                                                                       
                                                                       
                                                                       
                              MotelMAX(tm)                             
                     the Hotel/Motel Resort Manager                    
                                                                       
                                                                       
                               USER MANUAL                             
                                                                       
                      Version 2.6 - December 1995
                                                                       
                                                                       
                              _______
                         ____|__     |               (R)
                      --|       |    |-------------------
                        |   ____|__  |  Association of
                        |  |       |_|  Shareware
                        |__|   o   |    Professionals
                      -----|   |   |---------------------
                           |___|___|    MEMBER

                                                                       
                                                                       
                              MKM Software                             
                             2812 Ingrid Ln
                        Metairie, Louisiana 70003                      
                                   USA                                 
                                                                       
                                                                       
                          Phone: (713) 488-2436
                          Phone: (504) 885-7470

                         CompuServe: 72704,3566                        
                         America Online: MKMware
                                                                       
                   Copyright (C) MKM Software, 1989-95
                           All Rights Reserved                         


                          TABLE OF CONTENTS

                                                                       
    INTRODUCTION                                              2
     Disclaimer of Warranty                                   2        
     Definition of Shareware                                  2        
     Registration                                             2        
     Distribution                                             3        
     How to Register                                          3        
     MotelMAX - Version List                                  4        
     Installing MTLMAX.ZIP                                    4
     Updating to a New Version                                5
        
    OPERATIONS                                                7
     Opening a Shift                                          7
     Closing a Shift                                          7
     User Name and Password                                   7
     Reservation Browse Table                                 7
     Advance Deposits                                         9
     MasterBills                                              9
        
    FRONT DESK - FOLIOS                                      11
     Front Desk Menu                                         11
     Updating Folios                                         12
     Transactions                                            12
     Direct Bill Folios                                      12
     Guest File                                              13
     Reports                                                 13
     Re-Index                                                14
     Close Account Month                                     14
     Close Account Year                                      14
     Re-build AVL Tables                                     15
     Verify Data                                             15
        
    MotelMAX SET-UP                                          16
     Site Set-up                                             16
     Taxes / Miscellaneous Set-up                            16
     Folio Set-up                                            16
     Printer Set-up                                          19
     Room Types                                              19
     Room Set-up                                             19
     Rate Tables                                             20
     Room Type Availability                                  20
     User Names                                              21
     Zip Codes                                               21
     Reservation Codes                                       22
     Travel Agents                                           22
     General Ledger                                          22
     Text Substitution Keys                                  23






    MotelMAX - User Manual v2.6
    Copyright (C) MKM Software 1989-95 - All Rights Reserved    Page  1
    


    INTRODUCTION
                                                                       
    MotelMAX is a complete Hotel, Motel, Bed & Breakfast  and          
    Resort Manager, providing modules for reservations, advance        
    deposits, point of sale, accounting, room inventory and many       
    reports.  This program is remarkably easy to use.  It will         
    help organize your work site like never before.  It                
    introduces uniformity in the way room rates are applied,           
    guests are checked-in and checked out and it saves                 
    everything.  You can always go back and reconstruct a period       
    of activity to verify account totals or track business             
    activity.  In addition, powerful wordprocessing and mailing        
    features let you create any kind of letter, confirmation or        
    marketing, to facilitate communication with your customer          
    base.                                                              
                                                                       
    The registered version of MotelMAX comes with a 110 page           
    illustrated user guide.  This file is an abbreviated version
    of the user guide.  Please refer to the online help screens        
    for the latest program information.  Also, whenever the            
    program requires input from the user, there is always              
    context sensitive help at the bottom of the screen.                
                                                                       
                                                                       
    Disclaimer of Warranty                                             
                                                                       
    Users of MotelMAX must accept this disclaimer of warranty:         
    "MotelMAX is supplied as is.  The author disclaims all             
    warranties, expressed or implied, including, without               
    limitation, the warranties of merchantability and of fitness       
    for any purpose.  The author assumes no liability for              
    damages, direct or consequential, which may result from the        
    use of MotelMAX."                                                  
                                                                       
                                                                       
    Definition of Shareware                                            
                                                                       
    MotelMAX (Standard Version) is a "shareware program" and is        
    provided at no charge to the user for evaluation.  Feel free       
    to share it with others, but please do not give it away            
    altered or as part of another system.  The essence of "user-       
    supported" software is to provide personal computer users          
    with quality software without high prices, and yet to              
    provide incentive for programmers to continue to develop new       
    products.                                                          
                                                                       
                                                                       
    Registration                                                       
                                                                       
    If you find this program useful and find that you are using        
    MotelMAX and continue to use MotelMAX after a reasonable           
    trial period, you must make a registration payment of              


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    $135.00 to MKM Software.  The $135.00 registration fee will        
    license one copy for use on any one computer at any one            
    time.  You must treat this software just like a book.  An          
    example is that this software may be used by any number of         
    people and may be freely moved from one computer location to       
    another, so long as there is no possibility of it being used       
    at one location while it's being used at another.  Just as a       
    book cannot be read by two different persons at the same           
    time.                                                              
                                                                       
    Users of MotelMAX must register and pay for their copies of        
    MotelMAX within 45 days of first use or their license is           
    withdrawn.  Site-License arrangements may be made by               
    contacting MKM Software.                                           
                                                                       
                                                                       
    Distribution                                                       
                                                                       
    Anyone distributing the Standard Version of MotelMAX for any       
    kind of remuneration must first contact MKM Software for           
    authorization. This authorization is automatically granted         
    to distributors recognized by the Association of Shareware         
    Professionals (ASP) as adhering to its guidelines for              
    shareware distributors, and such distributors may begin            
    offering MotelMAX immediately (However MKM Software must           
    still be advised so that the distributor can be kept up-to-        
    date with the latest version of MotelMAX.).                        
                                                                       
    You are encouraged to pass a copy of the Standard Version of       
    MotelMAX along to others for evaluation.  Please encourage         
    them to register their copy if they find that they can use         
    it.  All registered users receive a personalized copy of the       
    latest version of the program without any shareware notices,       
    a printed, illustrated user manual and 90 days of free             
    technical support.  Registered users are kept apprised of          
    program updates and additional programs that can be used to        
    generate reports and analyze and graph current and past            
    business data.                                                     
                                                                       
                                                                       
    How to Register                                                    
                                                                       
    You can register or purchase any version of MotelMAX               
    directly through MKM Software if you pay by check.  For a          
    credit card purchase (MasterCard, Visa, American Express, or       
    Discover) contact Public (software) Library at the numbers         
    listed below.  These numbers are for registering any version       
    of MotelMAX or for ordering the latest shareware version.          
                                                                       
    Public (software) Library cannot provide program information       
    or product support for MotelMAX.  Contact MKM Software for         
    information about dealer pricing, volume discounts, site           


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    licensing, the status of shipment of the product, the latest       
    version number or for technical information.                       
                                                                       
    To Register by Check or for Technical Support, contact:            
                                                                       
    MKM Software                                                       
    2812 Ingrid Lane                                                   
    Metairie, LA 70003-USA                                             
    Phone: 713-488-2436 or 504-885-7470                                
    CompuServe: 72704,3566                                             
    America Online: MKMware                                            
                                                                       
    You can register by credit card using either American              
    Express, Discover, Mastercard or Visa.  Contact:                   
                                                                       
    Public (software) Library                                          
    Toll free USA only - 800-242-4775                                  
    Fax: 713-524-6398                                                  
    Voice International: 713-524-6394                                  
    CompuServe: 71355,470                                              
                                                                       
    Public (software) Library can manage orders only.  They            
    cannot provide product support.  Be sure to provide your           
    site name (max 35 characters) with your order so that your         
    copy of MotelMAX can be stamped with your property name.           
                                                                       
                                                                       
    MotelMAX - Version List                                            
                                                                       
    MotelMAX comes in several versions depending on the number         
    of rooms at your site.  The Standard Version supports up to        
    fifty rooms and is distributed as shareware.  Other versions       
    which are not distributed as shareware include more rooms.         
    Each version includes the modules for reservations and             
    advance deposits.  All amounts are in US currency.  Include        
    an additional charge for shipping and handling.                    
                                                                       
    MotelMAX Version List                                              
                                                                       
    50 rooms.................  $135
    100 rooms................  $175
    101+ rooms...............  $250
    Shipping US and Canada...    $4
    Shipping International...   $11
                                                                       
                                                                       
    Installing MTLMAX.ZIP                                              
                                                                       
    The entire MotelMAX program and documentation are zipped up        
    into a single file called MTLMAX.ZIP.  To install the              
    program, you will have to unzip this file, using the popular       
    file compression program PkZip v2.04g.  You will need the          


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    file PKUNZIP.EXE from the PkZip program.  This program is          
    available from most bulletin boards and online services.           
                                                                       
    For this sample installation, we will install MotelMAX in a        
    directory called \MOTEL.  You can choose any directory name        
    that you prefer.  The entire MotelMAX program and all files        
    are stored in a single directory.  There are no                    
    subdirectories and as stated above the directory name does         
    not matter.
                                                                       
    Place the installation diskette in drive A: and at the C:          
    prompt, enter these DOS commands.  We assume PKUNZIP.EXE is        
    in your DOS path.                                                  
                                                                       
    C:\=>MD \MOTEL <Ent>                                               
    C:\=>CD \MOTEL <Ent>                                               
    C:\MOTEL=>PKUNZIP A:MTLMAX <Ent>                                   
    C:\MOTEL=>MOTELMAX <Ent>                                           
                                                                       
                                                                       
    Updating to a New Version                                          
                                                                       
    Let's assume you have been using a prior version of                
    MotelMAX.  It is installed in a directory called \MOTEL.           
    Now you are upgrading to the latest version of the program.        
    You have accumulated months of data in the prior version of        
    the program and you would like to continue to use that data        
    in the new version.  Follow these installation and upgrade         
    instructions.  Install the new version of MotelMAX in a            
    separate directory called \TEST according to the                   
    instructions in the previous section.
                                                                       
         1.  Check that you do not have an open shift in your          
         prior version of MotelMAX.  Start the prior version in        
         the \MOTEL directory.  If you are prompted for a              
         Username, this means there is no open shift, so press         
         <Esc> to exit.  If you see that a shift is open,              
         continue with the sign-on.  From the Main Menu, exit          
         the program and close the current shift.  Now you are         
         ready to install the new version.                             
                                                                       
         2.  Copy the entire \MOTEL directory to another               
         directory called \WORK.  Now you have a backup copy of        
         MotelMAX in the \WORK directory.                              
                                                                       
         3.  Install the new version of MotelMAX in the \TEST          
         directory.                                                    
                                                                       
         4.  Copy these 4 files from the \TEST directory into          
         the \WORK directory using the following commands:             
                                                                       
           C:\=>COPY \TEST\MOTELMAX.EXE  \WORK <Ent>                   


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           C:\=>COPY \TEST\SPC.DBF  \WORK <Ent>                        
           C:\=>COPY \TEST\LTR.DBF  \WORK <Ent>                        
           C:\=>COPY \TEST\LTR.DBT  \WORK <Ent>                        
                                                                       
         5.  Change to the \WORK directory and start the program       
         with the command: MOTELMAX NEW <Ent>.                         
                                                                       
         6.  Once you sign-on, select from the Main Menu:              
         UTILITIES; MANAGER; VERIFY DATA.  This option reformats       
         data from prior versions to work with the latest              
         version of MotelMAX.                                          
                                                                       
    When you are sure everything is correct, you can copy the          
    entire contents of the \WORK directory to the \MOTEL               
    directory.                                                         
                                                                       
    That is all you have to do to upgrade to a new version of          
    MotelMAX.  Delete the files in the \TEST and \WORK                 
    directories to reclaim some disk space.  Change to the             
    \MOTEL directory and start the program using the NEW start         
    switch.                                                            
                                                                       
      C:\=>CD \MOTEL  <Ent>                                            
      C:\MOTEL=>MOTELMAX NEW  <Ent>                                    
                                                                       
    MotelMAX will build all files it needs and re-build old            
    files to match the new file formats.  Even if you do not use       
    the NEW start switch, the program will verify the file             
    structures.
                                                                       
                                                                       























    MotelMAX - User Manual v2.6
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    OPERATIONS
                                                                       
                                                                       
    Opening a Shift                                                    
                                                                       
    MotelMAX breaks all usage of the program into segments or          
    shifts.  When you sign-on to the program, if a shift is not        
    opened, MotelMAX will prompt you for a username and password       
    to open a new shift.  Once a shift is opened, all
    accounting activity is tracked and logged onto the shift
    report.  Shifts provide a way of tracking accounting data          
    and transactions independent of the transaction date.  You         
    cannot access the program unless you either open a shift or        
    sign-on after a shift has been opened by you or by someone         
    else.                                                              
                                                                       
                                                                       
    Closing a Shift                                                    
                                                                       
    When an operator exits the program he has the option to
    close the current shift.  Normally, the answer is Yes.  At         
    this point the program indicates what the closing cash             
    drawer amount should be based on payments received or              
    refunds given.  It is the responsibility of the operator to        
    balance the cash receipts and cash drawer with the shift           
    report and turn in the amount and shift report summary of          
    shift activity.                                                    
                                                                       
                                                                       
    User Name and Password
                                                                       
    Whenever you sign on to MotelMAX and open a shift you have         
    to enter a valid user name and password.  For the shareware        
    version of the program enter:                                      
                                                                       
           Username:  MOTELMAX <Ent>                                   
           Password:  MOTELMAX <Ent>                                   
                                                                       
                                                                       
    Reservation Browse Table                                           
                                                                       
    MotelMAX lets you enter reservations up to two years in            
    advance and to accept one or more advance deposits for a           
    reservation.  All reservations are listed in a browse table.       
    The browse table can be sorted several different ways.  The        
    default sort order is by arrival date.  The browse table is        
    one of the most important tools in MotelMAX.  In practically       
    all portions of the program, information is first presented        
    or displayed in a browse table format, so once you learn to        
    navigate the browse table you are well on your way to              
    understanding how to use MotelMAX.                                 
                                                                       


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    The browse table offers a brief overview of current                
    reservations.  Refer to the <F1> help screen for definitions       
    of hotkeys and columns.  Everything you want to accomplish         
    with reservations can be accomplished from the browse table.       
    Whenever you need to input data, refer to the bottom of the
    screen for context sensitive help.                                 
                                                                       
    Every reservation must be attached to a guest record.  You         
    can add guest information at the beginning of the                  
    reservation or at the end.  If you add the guest at the            
    beginning, information from the guest's last stay is used in       
    the new reservation, last room type, room number and               
    discount, etc.                                                     
                                                                       
    MotelMAX can assign room rates or you can enter your
    own rate at reservation time.  Following are the rate types:
                                                                       
         <N>ormal.  Normal Room Rate; MotelMAX assigns a rate          
         according to the rate tables you have set-up.  If the         
         room night is a Friday or Saturday, the program reads         
         the weekend rate from the appropriate rate table.  If         
         the room night falls on a Sunday through Thursday             
         night, the program reads the daily rate from the              
         appropriate rate table.                                       
                                                                       
         <A>ssigned Daily Rate; MotelMAX prompts you for a per
         night room rate, you enter the amount and that amount
         overrides the amount found in the rate table.  This is        
         a user defined rate at the time of reservation.  The          
         rate tables are not used.  You assign the individual          
         room rate on a per night basis.                               
                                                                       
         <1> Single Occupancy.  This selection instructs the           
         program to read the room rate from the rate table for         
         single occupancy.  Sometimes you may want to                  
         differentiate the room rate based on the number of room       
         occupants.                                                    
                                                                       
         <2> Double Occupancy.  This selection instructs the           
         program to read the room rate from the rate table for         
         double occupancy.  Sometimes you may want to                  
         differentiate the room rate based on the number of room       
         occupants.                                                    
                                                                       
         <W>eekly Rate.  If the guest's stay is seven or more          
         nights, you can instruct the program to use the weekly        
         room rate from the rate table.  Each seven day segment        
         of the stay is charged at the weekly room rate.  Each         
         remaining individual night is billed at the normal room       
         rate.                                                         
                                                                       
         <M>onthly Rate.  If the guest's stay is thirty or more        


    MotelMAX - User Manual v2.6
    Copyright (C) MKM Software 1989-95 - All Rights Reserved    Page  8
    


         nights, you can instruct the program to use the monthly       
         room rate from the appropriate rate table.  Each 30 day       
         segment of the stay is charged at the monthly room            
         rate.  Each remaining night is billed at the normal           
         room rate.                                                    
                                                                       
         <F>lat Rate.  This rate type lets you enter the total         
         room charge for the entire stay.  The program then            
         assigns a room charge for each night based on the total       
         room charge and the number of nights.  This is a user         
         defined rate at the time of reservation.  It does not         
         use the rate tables.  You assign the total room charge        
         and the program assigns the per night room charge.            
                                                                       
                                                                       
    Advance Deposits                                                   
                                                                       
    An important feature of MotelMAX is the ability to track           
    advance deposits for a reservation.  When you press <F5> on        
    the reservation browse table, a separate browse table is           
    displayed for advance deposits.  One or more deposits can be       
    added to a reservation.  Once you add a deposit, post it           
    using the <Tab> key or the <Gray+> key.                            
                                                                       
    You can delete a deposit, if it is not posted by pressing          
    the <Del> key.  You can add another deposit by pressing            
    <Ins>.  These are familiar commands from other browse tables       
    as you will see.  Once a deposit is posted, you cannot             
    delete it.  Instead, you have to refund it using the <F6>          
    key.  All deposit browse table commands are displayed at the       
    bottom of the screen.                                              
                                                                       
    When you refund a deposit, MotelMAX prompts you for a              
    forfeit amount.  This is a penalty fee you might assess            
    against the guest for refunding the deposit.  This is an           
    option.  Once you establish a forfeit amount and a refund          
    amount, MotelMAX creates a folio with these transactions           
    automatically added and posted.  You have to access the            
    FrontDesk option on the Main Menu to print and close the           
    Deposit Refund Folio.                                              
                                                                       
    If a reservation has just one remaining posted deposit, and        
    this deposit is refunded, MotelMAX automatically cancels and       
    deletes the original reservation.  Availability tables are         
    updated accordingly.                                               
                                                                       
                                                                       
    MasterBills                                                        
                                                                       
    This feature exists primarily for group bookings.  But it          
    has other uses as well.  A typical use is as follows.  A           
    business group checks-in.  The company pays all room               


    MotelMAX - User Manual v2.6
    Copyright (C) MKM Software 1989-95 - All Rights Reserved    Page  9
    


    charges, but each guest must pay all other charges.  Create        
    a MasterBill which will be paid by the company.  Transfer          
    all room charges for the group to the MasterBill folio and         
    leave the remaining charges on each guest's individual             
    folio.                                                             
                                                                       
    Unlike other folios, a MasterBill is not attached to a             
    particular room so you cannot add new room charges to it.          
    If you have to modify the amount of room charges on a              
    MasterBill, add a room adjustment transaction.  While you          
    cannot add a room charges to the MasterBill, you can               
    transfer any kind of transaction to the MasterBill from            
    another guest folio, making it very flexible.                      
                                                                       












                                                            



























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    FRONT DESK - FOLIOS
                                                                       
    Guest Folios can be accessed through the Main Menu option;         
    FrontDesk.  After a guest has been checked-in from the             
    reservation browse table, this is the area of the program          
    where you perform all changes to the folio right up to check-      
    out time.                                                          
                                                                       
                                                                       
    Front Desk Menu                                                    
                                                                       
    The Front Desk Menu includes these options:                        
                                                                       
         Folios.  Access current folios for current checked-in         
         guest.  This option is the main topic of this chapter         
         and the next.  Use this option to browse through the          
         current checked-in guest.  You can select any folio and       
         perform a variety of actions, including adding,               
         editing, deleting or posting transactions.  Also, it is       
         here that you access folios in order to check-out a           
         guest.                                                        
                                                                       
         DirectBill.  Access folios for guests who have checked-       
         out but whose folio is not paid.  A separate chapter is       
         devoted to Direct Bill folios.  This option accesses a        
         separate browse table comprised only of DirectBill            
         folios.  These folios can be edited or checked-out just       
         like folios for current guests.                               
                                                                       
         WhoIsOn.  Display information about the current shift         
         and MotelMAX version information.  This is useful             
         information to quickly determine the status of the            
         current shift.                                                
                                                                       
         Payments.  Display a list of all payments received            
         during the current shift.  This report should be run          
         prior to the close of a shift.  It can be used by the         
         front desk operator to confirm that credit card               
         receipts and cash totals match those in the computer          
         before the operator actually closes the shift.                
                                                                       
         AutoPost.  Automatically, post all pending unposted           
         charges through today's date.  Prior to 3:00 pm this          
         feature does not post today's room charges as the             
         screen message will indicate.  This is a precaution in        
         case a current guest should decide to check-out early.        
         After 3:00 pm all pending charges, including room             
         charges are posted.  Payments are not posted.  These          
         should be posted manually by the operator at the time         
         they are added to the folio.  You can run this option         
         as often as is necessary.  It will count the number of        
         folios checked and the number of charges posted and           


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         display the results.                                          
                                                                       
         Daily Posts.  Display a list of all folios and the            
         posted charges and payments for each folio through a          
         given date.  Depending on the number of current guests,       
         you may want to run this report prior to an AutoPost.         
         You definitely want to run it after an AutoPost.  This        
         report should be turned in by the night front desk            
         operator to affirm all folios have been prepared for          
         the next business day.  It permits you to verify folios       
         are properly updated without having to access and view        
         each folio individually.                                      
                                                                       
                                                                       
    Updating Folios                                                    
                                                                       
    All current open folios for checked-in guests are listed in        
    a browse table.  The browse table of current folios can be         
    sorted in several ways.  The default sort order is by room         
    number.  This is the central point for working with folios         
    of checked-in guests.  From here you can update the                
    individual folios and it is from here that you print, check-       
    out or close all folios.  Press the <F1> help key to access        
    a full screen of online help.  Also, press the <F7> View           
    Menu to display all reports relating to folios.                    
                                                                       
                                                                       
    Transactions                                                       
                                                                       
    The transaction browse table contains an itemized listing of       
    all folio transactions for a given guest and whether they          
    have been posted.  The transactions are sorted by                  
    transaction date with payments preceding charges within each       
    date.  Press the <F1> help key for a complete description of       
    all available hotkeys and options.                                 
                                                                       
                                                                       
    Direct Bill Folios                                                 
                                                                       
    Direct Bill Folios are folios that have been checked out but       
    were not closed because the balance due was not equal to           
    zero.  We have extended this definition to include any             
    unresolved folio.  You can now send any checked-out folio to       
    direct bill without regard to the balance due.  This gives         
    you many more possibilities.  Also, you can now send a             
    MasterBill folio to direct bill.  This gives you the ability       
    to combine one or more direct bill folios into one folio,          
    again increasing the possibilities you have for organizing         
    your records.  When you send a <current> folio to direct           
    bill, the folio is removed from the browse table of current        
    guests so as not to clutter the screen.  When you are              
    looking at current guest folios that is all you want to see.       


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    In most cases, you need to post a final payment after which        
    you can close and clear out the direct bill folio.  You can        
    add new charges, or print additional copies of the folio as        
    needed, again, using the same keys you are familiar with           
    from the browse table of current folios.  However, you             
    cannot add a new room charge to a direct bill folio.  If it        
    is necessary to add a room charge, use the charge option           
    room adjustment instead.                                           
                                                                       
                                                                       
    Guest File                                                         
                                                                       
    Your first introduction to the guest file occurs when you          
    are booking reservations. You can attach a guest record to a       
    reservation either at the beginning or end of the                  
    reservation process.  Sometimes, however, you may want to          
    access the guest file directly to lookup specific                  
    information about a current or previous guest or to prepare        
    a promotional mailing.  You can accomplish all this by             
    selecting the option GuestFile from the Main Menu.  A              
    submenu appears with several including the option to Browse        
    the guest file.  Select this option to access a browse table       
    of guests.                                                         
                                                                       
    You can create up to 3 user defined letters to send to any         
    and all guests.  Refer to the <F1> help key for more               
    information.  Also, press <F7> and view the sample guest           
    letters.  The sample letters provide instructions on how you       
    can create your own letters.                                       
                                                                       
    Postal Codes.  When you are editing a guest entry and you          
    enter a US zip code or Canadian postal code, MotelMAX checks       
    if that code is in the zip/postal code file.  If it is, you        
    can choose to let the program stuff the city, state and            
    optionally the country name for you.  This feature can over        
    time save you many keystrokes and likewise ensure uniformity       
    of spelling and style in the adding of city, state, province       
    or country names.  Also, you can generate revenue reports by       
    zip code.                                                          
                                                                       
                                                                       
    Reports                                                            
                                                                       
    MotelMAX contains powerful reporting capabilities.  You can        
    display reports to the screen and subsequently print them or       
    save them to a file to load into your favorite word                
    processing program.  Press the <F1> key for help in viewing        
    and printing reports.                                              
                                                                       
    Report contents can be selected by date, shift number or           
    month number.  It is best to open and close several shifts         


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    before you begin to run all the reports, especially                
    accounting reports.  It helps to have more data in the             
    program to run the reports.                                        
                                                                       
    On the other hand, after you enter several reservations,           
    move to the REPORTS; RESERVATIONS Menu and begin printing          
    arrival reports and room racks.  These are the first reports       
    you will want to see.  Again, wait until you close a few           
    shifts before you run the accounting reports.                      
                                                                       
                                                                       
    Re-Index                                                           
                                                                       
    Index files are used by MotelMAX to quickly locate specific        
    information.  If  the computer is switched off while the           
    program is running; or, if there is a loss of power, these         
    index files can be damaged.  In such cases, you should             
    rebuild all index files using this option.  Under normal           
    circumstances this is not necessary.  MotelMAX will always         
    update index files as needed.  This option is made available       
    as a precaution.  Once a week, run the option to <Optimize>        
    your files.  This can improve program performance.                 
                                                                       
                                                                       
    Close Account Month                                                
                                                                       
    Closing the month will build a monthly account summary which       
    is really a composite of all shifts for the current account        
    month.  You can view this composite account summary prior to       
    closing the month.                                                 
                                                                       
    If the monthly account summary is balanced and you choose to       
    proceed, MotelMAX sums all totals for the current month and        
    updates the general ledger with current totals for the month       
    and for the year.  Next it moves all cleared transactions to       
    archive files.                                                     
                                                                       
    Again, we use the term close account month only because most       
    users will close-out on a monthly basis.  It is your choice.       
    You might choose to close each week or each quarter.  It is        
    a matter of preference.  We recommend that you close at            
    least each calendar month.  This will maximize performance         
    of the program.  As part of the closing, MotelMAX takes            
    certain steps to ensure the best performance of the program.       
                                                                       
                                                                       
    Close Account Year                                                 
                                                                       
    This option updates the general ledger by moving Year-to-          
    date amounts to last year's total and resetting all YTD            
    amounts for all accounts back to 0.                                
    You should close an account month just prior to closing the        


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    year.  This is not necessary, only recommended.  For best          
    results, when you close a month or a year, we recommend that       
    you dedicate a shift to that single activity.                      
    For example, prior to closing a month or a year, first exit        
    the shift you are in.  When asked whether to close the             
    shift, answer <Y>es.  Next, sign-on to MotelMAX again and          
    open a new shift.  Do not take reservations, or post               
    transactions, instead, go directly to the accounting menu          
    and close the month or close the year.  Afterwards, exit the       
    program and close the shift.                                       
    This will provide a clear demarcation between account months       
    and between account years.                                         
                                                                       
                                                                       
    Re-build AVL Tables                                                
                                                                       
    Use this option to re-build the room type and room number          
    availability tables.  Whenever you change your room set-ups,       
    especially when you edit or delete room numbers, or room           
    types, you may have changed a room number that is currently        
    in use by a pending reservations.  This can cause                  
    discrepancies in the room type and room number availability        
    tables.  However, this is very simple to correct.  Simply          
    run this option.  All room type and room number availability       
    tables are rebuilt starting from today and working through         
    to the end of the tables.  Please note, this option only           
    affects reservations from today forward.  It does change any       
    past reservations.                                                 
                                                                       
                                                                       
    Verify Data                                                        
                                                                       
    If you are updating from an earlier version of MotelMAX            
    prior to version 2.50, run this option just once.  It will
    make some adjustments to complete the update.  If you should       
    run it more than once, no harm is done.  It exists to ensure       
    compatibility between the current version of MotelMAX and          
    all prior versions of the program.                                 
                                                                       
                                                                       














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    MOTELMAX SET-UP
                                                                       
    This menu contains all the options you need to set-up              
    MotelMAX for use at your site.  Work your way through these        
    menu options to customize MotelMAX for your particular             
    needs.                                                             
                                                                       
                                                                       
    Site Set-up                                                        
                                                                       
    This option lets you control many features of                      
    MotelMAX and customize the program for the special needs of        
    your site. Complete each item of the Site Set-up edit              
    window.  There is context sensitive help for each entry            
    field.                                                             
                                                                       
                                                                       
    Taxes / Miscellaneous Set-up
                                                                       
    This options lets you adjust all tax rates and other system        
    wide settings, including default charges for extra guests.         
    Refer to the context sensitive help at the bottom of the           
    screen as you complete each entry field.                           
                                                                       
                                                                       
    Folio Set-up                                                       
                                                                       
    This option lets you control the folio printout.  You can          
    customize the folio to appear the way you want by changing         
    the page length or changing the location and font size of          
    your site name.  The default page length format for folios         
    is 8.5 by 11 inch paper.  However, you can change this.  If        
    you are using preprinted forms on 8.5 by 5.5 inch paper, you       
    can easily adjust the program to handle these forms, using         
    the options described below:                                       
                                                                       
         Currency Symbol.  Enter the currency sign or symbol           
         used in your country.  The currency symbol can be up to       
         four characters in length.  You can use upper or lower        
         case characters.                                              
                                                                       
         Place Symbol <B>efore or <A>fter  Amounts.  Indicate          
         whether the currency symbol should be printed <B>efore        
         or <A>fter the amount.                                        
                                                                       
         Set Weekly Rates on <D>aily or <T>erm Basis.  This            
         option instructs MotelMAX on how to assign weekly room        
         rates.  If you select <D>, the program divides the            
         total weekly room rate by seven and assigns a portion         
         of the amount to each room night in the guest's stay.         
         However, you may choose <T> for term whereby the entire       
         weekly room charge is placed on the first night of the        


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         guest's stay.  The other room nights are billed at 0.         
                                                                       
         Set Monthly Rates on <D>aily or <T>erm Basis. This            
         option instructs MotelMAX on how to assign monthly room       
         rates.  If you select <D>, the program divides the            
         total monthly room rate by thirty and assigns a portion       
         of the amount to each room night in the guest's stay.         
         However, you may choose <T> for term whereby the entire       
         monthly room charge is placed on the first night of the       
         guest's stay.  The other room nights are billed at 0.         
                                                                       
         Print <0> Amount Room Charges on Folio.  This option          
         works together with the prior two set-up choices.  If         
         you answer <N>o, only non zero room charges are printed       
         on the folio printout.  For example, if you assign            
         weekly or monthly room rates on a term basis, only the        
         one significant room amount is printed.  All the zero         
         room charges are not.  This makes for a much shorter          
         folio printout for guests staying at the weekly or            
         monthly rate.  If you answer <Y>es, all room charges          
         are printed whether the amount is zero or not.                
                                                                       
         Folio Length in Lines.  Set the length in lines for           
         your folio printout.  The default is 48 for 8.5 by 11         
         inch forms.  If you are using special forms, increase         
         or decrease this number until you get the results you         
         want.  If you are using 8.5 by 5.5 inch forms, 24 lines       
         should work correctly.                                        
                                                                       
         Set Site Name Font On.  Enter the printer <escape             
         sequence> that turns emphasized printing <ON>.  For           
         example, on an Epson printer, you can turn emphasized         
         printing on by entering this printer code: \027E.  On a       
         laser printer, you may want to switch to a different          
         font or larger point size to enhance the appearance of        
         the site name on the folio printout.  Leave this entry        
         blank if you prefer to print the site name in the             
         normal print style or font.                                   
                                                                       
         Set Site Name Font Off.  Enter the printer <escape            
         sequence> that turns emphasized printing <OFF>.  For          
         example, on an Epson impact printer, you can turn             
         emphasized printing off by entering this printer code:        
         \027F.  If you are using a laser printer and you              
         switched on a different font to print the site name,          
         you now have to switch back to the original font to           
         print the rest of the folio.  Leave this entry blank if       
         the previous entry on this form is blank.  In short, if       
         you turned a special printer font on in the previous          
         entry, you must at this point turn that font off or set       
         the font back to the original font.  The entries you          
         make here depend upon the kind of printer you are using       


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         and can be found in the user guide for your printer.          
         If you are in doubt, leave this entry and the prior           
         entry blank.                                                  
                                                                       
         Set Folio Form Length On.  If you are printing folios         
         on specialized forms, enter the printer <escape               
         sequence> that sets your printer to the correct page          
         length.  For example, on an Epson impact printer if you       
         are using 8.5 by 5.5 inch forms, you have to set the          
         printer page length to 33 lines.  The correct printer         
         <escape sequence> to accomplish this is: \027C\033.  If       
         you are using 8.5 by 11 inch forms, simply leave this         
         entry blank.                                                  
                                                                       
         Set Folio Form Length Off.  If you set a special form         
         length in the prior entry, you have to reset the form         
         length to the normal size after printing the folio.  On       
         an Epson impact printer, if you set the form length to        
         33 lines per page for the folio in the previous entry,        
         here you have to reset the lines per page to 66 (the          
         normal lines per page for 8.5 by 11 inch paper) after         
         printing the folio.  The correct printer <escape              
         sequence> for an Epson impact printer is: \027C\066.          
         You have to refer to the user guide for your printer to       
         find the correct printer code.  If the previous entry         
         is blank, leave this entry blank as well.                     
                                                                       
         Site Name Row, Column, Skip.  These entries let you           
         change the location of the site name at the top of the        
         folio:                                                        
                                                                       
              Row.  Enter the row or line number where you want        
              the site name printed.  Your entry must be more          
              than 0 and should be less than 15.  If you are           
              using forms that are only 5.5 inches in length,          
              take care not to use too many lines at the top of        
              the form.  You may want to experiment with               
              different locations.                                     
                                                                       
              Column.  Enter the column number where you want          
              the site name printed.  Your entry should be more        
              than zero and less than 70; otherwise, the site          
              name may not fit on the page.  Use this option to        
              move the site name to the left or right margin or        
              to center the site name on the folio printout.           
                                                                       
              Skip.  After printing the site name, MotelMAX            
              skips to the next line.  If you want to skip an          
              additional line before printing the text of the          
              folio, enter <Y>es.  Enter <N>o if you do not want       
              to skip an additional line.  This is a matter of         
              preference.  Skipping an additional line tends to        


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              enhance the site name.                                   
                                                                       
              Upper Case.  Enter <Y>es if you want to force            
              printing the site name in upper case.  If you            
              answer <N>o, the program prints the site name            
              exactly as it appears on the screen and reports.         
                                                                       
         End of Folio Message.  Enter a message line to print on       
         the last line of the folio.  This message appears on          
         folio pre-bills and on the final folio printed at check-      
         out time.  The message can be up to 70 characters in          
         length.  You can enter three different messages.  The         
         default is print message 1, but you can assign any            
         message to a particular folio.                                
                                                                       
                                                                       
    Printer Set-up                                                     
                                                                       
    MotelMAX comes with two printer set-ups from which you can         
    choose.  We include Epson and HP LaserJet, two of the most         
    popular printers.  If you have another kind of printer, you        
    need to add it to the list.  Adding a printer to the printer       
    browse table is done as always by pressing the <Ins> key.          
    Printer set-up requires that you enter the escape sequences        
    to reset your printer and to set your printer for printing         
    in condensed or compressed print mode.  Consult your printer       
    manual for the correct printer codes, or contact us.  We           
    have the codes for several hundred different printers.             
                                                                       
                                                                       
    Room Types                                                         
                                                                       
    Describe the different room types for your site.  Room Type        
    0 is reserved for House Account - these are rooms that are         
    not in service.  All rooms described as room type 0 will not       
    be included in the calculation of percentage of occupancy.         
    The descriptions you enter here appear throughout the              
    program on screens, reports and the reservation confirmation       
    form.  These are general descriptions such as Standard,            
    Deluxe, and Suite.  Complete the screen by entering the            
    total number of room types not including type 0 - House            
    Account.                                                           
                                                                       
                                                                       
    Room Set-up                                                        
                                                                       
    Use this option set-up individual rooms for your site.             
    MotelMAX comes preset with 35 rooms so you can get started         
    right away.  However, you will want to begin adding your own       
    rooms as you go along.                                             
    A browse table of all rooms is presented on the screen.  It        
    works like all browse tables.  Highlight the room you want         


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    to change and press <Ent>.  Or press <Del> to delete the           
    currently highlighted room.  If you want to add a new room,        
    press <Ins>.  Press the <F1> key for online help.                  
                                                                       
    All availability files for room types and room numbers are         
    updated whenever you sign-on to MotelMAX after the close of        
    an account month, or, when you start the program with the          
    command: MOTELMAX NEW <Ent>.                                       
                                                                       
                                                                       
    Rate Tables                                                        
                                                                       
    MotelMAX automatically assigns room rates at reservation           
    time, check-in and whenever room charges are added to a            
    folio.  The rates assigned are based on the rate tables you        
    enter here.  The assigning of room rates is a powerful and         
    very flexible tool provided with MotelMAX.  You can easily         
    use this tool in more ways than you might first realize.           
    Or, if you choose you can bypass this option and assign your       
    own rates at the time of reservation.                              
                                                                       
    Rate tables are presented in a browse table.  Press <Ins>          
    to add a new table, <Ent> to edit a table, <Del> to delete a       
    rate table.  Be careful not to delete tables unless the Thru       
    Date has expired.  A better method is to use the <F6> key to       
    archive rate tables.  Only the expired rate tables are             
    deleted.                                                           
                                                                       
    Rate tables are used until the rate table Thru date expires.       
    The transaction date of a room charge determines what table        
    to read.  Make some sample reservations for which the              
    guest's stay extends beyond the Thru date of a table and
    review the daily charges for that reservation and see how          
    the rate tables were used.                                         
                                                                       
    The <F5> hotkey will create a new rate table from an old           
    rate table.  The new table will carry forward rates from the       
    old table.  Use this option when you want to make a new            
    table with only minor changes from the original rate table.        
    The best way to understand rate tables is to create some           
    tables, then return to the reservation browse table and book       
    some reservations.  While you are in the reservation browse        
    table, press the <F7> key to get an itemized listing of the        
    individual room charges assigned by MotelMAX.  Each itemized       
    room charge displayed will indicate which rate table was           
    used to build that rate.  This way, you can see how each           
    table is applied in building individual room rates.  You           
    will find there are perhaps more pricing mechanisms than you       
    need.  These can be easily worked around or put to good use.       
                                                                       
                                                                       
    Room Type Availability                                             


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    Use this option to access the room type availability table.        
    This table records room use by room type and calculates the        
    percentage of occupancy on a daily basis.  If you want to          
    have these number reflected accurately, you must enter the         
    correct number of rooms per room type for your site.               
                                                                       
                                                                       
    User Names                                                         
                                                                       
    This option lets you define user names and passwords and           
    control who has access to what parts of the program.               
    MotelMAX comes preset with at least two usernames: MANAGER         
    and MOTELMAX.  Notice that these two user names are                
    described as system users.  This means they cannot be              
    deleted.  Having two system user names ensures that there          
    are always two user names and that you do not have the             
    problem of someone deleting all the user names.                    
                                                                       
    You can add as many user names as you like.  However, each         
    name you add will not be a system user name and therefore          
    can be deleted.  When you add you own user name you may want       
    to edit the system user name MANAGER or MOTELMAX to your           
    name so that your user name is a system user name.                 
                                                                       
    Overriding Restrictions.  Sometimes a new user may have a          
    shift open and as it happens you need to print an accounting       
    report for which this user does not have access.  As the           
    system manager, simply select the option you want even             
    though the access is restricted for the current user's name.       
    The program warns you this option is restricted, however,          
    you are prompted for a password.  If you enter the password        
    for either of the two system user names, you can override          
    the restriction and access any option you want.  Take care         
    to keep the passwords assigned to the system users known to        
    only those for whom you want access.                               
                                                                       
                                                                       
    Zip Codes                                                          
                                                                       
    Use this option to edit the zip code or postal code file.          
    You can add and edit postal codes as you enter reservations        
    or as you edit guest records.  However, at some point you          
    may want to access this file directly to make changes or to        
    delete some entries.  Use this option for direct access to         
    the zip code or postal code file.  If you add a US zip code,       
    only add the first five digits.  Do not add the entire nine        
    digit zip code to any entry in the file.  If you are adding        
    a Canadian postal code, add only the first three characters.       
    Do not add the entire six character postal code.  It is too        
    specific.                                                          
                                                                       


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    Reservation Codes                                                  
                                                                       
    Use this option to add, edit or delete reservations codes.         
    You can add and edit reservation codes as you enter                
    reservations or as you edit reservations.  However, at some        
    point you may want to access this file directly to make some       
    changes or to delete some entries.  Use this option for            
    direct access to the reservation code file.                        
                                                                       
                                                                       
    Travel Agents                                                      
                                                                       
    When you select this item, a list of all travel agents             
    currently defined are presented in a browse table.  You can        
    add, edit or delete travel agents to the browse table as           
    needed.  Also, when you are booking reservations, if you           
    need to book a reservation from a travel agent you can add         
    agents to the agent list while you are booking the                 
    reservation.  However, at some point you will want to come         
    to the main travel agent browse table and be sure that all         
    information is correctly added for each agents.                    
                                                                       
                                                                       
    General Ledger                                                     
                                                                       
    View the general ledger and current amounts for each               
    account.  MotelMAX lets you define the exact payment and           
    charge accounts you want.  You can make an account active by       
    entering a Menu Key code, and by deleting a menu key code,         
    the account will become inactive.  Inactive accounts will          
    not appear as a selection on menus.  The account labels and        
    account numbers are fixed, but many of the accounts can be         
    customized.  All accounts are presented in the familiar            
    browse table.  Refer to the bottom of the screen for help          
    messages, or press <F1> for a full screen of online help.          


















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    Copyright (C) MKM Software 1989-95 - All Rights Reserved    Page 22
    


    Reservation Letters - Text Substitution Keys:

        <today>      - today's date
        <account>    - account name
        <mrms>       - greeting for letter Mr or Ms
        <f_name>     - guest's first name
        <l_name>     - guest's last name
        <addr>       - street address
        <city>       - city name
        <st>         - state or province
        <zip>        - zip or postal code
        <cntry>      - country name
        <fol_no>     - folio number - can be used as a confirmation number
        <room>       - room number
        <roomtype>   - room type description - up to 25 characters
        <a_date1>    - arrival date in format: MM/DD/YY
        <a_date2>    - arrival date in written format: Month DD, CCYY
        <d_date1>    - departure date in format: MM/DD/YY
        <d_date2>    - departure date in written format: Month DD, CCYY
        <nights>     - number of nights
        <xx>         - use for adding <s> to plurals
        <t_xgst>     - total extra guest charges
        <t_room>     - total room charges
        <t_tax>      - total tax charge
        <dpstdue>    - deposit due amount
        <dpstpaid>   - amount of deposit paid
        <duedate>    - deposit due date
        <t_chrg>     - total charges
        <t_chrgx>    - total charges with tax
        <t_due>      - total amount due
        <t_duex>     - total amount due with tax
  
    Guest Letters - Text Substitution Keys:

        <today>      - today's date
        <account>    - account name
        <mrms>       - greeting for letter Mr or Ms
        <f_name>     - guest's first name
        <l_name>     - guest's last name
        <addr>       - street address
        <city>       - city name
        <st>         - state or province
        <zip>        - zip or postal code
        <cntry>      - country name
        <l_room>     - last room number
        <l_stay1>    - last stay date in format: MM/DD/YY
        <l_stay2>    - last stay date in written format: Month DD, CCYY
        <f_stay1>    - first stay date in format: MM/DD/YY
        <f_stay2>    - first stay date in written format: Month DD, CCYY
        <t_stays>    - total number of stays
        <t_nites>    - total nights stayed
        <t_chrgs>    - total charges not including tax


    MotelMAX - User Manual v2.6
    Copyright (C) MKM Software 1989-95 - All Rights Reserved    Page 23
    






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                         ____|__     |               (R)
                      --|       |    |-------------------
                        |   ____|__  |  Association of
                        |  |       |_|  Shareware
                        |__|   o   |    Professionals
                      -----|   |   |---------------------
                           |___|___|    MEMBER






     This program is produced by a member of the Association of Shareware
     Professionals (ASP).  ASP wants to make sure that the shareware
     principle works for you. If you are unable to resolve a
     shareware-related problem with an ASP member by contacting the member
     directly, ASP may be able to help. The ASP Ombudsman can help you
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     ASP Ombudsman 70007,3536.

