Hotel Management System Manual

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JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

HOTEL MANAGEMENT SYSTEM
USER MANUAL

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Table of Contents
1. FRONT OFFICE ........................................................................................................................................... 7
1.1 How to Reserve rooms for Walk In Customers? .........................................................................7
1.1.1 How to Select Room? ................................................................................................................... 8
1.1.2 Summary of Information.............................................................................................................. 9
1.1.3 Information for Check In (Walk In) .............................................................................................. 9
1.2 How to create New Reservation? ............................................................................................ 16
1.2.1 Select Room ............................................................................................................................... 16
1.2.2 Summary of Information for Reservation .................................................................................. 17
1.2.3 Information for Check In/Reserve.............................................................................................. 17
1.3 Options .................................................................................................................................. 23
1.4 Check In ................................................................................................................................. 28
1.5 Update ................................................................................................................................... 28
1.6 Reservation List ...................................................................................................................... 29
1.7 Cancelled Reservation List....................................................................................................... 31
1.8 Other Sales ............................................................................................................................. 32
1.9 Guest Master list .................................................................................................................... 34
1.10 Guest Arrival list ................................................................................................................... 35
2. REFERENCES ............................................................................................................................................ 36
2.1 Rate Type ............................................................................................................................... 36
2.1.1 How to Add Rate Type ............................................................................................................... 36
2.1.2 How to Edit Rate Type................................................................................................................ 38
2.1.3 How to Delete Rate Type ........................................................................................................... 38
2. Room Rate ............................................................................................................................... 38
2.2.1 How to Add Room Type ............................................................................................................. 38
2.2.2 How to Edit Room Type ............................................................................................................. 40
2.2.3 How to Delete Room Type ......................................................................................................... 40
2.3 Room Amenities ..................................................................................................................... 40
2.3.1 How to Add Room Amenities ..................................................................................................... 40
2.3.2 How to Edit Amenities Type....................................................................................................... 42
2.3.3 How to Delete Room Amenities................................................................................................. 42

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

2.4 Floor ...................................................................................................................................... 42
2.4.1 How to Add a Floor .................................................................................................................... 42
2.4.2 How to Edit Floor List ................................................................................................................. 44
2.4.3 How to Delete Floor List............................................................................................................. 44
2.5 Room List ............................................................................................................................... 44
2.5.1 How to Add a Room in the List .................................................................................................. 44
2.5.2 How to Edit Room in the List ..................................................................................................... 46
2.5.3 How to Delete a Room in the List .............................................................................................. 46
2.6 Set Room Rates ...................................................................................................................... 46
2.6.1 How to Edit a Rate Value ........................................................................................................... 46
2.7 Reservation Type .................................................................................................................... 47
2.7.1 How to Add a Reservation Type................................................................................................. 47
2.7.2 How to Edit Room in the List ..................................................................................................... 49
2.7.3 How to Delete a Reservation Type............................................................................................. 49
2.8 Cancellation Type ................................................................................................................... 49
2.8.1 How to Add a Cancellation Type ................................................................................................ 49
2.8.2 How to Edit a Cancellation Type ................................................................................................ 51
2.8.3 How to Delete a Cancellation Type ............................................................................................ 51
2.9 Transaction Type .................................................................................................................... 51
2.9.1 How to Add a Transaction Type ................................................................................................. 51
2.9.2 How to Edit a Transaction Type ................................................................................................. 53
2.9.3 How to Delete a Transaction Type ............................................................................................. 53
2.10 Guest Type ........................................................................................................................... 53
2.10.1 How to Add a Guest Type List .................................................................................................. 53
2.10.2 How to Edit a Guest Type......................................................................................................... 55
2.10.3 How to Delete a Guest Type .................................................................................................... 55
2.11 Vehicle Type ......................................................................................................................... 55
2.11.1 How to Add a Vehicle Type ...................................................................................................... 55
2.11.2 How to Edit a Vehicle Type ...................................................................................................... 57
2.11.3 How to Delete a Vehicle Type .................................................................................................. 57
2.12 ID Type ................................................................................................................................. 57
2.12.1 How to Add an Identity Type List ......................................................................................... 57

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

2.12.2 How to Edit an ID Type............................................................................................................. 59
2.12.3 How to Delete an ID Type ........................................................................................................ 59
2.13 Nationality ........................................................................................................................... 59
2.13.1 How to Add Nationality............................................................................................................ 59
2.13.2 How to Edit a Nationality ......................................................................................................... 61
2.13.3 How to Delete a Nationality..................................................................................................... 61
2.14 Language .............................................................................................................................. 61
2.14.1 How to Add Language in the List ............................................................................................. 61
2.14.2 How to Edit a Language ........................................................................................................... 63
2.14.3 How to Delete a Language ....................................................................................................... 63
2.15 Company .............................................................................................................................. 63
2.15.1 How to Add Company in the List ............................................................................................. 63
2.15.2 How to Edit a Company in the List ........................................................................................... 65
2.15.3 How to Delete a Company ....................................................................................................... 65
2.16 Credit Card Type ................................................................................................................... 65
2.16.1 How to Add Card Type in the List............................................................................................. 65
2.16.2 How to Edit a Credit Card Type in the List ............................................................................... 67
2.16.3 How to Delete a Credit Card Type ........................................................................................... 67
2.17 Check Type ........................................................................................................................... 67
2.17.1 How to Add Check Type in the List .......................................................................................... 67
2.17.2 How to Edit a Check Type in the List ........................................................................................ 69
2.17.3 How to Delete a Check Type .................................................................................................... 69
2.18 Category ............................................................................................................................... 69
2.18.1 How to Add Category in the List .............................................................................................. 69
2.18.2 How to Edit a Category in the List ............................................................................................ 71
2.18.3 How to Delete a Category ........................................................................................................ 71
2.19 Item ..................................................................................................................................... 71
2.19.1 How to Add an Item in the List ................................................................................................ 71
2.19.2 How to Edit an Item in the List................................................................................................. 73
2.19.3 How to Delete an Item ............................................................................................................. 73
2.20 Package ................................................................................................................................ 73
2.20.1 How to Add a Package in the List ............................................................................................. 73

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

2.20.2 How to Edit a Package in the List ............................................................................................. 75
2.20.3 How to Delete a Package in the List......................................................................................... 75
3. UTILITIES ................................................................................................................................................. 75
3.1 User List ................................................................................................................................. 75
3.1.1 How to Setup User Rights .......................................................................................................... 76
3.1.2 How to Add New User in the User List ....................................................................................... 77
3.1.3 How to Edit a User in the User List ............................................................................................ 77
3.1.4 How to Delete a User in the User List ........................................................................................ 78
3.2 User Type ............................................................................................................................... 78
3.2.1 How to Add New User Type ....................................................................................................... 78
3.2.2 How to Edit a User Type ............................................................................................................. 79
3.2.3 How to Delete a User Type ........................................................................................................ 79
3.3 Setup Authorized User ............................................................................................................ 80
3.3.1 How to Add User ........................................................................................................................ 80
3.3.3 How to Remove User from Authorization List ........................................................................... 81
3.4 Company Settings ................................................................................................................... 81
3.4.1 How to Setup the General Settings............................................................................................ 81
3.4.2 How to Setup the Reports Settings ............................................................................................ 82
4. ACCOUNTING ............................................................................................................................... 82
4.1 A/R Payment .......................................................................................................................... 82
4.1.1 How to Add New AR Payment ................................................................................................... 83
4.1.2 How to View an AR Payment Transaction ................................................................................. 84
5. REPORTS ................................................................................................................................................. 85
5.1 Shift Report (Detailed) ............................................................................................................ 85
5.1.1 How to Preview the Shift Report ............................................................................................... 85
5.2 Shift Report (Summary) .......................................................................................................... 86
5.2.1 How to Preview the Shift Report (Summary)............................................................................. 86
5.3 Sales Summary ....................................................................................................................... 87
5.3.1 How to Preview the Sales Summary .......................................................................................... 87
5.4 AR Customer Subsidiary .......................................................................................................... 88
5.4.1 How to Preview AR Customer Subsidiary .................................................................................. 88
5.5 Summary of AR Reports .......................................................................................................... 88

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

5.5.1 How to Preview the Summary of AR Reports ............................................................................ 88
5.6 Transaction Log ...................................................................................................................... 89
5.6.1 How to Preview the Transaction Log ......................................................................................... 89
5.7 Customer History File.............................................................................................................. 89
5.7.1 How to Preview Customer History File ...................................................................................... 89
5.8 Room Rates Breakdown .......................................................................................................... 90
5.8.1 How to Preview Room Rates Breakdown .................................................................................. 90
5.9 Service Charge Report ............................................................................................................. 91
5.9.1 How to Preview Service Charge Reports.................................................................................... 91
5.10 All Day Notes ........................................................................................................................ 91
5.10.1 How to Preview All Day Notes ................................................................................................. 91
6. QUICK TOOLS .......................................................................................................................................... 92
6.1 Guest Quick Search ................................................................................................................. 92
6.1.1 How to Add/Edit/Delete New Guest Entry ................................................................................ 92
6.1.2 How View History of Guest ........................................................................................................ 92
6.2 Search Available Rooms .......................................................................................................... 93
6.3 Balance Alert .......................................................................................................................... 93
6.4 Room Assignment ................................................................................................................... 94
7. QUICK NAVIGATION TOOL ..................................................................................................................... 95
7.1 How to preview Due Out List................................................................................................... 95
7.2 How to preview Monthly Occupancy ....................................................................................... 96
7.3 How to preview Monthly Occupancy (Per Room Type) ............................................................. 97
7.4 Housekeeping Operations ....................................................................................................... 98
7.5 Housekeeping Inventory ......................................................................................................... 98
7.6 How to Change Password? ...................................................................................................... 99
7.7 How to Close Shift? ................................................................................................................. 99
7.8 Logout ................................................................................................................................ 1000

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Hotel Management System Main Interface
1

.
Figure 1: Hotel Management System

1 FRONT OFFICE
1
after clicking the system, figure 1 will show up, here you can see the different views of your data,
summary of your available/occupied rooms, and Quick tools.

1.1 How to Reserve rooms for Walk In Customers?
To reserve rooms for Walk in Customers, Click Walkin in the Front Office Tab, you will now see figure 1.1.
In the Walkin Wizard you can see the Walkin Info, choose the customer’s preferred Rate Type, Arrival time
and Departure time, Number of Hours and No of Adult/Child, after filling up this information click Next to go
to the Next Step.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Type the
necessary values
in the fields

Figure 2.1: Walk In Info

1.1.1 How to Select Room?
upon clicking the Next Button, you will be directed to Selecting a Room, you will now see figure 1.1.1. in
Select Room, choose the room where the customer wants to stay, it composes of variety of rooms from
standard up to executive rooms, then click Next to go the Summary.

Figure 3.1.1: Select Room

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

1.1.2 Summary of Information
after clicking the Next button, you will now see figure 1.1.2. It will show you the summary of
room information, such as Rate Type, Arrival Date, Departure Date, Number of Night, Number of
adults/child, Rate Type, and Room Rate. If the information is final click Finish, click Back if you
want to edit the information.

Figure 4.1.2: Summary of Information for Walk in

1.1.3 Information for Check In (Walk In)
Upon clicking the Finish button, you will now see the Information for Check In it includes General
Information, Rate Information, Extra Charges, and Payment Details.
1.1.3.1 General Information for Walkin
• in the General Information tab, you will see the Guest Information, you will enter the Guest
Name (First Name and Last Name, *these are required field).
• for Settlement Options, choose if the payment will be through Cash, Card, Check or Direct
Billing, after choosing the payment option select the type of the card/check (you can also
add new type click the button on the right portion of the input box), enter the Card/Check
Number, and Bill to (guest you want to bill to).
• for Stay Information, you will see your information about the customer’s arrival/departure
dates, Number of Nights to stay, Number of Adults/Child, and Breakfast (the information is
editable).
• in the Rate Type Information, choose the rate type, enter the days of the stay, and the
Room Rate.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

•

Document Information, here you will see information about Reservation, it includes Folio
number, Reservation number, Reservation type, Reservation Group, Voucher number,
Service Charge, and transaction type.
Enter your voucher number if you have vouchers, then choose your Transaction Type, you
can also create a Transaction Type.
Summary of Information, here you will see the Room Charges (charges for your room
accommodation) Extra Charges (charges for extra charge you created in figure 1.1.3.3),
Total Charges (sum of Room Charges and other charges), Less for Discount/Amount Paid,
Total Refund, and the Remaining Balance (Overall Balance).
Remarks, you can also add notes for Guest, Reservation and Check in.

Type the
necessary values
in the fields

Figure 5.1.3.1: General Information for Walk in

1.1.3.2 Rate Information for Walkin
• in the Rate Information tab, you will see the information of your Room rate per date, Rate
Type, Rate Amount, and Discount, you can apply these to Selected, Checked or Full Stay.
• Summary of the data are also shown whether there are changes or not. Do not forget to
click Apply Room Changes to save your inputs.
• In the room charges you will see the current room you created.
• Transferred room charges can be applied when you click the check in button, this is where
you want to transfer the charge to another room you also occupied.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 6.1.3.2: Rate Information for Walk in

1.1.3.3 Extra Charges for Walk In
• in the Extra Charges tab, you will see the information of the extra charges you created.
• Summary of the data are also shown whether there are changes or not.
•

•

How to Add New Extra Charge
Click New to create an Extra Charge, you will now see figure 1.1.3.3.1, enter your GRS
Number (Guest Request Slip), Charge Date, choose your Category, choose the extra
charge that the customer needs, amount of the extra charge, discount, Quantity
(number of persons), and Remarks. The Net Total will be the total of the extra charge
you created. Click Accept if you want to create the extra charge or Cancel to void the
process.

How to Edit Extra Charge
If you want to edit the extra charge you created click Edit, you will now edit the
information you created in figure 1.1.3.3.1. click Accept to continue or Cancel to void
the process.
• To cancel/delete a current extra charge you created, select which you want to void and
click Void.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 7.1.3.3: Extra Charges for Walk in

Type the
necessary values
in the fields

Figure 8.1.3.3.1: Add/Edit Extra Charge

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

1.1.3.4 Payment Details for Walk In
• in the Payment Details tab, you will see the information of your payment option.
• Summary of the data are also shown whether there are changes or not.
• How to Add Payments: To add a New Payment option, click New you will now see figure
1.1.3.4.1, in the payment information, enter the O.R Number (Official Receipt number), the
Payment Date, Payment Type, Click Accept to continue or Cancel to void the process.
o If the Payment Type is through Card or Check, Enter the Card/Check Type and the
Card/Check Number, the amount and Remarks(optional).
o If the Payment Type is through Cash or Bank Deposit, just enter the amount and
Remarks(optional).
o If the Payment type is through Direct Billing, enter the person to Bill to, the amount
and the Remarks(optional).
• How to Edit Payments: To edit the Payment you created, select the item you want to
modify and click Edit, you can change the value of the OR number (Official Receipt Number),
Payment Date, Payment Type, Card/Check Type, Card/Check Number, Amount and
Remarks(optional), then Click Accept to continue or Cancel to void the process.
• To cancel/delete a certain Payment Item, Select the item you want to modify and click Void.
• How to Print/Preview Receipt: To print the Provisional/Acknowledgement Receipt of your
payment, select the payment you want to modify then click Print, you will now see figure
1.1.3.4.2.
• How to send Email: To send mail of your receipt rather than printing, select the item you
want to modify and click Mail, you will now see figure 1.1.3.4.3, in Sending Mail enter the
Recipient (multiple Email must be separated by comma), subject and Body, click Send Mail
to continue or Cancel to void the process.
• Transferred room charges can be applied when you click the check in button, this is where
you want to transfer the charge to another room you also occupied.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 9.1.3.4: Payment Details for Walk in

Type the
necessary values
in the fields

Figure 10.1.3.4.1: Add New Payment

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 11.1.3.4.2: Sample Preview of Receipt for Walk In

Figure 12.1.3.4.3: Sending Email for Walk In

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

1.2 How to create New Reservation?
To create an Advance/New Reservation for Customers, Click New Reservation in the Front Office Tab, you
will now see figure 1.2.
In the Reservation Wizard you can see the Reservation Info, choose the customer’s preferred Rate Type,
Arrival time and Departure time, Number of Hours and No of Adult/Child, after filling up this information
click Next to go to the Next Step.

Type the
necessary values
in the fields

Figure 13.2: New Reservation

1.2.1 Select Room
upon clicking the Next Button, you will be directed to Selecting a Room, you will now see figure 1.2.1. in
Select Room, choose the room where the customer wants to stay, it composes of variety of rooms from
standard up to executive rooms, then click Next to go the Summary.

Figure 14.2.1:
Select Room for Reservation

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

1.2.2 Summary of Information for Reservation
after clicking the Next button, you will now see figure 1.2.2. It will show you the summary of
room information, such as Rate Type, Arrival Date, Departure Date, Number of Night, Number of
adults/child, Rate Type, and Room Rate. If the information is final click Finish, click Back if you
want to edit the information.

Figure 15.2.2: Summary of Information for Reservation

1.2.3 Information for Check In/Reserve
Upon clicking the Finish button, you will now see the Information for Check In/Reservation it
includes General Information, Rate Information, Extra Charges, and Payment Details.
1.2.3.1 General Information for Reservation
• in the General Information tab, you will see the Guest Information, you will enter the Guest
Name (First Name and Last Name, *these are required field).
• for Settlement Options, choose if the payment will be through Cash, Card, Check or Direct
Billing, after choosing the payment option select the type of the card/check (you can also
add new type click the button on the right portion of the input box), enter the Card/Check
Number, and Bill to (guest you want to bill to).
• for Stay Information, you will see your information about the customer’s arrival/departure
dates, Number of Nights to stay, Number of Adults/Child, and Breakfast (the information is
editable).
• in the Rate Type Information, choose the rate type, enter the days of the stay, and the
Room Rate.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

•

Document Information, here you will see information about Reservation, it includes
Reservation number, Reservation Type, Reservation Group, Voucher number, Service
Charge, and transaction type. Select your Reservation Type choose between the choices,
enter your Voucher Number if you have vouchers, enter the service charge (if included),
choose the type of the Transaction, you can also create a Transaction Type.
Summary of Information, here you will see the Room Charges (charges for your room
accommodation) Extra Charges (charges for extra charge you created in figure 1.2.3.3),
Total Charges (sum of Room Charges and other charges), Less for Discount/Amount Paid,
Total Refund, and the Remaining Balance (Overall Balance).
Remarks, you can also add notes for Guest, Reservation and Check in.

Type the
necessary values
in the fields

Figure 16.2.3.1: General Information for Reservation

1.2.3.2 Rate Information for Reservation
• in the Rate Information tab, you will see the information of your Room rate per date, Rate
Type, Rate Amount, and Discount, you can apply these to Selected, Checked or Full Stay.
• Summary of the data are also shown whether there are changes or not. Do not forget to
click Apply Room Changes to save your inputs.
• Your reserve transaction will be shown in your window it includes the Date, Day, Room,
Room Rate, Rate, Discount, and Total.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 17.2.3.2: Rate Information for Reservation

1.2.3.3 Extra Charges for Reservation
• in the Extra Charges tab, you will see the information of the extra charges you created.
• Summary of the data are also shown whether there are changes or not.
• How to add new Extra Charges: Click New to create an Extra Charge, you will now see
figure 1.2.3.3.1, enter your GRS Number (Guest Request Slip), Charge Date, choose your
Category, choose the extra charge that the customer needs, amount of the extra charge,
discount, Quantity (number of persons), and Remarks. The Net Total will be the total of the
extra charge you created. Click Accept if you want to create the extra charge or Cancel to
void the process.
• How to Edit Extra Charges: If you want to edit the extra charge you created click Edit, you
will now can edit the information you created in figure 1.2.3.3.1. click Accept to continue or
Cancel to void the process.
• To cancel/delete a current extra charge you created, select which you want to void and
click Void.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 18.2.3.3: Extra Charges for Reservation

Type the
necessary values
in the fields

Figure 19.2.3.3.1: add/edit Extra Charges for Reservation

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

1.2.3.4 Payment Details for Reservation
• in the Payment Details tab, you will see the information of your payment option.
• Summary of the data are also shown whether there are changes or not.
• How to add Payments: To add a New Payment option, click New you will now see figure
1.2.3.4.1, in the payment information, enter the O.R Number (Official Receipt number), the
Payment Date, Payment Type, Click Accept to continue or Cancel to void the process.
o If the Payment Type is through Card or Check, Enter the Card/Check Type and the
Card/Check Number, the amount and Remarks(optional).
o If the Payment Type is through Cash or Bank Deposit, just enter the amount and
Remarks(optional).
o If the Payment type is through Direct Billing, enter the person to Bill to, the amount
and the Remarks(optional).
• How to Edit Payments: To edit the Payment you created, select the item you want to
modify and click Edit, you can change the value of the OR number (Official Receipt Number),
Payment Date, Payment Type, Card/Check Type, Card/Check Number, Amount and
Remarks(optional), then Click Accept to continue or Cancel to void the process.
• How to Void Payments: To cancel/delete a certain Payment Item, Select the item you want
to modify and click Void.
• How to Print Receipt: to print/view the Provisional/Acknowledgement Receipt of your
payment, select the payment you want to modify then click Print, you will now see figure
1.2.3.4.2. (make sure to save your transaction)
• How to Send Email: To send mail of your receipt rather than printing, select the item you
want to modify and click Mail, you will now see figure 1.2.3.4.3, in Sending Mail enter the
Recipient (multiple Email must be separated by comma), subject and Body, click Send Mail
to continue or Cancel to void the process.

Figure 20.2.3.4:
Payment Details for Reservation

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Type the
necessary values
in the fields

Figure 21.2.3.4.1: add Payments for Reservation

Figure 22.2.3.4.2: Sample Preview of Receipt for Reservation

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 23.2.3.4.3: Sending Email for Reservation

1.3 Options
The Button in the lower part of the left side of the Window (Check In/Reservation) is the
Options, here you can change the stay (date), Transfer Room, Transfer Charges, Preview
Billing Statement, Email Billing Statement, Preview Registration Card, Preview Folio Ledger
Preview S.O.A (Statement of Account), Preview S.O.A Selective charges, Other Printings, and
Audit Trail (these information can only be accessed when you checked in).

•

How to Change your Stay: you can change the time/date of your stay, just click
Options in the bottom left side of the window and click Change Stay, after making
some changes click Accept to continue and Cancel to void the process. (see figure A)

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
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Figure A: Change of Stay

•

How to Transfer Room: you can transfer your information to another room, enter
the new Room, Room Type, Rate Type, and Rate value, click Accept to continue and
Cancel to void the process. (see figure B)

Type the
necessary values
in the fields

Figure B: Transfer Room

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•

How to Transfer Charges: you can transfer your charge into another person, choose
whom you want to transfer your charges, click Accept to continue and Cancel to void
the process.

Figure C: Transfer Charges

•
•

How to Preview S.O.A Selected Charges: this will preview your statement of account
of a selected charge without the payment. (see Figure C)
Other printing includes Cash Basis Notice, Extension Notice, Guest Departure, Guest
Notice to Charge Company, and Guest Update Notice

Figure D:
Sample Preview of Billing
Statement

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Figure E: Sample Preview Registration Card

Figure F: Sample Preview of Folio Ledger

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Figure G: Sample Preview of Statement of Account

Figure H: Sample Preview of Statement of Account (Selected Charges)

JDEV OFFICE SOLUTION INC.
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Figure I: Audit Trail

1.4 Check In
After filling up of the information in the above procedures and if you want to continue to
book the reservation click Check In
located in the lower part of the right side
of the window (Check In/Reservation), make sure to enter your first name and last name
because these are required fields, after clicking the button click Yes if you’re sure to
continue or No if not.

1.5 Update
When you click the Check In you will see the Calendar View with the new transaction that
you created a while ago, to update the values of your data Right Click (Mouse Right Click)
then click Open, you will now see your transaction, you now can change the information,
after that save your changes click Update
, a confirmation box will appear click
Yes if you wish to continue or No if not.

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1.6 Reservation List
Reservation List will show you your current transaction (depends on the date), you can adjust
the Arrival Date so you can see the Reservation List of past transactions.
•

How to add another Reservation List: You can Add New Reservation List, in the lower part
of the right corner of the window click New, you will now see figure 1.6.1. after clicking
the button, you will now be redirect to Reservation Wizard, to add new Reservation List
follow the steps in 1.2 New Reservation in pg. 16.

Figure 1.6: Reservation List

Type the
necessary values
in the fields

Figure 1.6.1: New Reservation List

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•

How to edit new Reservation List: To edit your Reservation, click Edit (located in the lower
part in the right portion of the window) and you will see figure 1.6.2, you now have the
privilege to edit the Reservation (make sure you read and understand 1.2 New
Reservation), after making some changes click Update if you want to save your changes, if
you want to save and Check In your reservation click Update and Check In, a confirmation
code will now show up, click Yes if you wish to continue or No if not.

Figure 1.6.2: Edit Reservation List

•

How To preview/print your Reservation List (Guest Arrival List): click Print
see figure 1.6.3 to see a sample preview.

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Figure 1.6.3: Sample Preview of Reservation List (per date)

1.7 Cancelled Reservation List
Cancelled Reservation List shows list of transactions (see figure 1.7) which are cancelled by
the user (you can change the date to see the past cancelled reservation lists). You can also resume
the reservation, just select the item that you want to modify and click Resume Reservation to
continue the reservation of a list.

Figure 1.7: Cancelled Reservation List

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1.8 Other Sales
Other Sales shows the list of the other Sales of your company, you can adjust the date to see
the past sales.
•

•

How to Create New Sales Entry?
You can create New Sales Entry, click New then you will see an Authorization Lock,
enter your username and password, then you will now see Other Sales Entry Window
(see figure 1.8.1), in the window enter the O.R. Number (Official Receipt no.), enter the
Payee, choose the Payment Type, choose also the Card/Check Type (for Card/Check
Type only) then enter the Card/Check number. You can now add item of your choice
(see figure 1.8.2), you can also remove an item that you added, after completely filling
the fields click Save to continue or Close if not.
Cancel Transaction
You can also Cancel your transaction, select the item you want to modify then click
Cancel Transaction, then an Authorization Lock will be shown enter your username
and password then a confirmation box will show up, click Yes if you wish to continue
or No of not.

•

How to print Acknowledgement Receipt?
To print acknowledgement Receipt, select the item you want to modify then click
Print Ack. Rcpt. (see figure 1.8.3 for sample Preview of the receipt)

Figure 1.8: Other Sales List

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Type the
necessary values
in the fields

Figure 1.8.1: Other Sales Entry

Figure 1.8.2: Select Item

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1.9 Guest Master list
Guest Master List shows list of guests that booked a room in the company, here you can create
new Guest Entry, Edit Guest Entry and Delete Guest Entry.
•

How to Create New Guest Entry?
You can create New Guest Entry, click New then you will see Guest Entry window (see
figure 1.9.1), enter the Guest Information:
o Guest Information
▪ Guest Information includes Guest Code (Auto Generated Code – no need
to enter value), and First name and Last Name (required field).
o Address Information
▪ Address Information includes Address, City, Street, State, Zip Code, and
Country.
o Contact Information
▪ Contact Information includes Email and Mobile Number.
o Other Information
▪ These includes Guest Type (you can add new choice), Birthday, Gender,
Company (you can add also a new company - click the button ) ), and
Nationality (you can add also a new Field).
o Guest Image
▪ Upload your photo/image by clicking the
button or click to button to
remove the current uploaded image.
o Identity Information
▪ These includes ID Type (you can add also new ID Type), ID Number, ID
State, ID Country, and Expiration Date.
o Vehicle Information (not required)
▪ Includes vehicle, Color of the vehicle, License Plate Number, Vehicle
Model, Year, and State.
o You can add also a Guest Remark. Click Save to continue or Close to cancel the
process.

Type the
necessary values
in the fields

Figure 1.9.1: Guest Entry

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•

How to Edit Guest Entry?
To edit Guest Entry click Edit in the Guest List Window, you can now edit the
information you created in figure 1.9.1., after editing the Guest Entry click Save to
continue or Close to cancel the process.

•

How to Delete Guest Entry? To Delete a list in the Guest List, select the guest you want to
delete and click Delete, a confirmation box will show, click Yes if you want to continue or
No if not.

1.10 Guest Arrival list
Guest Arrival List shows a preview of guests arrival list (per date).
To see the Guest Arrival List, select your preferred date (see figure 1.10.) and click Preview to
see the Guest Arrival List (see figure 1.10.1 to see sample of guest arrival list).

Figure 1.10: Guest Arrival List

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Figure 1.10.1: Sample Preview of Guest Arrival List

1.11 Refresh
The function of this button is to refresh the data of the system, updates the information of the
page.

1.12 Theme
The user can change the theme of the page, after choosing your preferred theme click Save Theme
to save the changes.

REFERENCES

References gives different buttons that the user can use, it includes Rate Type, Room Type,
Room Amenities, Floor, Room List, Set Room Rates, Reservation Type, Cancellation Type, Transaction
Type, Guest Type, Vehicle Type, ID Type, Nationality, Language, Company, Credit Card Type, Check Type,
Category, Item, and Package.

2.1 Rate Type
2.1.1 How to Add Rate Type?
To add Rate Type in the Room Rate Type List click New
then you will now see figure
2.1.1. Enter Room Rate Code, Rate Type Name, Description, and Plan Types, click Save to continue.

JDEV OFFICE SOLUTION INC.
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Figure 2.1 Rate Type

Type the
necessary values
in the fields

Figure 2.1.1 Add Rate Type

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2.1.2 How to Edit Rate Type?
To edit an item in the Room Rate Type Entry, click Edit in the Room Rate Type List (see figure
2.1). you will now see figure 2.1.2, you can change a field in the window such as Rate Type Code, Rate
Type Name, Description and the Plan Type. click Save to continue or Close to cancel the process.

Figure 2.1.2 Edit Rate Type

2.1.3 How to Delete Rate Type?
To delete an item in the Room Rate Type Entry, select an item you want to modify then click
Delete in the Room Rate Type List (see figure 2.1). You can delete a list unless it is being used by other
records, make sure that the Rate is free.

2. Room Rate
2.2.1 How to Add Room Type?
To add Room Type in the Room Type List click New
then you will now see figure 2.2.1.
Enter Room Type Code, Rate Type Name, Description, and the Rate, in the Pax Setting select the
quantity of the Base Adult, Max Adult, Base Child and the Max Child, in the Display Setting choose
your back color and Fore Color, then click Save to continue.

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Figure 2.2 Room Type

Type the
necessary values
in the fields

Figure 2.2.1 Add Room Type

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2.2.2 How to Edit Room Type?
To edit an item in the Room Rate Type Entry, click Edit in the Room Rate Type List (see figure
2.2). you will now see figure 2.2.2, you can change a field in the window such as Room Type Code, Room
Type Name, Description and the Rate, you can also change the Pax and Display Settings, click Save to
continue.

Figure 2.2.2 Edit Room Type

2.2.3 How to Delete Room Type?
To delete an item in the Room Type Entry, select an item you want to modify then click Delete
in the Room Type List (see figure 2.2). You can delete a list unless it is being used by other records, make
sure that the Room is free.

2.3 Room Amenities
2.3.1 How to Add Room Amenities?
To add Room Amenities in the Room Amenities List click New
then you will now see
figure 2.3.1. Enter the Amenities Code, Amenities Name, and Description, also choose your Sort Key
then click Save to continue.

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Figure 2.3 Amenities Type

Type the
necessary values
in the fields

Figure 2.3.1 Add Amenities Type

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2.3.2 How to Edit Amenities Type?
To edit an item in the Room Amenities Entry, click Edit in the Room Amenities List (see figure
2.3). you will now see figure 2.3.2, you can change a field in the window such as Amenities Code,
Amenities Name, Description, also choose the Sort Key, click Save to continue.

Figure 2.3.2 Edit Amenities

2.3.3 How to Delete Room Amenities?
To delete an item in the Room Amenities, select an item you want to modify then click Delete in
the Room Amenities List (see figure 2.3). You can delete a list unless it is being used by other records,
make sure that the Amenities is free.

2.4 Floor
2.4.1 How to Add a Floor?
To add Floor in the Floor List click New
then you will now see figure 2.4.1. Enter the
Floor Code, Floor Name, and Description, also choose the Sort Key then click Save to continue.

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Figure 2.4 Floor / Section List

Type the
necessary values
in the fields

Figure 2.4.1 Add Floor / Section

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2.4.2 How to Edit Floor List?
To edit an item in the Floor / Section Entry, click Edit in the Floor List (see figure 2.4). you will
now see figure 2.4.2, you can change a field in the window such as Floor Code, Amenities Name,
Description, also Choose Sort Key then click Save to continue.

Figure 2.4.2 Edit Floor / Section List

2.4.3 How to Delete Floor List?
To delete an item in the Room Amenities, select an item you want to modify then click Delete in
the Room Amenities List (see figure 2.3). You can delete a list unless it is being used by other records,
make sure that the floor is free.

2.5 Room List
2.5.1 How to Add a Room in the List?
To add Room in the Room List click New
then you will now see figure 2.5.1. Enter the
Room Code, Room Name, select your Room Type, select your Room Floor, choose your Room
Amenities, also choose the Sort Key then click Save to continue.

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Figure 2.5 Room List

Type the
necessary values
in the fields

Figure 2.5.1 Add Room List

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2.5.2 How to Edit Room in the List?
To edit an item in the Room Entry, click Edit in the Floor List (see figure 2.4). you will now see
figure 2.4.2, you can change a field in the window such as Floor Code, Amenities Name, Description, also
Choose Sort Key then click Save to continue.

Figure 2.5.2 Edit Room in the List

2.5.3 How to Delete a Room in the List?
To delete an item in the Room List, select an item you want to modify then click Delete in the
Room List (see figure 2.5). You can delete a list unless it is being used by other records, make sure that
the Room List is free.

2.6 Set Room Rates
In the Set Room Rates Window, you can see Rates based on its Rate Types and Rate Values.
2.6.1 How to Edit a Rate Value?
To edit an item in the Set Room Rates window, click rate of a certain type (see figure 2.4) enter
your desired value for the Rate, then click Save to continue.

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Figure 2.6 Set Room Rate

2.7 Reservation Type
2.7.1 How to Add a Reservation Type?
To add Reservation Type in the Reservation Type List, click New
then you will now see
figure 2.7.1. Enter the Reservation Type Name, Sort Key, and in the Display Setting, choose the Back
and Fore Color then click Save to continue.

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Figure 2.7 Reservation Type List

Type the
necessary values
in the fields

Figure 2.7.1 Add Room List

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2.7.2 How to Edit Room in the List?
To edit an item in the Reservation Type Entry, click Edit in the Reservation Type List (see figure
2.7). you will now see figure 2.7.2, you can change a field in the window such as Reservation Type Name,
and the Sort Key, also in the Display Settings choose the Back and Fore Color, then click Save to
continue.

Figure 2.7.2 Edit a Reservation Type

2.7.3 How to Delete a Reservation Type?
To delete an item in the Reservation Type List, select an item you want to modify then click
Delete in the Reservation Type List (see figure 2.7). You can delete a list unless it is being used by other
records, make sure that the Reservation Type is free.

2.8 Cancellation Type
Define all cancellation type for cancelling a reservation.

2.8.1 How to Add a Cancellation Type?
To add Reservation Type in the Cancellation Type List, click New
then you will now see
figure 2.8.1. Enter the Cancellation Type Code, Cancellation Type Name, Description and Sort Key
then click Save to continue.

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Figure 2.8 Cancellation Type List

Type the
necessary values
in the fields

Figure 2.8.1 Add Cancellation Type List

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2.8.2 How to Edit a Cancellation Type?
To edit an item in the Cancellation Type Entry, click Edit in the Cancellation Type List (see figure
2.8). you will now see figure 2.8.2, you can change a field in the window such as Cancellation Type Code,
Cancellation Type Name, Description and Sort Key, then click Save to continue.

Figure 2.8.2 Edit a Cancellation Type

2.8.3 How to Delete a Cancellation Type?
To delete an item in the Cancellation Type List, select an item you want to modify then click
Delete in the Cancellation Type List (see figure 2.8), after that a confirmation box will show up, click Yes
to delete the record or No if not.

2.9 Transaction Type
Define all transaction type for check in/reservation.

2.9.1 How to Add a Transaction Type?
To add Transaction Type in the Transaction Type List, click New
then you will now see
figure 2.9.1. Enter the Transaction Type Code, Transaction Type Name, Description and Sort Key
then click Save to continue.

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Figure 2.9 Transaction Type List

Type the
necessary values
in the fields

Figure 2.9.1 Add Transaction Type List

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2.9.2 How to Edit a Transaction Type?
To edit an item in the Transaction Type Entry, click Edit in the Transaction Type List (see figure
2.9). you will now see figure 2.9.2, you can change a field in the window such as Transaction Type Code,
Transaction Type Name, Description and Sort Key, then click Save to continue.

Figure 2.9.2 Edit a Transaction Type

2.9.3 How to Delete a Transaction Type?
To delete an item in the Transaction Type List, select an item you want to modify then click
Delete in the Transaction Type List (see figure 2.9), after that a confirmation box will show up, click Yes
to delete the record or No if not.

2.10 Guest Type
Define all guest types for your Hotel.

2.10.1 How to Add a Guest Type List?
To add Guest Type in the Guest Type List, click New
then you will now see figure
2.10.1. Enter the Guest Type Code, Guest Type Name, Description and Sort Key then click Save to
continue.

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Figure 2.10 Guest Type List

Type the
necessary values
in the fields

Figure 2.10.1 Add Guest Type List

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2.10.2 How to Edit a Guest Type?
To edit an item in the Guest Type Entry, click Edit in the Guest Type List (see figure 2.10). you
will now see figure 2.10.2, you can change a field in the window such as Guest Type Code, Guest Type
Name, Description and Sort Key, then click Save to continue.

Figure 2.10.2 Edit a Guest Type

2.10.3 How to Delete a Guest Type?
To delete an item in the Guest Type List, select an item you want to modify then click Delete in
the Guest Type List (see figure 2.10), after that a confirmation box will show up, click Yes to delete the
record or No if not.

2.11 Vehicle Type
Define all vehicle like Ford, Honda, Chevrolet etc. this will be further use in recording guest
information upon guest arrival.

2.11.1 How to Add a Vehicle Type?
To add Vehicle Type in the Vehicle Type List, click New
then you will now see figure
2.11.1. Enter the Vehicle Code, Vehicle Name, Description and Sort Key then click Save to continue.

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Figure 2.11 Vehicle Type

Type the
necessary values
in the fields

Figure 2.11.1 Add Vehicle Type List

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2.11.2 How to Edit a Vehicle Type?
To edit an item in the Vehicle Entry, click Edit in the Vehicle List (see figure 2.11). you will now
see figure 2.11.2, you can change a field in the window such as Vehicle Code, Vehicle Name, Description
and Sort Key, then click Save to continue.

Figure 2.11.2 Edit a Vehicle Type

2.11.3 How to Delete a Vehicle Type?
To delete an item in the Vehicle List, select an item you want to modify then click Delete in the
Vehicle List (see figure 2.11), after that a confirmation box will show up, click Yes to delete the record or
No if not.

2.12 ID Type
Define all guest types for your Hotel.

2.12.1 How to Add an Identity Type List?
To add an ID Type in the Identity Type List, click New
then you will now see figure
2.12.1. Enter the Identity Type Code, Identity Type Name, Description and Sort Key then click Save to
continue.

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Figure 2.12 ID Type

Type the
necessary values
in the fields

Figure 2.12.1 Add Identity Type List

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2.12.2 How to Edit an ID Type?
To edit an item in the Identity Type Entry, click Edit in the Identity Type List (see figure 2.12).
you will now see figure 2.12.2, you can change a field in the window such as Identity Type Code, Identity
Type Name, Description and Sort Key, then click Save to continue.

Figure 2.12.2 Edit an ID Type

2.12.3 How to Delete an ID Type?
To delete an item in the Identity Type List, select an item you want to modify then click Delete
in the Identity Type List (see figure 2.12), after that a confirmation box will show up, click Yes to delete
the record or No if not.

2.13 Nationality
Define all nationalities of your guests.

2.13.1 How to Add Nationality?
To add an Nationality in the Nationality List, click New
then you will now see figure
2.13.1. Enter the Nationality Code, Nationality Name, Description and Sort Key then click Save to
continue.

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Figure 2.13 Nationality

Type the
necessary values
in the fields

Figure 2.13.1 Add a Nationality

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2.13.2 How to Edit a Nationality?
To edit an item in the Nationality Entry, click Edit in the Nationality List (see figure 2.13). you will
now see figure 2.13.2, you can change a field in the window such as Nationality Code, Nationality Name,
Description and Sort Key, then click Save to continue.

Figure 2.13.2 Edit a Nationality

2.13.3 How to Delete a Nationality?
To delete an item in the Nationality List, select an item you want to modify then click Delete in
the Nationality List (see figure 2.13). You can delete a list unless it is being used by other records, make
sure that the Nationality is free.

2.14 Language
Define all languages of your guest.

2.14.1 How to Add Language in the List?
To add an Language in the Language List, click New
then you will now see figure
2.14.1. Enter the Language Code, Language Name, Description and Sort Key then click Save to
continue.

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Figure 2.14 Language

Type the
necessary values
in the fields

Figure 2.14.1 Add a Language

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2.14.2 How to Edit a Language?
To edit an item in the Language Entry, click Edit in the Language List (see figure 2.14). you will
now see figure 2.14.2 you can change a field in the window such as Language Code, Language Name,
Description and Sort Key, then click Save to continue.

Figure 2.14.2 Edit a Language

2.14.3 How to Delete a Language?
To delete an item in the Language List, select an item you want to modify then click Delete in
the Language List (see figure 2.14). You can delete a list unless it is being used by other records, make
sure that the language is free.

2.15 Company
Define all the companies of your guest.

2.15.1 How to Add Company in the List?
To add a Company in the Company List, click New
then you will now see figure 2.15.1.
Enter the Company Code, Company Name, Description and Sort Key then click Save to continue.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 2.15 Company

Type the
necessary values
in the fields

Figure 2.15.1 Add a Company

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

2.15.2 How to Edit a Company in the List?
To edit an item in the Company Entry, click Edit in the Company List (see figure 2.15). you will
now see figure 2.15.2 you can change a field in the window such as Company Code, Company Name,
Description and Sort Key, then click Save to continue.

Figure 2.15.2 Edit a Company

2.15.3 How to Delete a Company?
To delete an item in the Company List, select an item you want to modify then click Delete in
the Company List (see figure 2.15). You can delete a list unless it is being used by other records, make
sure that the company is free.

2.16 Credit Card Type
Define all the Card Types that you do accept for payments.

2.16.1 How to Add Card Type in the List?
To add a Credit Card Type in the Card Type List, click New
then you will now see figure
2.16.1. Enter the Card Type Code, Card Type Name, Description and Sort Key then click Save to
continue.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 2.16 Credit Card Type

Type the
necessary values
in the fields

Figure 2.16.1 Add a Credit Card Type

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

2.16.2 How to Edit a Credit Card Type in the List?
To edit an item in the Card Type Entry, click Edit in the Card Type List (see figure 2.16). you will
now see figure 2.16.2 you can change a field in the window such as Card Type Code, Card Type Name,
Description and Sort Key, then click Save to continue.

Figure 2.16.2 Edit a Credit Card Type

2.16.3 How to Delete a Credit Card Type?
To delete an item in the Card Type List, select an item you want to modify then click Delete in
the Card Type List (see figure 2.16). You can delete a list unless it is being used by other records, make
sure that the Credit Card is free.

2.17 Check Type
Define all room rate type plans you do offer.

2.17.1 How to Add Check Type in the List?
To add a Check Type in the Check Type List, click New
then you will now see figure
2.17.1. Enter the Check Type Code, Check Type Name, Description and Sort Key then click Save to
continue.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 2.17 Check Type

Type the
necessary values
in the fields

Figure 2.17.1 Add a Check Type

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

2.17.2 How to Edit a Check Type in the List?
To edit an item in the Check Type Entry, click Edit in the Check Type List (see figure 2.17). you
will now see figure 2.17.2 you can change a field in the window such as Card Type Code, Card Type
Name, Description and Sort Key, then click Save to continue.

Figure 2.17.2 Edit a Check Type in the List

2.17.3 How to Delete a Check Type?
To delete an item in the Check Type List, select an item you want to modify then click Delete in
the Check Type List (see figure 2.17), then click Yes to delete the record or No if not.

2.18 Category
Define all categories for the items/extra charges.

2.18.1 How to Add Category in the List?
To add a Category in the Category List, click New
then you will now see figure 2.18.1.
Enter the Category Code, Category Name, Description and Sort Key then click Save to continue.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 2.18 Category

Type the
necessary values
in the fields

Figure 2.18.1 Add a Category

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

2.18.2 How to Edit a Category in the List?
To edit an item in the Category Entry, click Edit in the Category List (see figure 2.18). you will
now see figure 2.18.2 you can change a field in the window such as Category Code, Category Name,
Description and Sort Key, then click Save to continue.

Figure 2.18.2 Edit a Category in the List

2.18.3 How to Delete a Category?
To delete an item in the Category List, select an item you want to modify then click Delete in the
Category List (see figure 2.18), then click Yes to delete the record or No if not.

2.19 Item
Define all extra charges that your hotel offers.

2.19.1 How to Add an Item in the List?
To add an Item in the Item List, click New
then you will now see figure 2.19.1. Enter
the Item Code, Item Name, choose your Category, enter your Rate, and Sort Key then click Save to
continue.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 2.19 Item List

Type the
necessary values
in the fields

Figure 2.19.1 Add an Item

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

2.19.2 How to Edit an Item in the List?
To edit an item in the Item Entry, click Edit in the Item List (see figure 2.19). you will now see
figure 2.19.2 you can change a field in the window such as Item Code, Item Name, choose your Category,
enter your Rate, and Sort Key then click Save to continue.

Figure 2.19.2 Edit an Item in the List

2.19.3 How to Delete an Item?
To delete an item in the Item List, select an item you want to modify then click Delete in the
Item List (see figure 2.19), then click Yes to delete the record or No if not.

2.20 Package
Define all the packages that your hotel offers.

2.20.1 How to Add a Package in the List?
To add an Item in the Package List, click New
then you will now see figure 2.20.1.
Enter the Package Code, Package Name, Description and Sort Key then add an item you want to
include to your item list, (you can also remove a list that you added, just click Remove item) after
that click Save to continue.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 2.20 Package List

Type the
necessary values
in the fields

Figure 2.20.1 Add Package

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

2.20.2 How to Edit a Package in the List?
To edit an item in the Package Entry, click Edit in the Package List (see figure 2.20). you will now
see figure 2.20.2 you can change a field in the window such as Package Code, Package Name,
Description and Sort Key, and you can add or remove an item in the Package Item, then click Save to
continue.

Figure 2.20.2 Edit an Item in the Package List

2.20.3 How to Delete a Package in the List?
To delete an item in the Package List, select an item you want to modify then click Delete in the
Package List (see figure 2.20), then click Yes to delete the record or No if not.

1UTILITIES
This tab shows information about the user and the company, this tab can be used to set the
User List, User Type, Setup Authorization User, and Company Settings.

3.1 User List
Defines all user accounts that can access the system.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 3.1 User List

3.1.1 How to Setup User Rights?
To setup User Rights go to the User List window (see figure 3.1), all the field that are checked in
“Is Allowed? “are all permitted to used certain Notes per information. To set this up, click in the check
mark
to allow a Rights or uncheck
to prohibit the use of a certain rights. Click Save to save the
changes or Close to void the process.

Figure 3.1.1
Setup User Rights

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

3.1.2 How to Add New User in the User List?
To add New User in the User List, click New
then you will now see figure 3.1.2. Enter
the Username, Password, Re-Type your password, Password Hint (optional), setup the user rights, for
the user’s identity enter the First Name, Middle Name, and Last Name (this fields are required), check
also the Active/inactive mark to activate the user’s availability, then click Save to continue.

Type the
necessary values
in the fields

Figure 3.1.2
Add new User Account

3.1.3 How to Edit a User in the User List?
To edit an item in the User Entry, click Edit in the User List (see figure 3.1). you will now see
figure 3.1.3 you can change a field in the window such as Username, Password, Re-Typed password,
Password Hint (optional), setup user rights, First Name, Middle Name, and Last Name, you can also
uncheck/check also the active/inactive mark, then click Save to continue.

Figure 3.1.3
Edit User Account

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

3.1.4 How to Delete a User in the User List?
To delete an item in the User List, select an item you want to modify then click Delete in the
User List (see figure 3.1), You can delete a list unless it is being used by other records, make sure that
the user is free.

3.2 User Type
Defines all user type that you have such as Admin, Hotel Manager, Front Desk Officer, etc.

Figure 3.2 User Type

3.2.1 How to Add New User Type?
To add New User Type in the User Type List, click New
then you will now see figure
3.2.1. Enter the User Type Name and the Sort Key, then click Save to continue.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 3.2.1 Add new User Type

3.2.2 How to Edit a User Type?
To edit an item in the User Type Entry, click Edit in the User Type List (see figure 3.2). you will
now see figure 3.2.2 you can change a field in the User Type Name and the Sort Key, then click Save to
continue.

Figure 3.2.2 Edit a User Type

3.2.3 How to Delete a User Type?
To delete an item in the User Type List, select an item you want to modify then click Delete in
the User Type List (see figure 3.2), You can delete a list unless it is being used by other records, make
sure that the user type is free.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

3.3 Setup Authorized User
List of Authorized User, you can add or remove authorized user here.

Figure 3.3 Setup Authorization User

3.3.1 How to Add User?
To add New User in the Authorization User List, click Add User
then you will now
see figure 3.3.1. An Authorization Lock will now show (see figure 3.3.1), select your user name and
enter your password, click Accept to enter the User List, select now the new user from the User List
(make sure that the user is not already setup as Authorization User), a confirmation box will show click
Yes to continue.

Figure 3.3.1 Authorization Lock

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

3.3.3 How to Remove User from Authorization List?
To remove an item in the Authorization User List, select an item you want to modify then click
Remove User
, an Authorization Lock will now show (see figure 3.3.1), select your User name
and enter your password, after successfully logging in a confirmation box will appear, click Yes to
remove the user or No if not.

3.4 Company Settings
Defines the company’s general, advanced and report settings.

Figure 3.4. Company Settings

3.4.1 How to Setup the General Settings
General Settings are used in your company’s general information like contacts, company profile
and title formats, to setup these settings enter the values of the following: Company Name, Company
Address 1, Company Address 1 (word extension), Company Telephone Number, Company Mobile
Number, Company Fax Number, Company Contact Person, Company Email, Signatory Name, and
Signatory Title, then click Save to continue.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

3.4.2 How to Setup the Reports Settings
Reports Settings are used in your company’s reports information that can be use in your
documents such as Statement of Account, Shift Report, Sales Summary etc., to setup these settings
enter the values of the following: Report Title, Sub Header 1, Sub Header 2, Sub Header 3, then browse
your company’s logo, then click Save to continue. (see figure 3.4.2)

Figure 3.4.2 Reports Settings

1ACCOUNTING

4.1 A/R Payment
List of all payments of Account Receivable.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 4.1 A/R Payments

4.1.1 How to Add New AR Payment?
To add New AR Payment in the AR Payment List, click New
then you will now see
figure 4.1.1. Select the Guest/Customer, Payment Type, Card/Check Type and Payment Date, enter the
OR number and the Card/Check Number, check the check mark at the bottom part of the window to
show transactions with 0 balances, (make sure that there is A/R Transaction for the Guests) then click
Save to continue.

Figure 4.1.1
Add New A/R Payments

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

4.1.2 How to View an AR Payment Transaction?
To view an AR Payment Transaction in the AR Payment List, select the item you want to view
then click View
then you will now see figure 4.1.2. Take note that the information you will
see here is for Viewing purposes only, you can’t change any value in the fields.

Figure 4.1.2 Sample View of AR Payments

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com
5

REPORTS
5.1 Shift Report (Detailed)
Detailed report of Shift, this is per shift date and Shift Name.

5.1.1 How to Preview the Shift Report
to preview the Shift Report (where you can also print a hard copy just click File -> Print) select
your Shift Date and Shift Name and Click Preview.

Figure 5.1.1 Sample Preview of Shift Report (Detailed)

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

5.2 Shift Report (Summary)
Detailed report of Shift, this is per shift date and Shift Name.

5.2.1 How to Preview the Shift Report (Summary)
to preview the Shift Report Summary (where you can also print a hard copy, just click File -> Print)
select your Shift Date and Click Preview.

Figure 5.2.1 Sample Preview of Shift Report (Summary)

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

5.3 Sales Summary
View summarized report of sales based on selected period.

5.3.1 How to Preview the Sales Summary
to preview the Shift Report Summary (where you can also print a hard copy, just click File -> Print)
select the period covered (Date From and Date To) then click

Figure 5.3.1 Sample Preview of Sales Summary

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

5.4 AR Customer Subsidiary
Generate AR subsidiary report.

5.4.1 How to Preview AR Customer Subsidiary
to preview the AR Customer Subsidiary (where you can also print a hard copy, just click File ->
Print) select the period covered (Date From and Date To) then click

5.5 Summary of AR Reports
Preview all summary of AR Accounts.

5.5.1 How to Preview the Summary of AR Reports
to preview the AR Customer Subsidiary (where you can also print a hard copy, just click File ->
Print) select “As of Date” period then click

Figure 5.5.1 Sample Preview of Summary of AR Report

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

5.6 Transaction Log
View all transaction information.

5.6.1 How to Preview the Transaction Log
to preview the Transaction Log (where you can also print a hard copy, just click File -> Print) select
the Date Periods (Date From and Date To) then click

Figure 5.6.1 Sample Preview of Transaction Log

5.7 Customer History File
View all the history of guest and their information.

5.7.1 How to Preview Customer History File
to preview the Customer History File (where you can also print a hard copy, just click File -> Print)
select the Reservation Type and the Date Periods (Date From and Date To) then click

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 5.7.1 Sample Preview of Customer History File

5.8 Room Rates Breakdown
View all the history of guest and their information.
5.8.1 How to Preview Room Rates Breakdown
to preview the Room Rates Breakdown (where you can also print a hard copy, just click File ->
Print) select the Date Periods (Date From and Date To) then click

Figure 5.8.1 Sample Preview of Room Rates Breakdown

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

5.9 Service Charge Report
Preview Service Charge Reports.

5.9.1 How to Preview Service Charge Reports
to preview the Service Charge Reports (where you can also print a hard copy, just click File ->
Print) select the Date Periods (Date From and Date To) then click

Figure 5.9.1 Sample Preview of Service Charge Reports

5.10 All Day Notes
Preview all day notes of all transactions filtered by.

5.10.1 How to Preview All Day Notes
to preview the All Day Notes (where you can also print a hard copy, just click File -> Print) select
the Date and then click

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
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6

1QUICK

TOOLS

6.1 Guest Quick Search
Quick searching of Guests, you can search some information per guests such as the Guest
Information, Address Information, Contact Information, Identity Information Guest Remarks, and Other
Information. (you can’t edit or change any value here, it is for viewing purposes only)

Figure 6.1 Guest Quick Search

6.1.1 How to Add/Edit/Delete New Guest Entry?
To add new guest entry please see 1.9 Guest Master in pg. 34) List it will show the proper steps
how to manage Guest Entry.

6.1.2 How View History of Guest?
To view the history of Guests select the guest where you want to view the history then click
View History, if you want to print the current history click Print.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

6.2 Search Available Rooms
Look up available rooms based on criteria you enter, to Search for Available Rooms select
your Arrival Time and Departure Time, select the Floor and Room Type, choose the number of nights.
You can now see the available rooms based on the entered criteria.

Figure 6.2 Search Available Rooms

6.3 Balance Alert
Preview current balance of all check in, to preview the balance alert select the Date you want
to preview then click Preview.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 6.3 Sample Preview of Balance Alert

6.4 Room Assignment
View Room assignments per day, to view Room Assignments select the Date you want to
view and select the Room Type, you will now see Rooms that are assigned, it will show the Room
Information, Occupied By, and Incoming Guests.

Figure 6.3
Room Assignment

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

1QUICK NAVIGATION TOOL
This field gives a quick solution to navigate different main functions of the system.

•
•
•
•
•

Check in/ Reservation, this field contains Walk In, New Reservation, Multiple Reservation
and Multiple Check In (see 1. Front Office in pg. 7)
Guest Operations, this fields contains Guest Master List and Guest Arrival List (see 1. Front
Office in pg. 7)
Reports this field contains Balance Alert, Due Out List, Monthly Occupancy, and Occupancy
(Per room type)
Housekeeping Operations, this includes Housekeeping and Housekeeping Inventory
Others, this fields contains Change Password, Close Shift, and Logout.

7.1 How to preview Due Out List
To preview Due Out List, go to navigation tool located at the left panel of the window then
click Due Out List, enter the “As of Date” of the List then click Preview. (see figure 7.1 for sample)

Figure 7.1 Sample Preview of Due Out List

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

7.2 How to preview Monthly Occupancy
To preview Monthly Occupancy, go to navigation tool located at the left panel of the window
then click Monthly Occupancy, select the Month of the report if you want a Specific Month or enter the
Custom Date (Date From and Date to) then click Preview. (see figure 7.2.1 for sample)

Figure 7.2 Monthly Occupancy

Figure 7.2.1 Sample Preview of Monthly Occupancy

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

7.3 How to preview Monthly Occupancy (Per Room Type)
To preview Monthly Occupancy (Per Room Type), go to navigation tool located at the left
panel of the window then click Monthly Occupancy (Per Room Type), select the Month of the report if
you want a Specific Month or enter the Custom Date (Date From and Date to) then click . (see figure
7.3.1 for sample)

Figure 7.3 Monthly Occupancy (Per Room Rate)

Figure 7.3.1 Sample Preview of Monthly Occupancy (Per Room Type)

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

7.4 Housekeeping Operations
This field shows Housekeeping status, you can also Set Room Status, just select the item you
want to set the status then select the status type and click Set Status. You can also add an extra charge
in a specific room.

Figure 7.4 Housekeeping Operations

7.5 Housekeeping Inventory
This field previews all room status for housekeeping, to view the Housekeeping Inventory
select the Floor you want to preview then click Preview, you will now be redirected to Microsoft Excel
where your inventory will be viewed.

Figure 7.5Housekeeping Inventory

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

7.6 How to Change Password?
To Change Password, go to navigation tool located at the left panel of the window then click
Change Password (see figure 7.5), enter your Current Password, New Password, Confirm New Password
(re-enter your new password) and Password Hint (optional) then click Save.

Type the
necessary values
in the fields

Figure 7.6 Change Password

7.7 How to Close Shift?
To Close Shift, go to navigation tool located at the left panel of the window then click Close
Shift (see figure 7.6), enter the corresponding value in the Summary, enter the number value in each
field (from 1-1000) then click Close Shift, a confirmation box will show up, click Yes to continue or No if
not.

JDEV OFFICE SOLUTION INC.
4776 Montang Ave. Diamond Subd. Balibago, Angeles City 2009
(045) 900-3988 / 0955-283-3018
jdevtechsolution@gmail.com

Figure 7.7 Close Shift

7.8 Logout
To Log out, go to navigation tool located at the left panel of the window then click Logout,
click Yes to continue to logout or No if not.

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