Hotel Management Software Using Ms Access - Best User friendly Design Approach

1. Purpose of the blog

This blog aims to provide the overview of the entire solution designed for Hotel and Hospitality industries within its scope. This also aims at providing the operational features of the application meant for the same.

2. Scope of the blog

The scope of this blog lies beneath the specified requirement of the client and complete understanding captured by the vendor of the software application and designed as par.

3. Brief Introduction

Hotel and hospitality industry is the most sensitive industry in the world. This is not only due to its nature of service but also for its act or practice of being hospitable. An automated solution for hotel industry not only helps its user to maintain data but also enhances the execution of its act or practice of being hospitable.

3.1. What is MiDas?

MIDAS is the name of the almighty king of Far East belongs to sixteenth centuries. He was famous for his touch. He was powered by a unique gift from GOD. Whatever he touched turned to gold. By his power of golden touch, his name was written in history with golden script. Touch is nothing but a medium to express your care. Why not a golden touch when it comes to context of hospitality. MiDas, extend your care with a golden touch.

3.2. Why MiDas?

It will be very per-mature to say why MiDas. All the proposed features of the application will definitely answer this question. In a single line we can say Midas definitely helps its users to extend their business across any boundaries. As the features states, it uses the efficiencies of its user and multiplies them in many folds. Fast, secure, accurate and reliable are the basic features of the application. It guides the user to avoid any kind of inaccurate approach through its online help message system, which in turn ensures the security of the information as well as speed up the process.

4. Before We Start.

Today there are many solutions available for hotel and hospitality industry; off course some of them are free of cost. There are many players for Software & Services especially for hotel and hospitality industries. Anybody can convert the manual business process to a feasible automated software solution, so we are. The only challenge for us was to develop a solution with rich user-friendliness. Since the day one rich user interface for easy data retrieval and management is our primary focus. Let¡¦s see how much you appreciate the same.

4.1. Epilogue (What is required and what is not)„
->Ms Office 2000 and more is required to use the application.
->User of the application need not be a computer savvy. Anybody with knowledge of computer operation can use our application.
->User of the application need not be much experienced in hotel and hospital industry. Little knowledge of the processes can do.
->For maintaining the application no dedicated administrator is required. Place the application in any system; start working on it, that is it.
-> No 24/7 support or monitoring is necessary. Dump your worries in the dustbin.

4.2. Installation - making it ready.

Copy the supplied file in your had disk. It is ready to run, a click away. Provide the unlock key if it is running for the fist time in your computer.

4.3. Troubleshooting in Installation.

->If you are being asked for unlock key repeatedly, please make sure you have logged into your PC as an administrator.
->User supplied registry file if you fail in the above step.

5. MiDas - As you use it.

Here we are trying to explain a basic set of procedures, which may help you in operating the application in an efficient manner.

5.1. The Splash ScreenAt the beginning of the application, splash screen will pop up. You need not have to do anything at this point. This is an automated program, which checks the environment each time you start the application. Below is a screen-shot representing the splash screen.


(Figure 5.1: Splash Screen)

5.2. The Logon Screen.Your job starts from here. At this point of time you have to select your user name and provide a password. On successful validation of your credentials you will be directed to main window. Below is a screen-shot representing the logon screen.


(Figure 5.2: Logon Screen)

5.3. The Main Window with Dashboard.On Successful logon you will be directed to the main window. If you can refer the screenshot placed at the end of this section, you can make out that it has two regions. The Top region contains menus and the bottom region is a dashboard. Dashboard enables you to get the details related a room with a single mouse click. Each menu available at the top will redirect you to respective module. Below is a screen-shot representing the main window screen.


(Figure 5.3: Main Window with Dashboard)

5.4. The Search PaneThe search pane is similar in nature for each module except the reporting module. The search pane consist of few input fields respective of modules, a result grid and button to filter the result as well as reset the search result. There is another set of button consists of ¡¥View¡¦, ¡¥New¡¦ and ¡¥Close¡¦. As the names suggest, View button will take you to working pane and allow you to view and modify a particular record selected from the result grid. Similarly if you click on New button, you will be redirected to working pane where you can make a new entry. Close button will let you exit from the current module. Below is a screen-shot representing the search pane screen.


(Figure 5.4: The Search Pane)

5.5. The Search Pane (Without Advance Search)Few of the modules lack Advance Search option. For those modules you will find only Normal Search section. Below is a screen-shot representing the logon screen.


(Figure 5.5: The Search Pane)

5.6. The Working Pane (Update)If you want to view or modify any record, then working pane will allow you to do so. If you are redirected from the search pane by the View button, you will be allowed to modify the record. There are certain fields that you cannot modify due to some business rules. Such information will be passed to you upon requirement. Below is a screen-shot representing the logon screen.


(Figure 5.6: The Search Pane)

5.7. The Working Pane (Insert)If you want to insert a new record, then working pane will allow you to do so. If you are redirected from the search pane by the New button, you will be allowed to insert new record. There are certain fields that you can not be able to enter due to some business rules. Such information will be passed to you upon requirement. Below is a screen-shot representing the logon screen.


(Figure 5.7: The Search Pane)

6. Best Practices.

We are putting forth few module specific instructions, which may help you undrstand the application better.

6.1. Advance Booking

6.1.1. View, EditSelect a record from the list you want to view/edit. Double click on the selected row or click on the view button after selecting the row. You will be directed to the working pane where you can view/edit the record Fields you can edit: Booking type, Booked by, Room No, Room Type, Occupancy Type, Guest Name, Arrival Date, Arrival Time and Expected days. All other fields are locked for editing. Fields that are mandatory/required: Booking type, Booked by, Room No, Room Type, Occupancy Type, Guest Name, Arrival Date, Arrival Time and Expected days.

6.1.2. NewClick in new button on search pane. You will be directed to the working pane where you can enter new record. Fields populated automatically: SYS ID, Booking No, Booking Date and Booking Type. Fields you can supply values: Booking type, Booked by, Room No, Room Type, Occupancy Type, Guest Name, Arrival Date, Arrival Time and Expected days. Fields that are mandatory/required: Booking type, Booked by, Room No, Room Type, Occupancy Type, Guest Name, Arrival Date, Arrival Time and Expected days.

6.1.3. Print, DeleteNot Applicable.

6.2. Checkin

6.2.1. View, EditSelect a record from the list you want to view/edit. Double click on the selected row or click on the view button after selecting the row. You will be directed to the working pane where you can view/edit the record Fields you can edit: Arrival From, Proceedings To, Purpose All other fields are locked for editing. Fields that are mandatory/required: Checkin Type, Booking No(If Applicable), Room No, Room Type, Occupancy Type, Guest Name, Purpose

6.2.2. NewClick in new button on search pane. You will be directed to the working pane where you can enter new record. Fields populated automatically: SYS ID, Checkin no, Fields you can supply values: Checkin Type, Booking No (If Applicable), Room No, Room Type, Occupancy Type, Guest Name, Arrival From, Proceedings To, Purpose Fields that are mandatory/required: Checkin Type, Booking No(If Applicable), Room No, Room Type, Occupancy Type, Guest Name, Purpose

6.2.3. Print, Not Applicable.

6.3. Miscellaneous Billing

6.3.1. View, EditSelect a record from the list you want to view/edit. Double click on the selected row or click on the view button after selecting the row. You will be directed to the working pane where you can view/edit the record Fields you can edit: Bill Head, Amount, Reference Bill Number and Reference Bill Date All other fields are locked for editing. Fields that are mandatory/required: Bill Header, Bill Amount, Room Number.

6.3.2. NewClick in new button on search pane. You will be directed to the working pane where you can enter new record. Fields populated automatically: SYS ID, Bill Number and Bill Date. Fields you can supply values: Bill Head, Amount, Reference Bill Number, Reference Bill Date, Description and Room Number Fields that are mandatory/required: Bill Header, Bill Amount, Room Number.

6.3.3. Print, DeleteNot Applicable.

6.4. Account Receivable (Collections)

6.4.1. View, EditSelect a record from the list you want to view/edit. Double click on the selected row or click on the view button after selecting the row. You will be directed to the working pane where you can view/edit the record Fields you can edit: Collection Amount, Payment Mode, Instrument Number, Instrument Date, Bank Name and Payment Narration. All other fields are locked for editing. Fields that are mandatory/required: Collection Type, Room Number, Booking Number (If Applicable), Collection Amount, Payment Mode, Instrument Number (If Applicable), Instrument Date (If Applicable) and Bank Name (If Applicable).

6.4.2. NewClick in new button on search pane. You will be directed to the working pane where you can enter new record. Fields populated automatically: SYS ID, Collection Number, Collection Date, Guest Name, Address1 and Address2 Fields you can supply values: Room Number, Booking Number, Collection Amount, Payment Mode, Instrument Number, Instrument Date, Bank Name and Payment Narration. Fields that are mandatory/required: Collection Type, Room Number, Booking Number (If Applicable), Collection Amount, Payment Mode, Instrument Number (If Applicable), Instrument Date (If Applicable) and Bank Name (If Applicable).

6.4.3. Print, DeleteNot Applicable.

6.5. Room Transfer

6.5.1. View, EditSelect a record from the list you want to view/edit. Double click on the selected row or click on the view button after selecting the row. You will be directed to the working pane where you can view/edit the record Fields you can edit: Transfer Type and Reason All other fields are locked for editing. Fields that are mandatory/required: Transfer Type, From Room, To Room, To Room Type and To Occupancy

6.5.2. NewClick in new button on search pane. You will be directed to the working pane where you can enter new record. Fields populated automatically: SYS ID, Transfer Number, Transfer Date and Transfer Time. Fields you can supply values: Transfer Type, From Room, To Room and Reason Fields that are mandatory/required: Transfer Type, From Room, To Room, To Room Type and To Occupancy

6.5.3. Print, DeleteNot Applicable.

6.6. Checkout

6.6.1. View, EditSelect a record from the list you want to view/edit. Double click on the selected row or click on the view button after selecting the row. You will be directed to the working pane where you can view/edit the record Fields you can edit: Bill Mode and Payment Mode All other fields are locked for editing. Fields that are mandatory/required: Room Number, Bill Mode and Payment Mode

6.6.2. NewClick in new button on search pane. You will be directed to the working pane where you can enter new record. Fields populated automatically: SYS ID, Bill Number, Dep date, Dep Time, Guest Details and Bill Details. Fields you can supply values: Billing Mode and Payment Mode. Fields that are mandatory/required: Room Number, Bill Mode and Payment Mode

6.6.3. Print, Delete - Not Applicable.

6.7. Reporting

6.7.1. PreviewProvide required criteria for the report.

6.7.2. PrintPrint the report once it is displayed properly

7. Conclusion

JFL will highly appreciate your suggestions and feedbacks to look beyond the horizon. For further queries please feel free to shoot a mail to any of the below mail id.
aanand.aswini@gmail.com
For latest updates please visit us athttp://www.sendspace.com/file/4gcfhm