Samsung HOTEL DCS User manual

HOTEL
User Guide

Publication Information
Samsung Business Communications reserves the right without prior notice
to revise information in this publication for any reason.
Samsung Business Communications also reserves the right without prior
notice to make changes in design or components of equipment as engi-
neering and manufacturing may warrant.
Disclaimer
Samsung Business Communications is not responsible for errors or prob-
lems arising from users not programming or operating their Samsung sys-
tems as described in this manual.
Copyright 2004
Samsung Business Communications
All rights reserved. No part of this manual may be reproduced in any form
or by any means - graphic, electronic or mechanical, including recording,
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ten permission of the publisher of this material.
Part Number: 13181 Version 2.0

EU Declaration of Conformity (RTTE)
Samsung Electronics Co., Ltd.
259 Gongdan-Dong, Gumi-City Kyungbuk, Korea, 730-030
(factory name, address)
declareunderoursoleresponsibilitythattheproduct
Digital Keyphone System "DCS"
to which this declaration relates is in conformity with
RTTEDirective 1999/5/EC(AnnexII)
LowVoltageDirective73/23/EEC
EMCDirective89/336/EEC:92/31/EEC
Byapplicationofthefollowing standards
EN61000-3-3:1995, EN61000-4-2:1995 Inc. A1:1998, EN61000-4-3:1996 Inc. A1:1998
.........................................................................................
EN55022 : 1998 Inc A1: 2000*
.........................................................................................
EN61000-4-4:1995, EN61000-4-5:1995, EN61000-4-6:1996, EN61000-4-8:1993
.........................................................................................
EN61000-4-11:1994, AS/NZS3548:1995
.........................................................................................
EN61000-3-2:1995 Inc. A1/A2:1998
.........................................................................................
EN60950 ; 1992+A1+A2+A3+A4+A11
.........................................................................................
.........................................................................................
(Manufacturer)
SamsungElectronics Co., Ltd
259,Gongdan-Dong,Gumi-City
Kyungbuk,Korea, 730-030
Tae-eokJang /GeneralManager
................................................. .................................................................................
(placeanddateofissue)(nameand signatureofauthorizedperson)
(Representative in the EU)
SamsungElectronics EuroQALab.
Blackbushe Business Park
SaxonyWay,Yateley,Hampshire
GU46 6GG, UK
In-Seop Lee /Manager
................................................. ...............................................................................
(placeanddateofissue)(nameand signatureofauthorizedperson)
2001-04-03
2001-03-31 TEJang
ISLee

EU Declaration of Conformity (RTTE)
Samsung Electronics Co., Ltd.
259 Gongdan-Dong, Gumi-City Kyungbuk, Korea, 730-030
(factory name, address)
declareunderoursoleresponsibilitythattheproduct
Digital Keyphone System "DCS Compact II"
to which this declaration relates is in conformity with
RTTEDirective 1999/5/EC(AnnexII)
LowVoltageDirective73/23/EEC
EMCDirective89/336/EEC:92/31/EEC
Byapplicationofthefollowing standards
EN61000-3-3:1995, EN61000-4-2:1995 Inc. A1:1998, EN61000-4-3:1996 Inc. A1:1998
.........................................................................................
EN55022 : 1998 Inc A1: 2000*
.........................................................................................
EN61000-4-4:1995, EN61000-4-5:1995, EN61000-4-6:1996, EN61000-4-8:1993
.........................................................................................
EN61000-4-11:1994, AS/NZS3548:1995
.........................................................................................
EN61000-3-2:1995 Inc. A1/A2:1998
.........................................................................................
EN60950 ; 1992+A1+A2+A3+A4+A11
.........................................................................................
.........................................................................................
(Manufacturer)
SamsungElectronics Co., Ltd
259,Gongdan-Dong,Gumi-City
Kyungbuk,Korea, 730-030
Tae-eokJang /GeneralManager
................................................. .................................................................................
(placeanddateofissue)(nameand signatureofauthorizedperson)
(Representative in the EU)
SamsungElectronics EuroQALab.
Blackbushe Business Park
SaxonyWay,Yateley,Hampshire
GU46 6GG, UK
In-Seop Lee /Manager
................................................. ...............................................................................
(placeanddateofissue)(nameand signatureofauthorizedperson)
2001-04-03
2001-03-31 TEJang
ISLee

EU Declaration of Conformity (RTTE)
Samsung Electronics Co., Ltd.
259 Gongdan-Dong, Gumi-City Kyungbuk, Korea, 730-030
(factory name, address)
declareunderoursoleresponsibilitythattheproduct
Digital Keyphone System "iDCS500"
to which this declaration relates is in conformity with
RTTEDirective 1999/5/EC(AnnexII)
LowVoltageDirective73/23/EEC
EMCDirective89/336/EEC:92/31/EEC
Byapplicationofthefollowing standards
EMC: EN55022 : 1998, EN61000-3-2:1995 Inc A1/A2:1998 + A14:2000*,
.........................................................................................
RTTE : TBR4: November 1995 incorporating TBR4/A1: December 1997
.........................................................................................
EN61000-3-3:1995,EN61000-4-2:1995 98,EN61000-4-3:1996,
.........................................................................................
EN61000-4-4:1995,EN61000-4-5:1995,EN61000-4-6:1996,
.........................................................................................
LVD: EN60950: 2000 (IEC 60950, Third Edition, 1999)
.........................................................................................
EN61000-4-11:1994, AS/NZS3548:1995
.........................................................................................
.........................................................................................
(Manufacturer)
SamsungElectronics Co., Ltd
259,Gongdan-Dong,Gumi-City
Kyungbuk,Korea, 730-030
Tae-eokJang /GeneralManager
................................................. .................................................................................
(placeanddateofissue)(nameand signatureofauthorizedperson)
(Representative in the EU)
SamsungElectronics EuroQALab.
Blackbushe Business Park
SaxonyWay,Yateley,Hampshire
GU46 6GG, UK
In-Seop Lee /Manager
................................................. ...............................................................................
(placeanddateofissue)(nameand signatureofauthorizedperson)
2002-04-18
2002-04-19 TEJang
ISLee

Hotel User Guide Contents
i
CONTENTS
ÊIntroduction to Hotel.................................................1
About the Hotel Application ......................................1
What is Covered in this Guide..................................1
Who Should Read this Guide ...................................2
What You Need to Know ..........................................2
ËBasic Administration.................................................4
Overview of Administration ......................................4
Checking In a Guest.................................................8
Checking Out a Guest..............................................11
Billing a Guest Room................................................12
Credit a Room or Phone Bill.....................................16
Setting & Cancelling a Wake-up Call
for a Guest................................................................18
Setting a ‘Message Waiting Indication,’
’Camp-On’ or ‘Callback’ on an Extension ................23
Answering a ‘Message Waiting Indication’
on an Extension ........................................................25
Setting a Room On Hold ..........................................27
Room Status: Viewing & Changing ..........................28
Remote Billing for Phone Calls ................................31
Booth Option for Phone Calls...................................32
Displaying a Call Cost or Timer................................34
Separating Phone Charges ......................................35
Printing a Room Bill ..................................................36
Staff Location............................................................37
ÌUsing the HOTEL Key................................................39
HOTEL Key on Administrator’s Keyphone................39
HOTEL Key on Extension (Guest) Keyphone...........45

Hotel User Guide Contents
ii
ÍPrinting a PMS Report ..............................................46
ÎInvoices and Status Reports...................................47
Room Invoice............................................................47
Room Status Reports ...............................................48
ÏTroubleshooting.........................................................49

Hotel User Guide Introduction
1
ÊINTRODUCTION TO HOTEL
ABOUT THE HOTEL APPLICATION
Hotel software is intended for use by hotels and similar establish-
ments which operate a Samsung DCS, DCS Compact II or iDCS
keyphone system. The software is managed through display key-
phones and allows the manager and front desk staff to check guests
in and out, enter items for billing, check the status of rooms, and
carry out other tasks that are a routine part of daily administration.
Your Hotel system will already have been set up to operate in the
most appropriate way for your establishment. If you need to make
any changes to the system configuration, refer to the Samsung Hotel
Installation & Programming Manual.
WHAT IS COVERED IN THIS GUIDE
Section 1 is this introduction to the Hotel application.
Section 2 takes you through the procedures required to perform
day-to-day administration including checking in a guest, checking
out a guest, adding billing items to guests’ bills, adding credit pay-
ments, setting wake up calls, printing bills, and so on. The proce-
dures require you to have access to one or more Administrator’s
display keyphones on which Hotel features have been programmed.
Simple key presses allow you to perform all of the functions required
for Hotel administration.
Section 3 explains how to use the special HOTEL key programmed
on the keyphone. This can be used for checking in, checking out,
changing room status and printing status reports.
Section 4 shows you how to print a Property Management System
(PMS) activity report and describes its contents.

Hotel User Guide Introduction
2
Section 5 provides examples of bills (invoices) and status reports
that you can print.
Section 6 lists some of the more common problems that you may
encounter while using the Hotel application, and explains how to
deal with them.
WHO SHOULD READ THIS GUIDE
The guide should be read by all managers and staff members who
are responsible for processing guest and room information on a daily
basis.
For a technical discussion of the Hotel system, refer to the Samsung
Hotel Installation & Programming Manual.
WHAT YOU NEED TO KNOW
nSTAFF CODES AND FEATURE CODES
Access to Hotel features can be protected by passcodes (staff
codes) for security. It is important that the system manager makes
sure each member of staff is allocated their own 4-digit passcode, if
these are required. The manager should also ensure that staff
members are aware of:
•the relevant Hotel feature codes they may need when using key-
phones for administration.
•the passcode required to delete item charges from room bills.
Your system installer should have provided you with this information.

Hotel User Guide Introduction
3
nADD-ON MODULES
You may have one or more add-on modules
(AOMs) attached to your Administrator’s key-
phone(s). These AOMs provide additional
keys for programming Hotel features and for
assigning to rooms / extensions (DSS keys)
to allow you to quickly check room status
and staff locations.
A single AOM may have 14, 48 or 64 keys.
The number of AOMs you need, therefore,
depends on the number of rooms you have.
nPRESSING THE WRONG KEY
If you enter an invalid value or code during administration, the dis-
play will inform you and change to allow you to enter a valid
value/code, or to begin the entry sequence again.
nPROBLEMS
If you have any problems while using the keyphone system, refer to
section 6, Troubleshooting, or contact your system manager.
Typical AOM

Hotel User Guide Basic Administration
4
ËBASIC ADMINISTRATION
OVERVIEW OF ADMINISTRATION
Administration is carried out using the Administrator’s display key-
phone. This will normally be a Samsung DCS (Euro) keyphone
(Figure 2-1) or an iDCS series keyphone (Figure 2-2). The feature
keys should be marked clearly. Some functions (such as setting the
cleaning/maintenance status of rooms) can be carried out from other
keyphones not designated as Administrator’s keyphones—such as
guest-room phones—provided the appropriate feature access codes
have been set up in the system.
nUSING THE KEYPHONE KEYS
This guide assumes that the Administrator’s keyphone has been
programmed with the following Hotel features assigned to keys:
BILL Add or delete service charges to or from guest rooms
BOOTH Enable/Disable booth phone (iDCS systems only)
CHIN Check in a guest
CHOUT Check out a guest, print bills and put a room on hold
CREDIT Credit a guest’s room or phone bill
HOTEL Check or set the current status of a room (occupied,
needs cleaning, etc), check a guest in or out, or print a
phone bill
RB Remote billing
RSV Room status view (requires one or more AOMs)
SLOCAT Staff location (requires one or more AOMs) (iDCS sys-
tems only)
WAKEUP Set a wake-up call for a room
XCHIN Express check in for a guest
Other keys may be assigned miscellaneous system features, such
as CALL, MESSAGE, and so on. To use these other features, refer to
the Samsung Keyset User Guide provided with your phone.

Hotel User Guide Basic Administration
5
nSELECTING KEYPHONE DISPLAY OPTIONS
As you work through the keyphone LCD displays, options are se-
lected by pressing the key on the keyphone—called a soft key—
directly below the option shown in the display. There are three soft
keys.
32-CHARACTER DISPLAY
SOFT KEYS
PROGRAMMABLE KEYS
Set up for required Hotel features (CHIN, CHOUT,
HOTEL, etc) as well as normal keyphonefunctions
(e.g. CALL, MESSAGE, etc)
Figure 2-1: DCS (Euro) Administrator’s Keyphone
(Version shown is 24B)
Enter Room
NUMBER:
Used to select
options in the
display
VOLUME KEYS

Hotel User Guide Basic Administration
6
32-CHARACTER DISPLAY
SOFT KEYS
Used to select
options in the
display
PROGRAMMABLE KEYS
Set up for required Hotel features (CHIN, CHOUT, HOTEL, etc) as well
as normalkeyphone functions (e.g. Call, Transfer, Speaker, etc)
Figure 2-2: iDCS Series Administrator’s Keyphone
(Version shown is 28D)
VOLUME KEYS
Scroll
Call 1 Call 2 Message
Memory Redial
Transfer Speaker
HOLD ANS/RLS
Volume
12ABC 3DEF
4GHI 5JKL 6MNO
7PQRS 8TUV 9WXYZ
0OPER
iDCS 28D
Enter Room
NUMBER:
VOLUME KEYS

Hotel User Guide Basic Administration
7
nTHE HOTEL KEY
The HOTEL key provides access to some Hotel features (such as
checking in, checking out and room status) which can be accessed
using other programmed keys. However, because the HOTEL key
has much wider applications, it is described separately (see section
3, Using the HOTEL Key).
nINVOICE ITEM CODES AND COSTS
Keep to hand a list of the item codes and costs that are likely to be
required when checking in guests and entering billing information.
(See the following example.) Make sure this list is available to all
staff.
Example
Your system installer could set up the system like this:
Item Code
Double (room) 02
Twin (room) 03
Single (room) 04
Breakfast 05
Lunch 06
Dinner 07
Bar 08
Laundry service 09
Gym 10
Papers 11
Costs for each item are entered when you check a guest in and sub-
sequently add items to room bills.
See your system installer for a complete list of the codes and costs
applicable to your system.

Hotel User Guide Basic Administration
8
CHECKING IN A GUEST
Guests are checked in using either the CHIN (Check In) key or
XCHIN(Express Check In) key.
NOTE: To use the HOTEL key to check guests in, see section 3, Using the HOTEL
Key. You need to use the HOTEL key if the guest specifically requests a smoking or
non-smoking room, for example.
Use XCHIN for quick check in (to enter room number and room
cost only).
Use CHIN to enter cash deposits (pre-payments for rooms
and/or phones) and guest names. If you enter cash deposits,
these will be subtracted from the total charges billed to the room
when the guest checks out.
TIP: If you want to quickly check which rooms are available for checking in, you can
use the RSV key(s). See Room Status: Viewing and Changing.
PROCEDURE
1. Press the CHIN or XCHIN key. Display shows:
2. Enter the room number (or press the dedicated DSS key, if avail-
able). If a staff code is required, the display shows:
If no staff code is required, you see the screen display shown in
step 3, and you should proceed to step 4.
Enter Room
NUMBER:
Enter Staff Code

Hotel User Guide Basic Administration
9
3. Enter your 4-digit staff code. The code is not displayed; instead
you see ‘QQQQ’ in the display. (If you enter an incorrect code,
you return to this display to re-enter the code.) Display shows:
4. Enter the item code for the room. For example, this might be 02
for a ‘Double’. (If the code you enter is not valid, you return to
step 1 to begin again.) Display shows:
5. Enter the item (room) cost (e.g. £20.00 is entered as 020.00).
If you selected the Express Check In option (XCHIN), the
procedure is now complete. Otherwise, you see the following
display.
If you want to change your item cost entry, select CHANGE at this
display and re-enter the cost.
If the entry is correct, select ACCEPT to enter the cost. Display
shows:
6. If there is no cash deposit to enter, select CREDIT and go to step
10.
OR
To enter a cash deposit, select CASH.
Enter Item Code
Enter Item Cost
:XXX.XX
RM:XXX :XXX.XX
ACCEPT CHANGE
Check In Room
CREDIT CASH

Hotel User Guide Basic Administration
10
Display shows:
7. Select if the deposit is for the room or phone. You will see one of
the following displays.
Credit Room
:000.00
8. Enter the deposit value (e.g. £20.00 is entered as 020.00). Dis-
play shows:
9. To enter the value, select ACCEPT.
OR
If you want to change the value, select CHANGE and enter a new
value.
Display shows:
10. Enter the guest name using the dial keypad. Use the letters
printed on the keys (2=ABC, 3=DEF, etc). For example, to get
the letter “E”, press key ‘3’ twice; for “C” press ‘2’ three times,
and so on. After each letter, press the right soft key to move the
cursor to the next position.
Select either EXIT to complete the check-in procedure or PRINT
to print a bill for one night showing the room cost and deposit. If
you select PRINT the LCD returns to a normal display after a
short delay.
Cash Deposit
ROOM PHONE
Credit Phone
:000.00
RM:XXX :XXX.XX
ACCEPT CHANGE
NAME:
EXIT PRINT

Hotel User Guide Basic Administration
11
CHECKING OUT A GUEST
Guests are checked out using the CHOUT (Check Out) key. The
CHOUT key can also be used to put a room on hold (see Setting a
Room On Hold).
NOTE: To use the HOTEL key to check guests out, see section 3, Using the HOTEL
Key.
PROCEDURE
1. Press the CHOUT key. Display shows:
Enter Room
NUMBER:
2. Enter the room number (or press the dedicated DSS key, if avail-
able). Display shows:
Check Out Room
YES HOLD PRINT
3. Select YES.
Checkout will be completed with a printout of the room bill (see sec-
tion 5, Invoices and Status Reports, for an example printout). All bill-
ing records for the room are set to zero. The room status is set to
‘Needs Cleaning’ unless the system is programmed for automatic
cleaning.
4. Press the SPEAKER key to exit.
NOTE: For a description of status ‘flags’ see Room Status: Viewing and Changing.

Hotel User Guide Basic Administration
12
BILLING A GUEST ROOM
To enter an item and an item cost, and have it added to the bill for a
room, use the BILL key. The currency value you enter here will
automatically have any tax(es) applied where appropriate. For ex-
ample, in the UK, VAT is applied.
You can also delete a previously billed item.
nADDING AN ITEM TO A BILL
PROCEDURE
1. Press the BILL key. Display shows:
Service Charge
ADD DELETE
2. Select ADD. Display shows:
Enter Room
NUMBER:
3. Enter the room number. Display shows:
Enter Staff Code
If no staff code is required, you see the screen display shown in
step 4, and you should proceed to step 5.
4. Enter your staff code. The code is not displayed; instead you see
‘QQQQ’ in the display. (If you enter an incorrect code, you return
to step 1 to begin again.) Display shows:

Hotel User Guide Basic Administration
13
Enter Item Code
5. Enter the item code. For example, this might be 08 for ‘Bar’. (If
the code you enter is not valid, you return to step 1to begin
again.) Display shows:
Enter Item Cost
:XXX.XX
6. Enter the item cost (e.g. £20.00 is entered as 02000). Display
shows*:
RM:XXX :XXX.XX
ACCEPT CHANGE
* If a deposit was entered during the check-in procedure for this guest and the
amount entered here for the item cost exceeds the deposit amount, the mes-
sage “Deposit Exceeded” appears on the display and you return to step 1to
add/delete the item cost.
Select ACCEPT to enter the item cost. The display returns to nor-
mal.
OR
If you want to change your entry, select CHANGE to return to step
3.
nDELETING AN ITEM FROM A BILL
To delete an item from a bill you will need the special ‘delete’ pass-
code. If you don’t know the passcode, ask your system manager.