How-to guides for SunPMS

Set up a new hotel

• Add a building Open Property Setup > Building, click Create Building, type the Building Name and click Save.
• Add a floor Open Property Setup > Floor, click New Floor, type the Floor Name and click Save.
• Add a room type Open Property Setup > Room Type, click New Room Type, fill Code and Room Type Name, choose the Tax Name, and…
• Add rooms Open Property Setup > Room, click New Room, enter the Code (the Room Name fills in), choose Room Type…
• Add a tax Open Property Setup > Financial Settings > Tax, click New Tax, type the Tax Name, choose the Tax Type and…
• Set or change the tax rate Open Tax Configuration, click Create Tax Configuration, choose Tax Applicable From, the Tax Name and the…
• Add a rate type Open Rate Type, click New Rate Type, enter Code and Rate Type Name, pick the period and Save.
• Set room rates for the first time Open Pricing & Availability > Rate Manager (Rate Manager), click Bulk Update, choose the date range, rate…
• Add a staff user Open User, click New User, fill the login info and personal info, tick the properties in Property Access…
• Set up basic property settings Open the Property Setup hub, Configuration group, and review Rental Setting, Feature Setting and Night Audit…
• Add a payment type Open Payment Type, click New Payment Type, enter Code, PaymentType Name and Payment Category, and Save.
• Create a chargeable item Open Other Charges, click New Other Charge, fill Code, Charge Name, category and Charge Rate, tick Taxable…

Daily front desk

• Walk-in check-in Click New Folio, enter the guest, choose a room, check the rate and click Check In.
• New reservation Click New Folio, set a future Check-In Date, pick the room type (and room), fill the guest, choose Confirmed…
• Group booking Open Reservations > Group folio, enter the Group Name and dates, click Create Group, then add rooms with…
• Advance payment or any payment Open the folio, go to the section Take payment, choose the Type, type the Amount, click Add Payment, then…
• Security deposit Turn on Deposit in Feature Setting, then on an in-house folio choose a Deposit Type when you add the…
• Change room Open the in-house folio and click More > Change Room, pick the new room and click OK.
• Extend a stay Open the folio, increase Days or move Check-Out Date & Time later, check the rent and click Save.
• Shorten a stay Reduce Days or set an earlier Check-Out Date & Time and Save. You need the privilege Ability to reduce stay…
• Early check-out Move the departure date to today (or tomorrow at the latest) with Days or Check-Out Date & Time, bring the…
• Late check-out and overdue guests To allow a guest a later time today, open the folio and change Check-Out Date & Time, then Save.
• Early check-in There is no separate early check-in button. If the room is ready, open the reservation (dated today) and…
• Cancel a reservation Open the reservation and click Cancel, or use Cancel Reservation in the row menu of Search Reservation, then…
• Mark a no-show Open the reservation on or after the arrival date, click the Noshow status chip and Save.
• Reactivate a cancelled reservation In Search Reservation choose the Cancelled chip, Search, then the row menu > Active Reservation.
• Extra bed or extra person For an extra guest, raise Adult or Child in Guests in the room (section Guest);
• Add charges Open the folio, click Other charges, choose Category and Charge, set Rate and Qty, click Add, OK, then Save.
• Give a discount On the folio click the Discount line in Charges & balance, tick what to discount, enter a percentage or an…
• Split the bill Open the saved folio, click the Print Folio icon in the header > Split Folio, tick the rent, charges and…
• Transfer a charge or payment Use the Room / Guest tab of Take payment to settle one folio from another in-house folio, or the Sales &…
• Refund a payment Open the folio, click Payments, press the Refund icon on the payment line, enter the Refund Amount and save.
• Check out and print the invoice Open the in-house folio, take payment for the Balance Due, click Check Out, then use the Print Folio icon >…
• E-mail the invoice or confirmation Open the saved folio, click the Email Folio icon in the folio header and choose the document (for example…
• Lost and found Open Lost & Found, pick the tab Lost Item or Found Item, click Add, enter the Item Name and details, and…
• Block a room (DNR / maintenance) Room blocks are in Housekeeping > Room Maintenance (button Add Block Room).
• Find a reservation For a quick look type a name, folio number, phone or reservation ID in the search box of the top bar (Ctrl+K…
• Undo a check-in Open the folio on the same day and click More > Undo, choose the room status to return to, type the Undo…
• Correct guest details on a booking Open the folio, click Guest details in the section Guest, change the details and Save the folio.

Guests

• Search the guest database Open Guests > Guest Search (page Guest Database), type name or document in the filters and click Search.
• Merge duplicate guests In Guest Search tick the duplicates, choose Guest Consolidate, pick the Master Rec. and click Consolidate.
• Update ID details Open the folio, find the document in the section Documents, edit it (Edit) or click Add Document for a new…
• Scan or upload ID and signature In the folio section Documents click Add Document, pick Doc.Type, then upload or capture the front and back…
• Approve online check-in Open Guest Services > Pending Approvals, double-click the guest, compare the details and click Approve (or…
• Send the guest portal link Open Guest Services > Arrival List, use the row menu to send or copy the Guest Link, or use the Guest link…

Rates and availability

• Change a rate for a date Open Pricing & Availability > Rate Manager, pick the rate type, click the rate cell of the room type and…
• Bulk update rates In the Rate Manager click Bulk Update, choose the date range and week days, the rate type, the room types…
• Close dates, stop sell, CTA / CTD Open Restriction in the side menu and choose Stop Sell, Closed to Arrival (CTA) or Closed to Departure (CTD).
• Minimum or maximum stay Open Restriction > Minimum Length of Stay (Min LOS) (or Maximum Length of Stay (Max LOS)), choose the Rate…
• Sync to OTAs Normal changes (rate, stop sell, bookings) are sent automatically.
• Bind room type rates Mark one room type as Base Type, then in Room Type Binding And Occupancy (or the Room Type Binding button of…
• Check availability and occupancy Open Pricing & Availability > Rate & Availability Summary, choose 1-3 weeks, switch on the layers Occupancy…

Housekeeping

• Change room status Open Housekeeping > Change House Keeping Status (page Room Status Board), pick the current status tile at…
• Assign rooms to housekeepers Open Housekeeping > House Keeping Room Assignment, pick the group, tap rooms and press Assign on a…
• Print the housekeeping sheet Open Housekeeping > Housekeeping Report, choose Date, Group and the Room Status list, then click Print (PDF)…
• Create a Housekeeping Mobile user Make sure the property has the Housekeeping Mobile licence (Property Setup > Licences;
• Report damage from a room and handle it The housekeeper opens the room, taps Report issue, adds photos and sends it.

Accounts and audit

• Start a shift After login, if Shift Operation is on, the page Open your shift opens.
• Run the night audit Open Billing > Night Audit. Work through the three parts: 1 Review the guests, 2 Choose what the audit does…
• End a shift and cash up Click your name in the top bar > Sign Out, answer Yes, count the cash in the Denominations table and click…
• Daily collection report Open Reports in the side menu, category Daily Reports, open Daily Collection (or Daily Collection Payment…
• Tax report Use Tax Detail for one day and Monthly Tax Detail for a month, from Reports in the side menu.
• End-of-day report Use Reports > Daily > Daily or Daily Sheet for revenue, collection and reconciliation of one day.
• Extra income Open Billing > Extra Income, click Add Income, choose the category, who paid, payment type and amount, then…
• Extra expense Open Billing > Extra Expense, click Add Expense, fill category, Paid To, payment type and amount, then Save.
• Business source (company / agent) invoice Charge the folio to the partner in the Sales & Channels tab of Take payment, then in Creditable Sales &…
• Authorize or charge a card on file Open Billing > Credit Card Reservation Authorization, pick the Arrival Date, click Show, tick reservations…
• Release a card authorization Open Billing > Credit Card Release Authorization, click Find, tick the rows and click Release.
• Undo a payment Open the folio > Payments, click Edit to correct it or Delete to remove it, confirm and Save.
• Post no-show or cancellation revenue If Manual Posting No-Show/Cancel Revenue is on in Rental Setting, open Billing > Noshow/Cancel Revenue…
• Undo a checked-out folio Open Utility > Undo Transaction, Find, tick the folio and click Undo.

Administration

• Deactivate or reactivate a user How do I deactivate a staff user who left (or reactivate one)?
• Reset a password Users reset their own on the login page with Forgot password?.
• Create a role Open Roles, click New Role, enter Code, Role Name, Remark and Save.
• Change role privileges Open Assign Transaction Privileges (screens, buttons) or Assign Report Privileges (reports), click the role…
• Change property settings Find the setting in the table of the Settings overview, open its screen, change it and click Save, then…
• Rename titles and labels Open Localization Setting, edit the Display Title Settings you want (for example Room Title, New Folio…
• E-mail templates Open E-Mail Templates, click Create Email Template (or the template name), write the text with merge fields…
• Licences The owner opens Licences, clicks Buy, Upgrade, Renew or Buy more on the card (or Request this suite on a…
• Buy a licence after the free trial The owner clicks Buy licence on the landing-portal banner (or Request a licence in the Licence needed…
• IP whitelist The owner adds the hotel's public IPv4 address in the landing portal (Create IP WhiteList) and keeps Apply…
• Unlock a user An administrator opens User, clicks the locked user (Lock icon in the list) and clicks Unlock.
• Switch property Click Change property (apps icon) at the right end of the top bar (on a phone: your name or avatar > Change…
• Switch to the simplified (guided) folio and group screens, or back Open Property Setup > Feature Setting, tick (or untick) Simplified Check-In / Reservation Screen and…

Team chat and notifications

• Start a chat with a colleague Click the chat button in the top bar, click + (New chat), search the name, click the person, type and press…
• Create a group chat Chat button, +, tab New group, type the Group name, tick the people, Create group.
• Create a channel for a team Gear, Channels and settings, under New channel type the name, choose who is in it, Create channel.
• Send a file or a picture in chat Open the chat, click the paper clip (or drag a file in, or paste with Ctrl + V), wait for the size to show…
• Chat with the car park or the restaurant (linked apps) Chat button, +, tab Linked apps, click the person (the badge shows the app, for example SunParking), write…
• Switch chat with linked apps on or off and check the link Chat button, link icon (Linked apps), click the switch Chat with linked apps.
• Retry a message that was not delivered to another app Click Retry next to the red warning under your message. An administrator can use Retry all in Linked apps >…
• Mute a chat or set Do not disturb Open the chat and click the bell icon in its header, choose how long.
• Give a role the chat rights In Assign Transaction Privileges click the role, search Communication, tick Access to Communication (chat)…

Which report shows...?

• Occupancy percentage Daily Summary (today, month and year occupancy), Monthly Statistics (per day for a month), Occupancy Chart…
• ADR and RevPAR Daily Summary gives today, month-to-date and year-to-date ADR and RevPAR.
• Arrivals Reports > Guest Reports > Arrival. For a quick on-screen list use Guest Account Ledger > Reserved Guests…
• Departures and pending check-outs Guest Reports > Departure for departures, Remaining Guest Checkout for guests still in house who should have…
• In-house guest list Reports > Guest Reports > Guest List (with ID and phone) or the screen Guest Account Ledger > In-House…
• Monthly revenue Reports > Monthly Reports > Monthly (or Monthly Sheet). Monthly Sales ranks rooms by earnings;
• Card payments Daily Credit Card Collection (one day), Credit Card Activity (activity), Monthly Credit Card (month).
• Tax-exempt stays Monthly Tax Exempt lists exempted stays; Monthly Tax Exempt Claim lists the amount to claim.
• Rooms sold Monthly Room Sold (per day) or Yearly Room Sold (per month).
• Revenue by room type Which report shows revenue by room type?. Reports > Room Reports > Revenue By Room Type.
• Balances owed Daily Balance (in-house guests owing tonight), Guest Ledger (unsettled folios at a date), Monthly Balance…
• Deposits held Advance Deposit Ledger (advances on future bookings), Inhouse Deposit Ledger (in-house deposits), Daily…
• Refunds Monthly Refund for refunds, Monthly Bad Debts for write-offs.
• Cancellations and no-shows Reservation Detail lists all reservations including cancelled and no-show;
• Revenue by booking source Monthly Sales & Channels and Sales & Channel Summary; Sales & Channel ADR shows the best channel by ADR;
• Agent commission Reports > Monthly Reports > Monthly Commission. To record the partner's invoice and pay it use…
• Company / agent aging Sales & Channel Aging and Account Receivable show amounts partners owe, by age.
• Staff activity Desk User Activity for actions, Cashiers and Daily Shift for money per user and shift.
• Room changes and room history Change Room lists room moves; Room History lists everything that happened in a room.
• Rate and restriction changes Room Type Rate Change and Room Type Restrictions Change for the calendar;
• Extra charges sold Daily Other Charge (day), Monthly Other Charge and Monthly Other Charge Columnar (month).
• Year comparison MTD/YTD Comparision puts a period (the month to date) and the year to date next to the same days of last…
• Housekeeping tasks and requests House Keeping Summary for tasks done; Special Request for guest requests for a date.
• Blocked rooms Reports > Room Reports > Block Room, or the screen Housekeeping > Room Maintenance (grid with Room, Blocked…
• Group payments Reports > Ledger Reports > Group Ledger. To allocate, open the group and use Payments (Payment Allocation).
• Most frequent guests Reports > Guest Reports > Most Stayed Guest ranks your guests by the number of checked-in stays that arrived…

More guides

• How to connect SunPMS with SunParking, SunPOS and SunHardware Who: the owner (main user) of the groups. Time: about one minute per link.