DESIGN AND IMPLEMENTATION OF A

COMPUTERIZED HOTEL BUSINESS BILLING SYSTEM.

(A CASE STUDY OF MODOTEL HOTEL LIMITED ENUGU)

PRESENTED TO

DEPARTMENT OF COMPUTER SCIENCES

INSTITUTE OF MANAGEMENTS AND TECHNOLOGY,

ENUGU,

(I.M.T) ENUGU STATE.

BY

------------------

-------

IN PARTIAL FULFILMENT OF THE REQUIREMENT

FOR THE AWARD OF ----------

IN

COMPUTER SCIENCE.
 CERTIFICATION

I certify this project work was fully carried out by ---------- of

computer science Department, Institute of Management and

Technology Enugu.

……………………………….

---------------
PROJECT SUPERVISOR

………………………………..

PROJECT CO-ORDINATOR

………………………………….

EXTERNAL EXAMINER.
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DEDICATION
This project is dedicated to the honor and glory of God
Almighty.
 ACKNOWLEDGEMENT

I am using this medium to express my hearty gratitude to

those who have “fathered” this project to a successful

completion. By the grace of God Almighty for deserve

commendation. Million thanks go to God Almighty for

sustaining me throughout my academic journey in Institute of

Management and Technology, Enugu.

My gratitude goes to my supervisor and my H.O.D MR

-------- whose fatherly advice was very inspirational and

educational to me in approaching this project. His patience and

pains to read through the manuscript and make corrections are

hereby acknowledged. I am also indebted to all the lecturers of

the department of computer science for teaching us well.

The success of this project is the good foundation they

have laid for me. My immeasurable thanks go to my dad and

mum MR\MRS -------- and DR. --------, P.R.O. Mooted Hotels

limited, my sisters and brother’s in-laws, friends and course-

mates, may the good God bless every one of you Amen.
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ABSTRACT

This work is carried out to identify and discuss the need for a

computer system in hotel business billing system. A hotel

business is a hospitality industry which caters for both leisure

and well being of its guest. The duties of hotels are to offer

accommodation to their guest and to render services to them.

These services are usually personal.

The focus on this topic is to introduce computer in the

allocation of rooms and billing system of a hotel. The current

process of billing is being operated manually and due to this

procedure numerous problem are been encountered. A design

was taken to computerized the manual process in order to

check this problem. The problems were identified after series of

interviews and examination of documents after which analysis

was made and a computerized procedure recommended. This

project will also suggest how to successfully implement the

computerized procedure and to overcome the obstacle that

would hinder the successful implementation of the system. The

new system was designed using Microsoft visual basic 6.0

programming language. This language was chosen because of

its easy syntax and features for developing windows based

applications.
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TABLE OF CONTENTS

Cover page

Title page

Certification

Dedication

Acknowledge

Abstract

Table of content

CHAPTER ONE

1.0 Introduction

1.1 Background of the study

1.2 Statement of problem

1.3 Purpose of study

1.4 Objective of study

1.5 Scope of the problem

1.6 Definition of terms

 CHAPTER TWO

2.0 LITERATURE REVIEW

CHAPTER THREE

3.0 OVERVIEW OF THE EXISTING SYSTEM

3.1 Description analysis of the existing system

3.2 Method of data collect

3.2.1 Interview method

3.2.2 References to written text

3.4 Process analysis

3.5 Out analysis

3.6 Problem of the existing system

3.7 Justification for the new system.

CHAPTER FIVE

5.0 IMPLEMENTATION

5.1 Program design

5.2 Program flowchart

5.3 Pseudo code

5.4 Source listing

5.5 Test Run

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CHAPTER SIX

6.0 RECOMMENDATION AND CONCLUSION

REFERENCES

APPENDIX
 CHAPTER ONE

1.0 INTRODUCTION
Hotel is defined by British law as a place where a bonafide

traveller can receive food and shelter, provided he is in a

position to pay and is in a fit condition to be received. Hence, a

hotel provides food and beverages, and lodging to travellers on

payment. In turn, it has the right to refuse a traveller is drunk,

disorderly, unkempt or is not in a position to pay for the

services.

The hotel industry is perhaps, one of the oldest

commercial endeavors in the world. The first inns date back to

the sixth century be and were the products of the urge to

travel, spurred by the invention of the wheel.

The earliest hotels were managed by husband and wife teams,

who provided large halls for travelers to make their own bed

and sleep on the floor. The entire cooking service and

recreation were provided by the husband and wife team and

his family.

It was in Europe that the birth of well managed hotel industry

took place on the shape of chalets and small hotels which

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provided variety of services. They were mainly patronized by

the aristocracy of the day.

The real growth of the modern hotel industry took place in the

United State of America in 1794. the real boom in hotel

building came in the early twentieth century. This period also

saw the beginning of chain operation under the guidance of E.M

stalker. It involved big investments, big profit and trained

professional to manage the business.

The management business billing of a hotel system was

virtually left in the hands of the front officers. The front office

in hotels is the department responsible for the scale of hotel

rooms through systematic method of reservation, followed by

registration and assigning of rooms to customers, it was

usually done manually. This was boring and cumbersome in

hotels that still operate manually today. This development in

hotel business billing system continued gradually until recently

when computer was invented as an electronic method of

processing data, computer can be defined as an electronic

device that accept input, manipulated data and produces

information which is the output, as required. Computerization

of hotel business billing system: a focus on the lodging system

of a hotel, therefore, the application of computer in the lodging

system of a hotel. A hotel which operated a computerized

system will ensure that the program carries provision for

different tariffs, locations and individual guest preferences.

Details of each room are stored within the memory and as a

guest registers the guest list is immediately updated while that

particular room is removed from the list of those which are

available for letting. Because the system is so accurate, there

is little chance of two people being given same room.

1.1 BACKGROUND OF THE STUDY

The lodging system of Mooted Hotels Limited Enugu started

when this hotel was established in 1986. at its inception,

Mooted Hotels Limited inherited three modern hotels. There

were ninety three chalets at the time of its establishment.

These hotels were located at Enugu, IMO, Anambra. However

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they have since been improved upon with additional chalets,

better management and better services.

The management of Muddle Hotels Limited insists that

standard obtainable in its hotels of all types compare favorably

with the standards elsewhere. Each chalets is provided with a

room stewards, hot and cold water tub, wall-

To-wall carpet, air conditioner, television, refrigerator and

inter-com. The Cable News Network (CNN) is received in the

hotels through its satellite dish. The body managing the hotel

now at the apex of the management include-

1. The general manager

2. The company accountant

3. The company secretary

4. The operational managers

5. The public relations officer

6. The house keeper

7. The food and beverages manager

8. The number of staff are eighty

These are both junior and senior cadres.

1. Administration

2. Accounts

3. Restraurant

4. Bar

5. Kitchen

6. Laundry.

1.2 STATEMENT OF THE PROBLEM.

The introduction of computer in the hotel is to reduce

problem encountered on arrival and event at check out time by

guest’s customers and visitors to the hotel and by the reception

staff on their efforts to manually attend to each guest’s

requests going through the reception routine in the front office

by the guest is normally frustrating and time wasting. As guest

can be kept on his feet for several minutes waiting to be

attended to .the billing procedures in the cashier section are

similar to that of the front office. The staff at the cashier

section is also limited by their human capabilities.

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1.3 PURPOSE OF STUDY

The main aim of this study is design a computerized

reservation entry and guest billing system for timely services.

In hotel services, time is of essence.

Another objective of is to design a computerized system which

will ensure that the program carries provisions for different

tariffs, locations and individual guest preferences. The

computer will select the best available rooms for particular

reservation or offer an alternative, if the preferred room is

already taken or is not yet ready. The program will be flexible

enough to ensure that any special request by a guest can be

catered for.

1.4 SCOPE AND LIMITATIONS OF THE STUDY

The computerization of the hotel business billing system is

centered on the front office. (i.e. reception and cashier section)

of the Modotel hotel limited. A lot of limitations were encounter

during this study. Such limitations are:

1. Finance: this hindered my movement in the process of

gathering of facts.

2. Time: this is another constraint to my undertaking a more

comprehensive fact finding, since the period for this study

was very small compared to the actual work.

3. Lack of textbooks: this is also another major constraint in

the course of carrying out this work. One had to move one

library to another.

4. Protocols: I encountered series of protocols, often called

red tapism before I was granted interviews.

1.5 IMPORTANCE OF THE STUDY

There is a high hope that this project will solve those

problems the reception personnel encounter on the sale of

rooms in the hotel. A hotel which is computerized can, with

dispatch, answer inquires and write confirmation letters for

reservation, keep messages for guest’s, advice the hotel

management about regular guests, improve the level of

services the hotel offers to guest and monitor room services to

guests. It will greatly help the reception personnel to know the

number of room available and how many rooms that have been
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booked. This helps in updating of reservations. In a situation of

efficient services, the hotel will be attractive to guest and

visitors and thereby make profit.

1.6 DEFINITIONS OF PROCESSING

REAL TIME PROCESSING: Technique by which enter data

for immediate processing.

ON LINE PROCESSING: Also called transaction

processing,. It is the collecting and processing of data as

transaction occurs.

INFORMATION: When data undergoes certain

manipulations like calculation, sorting, amending etc. they

eventually become useful meaningful. In other words, they

become information.

DATA: Bit and pieces of fact and figures representing an

idea or event needed for processing to give out information.

FIED: A unit of information containing a group of related

data.

ARRIVAL: Time that a guest registers into the hotels.

ACCOMMODATION: The term simply refers to rooms.

BOOKING: Reservation of rooms.

CANCELLATION: When a room reservation is with drawn by

the guest.

CHECK-IN: Arrival of a guest who has registered at the

reception.

CHECK-OUT: Department of a guest who has settled his bills.

DEPARTURE: Time when a guest leaves the hotel.

DOUBLE ROOM: Room with one large- size bed.

GUEST: Person who uses the services of a hotel.

RECEPTION: Counter in a hotel that registers guests.

RESERVATION: Counter that receives documents on

reservation requests.

SKIPPER: A guest who departs without paying his bill.

SINGLE ROOM: Room with one bed.

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CHAPTER TWO
LITERATURE REVIEW
INTRODUCTION

A lot of reference and research works have been carried out in

a friendly manner. Literature, journals and computer

dictionaries have been uncovered based on this project topic

According to COLIN DIX and CHRIS BAIRD (1988)

“Room status handled by computer is accurate, and both easily

and quickly displayed. Details of each room are stored with the

memory and as a guest register; the guest list is immediately

updated, while that particular room is removed from the list of

those which are available for letting. Because the system is so

accurate, there is little chance of two people being given the

same room”.

They also started that “a hotel which operates computerised

system will ensure that the program carries provision for

different tariff, locations and individual guest preference. The

computer will select the best available room for a particular

reservation or offer alternatives, if the preferred room is

already taken or not yet ready. It is essential that the

programme is flexible enough to ensure that any special

request by guest can be catered for”.

They further said that: “A system of departmental notifications

and records has to be kept to ensure that the needs of the

guest and management are satisfied. In a hotel where

computer is in use these notifications and records pose no

problem at all. A computer system will usually include a facility

to exempt a guest from constantly registering at a hotel. The

system may automatically transfer booking details into a

registration document, or may be a storage system for those

guests who have stayed in the hotel before. This means that on

a return visit by a guest, the computer will search the files and

reproduce the registration details. A computer may be

programmed with details of any undesirable guest who may

have caused problem in the past, or been black listed”.

ANN THUNHUST (1990) from her own point of view stated that

“many establishments now use computer system with all the

advantage it brings like speed, reliability and versatility. As

soon as the reservation details are entered, the computer will

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check room availability and if the requirements can be met, it

records the booking in its memory”.

RONALD KINTON and VICTOR CASERANI (1994) stated in their

own book “with different software programs, computers are

also invaluable to hoteliers. Records of detailed information can

be kept for all advanced bookings, so that the hotel knows who

to expect, when the guest will arrive or depart and what kind of

room is required”.

They further stated that: “the computer can also assist by

writing the confirmation letters, keeping messages for guests

and advising the hotel manager about regular guests, so

improving the level of service the hotel offers. When a guest

arrives at the hotel the same information can be used to

produce a range of information for other departments”.

They equally pointed that “the housekeeper also needs to know

which rooms are being vacated so that linen can be changed

and the room prepared for the next arrival. It is often the mark

of a professional housekeeper to know the name of regular

guests and their individual preferences. These are often the

little details which make people feel welcome and will ensure

that they return on another occasion and the computer can

help by keeping all these information up to data”.

GRACE and JANE PAIGE (1977) from their own perspective

wrote that “hotels with computers programmed to produce first

class print out of future room and guest occupancy have an

advantage, but there is no guarantee that there will not be a

power or computer failure, and of course not all hotels have

computers. It is therefore, essential that reservation staffs are

able to project an accurate hand written forecast and this

requires knowledge, skill and experience”.

ROY HAITER (1994) stated that “in the 1960s and 1970s, rapid

development of electronic data processing extended the use of

computer to many walk of life and some of their most fruitful

application have been in service industries, in accounting,

banking and retailing as well as in as in hotels. More recently,

microelectronic technology brought their more widespread use

within reach of smaller hotel operations. Microelectronic

technology now makes possible cheap compact and reliable

electronic.”
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He further stated that “the new technology is fast and speed is

important in hotels- in responding to guest, travel agent or

tour operator inquiring about room availability, in effecting a

reservation, in linking the reservation with the registration of

guest, their charges and the settlement of account, accuracy is

important in hotel”.

The new technology is gradually becoming cheap to use,

cheaper than ordinary office machinery and with rising costs of

clerical labor in hotels, the scope for saving may be

considerable.

The main application of computer in hotels are, therefore,

being extended from their establishment role in reservation

system to front office procedures and guest accounting to

purchasing, stock control and general accounting function of

hotels to form integrated management information system

which

THOMAS OWENS, PERRY EDWARDS (1986) stated that “a more

complete definition of a computer is a machine that collects,

process, stores and reports data and covert data into

information”. They further stressed that “managers appreciate

the computer” speed and accuracy in financial applications

because it can:

Increase managerial effectiveness.

Reduce operating costs

Improve the effectiveness and efficiency of clerical workers.

Facilitate management of cash receipts and disbursements.

Add confidence in the reliability of data.”

These machines (computers) assist their users by saving time,

increasing efficiency, proving better service to customers,

reducing costs and increasing management effectiveness.

R. G. ANDERSON (1976) maintain that “computer in

management information system can be used in preparation of

management report (because of vast processing speed of the

computer) in a more appropriate time scale for the control of

operation and decision making than is possible by other

means”.

JUDITH EVANS stated that “lodging planning is usually done

manually but some experimental work has been done on

lodging planning by computer, and a high level of customer

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satisfaction is claimed since computer is programmed to take

account of current prices, serving on food purchased may be

achieved”.

J. R. S. BEAVIS and S. MELIK (1981) stated that “the particular

applications of electronic data processing, application of

electronic sales related information may be seen in three main

directions, reflecting the cycle of a guest stay from an initial

enquiry and reservation to the guest’s departure and

settlement of account”.

Like the density chart, a computerized reservation system

keeps the inventory, showing at a glance how many rooms of

each type are available or sold for a particular night. The

system also stores of each booking (as a reservation form and

a dairy dose) and these can be recalled, amended or cancelled

at anytime.

They sated “the value of a computerized system lies primarily

in the speed with which the information can be handled for

various purpose, even in the largest hotel in comparison with a

manual system it can be programmed to handled room

number, price and a wealth of other data including guest

histories to point out confirmation of a booking for the guest;

to produce arrival and departure lists; to analyse statistics of

advance booking”.

Computerization may be applied to a single hotel to central

reservation in which a central computer is linked to hotel in a

group and guests can reserve in one request rooms in any

hotel in a group. To make this possible, information about each

hotel must be accessible to the centre or to all the other hotels

so that the total inventory may be drawn upon making

reservations.

Computerization reservation follows essentially one or two

basic system in a full inventory system or a block system. The

full inventory systems allow and require reservation to be

allocated to a specific room. The system is akin to the use of a

conventional booking chart in common use in resort hotels.

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CHAPTER THREE

3.1 DESCRIPTION OF THE EXISTING SYSTEM

Description and analysis of the existing system of the

existing system is a stage of the study work that involves the

gathering of facts about the current system.

Here, the author is concerned with what is actually happening

in the existing system as well as what should happen to the

hotels practice and policy.

INVESTIGATION

Investigation in this case, consists of facts finding, findings

analysis and facts recordings.

FACTS FINDING

The collection of adequate facts about the existing system is

often helpful in revealing both its strengths and weaknesses.

To achieve this aim, the following techniques, among others,

were employed in the course of gathering facts.

INTERVIEW: The author embarked upon face to face

communication with the hotels personnel and customers in

Modotel Hotel Limited. Questions relevant to the topic were

asked and appropriate answers were given. These answer form

the basic work of the research.

OBSERVATION: By observation, it means that the author was

watching and recording the phenomena as they occurred.

These methods help her to witness the flow of transaction

between the guests and the front officers.

3.2 METHOD OF DATA COLLECTION

Inputs to the system are validated at different levels

These are:

i. Before input to the system.

ii. During data preparation.

iii. On input to the system.

iv. Within the operation program itself.

The three methods of data used in this design are:

i. INPUT CONTROL: This has to do with the inspection of

detected error before or as the data is being keyed into

the system. The guest receipts are scrutinized to

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ensure that each receipt bears the guest signature and

requires data.

ii. PROCESS CONTROL: The data formats are checked to

be of expected uniformity during processing by the

control programs.

iii. OUTPUT CONTROL: Control is taking to see that

accurate output is produced.

3.2.1 INTERVIEW METHOD: These are analysis of the

finding the researcher gathered.

Allocations of rooms were done immediately upon the arrival

of guests in the hotel.

The guests were expected to register at the reception desk

and make deposits covering the estimate amount of their

expenses for the entire length of their say.

A colour Perspex slider is used to show current state of the

room.
The help to minimize the risk of two people being given the

same room since more than one receptionist can register

guests and allocate rooms.

In the hotel industry, including MODOTEL Hotel limited, the

checkout time is 1.00pm noon. And if a guest wished to

delay his departure, a supplementary charge of 50% until

6pm and 100% after 6pm is made.

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3.2.2.1 REFERENCE TO WRITTEN TEXT

A lot of reference and research works have been carried out.

According to CHRIS BAIRD (1988) “Room status handled by

computer is accurate and both easily and quickly displayed.

3.3 PROCESS ANALYSIS

There are two types of guest registration routine namely:-

CHECK – IN

WALK –OUT

CHECK – IN: - This is type of registration routine carried out a

guest who has made previous arrangement with hotel either

through notification letter or phone. The guest registration card

is made ready for his collection on the said date since the guest

details have been given in the previous arrangement (by phone

or by letter or by fax). He will then take the card to the casher

section where the personnel will enter some of the guest

details on the registration from into a ledger which services as

a file for the guest. The casher will issue a guest passport card
which he will take to the reception where the key to his

allocated room is given to him.

WALK – IN: - This is a registration routine carried out on a

guest who has not made any previous arrangement with the

hotel. On the arrival of the guest, he is issued a registration

card to fill in, which will be taken to the casher before a key to

his allocated room will be given. Guest accounts, as services,

for example feeding, laundry etc, are being rendered to the

guest during his stay in the hotel. Finally, during check – out, a

copy of the ledger is given to the guest to validate against his\

her copy of receipts. This ledger reflects balances which contain

the guest bill.

3.4 OUT ANALYSIS CURRENT SYSTEM

After processing, the output from given to the guest during

check out is the main bill.

Samples of them are shown

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FOR DEPOSIT:

ENUGU STATE OF NIGERIA

MODOTEL HOTELS LTD NO. 026644

. CASH RECEIPT

I.H.L…………………..Date of receipt…………….200…………..

RECEIVED FROM………………………………………

THE SUM OF…………………………………………….

………………………..NAIRA…………………..KOBO

BEING……………………………………………………
Receive for N.00
N: K Or over requires 2k
Cashier / Manager / Receptionist
 Mr. / Mrs. / Miss………………………………IMHL FROM 3

………………………………………………No. 19477

Chalet No………………………………………..

DR. TO MODOTEL HOTEL LTD

ALL BILL ARE PAYABLE ON PRESENT

Date

Particulars N K N K N K N K N K

Brought forward

Accommodation

Room-service

Early morning

Tea

Breakfast

Luncheon

Afternoon tea

Dinner

Sandwiches and

Small clip

Wine (wholesale)

Spirit
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Minerals

And cigarettes

Bar

Telephone call

Service charge

Miscellaneous s / c

Purchase tax

Carried forward

Amount owed this week as show above

Amount owed previously per bill no…………...of …………….

Total amount now due and payable

Amount N : K receipt no……………….Date…………..signed….

Receptionist or supervisor
3.6 PROBLEM OF THE EXISTING SYSTEM

A lot of problem opposing the current system where

identified as the investigation exercise was being carrying

carried out. Such problem is in the areas of:

SPEED: In the manual system, the speed of operation was

found to be relatively slow and the process of producing ledges

(guest bills) was time consuming too. The guest usually had

to wait for long time to receive their final bill or balance.

ACCURACY: In calculation of guest final bills, there are often

some human errors observed during calculation of the total bill

and giving out the balance to guest discrepancies were

common, especially for guest who stay long.

INTEREST: making reservation at the reception during check

– in was found to be a tedious task since guests registration

were highly delayed due involved making the job boring.

3.7 JUSTIFICATION FRO THE NEW SYSTEM.

The approach that will be employed by the author no the mode

of processing of the new system are:

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ON-LINE PROCESSING

This is the type of processing in which job are ran in the

computer as they are received. This mode is usually required in

occasions that require quick response. It could be single use

system or time sharing system.

(1) SINGLE USER SYSTEM:

Thus is where one person makes use of the computer.

TIME SHARING SYSTEM: Thus is the system where many

user make use of the computer resources at a given time

through different terminals another person is making use of the

system.

REAL TIME PROCESSING:

This is mode of processing data so quickly that the result is

available to the use within such a time period as to as affect

the user activity of environment.

3.8 RECOMMENDATION:

The author recommends real-time processing mode to be

applied at the reception section for the following reasons,

namely:

(a) It is capable of processing data so quickly that result is

available to the user within the tie period as to effect the

users activity.

(b) It will be most economical and affordable to the front

office department.

(c) It will be easily operated and accommodated by a no

n-computer specialist must as the front office personnel.

(d) Finally, it will easily provide facilities for a restricted or

authorized file access.

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CHAPTER FOUR

DESIGN OF THE NEW SYSTEM

The modular programming approach is used, this system with

modules streamlined to performing specific functions. The

modules are:

I. EQUIRY: this is the module that will display the types of

rooms in the hotel amount payable for each per night and

amount to be deposited for each type of room per night.

II. OPENING A FILE FOR NEW GUESTS: This is the module

that create file for new guests as they arrive in the

reception section of the front office.

III. VUEWURG IF GVEST FERALLS: this module displays the

details of each guest on the screen.

IV. UPDATING OF GUEST FILE: This module helps to

update guest files.

V. FINAL BILL OUTPUT PROGRAM: This program

computes and outputs guest final bill for the guest verify

and pay due and balance issued if any.

4.1 OUTPUT SPECIFICATION AND DESIGN

This design start from the submitted by guest (as contained on

the registration card) the processing of the data (creation of

guest file) and the output desired information via the visual

display unit or the print out.

Guest arrives at the reception

section and fill registration
card Guest details display

File creation and

reservation booking

File creation registration card

Room chart display
cashier section for entry and
payment deposit

File creation registration card at cashier section for

entry and payment deposit

Printing of output
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FRONT OFFICE SYSTEMS BLOCK DIAGRAM

The major area of this work is the reservation, booking,

creation of guests file computation of guests bill and

subsequently, the display of guests details and printing of

guests final bill. The system block diagram chart above shows

what happens when a guest arrives at the hotel. When a guest

arrives, he will be given a registration card in creation of file

and booking. The receptionist will display the guests details on

the screen and also, display the room chart on the screen for

guest allocation of room. After that, the guest will go to the

cashier section to pay his deposit. His deposit receipt and his

room key will be given to him.

4.2 INPUT SPECIFICATION AND DESIGN

The aim of designing this new system is to produce

specification which will enable the complete and accurate

implementation of the system without going back to the user

for more information.

4.3 FILE DESIGN

CONTENTS OF FILES

FILE REPRESENT CHARACTER FILE WIDTH

TYPE

NAME & NAME OF GUEST ALPHABETIC 15

ADDRESS & PRIVATE ALPHABETIC 35

ADDRESS

NATION & NATIONALITY ALPHABETIC 25

ARRFROM & ARRIVING FROM ALPHABETIC 15

PASS PASSPORT NO. NUMERIC 7

ACCOUNT & ACCOUNT NO NUMERIC 7

COUNTRY & COUNTRY OF ALPHABETIC 15

ORIGIN

ARRDATE & ARRIVAL DATE NUMERIC 8

DEPART & DATE OF NUMERIC 8

DEPARTURE

DEPOSIT % ADVANCE NUMERIC 5

PAYMENT

ACCOMO % ACCOMMODATION NUMERIC 5

DAY % NO. OF DAYS NUMERIC 3

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ROSTAY

CHALET % ROOM NUMBER NUMERIC 3

OCCPASS OCCUPATION ALPHABETIC 10

FACTORS CONSIDERED IN THE DESIGN

To overcome the setbacks associated with the current

system, several factors considered in the design. Some of them

are the need for:

I. Accuracy in the computation and printing of guest bill.

II. A system that will have a backup measure to prevent loss

of data.

III. Updating of guest file to be guaranteed, so as to avert any

threat to guest privacy and safety.

 PROCEDURE CHART

RECEPTION TASKS GUEST

ACTION

Checks booking details Arrival

Registration
Checks registration card

Allocates room Goes to room

Notifies other departments

Opens bill

Passes charges
Uses hotel facilities

Passes mails and

messages

Checks outstanding charges close

bills Settles account

Notifies department or departure

Receives room back to re- let Guest departs

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PROCEDURE CHART OF FRONT OFFICE SECTION

The procedure chart shows the tasks that the front office

personnel (receptionist) carries out while the guest is staying in

the hotel and during his departure.

The receptionist checks booking details to see if there is vacant

room to let. If there is, he will give the guest registration card

to fill which he will use in keeping the guest details. After the

guest has finished paying his deposit, he will allocate a room to

him. He will then notify other department that the hotel has a

guest on so and so room. This alerts them to clean or prepare

the room for the guest.

The receptionist will open a bill for the guests to take account

of the guests expenses.

When the guest is leaving, the receptionist will notify other

department of his departure. He will check outstanding charges

and close the guest bill.

He will then receive the room key from the guest for re-letting.
 SYSTEM FLOW CHART OF A COMPUTERIZED

HOTEL BUSINESS BILLING SYSTEM

FILLING OF
STRATION

FILLED REGISTRATION
DATA FROM

IS NO
THERE ANY EXIT
VACANT
ROOM2

DATA ENTRY
THROOUGH KEYBOARD

CREATON OF GUEST
DISPLAY OF GUEST
FILE /BOOKING
DETAILS

UPDATING OF
FILE

FILE
STORAGE

PRINTED THROUGH
KEYBOARD
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PROCESSING OF BILL
FIG4.2 SYSTEM FLOW CHART PRINTED OUTPUTH OF
FINAL BILL

The flow chart shows the flow of data in the system.

The data is the information gotten from the registration card

the guest filed

The receptionist will key in this information in the computer, he

will use it in creation of guest file and store it in the computer.

4.6 SYSTEM REQUIREMENT.

There is a legal obligation on a hotel to obtain and keep for

twelve months certain information about every person who

stays there.

This is done by the help of registration card.

On arrival of the guest, he will be given a registration card by

the receptionist to fill containing important information like his

full name and nationality.

If the guest is from overseas, then he has to provide in

addition his passport number and place of issue and his next

destination and address there, if he knew.

ROOM – GUIEST REGISTRATION FROM.

N0 . 0011223 Branch…………..

Name……….. Proceeding to…….

Occupation……. Departure date…….

Address………… Kind of room……..

Required……….. ……………………

…………………. Advance payment…………

…………………… ………………………

Nationality ……….. Bill is to be

paid by……
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Passport no…………

…………………………

Place of issue………..

………………………

Arriving from………..

……………………….

Arrival date…………..

……………………….
 CHAPTER FIVE

5.0 IMPLEMEMTATION

In this chapter, I am concern with the actual implementation of

the newly design system with the use of a programming

language.

In this implementation, direct cut over is not going to be make

use of parallel cut over. Is both the old and the new system will

be work in parallel to each other to ensure that all necessary

correction are being made.

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PROGRAM DESIGN.

START A

SCREEN DESIGN
IS SERVIC
+ OPTION ES
=SERVI RENDE
CES RED
REND-
ERED
ENTER
N
PASS-
WORD

IS
S OPTION
=QUIT
SCREEN DESIGN

INPUT SELECT

END

IS
IS Y Y CUSTOMERS
OPTION INFO
OPTION BOOKS
=CUSTO-
=BOOKI ROOMS
MERS
NGA
ROOMS
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PROGRAM FLOWCHART

CUSTOMERS
INFO

CREATE EDIT VIEW EXIT

FILE NO FILE NO FILE NO MOVE TO

SSSSS+SS MENU

NAME SEARCH
DO RECORD
YOU
WANT STOP
SSEX END
STOP
DISPLAY THE
ADDRESS RECORD
EDIT
OCCUPA
PHONETION STOP
STOP
 PSEUDO CODE

SERVICE
RENDERED

ROOM NO

DISPLAY
ROOM TYPE

DISPLAY
PRICE

STOP
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SOURCE LISTING

BOOKING
ROOMS

CREATE

ROOM NUMBER

ROOM TYPE

PRICE

CUSTOMER
NAME

CHECK IN
DATES

CHECK OUT
DATES

STOP
 TEST RUN

BOOKING
ROOMS

CREATE EDIT VIEW EXIT

ROOM NO MOVE TO
ROOM NUMBER ROOM NO MENU

SEARCH
ROOM TYPE STOP

DO
YOU
PRICE WANT
END
IF
FOUN
CUSTOMER D
NAME
EDIT

CHECK IN
DATES
DISPLAY RECORD

CHECK OUT STOP

DATE
STOP

STOP
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CHAPTER SIX

6.0 DOCUMEN TATION

The operational manual for user consumption on the stop of

running program is detailed in this chapter. This provides a

step wine guide on how the program can be used effectively.

LANGUAGE USED

The language used in the development of these programs is

the visual BASIC language.

 CHAPTER SEVEN

7.0 RECOMMENDATUION AND CONCLUSION

RECOMMENDATIONS

The author recommendation that;-

I) the front office of the hotel should have links with airlines

network travel agents and hotel booking agents through

computer to make advance booking faster and simpler

through computer terminals.

II) The front office department should also have a local area

network system to ensure adequate information flow within

the department and the management and other branches of

the hotel.

III) the various personnel at the front should be trained or re-

educated on the proper operation of the new system.

IV)And finally, maintenance and repair of computer should be

done by professionals and adequate security and control

measures be introduced.
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CONCLUSION

Computer as an electronic device can be used in allocation of

rooms reservation of rooms and computing of guests bill.

Therefore, the author concludes that if the new system is

effectively implemented by the front office of the hotel, it with

eliminate the tedious work which are associated with the

making up of accounts re-registering of their constant guests

and assigning the same room to more than one guest.

The new system will improve efficiency and provide more

reliable and faster means of processing data.

And also promote the way in which rooms are located and

reserved since the old system is too slow in accomplishing all

those.

The author advice is that computer not be seen or made to

appear as a threat to the employees but rather as a design to

assist man in his work.

 REFERENCES:

ANDESON, RG. (1979) MANAGEMENT CONCEPT

TECHNIGUES
AND CASES JULAB PUBLISHERS LIMITED
IBADAN. PAGES 4133.

ANDRENS’S (1993) HOTEL FRONT OFFICE TRAINING MCGRAN

HILL PUBLISHING COMPANY LIMITED 11 TH

EDITION, pages 24-25

BEAVIS,J,R.S. MEDLIKS (1990) THE BUSINESS OF HOTELS.

FAKENLEN PRESS LINUTED. FAKENLEN

NORFOLK, ISTEDITION, pages 144-1447.

DIX, C.L,BAIRD C (1990) FRONT OFFICE OPERATIONS,PITMAN

PUBLISHING 128 LONG ACRE, LONDON

WXZE, pages 27,33,-

34,41,50,60,61,66,88.

EVANS J.(1974) CATERING IN SCHOOL AND COLLEGES.

JENKINS PRESS, LODON IST EDITION,

pages 48.

HAITER,R. (1994) SATIETY IN CATERING A GUIDE FOR

SUPER VISORS AND MANA GERS,PRINTED

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IN GREAT BRITAN BY SCOTPRIN G LTD,

MUSSEL BURGHT,PAGES 96.

KIN TON, R, CESSRANI, V. (1994) THE THEORY OF CATERING,

PRINTED BR BITER AND TANNER LIMITED

7TH EDITION PAGE 81.

PAIGE, G.J. (1984) HOW TO BE A SUCCESSFUL HOTEL

RECEPTIONIST,PRINTED BR MACKAYS OF

CHATHAM,2ND EDTION PAGES

122,144,164.

THUNDURST.A (1990) FRONT OF HOUSE OPREATION

MACMILAD PRESS LIMITED 1ST EDITION

PAGES 23,27,37,82,99,12 AND 115.