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MFA Hotel/Lodge Software

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Configuration sheet:1st sheet on the left dated 1st December 2017 is used to insert all shop items and their respective units of measure and…….

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MFA HOTEL/LODGE SOFTWARE USER GUIDE 2019

A. LAUNDRY & HOUSE KEEPING STOCK CONTROL:

  1. Configuration sheet:1st sheet on the left dated 1st December 2018 is used to insert all items and their respective units of measure and also inserting all opening balances for all stocks available in the laundry and housekeeping departments. It is also used to insert the name of the hotel/lodge.

In every date; you are supposed to insert figures for quantity purchased, quantity used/utilized and requisition number on every item.

Buying prices can be copy and paste daily if no changes occur.

  1. Summaries extracted in the laundry and housekeeping stock control system:
  • Daily total purchases in both laundry and housekeeping departments/sections.
  • Daily total usage costs of supplies on both laundry and housekeeping departments/sections.
  • Daily closing balance for every item in both sections.
  • Daily total cost of closing stock in both sections.
  • Monthly total purchases of supplies in both laundry and housekeeping sections.
  • Monthly total usage of supplies in both laundry and housekeeping sections.

 B.SUMMARY OF DIRECTOR REPORTS:

This consists of payroll system, monthly summaries from all hotel departmental transactions; profit and loss accounts with the analysis of monthly net profit obtained from kitchen, bar counter, rooms, laundry and halls business income.

The 1st sheet on the left of this database named Dec 18 Payroll is a configuration sheet which gives a chance to insert the name of the hotel/lodge and also post names of employees with their respective salaries .

This database gives annual income statement and Balance sheet and also monthly reports which are all automatic from other directories of restaurant, bar counter, rooms, etc.

C. LAUNDRY INCOME COLLECTION:

i. Configuration sheet: 1st sheet dated 1st December 2018 is used to insert list of all clothes being washed by the laundry department plus their respective service price for washing every unit item. The columns with yellow colours are the one you must feed your details manually. It is also used to insert the name of the hotel/lodge/business.

In every date; you are supposed to insert figures for quantity of respective clothes washed in the laundry department. Unit price for washing every cloth are in average prices; don’t change randomly.

ii. Summaries extracted in the laundry income collection:

  • Total daily income on every item.
  • Total daily income on all items in aggregate.
  • Total monthly laundry income. 

D. ROOMS INCOME COLLECTION:

i. Configuration sheet: 1st sheet on the left side dated 1st December 2018 is used to insert room numbers and room rates per day for every room number. The columns required to fill in these data are coloured green. However, there is also a cell where a name of a hotel/lodge must be inserted.

This database allows you to post on daily basis; the names of customers received in the rooms, card numbers and if there is a hall or conference room occupied by guests then it must be posted to realize that hall income. Cells with yellow colours are the ones which must be posted in order to realize hall/conference room income.

ii. Summaries extracted in the room’s income collection database:

  • Total number of rooms occupied per day.
  • Total rooms income collected/realized per day.
  • Total hall income collected/realized per day.
  • Total monthly rooms income.
  • Total monthly hall income.
  • Total quantity of rooms occupied/sold during the month.
  • Total cost of breakfast serviced to room customers for the whole month.

E. MAIN BAR COUNTER SOFTWARE:

i. Configuration sheet: 1st sheet on the left side dated 1st November 2018 is used to insert list of all beverages and soft drinks found in the bar counter plus their respective units of measure. It also gives room for inserting all opening balances at the beginning of use of this software. Columns with green colours are the ones for configuration of these details. Moreover, there is a cell on top for inserting the name of the hotel/lodge/bar counter.

On every day, you are supposed to deal with posting all quantity added in the bar counter, quantity sold per respective item, quantity damaged/flat in the bar counter and total discount allowed per every item if any. Moreover, selling prices and buying prices will be on copy and paste basis daily if prices don’t change.

ii. Summaries extracted from main bar counter control software/database:

  • Daily opening balances for every item in the bar counter.
  • Daily closing balances for every item in the bar counter.
  • Total daily discount allowed in the bar counter sales.
  • Daily sales per every item in the bar counter.
  • Daily total sales for all items in the bar counter.
  • Daily costs of sales per every item in the bar counter.
  • Daily costs of sales for all items in the bar counter.
  • Daily gross profit per every item sold in the bar counter.
  • Daily gross profit for all items sold in the bar counter.
  • Daily cost of stocks received in the bar counter per every item.
  • Daily cost of stocks received in the bar counter for all stocks in aggregate.
  • Cost of opening stock for every item in the bar counter.
  • Cost of opening stock for all items in aggregate in the bar counter.
  • Total sales for the month in the bar counter.
  • Total cost of sales for the month in the bar counter.
  • Total gross profit for the month.
  • Total cost of closing stocks by the end of the month.
  • Total cost of stocks added in the bar counter for the whole month.
  • Total output tax for the month.
  • Total discount allowed for the whole month.
  • Cumulative quantity of stocks added in the bar counter per every item for the whole month.
  • Cumulative quantity of stocks sold in the bar counter per every item for the whole month.
  • Cumulative quantity of stocks added in the bar counter per every item for the whole year.
  • Cumulative quantity of stocks sold in the bar counter per every item for the whole year.

F.MFA BAR STORE CONTROL:

i. Configuration sheet: 1st sheet on the left side dated 1st November 2018 is used to insert list of all beverages and soft drinks found in the bar store plus their respective opening balances when you start using this system. Columns with yellow colours are the ones for configuration of these details. Moreover, there is a cell on top for inserting the name of the hotel/lodge/bar store.

On every day, you are supposed to deal with posting all quantity added in the bar store, quantity shifted to bar counter per respective item, quantity damaged/flat in the bar counter  if any, goods received note number and goods issue note number if applicable. Buying prices will be on copy and paste basis daily if prices don’t change

ii. Summaries extracted from MFA bar store control database:

  • Daily opening balances for every item in the bar store
  • Daily closing balances for every item in the bar store.
  • Daily cost of stocks shifted to bar counter per every item.
  • Daily cost of stocks shifted to bar counter for all items on aggregate.
  • Daily cost of opening stock per every item in the bar store.
  • Daily cost of opening stock for all items in aggregate in the bar store.
  • Daily cost of closing stock per every item in the bar store.
  • Daily cost of closing stock for all items in aggregate in the bar store.
  • Daily cost of stocks purchased and received in the bar store per every item.
  • Daily cost of stocks purchased and received in the bar store for all items in aggregate.
  • Quantity of stocks added in the stock per every item during the month.
  • Quantities of stocks taken/shifted to the bar counter per every item during the month.
  • Quantity of stocks damaged per every item during the month.
  • Total cost of stocks shifted to the bar counter during the month.
  • Total purchases of stocks received in the bar store during the month.
  • Quantity of stocks added in the bar store per every item during the year.
  • Quantity of stocks shifted/taken to bar counter per every item during the year.
  • Quantity for the stocks damaged in the bar store per every item during the year.
  • Total cost of stocks damaged in the bar store per every item during the year.
  • Total cost of stocks damaged in the bar store for all items in aggregate during the year.

G.KITCHEN STORE CONTROL:

 

i. Configuration sheet: 1st sheet on the left side dated 1st November 2018 is used to insert list of all foodstuffs found in the kitchen store plus their respective opening balances when you start using this system. Columns with yellow colours are the ones for configuration of these details. Moreover, there is a cell on top for inserting the name of the hotel/lodge/restaurant.

On every day, you are supposed to deal with posting all quantity added in the kitchen store, quantity consumed for cooking per respective item, quantity damaged in the kitchen store  if any, goods received note number  and goods issue note number if applicable. Buying prices will be on copy and paste basis daily if prices don’t change.

ii. Summaries extracted from kitchen control database:

  • Daily opening balances for every item in the kitchen store
  • Daily closing balances for every item in the kitchen store.
  • Daily cost of stocks consumed in cooking per every item.
  • Daily cost of stocks consumed in cooking for all items on aggregate.
  • Daily cost of opening stock per every item in the kitchen store.
  • Daily cost of opening stock for all items in aggregate in the kitchen store.
  • Daily cost of closing stock per every item in the kitchen store.
  • Daily cost of closing stock for all items in aggregate in the kitchen store.
  • Daily cost of stocks purchased and received in the kitchen store per every item.
  • Daily cost of stocks purchased and received in the kitchen store for all items in aggregate.
  • Quantity of stocks added in the stock per every item during the month.
  • Quantities of stocks consumed in cooking in the kitchen per every item during the month.
  • Quantity of stocks damaged per every item during the month.
  • Total cost of stocks consumed in cooking in the kitchen during the month.
  • Total purchases of stocks received in the kitchen store during the month.
  • Quantity of stocks added in the kitchen store per every item during the year.

H.RESTAURANT INCOME COLLECTION:

  1. Configuration sheet: 1st sheet on the left side dated 1st November 2018 is used to insert list of all food sold as per menu plus their respective selling prices. The two columns with yellow colours are the ones for configuration of these details. Moreover, there is a cell on top for inserting the name of the hotel/lodge/restaurant.

On every day, you are supposed to deal with posting order numbers, number of orders sold and discount allowed if any.

  1. Summaries extracted from restaurant income collection database:
  • Total daily restaurant income collected/realized per every menu item.
  • Total daily restaurant income collected/realized for all menu items in aggregate.
  • Total monthly restaurant income collection.

I.HOTEL CREDITORS CONTROL:

  1. Configuration sheet: 1st sheet on the left side dated 15thSeptember 2018 is used to insert names of all creditors; refer a column with green colour and name of hotel/lodge/business on the top area highlighted. After that; all data for invoices, payments can be posted as shown on the respective columns of transactions and respective dates of transactions.
  2. Summaries extracted monthly on creditors’ control:
  • Total amount paid to the vendor/creditors during the month.
  • Total invoices for the month.
  • Balance pending for the month.
  • Cumulative balance outstanding by the end of the month.

J.HOTEL DEBTORS CONTROL:

  1. Configuration sheet: 1st sheet on the left side dated 15thSeptember 2018 is used to insert names of all debtors; refer a column with green colour and name of hotel/lodge/business is inserted on the top area highlighted. After that; all data for receipt no; cheque no; amount paid by cash, invoice no, invoice amount and general description can be posted as shown on the respective columns of transactions and respective dates of transactions.
  2. Summaries extracted monthly on debtors’ control:
  • Total amount paid by the debtor during the month.
  • Total invoices for the month.
  • Balance pending for the month.
  • Cumulative balance outstanding by the end of the month.

K. EXPENSES CONTROL:

i. Configuration sheet: 1st sheet on the left side dated 15thSeptember 2018 is used to insert all expense accounts; refer a column with green colour and name of hotel/lodge/business is inserted on the top area highlighted. After that; all data for receipt no; cheque no; amount paid by cash, payment voucher no, payment voucher amount and payment details can be posted as shown on the respective columns of transactions and respective dates of transactions.

ii. Summaries extracted monthly on expenses control:

  • Total payment voucher values for the month.
  • Total amount paid for the month.
  • Actual expense account for the month.
  • Cumulative actual expense amount to date on every account.

L.GENERAL COMMENT

  1. In order for the files on this software to link; then they should be opened and minimized as you continue with the task of posting data.
  2. On all cells which require you to post numerical figures; don’t post alphabets.
  3. In case of short cut to look for dates; right click the icons for sheet movement on the left side & then select date.
  4. Do not rename or save any new files within this system folder. Doing so will lead to directories from the source documents/files not to link and provide reports.
  5. You are supposed to save changes after every 45 minutes in order to update your database information.
  6. If you are using a Desktop; you are advised to purchase a UPS in order to keep your system active in case of power breakdown.
  7. If you want to expand columns in order to have a wide view of numbers; then click view, then place a tick on heading; you will obtain a chance to expand a specific column.

 

 COPYRIGHT: MFA SOFTWARE 2019

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