Room Discrepancies

In the day-to-day operation of a property, the Housekeeping status may differ from the Front Office status. The room attendant may go into a room to clean it and find that the guest has already departed. Thus, the housekeeping status of the room would be vacant. However, if the guest did not check out officially, the Front Office status of the room would still show as occupied. This case is called a "skip." The other possibility is that the Front Office status is vacant and you find out that there are still suitcases in the room or other indications that the room is currently occupied. Consequently, the housekeeping status would be occupied. This case is called a "sleep."

The Rooms Management>Housekeeping>Room Discrepancies menu option is available when the Rooms Management>Discrepant Rooms application function is set to Y. This option allows you to enter the Housekeeping status of a room, compare it to the current Front Office status, and to search for room discrepancies.

Note: Any room discrepancies that occur are recorded in the User Activity Log. Changes to the HK Status or HK Persons will also display the original value and the new value it was changed to. See User Activity Log for details.

Search Criteria Options

Select the Show check box(es) that corresponds to the kind of discrepant information you wish to display. (If no check boxes are selected, no discrepancy filter is applied and all rooms will display.)

The Floor, Room, and Room Class options can be used to further filter the discrepancy information identified by your check box selection(s). For example, if Skips is selected as the discrepancy search criteria and 4 is entered in the Floor field, all skips on the fourth floor will display. If Sleeps is selected as the discrepancy search criteria and the room number 101 is entered, search results will display only if room 101 or a higher numbered room is a sleep.

Enter your search criteria and select the Search button.

Sleeps. Display all rooms listed as sleeps. These are rooms that are reported to be occupied by the housekeeping personnel but are listed as vacant by the Front Office.

Skips. Display all rooms listed as skips. These are rooms that are reported to be vacant by the housekeeping personnel, but are listed as occupied by the Front Office.

Person Discrepancy. Display all rooms where the number of occupants conflicts between Front Office and Housekeeping.

Due Out Only. Display only reservations with a Due Out reservation status. (Available when the Skips check box and/or Person Discrepancy check box is selected.) This feature can be used to identify reservations that may be candidates for Check Out by the Housekeeping department.

Floor. Search for the discrepancy information by floor. Enter the floor number desired or select from the drop down list.

Room. Search for the discrepancy information by room number. Enter the room desired or select from the drop down list. Discrepant rooms having the specified room number, or higher, will display.

Room Class. Search for the discrepancy information by room class. Enter the room class or select from the drop down list. This field is available if the General>Room Class application parameter is set to Y.

Fields

Note: Housekeeping Status and Persons in Room discrepancies noted here are reflected in the Available Room Assignment screen Remarks column. For example, if the FO Status of a room is Vacant and Housekeeping notes that the room is Occupied, Sleep appears in the Remarks column on the Available Room Assignment screen. Or, if the reservation has a number of persons that differs from what the attendant observes, Person appears in the Remarks column on the Available Room Assignment screen. Sleep/Person indicates both a housekeeping status discrepancy and a persons in room discrepancy.

Room. Room number. Click the room number link to display the Room screen in view-only mode. This screen displays room configuration details.

Room Type. Room type assigned to the room. Click the room type link to display the Room Type image screen. This screen provides information about the room type and, at the property's option, a picture of the room type.

Room Status. The room status. Select the down arrow and choose the desired status (Clean, Dirty, Inspected (available only if the Rooms Management>Use Inspected Status application function is set to Y), or Pickup (available only if the Rooms Management>Pickup Status application function is set to Y). Room Status displays in the color defined in the Housekeeping screen. You can change the room status from Dirty to Clean to Inspected back to Dirty again, all in this order.

HK Status. The housekeeping status. Select the down arrow and select the occupancy status (Vacant or Occupied) you wish to apply to the selected rooms. You cannot change the Front Office status from here. It changes automatically if you check in or check out a guest.

FO Status. The Front Office occupancy status.

Status. Reservation status of the reservation. These include:

Arrival - Reservation due to arrive today, but not yet checked in.
Arrived - Reservation due in today and already checked in.
Stay Over - Reservation that stayed the previous evening and that are continuing their stay for the present system day (date).
Day Use - Reservation staying for the present system day (date). Arrival date and Departure date is equal to today's date.
Due Out - Reservation due to check out. If a room is due out, that room is an available room to use for the current business date.
Departed - Reservation that has checked out for the day.
Not Reserved - No reservation is checked in or pre-blocked into this room for today's date.

FO Persons. The number of persons recorded for the room per the reservation.

HK Persons. The number of persons recorded for the room by housekeeping. Housekeeping can record the number of persons that are in a room by entering the figures here or selecting the + (plus) or - (minus) keys. This can be useful to detect person discrepancies for rooms. For example, Front Office has recorded one person for a room, but it is obvious to Housekeeping that there are at least two people using the room. By default, the number of adults assigned to the reservation appears here.

Discrepancy. Possible room discrepancies. Sleep is displayed in the Discrepancy column if the Housekeeping status is occupied and the Front Office status indicates that the room should be vacant. Skip is displayed in the Discrepancy column if the Housekeeping Status is vacant and the Front Office status indicates that the room should be occupied. Or, if the reservation has a number of persons that differs from what the attendant observes, Person appears in the Remarks column. Sleep/Person indicates both a Housekeeping Status discrepancy and a Persons discrepancy.

Note: If the highlighted reservation is a share, sharer information is displayed below the grid in blue text.

Functions

Billing. (Available if the room's Housekeeping Status is Skip.) To display the reservation's Billing screen, select the Billing button. If the Cashiering>Check Out permission is granted to the user, a cashier login is required, and a Skip guest can be checked out successfully. If this permission is not granted, the Billing option is disabled for Skip rooms.

Resv. Display the Reservation screen for this reservation.

Report. Preview or Print without previewing the Housekeeping Discrepancies report. Select File to create the report as a PDF file.