MotelPC - Reservation & Guest Accounting Example screens and printed sheets

Updating your reservation and accounts software is a chore! MotelPC makes the choice and replacement easy. 5 minute installation time, and you're ready to confirm guest's reservations on all networked screens! MotelPC is a quality Windows based software product incorporating accounting standards for accurate financial reporting including GST/VAT. MotelPC software provides the following functionality:

Guest Reservations
Reserve guests for any date to year 2050 from 10 up to 900 rooms on 10 floors configured to your layout. The QuickFind feature locates any future, past or current guest, or use a single click on the Room/Date graphic to display guest details [Example]. Our 'at a glance' reservations graphic [Example] displays nine days room occupancy, single keys shift by floor, up/down dates. With MotelPC you can always quickly navigate to the accounting and reservations functions for a particular guest. Registration of guest prompts with the 'guest list due today', and the totals of arriving, registered guests, together with available rooms is dynamically displayed on all screens. Unique to MotelPC is the DayNote [Example] system enabling you to access your own calendar of events, or to make diary entries within your motel.

Rooms are identified by Standard, Type (Double, Single, Family, etc.) and Name/Number. Tariff rates are optionally set by particular room, tariff code (eg. 'WeekEnd Special Rate'), season or adhoc rate set. Room transfer and guest booking checks are automatic, with explanatory warnings offered where a reservation change or entry is not possible.

Guest Accounts
MotelPC provides detailed guest accounting. Charge items are entered once only as required. A charge (sale) item comprises a description, type (Room, Food/Bev, Telephone, Other) and department (eg. Restaurant <1>). Guests and Casual (non-guests) are billed charge items, quantity and value. Guest accounts include all charge items billed, billed date, service date, amount and audit number. Guest can be optionally quoted for tariff and other charge items such as golf, ski hire, tour fees; anything you create as a charge item. MotelPC produces elegant quotation and deposit request, receipts and guest accounts [Example]. Sophisticated reporting allows deposit, charge, quotation, payment reports, department and charge type reports [Example], guest balances and card and banking lists. An owner usage report is provided where rooms or apartments are managed for owners.

Guest payments are accepted in combination as cash and cheques, credit/debit cards or by transfer to a 'city ledger'; an account where guest charges and direct sales are posted. A typical account would be ABC Corporation arranges with you to receive monthly, an account for all employees staying at your motel. MotelPC produces an itemised invoice collecting all guests into one consolidated account. Agents who deduct a commission charge from guest prepayment deposit are accommodated in MotelPC. An agent's credit account can be posted, the commission fee right in the guest payments section. A corresponding report of all agent fees and commission totals is available. Report data can be printed or exported to other programs such as Excel, MS Word. Remember, guest accounting is available on all screens connected to your MotelPC enabled network.

Sales and Marketing
A large database of guest details as held by MotelPC provides significant opportunities for promotions and re-marketing to past guests. Also guest demographic patterns and trends are a valuable marketing tool. MotelPC will analyse guest stays by source of sales, guest category, occupancy report and financial turnover during the period. Mailing labels can be printed by guest category.

Motel Management
The operation of a Motel, Hotel or Lodge is more than simply guest reservations and accounts. MotelPC assists you to manage housekeeping, room maintenance and statutory reporting ( in Australia the ABS quarterly reports). Housekeeping reports provide a convenient list for room staff and arrive /depart lists allow expected guest traffic over any date period, to assist with catering and bar needs. The day note facility allows staff to make operational notes for communication between staff or to simply provide a permanent record of noteworthy issues of the day.

Example MotelPC screen and printed layouts
MotelPC software produces printed guest accounts, quotations, deposit receipts and registration slips. Reports available include accounting audit and summary , marketing and sales, housekeeping and maintenance, credit card, front desk arrival and depart, occupancy, deposit due and many more.