To introduce you to "The Essential Guide to Hotel Systems Management", this glossary gives you a "one liner" to sum up each section.
A Budget is a prediction of income and expenditure over a given period of time - usually one year - and usually corresponding to the financial year of the business. This document allows you to set a budget and monitor the actual and variance for this year. Divided into months or periods.
A Budget is a prediction of income and expenditure over a given period of time and is often built on last year's actual figures. It is usually created for one year, corresponding to the financial year of the business. This document allows you to create the budget based on last year actual and to monitor this year's actual against budget. Divided into months or periods.
The Daily Business Sheet records information regarding your resident guests, conferences, banquets and P.O.S. sales. The sheet totals guest accounts (rows) and income by department (columns) and carries forward accounts for stopover guests. It reconciles payment from guests and handles advanced payments, transfers to ledger and payments on ledger accounts.
Set up for a 20-bedroom hotel (or 30 - or 40 - or 50) this combines DBS, TAB and Monthly. Adaptable to your size of hotel - for example delete 5 rows from 02daymth.xls - 50 rooms for a 45-bed hotel.
A reusable invoice, replacing a 2-part folio that would normally require your printer's services.
Ties in with the Daily Business Sheet when DBS does not tabulate accounts.
Records department revenue (from DBS columns) for a period of one month. Sub-totals during month and ultimately calculates monthly income. Extracts VAT. Also calculates Rooms & Sleepers.
Takes net of VAT income figure from Monthly Business Sheet into Annual calculation - dividing it into quarters. Shows quarterly VAT payable. Also calculates Rooms & Sleepers.
Records monthly food purchases, totalling each supplier (column) and daily purchase (row). Provides space to record payment of suppliers & cheque numbers.
Records monthly beverage purchases, totalling each suppliers (column) and weekly purchase (row). Separates VAT. Provides space to record payment of suppliers & cheque numbers.
Records monthly non-food and beverage purchases, totalling each supplier (row) and weekly purchase (column). Separates VAT. Provides Profit & Loss Code to transfer to 01budget.xls as actual expenditure. Provides space to record payment of suppliers & cheque numbers.
Beverage stock taking sheet, recording types and size of item, opening stock, purchases, closing stock. Once customised with cost and potential, this will give consumed cost, consumed potential and closing stock cost.
Summarises the Beverage Control Sheet to give monthly gross profit and deficit/surplus on consumed beverage potential.
Record of closing food stock.
Analysis of food month end showing gross profit percentage and value. Takes opening stock from previous month plus purchases less closing stock from food stock sheets. Shows percentage before and after staff feeding and adjustments.
Assists menu planning by costing individual a la carte dishes. Gives ingredient, portion size and portion cost allowing gross margin to be costed into selling price.
Controls the issue of batches of checks to departments.
Analyses popularity of dishes on a la carte menu on a daily / weekly basis. Assists food purchasing and menu planning during change in menus.
Bar Point of Sales (P.O.S.) record (shift or day). Record of cash & charge against opening & closing machine figure, which should correspond.
Restaurant Point of Sales (P.O.S.) record (shift or day). Record of cash & charge against opening & closing machine figure, which should correspond.
P.O.S. analysis for restaurant. Gives record of each check issued and meal served. Helps ensure no charges go missing between restaurant and front desk.
Linked with 06 Beverage Control.xls, this sets a par stock for cellar and simplifies ordering, in particular if ordering wines, spirits etc for full month at the beginning of month.
Combines information from food revenue (food columns on 03 Monthly Business Sheet.xls) and food purchases (04 Food Purchase Reconciliation.xls) to give a flash food percentage. Does not account for variation in stock levels, but gives a fairly accurate cost percentage during month.
Using predicted income (01budget.xls) this sets weekly / daily revenue targets for Heads of Departments (H.O.D.s). Records actual - ideal for weekly H.O.D.s meetings - motivational??
Uses known income figures against historical profit margins and known costs to give a weekly profit & loss statement on business done. Record of cheques issued and petty cash purchases for 'absentee' directors or as a management tool - easily sent as fax.
Alternative way of recording income and expenditure - not computerised. (Purchase required)
Details of potential ledger customer / references / bank etc. Form would be sent out with welcoming letter.
Record of debits and credits to debtor's ledger.
Record of debits and credits to individual or company. Printed onto headed stationery, this may be used as a monthly 'statement of account'.
Record of the balance on ledger on a daily basis - opening, plus summary of debits, less summary of credits - equals new balance.
Using information generated from 02 Daily Business Sheet.xls, this sheet records monies banked on a daily basis. Required when completing bank statement reconciliation.
Analyses petty cash purchases weekly in a quarterly format. Records cheques drawn weekly to replace money used.
Analyses and updates bank statement to show true picture. Considers daily banking not shown on statement, cheques to suppliers not presented, direct debits and standing orders. Important information when close to overdraft limit.
Record of each cheque raised with a brief description. Also required when completing bank statement reconciliation - i.e. un-presented cheques.
Sample guest registration card.
Sample guest reservation card.
Records and assigns guest's reservations to rooms. Also provides wait list, shows conferences / functions in the hotel that day.
Alternative to Daily Business Sheet - recording room rate only. Shows where your business comes from - i.e. commercial, coach tour, conference etc. - important for marketing purposes.
Record of the above in a monthly analysis.
Triplicate contract between hotel and tour operator. Includes deposits, types of room, rates quoted etc.
Guest Bedroom and Bathroom maintenance checklist.
Monitors group rates to be charged at time of year, time of week, major local events etc. Allows relevant staff to quote rates independently of manager for the large group etc.
Conference and function booking form. Includes times, people, menus, costs and other requirements etc, etc quoted.
Initial contact recorded - type of function, name of potential client, approximate details etc - follow up details, appointment set etc.
Payroll timesheets used for in-house payroll preparation or for faxing to payroll agency. Provides records of cheques issued - main wages, casual, petty cash etc
Weekly rota with details of projected occupancy, functions and conferences etc, etc. Part two of this sheet estimates the payroll for "next week" enabling H.O.D.s to make adjustments before payroll cost is incurred.
Used where payroll percentage is a problem. Management set budget / projection for number of staff / pay. On weekly basis this records actual pay & variance against budget.
Used to set tasks for heads of department to sort a problem, develop a service etc. Sets timescale, criteria for success, cost etc. Use when H.O.D.s are reasonably competent but require direction and focus.