ADHM 360 Final: Exam 2 Study Guide

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Chapter 3-3, 3-4, 4, & 5
Chapter 3.3:
Front office communications
Tools used to communicate at the front office
Transaction file: A chronological journal that lists unusual
events, guest complaints, or requests
Information directory: Contains info to answer guest
questions
Common guest questions involving local restaurant
recommendation, transportation companies, directions,
®
Reader board: Displays info regarding daily events
§
Front office accounting terminology
Account: A collection of all transactions incurred by a guest
§
folio: A statement of all transactions affecting the balance of a
single account
Guest folios, master folios, not-guest folios, room folios, and
incidental folios
§
Posting: the process of recording transactions onto a folio
§
charge privileges: Enable a guest to make charge purchases at hotel
(requires a payment card or a direct billing authorized at
registration)
§
voucher :details a single transaction to be posted to an account
§
point of sale: Describes the physical location at which goods or
services are purchased. ( all hotel revenue centers: restaurants,
lounge, services, shops)
§
ledgers: Summary grouping of accounts
guest ledger Set of guest accounts that correspond to
registered hotel guests
city ledger: collection of all non-guest accounts (credit card or
direct billing)
§
Creation and maintenance of accounts:
Credit monitoring
Floor limit: the amount of money above which credit card
transactions must be authorized by the issuing credit card
company.
House limit: the amount limit on the amount the guests can
charge to their accounts without partial settlement.
High-balance accounts: account that approaches its credit
limit
§
Types of Transactions
Cash payment : At the front desk, it is posted as credits and
decreases the balance of the account.
Charge purchase: Deferred payment transactions, which
increases the outstanding balance of the account. (Must be
communicated to the front desk for proper folio posting
through means of a charge voucher)
Account correction: Resolves a posting error on a folio
through means of a correction voucher ( Made on the same
day the error is made )before the night audit
Account allowance: Used to decrease a folio balance for
compensation for poor service or rebates for coupon
discounts ( Used to correct a posting error detected after the
night audit)
Account transfer: The charge is transferred from one account
to another.
Cash advance: Cash paid by the cashier on behalf of the guest
for some expense ( Considered as debit transactions)
Cash banks: An amount of cash assigned to a cashier so that
he or she can handle the various transactions that occur
during a particular work shift
Overage- – Occurs when the cashier returns less cash to
the guest than required.
®
Shortage- Occurs when the cushier returns more cash
to the guest than required
®
§
Chapter 3.4
Major functions of the front office during check-out
Three major functions
Resolving outstanding guest account balances
Updating room status information
Creating and updating guest history record
§
Methods of settlement
Procedures of cash payment in full:
Destroy the guests credit card voucher created at registration
Release a hold on the guest's credit card
Debit card settlements are considered cash payments
Settlements are customarily handled in local currency
§
credit card transfer:
The guest signature on a credit card slip or a copy of folio
completes the transaction
Move the account balance from the guest ledger to a credit
card account in the city ledger
Tracked until the payment is received from the credit card
company
§
direct billing transfer:
Move the account balance from the guest ledger to a direct
billing account in the city ledger
The guest should sign the folio, and the charges will be billed
to the guest or sponsoring company
Direct billings are usually prearranged.
§
Unpaid account balances:
Three common reasons:
A departing guest honestly forgetting to settle his/her
account
Skippers
Late charges – A transaction that is posted on the guest
account after checking out and closing the account
§
Account aging
Method of tracking and managing past due accounts
Less than 30 days- current
Older than 30- overdue
Older than 90- delinquent
§
Operating Ratios
Occupancy %-
(#rooms sold/ # of rooms available for sale) X 100
§
ADR
Total room revenue/ # of rooms sold
§
RevPAR
Total room rev/ number of rooms available for sales
§
Why is REVPAR a better performance indicator than ADR and
Occupancy rate?
ADR doesn't consider occupancy rate
Occupancy doesn't consider the price the rooms are sold at
Because it indicates how much money you're actually making,
it considers both occupancy and ADR
§
Chapter 4
House keeping function overview:
Maintain a high standard of cleanliness, maintenance, and upkeep
of guestrooms an public areas
§
Largest department in a hotel
§
Most important supporting department for FOH
§
Highest turnover rate in industry
§
Independent hotel division in some hotels
§
Housekeeping Staff- responsibilities of the staff
Executive housekeeper:
schedules personnel 15 days in advance, but constantly
change the schedule as the house count changes
Documents needed to effectively schedule
Weekly rooms forecast
®
3 day rooms forecast
®
Daily occupancy report
®
§
Assistant
§
Inspectors
§
Housemen
§
Room attendants
§
Runners
§
Number of room attendants needed- (Minutes required to clean a room x
number of rooms to be cleaned per day) / 60 / 8 (8 hour shift) =
Ex: Required cleaning time= 30 minutes & 250 rooms to clean
30* 250 = 7,500 minutes / 60 = 125 hours / 8 hour shifts = 16
30*250=7,500 / 60 = 125 / 8 = 15.625
§
Types of work shifts:
Stacked shifts- shifts are not overlapped (e.g., day and night shifts)
§
Staggered shift- scheduled to arrive and depart at different times of
day
§
Split shift- employees work day is split into two or more parts
§
Turnover
Causes of turnover:
Bad working conditions
§
Low pay/ no benefits
§
Poor supervision
§
Poor training
§
§
Turnover rate=
(Number of separations during the period/ average # of
employees during the period)*100
§
Average number of employees = (number of employees at
beginning + number of employees at the end) / 2
§
Ex: 40 employees at beginning of year
§
16 new hires
§
20 employees left
20/((40+36) /2) X 100 = 52.6316 %
®
§
§
Inventory Control
Operating par stock
Min level of linen inventory to meet daily operational
demands
§
Ideal par stock level - 4-5 times the amount of daily use
§
Hotels with own laundry plant can reduce the par stock level
Outsourced laundry vs. in house laundry
Consider initial capital requirements and
operating costs
®
Green laundry- ozone laundry system
®
§
§
Chapter 5
Hotel sales and marketing department: Main focus of the department is
traditionally on personal selling to group clients
Sales calls
Types:
Prospect calls (Cold calls)
Strictly fact finding or exploratory
®
Public relations calls (Service calls)
Made on groups or individuals who are already clients
®
Presentation calls (appointment calls)
Made to groups or individuals to explain how your
property can meet their needs and to ask for their
business
®
§
Group Bookings
Request for proposal (RFP)
A solicitation, often made through a bidding process, by a
group (meeting planners) interested in hotel service, to hotels
to submit a proposal
§
Block
An agreed-upon number of rooms set aside for members of a
group
Attrition clause: A payment is required to make up for unused
blocked rooms
§
Function book
Manages and controls meeting and banquet space
Contains basic information about the meeting
§
Guestroom control book
Monitors the number of guestrooms committed to groups
§
Function sheet (Banquet event order- BEO)
Provides details to employees concerned with a specific food
and beverage function or event room set-up
§
Marketing plan
A comprehensive blueprint that outlines an organization's overall
marketing efforts
Explains what your target market is, what your marketing
strategy is, and how you execute it
§
Major components of a marketing plan
Analysis of the property's products and services
Internal marketing audit
Performance (revenue by departments,
occupancy, RevPar)
®
Guest profile
®
Reservation channels
®
Group sales, ect
®
Situational Analysis
Macro environment (P.E.S.T) scanning
Political
Economical
Social
technology
®
Competition analysis
®
§
Market segmentation
Division of the market or population into subgroups
with similar preferences and priorities
®
Used to identify the target customers
®
Basic market segmentation methods
Geographic: Location
Demographic: Age/Gender/Income/Education
Psychographic: personality/lifestyle/values
(healthy)
Behavioral:
®
§
Marketing objectives: SMART
Specific
®
measurable
®
Attainable
®
Relevant
®
Time-bound
®
§
Marketing Strategy
The focus of the strategy must be the objectives to be
achieved
®
Marketing 4ps
®
§
Detailed Action Plans
Implanting the marketing strategy
®
§
Marketing budget forecast
§
Assessment procedure
§
Exam 2
Tuesday, March 27, 2018
11:01 AM
Unlock document

This preview shows pages 1-3 of the document.
Unlock all 8 pages and 3 million more documents.

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Chapter 3-3, 3-4, 4, & 5
Chapter 3.3:
Front office communications
Tools used to communicate at the front office
Transaction file: A chronological journal that lists unusual
events, guest complaints, or requests
Information directory: Contains info to answer guest
questions
Common guest questions involving local restaurant
recommendation, transportation companies, directions,
®
Reader board: Displays info regarding daily events
§
Front office accounting terminology
Account: A collection of all transactions incurred by a guest
§
folio: A statement of all transactions affecting the balance of a
single account
Guest folios, master folios, not-guest folios, room folios, and
incidental folios
§
Posting: the process of recording transactions onto a folio
§
charge privileges: Enable a guest to make charge purchases at hotel
(requires a payment card or a direct billing authorized at
registration)
§
voucher :details a single transaction to be posted to an account
§
point of sale: Describes the physical location at which goods or
services are purchased. ( all hotel revenue centers: restaurants,
lounge, services, shops)
§
ledgers: Summary grouping of accounts
guest ledger Set of guest accounts that correspond to
registered hotel guests
city ledger: collection of all non-guest accounts (credit card or
direct billing)
§
Creation and maintenance of accounts:
Credit monitoring
Floor limit: the amount of money above which credit card
transactions must be authorized by the issuing credit card
company.
House limit: the amount limit on the amount the guests can
charge to their accounts without partial settlement.
High-balance accounts: account that approaches its credit
limit
§
Types of Transactions
Cash payment : At the front desk, it is posted as credits and
decreases the balance of the account.
Charge purchase: Deferred payment transactions, which
increases the outstanding balance of the account. (Must be
communicated to the front desk for proper folio posting
through means of a charge voucher)
Account correction: Resolves a posting error on a folio
through means of a correction voucher ( Made on the same
day the error is made )before the night audit
Account allowance: Used to decrease a folio balance for
compensation for poor service or rebates for coupon
discounts ( Used to correct a posting error detected after the
night audit)
Account transfer: The charge is transferred from one account
to another.
Cash advance: Cash paid by the cashier on behalf of the guest
for some expense ( Considered as debit transactions)
Cash banks: An amount of cash assigned to a cashier so that
he or she can handle the various transactions that occur
during a particular work shift
Overage- – Occurs when the cashier returns less cash to
the guest than required.
®
Shortage- Occurs when the cushier returns more cash
to the guest than required
®
§
Chapter 3.4
Major functions of the front office during check-out
Three major functions
Resolving outstanding guest account balances
Updating room status information
Creating and updating guest history record
§
Methods of settlement
Procedures of cash payment in full:
Destroy the guests credit card voucher created at registration
Release a hold on the guest's credit card
Debit card settlements are considered cash payments
Settlements are customarily handled in local currency
§
credit card transfer:
The guest signature on a credit card slip or a copy of folio
completes the transaction
Move the account balance from the guest ledger to a credit
card account in the city ledger
Tracked until the payment is received from the credit card
company
§
direct billing transfer:
Move the account balance from the guest ledger to a direct
billing account in the city ledger
The guest should sign the folio, and the charges will be billed
to the guest or sponsoring company
Direct billings are usually prearranged.
§
Unpaid account balances:
Three common reasons:
A departing guest honestly forgetting to settle his/her
account
Skippers
Late charges – A transaction that is posted on the guest
account after checking out and closing the account
§
Account aging
Method of tracking and managing past due accounts
Less than 30 days- current
Older than 30- overdue
Older than 90- delinquent
§
Operating Ratios
Occupancy %-
(#rooms sold/ # of rooms available for sale) X 100
§
ADR
Total room revenue/ # of rooms sold
§
RevPAR
Total room rev/ number of rooms available for sales
§
Why is REVPAR a better performance indicator than ADR and
Occupancy rate?
ADR doesn't consider occupancy rate
Occupancy doesn't consider the price the rooms are sold at
Because it indicates how much money you're actually making,
it considers both occupancy and ADR
§
Chapter 4
House keeping function overview:
Maintain a high standard of cleanliness, maintenance, and upkeep
of guestrooms an public areas
§
Largest department in a hotel
§
Most important supporting department for FOH
§
Highest turnover rate in industry
§
Independent hotel division in some hotels
§
Housekeeping Staff- responsibilities of the staff
Executive housekeeper:
schedules personnel 15 days in advance, but constantly
change the schedule as the house count changes
Documents needed to effectively schedule
Weekly rooms forecast
®
3 day rooms forecast
®
Daily occupancy report
®
§
Assistant
§
Inspectors
§
Housemen
§
Room attendants
§
Runners
§
Number of room attendants needed- (Minutes required to clean a room x
number of rooms to be cleaned per day) / 60 / 8 (8 hour shift) =
Ex: Required cleaning time= 30 minutes & 250 rooms to clean
30* 250 = 7,500 minutes / 60 = 125 hours / 8 hour shifts = 16
30*250=7,500 / 60 = 125 / 8 = 15.625
§
Types of work shifts:
Stacked shifts- shifts are not overlapped (e.g., day and night shifts)
§
Staggered shift- scheduled to arrive and depart at different times of
day
§
Split shift- employees work day is split into two or more parts
§
Turnover
Causes of turnover:
Bad working conditions
§
Low pay/ no benefits
§
Poor supervision
§
Poor training
§
§
Turnover rate=
(Number of separations during the period/ average # of
employees during the period)*100
§
Average number of employees = (number of employees at
beginning + number of employees at the end) / 2
§
Ex: 40 employees at beginning of year
§
16 new hires
§
20 employees left
20/((40+36) /2) X 100 = 52.6316 %
®
§
§
Inventory Control
Operating par stock
Min level of linen inventory to meet daily operational
demands
§
Ideal par stock level - 4-5 times the amount of daily use
§
Hotels with own laundry plant can reduce the par stock level
Outsourced laundry vs. in house laundry
Consider initial capital requirements and
operating costs
®
Green laundry- ozone laundry system
®
§
§
Chapter 5
Hotel sales and marketing department: Main focus of the department is
traditionally on personal selling to group clients
Sales calls
Types:
Prospect calls (Cold calls)
Strictly fact finding or exploratory
®
Public relations calls (Service calls)
Made on groups or individuals who are already clients
®
Presentation calls (appointment calls)
Made to groups or individuals to explain how your
property can meet their needs and to ask for their
business
®
§
Group Bookings
Request for proposal (RFP)
A solicitation, often made through a bidding process, by a
group (meeting planners) interested in hotel service, to hotels
to submit a proposal
§
Block
An agreed-upon number of rooms set aside for members of a
group
Attrition clause: A payment is required to make up for unused
blocked rooms
§
Function book
Manages and controls meeting and banquet space
Contains basic information about the meeting
§
Guestroom control book
Monitors the number of guestrooms committed to groups
§
Function sheet (Banquet event order- BEO)
Provides details to employees concerned with a specific food
and beverage function or event room set-up
§
Marketing plan
A comprehensive blueprint that outlines an organization's overall
marketing efforts
Explains what your target market is, what your marketing
strategy is, and how you execute it
§
Major components of a marketing plan
Analysis of the property's products and services
Internal marketing audit
Performance (revenue by departments,
occupancy, RevPar)
®
Guest profile
®
Reservation channels
®
Group sales, ect
®
Situational Analysis
Macro environment (P.E.S.T) scanning
Political
Economical
Social
technology
®
Competition analysis
®
§
Market segmentation
Division of the market or population into subgroups
with similar preferences and priorities
®
Used to identify the target customers
®
Basic market segmentation methods
Geographic: Location
Demographic: Age/Gender/Income/Education
Psychographic: personality/lifestyle/values
(healthy)
Behavioral:
®
§
Marketing objectives: SMART
Specific
®
measurable
®
Attainable
®
Relevant
®
Time-bound
®
§
Marketing Strategy
The focus of the strategy must be the objectives to be
achieved
®
Marketing 4ps
®
§
Detailed Action Plans
Implanting the marketing strategy
®
§
Marketing budget forecast
§
Assessment procedure
§
Exam 2
Tuesday, March 27, 2018 11:01 AM
Unlock document

This preview shows pages 1-3 of the document.
Unlock all 8 pages and 3 million more documents.

Already have an account? Log in
Chapter 3-3, 3-4, 4, & 5
Chapter 3.3:
Front office communications
Tools used to communicate at the front office
Transaction file: A chronological journal that lists unusual
events, guest complaints, or requests
Information directory: Contains info to answer guest
questions
Common guest questions involving local restaurant
recommendation, transportation companies, directions,
®
Reader board: Displays info regarding daily events
§
Front office accounting terminology
Account: A collection of all transactions incurred by a guest
§
folio: A statement of all transactions affecting the balance of a
single account
Guest folios, master folios, not-guest folios, room folios, and
incidental folios
§
Posting: the process of recording transactions onto a folio
§
charge privileges: Enable a guest to make charge purchases at hotel
(requires a payment card or a direct billing authorized at
registration)
§
voucher :details a single transaction to be posted to an account
§
point of sale: Describes the physical location at which goods or
services are purchased. ( all hotel revenue centers: restaurants,
lounge, services, shops)
§
ledgers: Summary grouping of accounts
guest ledger Set of guest accounts that correspond to
registered hotel guests
city ledger: collection of all non-guest accounts (credit card or
direct billing)
§
Creation and maintenance of accounts:
Credit monitoring
Floor limit: the amount of money above which credit card
transactions must be authorized by the issuing credit card
company.
House limit: the amount limit on the amount the guests can
charge to their accounts without partial settlement.
High-balance accounts: account that approaches its credit
limit
§
Types of Transactions
Cash payment : At the front desk, it is posted as credits and
decreases the balance of the account.
Charge purchase: Deferred payment transactions, which
increases the outstanding balance of the account. (Must be
communicated to the front desk for proper folio posting
through means of a charge voucher)
Account correction: Resolves a posting error on a folio
through means of a correction voucher ( Made on the same
day the error is made )before the night audit
Account allowance: Used to decrease a folio balance for
compensation for poor service or rebates for coupon
discounts ( Used to correct a posting error detected after the
night audit)
Account transfer: The charge is transferred from one account
to another.
Cash advance: Cash paid by the cashier on behalf of the guest
for some expense ( Considered as debit transactions)
Cash banks: An amount of cash assigned to a cashier so that
he or she can handle the various transactions that occur
during a particular work shift
Overage- – Occurs when the cashier returns less cash to
the guest than required.
®
Shortage- Occurs when the cushier returns more cash
to the guest than required
®
§
Chapter 3.4
Major functions of the front office during check-out
Three major functions
Resolving outstanding guest account balances
Updating room status information
Creating and updating guest history record
§
Methods of settlement
Procedures of cash payment in full:
Destroy the guests credit card voucher created at registration
Release a hold on the guest's credit card
Debit card settlements are considered cash payments
Settlements are customarily handled in local currency
§
credit card transfer:
The guest signature on a credit card slip or a copy of folio
completes the transaction
Move the account balance from the guest ledger to a credit
card account in the city ledger
Tracked until the payment is received from the credit card
company
§
direct billing transfer:
Move the account balance from the guest ledger to a direct
billing account in the city ledger
The guest should sign the folio, and the charges will be billed
to the guest or sponsoring company
Direct billings are usually prearranged.
§
Unpaid account balances:
Three common reasons:
A departing guest honestly forgetting to settle his/her
account
Skippers
Late charges – A transaction that is posted on the guest
account after checking out and closing the account
§
Account aging
Method of tracking and managing past due accounts
Less than 30 days- current
Older than 30- overdue
Older than 90- delinquent
§
Operating Ratios
Occupancy %-
(#rooms sold/ # of rooms available for sale) X 100
§
ADR
Total room revenue/ # of rooms sold
§
RevPAR
Total room rev/ number of rooms available for sales
§
Why is REVPAR a better performance indicator than ADR and
Occupancy rate?
ADR doesn't consider occupancy rate
Occupancy doesn't consider the price the rooms are sold at
Because it indicates how much money you're actually making,
it considers both occupancy and ADR
§
Chapter 4
House keeping function overview:
Maintain a high standard of cleanliness, maintenance, and upkeep
of guestrooms an public areas
§
Largest department in a hotel
§
Most important supporting department for FOH
§
Highest turnover rate in industry
§
Independent hotel division in some hotels
§
Housekeeping Staff- responsibilities of the staff
Executive housekeeper:
schedules personnel 15 days in advance, but constantly
change the schedule as the house count changes
Documents needed to effectively schedule
Weekly rooms forecast
®
3 day rooms forecast
®
Daily occupancy report
®
§
Assistant
§
Inspectors
§
Housemen
§
Room attendants
§
Runners
§
Number of room attendants needed- (Minutes required to clean a room x
number of rooms to be cleaned per day) / 60 / 8 (8 hour shift) =
Ex: Required cleaning time= 30 minutes & 250 rooms to clean
30* 250 = 7,500 minutes / 60 = 125 hours / 8 hour shifts = 16
30*250=7,500 / 60 = 125 / 8 = 15.625
§
Types of work shifts:
Stacked shifts- shifts are not overlapped (e.g., day and night shifts)
§
Staggered shift- scheduled to arrive and depart at different times of
day
§
Split shift- employees work day is split into two or more parts
§
Turnover
Causes of turnover:
Bad working conditions
§
Low pay/ no benefits
§
Poor supervision
§
Poor training
§
§
Turnover rate=
(Number of separations during the period/ average # of
employees during the period)*100
§
Average number of employees = (number of employees at
beginning + number of employees at the end) / 2
§
Ex: 40 employees at beginning of year
§
16 new hires
§
20 employees left
20/((40+36) /2) X 100 = 52.6316 %
®
§
§
Inventory Control
Operating par stock
Min level of linen inventory to meet daily operational
demands
§
Ideal par stock level - 4-5 times the amount of daily use
§
Hotels with own laundry plant can reduce the par stock level
Outsourced laundry vs. in house laundry
Consider initial capital requirements and
operating costs
®
Green laundry- ozone laundry system
®
§
§
Chapter 5
Hotel sales and marketing department: Main focus of the department is
traditionally on personal selling to group clients
Sales calls
Types:
Prospect calls (Cold calls)
Strictly fact finding or exploratory
®
Public relations calls (Service calls)
Made on groups or individuals who are already clients
®
Presentation calls (appointment calls)
Made to groups or individuals to explain how your
property can meet their needs and to ask for their
business
®
§
Group Bookings
Request for proposal (RFP)
A solicitation, often made through a bidding process, by a
group (meeting planners) interested in hotel service, to hotels
to submit a proposal
§
Block
An agreed-upon number of rooms set aside for members of a
group
Attrition clause: A payment is required to make up for unused
blocked rooms
§
Function book
Manages and controls meeting and banquet space
Contains basic information about the meeting
§
Guestroom control book
Monitors the number of guestrooms committed to groups
§
Function sheet (Banquet event order- BEO)
Provides details to employees concerned with a specific food
and beverage function or event room set-up
§
Marketing plan
A comprehensive blueprint that outlines an organization's overall
marketing efforts
Explains what your target market is, what your marketing
strategy is, and how you execute it
§
Major components of a marketing plan
Analysis of the property's products and services
Internal marketing audit
Performance (revenue by departments,
occupancy, RevPar)
®
Guest profile
®
Reservation channels
®
Group sales, ect
®
Situational Analysis
Macro environment (P.E.S.T) scanning
Political
Economical
Social
technology
®
Competition analysis
®
§
Market segmentation
Division of the market or population into subgroups
with similar preferences and priorities
®
Used to identify the target customers
®
Basic market segmentation methods
Geographic: Location
Demographic: Age/Gender/Income/Education
Psychographic: personality/lifestyle/values
(healthy)
Behavioral:
®
§
Marketing objectives: SMART
Specific
®
measurable
®
Attainable
®
Relevant
®
Time-bound
®
§
Marketing Strategy
The focus of the strategy must be the objectives to be
achieved
®
Marketing 4ps
®
§
Detailed Action Plans
Implanting the marketing strategy
®
§
Marketing budget forecast
§
Assessment procedure
§
Exam 2
Tuesday, March 27, 2018 11:01 AM
Unlock document

This preview shows pages 1-3 of the document.
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