoring from a floppy disk, insert the first disk of
your backup.
176 CHECK-INN FOR WINDOWS
6. Press F2 or click the Restore Full Backup button.
7. A message box will be displayed asking, “WARNING- Restore
will destroy your existing data. Do you wish to continue?”
Press F10 or click the YES button to start restoring, otherwise
press ESC or click the NO button.
8. If you selected “Yes”, another message box will be displayed
asking, “Are you sure you wish to restore?” Press F10 or click
the YES button if you are. Otherwise, press ESC or click the
NO button.
9. The system will then ask if you would like to clear restored
guests. If you would like to remove the guests in the Guest
Screen when the backup was made, press F10 or click the YES
button. If you would like to keep the guests that were on the
Guest Screen when the backup was made, press ESC or click
the NO button.
10. Once you are finished press F10 or click the Done button.
RESTORING AUTOMATIC BACKUP DATA
WARNING! This will overwrite any information currently in the
system and restore all data to the day and time that the auto-backup
was made.
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “B” or click the Maintain Check-Inn Files button.
3. Press “2” or click the Restore Data button to restore data from
the automatic backup.
4. Select the auto backup you would like to restore by clicking the
down arrow, and selecting a dated backup set from the list.
The backups will be displayed in reverse date order so that the
last one made will be the first one displayed.
5. Press F3 or click the Restore Auto-Backup button.
6. A message box will be displayed asking, “WARNING –
Restore will destroy your existing data. Do you wish to
continue?” Press F10 or click the YES button to start
restoring, otherwise press ESC or click the NO button.
CHECK-INN FOR WINDOWS 177
7. If you selected “YES”, another message box will be displayed
asking, “Are you sure you wish to restore?” Press F10 or click
the YES button if you are sure about restoring the files,
otherwise press ESC or click the NO button.
8. The system will then ask, “Do you wish to clear restored
guests?” If you would like to remove the guests in the Guest
Screen when the backup was made press F10 or click the YES
button. If you would like to keep the guests that were on the
Guest Screen when the backup was made, press ESC or click
the NO button.
PURGING CHECK-INN
'S INFORMATION
Please remember that purging your data completely destroys your data
from the beginning of your data to the date entered. The destroyed data
will include but not be limited to: guest history, billing information,
audit and all financial information. We highly recommend that you
perform several backups of Check-Inn for Windows data files before
you continue with the purge. Purging your data WILL NOT increase
the speed of your computer. Purging should only be done when you
are absolutely sure that you no longer need the information in the
software. We strongly recommend that a technician from Innsoft, Inc.
technical support assist you through this procedure.
1. Press “8” or click the Change Settings button on the Main
Menu.
2. Press “B” or click the Maintain Check-Inn Files button.
3. Press “4” or click the Purge Data button.
4. Enter the last date that will have data removed from the system.
Any information after this date will not be purged.
5. A message box will be displayed saying, “This will clear daily
data prior to ##/##/####, but not reservations. Continue?” Press
F10 or click the YES button to purge the data, otherwise press
ESC or click the NO button. This is your last warning!
IMPORTANT! Do not turn off the computer while the purge
is in progress, as it may permanently damage your data files.
6. To cancel the purge, press ESC or click the Cancel button.
178 CHECK-INN FOR WINDOWS
ERROR MESSAGES
Some errors are caused by issues with the computer or computer’s
resources and are not issues with the Check-Inn® of Windows
program. These errors should not occur. If they are common, you may
want to have the computer system examined by a certified computer
technician for viruses, memory, and hard drive issues.
LOW DISK SPACE
You are currently very close to running out of hard drive space. If you
continue without any corrective action you will not able to operate
Check-Inn®.
Possible Corrections:
1. If there are old files on your hard drive that you no longer need.
You may wish to erase them to free up disk space for Check-
Inn®. Please make sure you back up any files you want to keep
before deleting. See your Windows documentation on how to
delete files.
IMPORTANT! We do NOT recommend that you purge Check-Inn®
data to clear space on the hard drive.
OUT OF DISK SPACE
You have insufficient hard drive space to run Check-Inn® for
Windows.
1. See the corrective action for low disk space above.
OUT OF MEMORY
You have insufficient memory (RAM) to run Check-Inn® for
Windows. Your computer should have at least 128 Mbs of memory
installed.
CHECK-INN FOR WINDOWS 179
Possible Corrections:
1. Make sure that your computer has at least 128 Mbs if you are
running Windows 95,98 or ME. We recommend that you have
256 Mbs if you are running Windows NT, 2000 Professional or
XP.
2. Remove resident programs from the computer when you are
running Check-Inn®. This will provide more memory for
Check-Inn® to run.
NO PERSONAL CODE NUMBER
Check-Inn® requires a personal code number to run. This code number
is found on your invoice under the Information section, if you have
purchased the software. If you do not have a personal code number or
cannot find your invoice, contact Innsoft, Inc.
If your copy of Check-Inn® for Windows is less than two months old
you may be able to use the software by entering the demo code. The
demo code for Check-Inn® is 651335.
CHECK-INN SYSTEM ERROR
Check-Inn® for Windows may stop and write a system error on the
screen. This can be caused by an internal error in Check-Inn®,
corrupted data files, or computer problems. Please write down the
error number and what you were doing on the computer at the time of
the error and call Innsoft, Inc. technical support.
Examples:
Disk error drive C, Data Error, Sector Not Found, General Failure,
Error 205, Error 208.
If Check-Inn® for Windows reports any of these errors for your hard
drive your computer is having hard drive problems that must be
corrected.
1. You should answer “Y” to “Retry?” at least several times to try
correcting this problem.
2. Your computer should be taken to a service technician
immediately if retrying does not correct the problem.
180 CHECK-INN FOR WINDOWS
If Check-Inn® reports an error on drive “A” or “B” it probably means
that your floppy disk has not been formatted or the disk or disk drive
may be damaged.
1. Either reformat the disk or use a new disk.
2. You may also need to clean your floppy drive as dust may
interfere with the reading of the disk.
3. Cleaning disks are available at computer supply stores or you
may purchase a can of compressed air to blow out the dust.
CHECK-INN FOR WINDOWS 181
QUESTIONS AND ANSWERS
WHY DOES MY CHECK-INN
PROGRAM SAY MY
CODE IS EXPIRED?
Check-Inn for Windows will display this message for several reasons.
1. Your Demo copy of Check-Inn for Windows has expired.
• Your demonstration copy of Check-Inn for Windows will
work for 60 days from the day the disk was installed. Once the
60 days have passed, Check-Inn will no longer function
without a valid code. Please call Innsoft, Inc. to purchase the
software.
2. The property name has been changed or the Code number has been
deleted.
• When the property name is changed on the Property Name and
Address screen, from Change Settings, this changes the code
that the program looks for to activate itself, the existing code
will no longer work.
• If you need to change the name of your property within Check-
Inn please call Innsoft, Inc. There will be a administration fee
for name changes.
3. You added more rooms to your property than the version Check-
Inn for Windows was set for originally.
• When more rooms are added to a property and entered into
Check-Inn from the Room Numbers & Descriptions screen
from Change Settings, it will change the code number if you
exceed your limit. (i.e.: You are licensed for 50 rooms and you
have entered 55 rooms on the Room Numbers & Descriptions
screen.) Please call Innsoft, Inc. for an immediate room
upgrade.
I CHECKED OUT A GUEST, BUT THEY ARE STILL
IN THE GUEST SCREEN. WHY?
A guest will remain in the Guest Screen after check-out with the
guest’s name and “C/O” listed in red. These guests will be
removed at your Check-in time or when another guest checks into
that room. This is useful if a checked-out guest must be reinstated
for correction.
182 CHECK-INN FOR WINDOWS
I DELETED A GUEST ON THE DAILY AUDIT
SCREEN. HOW CAN I GET THEM BACK?
I deleted the guest in the middle of his stay.
1. Change the date on the Audit screen to the first date of the
guest’s stay.
2. Press F2 or click the Guest Properties button.
3. Press F2 or click the Guest Dates button.
4. Change the end date to today (or the last date of the guest’s
stay).
5. Make sure to re-enter any payments made on the correct dates,
if they were made on dates that were deleted.
I deleted the guest on the first/only night of their stay.
1. Change the date on the Audit screen to the first/only day of the
guests stay.
2. Press F3 or click the Add Guest button.
3. Enter the first date of the guest’s stay.
4. Enter the end date of the guest’s stay; if the guest is currently
checked into the property enter today as the end date.
5. Make sure to re-enter all payment information on the date
made.
CHECK-INN
STILL SHOWS YESTERDAY’S
RESERVATIONS, WHY?
The Guest Check-In screen still shows yesterday’s reservations
because the property has not passed the time set for Early Check-
In. Early Check-In is the time when the property stops charging
for the night before and starts charging for today.
To change your Early Check-In time
1. Press “8” or click the Change Settings button.
2. Press “4” or click the Check-In/Out Times button.
3. Change the “Early Check-In Time” by typing in the time, or by
using the arrows.
CHECK-INN FOR WINDOWS 183
I CAN’T FIND MY GUEST’S RESERVATION, WHAT
CAN I DO?
1. Search for the reservation to make sure it was not changed to
another room or date.
2. Check to make sure the reservation was not cancelled.
3. Make sure the guest is not currently checked in.
4. If you are still unable to find the record of the reservation, you
may have a damaged reservations file. Please call Innsoft, Inc.
technical support.
HOW DO I KEEP PEOPLE OUT OF CHANGE
SETTINGS & THE DAILY AUDIT?
1. Check-Inn for Windows has three levels of password
protection.
• Clerk
• Auditor
• Manager
2. Setup a different password for each level. Make sure to choose
a password that you can remember. The Clerk password is a
global password for all the clerks and has limited power to
password locks. The Auditor password gives access to all
clerk functions plus partial access to the Audit screen(s).
Auditor access to the Audit screen is limited to the last three
days’ activities. The Security password allows access to all
functions. Using the security password you may limit clerk
and auditor access to such screens as full use of Daily Audit,
customization screens, etc.
3. From the password options screen you may select certain
screens you would like to password protect.
WHY IS THERE A LETTER IN BRACKETS[ ] NEXT
TO THE GUEST’S NAME ON THE GUEST SCREEN?
1. An “L” indicates that there is a maintenance log entry for that
particular room. To view the log entry, go to Guest Check-In,
press F9 or click the Status Screen button. Select the room
with the [L] beside it and press F8 or click the Maintenance
184 CHECK-INN FOR WINDOWS
Log button. To clear it, press F8 or click the Delete & Exit
button.
2. An “M” indicates that there is a guest message for that
particular guest. To view the guest entry, go to the Guest
Screen and select the room with the [M] beside it and press F6
or click the Guest Messages button. To clear it, press F8 or
click the Delete & Exit button.
I AM CHECKING OUT A GUEST WHO HAS BEEN
CHARGED FOR AN EXTRA DAY. HOW DO I
REMOVE THE CHARGE?
1. At the Check-Out Cash Register screen, press “C” or click the
Check-Out Date button.
2. Change the Check-Out date back by one day.
3. Press F10 or click the Continue button.
This will remove all lodging and tax for the extra day.
I HAVE A WEEKLY GUEST THAT I WANT TO
CHANGE TO A DAILY RATE. HOW DO I DO THAT?
1. If you would like to change the rate type of a guest (i.e.: from
daily rate to weekly rate, from weekly to daily etc.), the guest
will need to be checked out and checked back in with the new
rate type.
2. To transfer a balance from one rate type to the other, pay the
balance off as a cash payment and complete the check out
procedure. When you check the person back in at the new rate
type, add the same balance in as a negative payment.
NOTE: This will have no net effect on your cash intake.
CHECK-INN FOR WINDOWS 185
MY MODEM WILL DIAL BUT NOT CONNECT.
WHY?
If the modem is having trouble connecting to your credit card
processor, you may need to try changing your “Initialization” options.
1. Press “8” or click on the Change Settings button.
2. Press “5” or click on the Credit Cards & Phone Limit button.
3. Press F3 or click on the Card Processing Setup button in the
lower left corner.
4. Click the down arrow next to “Initialization”, and select an
option.
5. Try processing another credit card transaction.
6. If you are still having trouble connecting, repeat the above
procedure using the next option in the initialization list.
If the steps above do not solve your issue, please contact Innsoft, Inc.
technical support.
I AM HAVING TROUBLE SUBMITTING A CREDIT
CARD BATCH. WHY?
With a batch issue, you have to answer a few questions before starting
the trouble shooting process.
1. Have you ever been able to submit a successful batch before?
2. Are you able to get credit card authorizations?
3. Did you receive a batch error?
If you answered Yes to question one, something has changed in the
computer to affect you ability to submit batches. You will want to
check the following:
1. Check the connection from the modem to the wall jack.
2. Check for a dial tone on the phone line.
3. Check the Credit Card Processor and Account numbers to
verify they are correct.
186 CHECK-INN FOR WINDOWS
If you answered Yes to question two, you may have a transaction in
the batch that is causing it to fail. You want to check for the
following:
1. Refunds
2. Payments for Accounts Receivable entries
3. $0 charges
4. Expired Cards
5. Odd number or dates
6. Did you receive a batch error? Batch entries are sent two at a
time. For example, if the batch error is 6 you may have a
damaged entry at either entry 6 or 7. Try deleting the two
entries and resubmitting the batch. If the batch is sent
successful re-enter the two entries you deleted and send them
with the next batch.
If the steps above do not solve your issue, please contact Innsoft, Inc.
technical support.
CHECK-INN FOR WINDOWS 187
BASIC COMPUTER TERMS
1. Mouse- The mouse allows you to move the cursor on the
screen without using the keyboard. It has a ball and two or
three buttons. The “tail” (the wire coming from the mouse)
should be away from you.
2. Cursor- The arrow or the blinking line that appears on the
screen.
3. Click- Push the left button on the mouse while the cursor is
over the button you wish to select.
4. Double Click- Click the left mouse button two times quickly
while the cursor is over the area you wish to double click.
5. Function Keys- The buttons along the top or side of the
keyboard with the letter F and a number on them, such as F3.
6. Port- An outlet on your computer that an additional device
plugs into. (i.e.: Printer Port)
7. Icon- A small picture on the Windows desktop that allows you
to start programs loaded on your computer.
8. Start Bar- The bar along the bottom of the Windows desktop
with a button labeled “Start”, a clock, and all windows
currently open.
9. Drop Down Box- Displays a list of options you may select by
using the arrow keys or clicking the down arrow and selecting
the correct entry. Some Drop Down Boxes will allow you to
type a new entry if the one you are looking for is not listed.
10. Message Box- A message that is shown on top of the current
screen, usually a list of choices requires a response from you.
11. Pop-Up Menu- A menu that is shown on top of your current
screen when a button is pressed.
12. Hint Box- A message that is displayed when you hold the
cursor over an item with a hint.
CHECK-INN FOR WINDOWS i
ACCOUNT AGING REPORT............................................................................... 114
ACCOUNT HISTORY REPORT........................................................................... 114
ACCOUNTS RECEIVABLE..........................................................................102, 108
ACCOUNTS RECEIVABLE REPORTS............................................................... 113
ACKNOWLEDGMENT ............................................................................................ 4
ADDING A GROUP .............................................................................................. 110
ADDING A GUEST............................................................................................... 105
ADDING A RESERVATION................................................................................ 123
ADDING A ROOM.................................................................................................. 10
ADDING AN AGENCY ........................................................................................ 115
ADJUSTING RESERVATION GRID START DATE.......................................... 128
ALL RESERVATIONS.......................................................................................... 143
ALL ROOM LIST.................................................................................................... 83
ALPHABETICAL GUEST LIST............................................................................. 83
ASSIGNING A TRAVEL AGENCY..................................................................... 139
AUDIT.......................................................................................................54, 102, 121
AUDIT ADJUSTMENTS (UNCOLLECTABLE BILLS)..................................... 113
AUDITING CREDIT CARD COMPANY PAYMENTS ...................................... 107
AUTHORIZE CARD ............................................................................................. 119
AUTO EXEMPTION ............................................................................................... 22
AUTO-CHARGE ..................................................................................................... 23
AUTOMATIC BACKUP ....................................................................................... 174
BACKGROUND COLOR........................................................................................ 32
BACKUP CHECK-INN FOR WINDOWS DATA............................................. 173
BASIC COMPUTER TERMS................................................................................ 187
BATCH TOTALS .................................................................................................. 118
BILLING STATEMENTS ....................................................................................... 42
BILLING YOUR GUESTS.................................................................................... 108
CANCELLING A RESERVATION ...................................................................... 137
CASH REGISTER...............................................................................................54, 99
CASH REGISTER AUDIT .............................................................................102, 114
CASH REGISTER OPTIONS...............................................................70, 77, 93, 134
CENTRAL RESERVATIONS........................................................................132, 143
CHANGE RESERVATION DATE ....................................................................... 132
CHANGE SETTINGS.............................................................................................. 55
CHANGING THE AUDIT DATE ......................................................................... 106
CHANGING THE GUEST’S CHECK-IN DATE ..............................................67, 88
CHANGING THE GUEST’S ROOM NUMBER.............................................86, 131
CHANGING THE RATE TYPE.......................................................................93, 184
CHANGING THE ROOM STATUS ............................................................14, 64, 65
CHECK-IN............................................................................................................... 57
CHECK-IN CHECK OUT AND CLOSE OUT TIMES .......................................... 24
CHECKING IN A SPLIT ROOM............................................................................ 61
CHECK-INN SYSTEM ERROR ........................................................................... 179
CHECK-OUT ........................................................................................................... 74
CLEANING ALL ROOMS...................................................................................... 14
CODE NUMBER ....................................................................................................... 4
ii CHECK-INN FOR WINDOWS
COMPANY AGING REPORT...............................................................................114
COMPANY ORDER GUEST LIST .........................................................................83
COMPLETING THE CHECK-IN PROCESS ..........................................................62
COPY LAST CHARGE........................................................................71, 79, 98, 134
COPY PREVIOUS GUEST......................................................................................67
COPYING A RESERVATION...............................................................................139
CREATING A E-MAIL............................................................................................50
CREATING A MARKETING REPORT................................................................167
CREATING A ROOM REVENUE REPORT ........................................................168
CREDIT CARD AUDIT .................................................................................102, 107
CREDIT CARD PRE-AUTHORIZATIONS........................................73, 78, 97, 135
CREDIT CARD PROCESSING ...............................................................27, 102, 118
CUSTOMER SUPPORT.............................................................................................3
CUSTOMIZATION ....................................................................................................8
DAILY AUDIT .......................................................................................................102
DAILY CANCELLATIONS...................................................................................144
DAILY RESERVATIONS......................................................................................142
DAILY STATISTICS .............................................................................................127
DEFAULT PHONE LIMIT ......................................................................................26
DELETE ITEM.............................................................................72, 79, 98, 101, 135
DELETEING A BILL.............................................................................................113
DELETEING A GROUP ........................................................................................112
DELETEING A TRAVEL AGENCY.....................................................................117
DELETING A GUEST......................................................................................89, 106
DELETING A ROOM ..............................................................................................11
DELETING E-MAIL MESSAGES...................................................................52, 170
DELETING ENTRY...............................................................................................120
DEPARTURE LIST..................................................................................................83
DISPLAY SIZE.........................................................................................................32
EDITING A BILL...................................................................................................108
EDITING A GROUP ..............................................................................................111
EDITING A ROOM..................................................................................................11
EDITING AN AGENCY ........................................................................................116
EDITING OTHER TEXT FILES..............................................................................42
EDITING PHONE CALLS.......................................................................................89
EDITING THE GUEST’S BILL...............................................................................88
ELECTRONIC CASH DRAWER ............................................................................30
ENTERING A CHARGE....................................................................................94, 99
ENTERING A PAYMENT.................................................................................95, 99
ENTERING A PAYMENT FROM EDIT BILL.....................................................109
ENTERING A RESERVATION DEPOSIT ...........................................................133
ENTERING A SPECILITY PAYMENT TYPE .......................................................25
ENTERING CREDIT CARD INFORMATION.......................................................25
ENTERING MERCHANT SETUP INFORMATION..............................................28
ENTERING ROOM INVENTORY............................................................................9
ENTERING SPLIT ROOMS ....................................................................................12
ERROR MESSAGES..............................................................................................178
EVENT TRACKING ................................................................................................48
CHECK-INN FOR WINDOWS iii
EXIT......................................................................................................................... 55
EXPIRED RESERVATIONS................................................................................. 145
EXPORT TO QUICKBOOKS FOR WINDOWS.................................................. 157
EXPORTING TO QUICKEN AND QUICKBOOKS............................................ 156
EXTRA PEOPLE ................................................................................................69, 91
FEATURES................................................................................................................ 1
FORECASTING..................................................................................................... 144
FUNCTION KEYS................................................................................................... 55
GROUP BILLING.................................................................................................. 110
GROUP BOOKING ............................................................................................... 129
GROUP CANCELLATION................................................................................... 131
GROUP CONFIRMATION ................................................................................... 130
GUEST CHECK-IN ................................................................................................. 54
GUEST CHECK-OUT ............................................................................................. 54
GUEST HISTORY................................................................................................. 165
GUEST INFORMATION SCREEN OPTIONS..................................................66, 85
GUEST MESSAGES...........................................................................................76, 84
GUEST REPORTS................................................................................................... 82
GUEST SCREEN ................................................................................................54, 81
GUEST TRACKING MENU ................................................................................. 165
HARDWARE RECOMMENDATIONS.................................................................... 5
HARDWARE REQUIRED ........................................................................................ 5
HELP .......................................................................................................................... 4
INSTALLATION ....................................................................................................... 6
INTRODUCTION ...................................................................................................... 4
KEEPING A DIARY.............................................................................................. 129
LATE CHECK-OUT................................................................................................ 78
LICENSE & WARRANTY........................................................................................ 3
LINEN CHANGE..................................................................................................... 14
LINK RATES........................................................................................................... 20
LOCK ROOM NUMBER ...................................................................................... 132
LOW DISK SPACE ............................................................................................... 178
MAINTAIN CHECK-INN FILES.......................................................................... 173
MAINTENANCE LOG.......................................................................................66, 84
MAKING A PAYMENT TO A GROUP BILL ..................................................... 111
MAKING CHANGES TO THE STATEMENT .................................................... 116
MANAGING E-MAIL MESSAGES ................................................................51, 169
MARKETING CODES ............................................................................................ 33
MARKING AN ENTRY AS OCCUPIED / NOT OCCUPIED ............................. 107
MODIFY ENTRY .................................................................................................. 120
MODIFYING ADVANCE DEPOSIT OR NO-SHOW STATUS ......................... 104
MODIFYING GUEST DATES.............................................................................. 104
MODIFYING GUEST PROPERTIES ................................................................... 104
MODIFYING THE ADVANCE DEPOSIT AMOUNT......................................... 105
MODIFYING THE SPLIT ROOM STATUS ........................................................ 105
MODIFYING THE TAX-EXEMPT STATUS ...................................................... 104
NO PERSONAL CODE NUMBER....................................................................... 179
OCCUPANCY ALARM .......................................................................................... 33
iv CHECK-INN FOR WINDOWS
OUT OF DISK SPACE...........................................................................................178
OUT OF MEMORY................................................................................................178
OVERBOOKING....................................................................................................141
PASSWORD .......................................................................................................45, 55
PASSWORD OPTIONS ...............................................................................46, 47, 48
PHONE CREDIT LIMIT ....................................................................................70, 96
PHONE LIMIT LIST ................................................................................................84
PHONE LIMIT VIOLATION...................................................................................84
POS/MOVIE INTERFACE.....................................................................................172
PRINITING A GROUP BILL.................................................................................111
PRINT BATCH.......................................................................................................120
PRINT ROOM RATES.............................................................................................20
PRINT SALES RECEIPT .......................................................................................121
PRINTER ..................................................................................................................30
PRINTING A BILL IN EDIT BILL........................................................................109
PRINTING A CONFIRMATION...........................................................................136
PRINTING A FOLIO IN EDIT BILL.....................................................................110
PRINTING A LIST OF CURRENT GROUPS.......................................................112
PRINTING A ROOM LIST ......................................................................................15
PRINTING A STATEMENT..................................................................................116
PRINTING A TRAVEL AGENCY LIST...............................................................117
PRINTING MAILING LABELS ............................................................................166
PRINTING THE RESERVATION GRID ..............................................................128
PURGING CHECK-INN'S INFORMATION......................................................177
QUICK CHECK-OUT ..............................................................................................77
QUICK GUEST CHECK-IN.....................................................................................64
QUICK GUEST SEARCH......................................................................................123
QUICK PRINT..........................................................................................................85
RECALCULATE PHONE CALLS ..........................................................................84
REFUND.......................................................................................72, 80, 98, 101, 135
REFUNDING A ROOM DEPOSIT..........................................................................77
REINSTATING A GUEST.......................................................................................92
REMARKS AND MARKETING CODES .................................................68, 90, 140
REMOTE ROOM STATUS CHANGE..................................................................160
REPEAT LAST CHARGE......................................................................................100
REPEATING CHARGE .............................................................................71, 96, 134
REPORTS .........................................................................................................54, 147
RESERVATION DEPOSITS..................................................................................143
RESERVATION GRID...........................................................................................127
RESERVATION GRID OPTIONS.........................................................................127
RESERVATION GUEST INFORMATION SCREEN...........................................124
RESERVATION REPORTS...................................................................................142
RESERVATION SEARCH.....................................................................................126
RESERVATION STATEMENTS ............................................................................41
RESERVATIONS.......................................................................................38, 54, 122
RESERVATIONS AND CANCELLATIONS BY DATE MADE.........................145
RESTORING A RESERVATION ..........................................................................138
RESTORING AUTOMATIC BACKUP DATA.....................................................176
CHECK-INN FOR WINDOWS v
RESTORING FULL BACKUP DATA.................................................................. 175
ROOM DEPOSITS................................................................................................... 70
ROOM ORDER GUEST LIST................................................................................. 83
ROOM SEARCH...................................................................................................... 64
ROOM SELECTION OPTIONS...................................................................64, 76, 82
ROOM SORT......................................................................................................... 128
RUNNING CHECK-INN FOR WINDOWS......................................................... 53
SAVING AN E-MAIL.............................................................................................. 51
SEARCH MASTER GUEST HISTORY ..........................................................67, 140
SEARCHING FOR A GUEST............................................................................... 103
SELECT ROOM TYPE.......................................................................................... 127
SELECTING A CURRENT GUEST ....................................................................... 82
SELECTING AND DE-SELECTING MESSAGES.........................................51, 169
SELECTING CHECK-INN® FUNCTIONS ........................................................... 35
SENDING E-MAIL MESSAGES...............................................................51, 52, 170
SET COLORS AND SWITCHES............................................................................ 32
SETTING ALL ROOMS TO CLEAN ..................................................................... 65
SETTING RATE DATES ........................................................................................ 17
SETTING ROOM RATES....................................................................................... 15
SETTING SPECIAL RATE DAYS ......................................................................... 18
SETTING THE GROUP RATE TYPE .................................................................... 17
SETTING UP THE E-MAIL FEATURE................................................................. 50
SORT ROOM LIST.................................................................................................. 13
SPLITTING A ROOM ............................................................................................. 86
STARTING CHECK-INN FROM YOUR HARD DRIVE..................................... 7
STATEMENT EDITOR........................................................................................... 44
STATUS SCREEN OPTIONS ................................................................................. 65
SUBMIT BATCH................................................................................................... 119
TAX & SALES CATEGORIES............................................................................... 21
TAX EXEMPT REPORT....................................................................................... 168
TAX EXEMPTION.................................................................................................. 21
TRAVEL AGENCY......................................................................................71, 79, 97
TRAVEL AGENT AUDIT..............................................................................102, 115
UNSPLITTING A ROOM........................................................................................ 86
VIEWING A CANCELLATION ........................................................................... 138
VIEWING A RESERVATION .............................................................................. 136
VIEWING PAST CREDIT CARD BATCHES...................................................... 121
VIEWING THE GUEST’S BILL............................................................................. 86
VIEWING/ PRINTING/ CLEARING THE PHONE REPORTS........................... 170
VIEWING/PRINTING THE DAILY REPORT..................................................... 147
VIEWING/PRINTING THE HOUSEKEEPING REPORT................................... 159
VIEWING/PRINTING THE MANAGER’S SHIFT REPORT.............................. 164
VIEWING/PRINTING THE MONTHLY REPORT ............................................. 152
VIEWING/PRINTING THE OCCUPANCY REPORT......................................... 161
VIEWING/PRINTING THE STANDARD SHIFT REPORT................................ 162
VOICE MAIL INTEGRATION............................................................................... 31
VOID SALE ..................................................................................72, 80, 98, 101, 135

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