2 Cashier Function

The Cashier menu is a widely used function in a Ship Operation where the passenger profile, reservations, billing, and stay histories are recorded and stored.

Guest Handling

This section describes the available functions to access guest data such as guest information, travel documents, invoice, guest history, group account, and others. It also allows you to create, amend, and cancel a reservation, and post a charge and check out a guest/account. These functions are perform in the Management, Cashier drop-down menu

Figure 2-1 Guest Handling

Search Panel

The Search panel function enables you to look up a reservation by status — Check In, Check Out, Expected, Canceled and No Show from the Guest Handling window.

Figure 2-2 Search Panel

Table 2-1 Search Panel

Tab	Description
Checked-In	This tab lists all registered passengers.
Checked-Out	This tab lists all checked-out passengers of past and current cruise.
Expected	This tab lists all passengers due to arrive for current or future cruises.
Cancelled	This tab lists all canceled reservations.
No Show	This tab lists all reservations that fail to show up or are yet to register during System Date Change.
Show Embark Dates	Check box includes guest embarkation/debarkation dates in the result list.
Show Expected disembarkation	Check box displays disembarking guest of selected date and cabin.

Searching For Guest

1. To locate a guest’s reservations, in the Search panel, select the Status tab and then select the first letter in the guest’s last name. If you select ALL, all reservations appear in alphabetical order.
2. You can narrow down your search using the guest name, document number, or cabin number and date.

Guest Info Tab

The Guest Info tab is the default tab for the Guest Handling function. It provides a single view of guest information such as name, address, passport details, cabin information, and others. It also enables you to drill down further into the reservation for more information.

New Reservation Function

The New Reservation function allows you to create a booking for guests arriving without a reservation. A reservation form is launched when you click the New Reservation button. Below are the field definitions of the form.

Figure 2-3 New Guest Information Window

Table 2-2 Field Definition of Guest Information Tab (Name)

Field	Description
Name
Surname	Last name of the guest.
Forename	First name of the guest.
Middle Initial	Middle name of the guest.
Other Name	Other Last Name.
Other First Name	Other First Name.
Salutation	The salutation of the guest.
Title	Title of the guest.
Royalty No	Additional Title. A user definable label.
Marital Status	Marital Status of guest. Configurable system codes in Administration, System Codes, Marital Codes.
VIP	VIP classification of the guest. Configurable system codes in Administration, System Codes, Marital Codes.
Classification	Classification/VIP flag.
Frequent No	Frequent Cruiser number. A user definable label.
Award Level	Frequent Cruiser Award Level.
Shore-Res.ID	External System Reservation ID. A user definable label.
Onboard Email	Email contact while on board.
Total No. of Cruise Days	Total Cruise days signed up. Information from data import.
Number of Cruises	Number of cruises purchased. Information from data import.
Disc Templates	Discount templates applied to the account.

Table 2-3 Field Definition of Guest Information Tab (Passport Information)

Field	Description
Passport Information
Passport No	Passport number of the guest.
Issue Date	Date travel document was issued.
Issue Place	Place travel document was issued.
Issue Country	Country travel document was issued.
Expiry Date	Expiry date of travel document.
Birthdate	Birth date of the guest.
Birth Place	Birth place of the guest.
Nationality	Nationality according to travel document.
Language	Language spoken by guest.
Profession	Profession of the guest.
Gender	Gender identifier.
Smoker	Smoker identifier.
Birth Nation	The original nationality of the guest if differ from Nationality field.

Table 2-4 Field Definition of Guest Information Tab (Travel Information)

Field	Description
Travel Information
Port Comments	Additional comments of the port.
Debark Date	Debarkation date.
Debark Port	Port of debarkation.
Cabin	Cabin number assigned.
Muster Station	Muster Station assigned. Linked to Cabin number.
On Board	On/Off board identifier.
Deny Boarding	Deny boarding identifier.
Deny Reason	Reason boarding denied.
Telephone Pincode	PIN code setup for outgoing calls and access to Kiosk.
National ID	Local identification document, for example, ID or Driving License
Handicapped	Disability status of the guest. A user definable label.
Handicapped Remarks	Disability remarks.
Manifest Printout	Default inclusion of guest in manifest print out.
Queue ID	Assigned queue ID during embarkation.
Shore.G-ID	Unique Identifier for FMS. A user definable label.
Life Boat	Life Boat assigned. Linked to Cabin number.

Table 2-5 Field Definition of Guest Information Tab (Documents)

Field	Description
Documents
Documents	Confirmation check box of whether travel document is checked or collected.

Table 2-6 Field Definition of Guest Information Tab (Documents)

Field	Description
Dining Preferences
Table/Seating	Assigned table number and seating preferences for dining.
Location	Assigned dining location.

Table 2-7 Field Definition of Guest Information Tab (Other Parameter)

Field	Description
Resident	Indicator whether the guest is a resident.
Air/Sea operator	Indicator whether the guest is an Air/Sea operator.
Intoxication	Intoxication identifier.
Express Check Out	Indicates guest require Express Check Out.
Group Leader	Group Leader identifier.
Non-inclusive Guest Type	Indicates that guest is not part of a package or all inclusion plan.
Charge for Checked-out Calls	Define whether checked-out calls will be charged.
Switch to Crew in Manifest	Indicates that reservation has been moved Crew manifest.
Stay overnight shoreside	Indicates that guest stays overnight at shore side.

Table 2-8 Field Definition of Guest Information Tab (Guest Categories)

Field	Description
Guest Categories
Selection box	User configurable system codes in Administration, System Codes, Guest Categories.

Table 2-9 Field Definition of Guest Information Tab (Agent Information)

Field	Description
Payments/Remarks
Payment	Payment Department code for this reservation.
Remarks	Additional remarks pertaining this payment.
PPD Type	Revenue per person per day tag.

Table 2-10 Field Definition of Guest Information Tab (Others)

Field	Description
Others
Document Image Snapshot	Displays snapshot of scanned passport.
Photo	Displays saved photo of the guest.
Notice and Consent	Mandatory field. Indicates passenger accept and agrees to the Notice and Consent Terms.

Figure 2-4 Guest Information Address / Other Information

Table 2-11 Field Definition of Guest Information Address Tab

Field	Description
Address / Temporarily Address
Address 1	Address 1.
Address 2	Address 2.
Street	Street name.
Zip/City	Zip Code / Name of city.
Country	Country.
State	State.
Phone	Phone number of guest.
Email 1	Email address of the guest.
Email 2	2nd Email address of the guest.

Table 2-12 Field Definition of Guest Information Address Tab (Other Info)

Field	Description
Other Info
Permanent Resident ID	Permanent Resident ID of the guest.
Common Access Area	Allowed common access area.
Exclude from Quick Billing Printing	Indicator whether to exclude from Quick Billing printing.

Table 2-13 Field Definition of Guest Information Address Tab (Encode Additional Cabin for Ving/Onity Door)

Field	Description
Encode Additional Cabin for Ving/Onity Door
Cabin 2/3	Cabin number of joint cabin.

Table 2-14 Field Definition of Guest Information Address Tab (Emergency Contact Address)

Field	Description
Emergency Contact Address
Name	Name of Emergency contact person.
Relationship	Relationship of Emergency contact person.
Address	Address.
Street	Street.
Zip/City	Zip code/city.
State	State.
Country	Country of Residency.
Phone	Phone number of contact person.
Mobile Phone	Mobile number of contact person.
Email	Email address of the contact person.
Business Phone	Business phone number of contact person.

Table 2-15 Field Definition of Guest Information Address Tab (Travel Insurance)

Field	Description
Travel Insurance
Description	User configurable system codes in Administration, System Codes, Travel Insurance.
Ins. Number	Insurance Policy Number.

Table 2-16 Field Definition of Guest Information Address Tab (Minor Debark Authorization)

Field	Description
Minor Debark Authorization
Port Date / Name	Selectable port allowed for minor for debark.
Notice and Consent	Mandatory field. Indicates passenger accept and agrees to the Notice and Consent Terms.

Creating a New Reservation

1. Click the New Reservation button in the Guest Handling window to open a New Guest Information form.
2. Enter all the relevant information particularly the mandatory fields such as Notice and Consent. If this check box is deselected, the system does not allow you to proceed and prompts a warning message. Refer to your company standard operating procedure for the other mandatory fields.
3. Click OK to save the form.
4. The saved information is visible under the Guest Info tab and is categorized as Expected Arrival.

Editing a Reservation

1. Search the reservation from the Search panel and then click the Edit Information under the Guest Info tab to open the existing Reservation Form.
2. Edit all relevant information and click OK to save the changes.

Canceling Reservation

1. Search the reservation from the Search panel and then click Cancel Reservation under the Guest Info tab.
2. Select Yes to cancel the reservation when prompted. This places the booking under the Cancelled tab.

Posting Status

The Posting Status is a function that assists you in managing cash-paying guests or guests who may have exceeded their credit limit. This function enables/disables the posting from flowing through to the account.

Disabling a Posting

1. Retrieve the reservation from the Search panel and then click Posting Status in the Guest Info tab.
2. Enter the reason to disable the posting when prompted, either by selecting a predefined reason from the drop-down list or by manually inserting them.
3. If you select Allow manual postings, this only disables postings from the interfaces. You can still perform manual posting within the Guest Handling function.
4. Click OK to set the posting status for the account to No or Manual.

Figure 2-5 Posting Status (No or Manual)

Enabling Posting

1. Retrieve the reservation from the Search panel and then click Posting Status in Guest Info tab.

2. The system prompts for a response to accept the postings. Selecting Yes resets the Posting status to allowed, whereas No retains the Posting status unchanged.

Creating a Party

This function manages and identifies a small number of persons travelling together who do not necessarily share the same cabin. In addition to identification purposes, the person responsible for payment of accounts or main contact liaison can be made as the “primary” passenger.

1. Search the reservations in Search panel.
2. Use the CTRL+ key to select the names that make up a party.
3. Click Create Party under the Guest Info tab.
4. The system updates the guest of the same party with Shore-Res ID.

Figure 2-6 Party Identifier

Showing a Party

To view a list of travel companions within a party, click the Show Party button.

Adding to Group

A guest can be an individual traveler or a person travelling in a group. If the guest has a reservation and is to become part of a group, you can link the reservation to the group account and display all travel companions within the group when searched.

1. Search the guest name from the Search panel.
2. Mark the reservation(s) and then click Add to Group in the Guest Info tab.
3. The system prompts for a response whether to assign selected guest(s) to the group. Click Yes to proceed.
   
   
   
4. In the Group Selection window, select the group from the list.
   
   
   
5. If Assign as group leader is selected, it identifies the guest as a leader. You can assign more than one leader in a group.
6. Once added, the group name is visible under Member of Group in the Guest Info tab. If the guest is a Group leader, the word (Leader) appears after the group name.
   
   
   
7. Guests affiliated with the group are listed when you search by group name from the Search panel.
   
   
   

Removing from Group

This function removes guests from an existing group and converts their reservation to an individual reservation.

Removing a guest from group

1. Search the guest name using the Search panel.
2. Mark the reservation(s) and then click Remove from Group.
3. The system prompts for a response to remove selected guest(s) from the group. Click Yes to proceed and the group name is removed from the Guest Info, Member of Group field.

Primary Guest

As mentioned in the Creating a Party topic, you can designate a guest within a party as a primary guest or the person in the party who is in charge and responsible for the accounts. Below are the steps to assign a Primary guest. Note that this process supersedes earlier assigned Primary guests, if any.

Assigning a Primary Guest

1. Identify the party by clicking the Show Party button.
2. Highlight the name of the person to be designated as Primary.
3. Click Primary Guest to assign the selected person and the word Primary will appear under the Cabin Information section.

Show Log

A chronological record of activities such as passenger’s movements, financial transactions, and systems events are logged to enable the reconstruction and examination of the sequence of events and/or changes made. Such information is viewable in the Show Log function.

Showing Log

1. Retrieve the reservation from the Search panel, then click Show Log in the Guest Info tab.
2. The log displays a list of events sorted by date/time order. Click Print to send a copy of the log to the printer.
3. Click the Export button to export the log into a supported file format. Select the format from the drop-down list.

Figure 2-7 File Export Prompt

Guardian Assignment

Depending on the Ship’s policy and age set forth as a Minor, a guardian might be required to accompany a minor on certain activities or in the absence of the parents. This function is available to account for passengers whose age is below the Minimum Adult Age a set in the General, Guardian Auto Assignment parameter.

Assigning a Guardian

1. Navigate to the Guest Handling window and search for the minor’s name/cabin.
2. Click the Guardian Assignment.
3. In the Guardian Assignment window, select from the following options:
   • Passengers in the same cabin.
   • Passengers with same booking number.
   • Search Name/Cabin number.
   
   
   
4. Selecting one of the above options illuminates the Add as Guardian button.
5. Select the guardian name from the guest list, then clickAdd as Guardian to save the name to the Guardian List.
6. The assigned guardian name will appear in the Guest Info, Name/Address section.

Removing Guardian Assignment

You can remove the guardian from the minor account by clicking Guardian Assignment, selecting the guardian name, and then clicking Remove as Guardian.

Mark No Show

The Mark No Show function changes the guest status from Expected to No Show prior to the End of Day (EOD) process and is available only to users who have the appropriate access rights.

1. Search for the guest name from the Search panel, Expected tab.
2. Click the Mark No Show button at the Guest Handling window.
3. At the mark Guest to No Show prompt, click Yes to change the reservation status. The booking will now appear in the No Show tab.

Service Charge

The Ship operators might have a standard Service Charge value defined as an automatic charge to the guest account. This posting is typically performed using the Quick Service Charge Posting function. The value of the service charge is set in the Service Charge, Default Charge Amount, and Minimum Passenger Age parameter. The Service Charge function in Guest handling enables you to post the service charge manually or disable the automatic posting.

Posting a Service Charge

1. In the Guest Info tab of the selected account, click the Service Charge button to open the Change Service Charge Posting Amount window.
2. The default selection is Post the following amount daily with the Use System Default Value check box selected. Click OK to post.

   Figure 2-8 Change Service Posting Amount

   
   
   
3. If the amount is not predefined, deselect the Use System Default Value check box and manually insert the amount.
4. In the Management prompt, select Yes to override the system default value.

   Figure 2-9 Service Charged Posted

   
   
   
5. The service charge posted is shown in Guest Info tab.

Disabling Service Charge Posting

1. From the Change Service Charge Posting Amount window, select Disable Service Charge Posting, and then click OK to save.

2. At the Guest Info tab, the Service Charge Amount changes to No Service Charge Posting.

Disabling Service Charge Posting

1. From the Change Service Charge Posting Amount window, select Disable Service Charge Posting and then click OK to save.
2. In the Guest Info tab, the Service Charge Amount changes to No Service Charge Posting.

Add to Disembark Group

The Add to Disembark Group function allow you to organize disembarking passengers to disembark in batches at a designated assembly location, departure time, and luggage collection.

1. In the Guest Info tab of the guest account, click Add to Disembark Group.
2. In the selection window, select the available group from the grid and then click Select.
3. At the Add guest to debarkation group prompt, click Yes.
4. The assigned debarkation group appears in the Guest Info tab, Cabin Information section.

Figure 2-10 Assigned Debarkation Group

Remove from Debark Group

When a passenger is wrongly assigned to a debarkation group, or would like to depart with friends, you must first remove the assignment and then reassign the passenger to the desired group.

To remove a passenger from the debark group, click the Remove from Disembark Group from the Guest Info tab.

Disc, Route, Pkg Tab

The Discount, Route, Package function routes the charges within the same invoice or to other crew prior to crew check-in if setup, enabling allowable discounts in Oracle Hospitality Cruise Shipboard Property Management System (SPMS) and MICROS. It also gives an overview of the Package Plan entitlement.

Routing

The Routing function automates the transfer of charges within the crew account or to multiple accounts, allowing you to consolidate charges into one invoice/account. The use of this function is to facilitate the invoicing process at the group reservations level or for parties/families traveling together. Depending on the requirements, you can set up the routing using one of these options - “Pay for” or “Paid by”.

Figure 2-11 Routing Tab

Table 2-17 Routing Tab Definition

Section	Description
1	Pays for - This section defines the payer account and whom the account is paying for.
2	For - This section defines where the assigned financial department is routed to.
3	Cabin number and name of guest payer is responsible for.
4	User who set up the routing and reason.
5	Financial Department code assigned.
6	Button to set up or remove routing instructions.

Note:

Prior to moving/routing the charges, be sure to check the current routing arrangements to avoid duplication of routing, which will result to charges not being re-directed as planned.

Pay for Another Party

Use the following steps to set up an account/charge routing when guest A pays for guest B:

1. Search for the guest account and navigate to the Disc, Route, Pkg, Routing tab.
2. Click the New Routing button to open the routing dialog box.
3. Select the Invoice number to which you want to route the charges.
4. For charges within the same account, leave the cabin number and guest name as they are.
5. For the guest who is paying for aanother account, change the cabin number and select the respective guest.

   Figure 2-12 New Routing — ‘Will Pay For’

   
   
   
6. Select the Financial Department group or codes to be routed and insert the routing reason.
7. Select the applicable options:
   • Show Reservations: Include expected to embark and reserve bookings. Checked-in booking is shown when the check boxes are deselected.
   • Actual Postings: Actual postings routed to another account.
   • Actual Payments: Actual payments routed to another account.
   • Package Postings: Only route package postings.
8. Click OK to save.
9. Once saved, the selected assignments are added to Pays for in the Routing tab.

Paid by Another Party

Use the following steps to set up routing when guest B account/charges are paid by guest A:

1. Search the guest account and navigate to the Disc, Route, Pkg, Routing tab.
2. Click the New Routing button under the For section to open the routing dialog box.
3. Select the Invoice number to which you want to route the changes.
4. Enter the cabin number and select the respective guest name from the drop-down list.

   Figure 2-13 New Routing To — ‘Will Be Paid By’

   
   
   
5. Select the Financial Department group or codes to be routed and insert the routing reason.
6. Select the options where applicable.
7. Click OK to save.
8. Once saved, the selected assignments are added to Pays for in the Routing tab.

Advanced Routing

Use the following steps to set up routing for multiple guests, for example; group guests or parties traveling together.

1. Search for the guest account and navigate to the Disc, Route, Pkg Routing tab.
2. Click New Routing to open the routing dialog box,
3. In the dialog box, click the Advanced button in the Invoice drop-down list to open the Multiple Accounts Selection window.
4. Guests listed in the Non Selected Accounts section are based on the default set in Status and Account Type criteria. You can change this criterion according to the user requirement.

   Figure 2-14 Routing Multiple Account Selection Window

   
   
   
5. To select all guests, click Add All> or individually select the guest, then click Add> to move the selection to the Selected Accounts pane.
6. Click OK to confirm the multiple accounts selection. This opens the New Routing window with the selected guest account listed.

   Figure 2-15 Routing Multiple Account Instructions

   
   
   
7. In New Routing, select the Financial Department, Reason and when the routing should occur, and then click OK to initiate the multiple account routing instructions.
8. During the assignment process, the status of the guest account changes to OK, followed by Done, and the New Routing window closes automatically once the process completes.

Deleting an Existing Routing

Use the following steps to remote the routing set up in a guest account.

1. Search the guest account and navigate to Disc, Route, Pkg Routing tab.
2. Select the sub-financial department code to delete the individual assignment, or the Main Financial Department to delete all, and then click Delete Routing.
3. The system prompts for a confirmation to delete the assignment. Click Yes to confirm or No to return to the Routing window.

SPMS Discount

The SPMS Discount function enables you to assign eligible discount to a guest account either by percentage or value.

Assigning a Discount

1. In the guest account, navigate to Disc, Route, Pkg SPMS Discount tab.

   Figure 2-16 SPMS Discounts Window

   
   
   
2. Click the New Discount button to open the discount dialog box.
3. Insert the Percentage and the number of counts in the Apply Count field if the discount is applicable X number of times. For example, enter 1 to specify a one time discount for every selected department code, or leave it as blank for unlimited discount for every selected department.
4. Select the Posting Department by the department group or individually. For example, All Food/Beverage or Room Service Food only.
5. You can also use the Discount Template by selecting the check box and a template from the drop-down if they are pre-configured. See Administration User Guide, Discount Template for setup procedures.
6. Select the Actual Postings check box or the Future Postings check box to indicate when to apply the discount.
7. Click OK to save.

   WARNING:

   Once a discount is applied to an actual posting, it cannot be reversed. If the discount has a count indicator, the system posts the discount until it reaches the count indicated, and no further discount will be accorded to postings thereafter.
8. The system saves the assigned discounts in the SPMS Discount tab. Similarly, the assigned discounts are added when Future Posting is selected in Criteria Discount.

   Figure 2-17 Disc, Route, Pkg — SPMS Discount Tab

   
   
   
   1. Financial Department codes entitled to Percentage discount.
   2. Financial Department codes entitled to Value discount.
   3. Financial Department codes and desription.
   4. Discount value (percentage or value).
   5. No. of count assigned to each financial code. 0 = unlimited.
9. If an Actual Posting is selected, the system posts a reversal against the original posting, sets the adjusted posting to No Print automatically, and then reports the correct value with the discount indicated.

Deleting a Discount

1. In the Disc, Route, Pkg, SPMS Discount tab, select the Financial code to delete, then click Delete Discount.
2. If Delete Discount is clicked without first selecting any Financial code, this will delete All assignment from the respective window.

MICROS Discount

The MICROS Discount tab displays discounts accorded to the guest by Micros Discount Itemizer level. These discounts are shown when a guest has a discount level assigned in the Guest Info, Edit Information, Discount Template field.

Figure 2-18 Disc, Route, Pkg — Micros Discount

Assigning Point-of-Sale (POS) Discount Level

1. Search for the guest account in the Search panel.
2. In the Guest Info tab, click Edit Information to open the Edit Guest Information window.
3. In the Name section, select the discount template from the drop-down list.

   Figure 2-19 Micros Discount Level Assignment

   
   
   
4. Click OK to save.
5. The assigned POS Discount template appears in the Passport/Custom Information section.

   Figure 2-20 Assigned POS Discount Template

   
   
   
6. To view eligible POS Discounts by Itemizer level, go to the Disc, Route, Pkg, Micros Discount tab.

   See also Administration, POS Discount section on how to configure the Discount Itemizer.

Micros Advance Discount

The Micros Advance Discounts works similarly to Micros Discount, except that discounts are applied to Micros Major Group, Family Group and Menu Item level instead of Itemizer Level.

Figure 2-21 Micros Advance Discount

See Administration, POS Discount on how to configure the Advance Micros Discount.

Disallow Department

The Disallow Department function manages charges not permissible for posting to the guest account. For example, Casino Bar, all tobacco, and others.

Setting Disallow Department

1. Retrieve the guest account, then navigate to the Disc, Route, Pkg Disallow Posting tab.
2. Select the Financial Department codes to disallow either by Group or Individual department code from the list and then click Save.

   Figure 2-22 Disallow Department tab

   
   
   
3. When a posting matches the disallowed department, the system displays a Posting Failure message.

   Figure 2-23 Disallow Department Posting Failure Prompt

   
   
   
4. Click Yes to exit without posting or No to return to the Add posting window.

Package Plan

The Package Plan function enables you to customize a cruise package that suits the guest requirements by combining various food and beverage outlets, excursions, and/or activities using the flexi package plan option.

Assigning / Purchasing a Package Plan

Assigning packages to the right guest account enables transactions to be posted accurately throughout the cruise.

1. In the Guest Handling window, search and select the guest record using the guest name or cabin number.
2. In the selected guest record, select the Disc, Route, Pkg tab and then select the Package Plan tab.
3. Select one of the following options:
   • Assign Package Plan: To assign an available package that does not have a pre-set purchase price.
   • Purchase Package Plan: To purchase a package setup with the purchase price.

     Figure 2-24 Package Plan Options

     
     
     
4. In order to assign/purchase a package, select the available package from the drop-down list and then enter the Reason.

   Figure 2-25 Package Plan Assignment Window

   
   
   

   Note:

   Select the Move all existing posting to package posting only when you wish to move the existing postings to a package plan. For example, a guest purchases the package part way through the cruise, and past postings that meet the package elements are to be considered as a package plan.
5. Click OK to save.
6. Information’s pertaining to the package appears in the Package Plan tab and status is Active.

   Figure 2-26 Package Plan Assigned / Purchased

   
   
   

Refunding a Package Plan

The unused package plan is refundable to the guest at the end of the cruise. Use the following steps to refund a Value based package, Quantity based package, and Mix package.

1. In the Guest Handling window, search and select the guest record using the guest name or cabin number.
2. In the selected guest record, navigate to the Disc, Route, Pkg tab, and then to the Package Plan tab.

   Figure 2-27 Package Plan Refund Option

   
   
   
3. Select Refund Package Plan.

   WARNING:

   Once a Refund is processed, it is not possible to reverse the changes. This process also disables the package plan.
4. Once the package plan is refunded, the system disables the package and displays the remaining value/quantity for references only.
5. In the event where the postings are more than the package price, the system prompts that the refund is not allowed.

Routing a Package Plan Posting

Routing a package plan postings depends on two parameters: Do not allow post package to both buyer and payer and Package Plan Before Routing. In the event that both payer and buyer have a package, all postings are posted to the payer account as a normal posting.

Auto Balancing a Package Plan

An Auto Package Plan balancing can be set up using the Enable Package Auto Balance as 1 parameter. The Auto Package Plan automatically balances the package invoice/account after each transaction and reduces the total package value or quantity at the same time.

Figure 2-28 Package Plan Invoice Window

If the above parameter is set to 0, manual balancing of the package invoice/account is required using the Pay Invoice function.

Balancing a Package Invoice Manually

1. Log in to the Management module, and in the menu bar, select Cashier.
2. Select Guests from the drop-down list to open the Guest Handling window.
3. In the Guest Handling window, search and select the guest record using the guest name or cabin number.
4. Navigate to the Invoice tab, and then click the amount under the Package Invoice.

   Figure 2-29 Settling a Package Plan

   
   
   
5. Select the Payment method and verify the amount to settle when prompted. Click Pay or Pay & Print to pay and print the invoice at the same time which reduces the Package Invoice balance accordingly.

   Figure 2-30 Paying an Invoice

   
   
   

Invoice Tab

The Posting Handling function not only provides up to four invoices per guest, it also enables you to post a manual charge to an account, route postings, and handle various payment processes.

Figure 2-31 Add Posting Window

Table 2-18 Field Definition of Add Posting Window

Field	Description
Account	Guest Account by Cabin No. and Name.
Department	Financial Department codes.
Clear fields after adding to postings list	Clear all information in Additional Information section after adding posting.
Check Number	Check Number from POS System or any manual posting reference.
Server #1:	Server name appearing on POS check.
Server #2:	Server name appearing on POS check.
Number of People	No. of guest that dined. Information from POS System.
Invoice Number	Invoice number to post to.
Comments	Additional comments.
Posting List	List of postings added.
Batch Count	Confirmation of a number of postings added in Quick Posting function.
Current Count	Current count recorded in Postings List.
Batch Total	Confirmation of total value posted in Quick Posting function.
Current Total	Accumulated value to post.

Add Posting

Add Posting allows you to post and/or manually adjust a charge.

1. Retrieve the guest account from the Search panel, then click Add Posting in the Guest Handling window.
2. At the Add Postings from, select the Financial Department from the drop-down list or use the Search option for a department code.

   Figure 2-32 Add Posting Financial Department Selection

   
   
   
3. Insert the Value, Check Number and select the Invoice number to post, then click Add. This transfers the posting to the Posting List, enabling you to post more than one charge.

   Figure 2-33 Adding a Charge

   
   
   
4. Item count increases automatically when the posting is more than one.

   Figure 2-34 Add Posting Count

   
   
   
5. Click Post to finalize the posting(s).
6. Posting will appear in the Invoice tab, among other posted charges.

Void Posting

The Void Posting function is used to adjust the earlier posted transactions.

Voiding a Posting

1. Search for the guest account in the Guest Handling window and navigate to Invoice tab.
2. On the Invoice tab, select the transaction to void, then click the Void button.

   Figure 2-35 Void Posting

   
   
   
3. The system prompts you to confirm the charge to void, indicating the outlet name and amount. Click Yes to confirm.
4. Insert the void reason or select from the drop-down list, and click OK.

   Figure 2-36 Void Reason Prompt

   
   
   
5. Voided postings become highlighted in a light color with a matching debit and credit amount.

   Figure 2-37 Invoice Display of Voided Transaction

   
   
   

Pay Invoice

The Pay Invoice function is a settlement process against an invoice for part or full payment. As the Ship accepts various payment method, the process in applying these payments may vary.

Figure 2-38 Invoice Payment Window

Table 2-19 Field Definition of Invoice Payment Window

Field	Description
Department	Financial Department codes - Credit.
Amount	Total amount due by guest, depending on the invoice no. selection.
Notes	Additional notes pertaining to this payment.
Invoice Number	Invoice number to apply the payment.
Change due enabled	Enable auto calculation of change due to guest.
Disable Posting Automatically	Disable postings being posted into the invoice. This sets the Posting Allowed to No in Guest Info tab.
Charge 1% Commission	Credit Card commission charge. Amount auto populates in Commission field when checked.
Credit Cards Payment Details	Displays masked credit card number assigned to this invoice.
Package Plan Credit	Eligible credit value for Package Plan posting.
Non Refundable Credit	Credit value non-refundable to the guest.
Current Balance	Current Invoice Balance.
Received Amount	Amount received.
Commission	Applicable credit card/foreign exchange commission value. Calculate when Charge 1% Commission is ticked or when the foreign exchange has commission defined.
Due Balance	Outstanding sum after deducting payment applied.
Change Due	Balance due to guest when payment applied is more than invoice value.
Pay	Apply payment receipted and does not print cash receipt.
Pay & Print	Apply payment receipted and print invoice at the same time.
Pay & Print Cash Receipt	Apply payment receipted and print cash receipt at the same time.

Payment by Cash, Change Due

The Change Due function calculates the amount of change due to a guest when the payment method is either cash or foreign currency. The option is available to default the “change due enabled” to be permanently selected. If this is not set as the default, you must select this option to activate the automatic Change Due calculation when applied to the payment.

Paying an Invoice by Cash

1. Retrieve the guest account from the Search panel and then click the Pay Invoice button in the Guest Handling window.
2. The payment department is defaulted to the payment method defined during check in. Select Payment Department from the drop-down list, either Cash or Foreign Currency.
3. Select an invoice to apply the payment and the system then calculates the total amount due by the guest.
4. Enter the amount to settle.
   • If “Change due enabled” is selected and the amount entered is more than the Current Balance, the system automatically calculates the change due amount and sets the invoice to zero balance. See Figure 2-39.
   • If the payment applied does not have “Change due enabled” selected, the system then posts the amount as a negative value in Due Balance, resembling a deposit posting. See Figure 2-40.
   • If the payment is an exact amount, the system posts the value as payment receipt. See Figure 2-41.

   Figure 2-39 Invoice Payment with Change Due

   
   
   

   Figure 2-40 Invoice Payment without Change Due

   
   
   

   Figure 2-41 Invoice Payment with Exact Amount

   
   
   
5. Select either Pay, Pay & Print or Pay & Print Cash Receipt to complete the transaction. If Pay is selected, be sure to print a copy of the invoice for guest reference.

Paying an Invoice with Foreign Currency

1. Retrieve the guest account from the Search panel and then click Pay invoice at the Guest Handling window.
2. The system defaults the payment department according to the payment method defined during check-in. Select Foreign Currency Payment department from the drop-down list.

   Figure 2-42 Foreign Currency Financial Department

   
   
   
3. The exchange rate of the selected payment method appears next to the amount field.
4. Enter the foreign currency amount, and the system then converts the value as shown in Received Amount.

   Figure 2-43 Invoice Payment with Foreign Currency

   
   
   
5. Select an invoice to apply this payment and the system then calculates the total amount due by the guest.
6. If the exchanged amount in foreign currency is more than the invoice amount, the system automatically calculates the change due amount in Ship currency when the ‘Change Due Enable’ is set as the default.
7. Click either Pay, Pay & Print, or Pay & Print Cash Receipt to complete the transaction.

Paying an Invoice by City Ledger

City ledger settlement is permissible only when there is a pre-arranged payment mode. For example, the account is settled by a company or an agent within agreed payment terms. The invoice is typically transferred to an Account Receivable, being the holding account and will age until payment is received.

1. Retrieve the guest account from the Search panel, and then click Pay Invoice in the Guest Handling window.
2. The system defaults the payment department according to the payment method defined during check-in. Select the Payment department from the drop-down list.
3. Select an invoice to settle, and the system then calculates the total amount due by the guest.
4. Insert the amount to settle.
5. If the exact amount is paid, the system sets the value as payment receipted and Due Balance is 0.00.

   Figure 2-44 Invoice Payment by City Ledger

   
   
   
6. Select Pay or Pay & Print to complete the transaction. If Pay is selected, be sure to print a copy of the invoice for guest reference.

Disable Posting Automatically

Deselecting the Disable Posting Automatically check box sets the Posting Allowed to No in the Guest Info tab when the invoice balance is 0.00.

Figure 2-45 Disable Posting Automatically

Figure 2-46 No Posting Allowed in Guest Info Tab

The system prompts the Posting Failure message below when a user tries to post a charge to this invoice and rejects the posting.

Figure 2-47 Disable Posting Prompt

Resetting Posting Status to Allowed

1. Click Posting Status in the Guest Info tab.
2. At the Enable Posting prompt, select Yes to confirm and resets the posting allowed to Yes.

   Figure 2-48 Reset Posting Status

   
   
   

Payment by Credit Card

1. Retrieve the guest account from the Search panel, and then click Pay Invoice in the Guest Handling window.
2. An Invoice Payment form opens displaying the payment department defined during check in.
3. Select the Payment department from the drop-down list if it differs from the earlier payment method.
4. The amount is automatically filled based on the current outstanding balance of the selected invoice, for example: Invoice 1 balance =$30, Invoice 2 balance = $20. When all of the invoices are selected, the total becomes $50. Adjust the amount and select the invoice to pay if they differ.

   Figure 2-49 Credit Card Commission Selection

   
   
   
5. The % commission shown is according to the commission rate set up in Financial Department codes and is selected by default. The value of the commission chargeable is shown in the Commission field. If the commission is not applicable, deselect the commission check box.
6. Click Pay or Pay & Print to complete the transaction. If Pay is selected, be sure to print a copy of the invoice for guest reference.

Print Invoice

The Print Invoice function enables you to print invoices in a different layout made available by the Ship. It has a preview function that allows you to view an invoice/statement prior to printing a hard copy invoice.

Printing an Invoice

1. Retrieve the reservation from the Search panel and then click Print Invoice under Guest Info tabto open the Passengers Invoice window.
2. Select the invoice report to print from the Report List.
3. In the Print tab, select the printer, print range, and copies to print.
4. Click Print to send the print job to the printer.

   Figure 2-50 Print Invoice Window

   
   
   

Preview Invoice

This function enables you to preivew the invoice prior to sending the job to a printer.

1. Repeat steps 1 and 2 from Print invoice.
2. Navigate to the Preview tab to view theinvoice.
3. Click the Printer icon to send the print job to the printer.

   Figure 2-51 Preview Invoice

   
   
   

Emailing an Invoice

In a paperless environment, you can send a copy of the invoice to the guest’s email account only when on-board email is listed in the guest account. A special setup is required before an invoice can be sent out by email. Such entry requires setup by your System Administrator.

1. Repeat step 1 and 2 from the Print Invoice section above.
2. In the Print tab, click the Send Email button. You will receive a confirmation prompt once the emailis successfully sent.
3. Click OK to close the function.

Exporting an Invoice

The system allows you to export invoices to a different file format. The supported file formats are: Acrobat Format, Crystal Report, MS Word, MS Excel, and others.

1. Repeat steps 1 and 2 of Print Invoice.
2. In the Print tab, press Export.
3. Select the file format and destination type from the drop-down list when prompt.

   Figure 2-52 File Export Format Selection

   
   
   
4. Select the page range to print.
5. Enter the file name to save as when the system prompts for file saving location.

   Figure 2-53 Sample Invoice

   
   
   

Custom Excel Export

This function exports the invoice into a predefined Excel format.

1. Repeat step 1 and 2 from the Print Invoice section above.
2. In the Print tab, click Custom Excel Export.
3. Enter the file name to save when the system prompts for a file saving location.

Move & Route

The Move and Route function enables bills to be organized at the time of credit sign up during the cruise or at the end of the cruise when a guest would like to separate certain charges from the main invoice. Charges are easily moved using the drag and drop movement and various methods are available to suit the operational needs.

Moving a charge from one invoice to another

1. Select the guest account and navigate to the Invoice tab.
2. Select the transaction to move.
3. Press, and hold down the left mouse click.
4. Drag the transaction to the location by moving the mouse pointer.
5. Drop the object by releasing the left mouse click.

   Figure 2-54 Move & Route Function

   
   
   
6. The original invoice amount will decrease and the newly created invoice amount increases.

   Figure 2-55 Differences

   
   
   

Setting Up Charge Route

The following function allows guests to separate certain charges in another invoice throughout the cruise or route them to another account. It is more feasible to set up routing instructions to move both current and future postings to a new invoice.

1. Select the guest account and navigate to the Invoice tab.
2. Click Move & Route to open a Move posting menu.

   Figure 2-56 Move Posting Tab

   
   
   

   Table 2-20 Definition of Move Posting Tab

   Field	Description
   From	Default to Guest account, All Invoices.
   To	Selectable invoice from Invoice 1 to 4 or another guest/payer account.
   What	Department Group or Financial Department code to route.
   Why	The reason why charges were routed.
   When	Type of postings to route.

3. By default, the system displays All Invoices as the main invoice. Select the invoice where the charges are routed to.
4. If changes are routed to another group/payer, enter the cabin number and select the guest name.
5. Select either the department group or financial department code to route and the reason in the Why field.
6. Select the type of posting to route, actual/future postings or actual payments.
7. If Future Postings is selected, the system automatically places the department code in the Disc, Route, Pkg tab, Routing window. See also Disc, Route, Pkg section for more information.

Criteria Discount

The following feature works the same as the Percentage Discount feature in the Disc, Route, Pkg tab and has an additional check box for Actual Postings. The functionality creates a record in the discount portion of the Disc, Route, Pkg tab when Future Posting is selected.

1. Select the account and navigate to the Invoice tab.
2. Click Criteria Discounts to open a dialog box.
3. Enter the Percentage value and the number of counts in the Apply Count field if the discount is accorded an X number of times. For example, enter 1 to specify a one-time discount for every selected department code or leave as blank for unlimited discounts given for every selected department.

   Figure 2-57 Criteria Discounts Window

   
   
   
4. Select the Financial Department entitled to discount.
5. Select either the Actual check box or the Future Postings check box and, click OK to save.

   WARNING:

   Once a discount is posted to an actual posting, it cannot be reversed. If the discount has a count indicator, the system then posts the discount until it reaches the indicated count, and no further discounts are accorded thereafter.
6. The system then posts an adjustment (reverse) against the original posting and sets the adjusted posting to No Print automatically and, reposts the correct value with the discount indicated.

   Figure 2-58 Example of Criteria Discount

   
   
   

See also Disc, Route, Pkg.

Item Discount

The Item Discount is a feature that deducts a specific percentage of selected postings from the guest invoice.

Note:

This is a Percentage discount and not available as a Value discount.

According an Item Discount

1. In the Invoice tab, mark the posting entitled to the discounted and then click the Item Discounts button.

   Figure 2-59 Item Discount

   
   
   
2. Insert the value as a percentage in the Discount field, and click OK.
3. The system posts an adjustment (reverse) against the original posting and setshe adjusted posting to No Print automatically. It then reposts the correct value with the discount value indicated.

   Figure 2-60 Example of Item Discount Transactions

   
   
   

Hide No Print

The Hide No Print feature works with transactions that are marked with No Prints, for example, voided transactions. The process changes the information displayed, giving you an organized invoice to view.

Hiding Transactions with No Prints

1. Click Hide No Prints to switch the button from Hide No Prints to Show No Prints.
2. Transactions marked with No Prints (shaded in pale yellow) are hidden from the invoice window until you click Show No Prints.

To Show No Prints Transactions

Click Show No Prints to switch the button from Show No Prints to Hide No Prints.

Transactions Marked with No Prints

Transactions marked with No Prints appear in the invoice window in pale yellow. This function enables you to hide the voided posting or previous settlements from being printed on the invoices. It is only possible to set No Prints for a transaction entry that equals 0.00.

Figure 2-61 No Print Posting Not Equal to 0

1. Retrieve the account and navigate to the Invoice tab.
2. Select the desire transactions and click No Print.
3. If the transaction balance does not equal 0.00, the system prompts an error message.

To Reset No Print Transactions to Original State

1. Select No Print transactions and click No Print.
2. Transactions revert to normal postings and are no longer shaded in pale yellow.

Set Credit Limit

The floor limit is pre-set within the Financial Credit Sub-Department code. This can be adjusted for specific guests at the discretion of the Chief Purser.

Set Credit Limit

1. In the Invoice tab, click the Set Credit Limit button.
2. Insert the credit value in the dialogue box, and click OK to override the pre-set credit limit defined in Credit Sub-Department code.
3. If the account exceeds the floor limit or the individual limit, a Credit Limit Exceeded warning prompt appears in both the Oracle Hospitality Cruise Shipboard Property Management System (SPMS) and MICROS System during posting, and charges will not be added.

   Figure 2-62 Warning Prompt When Credit Limit Exceeded

   
   
   

   Note:

   The same warning prompt appears if the account is routed and the payer has a Credit Limit defined.
4. Consult your Chief Purser or Front Desk Manager or refer to the Ship’s Operating procedure for the next course of action.

Close Posting

The Close Posting function generates an interim invoice and closes the balanced account without checking out the account. This function does not work when the account still has a balance.

WARNING:

Once the account is closed, this Can Not Be Undone.

1. Retrieve the account and navigate to the Invoice tab.
2. Ensure all invoices are 0.00 balance. If the account is unbalanced, the system prompts a Balance not zero message.

   Figure 2-63 Balance Not 0.00 in Close Posting

   
   
   
3. Click the Close Postings button.
4. Select Yes when the system prompts for a response. if No is selected, it will return to Invoice tab without closing the postings.

   Figure 2-64 Close Posting Confirmation

   
   
   
5. Check Hide Posting on the invoice tab to hide all closed postings.

Set Spending Limit

The Set Spending Limit functionality limits the buyer spending value and is only enabled when an account is routed to another account, for example: Mr X is paying for Mr Y and would like to limit the spending of Mr Y to $500. The Set Spending Limit is enabled in Mr. Y’s account and not Mr. X’s account.

WARNING:

Once the account is closed, this Can Not Be Undone.

Set Spending Limit

1. Retrieve the guest account and navigate to the Invoice tab.
2. The Set Spending Limit is enabled when routing is present in the account.
3. Click Set Spending Limit to open a dialogue window.

   Figure 2-65 Set Spending Limit Options

   
   
   

   Table 2-21 Options Available in Set Buyer Spending Limit

   Field	Description
   Maximum Spending Limit	The maximum value allowed to spend.
   Additional Spending Limit on top of current Spending	Additional value to top up the limit. For example: Current spending is $107.40 and the intended limit is $500. The value to insert is $392.60.

4. Insert the spending limit in one of the available options and, click OK. The guest credit limit in the Invoice tab will update with the new information.

Show Pre-Cruise Invoice

A Pre-Cruise Invoice allows you to prepare an advance invoice for the guest. Postings and payments posted in the Pre-Cruise Invoice function are not actual revenue until they are posted to a checked-in account.

Creating a Pre-Cruise Invoice

1. Retrieve an Expected guest reservation from the Search panel.
2. In the Guest Handling window, click Add Posting (Pre-Cruise) to open the Pre-Cruise Posting window.

   Figure 2-66 Pre-Cruise Posting Window

   
   
   
3. Select the Financial Department to post and then click Add.
4. Insert remarks pertaining to this posting, if any.
5. In the Future Posting Date field, select the date to post to.
6. Click Post to complete the pre-cruise invoice with the earlier added postings in the Pre-Invoice window.

   Figure 2-67 Sample Pre-Cruise Transactions

   
   
   

Converting a Pre-Cruise Invoice into Actual Posting

1. At the point of check-in, the system prompts you to convert the pre-cruise postings into regular postings.

   Figure 2-68 Pre-Cruise Postings

   
   
   
2. Select Yes to convert the postings.
3. A Show Pre-Cruise Invoice is not added.
4. Click the Show Pre-Cruise Invoice to toggle between guest invoice and pre-cruise invoice window, if there are future postings. When toggling, the button will change to Show Invoice or vice versa.

   Note:

   When the Show Pre-Cruise Invoice is clicked, the Add Posting will change to Add Posting (Pre-Cruise), enabling you to perform pre-cruise posting and apply the payment to a future posting date.
5. Once all of the pre-cruise postings are posted, the Show Pre-Cruise is automatically disabled.

Undoing Non-Converted Pre-Cruise Posting

When you accidentally click No at the prompt to convert pre-cruise postings to regular postings, these postings are stored in Quick Pre-Posting Conversion function, allowing you to repost all the pre-posting.

1. In the Cashier menu, select Quick Pre-Posting Conversionfrom the drop-down list.

   Figure 2-69 Quick Pre-Posting Conversion

   
   
   
2. A list posting failed to convert is displayed in the Selected People grid.
3. In the Search Criteria drop-down list, select the Cruise and then click Process.
4. Click Yes on the Quick Prepostings Conversion prompt to post all of the pre-cruise postings, and then click OK on a number of pre-postings to post when prompt.
5. The Statistic section shows the number of selected, processed, remaining, and converted posting(s).

   Figure 2-70 Statistics

   
   
   

More Guest Info Tab

The More Guest Info tab stores various information such as Billing Address, Travel Agency Contact, Cruise Reservation Related Information, Guest Picture, and Document Return status. Most of all fields in the Billing Address, Travel Agency, and Product Details section are editable with an in-line edit function by simply clicking on the field name and inserting text. Editing other sections such as Take Picture, Edit Cruise Fare, and Document Return would require you to click on the available buttons.

Figure 2-71 More Info Tab

Table 2-22 Field Definition of More Info Tab

Field	Description
Name	Billing Name.
Street	Billing Address.
City	City of Billing Address.
Zip	Zip of Billing Address.
State	State of Billing Address.
Country	Country of Billing Address.

Table 2-23 Field Definition of More Info Tab (Travel Agency)

Field	Description
Travel Agency
Name	Travel Agency Name.
Street	Street Address of Agency.
City	City.
State	State.
Zip	Zip Code.
Country	Country.
Phone	Phone number of Travel Agency.
Fax	Fax number of Travel Agency.
Salutation	Salutation of contact person.
First Name	First name of contact person.
Last Name	Last name of contact person.
E-Mail	E-mail address of contact.
AgentID	Agency ID.
Agent R.ID:	Additional Agency ID.
Agent B.ID	Additional Agency ID.

Table 2-24 Field Definition of More Info Tab (Take Picture)

Field	Description
Take Picture
Live Picture	Live view of the guest before picture were taken.
Stored Picture	Picture saved using Live Picture function.

Table 2-25 Field Definition of More Info Tab (Cruise Reservation Related Info)

Field	Description
Cruise Reservation Related Info
Pre Cruise	Pre-Cruise arrangement. Information imported from DGS.
Post Cruise	Post-Cruise arrangement. Information imported from DGS.
Currency	Cruise Fare Currency. Information imported from DGS.
Trav. Insurance	Travel Insurance number. Information imported from DGS.
Cruise Fare Code	Fare code from the reservation system. Information imported from DGS.
Cruise Fare	Cruise Fare. Information imported from DGS.
Cruise Full Fare	Full Cruise Fare. Information imported from DGS.
Edit Cruise Fare	Function to edit cruise fare balance. User right dependent.

Table 2-26 Field Definition of More Info Tab (Product Details)

Field	Description
Product Details
Product	Product code linked to the booking.
Promotion	Promotion code linked to the booking.
Savings	Discount code linked to the booking.

Table 2-27 Field Definition of More Info tab (Return Documents)

Field	Description
Return Documents
Documents are not returned	Indicate the date/time and user who returned the guest travel document.

Take Picture

The Take Picture option captures the current guest picture and shares them across other modules enabling other users to easily recognize the guest they are dealing with. The supported picture file formats are .jpg or .bmp.

Taking Guest Picture

1. Retrieve the account and navigate to the More Info tab.
2. The live image of the guest appears in the Live Picture window.
3. Click the Take Picture button to capture the image.

Figure 2-72 Take Picture

Cruise Reservation Related Info

The Cruise Reservation Related Info section displays the cruise price paid in the Reservation system. The data is imported from DGS ResOnline. The fields are non editable, except for the Cruise Fare Balance, and it is dependent on User Access Rights #4461.

Editing Cruise Fare

1. In the More Info tab, click Edit Cruise Fare.
2. Edit the Cruise Fare Balance and then click OK to save.

Figure 2-73 Edit Cruise Fare

Document Return

The Document Return section stores the date, time and user who returned the travel documents to the guest from the Document Return module.

Figure 2-74 Document Return in More Guest Info

1. In the More Info tab, click Delete to reset the document status.
2. This changes the button display to Return and status of the document as “Documents are not returned.”

Service Info Tab

The Service Info function in Guest Handling window stores the type of service, amenities package, or special requests rendered by the ship without having to rely on the large manifest for information. The packages and requests arranged by the cruise company prior to the actual sail date are also included in the reservation information during the periodic import. Although the information is mainly updated through reservations import file, manual update is possible when needed. Besides listing these requests under individual guest records, a summary of such information is populated in the Amenities Overview function, allowing the responsible parties on board such as Manager, Chief Steward, and Hostess/Group Coordinator access and ensuring requests are fulfilled.

Figure 2-75 Guest Handling — Service Information Tab

The window is divided into two sections:

1. One section contains details of pre-planned company packages or any amenities to be accorded during the cruise.
2. The other section contains all of the Special Requests for a passenger with special needs.

Setting Up an Amenity / Special Request

1. Retrieve the account and navigate to the Service Info tab.
2. Click the New button under the Amenity/Special Request section to open a dialog box and then fill in all of the required information.

   Figure 2-76 Amenity Information Form

   
   
   

   Figure 2-77 Special Request Form

   
   
   

   Table 2-28 Field Definition of Amenity / Special Request Form

   Field	Description
   Code / Action Code	Short Amenity /Special Request Code.
   Description	Description of the code.
   Ext. Code	External brochure/reference code.
   Comments	Additional comments pertaining to this amenity.
   Quantity	Required quantity.
   Price each	Unit price of amenity.
   Code / Action Code	Short Amenity /Special Request Code.
   Description	Description of the code.
   Ext. Code	External brochure/reference code.
   Comments	Additional comments pertaining to this amenity.
   Quantity	Required quantity.
   Price each	Unit price of amenity.
   Code / Action Code	Short Amenity /Special Request Code.
   Description	Description of the code.
   Ext. Code	External brochure/reference code.

3. Click OK to save, which adds the items into the Amenities/Special Request section and a Red X envelope icon under the Done column.

   Figure 2-78 Amenities / Special Request items

   
   
   
4. A Check Mark icon is placed on the Service Info tab as an alert that there are entries needing follow-up.

Marking Items as Delivered

1. Select the item from the Amenity/Special Request section and then click Delivered.

2. The system then replaces the Red X envelope with a check mark in the Done column with the Date/Time and User who completed the task shown.

   Figure 2-79 Amenities/Special Request Delivered Items

   
   
   

3. Click OK to save, which adds the items to the Special Requests section and a Red X envelope under the Done column

4. The system places a check mark on the Service Info tab as an alert that there are entries needing follow-up.

Activity Viewer Tab

The Activity Viewer tab provides a quick view of the activities signed up by the guest, be it Excursion, Dining arrangements or Spa booking, thus enabling them to locate the guest or follow up on up-coming activities. The information displayed is controlled by two parameters. Contact Support/Consultant for the supported template setup/usage.

Figure 2-80 Activity Viewer Window

Table 2-29 Activity Window

Field	Description
1	Date/Time grid of activity window.
2	Type and scheduled time of activities.
3	Details of selected activity.
4	Date/Time of event filter for Itinerary print out.

By default, the time grid is set to an hourly grid and can be easily changed by right-clicking on the time grid and selecting the desired time frame to display.

Figure 2-81 Changing Time Frame

The activity time in the grid is indicated according to the color defined for each type of activity.

Navigating Through Activity Viewer

1. On the date field, select either the date to display using the down arrow key, or use the arrow left/right to navigate to the previous or next day view.
2. Use the scroll bar to navigate to the previous or future time period.
3. Clicking the activity bar in the grid view further displays information such as passenger name of the selected cabin, activity type, activity date and time of a selected event outlet or table reservation in the Activity Information section.
4. An itinerary can be printed from the same window. A report configuration under a report group Itinerary is required prior to printing an itinerary. See the Administration User Guide, Reports Setup section for report configuration steps.

Printing an Itinerary

1. In the Date/Time filter option, enter the activity date range to print.

   Figure 2-82 Activity Date Range

   
   
   
2. Select the type of event from the drop-down list.
3. Click Print to generate the Itinerary.

   Figure 2-83 Sample Excursion Itinerary

   
   
   

Revenue Analyzer Tab

The Revenue Analyzer provides a revenue analysis of selected guests by date, department and transaction number order. It comprises two tabs - Department Details and Item Details. By default, information displayed on the window is imploded and only the transaction date, net total and gross total are shown. In order to view detailed information, place a check mark in Expand All or manually click the ‘+/-' key to show/hide the column, or click the arrow down on the drop-down list to further expand the information of respective column.

Figure 2-84 Revenue Analyzer Tab

Table 2-30 Field Definition of Revenue Analyzer

Field	Description
Transaction Date	Date transaction was posted.
Department	Financial Department.
Transaction Number	System generated transaction ID.
Total	Sub-total of each Financial Department.
Net Total	Total Net amount (Total value excluding discount).
Gross Total	Gross amount (Total value before discount).

History Tab

The History tab stores future and past reservation records, as well as the cabin change log. Other than the Future Reservations section where you can insert, edit, and remove a reservation, all other information on this window are non-editable.

Figure 2-85 History Tab

Table 2-31 Field Definition of History Tab

Field	Description
1	This section stores records of previous reservations by date, cabin number, notes, and overall stay duration. Records are captured once you check out the guest.
2	This section stores records of future reservations. During system data change, the system checks for future.
3	This section stores records of cabin assigned to the guest during their stay, including future reservations if any.

Creating Future Reservation

1. Click New to open the Future Reservations form.
2. Enter the Cabin number and select the Expected Embarkation/Disembarkation Date.
3. Click OK to save, and the record is inserted in the Future Reservation section.

Figure 2-86 Creating Future Reservation

Editing Future Reservation

1. In the Future Reservation section, select the future reservation.
2. Click Edit to open the Future Reservations form.
3. Edit the information and click OK to save the changes.

Removing Future Reservation

1. In the Future Reservation section, select the future reservation.
2. Click Remove to remove the record.

Comments Tab

The Comments tab enables you to follow up on feedback/complaints received pertaining to a cabin, services rendered, facilities, and so on. You can scan or attach an image file and input a comment.

Figure 2-87 Comments Tab

Adding a Comment/Sub-Comment

1. Click the Add Comment.
2. In the Comment tab, select the relevant fields using the drop-down list.
3. Enter the Reported By, Comment Description, Additional Cost and check the urgency and sensitivity, if any.
4. Click Save to save the record. This places a Red Cross indicator on the Comment.
5. When you select a Comment and click Add Comment, this creates a sub-comment, defaulting the heading the same as the main Comment Category and Comment Description, and they are not editable.

Attaching Image File

1. At the Document Image tab of the comment, click Scan Document or Upload File to upload an image from a storage location.
2. Click Save to save the image to the database.

Resolving a Comment

1. Select the main comment and then navigate to the Resolution tab.
2. Enter the Resolved by (Person) and Resolution Description, and then select the Resolved check box.
3. Click Save to save the resolution. This places a check mark next to the comment(s).
4. Select the Resolved check box to set all sub-comments as resolved.

Other Info Tab

The Other Info tab stores the passenger flight assignment, cabin maintenance tasks and other general information. Other functions included in this tab are board card printing, enabling/disabling phone, and printing passport label.

Figure 2-88 Other Information Tab

Flight Assignment

Arrival/departure flight information and transfers arrangements are updated in the Flight Assignment section.

Figure 2-89 Flight Assignment in Other Information Tab

Adding arrival/departure flight details

1. Click Add in the Other Info tab, Flight Assignment section.
2. Select the Flight direction, Date, Flight Carrier from the drop-down list and enter the Seat No, Flight Class and Passenger’s Name.
3. Click OK to save the record.

Note:

The Edit assignment only allows you to edit the Transfer Price, Number of bags, Bag Label, or Seat number.

Figure 2-90 Edit Flight Assignment

Maintenance

The Maintenance section displays all maintenance task related to selected cabin, regardless of its completion status. These task are entered in the Maintenance module.

Guest Categories

The Guest Categories section displays the selected information from Edit Information, Guest Categories check box. The information is configured in Administration, System Codes, Guest Categories Codes.

Guest Categories / Other Information

The Guest Categories and Other Information section displays the selected information from Edit Information, Guest Categories check box and various fields in the Name/Reservation section.

Travel Documents Tab

Details of the guest passport, identification or any travel documents captured through the passport/ID scanning device are stored in this tab and purged at the end of the cruise or according to the policy defined by the Ship.

Figure 2-91 Travel Documents Tab

Table 2-32 Field Definition of Travel Documents

Field	Description
Predefined Document Type	Document type configured in Administration Module, for example: passport, identification card.
Document Type	Type of Visa.
Document Number	Passport or ID number.
Issue Date	Document issue date.
Expiry Date	Document expiry date.
Birthdate	Passenger Birthdate.
Issued Country	Country document were issued.
Valid From	Validity of document.
Document Name	Document type.
Issued Place	Document issued place.
Last Name	Last Name.
Code MRZ1	Machine Reader Track 1.
Code MRZ2	Machine Reader Track 3.
Code MRZ3	Machine Reader Track 3
Number of Entries	Number of entries allowed.
Allow Duration of Stay	Allowed duration of stay on each visit.

Adding/Editing a Travel Document

Figure 2-92 Travel Document Add/Edit Window

1. In the Travel Documents tab, click Add new to open the Document Add/Edit form.
2. Fill in all relevant information using the drop-down list or by manually entry.
3. Click Upload File to upload the picture or scanned a document.
4. Click OK to save the travel document.
5. To edit, click the Edit, update the relevant information, and then click OK to save.

Custom Info Tab

The Custom Info tab is a user definable field that allows you to customize the field according to your operational requirements. The field names are defined in Administration Guide, User Definable Field Setup .

Guest History Tab

The Guest History tab captures the guest’s history, such as reservations, amount spent, amenities, and special requests from various ships. The data is transferred from the Shoreshide Fleet Management System database through a ResOnline Interface. The Guest History window contains two main tabs - Booking and Raw XML.

Booking tab

The Booking tab is segmented into five different views: Transactions, Item Details, Shore Excursion, Amenity, Special Request and Comments.

Figure 2-93 Guest History Tab

Transactions Tab

The first tab in the Booking tab is Transactions. In this tab, past transactions from previous cruises are sorted by Department class, Department code, Department Group, Postdate, and Sum of amount are shown.

Pressing the +/- or the arrow down key explodes or implodes the details under each station, enabling information in each respective columns to be further drilled down.

Figure 2-94 Department Check Box

Item Details

The Item Details tab list all the POS Postings in details.

Shore Excursion

The Shore Excursion tab displays past excursions participated by the guest.

Amenity

The Amenity tab displays past chargeable amenities requests from previous cruises.

Special Request

Special Request tab displays the request history during each stay while on-board.

Comments

The Comments tab displays past comments inserted on previous cruise.

Raw XML

The Raw XML tab shows the actual passenger history in XML format that was sent from Reservation Online to the ship database.

Figure 2-95 Guest History Raw XML Tab

Loyalty/TrackIt Tab

The Loyalty/TrackIt tab provides a quick overview on the loyalty program the passenger is attached to, and items that were confiscated or returned during embarkation/disembarkation. The confiscated items are managed in the TrackIt module.

Loyalty Assignment

A guest can enroll in a loyalty program through the course of the voyage. The program stores information such as loyalty card number, points balance, and personal details in this tab.

Figure 2-96 Loyalty Program Form

Adding / Editing a Loyalty Program

1. In the Loyalty/TrackIt tab, click Add to open the Edit Loyalty program form.
2. Fill in all relevant information using the drop-down list or by manually entering the information.
3. To edit existing information, select the line item, click Edit, and then update the information.
4. Click Save to save the information.

Confiscated Item

The movement and storage location of confiscated items appears in the following section, and records are updated:

• When a confiscated item is returned or checked-out temporarily to the passenger, the system removes the record from the Confiscated Item section.

• When a confiscated item is checked-in by the passenger, the system inserts a record in the Confiscated Item section.

Figure 2-97 Confiscated Item Storage Location

Renew Reservation Function

You can renew a reservation of a checked-out guest using the guest historical data instead of creating a reservation.

1. Navigate to the Check Out tab in Search panel.
2. By default, the date is set to System Date. Change the date to the passenger check-out date.
   
   
3. Enter the guest last name or use the alphabets tab to search. Selecting the ALL tab will list all passengers departed on the date specified.
4. Click the Re-New Reservation at the Guest Handling window.
5. At the New Guest Reservation prompt, select Yes to renew the reservation.
6. Click Edit Information to change the expected arrival date, if required.

Express Reservation Function

The Express Reservation function within Guest Handling enables you to create a quick reservation using a simplified Reservation Form. See New Reservation Function for further information of the field descriptions.

Figure 2-98 Express Reservation Form

Creating an Express Reservation

1. Click the New Reservation at the Guest Handling window to open the Express reservation form.
2. Enter all required information and update the embarkation / debarkation date. By default, the Embarkation Date on the form is set to the current System Date.
3. Click OK to save the reservation.

Get Credit Cards Function

Get Credit Card enables you to update the passenger’s credit card details by swiping the card through the magnetic card reader.

Updating Credit Card Details

1. In the Search panel, search for the guest record and then click Get Credit Card in the Guest Handling window to open the blank Credit Card Entry form.

2. In the blank Credit Card Entry form, swipe the credit card through the magnetic card reader to capture the credit card details and have it auto populate in the window.

   Figure 2-99 Setting Credit Card Spending Limit

   
   
   

3. Select the Set Spending Limit check box to enter the credit limit of the card..

Manual Update of Credit Card Details

1. In the blank Credit Card Entry form, click Manual.

2. Enter the card information in the field provided and then click OK to save.

3. Click Yes in the CC-Check dialog box to update the credit card details onto the guest account.

4. You can view the stored credit card details from the Credit Card tab.

Capturing an Electronic Signature

If you have a Signature Capture device installed, you can capture a sample of the guest signature in the Credit Card tab.

Storing Sample Signature

1. Repeat steps 1 to 3 of above.

2. Sign on the column provided in the Signature Device, press Confirm and then Capture Signature to save the signature against the passenger credit card record.

3. The stored credit card details and signature are saved in Credit Card tab.

Registering Multiple Credit Card

Multiple card types can be stored for ease of settlement. This is particularly useful when a guest decides to settle part of their invoices using certain card.

1. Repeat steps 1 to 3 of Updating Credit Card Details.

2. The system prompts a notification that there are more than one card being registered. Click Yes at the CC-Check prompt to register the card.

Activating Credit Card for a Particular Invoice

1. At the Credit Card tab, select the card to activate, and then click Activate Card.

2. Check mark the invoice at the Activate Credit Card prompt and click Activate.

3. The chosen invoice appears under Invoice column, and the card is set as Active.

   Figure 2-100 Multiple Credit Card Assignment

   
   
   

Check In Function

Guest joining the cruise are required to checked-in to the system prior to boarding, and these reservations are categorized under the Expected tab.

1. Retrieve the reservation from the Search Panel, Expected tab and then click Check-In.

2. At the Check In prompt, click Yes to check in the reservation and print keycard at the same time.

Check Out Function

At the end of the voyage, you must check-out all the guest accounts from the system. This is to ensure that all accounts are in balance before performing a System Cruise Change.

1. Retrieve the reservation from the Search Pane, Check In tab and then click Check Out.

2. At the Check Out prompt, select Yes to check out the reservation.

3. If the account is unbalanced, the system prompts for an invoice to be settled before proceeding. Click OK to return to the guest account.

See Pay Invoice section for steps to settle an account.

Print Board Card Function

The Print Board Card function in Guest Handling enables you to print a copy of guest board cards if they were not printed earlier.

1. Retrieve the reservation from the Search panel and then click the Print Board Card.

2. At the Print Board Cards prompt, click Yes to save the board card number under the Guest Info tab. This process increases the board card number shown in the Guest Info tab, and the last digit of the board card denotes the number of times the board card was re-printed. The first printed card always end with 0.

   Figure 2-101 Print Board Card Prompt

   
   
   

3. Select a reason from the drop-down list when prompted and then click OK.

4. The status of the printed card is reflected in the Batch Board Card Printing window. If the card status is Failed, click Reprint All failed print job to reprint.

5. Check the Interface or Printer connectivity if the board card fails to print.

   Figure 2-102 Batch Board Card Printing

   
   
   

Printing New Board Card

During a cabin move or when guests extends their stay, a re-code of board card is required, which you can print from Guest Handling, Other Info tab.

1. At the Other Info tab, click the New Board Card and click Yes at the Recreate Cards prompt.

2. In the Print Board Card Reason prompt, select the reason from the drop-down list, and press OK to confirm.

Resetting a Board Card

For a lost card, a change of lock combination for the cabin is necessary, and this process re-assigns a new board card number to all occupants of the same cabin.

1. At the Other Info tab, click Reset Board Card.

2. Select Yes at the Recreate Cards prompt to invalidate all previously issued cards.

   Figure 2-103 Recreate Board Card

   
   
   

   Figure 2-104 Boardcard Number in Guest Information Tab

   
   
   

3. In the Print Board Card Reason prompt, select the reason from the drop-down list and then click OK to confirm.

4. At the Batch Board Card Printing prompt, click Close if the card is printed successfully. Otherwise, repeat the above process.

Change Cabin Function

A cabin can become unavailable due to defect, or the guest may want to move to a larger cabin or cabin closer to their family/friends. This would require a cabin change. Depending on the policy and procedures of the Ship, such a change might be chargeable. If a fee is applicable, you can set this up in the Administration, Financial Setup, Stateroom Upgrade Prices module.

You can perform a cabin change from different function — using either the Cabin Change function, Edit Information or the Edit Express Reservation function.

Changing a Cabin Using Cabin Change

When a cabin change is chargeable, it is recommended that you perform the task using the Cabin Change option in the Guest Handling function. A setup such as Financial Department, General Change Reason and Database Parameter must be in place in order for the charge to be posted. See Administration User Guide, Stateroom Upgrade Setup for more details.

1. Look up the guest account in the Search panel, and then click Change Cabin in the Guest Handling window.
2. The system prompts a pre-configured Cabin Upgrade Price Calculation table. Click the question mark (?) next to the New Cabin field to search for a new cabin.

   Figure 2-105 Cabin Change Function

   
   
   
3. In the Cabin Availability window, select date from/to, Deck, Category from the drop-down list in the Search Criteria section, and then click Refresh to update the availability grid.

   Figure 2-106 Cabin Availability Window

   
   
   
4. Select the desired cabin by highlighting the cabin number and clicking OK to confirm.

   Figure 2-107 Cabin Change Price Calculation

   
   
   
5. The system automatically calculates the upgrade price based on the selected category, and in this instance, the guest is moving from Cat.01 to Cat.03 and the chargeable price is at $100, which is a total comprised of Cat.02+Cat03.
6. At the Reasons for Change prompt, enter the reason for the change in the free text field.
7. Click Yes in the Cabin Change prompt to confirm and post a charge to the guest account.

   Figure 2-108 Cabin Upgrade Charge Posted to Guest Account

   
   
   

Changing an Assigned Cabin

When the assigned cabin for the guest becomes unavailable at the point of check-in, re-assignment of the cabin is required. In such cases, the cabin change is done by editing the reservation.

1. Repeat steps 1 to 4 of the above.
2. In the Reasons for Change prompt, select the reason for the change from the drop-down list, then click OK to save the changes.
3. Click OK on the Edit Information form to save the cabin reassignment.

Assigning a Cabin in Edit Express Information

At the point of creating a reservation using Express Reservation, you can assign a cabin number to the guest. The process is the same as Changing An Assigned Cabin in Edit Information.

Messages Function

There are occasions when you are required to notify the guest of their reservations, tour arrangements, or inquiries by leaving a message in their cabin. These messages are not only presented in hard copy, but can also prompt on a window at the Gangway, Internal Gate, or Immigration Gate when scanning the guest board card.

Figure 2-109 Message Form

Table 2-33 Field Definition of Message Form

Field	Description
On/Off	Message light indicator.
Printed	Indicator whether message has been printed.
Taken When	Date/Time message were entered.
Sender	Sender's Name enter.
Message	Content of the message.
Taken by	User who enter the message.
Delivered by	User who deliver the message.
Delivered Mode	Location of where to prompt for message delivery, at Advance QCI Wizard, Gangway, Internal Gate, Immigration Gate, or none.
Acknowledgement	Type of delivery acknowledgement, either by User, Manager, or none.
Delivered button	Sets the message status to/from delivered.
Print button	Print selected message.
Light On/Off	Sets on/off phone message light in cabin.
Delete Message	Remove message from passenger account.
Edit Message	Edit message content and/change delivery mode.
New Message	Creates a new message.

Creating / Editing a Message

1. Look up the guest account in the Search panel, and click Message in the Guest Handling window.
2. On the Message form, click New Message to create a new message or Edit Message to edit and existing message.
3. Enter the Sender’s name and message content in the respective areas.
4. Select the Delivery and Acknowledgement Mode from the drop-down list and click OK to save.
5. New Messages entered set the message light to On automatically. This setting is controlled by the Parameter, General, Message Light On parameter.
6. To edit a message, click Edit Message, edit the content, and click OK to save the changes.
7. A check mark is placed in the Message tab as an indicator of undelivered messages.

Delivering / Undo Delivery of a Message

1. Look up the guest account in the Search panel, and then click Message in the Guest Handling tab.
2. On the Message form, select the message to deliver and click Delivered to confirm delivery. This inserts the Delivered by date/time.
3. This process does not turn off the message light automatically. You must click Light Off to reset the message light.
4. In Delivered by, the user name, delivery date, and time is recorded.
5. To reset the message delivery to undelivered, click Delivered and select Yes at the message prompt.

Deleting a Message

1. Search the guest account in the Search panel, and click Message at Guest Handling tab.
2. On the Message form, select the message to delete and click Delete Message.
3. At the Delete Message prompt, select Yes to confirm deletion of the Message or No to return to the earlier window. Once a message is deleted, it cannot be undone.

Printing a Message

1. On the Message form, select a message and then click Print.
2. The indicator in the Printed column switches to Yes, and the date the message was printed appears in the Message Grid.

Turning Message Light On/Off

The message light is automatically turned on as an indicator to the guest that there are messages for them. If the message function is used for internal messaging, it is best not to set the message light on when creating a message, and this is managed in the General, Message Light On parameter.

1. On the Message form, select the message and then click the Light On/Off.
2. If the message light is:
   • On: The light bulb is illuminated. Clicking Light Off to turn off the light.
   • Off: The light bulb is dimmed. Click Light ON to illuminate the light.
3. Click Light On/Off to trigger the indicator for all messages in the Message grid.

Express Edit Information Function

The Express Edit Information function enables you to edit the basic reservation information as displayed in the Express Reservation function.

1. In the Search panel, search for the guest account and then click the Express Edit Information in the Guest handling window.
2. Update the relevant information on the Express Reservation form and then click OK to save the changes. See New Reservation Function for further information of the field descriptions.