Opera configuration manual

If the card is not available to swipe, manually enter the card or payment details. Click the drop down arrow next to the Method of Payment field to select the form of payment. Alternately, if there are multiple forms of payment i. Enter the Credit Card No. Answer Yes or No to print the registration card. A message displays confirmation the successful check in. Select OK to complete. Select Walk In. Complete the Rate Query screen and select OK. Complete all fields as outlined in the Reservations chapter of this manual.

Select OK to save the check in. Answer Yes. Confirm the payment information or change it as needed. Remember to swipe the credit card if applicable. A message displays asking to print a registration card. Answer Yes or No to print a registration card.

A message displays to confirm the successfully check-in. Reservations put on queue go into a priority list for Arrival into Housekeeping to attend to first. Coordinated Front Desk and Housekeeping Queue operations help to better service guests and prioritize assigning them clean rooms upon arrival.

A reservation does not necessarily have to have a room number assigned to be in the queue. You may place a room reservation on queue without pre-assigning a room number. To place an arriving reservation into the Queue, follow the steps below: 1. Once you locate the guest reservation, highlight the record and select Options. Select Queue. A message prompts to place the reservation on Queue. From the main menu, select Front Desk and Queue Reservations.

Reservations already placed in queue display on this screen in priority order. Click on any column header to resort the display. Note the Q-Time and Room Status columns. If a reservation is ready to check-in and the room is available, highlight the reservation and select Check In. Continue the process to check in the reservation as outlined earlier in this chapter. To alter a reservations place in the queue, highlight the record and select Priority to move the reservation to the top of the queue.

To search for an in-house guest, follow the steps below: 1. Enter in the desired search information i. Name, Room No. Select Advanced for additional search criteria options. Select Search. For example, when a guest wishes to extend their stay, editing the in- House Guest house record is required.

Records To modify an in-house guest reservation, follow the steps below: 1. Enter search criteria i. Highlight the record and either double-click it or select Edit. Make any applicable modifications to the in-house record and select OK to save changes. For example, if you accidentally checked in an Check-In incorrect reservation, it may be necessary to cancel that check-in. NOTE: Canceling a check in can only happen on the day of arrival while no charges exist on the guest folio.

In addition, canceling a check-in does NOT cancel the reservation — the record only returns to a Due-In status. To cancel a checked in reservation, follow the steps below: 1. Highlight the incorrectly checked in reservation record. A message displays asking if you would like to block the room. Answer Yes to leave the room number pre-blocked on the arriving reservation.

Answer No to return the reservation to a due-in status, without having a room number pre-assigned. Posting Masters Posting commonly exist for Banquet charges and internal financial purposes. To use the Accounts function, follow the steps below: 1.

From the main menu, select Front Desk and Accounts. Enter the profile Name used to create the posting master or the last name of a guest. Enter the First Name of the guest if the PM is for an individual rather than a company or group. If this is the case, select the room type that best serves the intended purpose of the reservation. For example, if creating the reservation for a Banquet Charge, the hotel may have a room type called PB Posting Banquets. Most PM room numbers are in the series i.

Enter the Rate Code defined by your hotel for PM accounts i. Enter the Market Code defined by your hotel for PM accounts i. Enter the appropriate Source Doe defined by your hotel for PM accounts i.

Select OK to complete the account. If the Date From date for the Posting Master is the current business date, a message displays asking if you would like to check in the guest. Room The Room Assignment feature offers a variety of useful functions, allowing you to easily pre-block rooms for your arriving guests and speed up the check in Assignment process at the desk when working with large group check ins.

If there are a large — Individual number of special room type requests or VIP arrivals, pre-blocking rooms can help eliminate last minute rushing to prepare rooms for their arrival.

From the main menu, select Front Desk and Room Assignment. NOTE: This screen only displays reservations that do not have a room number assigned. Enter the search criteria desired for the arriving guests to pre-block. Highlight the individual reservation you wish to pre-block and select Assign. Highlight the desired room number and select OK. The reservation pre-assigns to a room and removes from the display.

Select the Auto option. Searching for the reservations prior to selecting Auto is strongly encouraged. Choose the Assign radio button at the top of the screen. To assign certain room types or specific features i. King Non-Smoking, 3rd Floor, etc. Room Type, Smoking, Floor, etc.

To vary the Housekeeping statuses in the assignment process, select the check boxes to the right of the screen for Dirty Rooms, Clean Rooms, and Inspected Rooms. When completed entering information, select Start. As the system automatically assigns a room to each reservation, the in the Status section of the screen shows the room number assigned to each. After completing the automatic room assignment, the display counts the rooms assigned and unassigned. NOTE: If reservations fail to assign during this process, change the selection criteria and attempt the automatic assignment again.

Select the Advanced search option and place a check mark in the Include Assigned Res. Search for the reservation s to unassign rooms and highlight the desired record. Select Unassign. To remove a range of reservations with pre-blocked rooms, follow the steps below: 1.

Search for existing pre-assigned reservations using steps above. At the top of the screen, select the Unassign radio button. Input any search criteria to narrow the reservations affected i. Group, Arrival Date, etc. All rooms that meet the criteria are no longer pre-blocked.

The database retains messages in the system until you delete it or until the End of Day sequence Night Audit following the recipient guest's check out. Typically, when leaving a message for an individual, the Reservations Options is the most practical place to manage the message for the guest. When managing messages for multiple guests, the function within the Front Desk menu allows extended capabilities.

From the main menu, select Front Desk and Messages. Input the Name or Room of the party to receive the message s and select Search. Select OK to deliver the message. Search for and highlight the guest with a message to edit. Highlight the message to alter and select Edit. Make any necessary changes to the caller information or message text. If you sent this message to more than one guest, a message prompts you to save the change for the current guest only or for all guests who received this message.

Select This Guest or All Guests, as appropriate. This prevents accidentally delivering the same message to guests more than once. To deliver a message to a guest and mark the message received, follow the steps below: 1.

Select Front Desk and Messages. Search for the party to receive the message s. Highlight the message and select Receive to indicate that you have given the message to the guest. Follow the steps below to view existing traces for your department: 1. From the main menu, select Front Desk and Traces. Click the drop down arrow next to the Department field in the search criteria and choose your department i.

Front Desk, Reservations, Housekeeping, etc. Ensure the check box next to Unresolved is active to only few traces that require action. Traces for your department display in the results grid. To view details or modify on an individual trace, select Edit.

Make any applicable modifications and select OK to save changes. Locate any traces for your department as outlined in the previous section. Highlight the trace that has a completed action, and select Resolve. To resolve all department traces, select All and then Resolve. Wake Up The Wake-Up Calls function allows you to set, view, and delete wake up calls for rooms, guests within a room, or room blocks.

If no active PBX interface functionality exists, it is possible to use this feature to log manual wake up requests for reporting. To create new wake-up call and manage the call log, follow the steps below: 1. From the main menu, select Front Desk and select Wake-up Calls. To select to set wake up calls for an entire group, click the drop down arrow next to the Block field and select the appropriate group. Enter any Notes regarding the call request.

NOTE: You may set up individual wake-up calls for guests sharing the same room, whether or not they have individual phone extensions. You may select the sharers individually to set up separate wake-up calls. This feature marks the actual time the PBX Operator delivered the wake-up call. Debits and Credits are Credits key aspects of transactions you post as a Cashier.

Restaurant Dinner. In most cases, credits are payments posted when a guest checks out. For financial accountability and security, OPERA requires you to login each time you make a financial transaction. Passwords for cashier logins are the same as your user password when you log into the system.

Each user also has a unique Cashier ID attached to their user name that tracks all financial transactions posted by the user. Having these security features requires each user to be accountable for all postings and payments performed on a given business date and helps prevent fraudulent financial activity in the system.

Guests may have up to eight folio windows, which you can view, print, or use to bill them separately. Multiple folios are required when closing charges to Direct Bill. To open and navigate multiple folio windows, follow the steps below: 1. From the main menu, select Cashiering. Select Billing. Enter your Password select Login.

Search for and highlight the guest whose folio you wish to display and choose Select. Right click with the mouse to open a menu of options. Select New Window near the bottom of the list. Another folio window appears to the right of Folio 1. Repeat this process up to a maximum of eight 8 folio windows. Employees can move postings from one folio window to another by dragging and dropping the transaction with the mouse. To perform this, click on the charge to move with the mouse, hold and drag the charge to the 2nd window, and release the mouse to drop the charge.

Posting a From time to time, it is necessary to post charges manually to a guest folio. Charges posted directly by a user require accessing the folio. To manually post a charge to a guest folio, follow the steps below: 1.

From the main menu, select Cashiering and Billing. Search for and highlight the desired guest room. Choose Select to open the folio. The transaction description populates in the Description field. Enter dollar Amount of the posting. Enter the Qty Quantity to post multiple transactions at the same price. If a guest receives 30 photocopies at.

Select the folio Win Window to post the transaction. The default window for all postings is the first folio window. Select from a list of Arr. Code Arrangement Codes if the charge description should group by charge type i. Restaurant Charges. This is only for transactions of the same nature to display on the folio with a generic name.

Enter the Check No. Use the Supplement and Reference fields to enter an explanation of the charge. These fields may print on the guest folio, so be certain to limit explanations to text appropriate for the guest to view. Select Post to post the charge. Continue this process to post charges until complete.

Once all charges post, select Close. The posted charges now display on the folio. Transfer Follow the steps below to transfer a charge from one room to another: Charges 1. Search for, highlight the desired guest room, and choose Select. Highlight the charge s to transfer and right-click the mouse.

Select Transfer Transaction. Verify the transfer information and select Transfer. Highlight the charge s to transfer and right click the mouse.

Select Transfer to Window and choose the Window number. The folio window displays with the charges transferred. NOTE: You may also transfer charges from one folio window to another by dragging and dropping the charge across windows.

Posting Payments apply a credit or payment to an in-house guest room. OPERA automatically defaults to the payment method assigned to the particular window if Payments multiple payment types exist or defaults to the one on the reservation as well as the total amount due on the folio. Follow the steps below to make a Payment: 1. Select Payment. If the payment type differs from that of the reservation, click the drop down arrow next to the Payment Code field.

Highlight the desired payment type and select OK. Enter the payment amount in the Amount field. This field defaults to the folio balance. If the guest pays by credit card, type the card number and expiration date in the Credit Card No. Date fields 7. Enter a Reference note for the payment and select Post. NOTE: The payment now displays on the guest folio, and the folio balance reduces by the payment amount. Preview, Folio displays the guest folio in printed format on the screen.

From here, you may either print the folio; review on the screen display, or save a copy to file on Print, and your computer for accuracy of the bill. File a Folio To preview a folio to the screen, follow the steps below: 1. Select Folio to view the folio. Enter the From Date and To Date for charges to view. This is helpful if the guest is in house for a long period and wants to view charges from a portion of the stay.

Folio styles print guest bills in different formats for both in- house guests and when printing folios from Folio History. Select Preview, Print, or File. Either the folio appears on the screen in an Adobe Acrobat PDF window for viewing, prints to the workstation printer, or a Windows dialogue box displays to save the folio to file. Most commonly, two guests staying in the same room prefer to split their room Charge charges and offer different forms of payment. Follow the steps below to Split a charge: 1.

Highlight the desired charge, right-click and select Split. Select the radio button to split the charge by an Amount or Percentage. Enter the Amount to split or Percentage to split either an amount or percentage. The charge splits into two separate postings on the folio. From this point, one or both charges can transfer to another folio or another room. OPERA automatically adjusts the charge to the correct adjustment Charge transaction code and appears as a second line item on the guest folio.

The guest disputes the charge, and you adjust it off the folio. Follow these steps to adjust a charge of any kind while the guest is still in house: 1. Highlight the charge to adjust and right click the mouse. Select Adjust Transaction. Choose Adjust Selected Postings. This only adjusts the highlighted posting.

Select either the Amount or Percentage radio button, and enter the value of the adjustment in the white text field. Click the drop down arrow next to Reason Code and select a reason for the adjustment. Enter any addition information in the Reason Text field. Select OK to complete and OK to the charge-adjusted message. Interface or Follow the steps below to adjust an interface or automatic posting: Night Audit 1.

From the guest folio, select Post. Choose the Win Window the adjustment applies to and enter a reason for the negative posting in the Supplement field. Select Post. NOTE: Since interface and automatic charges must adjust manually, these transactions appear as separate line items on the folio. A correction only applies if the posting occurred in the same business day and Edit a posted manually to the folio.

To correct or edit a charge, follow the steps below: 1. Highlight the charge to correct and either double-click the charge or select Edit. Correct the value of the posting in the Price field and select OK to save changes. NOTE: Since the correction is on the same business date, and by the same user, there is no additional line item on the folio. The corrected charge displays on the guest folio, as it should.

However, transaction details log in Posting History. Whether your hotel considers these guest Refunds refunds or paid outs, handle the debit posting to the folio in the same manner. The postings must happen directly to the guest folio to reconcile the folio balance to zero. From a guest folio with a credit balance, follow the steps below to issue a paid out or guest refund: 1.

Enter the Amount to refund and select Post. Select Close to return to the guest folio. Notice the zero folio balance. Selecting Options from any guest folio displays the following screen: Credit Cards The Credit Cards option allows the same features on credit cards as In-House Guests found in the Front Desk chapter of this manual. Follow the steps below to access Credit Cards for authorizations: 1.

Select Options from 3. To obtain additional authorization for the credit card on file, select Authorization. To view a history of all authorization requests for the credit card on file, select Authorization History. It is possible for the system to post those charges during the night audit along with Charges room and tax.

Follow the steps below to set up a Fixed Charge: 1. Select Fixed Charges. Package Many hotels offer packages for guests that may include breakfast or dinner with the room rate. Typically, a dollar amount is set aside for a meal. Sometimes a Options guest consumes more than the package allows.

In this case, it is helpful to see how much of a package has been consumed if a guest is questioning charges on their folio. Follow the steps below to see the package elements for a room: 1. Select Package Options. This screen displays the amount allocated for a package element as well as the amount of that element consumed by the guest.

This is helpful in explaining why the guest might have an overage charge on the folio. NOTE: If an overage amount exists, it displays on the guest folio, and the reference field notes the overage. In the event of a guest dispute or question about a Details phone call, this option is particularly useful.

As phone calls post to the guest folio through the interface program, details log in this window. Follow the steps below to see Phone Details for a guest: 1. Select Phone Details. Charges automatically appear in Posting History when the charge History applies to the folio. Whenever you correct, split, or adjust a charge, a record appears in posting history as well. Follow the steps below to view transaction Posting History: 1. Select Posting History. The Rate Code that exists on the reservation defaults, Code however, the posting screen allows the user to change the Rate Code posted.

Use this feature to post room and tax on a folio for a rate plan different from the reserved one. To post a manual room and tax charge, follow the steps below: 1.

Select Post Rate Code. Click the drop down arrow next to the Rate Code field if the rate to post is different that the reserved rate. Search for and highlight the appropriate Rate Code, and select OK. Select the Win. Window to apply the charge to and select Post.

Select Close to return to the folio and notice the manual room and tax posting on the folio. NOTE: Post Rate Code does not affect the normal room and tax postings generated by the audit process, nor does it trigger automatic postings such as Fixed Charges.

Also, be careful when using this feature since the posted rate might differ from the reservation and alter Market Statistics for this business date.

Follow the steps below to access the charge Routing option: 1. Select Routing. This feature is useful in Billing in the event you need to add a Company profile to the reservation for direct bill purposes. This feature is useful in Billing in the event that you need to access a folio for a guest from a previous stay. This feature is useful in Billing in the event that you quickly need to change the name on a folio. This feature is useful in Billing in the event you need to quickly make an accommodation change i.

This feature is useful in Billing in the event a guest requests to move to another room. Even if the original payment method is not cash, it is possible to Out check a guest out with Cash.

Follow the steps below to check out a guest paying cash: 1. Select Check Out. Select to Check Out the guest and close the folio. This option only displays if your hotel has elected to allow Open Folios.

The Amount field defaults to the balance of the folio. Verify the Amount is correct or enter the amount of Cash given. Select Post to post the Cash payment and settle the folio. Once the first window checks out of the system, a message appears asking to continue with the next window until all windows check out with a zero balance if multiple folio windows exist. NOTE: If your hotel uses the Scheduled Checkout feature, a prompt displays asking if you would like to schedule the check out for a later time.

Even if the original Check Out payment method is Cash, it is possible to check a guest out using a credit card. Follow the steps below to check out a guest paying by credit card: 1. Verify that the credit card displayed is the correct card to charge. If not, you may either swipe a new card or click the drop down arrow next to the Payment Code field to enter a new Credit Card No.

Select Post to post the card payment and settle the folio. Answer Yes to print a payment receipt and a copy of the folio, or No to print only a copy of the folio.

NOTE: If the guest uses the same credit card, the system only obtains additional authorization if the current authorization amount does not cover the total folio balance. In this case, only the difference in the authorized amount and folio balance authorizes.

If the guest gives a new card number for settlement of the folio, authorization occurs for the entire folio balance. Direct Bill charges are not settled by the guest, but Check Out rather post to an Accounts Receivable account for payment by a third party. As a result, use special care to ensure Direct Bills are setup accurately. Determine if the proper set up for Direct Bills exists. If the direct billing setup is not correct and charges are on the wrong folio, correct that before moving onto the next step.

Pay careful attention to the Payment Code to select the appropriate form of payment. Verify the Amount is correct. Select Post to post the direct bill payment and settle the folio. Either use the default form of payment on the reservation or collect a new form of payment from the guest to settle. Settlement Circumstances sometimes prompt a guest to check out before the departure date or to desire an interim or advanced bill.

In one of these circumstances, the guest and Early is not to depart today. Follow the steps below to settle a guest folio: 1. Select Settlement. Charges continue to post to the folio as normal.

This is helpful for guests that need to settle the bill at the end of every week to report expenses. Use this option if the guest departs the room early and wishes to settle the bill in full. The guest does not check out and room and tax do not repost during Night Audit. Use this option if a guest wants to settle the bill the night before they leave. Only a prediction calculates and the appropriate room and tax totals post on the intended night.

Check Out The reinstate option is only available for guests that departed on that business day. Follow the steps below to Reinstate a checked-out guest: 1. A message displays asking if you would like to send a signal to the interfaces indicating the room as occupied by the guest once again.

If the check out was a mistake, be certain to verify and correct the departure date of the guest. If this guest did indeed depart, post any late charges as applicable and check the guest back out of the system.

This is particularly useful when clearing departures at the end of the Check Out morning shift or for a mass group departure. The Quick Check Out feature works for individual departures as well as multiple departures at one time. Follow the steps below to use the Quick Check Out feature: 1. From the main menu, select Cashiering and Quick Check Out. Use the search criteria, if necessary, to minimize results by groups of guests.

Any folios with a balance prompt a payment window to settle the folio. Within the Reservation Options and Privileges, Check Out you can authorize or de-authorize scheduled check out for a guest and input a time for the automatic check out to occur. When settling the guest bill through Billing, a prompt displays asking if you would like scheduling the room for check out later.

A constant processor runs that periodically checks for any departures that passed their scheduled check out time. If a room is schedule and the system date and time passes, the room is automatically departed. From the main menu, select Cashiering and Scheduled Check Out.

Remembering that this feature only works for zero balance folios, work through each departure to settle their folio. Click Site settings , and try not to feel overwhelmed. This is where you can tweak all of the permission settings related to your browser. You will be asked if you want to save the information when you fill it in online. If you choose to save it, you can always delete it here later. Cosmetics Go to the Easy Setup Panel again. Choose your Theme - Light or Dark.

Select a wallpaper or click Add your wallpaper to upload one from your computer. You can also right-click an image online and select Use image as wallpaper. Under Appearance , you can tweak your Start Page to have bigger tiles, Speed Dial suggestions from sites you frequent , and News items. Toggle on blue Show sidebar to make sure the sidebar is visible. If you like the classic look of bookmarks at the top, under your address bar, toggle on Show bookmarks bar. Under Appearance , there are a few more options related to fonts and website display.

Scroll down to the bottom, to the On startup section. It should be on by default, but if not, I recommend you toggle on Display the start page first. You can also choose to retain tabs from when you closed your browser, which is nice, or to start on a specific page.

When you bookmark a page by clicking the Heart icon to the right of your address bar, you will be presented with options. You can rename the bookmark, select a thumbnail for it, and choose where it goes.

I recommend you keep bookmarks on your Speed Dial, so they show up on your Start page. Still in Settings , click Advanced at the bottom or in the top-left, and scroll down to the Start page section. There you can enable or disable other options for your Start page. This way, when you have many tabs open, you can hover your mouse pointer over a tab and be shown a preview of that tab.

Go to the Easy Setup Panel. Under Downloads , click Change if you want to change the location of downloaded files. You can choose which data you want to import, and which browser you want to import it from.

Right-click the Sidebar and check, or uncheck, the items you want displayed there. Click the three-dot icon at the bottom of your sidebar to open the Sidebar Setup Panel.

Here you can also select which items are on the Sidebar, as well as manage the details. In the Sidebar Setup Panel , under Sidebar extensions , you can select which of your extensions you want quick access to in your Sidebar.

Workspaces Workspaces are the icons at the top of your sidebar. Open the Sidebar Setup Panel by clicking the three-dot icon at the bottom of your sidebar, and make sure the Workspaces switch is on blue. You can click Add more to add a workspace. Then, next to each workspace you can click the small three-dot icon to delete a workspace, change the icon, or rename it. To hide a workspace, click the blue check-mark. To move a tab to a different workspace, right-click on the tab at the top of your browser, select Move tab to workspace , and choose one.

In the middle search field, type workspace , mouse over the shortcut you want to change and click Type a shortcut. Then, type the shortcut you want to use for that workspace. Messengers Opera has popular messengers built into the sidebar, which makes messaging while browsing more convenient. When this data element is activated with an X ; a new profile with an AR Number populated will trigger a business event, and thus a message to the external system.

Once a data element in the business event is activated, it will be part of the business event record that is created each time a user performs an activity in OPERA e. OXI will read the data from the business event outqueue table and will create a message from it, which is visible in the OXI message status table.

Another Example: The other purpose of an active data element within a business event is that a message will be created as soon as the OPERA user changes something in that particular element. Have the Rate Header and Rate Details include all room types. See that the Rate Details include an End Sell date as far into the future allowed.

This default rate code will be used on bookings when the actual rate is closed out or restricted. Select a default Room Type to go with the Rate Code. Additional points and information is provided under Reservation Defaults further in this document. Interface Status. Scenario Example: If reservation for Mr. If reservation for Ms. The amount of days is defaulted based on the length of the booking if the user does not enter the amount of days the package is to be available for.

The Transaction codes also have to be configured the same. These settings can be used for any property that requires previous Corporate Numbers or IATA Numbers to be validated in the property database to a specific valid length. Update of IATA and or Corporate Numbers in a central reservation system may also require that these numbers be of certain length to be valid and acceptable.

Functionality Dependency: Before the use of these parameters; should the property database require an update of IATA or Corporate numbers to specific length there is a Utility that will allow simple update without manual intervention. Session Time Out will log system users out of the application where the applications have been idle for N amount of time.

Releasing possible locked records left open at that station.