Opera TWI Room Type Changes Introduction

Transcription

1 Opera TWI Room Type Changes Introduction This document will outline the procedure for making changes to room types at an Opera TWI property. Room type counts should always match between Wyndham CRS and Opera PMS. Updating Counts For Room Types 1. Updates to individual room counts should be done at Wyndham CRS first. a. A Room type form will need to be submitted via the MyRequest tool. Direct URL: or MyPortal: (under the Tools section) b. For help filling out the form, contact MyRequest team at Once the Wyndham CRS part has been completed, the Opera PMS should be updated as well. a. Follow the preparation steps listed below. ( Room Type Change Preparation ) b. If removing a room type completely, also follow the 2 nd preparation steps listed below. ( Room Type Removal Preparation ) c. Once complete, contact Opera support to help with the Opera PMS room type change or deletion. d. The Opera PMS support phone number is , option Once both steps have been completed, it is recommended that you check inventory on Wyndham CRS vs Opera PMS for the new room counts. a. For help balancing inventory, please contact Wyndham support , option 4. Room Type Change Preparation IMPORTANT: To prepare for a change in room types, all of these tasks must be completed prior to the Night Audit on the day before the work is scheduled. (e.g. The steps should be done on a Sunday night if the change is to be completed on a Monday.) 1. Check that the room number is not used on any future reservations or cancelled reservations. a. Go to Reservations > Update Reservation. b. Click Advanced. CREATED ON: 02/06/2015 VERSION 2

2 c. Search for the reservation by the room number that will be deleted. The arrival from date can be left as the current business date to look for future reservations. d. Edit and remove the room number from any reservations that are returned. 2. Check whether the room number was checked out today. a. Go to Cashiering > Billing, then log in. b. On the top left of the In-House Guest Search screen, put the room number in the Room field. c. On the top right of the screen, select Checked Out and de-select Stay Overs and Due Outs. d. Click Search. e. If the room was checked out today it will be displayed on the window below. NOTE: The room cannot be deleted if it was checked out today. If it was checked out today, it can only be deleted once End of Day has been run. It is recommended that the room is put Out of Order to hold until the Night Audit is run. f. Alternatively, you can click on Rooms Management > Room History, then type the Room Number in at top left of the screen, and click Search. The room number will be PAGE 2 OF 8

3 displayed and you can check the departure date to determine when last the room was checked out. g. Housekeeping task sheet - Please ensure the room number/room type that is being change is removed from the housekeeping task sheets, if being used by the property. 3. Confirm the Out of Order status of the room. A room number cannot be deleted if it is Out of Order. Out of Order can be used to hold the room until the Night Audit runs. NOTE: Any room in Out of Order status will need to be released before deletion by Oracle (Micros) PM support. a. Select Rooms Management > Out of Order/Out of Service. b. If removing the Out of Order status, choose the room and click on Delete. c. Leave the room status as Default and click OK. Room Type Removal - Preparation The following steps should be performed when a room type is being removed from the Opera system. 1. Setup a restriction on the room type until the deletion occurs. This will keep reservation from being booked during the time that you are processing these room changes. NOTE: Restrictions will be lifted prior to deletion by Oracle (Micros) PM support. 2. Check to make sure that the room type is not used on any future reservations or cancelled reservations. a. Go to Reservations > Update Reservation. b. Click Advanced. c. Remove the arrival date and search for reservations by the room type that will be deleted. d. Change any reservations to a new room type, as the old room type will no longer exist. 3. Check to see if the room type was checked-out today. The room type cannot be deleted if it was checked out today. If it was checked out today, it can only be deleted once End of Day has been run. 4. Check to see if it is on a rate detail or rate header: a. Delete off of every single rate detail and then off of the rate header. A script can be run from Oracle (Micros) PM support to remove from Rate Header. b. Opera Support phone number Option 2. PAGE 3 OF 8

4 5. Check to make sure that Business Blocks do not have rooms allocated for the room type. 6. If you have Delphi, or other OXI interfaces other than WYN2, the room will need to be deleted in that external system or an OXI room type conversion configured. If you are uncertain whether you have one of these interfaces, please contact Oracle (Micros) support at (option 2). Room Type Change Initializing a New Room type: If you had a new room type added, you will need to initialize the rate before adding the correct rate details. IMPORTANT: If you do not initialize the new room type, you will cause gaps in your rates at CRS, leading to loss of sales and potential inventory issues. 1. Log into Opera PMS select Setup > Configuration. 2. Select Rate Management > Rate Classification > Rate Codes. 3. Select RACK rate then click Edit. This will bring up the rate header screen. 4. From the rate header screen select the room types. In the example on the next page, you will see K11 room type is not selected. NOTE: If you don t see the new room type in the list, you will need to contact Opera support for further troubleshooting. PAGE 4 OF 8

5 5. Once you select the new room type an X should appear to the left of the room type. 6. Select OK and Save. You will get an Opera Warning to contact Wyndham Distribution. This should have already been completed in Step Click Rate Details, then New to build the new rate season. 8. Click Yes when prompted whether to create a new record. PAGE 5 OF 8

6 9. Build the start date as the current business date and end date for Jan 01, IMPORTANT: Make certain every day of the week is selected. 10. Input rates on the left-hand side as $ per night for 1-4 people. NOTE: This is only a temporary rate, which will be used in cases where no rate is built. 11. Under the Room types field, ensure the new room type is selected. (an example is on the next page) PAGE 6 OF 8

7 12. Click Save then OK. OPERA TWI ROOM TYPE CHANGE 13. Log into OXI to make sure the new room type rate sent successfully to Wyndham CRS. a. Supported help article link Opera TWI OXI Best Practices V2.1 can be used for reference. b. Alternatively, you can check the brand website to ensure the room is listed at $ If the new room type will have its own rate seasons (separate from the other room types), you should use the Split functionality to create the individual rate seasons. This will ensure that no rate gaps are introduced. 15. If the room type is being added to existing rate seasons, delete the $999 rate season and begin adding the room type to the other entries as follows. PAGE 7 OF 8

8 16. Select the season and place an X next to the room type then click OK. NOTE: This process should be completed until all seasons have been updated. Room Type Change Issues: Please refer to the OPERA CRS Access Guide to confirm your hotel is in sync with the WHG CRS. If a discrepancy exists, please contact Option 2 Option 4 PAGE 8 OF 8