Samsung HOTEL DCS User Manual Download

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HOTEL

User Guide

Summary of Contents for HOTEL DCS

Page 2: ...t Disclaimer Samsung Business Communications is not responsible for errors or prob lems arising from users not programming or operating their Samsung sys tems as described in this manual Copyright 2004 Samsung Business Communications All rights reserved No part of this manual may be reproduced in any form or by any means graphic electronic or mechanical including recording taping photocopying or i...

Page 3: ... A1 1998 EN61000 4 3 1996 Inc A1 1998 EN55022 1998 Inc A1 2000 EN61000 4 4 1995 EN61000 4 5 1995 EN61000 4 6 1996 EN61000 4 8 1993 EN61000 4 11 1994 AS NZS3548 1995 EN61000 3 2 1995 Inc A1 A2 1998 EN60950 1992 A1 A2 A3 A4 A11 Manufacturer Samsung Electronics Co Ltd 259 Gongdan Dong Gumi City Kyungbuk Korea 730 030 Tae eok Jang General Manager place and date of issue name and signature of authorize...

Page 4: ...95 Inc A1 1998 EN61000 4 3 1996 Inc A1 1998 EN55022 1998 Inc A1 2000 EN61000 4 4 1995 EN61000 4 5 1995 EN61000 4 6 1996 EN61000 4 8 1993 EN61000 4 11 1994 AS NZS3548 1995 EN61000 3 2 1995 Inc A1 A2 1998 EN60950 1992 A1 A2 A3 A4 A11 Manufacturer Samsung Electronics Co Ltd 259 Gongdan Dong Gumi City Kyungbuk Korea 730 030 Tae eok Jang General Manager place and date of issue name and signature of aut...

Page 5: ...00 RTTE TBR4 November 1995 incorporating TBR4 A1 December 1997 EN61000 3 3 1995 EN61000 4 2 1995 98 EN61000 4 3 1996 EN61000 4 4 1995 EN61000 4 5 1995 EN61000 4 6 1996 LVD EN60950 2000 IEC 60950 Third Edition 1999 EN61000 4 11 1994 AS NZS3548 1995 Manufacturer Samsung Electronics Co Ltd 259 Gongdan Dong Gumi City Kyungbuk Korea 730 030 Tae eok Jang General Manager place and date of issue name and ...

Page 6: ...Bill 16 Setting Cancelling a Wake up Call for a Guest 18 Setting a Message Waiting Indication Camp On or Callback on an Extension 23 Answering a Message Waiting Indication on an Extension 25 Setting a Room On Hold 27 Room Status Viewing Changing 28 Remote Billing for Phone Calls 31 Booth Option for Phone Calls 32 Displaying a Call Cost or Timer 34 Separating Phone Charges 35 Printing a Room Bill 3...

Page 7: ...Hotel User Guide Contents ii Í Printing a PMS Report 46 Î Invoices and Status Reports 47 Room Invoice 47 Room Status Reports 48 Ï Troubleshooting 49 ...

Page 8: ...lation Programming Manual WHAT IS COVERED IN THIS GUIDE Section 1 is this introduction to the Hotel application Section 2 takes you through the procedures required to perform day to day administration including checking in a guest checking out a guest adding billing items to guests bills adding credit pay ments setting wake up calls printing bills and so on The proce dures require you to have acce...

Page 9: ... discussion of the Hotel system refer to the Samsung Hotel Installation Programming Manual WHAT YOU NEED TO KNOW n STAFF CODES AND FEATURE CODES Access to Hotel features can be protected by passcodes staff codes for security It is important that the system manager makes sure each member of staff is allocated their own 4 digit passcode if these are required The manager should also ensure that staff...

Page 10: ...atus and staff locations A single AOM may have 14 48 or 64 keys The number of AOMs you need therefore depends on the number of rooms you have n PRESSING THE WRONG KEY If you enter an invalid value or code during administration the dis play will inform you and change to allow you to enter a valid value code or to begin the entry sequence again n PROBLEMS If you have any problems while using the key...

Page 11: ...rator s keyphone has been programmed with the following Hotel features assigned to keys BILL Add or delete service charges to or from guest rooms BOOTH Enable Disable booth phone iDCS systems only CHIN Check in a guest CHOUT Check out a guest print bills and put a room on hold CREDIT Credit a guest s room or phone bill HOTEL Check or set t he current status of a room occupied needs cleaning etc ch...

Page 12: ...lled a soft key directly below the option shown in the display There are three soft keys 32 CHARACTER DISPLAY SOFT KEYS PROGRAMMABLE KEYS Set up for required Hotel features CHIN CHOUT HOTEL etc as well as normal keyphonefunctions e g CALL MESSAGE etc Figure 2 1 DCS Euro Administrator s Keyphone Version shown is 24B Enter Room NUMBER Used to select options in the display VOLUME KEYS ...

Page 13: ...otel features CHIN CHOUT HOTEL etc as well as normalkeyphone functions e g Call Transfer Speaker etc Figure 2 2 iDCS Series Administrator s Keyphone Version shown is 28D VOLUME KEYS Scroll Call 1 Call 2 Message Memory Redial Transfer Speaker HOLD ANS RLS Volume 1 2ABC 3DEF 4GHI 5JKL 6MNO 7PQRS 8TUV 9WXYZ 0OPER iDCS 28D Enter Room NUMBER VOLUME KEYS ...

Page 14: ...st of the item codes and costs that are likely to be required when checking in guests and entering billing information See the following example Make sure this list is available to all staff Example Your system installer could set up the system like this Item Code Double room 02 Twin room 03 Single room 04 Breakfast 05 Lunch 06 Dinner 07 Bar 08 Laundry service 09 Gym 10 Papers 11 Costs for each it...

Page 15: ...eposits pre payments for rooms and or phones and guest names If you enter cash deposits these will be subtracted from the total charges billed to the room when the guest checks out TIP If you want to quickly check which rooms are available for checking in you can use the RSV key s See Room Status Viewing and Changing PROCEDURE 1 Press the CHIN or XCHIN key Display shows 2 Enter the room number or ...

Page 16: ...in again Display shows 5 Enter the item room cost e g 20 00 is entered as 020 00 If you selected the Express Check In option XCHIN the procedure is now complete Otherwise you see the following display If you want to change your item cost entry select CHANGE at this display and re enter the cost If the entry is correct select ACCEPT to enter the cost Display shows 6 If there is no cash deposit to e...

Page 17: ... 10 Enter the guest name using the dial keypad Use the letters printed on the keys 2 ABC 3 DEF etc For example to get the letter E press key 3 twice for C press 2 three times and so on After each letter press the right soft key to move the cursor to the next position Select either EXIT to complete the check in procedure or PRINT to print a bill for one night showing the room cost and deposit If yo...

Page 18: ...nter Room NUMBER 2 Enter the room number or press the dedicated DSS key if avail able Display shows Check Out Room YES HOLD PRINT 3 Select YES Checkout will be completed with a printout of the room bill see sec tion 5 Invoices and Status Reports for an example printout All bill ing records for the room are set to zero The room status is set to Needs Cleaning unless the system is programmed for aut...

Page 19: ...delete a previously billed item n ADDING AN ITEM TO A BILL PROCEDURE 1 Press the BILL key Display shows Service Charge ADD DELETE 2 Select ADD Display shows Enter Room NUMBER 3 Enter the room number Display shows Enter Staff Code If no staff code is required you see the screen display shown in step 4 and you should proceed to step 5 4 Enter your staff code The code is not displayed instead you see...

Page 20: ...was entered during the check in procedure for this guest and the amount entered here for the item cost exceeds the deposit amount the mes sage Deposit Exceeded appears on the display and you return to step 1 to add delete the item cost Select ACCEPT to enter the item cost The display returns to nor mal OR If you want to change your entry select CHANGE to return to step 3 n DELETING AN ITEM FROM A ...

Page 21: ...uired you see the screen display shown in step 4 and you should proceed to step 5 4 Enter your staff code The code is not displayed instead you see QQQQ in the display If you enter an incorrect code you return to step 1 to begin again You then see this display Enter Item Code 5 Enter the item code For example this might be 08 for Bar If the code you enter is not valid you return to step 1 to begin...

Page 22: ...mber again 7 Select ACCEPT to delete the item Display shows Enter passcode 8 Enter the delete passcode four digits that allows you to delete item charges The passcode is not displayed instead you see QQQQ in the display The charge is deleted and the display returns to normal When the final invoice is printed at checkout time or you print a list of charges for the room the deleted item will be disp...

Page 23: ...the CREDIT key PROCEDURE 1 Press the CREDIT key Display shows Enter Room NUMBER 2 Enter the room number Display shows Enter Staff Code If no staff code is required you see the screen display shown in step 3 and you should proceed to step 4 3 Enter your staff code If you enter an incorrect code you return to enter the code again The code is not displayed instead you see QQQQ in the display You then...

Page 24: ...isplay re turns to normal OR If you want to change the value select CHANGE to enter the value again step 5 NoTE If a cash credit is made for a phone bill the system will warn the guest when the credit expiration warning threshold has been reached the guest hears three beeps while making a call When the credit limit is reached any call in progress will be dropped and no more calls can be made ...

Page 25: ...y alarms This feature also allows you to print out a list of alarm calls set since the guest was checked in n SETTING A WAKE UP CALL Using the Administrator s Keyphone 1 Press the WAKEUP key Display shows Wake Up Call PRINT SET CANCEL 2 Select SET Display shows Enter Room NUMBER 3 Enter the room number Display shows Enter Wake Time HHMM 4 Enter the alarm time in 24 hour format HHMM For example 8 3...

Page 26: ...a Standard Telephone Guest Room You can set a once only alarm at this phone 1 Lift the handset and dial 18 2 Enter the alarm time in 24 hour format e g 0730 for 7 30am 1430 for 2 30pm and wait for the confirmation tone NOTE To set alarm for 12 o clock midnight enter 2400 not 0000 3 Replace the handset Using an Extension Keyphone with Display Up to three alarms can be set using a display keyphone e...

Page 27: ...ype 5 Press the TRSF or Transfer key to save alarm setting and exit OR Press the right soft key to move the cursor and repeat the proce dure for the next alarm step 2 onwards n CANCELLING A WAKE UP CALL Using the Administrator s Keyphone 1 Press the WAKEUP key Display shows Wake Up Call PRINT SET CANCEL 2 Select CANCEL Display shows Enter Room NUMBER 3 Enter the room number Display shows Room XXX ...

Page 28: ... the right soft key 4 Press 0 for NOTSET 5 Press the TRSF or Transfer key to cancel the alarm and exit OR Press the right soft key to move the cursor and repeat the proce dure for the next alarm step 2 onwards n PRINTING A LIST OF WAKE UP CALLS This provides a list of alarm calls set for a room since check in This is useful if a guest queries whether an alarm call was actually set when requested P...

Page 29: ...Hotel User Guide Basic Administration 22 3 Enter the room number Display shows Room XXX Wakeup PRINT EXIT 4 Select PRINT to print and then select EXIT to exit OR Select EXIT to exit without printing ...

Page 30: ...or a special message waiting tone is heard when the extension handset is lifted A callback means that the extension will automatically ring you back when it is free A camp on means your call will continue to ring at the busy ex tension until it is answered The use of a flashing message light is an optional feature available with selected telephones Check with the system manager or installer whethe...

Page 31: ...nger If you don t make a selection the extension keeps ringing NOTE An iDCS system allows your phone to be set for automatic camp on If this is the case when you dial a busy number you will see the display above and your call will keep ringing until answered At any time during ringing you can select CBK or MSG If the extension rings but does not answer the display shows XXX Ringing CBK MSG Select ...

Page 32: ...lect one of the following that is press the appropriate soft key REPLY Rings extension XXX If the extension is busy or does not answer you can set a callback select CBK from the display or leave a message waiting indication select MSG from the dis play Your Message key continues to flash NOTE Setting a callback means that XXX will automatically call you back when it becomes free Setting a message ...

Page 33: ...al 43 The extension that left the message w aiting indication will ring If there is no answer replace the handset and try again later If more than one extension has left a message waiting indication your message light will continue to flash or the next time you lift the handset you will hear the message tone again When you dial 43 you will ring the next extension in the message queue The message w...

Page 34: ...out time and does not wish to be charged for an extra day NOTE To use the HOTEL key for setting a room on hold see section 3 Using the HOTEL Key PROCEDURE 1 Press the CHOUT Check Out key Display shows Enter Room NUMBER 2 Enter the room number Display shows Check Out Room YES HOLD PRINT 3 Select HOLD The status flag is set to on hold and will not in crease the room bill at the programmed checkout t...

Page 35: ...needs cleaning 3 Room needs maintenance 4 Room is on hold NOTE A guest room can also be set as a smoking or a no smoking room This can only be changed by reprogramming the system as described in the Samsung Hotel Installation Programming Manual A guest can only be checked in to a room if it is set as Avail able When the check in procedure is complete the room status automatically changes to Occupi...

Page 36: ...ge the status of rooms using the HOTEL key see section 3 Using the HOTEL Key PROCEDURE If you have a single RSV key on your phone Press the RSV key and then press the number 0 4 for the status you require see table above For example if you press RSV followed by 1 all the keys assigned to occupied rooms will light If you have keys marked RSV0 RSV4 on your phone Press the relevant RSV0 RSV4 key For ...

Page 37: ... cess code be programmed which can be dialled from the extension allowing staff to enter the required activity code Ask your manager if you don t know the HOTEL code Enter the code here You may also need your staff code PROCEDURE 1 Lift the handset and dial the HOTEL code 2 Enter your staff code if requested 3 Enter the activity code number It is one of the following Code Activity 0 Room needs cle...

Page 38: ...ter PROCEDURE A guest calls the Administrator s keyphone to request that an outside call be billed to their room 1 Answer the call and press the RB key Display shows Enter Room NUMBER 2 Enter the room number If the room is unoccupied you receive an error message saying the room is empty If so press the TRSF or Transfer key to return to the caller 3 If the room is occupied display shows Call Billed...

Page 39: ...alls are charged to the room number requesting the service PROCEDURE A guest requests the use of a booth phone and to have the call costs charged to their room On the Administrator s phone 1 Press the BOOTH key Display shows Enter booth number 2 Enter the booth phone number e g 200 Display shows 200 BOOTH DIS ENABLE DISABLE 3 Select ENABLE Display shows Enter Room NUMBER 4 Enter the room number e ...

Page 40: ...Hotel User Guide Basic Administration 33 The phone enabled as a booth phone should be disabled when all calls are completed by following steps 1 and 2 above and selecting DISABLE ...

Page 41: ... what is selected for the keyphone during sys tem setup is displayed in the top right of the keyphone display while a call is in progress It is useful for example if a guest re quests to make a call from the front desk Administrator s key phone This feature is automatically activated when a call is made if it is programmed into the system Refer to MMC 110 Call Cost option in the Samsung Hotel Prog...

Page 42: ...r on the final bill PROCEDURE 1 Press the HOTEL key Display shows Room Check Phone Stat Out Bill 2 Select the Phone Bill option Display shows Enter Room NUMBER 3 Enter the room number Display shows Print Phone Bill SAVE EXIT CLR 4 Select the required option that is press the appropriate soft key SAVE To print the phone bill and save the total charges Then select EXIT to exit These charges will be ...

Page 43: ...heck Out key without checking out the guest PROCEDURE 1 Press the CHOUT key Display shows Enter Room NUMBER 2 Enter the room number Display shows Check Out Room YES HOLD PRINT 3 Select PRINT to print the room bill An example is shown in sec tion 5 Invoices and Status Reports Charges will continue to accrue on the room bill until the room is checked out NOTE It is possible to do this using the HOTE...

Page 44: ... depending on the number of rooms each guest room phone should have a programmed SLOCAT key or an SLOCAT access code should be programmed in the system staff will require their own codes in order to register their location using guest room phones If you have a programmed SLOCAT access code enter it here Registering Your Location via the Guest Room Phone 1 Press the SLOCAT key OR Enter the SLOCAT a...

Page 45: ...ve Display shows Staff Locate SHOW CLEAR EXIT 2 Select SHOW All programmed keys for rooms in which staff members are lo cated will light 3 To exit the display and turn off key LEDs press EXIT OR To clear registered locations and exit press CLEAR then EXIT If you clear locations they will not display again until members regis ter again from guest room phones Note A staff member may register in each...

Page 46: ... depends on the type of keyphone to which it is assigned HOTEL KEY ON ADMINISTRATOR S KEYPHONE The HOTEL key programmed on the Administrator s keyphone has these main functions Setting and changing room status Checking in Checking out Printing phone bills Printing status reports When you press the HOTEL key you see the main display Room Check Phone Stat Out Bill The function of each option is Room...

Page 47: ...m number The status of the room is shown It is one of the following Available Cleaned Occupied Repaired Needs Cleaning Hold Need Clean Needs Maintenance Hold Need Maint Hold For example Enter Room 220 NEEDS CLEANING The display will return to normal after a short delay or you can press the SPEAKER key to exit Changing the Room Status You cannot use this option to change an occupied room to an avai...

Page 48: ... shows Smoking Room YES NO 2 Select YES for smoking rooms or NO for non smoking rooms Display shows XXX CHECK IN EXIT The keyphone displays the lowest numbered available room of the type requested To view other available rooms press the VOLUME Up or Down key If no rooms are available None is displayed You can also check in a room see below Check In a Room When you view the availability of a room w...

Page 49: ...as occupied with the OCCUP option the dis play allows you to check the room out Select the CHECK OUT option Now follow the Checking Out a Guest procedure from step 3 onwards described in section 2 Basic Ad ministration Print Room Status Reports You can obtain printed reports at any time showing room status in formation Reports are available for CLEAN All rooms needing cleaning MAINT All rooms need...

Page 50: ...hich you want to print a report An exam ple printout is shown in section 5 Invoices and Status Reports 3 Press EXIT to exit the display If necessary use the SCROLL key to find the EXIT option n CHECK OUT OPTION This option allows you to check out a room put a room on hold or print a room bill 1 From the main display select the Check Out option Display shows Enter Room NUMBER 2 Enter the room numbe...

Page 51: ...om The room remains in Occupied status and charges continue to ac crue on the bill n PHONE BILL OPTION This option prints phone bills for selected rooms A further option al lows you to print a phone bill if requested by a guest and then de lete the charges from the room bill This is useful if the guest wishes to pay for phone calls separately from the room bill 1 From the main display select the P...

Page 52: ...on 1 Press the HOTEL key Display shows Enter Staff Code 2 Enter your 4 digit staff code If you enter an incorrect code you return to step 1 to start again The code is not displayed instead you see QQQQ in the display followed by Enter Code 3 Enter the appropriate code 0 3 as follows 0 Room needs cleaning 1 Room cleaned 2 Room needs maintenance 3 Room repaired The display returns to normal after a ...

Page 53: ...ed to log PMS information you will see a printout formatted to show the following details for each logged activ ity See the Samsung Hotel Installation Programming Manual for details of configuring the printer port Room No Date Time Item No Description Details Cost For example The Details column provides more information on an item For ex ample TAX if the item is VAT the staff code of the person en...

Page 54: ...ing the printer port and for setting printer options to suit your printer and paper type n ROOM INVOICE A room invoice is automatically printed when you check a guest out of a room You can also select to print a bill without checking out the room using the CHOUT key see section 2 Basic Administration or the HOTEL key see section 3 Using the HOTEL Key The room bill shows the following information f...

Page 55: ... phone call if the item is TEL and so on Any items deleted using the BILL option will be displayed as a nega tive value n ROOM STATUS REPORTS Using the HOTEL key you can obtain a printout of all rooms flagged with a particular status or showing the status of all rooms See Print Room Status Reports in section 3 Using the HOTEL Key for details For example you might select to print the status of all ...

Page 56: ...ow this Invalid Number Message This indicates that you have entered a number not recognised by the system or which is already reserved by the system for other uses For example make sure you enter a valid room number staff code or item code In some cases you may re enter the correct code in others you may need to start the entry sequence from the beginning You Cannot Check In a Room If you cannot c...

Page 57: ...NING VM ALARM The system is provided with an emergency destination for calls destined for Voice Mail VM if the VM card is removed or the VM sys tem is off line In addition any calls that are forwarded to VM will not forward they will re main ringing at the fwd from station until an swered SMDR INFORMATION BUFFER FULL This occurs when the system s SMDR data buffer is not big enough to save any more...

Page 58: ...Samsung Business Communications Brookside Business Park Greengate Middleton Manchester M24 1GS ...

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