Stayntouch PMS: Release Notes (v5.45) – 27 October 2021

Modified on: Tue, 10 Oct, 2023 at 12:00 PM

Stayntouch PMS

Release Notes (v5.45)


Effective: 27 October 2021


TABLE OF CONTENTS


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Batch Print Registration Cards for Arriving Reservations


You can now batch print registration cards for arriving reservations on the Dashboard > ARRIVALS screen. As part of this functionality, you’ll now see an orange printer button at the top left of the Arrivals screen to enter batch registration card printing mode. From there you can either select the checkboxes next to individual reservations to batch print just those reservations, click the “select all” checkbox to print all registration cards on that specific page, or if no reservations are selected, all reservations on all pages will be batch printed.







The Arrivals screen has pagination in place, so if batch registration card printing is invoked for all reservations, this will include all reservations on all pages, not just the current page.

User Permissions Customized Roles


You can now add customized user roles from Settings > Hotel & Staff > User Roles. From here, if you select the + ADD NEW button, this will open a label where you can add the name of the user role and click SAVE to add the new user role.





Upon saving the user role, you will see it in the list of user roles. You can then select a default dashboard for the new user role.





After creating the custom user role, you will see the new user role in Settings > Hotel & Staff > Permissions. You can then choose Assigned Permissions and Not Assigned Permissions for the custom role as desired. By default, the Assigned Permissions will be blank.


Room Status Screen: Filter to Exclude OOO/OOS Rooms


From Housekeeping > Room Status, upon selecting the filter icon, you’ll now see two additional checkboxes below Show Out of Order and Show Out of Service to Exclude Out of Order and Exclude Out of Service. By default, these two checkboxes will be deselected. 




By selecting Exclude Out of Order, Show Out of Order will automatically be deselected and vice versa as the filters are mutually exclusive. The same applies to the Exclude Out of Service and Show Out of Service checkboxes.

Room Number Field Added to Financial Transaction Data Space Custom Export


We’ve added a field for ROOM NUMBER to the Select Fields column of the Financial Transaction Data Space Custom Export in Reports > Schedule a Report/Export > Custom Exports > + NEW EXPORT > Financial Transaction.



Day of the Week Added to Date Field of Business on the Books Report


We’ve added the day of the week to the DATE column on the Business on the Books Report in Reports > New Report. So, for example, it now reads 10/06/2021 WED instead of just 10/06/2021.



The day of the week will also display in the DATE field of the scheduled report version of the Business on the Books Report in Reports > Schedule a Report/Export > Scheduled Reports > + NEW REPORT SCHEDULE.



Please note, the date format will appear according to the date format configured in Settings > Hotel & Staff > Hotel Details > HOTEL DATE FORMAT.



PRODUCT ENHANCEMENTS

Mandatory Company/Travel Agent Card Fields


We’ve added a MANDATORY column between the VISIBLE and MANDATORY DURING A/R NUMBER CREATION columns in Settings > Cards > CO/TA Mandatory Fields. By defaults the MANDATORY toggles will be turned OFF, and when turned ON for the respective fields, you will see a red asterisk (*) next to the fields on the Company/Travel Agent card, and users will not be able to leave the Company/Travel Agent card without filling out the mandatory fields.



Guest Cards Fields Prompt Selection


In Settings > Cards > Guest Card Fields, we’ve added an additional column after the MANDATORY column called PMS PROMPT. If the PMS PROMPT toggle is turned ON, in this column, you’ll see three buttons, only one of which can be selected:

  • Always: A message will always appear when users handle guest card fields

  • At Booking: A message will only appear at the time of booking/new reservation creation

  • At Check-In: A message will will only appear at the time of check-in



Items to Note:

  • These three buttons will only be editable if both the MANDATORY and PMS PROMPT toggles are turned ON.

  • Users can only select one of the three buttons per field.

  • The selection for each field can be different.

  • Users can exit the screen without filling in the fields.

Rooms OOO/OOS Report Exportable in PDF Format from Scheduled Reports


The Rooms OOO/OOS Report is now available for export in PDF format from Reports > Schedule a Report/Export > Scheduled Reports > + NEW REPORT SCHEDULE > Schedule Parameters > FILE FORMAT.




Inventory for Shortened Group Reservation Returned to Group or House Depending on Release Date


When a group reservation is shortened, we now return inventory to the group before the cutoff date and return inventory to the house after the cutoff date.


If a group reservation is shortened prior to the cutoff date, the inventory will be returned to the group, and the picked up rooms count will be reduced by 1 for the dates shortened. The blocked rooms count will remain the same.








If a group reservation is shortened after the cutoff date, the inventory will be returned to the house, and the blocked and picked up counts will be reduced by 1 for the dates shortened.

Nightly Diary Room Assignment: Not Ready Rooms Available for Assignment


In Front Desk > Room Diary under UNASSIGNED ROOMS (for the Nightly Diary), Stayntouch PMS now includes not ready rooms for reservations arriving for the current date. These rooms will appear in orange and will be available for assignment.



Tax ID & Company Registration Number Added to All Invoice Templates (Guest Bills)


We’ve added Tax ID and Company Registration Number to all invoice templates:

  • Guest Invoices (Information Invoice, Tax Invoice, Copy of Tax Invoice, Void Bill, Copy of Void Bill, ProForma Invoice, and Deposit Invoice)

  • Group Bills (Information Invoice, Tax Invoice, Copy of Tax Invoice, Void Bill, Copy of Void Bill, Group ProForma Invoice, and Deposit Invoice)

  • A/R Invoices (Information Invoice, A/R Invoice, Copy of A/R Invoice)


First, navigate to Settings > Hotel & Staff > Hotel Details to configure the TAX ID and COMPANY REG NUMBER.



Furthermore, in Settings > Hotel & Staff > Stationery > Invoices > Guest Invoice, you’ll need to enable SHOW HOTEL ADDRESS, which will display the hotel address on all the invoices.



Next, from Settings > Cards > Guest Card Fields and Settings > Cards > CO/TA Mandatory Fields, you can make the following fields visible and/or mandatory:


Settings > Cards > Guest Card Fields > Tax Number



Settings > Cards > CO/TA Mandatory Fields > Tax ID



When these fields are visible, they will be available to print on the stationery.


On the stationery, you’ll find the Tax ID underneath the guest address details or Company/Travel Agent address details. You’ll also see the Tax Number under the guest name or Company/Travel Agent name.



Guest Bill





Company Bill





Travel Agent Bill





Please note the following items, which apply to print and email copies:


1. When an invoice is generated for a Guest Bill (not linked to a Company/Travel Agent), Stayntouch PMS will print the TAX NUMBER from the guest card under the guest address “last line”.



2. When an invoice is generated for a Guest Bill (not linked to a Company/Travel Agent) and no TAX NUMBER is present on the guest card, Stayntouch PMS will not print any tax number details.


3. When an invoice is generated for a Guest Bill (and a Company is present) and the checkbox USE COMPANY ADDRESS is selected, then Stayntouch PMS will print the Company TAX ID below the Company address “last line”.




4. When generating an invoice for a Company/Travel Agent, Stayntouch PMS will print the Company/Travel Agent TAX ID below the Company/Travel Agent address “last line”.




5. If no TAX ID is present on the Company/Travel Agent, Stayntouch PMS will not print anything on the stationery.

Tax IDs & Company Registration Number Added to All Invoice Templates (Accounts Receivable)


We’ve added Tax ID and Company Registration Number to all Accounts Receivable invoice templates.


First, navigate to Settings > Hotel & Staff > Hotel Details to configure the TAX ID and COMPANY REG NUMBER.



Furthermore, in Settings > Hotel & Staff > Stationery > Invoices > Guest Invoice, you’ll need to enable SHOW HOTEL ADDRESS, which will display the hotel address on all the invoices.



Firstly, from Settings > Cards > Guest Card Fields and Settings > Cards > CO/TA Mandatory Fields, you can make the following fields visible and mandatory:


Settings > Cards > Guest Card Fields > Tax Number



Settings > Cards > CO/TA Mandatory Fields > Tax ID



When these fields are visible, they will be available to print on the stationery.


On the stationery, you’ll find the Tax ID and Company Reg Number underneath the guest address details or Company/Travel Agent address details. You’ll also see the Tax Number under the Company/Travel Agent name.










Because all invoices printed from Financials > Accounts Receivable are always linked to either a Company or Travel Agent, the same logic will be applied to print the relevant Tax ID on the invoice.




Please note the following items, which apply to print and email copies:


1. When generating an invoice for a Company/Travel Agent, Stayntouch PMS will print the Company/Travel Agent TAX ID below the Company/Travel Agent address “last line”.




2. If no TAX ID is present on the Company/Travel Agent, Stayntouch PMS will not print anything on the stationery.

Tax IDs & Company Registration Number Added to All Invoice Templates (Accounts)


We’ve added Tax ID and Company Registration Number to all account invoices and posting accounts templates.



First, navigate to Settings > Hotel & Staff > Hotel Details to configure the TAX ID and COMPANY REG NUMBER.



Furthermore, in Settings > Hotel & Staff > Stationery > Invoices > Guest Invoice, you’ll need to enable SHOW HOTEL ADDRESS, which will display the hotel address on all the invoices.


 

Firstly, from Settings > Cards > Guest Card Fields and Settings > Cards > CO/TA Mandatory Fields, you can make the following fields visible and mandatory:


Settings > Cards > Guest Card Fields > Tax Number



Settings > Cards > CO/TA Mandatory Fields > Tax ID



When these fields are visible, they will be available to print on the stationery.


On the stationery, you’ll find the Tax ID and Company Reg Number underneath the guest address details or Company/Travel Agent address details. You’ll also see the Tax Number under the Company/Travel Agent name.








Please note the following items, which apply to print and email copies:


1. The stationery will use the TAX ID on the Company/Travel Agent card.




2. If no TAX ID is present on the Company/Travel Agent, Stayntouch PMS will not print anything on the stationery.

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