Home » Project Material » Design And Implementation Of A Computerized Hotel Business Billing System

Design And Implementation Of A Computerized Hotel Business Billing System

(A Case Study Of Modotel Hotel Limited Enugu)

7 Chapters
|
54 Pages
|
5,860 Words

A computerized hotel business billing system refers to an automated platform designed to manage and streamline the financial transactions within a hotel establishment, including invoicing, payment processing, and record-keeping. This comprehensive system integrates various modules such as reservation management, guest check-in/check-out, and inventory control to ensure efficient handling of billing operations. By automating tasks traditionally performed manually, such as generating bills, tracking payments, and managing accounts receivable, this system enhances accuracy, saves time, and reduces human errors. Additionally, it provides real-time insights into financial performance, facilitates seamless communication between different departments, and enhances customer satisfaction by enabling quick and accurate billing processes. With its robust features and user-friendly interface, a computerized hotel business billing system optimizes operational efficiency and contributes to the overall success of the hospitality enterprise.

ABSTRACT

This work is carried out to identify and discuss the need for a computer system in hotel business billing system.
A hotel business is a hospitality industry which caters for both leisure and well being of its guest. The duties of hotels are to offer accommodation to their guest and to render services to them. These services are usually personal.
The focus on this topic is to introduce computer in the allocation of rooms and billing system of a hotel. The result of this project is aimed at eliminating the tedious work which is associated with the making reservations and keeping account in hotel. It will also save storage system for guest who have stayed in the hotel before.

TABLE OF CONTENT

Title page
Certification
Dedication
Acknowledge
Abstract
Table of content

CHAPTER ONE
1.0 Background of the study
1.1 Introduction
1.2 Statement of problem
1.3 Purpose of study
1.4 Objective of study
1.5 Scope of the problem
1.6 Definition of terms

CHAPTER TWO
2.o LITERATURE REVIEW

CHAPTER THREE
3.0 OVERVIEW OF THE EXISTING SYSTEM
3.1 Description analysis of the existing system
3.2 Method of data collect
3.2.1 Interview method
3.2.2 References to written text
3.4 Process analysis
3.5 Out analysis
3.6 Problem of the existing system
3.7 Justification for the new system.

CHAPTER FIVE
5.0 IMPLEMENTATION
5.1 Program design
5.2 Program flowchart
5.3 Pseudo code
5.4 Source listing
5.5 Test Run

CHAPTER SIX
6.0 RECOMMENDATION AND CONCLUSION
REFERENCES
APPENDIX

CHAPTER ONE

INTRODUCTION
Hotel is defined by British law as a place where a binafide traveller can receive food and shelter, provided he is in a position to pay and is in a fit condition to be received. Hence, a hotel provides food and beverages, and lodging to travellers on payment. In turn, it has the right to refuse a traveller is drunk, disorderly, unkempt or is not in a position to pay for the services.
The hotel industry is perhaps, one of the oldest commercial endeavours in the world. The first inns date back to the sixth century be and were the products of the urge to travel, spurred by the invention of the wheel.
The earliest hotels were managed by husband and wife teams, who provided large halls for travellers to make their own bed and sleep on the floor. The entire cooking service and recreation were provided by the husband and wife team and his family.
It was in Europe that the birth of well managed hotel industry took place on the shape of chalets and small hotels which provided variety of services. They were mainly patronized by the aristocracy of the day.
The real growth of the modern hotel industry took place in the United State of America in 1794. the real boom in hotel building came in the early twentieth century. This period also saw the beginning of chain operation under the guidance of E.M stalker. It involved big investments, big profit and trained professional to manage the business.
The management business billing of a hotel system was virtually left in the hands of the front officers. The front office in a hotels is the department responsible for the scale of hotel rooms through systematic method of reservation, followed by registration and assigning of rooms to customers, it was usually done manually. This was boring and cumbersome in hotels that still operate manually today. This development in hotel business billing system continued gradually until recently when computer was invented as an electronic method of processing data, computer can be defined as an electronic device that accept input, manipulated data and produces information which is the output, as required. Computerization of hotel business billing system: a focus on the lodging system of a hotel, therefore, the application of computer in the lodging system of a hotel. A hotel which operated a computerized system will ensure that the program carries provision for different tariffs, locations and individual guest preferences. Details of each room are stored within the memory and as a guest registers the guest list is immediately updated while that particular room is removed from the list of those which are available for letting. Because the system is so accurate, there is little chance of two people being given same room.

BACKGROUND OF THE STUDY
The lodging system of Mooted Hotels Limited Enugu started when this hotel was established in 1986. at its inception, Mooted Hotels Limited inherited three modern hotels. There were ninety three chalets at the time of its establishment. These hotels were located at Enugu, IMO, Anambra. However they have since been improved upon with additional chalets, better management and better services.
The management of Muddle Hotels Limited insists that standard obtainable in its hotels of all types compare favourably with the standards elsewhere. Each chalets is provided with a room stewards, hot and cold water tub, wall-
To-wall carpet, air conditioner, television, refrigerator and inter-com. The Cable News Network (CNN) is received in the hotels through its satellite dish. The body managing the hotel now at the apex of the management include-
1.The general manager
2.The company accountant
3.The company secretary
4.The operational managers
5.The public relations officer
6.The house keeper
7.The food and beverages manager
8.The number of staff are eighty
These are both junior and senior cadres.
1.Administration
2.Accounts
3.Restraurant
4.Bar
5.Kitchen
6.Laundry.

1.2 STATEMENT OF THE PROBLEM.
The introduction of computer in the hotel is to reduce problem encountered on arrival and event at check out time by guest’s customers and visitors to the hotel and by the reception staff on their efforts to manually attend to each guest’s requests going through the reception routine in the front office by the guest is normally frustrating and time wasting. As guest can be kept on his feet for several minutes waiting to be attended to .the billing procedures in the cashier section are similar to that of the front office. The staff at the cashier section are also limited by their human capabilities.

1.3 PURPOSE OF STUDY
The main aim of this study is design a computerized reservation entry and guest billing system for timely services. In hotel services, time is of essence.
Another objective of the to design a computerized system which will ensure that the program carries provisions for different tariffs, locations and individual guest preferences. The computer will select the best available rooms for particular reservation or offer an alternative, if the preferred room is already taken or is not yet ready. The program will be flexible enough to ensure that any special request by a guest can be catered for.

1.4 SCOPE AND LIMITATIONS OF THE STUDY
The computerization of the hotel business billing system is centred on the front office. (i.e. reception and cashier section) of the Modotel hotel limited. A lot of limitations were encounter during this study. Such limitations are:
1. Fiance: this hindered my movement in the process of gathering of facts.
2. Time: this is another constraint to my undertaking a more comprehensive fact finding, since the period for this study was very small compared to the actual work.
3. Lack of textbooks: this is also another major constraint in the course of carrying out this work. One had to move one library to another.
4. Protocols: I encountered series of protocols, often called red tapism before I was granted interviews.

1.5 IMPORTANCE OF THE STUDY
There is a high hope that this project will solve those problem the reception personnel encounter on the sale of rooms in the hotel. A hotel which is computerized can, with dispatch, answer inquires and write confirmation letters for reservation, keep messages for guest’s ,advice the hotel management about regular guests, improve the level of services the hotel offers to guest and monitor room services to guests. It will greatly help the reception personnel to know the number of room available and how many rooms that have been booked. This helps in updating of reservations. In a situation of efficient services, the hotel will be attractive to guest and visitors and thereby make profit.

1.6 DEFINITIONS OF PROCESSING
REAL TIME PROCESSING: Technique by which enter data for immediate processing.
ON LINE PROCESSING: Also called transaction processing,. It is the collecting and processing of data as transaction occurs.
INFORMATION: When data undergoes certain manipulations like calculation, sorting, amending etc. they eventually become useful meaningful. In other words, they become information.
DATA: Bit and pieces of fact and figures representing an idea or event needed for processing to give out information.
FIED: A unit of information containing a group of related data.
ARRIVAL: Time that a guest registers into the hotels.
ACCOMMODATION: The term simply refers to rooms.
BOOKING: Reservation of rooms.
CANCELLATION: When a room reservation is with drawn by the guest.
CHECK-IN: Arrival of a guest who has registered at the reception.
CHECK-OUT: Department of a guest who has settled his bills.
DEPARTURE: Time when a guest leaves the hotel.
DOUBLE ROOM: Room with one large- size bed.
GUEST: Person who uses the services of a hotel.
RECEPTION: Counter in a hotel that registers guests.
RESERVATION: Counter that receives documents on reservation requests.
SKIPPER: A guest who departs without paying his bill.
SINGLE ROOM: Room with one bed.

SIMILAR PROJECT TOPICS:
Save/Share This On Social Media:
MORE DESCRIPTION:

Computerized Hotel Business Billing System:

A computerized hotel business billing system is a software application or system designed to streamline and automate the billing and invoicing processes within a hotel or hospitality establishment. Such a system is crucial for managing financial transactions efficiently and providing guests with accurate and timely invoices. Here are key features and components typically found in a computerized hotel billing system:

  1. Reservation Management: The system should allow hotel staff to create and manage reservations, including guest information, room type, check-in/check-out dates, and special requests.
  2. Room Assignment: Automate the assignment of rooms to guests based on their reservation details and room availability.
  3. Guest Profile Management: Maintain a database of guest profiles, which can include contact information, preferences, and billing details for returning guests.
  4. Rate Management: Configure and manage room rates based on factors like room type, occupancy, seasonality, and discounts. The system should also be able to apply different tax rates and currency conversion if necessary.
  5. Check-in and Check-out: Streamline the check-in and check-out processes by generating electronic key cards, capturing guest signatures, and automatically updating room availability.
  6. Point of Sale (POS) Integration: Integrate with the hotel’s POS system for charging additional services such as restaurant bills, spa treatments, or room service to the guest’s room.
  7. Billing and Invoicing: Generate and print detailed invoices for guests, including room charges, taxes, additional services, and any discounts or promotions. Provide the option for electronic invoices via email.
  8. Payment Processing: Support various payment methods, including credit cards, cash, and online payment gateways. Ensure secure handling of sensitive payment information.
  9. Folio Management: Maintain folios (itemized bills) for each guest, allowing them to review and dispute charges if necessary.
  10. Reporting and Analytics: Provide reports on occupancy rates, revenue, guest preferences, and other financial metrics to help hotel managers make informed decisions.
  11. Integration with Accounting Software: Allow for the integration of billing data with the hotel’s accounting software to facilitate financial reporting and reconciliation.
  12. Multi-Language and Multi-Currency Support: Cater to international guests by offering invoices and communication in different languages and currencies.
  13. Security and Compliance: Implement robust security measures to protect guest data and ensure compliance with data protection regulations, such as GDPR or CCPA.
  14. User Access Control: Define roles and permissions for hotel staff to restrict access to sensitive financial data.
  15. Customer Support: Offer customer support and training to hotel staff to ensure smooth operation and troubleshooting assistance.
  16. Mobile Access: Provide a mobile-friendly interface or app for staff to access the billing system on the go.
  17. Scalability: Ensure the system can handle the needs of the hotel, whether it’s a small boutique hotel or a large chain with multiple properties.
  18. Backup and Data Recovery: Implement regular data backups and have a plan for data recovery in case of system failures.
  19. Guest Feedback and Reviews: Integrate guest feedback and review collection into the system to gather insights and improve guest satisfaction.
  20. Customization: Allow for customization of the system to match the specific needs and branding of the hotel.

When implementing a computerized hotel billing system, it’s essential to choose a solution that aligns with the hotel’s size, complexity, and budget while ensuring that it meets legal and regulatory requirements in the region of operation. Regular updates and training for staff are also crucial for the successful adoption and operation of such a system.