Keep in mind that it is hard to divide the functions of PMS into more and less important because all of them are necessary. However, regardless of a property type, hotel property management systems must have a reservation system with a website booking engine and front-desk operations module. Other essential modules usually include channel management, revenue management, housekeeping, customer data management, report, and analytics. And big hotels or resorts certainly need point-of-sale (POS) services and back-office modules.
A front-office module allows a front-desk manager to view and update room reservation status, check guests in and out, and process payments. When a guest arrives at the hotel, they want to check in as fast as possible. Support from a receptionist is very important in this case, so front-desk staff should be able to efficiently help the guest.
Room status. Using a front-desk module, the front-office manager can access room status and up-to-date information about all reservations, both current and upcoming. With the help of this module, room status should be updated quickly. The front-desk module allocates rooms automatically and facilitates a room change.
A PMS housekeeping module connects housekeeping staff to the front office. A front-office manager can make a list of tasks to assign, and housekeepers can update room status. If this is a cloud-based PMS, housekeepers can update the status of their assignments or rooms through a connected mobile app or tablet. Also, this module keeps the list of maintenance tasks and reports for the users.
Pay attention to the degree of customization offered by a provider. Depending on the size and type of a property, PMS requirements may differ. For instance, if you need a bed-based management system instead of room-based in the front-office module, make sure that the PMS vendor can provide this sort of customization.
Please note that most systems already have channel management, reservation, and front-office functionality, so these modules are not represented in some of the comparison tables below. Also note that the categorization we offer is not absolutely precise since most platforms today are becoming more and more universal.
Larger properties require solutions with a wide range of modules other than the basic reservation, front office, and housekeeping. Their PMS must facilitate group bookings as well as have POS services, a multi-property management system, back-office management, revenue management, sales, and marketing functionality.
Vreasy has a very intuitive design and a well-developed back-office module with the feature of task delegations to all staff members, from the front office to housekeeping It also offers its own communication platform.
In the yesteryears, when I was a reservations assistant for a hotel, our chief accountant followed a different kind of schedule. Every day around midnight, he went to the front office and then to the restaurant and return with a pile of KOTs, bills and cash. He then sat for hours to match them, note the discrepancies, resolve them, record the transactions on excel and then close the day.
When I moved to a bigger hotel, a different guy only did the graveyard shift. He would come into the front office around midnight, scrutinising all the check-ins, no-shows, payment receipts, cash drawers and file some reports afterwards. In due course, I learned that the process is called hotel night audit and the person performing the task was the (k)night auditor.
Night auditors are specialised in both front office and accounting operations and hence demand higher salaries. For smaller and mid-sized hotels, hiring a full-time auditor is not feasible. Besides, a manual night audit is a taxing task that involves a person putting in numerous man-hours going through every entry in the ledger, every room service bill, every check-in and no-show details; without guaranteeing error-free reports.
Next step is to check if the front office has left instructions with regards to guest overstay, payments receivables, discounts if any. Once you have all the details, proceed about posting room charges and taxes to respective folios. 2b1af7f3a8