2.1. Company Definition

a. How to Add a Company?

In Sistem Hotel, you need to record the companies from which you receive reservations or purchase products, such as agencies, online sales channels, commercial enterprises, or governmental institutions.

You can start this process by clicking the New button on the Company Search screen.

The window that opens is the Company Card. When you click the Save button, the system indicates the minimum fields that must be completed.

Important Details to Consider:

• Commercial Title: The official name of the company that will appear on the invoice. (If details such as address, tax office, etc. are entered, they will be automatically pulled onto the invoice.)

• SOB: The source from which the reservation originated (important for sales reports).

• Commission Type: If there is a commission paid to the company, it can be specified here, allowing you to view the total commission payable in reports.

• Payment Type: Indicates who will pay this company’s invoices. (City Ledger: Used to indicate credit-based stays, meaning the company will pay.)

• Color: Can be changed if you want this company to appear in a different color on the Room Plan Screen.

• Creditor Account: Should be selected if the defined company is one from which products are purchased. (If you do not want the front office to see this, you must uncheck “Show in Front Office.”)

After registering a company, you can record its addresses, detailed information of authorized contacts, meetings held with that company, electronic document copies, or the allotment quantities you provided between two dates using the tabs above.

b.How to Save Authorized Personnel,Address and File?

In Sistem Hotel, multiple addresses can be added to a company profile. To do this, after the company card is saved, go to the Company Address page and select New Address.

On the screen that opens, select one of the predefined address types, enter the required information, and save it. The first address entered is automatically set by the system as the default address type, and it is used by the system in documents that require company address information, such as invoices and folios.

To edit address information, select the record on the screen and double-click with the mouse, or press the Edit button. Make the necessary changes on the screen that opens and save them.

To add the contact details of an authorized person, go to the Contact tab. Click the New Contact button on this screen to proceed.

Any type of meeting or communication held with a company’s representatives (such as price offers, introductions, promotional updates, allotment requests, etc.) can be recorded in Sistem Hotel and later used by the sales department to report actions taken with that company.

From within the Company Card, select the Meeting tab and click the New Meeting button to save the meeting details.

The Related Person and Meeting Reason fields can be updated and customized for the hotel using the Add button next to them.

You can view and print the company-based or consolidated records of the saved meetings by using the Company Meeting Records report located under the Reports menu.

To save electronic copies of contracts made with companies or documents related to the company, select the Files and Documents tab and click the New File button to begin. Click the button with the ellipsis to select the location of the file to be uploaded. To view a saved file, click the Open File button.

c.How to Create Quota?

To allocate rooms to companies for specific dates, open the company’s card and select the Quota tab. Click the New Quota button to create a new record.

On the screen that opens, enter the date information and, if applicable, select the Release Day. To create a quota based on room type, enter the number of rooms to be allocated next to the corresponding room type. To create a quota without specifying a room type, enter the number of rooms in the blank field at the bottom.

The quota allocation can be stopped at any time by selecting the Stop Quota option.