opera xpress reference guide 3.0

8/19/2019 Opera Xpress Reference Guide 3.0

1/59

Opera Xpress Reference Guide

Version 3.0 – October 2014


2/59

Opera Xpress Reference Guide 3.0

1

Contents

EASY REWARDS BY AMERICINNSM

Sign up a new member

Sign up a new member without a reservation

Accept an Easy Rewards Voucher at check out

Clear the AmericInn International account once credit is received

Handle a No Show

Multiple guests in room: determining who receives points (Accompany field)

To search for Accompanying guests ................................................................................................................. 14

Route to another room

Check ORS Messages

Easy Rewards Reports

RESERVATIONS

Make a reservation for a company with negotiated rate

Set up a Direct Bill reservation

Route to another room

Change the name on a reservation

Tax Exempt reservation

Add alert to guest’s profile

Profile Restrictions (Do Not Rent)

Email Guest’s Folio: past stay

Reopen Folio: make adjustments to a past stay

Update Reservation: Advanced Search Options

Print batch registration cards

Manually authorize additional amount on guest’s credit card


3/59


2

Key Fields on the Reservation Screen

Reservation Options

Merge Duplicate Profiles

Find duplicate profiles .......................................................................................................................................... 26

Merge duplicate profiles ...................................................................................................................................... 27 Duplicate Members: find duplicate member profiles ....................................................................................... 29 Duplicate Members: merge duplicate member profiles .................................................................................. 30 Clean up profiles once merged .......................................................................................................................... 30

FRONT DESK

Walk in a guest

Checking In: Paying in full (cash or credit card) at check in

Auto-assign room numbers to arrivals

CASHIERING

End of Shift: Close your cashier

Reopen Folio

Email Guest’s Folio: same day checkout

Adjust a guest’s bill

Batch Folios (for Express Checkout)

Folio History

ROOMS MANAGEMENT

Print housekeeping task sheets

Print housekeeping task sheets: with linen change

Out of Order

Maintenance Report

ACCOUNTS RECEIVABLE

Create a new AR account

Setup Default Multi-Pay and Routing Instructions


4/59


3

Post a payment to an AR account

Email AR Statement

Print Batch Statements

END OF DAY

Run the Night Audit

Reprint Night Audit Reports

MISCELLANEOUS

Reports

Quick Keys

Change Password

Log Book

User Activity Log

SETUP

Entering a new employee

Unlocking an employee

Change a Room Type in Opera

Adding New Transaction Codes for Sale Items (Pizza, Post Cards, etc.)

AR Aging: Refresh Aging Levels

BLOCKS

Creating a new block

Using an existing rate .......................................................................................................................................... 50 Entering a negotiated rate................................................................................................................................... 51

Creating a master account (one room paying for all rooms in block)

Adding an existing reservation to a block

Reserving a room within a block


5/59


4

Making a change: apply to all

THE DASHBOARD

Dashboard Option 1

Dashboard Option 2

Dashboard Option 3

Easy Rewards by AmericInnSM

Sign up a new memberNew members can be signed up instantly during the reservation process, or at any time during their stay,

by entering a new member number in the Reservation Screen. Attaching a guest’s Membership number

will also become the easiest way to search for the guest using the Lookup feature.

1. Once the guest’s profile has been entered select the drop down arrow next to Member Type and

select New to add a new number


6/59


5

2. Select the drop down arrow by Type

3. Select EASY > Ok > enter the Card Number from the front of the Easy Rewards by AmericInn

Membership Card > Ok

4. Place an X next to the guest’s Easy Rewards Membership > Ok

Without an X next to the membership type it will not display on the Reservation screen


7/59


6

5. Members will also be designated with a red Member lamp on the Arrivals screen

Sign up a new member without a reservation1. Provide the guest with program information and direct them to Easy Rewards Online to sign up

and activate their membership.


8/59


7

Accept an Easy Rewards Voucher at check out

Once a voucher has been authorized and redeemed online, redemption of an Easy Rewards voucher in

Opera is divided into two parts: application of voucher to the guest’s folio at checkout and the

reconciliation in Accounts Receivable once the credit is received from AmericInn.

Authorize and redeem the voucher

*Failure to authorize and redeem the voucher online will prevent credit from being received on your

monthly statement

1. Log onto Easy Rewards Online: http://eronline.americinn.com

2. Select Hotel Transactions > Voucher Lookup to go to the redemption page

3. Enter the voucher number > select Submit

4. Verify the Voucher Amount and the Voucher Status displays as Not Redeemed (Redeem

Now)

a. If the Voucher Status displays as Redeemed (Details) it has already been accepted at

another location and cannot be used

5. Select Redeem Now and enter the Confirmation Number and Guest Name

6. Select Submit

http://eronline.americinn.com/http://eronline.americinn.com/http://eronline.americinn.com/http://eronline.americinn.com/


9/59


10/59


9

11. Select Check Out

Once the guest has checked out the voucher payment will be sent to a “holding bin” where it will need to

be manually transferred to the AmericInn AR by a manager or other employee with AR permission

12. Select AR > Credit Cards > log in

13. Verify the transactions show Easy Rewards > Search

14. Place an X next to the transactions to transfer to AR > Transfer


11/59


10

Clear the AmericInn International account once credit is received1. Select AR > Account Maintenance

2. Search for and highlight the AmericInn International account > choose Select

3. Double click on an invoice to display the voucher number used for that invoice

4. Place an X next to the invoices you have received credit for

5. Select Payment

a. Type 88887 Easy Rewards Credit

6. Post


12/59


11

Handle a No Show

No Show reservations must run through the system as a ‘No Show’ in order to correctly reflect on the

guest’s ERbA account and on Opera’s night audit reports. A No Show reservation should not receive

credit for the stay. Choosing to check in and charge a No Show reservation prior to audit will send stay

information and award points to the guest’s account for the sta y and the property will incur all applicablefees.

1. At the time Night Audit is run do not check in remaining arrivals: the Night Audit process will

automatically run the reservations through the system as a No Show

The Manager Flash report will display the number of reservations run through the system as No

Shows; the Profile Production Statistics report will display the number of No Show reservations

each company has had.

If you choose to charge a No Show reservation:

1. Select Front Desk > Accounts

a. Name: Select the “…” next to Name > search for and select the correct

guest profile of the No Show guest

b. Date From/To [leave both as today]

c. Room Type PM

d. Room [room number will default to a 9xxx room]

e. Rate Code House (or RACK: not important as amount will be entered later)

f. Market Code HOUSE

g. Source Code D I R


13/59


12

2. Select Ok > select Yes to Check in Guest

3. Select Yes to go to Cashiering > enter cashier login

4. Select Post

a. Code 1000 Room Accommodations (or No Show code if being used)

b. Amount [Rate amount for No Show]

c. Supplement No Show

5. Select Post > select Close to return to the Billing window

6. Select Checkout

a. Payment Code Select Payment type

b. Amount [Amount will default]

7. Select Post > select Close

Multiple guests in room: determining who receives points (Accompanyfield)If there are multiple guests in one room only one can receive points on their ERbA account. Use the

guest’s profile with the membership number that is to receive points as the main profile on the

reservation. Additional guests in the room can be attached using the Accompany field: they will not

receive points.


14/59


13

Scenario 1: The guest on the reservation is receiving the points with additional guests in the room

1. From the Reservation screen verify the guest’s correct information and Member Number display

2. Select Options > Accompanying

3. Search for the profile of the next guest in the room

a. Use the Lookup feature if the guest is not found

b. Create a new individual profile if the guest is not found in the PMS or using the Lookup

4. If found (or once a new profile is created) select Ok

5. A pop-up window with Accompanying Guests will display

6. Select Close to return to reservation Options window: select Attach to add another guest profile

7. In the Reservation window a red Accompany lamp will display in the lower left indicating there are

multiple guests in the room: click the lamp to display names

In the screen shot below, John Doe will receive credit on his ERbA account for this reservation. His

profile is attached to the reservation with his Easy Rewards member number. Jane Doe is an

accompanying guest on this reservation but will not receive stay points.


15/59


14

Scenario 2: A different guest (other than the one on the reservation) should receive the points

1. From the Reservation screen select the Profile button (. . .)

2. Select Search

3. Search for the profile of the guest who should receive credit to their ERbA account



4. If found (or once a new profile is created) select Ok to return to the Profile window

5. Select Ok to return to the reservation

6. Verify the guest’s Member Number displays

7. Add additional guests to the room using the Accompanying option: see directions in Scenario 1

above

To search for Accompanying guests

Many of the Guest In House reports display an option to also include Accompanying Names on theprinted list


16/59


15

Guests can also be searched for instantly by going to Front Desk > In House Guests > search for the

guest

In this example, we searched for Jane Doe. It shows that she is an Accompanying Guest in room 211

with John Doe.


17/59


16

Route to another roomIf you are routing charges to an Easy Rewards Member’s reservation, the member will still only receive

points for the one reservation with the charges. If the member wishes to receive points for each

reservation (with a maximum of three points earned per night) then charges should not be routed, or

discretionary points will need to be awarded through Easy Rewards Online after the guest checks out.

1. In the guest’s reservation go to Options > Routing > select the drop-down arrow next to Route to

Room

2. Enter the last name of the guest whose room the charges should be routed to > Search > find

and select the guest > Ok

Pay close attention to the arrival and departure date to ensure you are selecting the correct stay

in case the guest has multiple reservations

3. Select the drop-down arrow next to Transactions > Add the charges to be routed > Ok

4. Select Ok > Close > Ok

Check ORS MessagesMessages should be checked at least once prior to 6:00am to help ensure the messages sent with stay

information for Easy Rewards members are accurate and complete. See Night Audit section for

recommended time to do this or see OXI and ORS Information document for more detailed instructions.

Easy Rewards Reports1. Arrivals-Email & Loyalty Info

a. Use this to show the current day’s arrivals and determine which arriving guests are Easy

Rewards Members, VIP members, and have valid email addresses. Identifying which

guests are members will allow the front desk staff to provide these guests with an extra

level of service.

2. Departures-Email & Loyalty Info


18/59


17

a. Use this to show the current day’s departures and determine which departing guests are

Easy Rewards Members and have valid email addresses. Having a valid email address

will also allow a folio to be emailed instead of printed if the guest chooses.

Reservations

Make a reservation for a company with negotiated rateFor information on creating negotiated rates and attaching a company (or multiple companies) to

negotiated rates see the yourVoyager document. Creating negotiated rates will help you easily manage

your rate setup screen by only displaying the rate you search for.

1. Select Reservation > New Reservation > enter dates of stay and number of adults

2. Select drop-down arrow next to Company > search for and highlight the company; company

name should have a $ next to it indicating it has a negotiated rate > Ok

a. Rate Query screen will display with the negotiated company rate


19/59


18

3. Select room type > Ok > finish reservation

To add a negotiated rate to an existing reservation

1. In the reservation, select the drop-down arrow next to the Company field

2. Search for and highlight the company; company name should have a $ next to it indicating it has

a negotiated rate > Ok

3. Select Ok to negotiated rate pop-up message

4. Select drop-down arrow next to Rate Code; negotiated rates will display > select room type > Ok

> Save

Set up a Direct Bill reservationDefault multi-pay and routing instructions should first be set up for all accounts: see Setup Default Multi-

Pay and Routing Instructions in the AR section

1. In the reservation, select the drop-down arrow next to the Company field > search for and

highlight the company; company name should have an AR number listed in the AR No column >

Ok


20/59


19

2. Set the Payment method as Cash or to the individual’s credit card (this is for items the GUEST is

responsible for)

3. Select Save

a. Confirmation number will pop-up: you will also see Routing lamp display in red in the

lower left. Routing instructions can be verified by clicking on the red Routing lamp.

Route to another roomIf you are routing charges to an Easy Rewards Member’s r eservation, the member will still only receive

points for the one reservation with the charges. If the member wishes to receive points for each

reservation (with a maximum of three points earned per night) then charges should not be routed, or

discretionary points will need to be awarded through Easy Rewards Online after the guest checks out.

5. In the guest’s reservation go to Options > Routing > select the drop-down arrow next to Route to

Room

6. Enter the last name of the guest whose room the charges should be routed to > Search > find

and select the guest > OkPay close attention to the arrival and departure date to ensure you are selecting the correct stay

in case the guest has multiple reservations

7. Select the drop-down arrow next to Transactions > Add the charges to be routed > Ok


21/59


20

8. Select Ok > Close > Ok

Change the name on a reservation1. From the Reservation screen select the Profile button (. . .)

2. Select Search

3. Search for the profile of the guest who you want on the reservation



4. If found (or once a new profile is created) select Ok to return to the Profile window

5. Select Ok to return to the reservation

6. Verify the guest’s Member Number displays

Tax Exempt reservationOPERA report tip: Print the Tax Exempt report to see revenue of guests that have checked out

broken down by tax type code

1. In the guest’s reservation, select the drop-down arrow next to Tax Type and select the correct tax

code

For problems or changes to taxes or tax posting codes please contact AmericInn Service Desk at

1-855-385-0015 or [email protected]

Add alert to guest’s profile This is helpful for alerts such as, “With wedding group; please give guest a gift basket” or “Wants to pay

½ cash at check out.”

1. In the guest’s reservation go to Options > Alerts > select a Code

mailto:[email protected]:[email protected]:[email protected]:[email protected]


22/59


21

2. Select an Area: this is where the alert will pop-up

3. Enter the description (the message that will pop-up) > Ok

Profile Restrictions (Do Not Rent)1. Go to the guest’s Profile > select the Stats & Info tab at the top > select the Information tab

2. Put a check in the Restricted box > enter a comment in the Rule field (example, Needs manager

approval before being able to stay: trashed room) > Ok

Email Guest’s Folio: past stay If you receive an error when sending an email from OPERA contact AmericInn Technology Systems

Support at 1-855-385-0015 to verify the email setup

1. Go to Reservations > Update Reservations > delete Arrival From date > enter name of guest >

Search

2. Find guest and past reservation > highlight > Options > Billing > Folio > Email

3. Enter email address if one is not on file > Ok

Reopen Folio: make adjustments to a past stayTo use Open Folio in Opera Xpress version 5 the correct Application Settings must be turned on and

Permissions granted by an AmericInn Technology Systems Support member

1. Go to Reservations > Profile > search for and highlight the guest > Edit2. Go to Options > History > highlight the stay you want to edit/adjust

3. Select Resv. > Options > Billing > Reopen


23/59


22

4. Make your posting and payment adjustments (folio balance should be back to 0) and check the

guest back out

Update Reservation: Advanced Search OptionsThis is helpful for searching for reservations with specific Rate Codes, Room Types, Trust reservations,

etc.

1. Go to Reservations > Update Reservation > select the Advance button

2. Additional search options appear below

Blocks

See Blocks section


24/59


23

Print batch registration cards

1. Go to Reservations > Registration Cards > verify dates (default will be tomorrow’s date)

2. Put a checkmark in the Individuals and Blocks fields

3. Print

Manually authorize additional amount on guest’s credit card

1. In the guest’s reservation, go to Options > Credit Cards > Authorization > Additional

2. Enter the amount you would like to authorize > Ok

Key Fields on the Reservation ScreenWhen viewing a guest’s reservation screen there are a few key fields to take note of:

1. Email

a. Adding an email address at the time the reservation is made allows for a confirmation

email to be sent, as well as additional email pieces (cancellation, post-stay survey, etc.),

and also folios at check out.

2. Company

a. In order to direct bill a reservation the company must be entered in this field. It is also

important to add company profiles for corporate business even if the reservation is not

being direct billed: this will allow you to track company reservation statistics.

3. RTC

a. Room type To Charge: this field is helpful if upgrading a guest’s room but are only

charging for the original room type (Easy Rewards Member upgrade). Example: if the

reservation room type is a King Whirlpool Suite, but the RTC is a King Executive, the

guest will only be charged for the King Executive.

4. DNM/Do Not Move


25/59


26/59


25

Reservation Options1. Accompanying

a. This is helpful if there are multiple people staying in one room (example, sports team

members). If you have a second person added in the Accompany field, they will appear

when the desk clerk goes to Front Desk > In House > search for the accompanying guest

2. Add-on

a. Choose this field if the guest is making multiple reservations (example, 3 rooms under

one name). You will be prompted to copy/not copy all aspects of the original reservation,

including room type and payment method. The names on the reservations can be

changed at a later time.

3. Credit Cards

a. Authorization: use this field to manually authorize a credit card

b. Credit Card History: view authorization, settlement, refund and failure history

4. Deposit (Advance Deposit)

a. Select Payment to enter an advance deposit for the reservation

5. Fixed Charges

a. Select this field when charging additional items, such as Rollaway, Pet Fee, etc.

Charges can be set up to post Daily or One Time

6. History

a. This will display all of the guest’s past reservations (including cancelled and no -show)

7. Housekeeping

a. Notes added in the section will display on the Task Sheets for housekeepers, example:

Dog in room.

In order for these notes to display the default task sheet must be set to 8 or 9: if notes are

not displaying please contact AmericInn Technology Systems Support for assistance

changing the default

8. Rate Info.

a. Displays the total breakdown for the guest’s stay, including room revenue, taxes,

generates and total stay amount

9. Room Move

a. Use this to move an in-house guest from one room to another

10. Routing

a. Setup reservation to route all or specific charges to a company or to another room


27/59


26

11. Resync

a. Use Resync to force a resend of the reservation to the CRS by placing an X by

TRUST_XML > Ok. Use this if the reservation does not display a CRS number.

Merge Duplicate Profiles

Find duplicate profiles

1. Go to Miscellaneous > Reports > type dup > Search > select Duplicate Profiles2. Edit the search criteria to match the following:


28/59


27

3. You can Preview or Print at this point: depending on the number of duplicate profiles in thesystem this report can be many pages long. This report will show all individual duplicate profilesthat are in Opera.

Merge duplicate profiles

1. Go to Reservations > Profiles > search for the duplicate profile from the list you printed > highlight

and Edita. Start with the most complete profile (address, comm., etc.)


29/59


28

2. In the Profile screen, select Options > Merge > search for the duplicate name > highlight theduplicate > Ok

3. Verify they are a duplicate*If there are ANY questions , DO NOT MERGE: once a profi le is merged it can not b e un-

merged. This includes guest stay histo ry, credit cards, etc.


30/59


29

4. Select Merge > Ok > continue to search and merge until that guest has only one profile left.5. Clean up the profile: see Cleanup profiles once merged section below

Duplicate Members: find duplicate member profiles

1. Go to Miscellaneous > Reports > type dup > Search > select Duplicate Profiles2. Edit the search criteria to match the following:

1. You can Preview or Print at this point: depending on the number of duplicate profiles in thesystem this report can be many pages long. This report will show all individual duplicate memberprofiles that are in Opera.

a. In the screen shot below, Dean Skaflen has multiple profiles in Opera. These should bemerged to ensure his central profile contains the most accurate stay history.


31/59


30

Duplicate Members: merge duplicate member profiles1. See Merge duplicate profiles directions above

Clean up profiles once mergedOnce profiles are merged they may contain multiple addresses or phone numbers. These can be

cleaned up as well. This will be indicated by the red Addresses and Comm. lamps on the profile screen.

Click the lamp to:

Display and change to the correct Primary address or communication type if necessary, or: Delete old, incorrect, duplicate or blank entries

*Important: The interface can support transmitting a maximum of five addresses per profile: having

additional addresses will cause the profile to fail when sending to the central database


32/59


31

Front Desk

Walk in a guestMaking a walk-in through the Arrivals screen ensures that the guest will be counted as a Walk In on the

Manager Flash report: walk-ins done through the Reservation screen will not be included

1. Go to Front Desk > Arrivals > select the Walk In button

2. Complete information on reservation screen > Ok > user will be prompted to check in guest


33/59


32

Checking In: Paying in full (cash or credit card) at check in1. Once the guest is checked in, go to Billing

If guest is paying Cash: when prompted to go to Billing during check in process select Yes

2. Select Settlement > Advance Bill > Ok

3. Select Tonight, # of Nights or Entire Stay based on what the guest is paying in advance for

4. Ok > Payment window will display with the amount defaulted > select payment method > Post

Auto-assign room numbers to arrivalsIt is recommended that prior to auto-assigning rooms you first print or preview an arrivals detailed list to

manually assign any special requests (adjoining, first floor, etc.). Auto-assign reserves rooms based on

rooms least-rented so all rooms are used evenly.

1. Go to Front Desk > Room Assignment > all arrivals without a room assignment will display > Auto

>


34/59


33

Cashiering

End of Shift: Close your cashierThink of closing your cashier in two parts; printing reports and balancing, and closing. You should NOT

close your cashier until your reports balance with what was done on your shift.

Part 1: Printing reports and balancing

1. Select Miscellaneous > Reports

2. Type in Jou and select Journal by Cashier (to be used for balancing)

3. Select drop down arrow by Cashier and select your name > Print

4. Verify that all Cash, Check, and credit card charges have a receipt to match. If not; print one.

Check your totals—especially cash. Count your drawer to verify this is correct amount. If not,

figure out where error is:

Did you post the wrong amount?

Compare credit card receipts to your journal; did you mistakenly post a cash payment as

a credit card or a credit card payment as cash?

Once you find the error, correct it (reinstate if guest is checked out, select “payment” and

enter the negative amount the guest was charged and the payment type that was entered

and post. Select payment again and enter the correct payment type.)

Part 2: Closing your cashier

5. Go to Cashiering > Cashier Shift Functions > Cashier Shift Close > log in > Ok

6. Cashier closure screen displays amount of cash to be dropped; select Ok

Because you verified the total in Part 1 you should NEVER have to change this amount

2. Ok > Yes to verify drop > Ok

Reopen FolioSee Reservation Section


35/59


34

Email Guest’s Folio: same day checkout If you receive an error when sending an email from OPERA contact the AmericInn Help Desk at 952-294-

5235 so an Application Support member can verify the email setup

1. Go to Cashiering > Billing > select the guest > Folio > Email

2. Enter email address if one is not on file > Ok

Adjust a guest’s bill

1. Go to Cashiering > Billing > select the guest > Post

2. Select drop down arrow and select code for item you want to adjust (ex. 1000 Room

Accommodations. Always use same code as the item that was charged incorrectly )

3. Enter the amount to adjust off with a minus (-) (ex. -10.00)

4. Enter the reason for the adjustment in the Supplement field (ex. wrong rate)

5. Select Post and Close

When selecting POST: Amount will show on folio exactly as entered (positive charge will show as

positive, negative charge [a credit] will show as negative)

When selecting PAYMENT: Amount will show on folio opposite of what is entered (when a guest

makes a payment enter it as positive number; folio will show amount as negative: when giving a guest

a refund enter it as a negative number; folio will show amount as positive)

Batch Folios (for Express Checkout)1. Select Cashiering > Cashier Functions > Batch Folios > log in

2. Choose appropriate option and follow prompts


36/59


35

Folio History1. Select Cashiering > Cashier Functions > Folio History

2. Use filter options at the top to search for various types of past folios, including Passer By folios


37/59


36

Rooms Management

Print housekeeping task sheets1. Go to Rooms Management > Housekeeping > Task Assignment > Auto

2. Select the drop-down arrow next to Task Code > select task code

3. Enter the number of attendants for the day > Ok

4. Select Ok

a. You can select Expanded at this point and move rooms to the different attendants

5. Select Report > un-select Show Guest Name > select Double-Space Report to create additional

space

6. Print

Print housekeeping task sheets: with linen changeLinen change must first be set up in your Opera Xpress system: if your system is not currently configured

and you would like information on having this done please contact AmericInn Service Desk at 1-855-385-

0015 or [email protected].

1. Go to Rooms Management > Housekeeping > Task Assignment > Auto

2. Select the drop-down arrow by Task Code and select Daily, Bedding and Due Out

mailto:[email protected]:[email protected]:[email protected]:[email protected]


38/59


37

3. Select Ok

4. Enter the number of attendants for the day > Ok

5. Select Ok

a. You can select Expanded at this point and move rooms to the different attendants

6. Select Report > Un-select Display Guest Name > select Double-Space Report to create

additional space

7. Print

Out of OrderOut of Order removes the room from hotel inventory both in the PMS and CRS

1. Rooms Management > Out of Order > New

2. Enter room number > enter From Date and Through Date

3. Return Status: How the room will be returned to inventory once it is no longer out of order

3. Reason: Select reason code: additional information can be entered in the

Remarks field

Maintenance Report1. Rooms Management > Maintenance > New

2. Enter the Room and Reason > additional information can be entered in the Remarks field > Save

Resolved Maintenance issues can be viewed by selecting the Resolved filter and the top > Search

OPERA report tip: Select the Print button on the right side of the Maintenance window to print aMaintenance list: you can change filter dates and issue status


39/59


38

Accounts Receivable

Create a new AR account1. Go to AR > Account Maintenance > enter your log in

2. Select New > enter name of company > Search

a. Verify Company does not already have a profile created

3. Select New > select Company > Ok

4. Enter Account information (name, address, communication) > Save

5. Select the Stats & Info button (at the top) > select the Information tab

6. Select the drop-down arrow next to AR No. > New > Select

7. Enter an AR Number > Ok

8. Select Close > Ok

9. Select the More Fields tab on the Account window

10. Select the drop-down arrow next to Routing Instructions > place an X next to the items to direct

bill (example, RM/TX) > Add > Ok

11. Place an check mark in the Auto Populate YN box > change the default Payment to DB12. Select Ok > Ok


40/59


39

Setup Default Multi-Pay and Routing Instructions1. Go to AR > Account Maintenance > highlight the account

2. Options > Profile > select the More Fields tab (at the top)

3. Select the drop-down arrow next to Routing Instructions > place an X next to the items to direct

bill (example, RM/TX) > Add > Ok4. Place an check mark in the Auto Populate YN box > change the default Payment to DB

5. Select Ok > Ok

Post a payment to an AR account1. Go to AR > Account Maintenance > enter your log in

2. Highlight the account and choose Select

3. Place an X next to the invoice you want to pay

Without an X next to the invoice the payment will be applied to the overall account, and not the

specific invoice, leaving the individual invoices open

4. Select Payment

a. Payment Code Change to payment type

b. Amount Amount of payment

c. Supplement If paying by check, enter check number here

5. Post

Email AR Statement1. Go to AR > Account Maintenance > enter your log in

2. Highlight the account and choose Select

3. Select Options > Statement > Email

4. Enter the company’s email address > Ok > Yes to email the statement


41/59


40

Print Batch Statements1. Go to AR > Batch Processing > Statements

2. Place an X next the company (or companies) you want a statement for > select Print

End of Day

Run the Night AuditPrint the Downtime Reports: these reports provide information to assist the Front Desk while the

computers are down

1. Select Miscellaneous > Reports > search for Down > highlight and print the Downtime Reports

Match reports to in-house guests in bucket

2. Using the Guest in House Rate Check report that prints perform a bucket check

a. Verify all guests on the printed list have a signed registration card in the bucket

b. Compare the rate on the sheet (which is the rate in the PMS) to the initialed rate on the

registration card

i. Keep in mind possible rate changes during their stay which may account for

differences (example, weekend or holiday)

ii. Make changes to the rate in Opera if necessary: changes are easier to makeprior to audit

Balance Credit Cards


42/59


41

3. This process will vary by property based on your credit card processor: balance or settle credit

cards using the Journal by Cashier report to compare card-type totals and individual transactions

if necessary

Start Night Audit

4. Select End of Day > Night Audit > Login

5. Select Start > if prompted, close your cashier

Night Audit will take five to fifteen minutes to run

If you receive an error during the audit process contact Micros Support

Check ORS Messages

Messages should be checked at least once prior to 6:00am to help ensure the messages sent with stay

information for Easy Rewards members are accurate and complete. See OXI and ORS Information

document for more detailed instructions.

6. Log into OXI > select Interface Status > Message Status

7. Select drop-down arrow next to Interface ID and select ORS

8. Select drop-down arrow next to Message Status

a. Disregard Success and Warning messages

a. If FAILED: highlight FAILED, select Search and Reprocess: contact Micros

Support (1-800-937-2211) if the message continues to fail

9. Select tab 2: Messages TO External System

10. Select the drop-down arrow next to Interface ID and select ORS

11. Select drop-down arrow next to Message Status

a. Disregard Processed, Success and Warning messages

b. If FAILED: highlight FAILED, select Search and Reprocess: contact AmericInn

Service Desk (1-855-385-0015) if the message continues to fail


43/59


42

Reprint Night Audit Reports1. Select End of Day > End of Day Reports

2. Enter the date you need reports for > Search

3. Place an X next to the report to print and select Print

Do not Recreate the report

Miscellaneous

ReportsOPERA report tip: searching for just a word, example: Statistics, will only pull up reports in

which the first word is Statistics (example: Statistics on Length of Stay); using a % sign first,

example: %Statistics, will pull up all reports containing the word Statistics (example: Profile

Production Statistics)

Preview reports prior to printing: some reports can be very long

Recommended Reports

3. Arrivals-Email & Loyalty Info


44/59


43

a. Use this to show the current day’s arrivals and determine which arriving guests are Easy

Rewards Members, VIP members, and have valid email addresses. Identifying which

guests are members will allow the front desk staff to provide these guests with an extra

level of service.

4. Departures-Email & Loyalty Info

a. Use this to show the current day’s departures and determine which departing guests are

Easy Rewards Members and have valid email addresses. Having a valid email address

will also allow a folio to be emailed instead of printed if the guest chooses.

5. Manager Flash

a. Use to view the previous day’s summary: includes revenue, occupancy and other general

information

6. Trial Balance

a. Use to view more details about previous day’s summary: includes breakdown of

payments which are helpful for cash reports and balancing7. History and Forecast

a. Use to view future day-by-day occupancy and revenue levels: helpful for planning

package dates (during low occupancy) or setting rate strategies (during high occupancy)

8. Journal by Cashier (to be used for balancing)

a. Use to view individual transactions over the specified date range: can be filtered to show

only a certain cashier or transaction code as well as only show negative postings (credits

and adjustments)

9. Profile Production Statistics

a. Use to view a company’s history and stay statisticsPreview this report before printing

10. Reservation Statistics 1

a. Use to filter by room type (over the past year) to see revenue by room type: helpful when

renovating to determine which room types have the highest occupancy and ADR

Preview this report before printing

11. Reservation Entered On and By

a. Use to search for reservations entered on a certain date, reservations in-house during a

certain time or entered by a specific employee (including Trust): good for employee

incentive programs

12. Reservations without CRS #s


45/59


44

a. Use this report to view how many (if any) reservations in the PMS do not have a CRS

number, indicating a resync may be necessary

Quick Keys1. F1: Help menu: lists OPERA help for the screen you are currently on

2. F3: Room Search: View current status of all rooms

3. F7: New Reservation: Select to see availability and begin a new reservation

4. F8: Logout: Select to quickly log out of OPERA when leaving a workstation

5. Ctrl. + F2: Detailed Availability: View day-by-day room inventory

6. Ctrl. + F4: Dashboard: Brings up the Dashboard screen

7. Shift + F1: Occupancy Graph: Use search options on top to change occupancy views

8. Shift + F3: House Stat: Provides snapshot of hotel statistics

9. Shift + F5: Floor Plan: Brings up the property’s floor plan

10. Shift + F7: Telephone Book: Allows entry of any important phone numbers

Change PasswordIn order to remain compliant with Payment Card Industry (PCI) standards there are a few things to note

when entering a new password:

Passwords must be changed every 90 days

When your password is nearing expiration you will prompted with “# Grace Logins Left”: it is

recommended to change it at that time to avoid being locked out

If you enter an incorrect password 3 times your account will be locked out: to unlock an account,

see the Setup section > Unlocking an Employee

Passwords must be 7 characters long and contain at least 1 letter and 1 number, and are not

case-sensitive

You need to use 5 original passwords before you can reuse an old one If you access the User Configuration screen and go into a user’s account you will be prompted to

change your password upon your next login


46/59


45

1. Go to Miscellaneous > Change Password > enter password information

Log BookBefore the Log Book can be utilized certain Application Settings must be activated at your property.

Please contact AmericInn Technology Systems Support for more information on activating this feature.

Notes can be created for future events, such as a reminder to setup the Hospitality Room for a meeting.

Past notes can be viewed by searching by date. The Log Book can be printed by selecting Report and

Print. The Log Book can also be set as the default log in screen, which means any time an employee

logs in the Log Book will automatically pop-up (see the Setup section > Entering a New Employee, step

7).

1. Select Miscellaneous > Log Book

2. Select New

a. Department Front Office

b. Date Enter date the note should display

c. Details Create your note

3. Ok

User Activity Log All activity in Opera is captured and logged according to the user who is logged into that session. Activity

can be searched for based on various criteria.

1. Go to Miscellaneous > User Activity Log

2. Select search criteria for the activity you are looking for > Search


47/59


46

3. To print a report of what you see, select Report

Setup

Entering a new employee

Add the employee to Cashiers

1. Setup > System Configuration > Cashiering > Cashiers

2. New > Enter employee name

3. Max. Uses: 99

4. Float Over/Short: UN-check

Add the employee to the User list

5. Configuration > User Configuration > Users > New

6. Enter employee name, address (optional)


48/59


47

7. Optional: add a default log-in screen to pop-up each time the user logs in (example, Log Book,

Dashboard, etc.) by selecting the drop-down arrow by Log-In Screen

8. Add a username (this is the name the employee will enter each time they log in)

9. Add a password; must be at least 7 characters with both a letter and number (example;

americinn1): passwords are not case-sensitive and will need to be changed every 90 days

10. Select the drop-down by Cashier ID and select the user you just created

a. Cashier IDs should not be used for multiple employees or reused once an employee

leaves

11. Check the following boxes:

a. PMS

b. OXI

c. End of Day

d. Utilities

e. Configuration12. Save > Permission

13. Select the general permission folders (Front Desk, Manager) in the top left to Grant, or select

individual permissions in the lower left to Grant

14. Save > Ok > Ok

Unlocking an employeeIf an employee enters the wrong password 3 times, or they fail to change their password once being

prompted it is set to expire, their account will become locked from the system

1. Setup > User Configuration > Users

2. Search > select the locked user (will be highlighted in pink)

3. Select Unlock > Clear Lock > Save > Close

4. Re-select Search and the lock should clear

*If a lock will not clear, or the Manager becomes locked, you will need to contact AmericInn

Technology Systems Support


49/59


48

Change a Room Type in OperaRoom type changes are done at a corporate level to ensure the changes are accurately reflected in

Opera, CRS and OCIS. Request forms to have rooms changed can be found on the Link by going to

Resources > IT section: Request for Room Change.

Adding New Transaction Codes for Sale Items (Pizza, Post Cards, etc.)Transaction code changes are done at a corporate level to ensure the changes are accurately reflected in

Opera and OCIS. Request forms to have transaction codes added and changed can be found on the

Link by going to Resources > Forms, Guides and Manuals > Opera Xpress section: Request for New

Transaction Code.

AR Aging: Refresh Aging Levels AR aging levels can be refreshed prior to printing aging reports to ensure that each invoice amount is

moved to the correct aging bucket.

1. Setup > Configuration > AR

2. Aging Levels > Ok


50/59


49

Blocks

Creating a new blockPrior to creating a block select Ctrl F2 to view available rooms and totals

1. Go to Reservations > Blocks > select New

2. Name Enter a name for the block, example: Doe/Johnson Wedding

3. Start Date Enter the first date of the block

4. End Date Enter the last date of block

5. Block Code Block code will default if you tab through this field: you can overwrite the default,

however, please note:

a. The AmericInn CRS cannot accept Group Codes which contain any type of special

character or space, including:

i. _ underscore_

ii. Space

iii. # pound or hashtag

iv. & ampersand

v. ( ) Parenthesesvi. , comma

vii. / slash

viii. \ backslash

ix. Any other punctuation mark or character requiring use of shift key

6. Status Defaults to TEN (Tentative): will be changed later

7. Res. Type Select reservation type, example: credit card guarantee

8. Market Select market code, example GWD-Wedding Group

9. Source Select source code, example DIRGRP-Direct group booking at hotel

10. Elastic Check the box if guests will be able to make their reservations earlier than the

Start Date or stay later than the End Date11. Cutoff Date Enter the date that all unreserved rooms will be released back into inventory:

rooms will be released following the selected date’s night audit12. Resv. Method (optional field)


51/59


50

Using an existing rate13. Rate Code If using an existing rate in your system, example XA, select it here. If using a

negotiated rate, separate from those in your system, see “Entering a negotiatedrate section”

14. Select Save

15. Change the Status of the block from TEN to DEF > Save


52/59


51

Adding Rooms

16. Select Grid

17. Type in the totals reserved for each night and room type in the row labeled Current

18. Select Close: block is finished

Or;

Entering a negotiated rate19. Rate Code If using a negotiated rate, separate from those in your system, leave this field


53/59


52

blank20. Select Save

21. Change the Status of the block from TEN to DEF > Save

Adding Rooms

22. Select Grid23. Select Range

24. Room types Place an X in the first room type to create rates for

25. No. of Rooms Enter the number of rooms reserved for the type you selected

26. Rate 1, 2, etc. Enter rate information for the room type you selected

27. Cutoff Date (leave blank)

28. Save

29. Repeat steps until rate information has been entered for all room types in the block > Close

30. On Grid screen select Close > select Ok: block is finished

Creating a master account (one room paying for all rooms in block)In order to set up routing for the block reservations must already be created

1. Go to Reservations > Blocks > select the block


54/59


53

2. Select Resv. > if prompted to create a Post Master reservation select Yes

a. Reservations in the block can either be routed to one guest within the block (example,

Parents of the bride, Coach, etc.) or they can be routed to the master account

3. Select a reservation in the block to be routed > select Options > Routing

4. Select the drop-down arrow next to Route to Room > select the PM room (or the guest in the

block who is paying for rooms) > Ok

5. Select drop-down arrow next to Transactions and select the transactions to route, example:

RM/TAX

6. Select Ok > in Routing Instructions window select Close > in Options window select Close7. You can choose to apply these routing instructions to only this guest, all guests, or only selecting

guests: make appropriate choice and select Ok


55/59


54

Adding an existing reservation to a block1. Edit the reservation you want to add to the block

2. Select the drop down arrow next to Block or Block Code

a. All blocks in-house that occur during the time period of the reservation will display

3. Highlight the block > choose Select

4. Save and Close

Reserving a room within a block1. Go to Reservations > New Reservation

2. Select the dates and number of adults/children > select the drop-down by Block

a. Select the 1 Person Rate, etc. in the lower left corner to display the rates

3. Highlight the Block from the list and the room type to reserve > Select

4. Complete the reservation: room type, rate and block code will automatically populate


56/59


55

Making a change: apply to all1. Select a reservation within the block and make a change, example: change the arrival or

departure date, add routing instructions, remove routing instructions, add a comment, etc.

2. Save and Close

3. You can choose to apply these changes to only this guest, all guests, or only selecting guests:

make appropriate choice and select Ok


57/59


56

The Dashboard

Dashboard Option 1

This is the standard Dashboard screen

Walk-ins can be performed by selecting the Walk-In button in the lower left


58/59


57

Dashboard Option 2

Displays additional Profile information (additional Comm field for phone number or email address)

Displays additional Reservation fields (Block Code, Specials)

Cashiering section breaks down billing screen window totals


59/59


Dashboard Option 3

Displays the current version of Opera across the top left (in this example, 5.0.01.02/11)

Displays the current logged in user (in this example, ADMIN)

Includes a section of shortcut keys across the bottom section to bring the user directly to

frequently used areas in Opera

Includes a Help Quick Key in the top right section

opera xpress reference guide 3.0

Documents