IMPLEMENTATION WINX GUIDE

Property Management

Property Master Data

• Logo
• Business Registration must be added if it's not there yet.
• Set the start date 

• You'll see the details of the no of rooms as per the license.
• Check if important fields are filled in such as email, phone number, Currency

All settings are divided per module

• Check the settings, especially the ones that are relevant to your property. 

  Settings that are highlighted in blue are still in the default setting.
  Blue settings will appear on top to indicate that these need attention. We suggest that you edit a new setting to avoid it staying blue forever.

  
  

• Check each setting and change the value as per your SOP

• New Feature

This program allows the user to register all the official tax registrations they have.
There is a distinction between VAT, TX (tourism tax), CT (city tax), and others.

• Add the details in this program, this is important for the display of your invoice or receipt 

• Division and Department is a part of metadata to be converted From v3 to Winx.
• If it's a new installation, this is normally empty. This must be done by the customer based on their organization.
• Please check the list of departments if there are duplicates. 

• The payment class is a generic class that will be used by all programs that require the closing of a bill.
• Linking must be created

This program allows you to manage which payment method will be available for each outlet. The default outlet must be linked also.

• Printer IP's is a part of the metadata to be converted From v3 to Winx. 

Room Inventory Management

Group Accommodation

• Group accommodation is a part of the metadata to be converted From v3 to Winx. 

Accommodation

• Accommodation is a part of metadata to be converted From v3 to Winx. 
• Check the configuration
• A new field was created called "recipe" this is if you want to link your amenity sets.

• Bed type is a part of metadata to be converted From v3 to Winx.  

• Room location is a part of the metadata to be converted From v3 to Winx. 

• Room Management is a part of metadata to be converted From v3 to Winx. 

Outlet Settings

Outlet Owner

This program is not only for the outlets that don't belong to the property. This is also used to register your misc. AR partners like tenants.

• Outlet owner is a part of the metadata to be converted From v3 to Winx. 
• A new field was created called "comp registration" edit and add if necessary

The definition of an outlet is any revenue source on the property. Meaning F&B, Misc, Retail, Spa & Themeparks

• Outlet Management is a part of metadata to be converted From v3 to Winx. 
• Default Outlet ( Ehors FO, TP, BQ, FIN, must be linked to a Department) If these outlets are not linked to a department, payment methods will not populate. 
• Check if there are NULL in the column department, this means that these outlets were linked to inactive departments.

This program links property A with an outlet to another property B, allowing to charge the guest folio of property B. The properties must be in the group of properties.

• Double-check if applicable
• New linking must be created if you are using this feature

Banquet Management

Function Type

Function Type:  is the type of events. 

• Function Type is a part of metadata to be converted From v3 to Winx. 

• Configuration Type is a part of metadata to be converted From v3 to Winx. 

• Function Rooms, (venue) is a part of metadata to be converted From v3 to Winx. 
• A floor plan image can be added
• New button if the venue is used for attraction yes or no. Check each venue and edit if necessary
• Click Attraction Yes, if the venue is only meant for an attraction venue. If the status is yes, this venue will not appear in the selection of venues during Venue reservations, and the configuration is NOT mandatory

Ehors Translation 

Ehors Label Message

Ehors System Language

Ehors Translator

This is a program where you create a list of "label" and/or "message" IDs that will be used in all components of the GUI.
And will be used as a dynamic language translator and later combine with language.
It also serves as default Ehors GUI labels and messages.

Employee Management

Designation

• Designation (position) is a part of metadata to be converted From v3 to Winx. 

• All existing positions must be assigned to programs that they are allowed to use.

For Existing Installation

• The employee is a part of metadata to be converted From v3 to Winx. 
• The password must be changed based on the alphanumeric.
• If the employee is involved in approvals like AP and Purchasing, set the authorized payment & Authorize PO/Item 

New Installation

• Employees must be entered and all related data.

Employee Authorization

Outlet Authorization

• Linking must be done before you can start using the POS ( new & old installation)

• Once you add an employee to property A, automatically that employee is authorized in property A. If you want to authorize the employee to property B, authorization must be added.

Item Management

Item Category

• Item Category is a part of metadata to be converted From v3 to Winx. 

• Item Measurement is a part of metadata to be converted From v3 to Winx. 

• Item is a part of metadata to be converted From v3 to Winx. 
• A new field was created called "distribution, usage, and item price incl" edit  if necessary
• Par Stock & Minimum Order are now combined in this program.
•  If it's a new installation, this is normally empty. Data must be added.

• Stock location is a part of metadata to be converted From v3 to Winx..
• A new field was created called "outlet and Good Receive area" Go through each stock location and edit if the location is Goods Received area yes or no, and if the stock location is linked to an outlet. The column Goods Rec Area yes/no cannot be blank. If this is not done, you will not be able to use the stock request program
• If it's a new installation, this is normally empty. Data must be added.

• The Gui changed a bit. Functionality is still the same, in the old version, there are 2 rows to fill in, and now only one row

• Item Department linking is a part of metadata to be converted From v3 to Winx. Any new linking after the conversion must be redone by the user
• The GUI changed a bit. 

Supplier Management

Supplier Management

• Supplier is a part of metadata to be converted From v3 to Winx. 
• New fields added, Bank Name, Bank Account, Swift code, edit and add if applicable

• Item Supplier linking is a part of metadata to be converted From v3 to Winx. Any new linking after the conversion must be redone by the user
• The Gui Changed a bit

Recipe Builder

Recipe Type

• Recipe Type is a part of metadata to be converted From v3 to Winx.
• Double-check the recipe type code, the codes have been changed and extended 
• fb=food&beverage ( this type will appear in the selection of POS menu per outlet management),
• spa=spa,
• fo= front office,
• rt = retail,
• at = attraction,
• other = others

• is a part of metadata to be converted From v3 to Winx.

• Is a part of metadata to be converted From v3 to Winx.
• a new field, recipe item needed yes or no, this means that you can now add a recipe w/o item. This is created for those items not related to F&B, or do not need a further breakdown.

• Is a part of metadata to be converted From v3 to Winx.
• The GUI changed a bit. 
• The set menu needs to be redone by the user.

• The Gui Changed a bit

• Is a part of metadata to be converted From v3 to Winx.
• The GUI changed a bit. 

Menu Management

Menu Category

• Is a part of metadata to be converted From v3 to Winx.

• Is a part of metadata to be converted From v3 to Winx.

• Is a part of metadata to be converted From v3 to Winx.

• The menu Per Outlet needs to be redone by the user. Complete new linking must be done
• The GUI has been changed.
• There's no need to create multiple links or outlets just for IRD (In-room dining) Prices for non-IRD and IRD can be set all at once.

POS Programs

Outlet POS Set up

• Outlet POS Set UP needs to be redone by the user in the live site
  • The GUI has been changed.
  • There are no more tables only numbers, that's why the setup must be redone. 

Double Check the recipe and barcode.

• You can now generate additional labels from an existing barcode.
  For installation of label printer, click here RETAIL LABEL PRINTER INSTALLATION

• The GUI is totally different. 
• Room Service will enable based on the outlet setting
• Unlink of the joined table is now possible
• A discount per item is now possible
• Split bill (half-half), now possible
• Room Service and Restaurant can be combined, no need to be in a separate outlet.

• The GUI is a little bit different
• A discount per item is now possible

• The GUI is a little bit different
• A discount per item is now possible

• The GUI is a little bit different
• A discount per item is now possible

• Still the same

• Still the same

POS Reports

FB Reports

Retail Reports

Attraction Report

• Gui has been changed

Revenue Management

Rate Code

• Gui has been changed
• Features like on-the-fly, LOS, Min Stay, Last Min/Early Bird, Promo Code, Discount Program
• In the past, if a rate code was used, the rate code could not be changed anymore until the last date check out of the existing reservations
  That has changed in the new version. This means that any modification of any formula or rule in a rate code leads to a "new version" of the existing rate code.
• The rate code needs to be redone by the user in the live site

Promo Code

• This program allows the user to create so-called promo codes that can be linked to rate codes.

LOS

• This program allows you to create a discount for a long stay based on the idea for x number of nights you get one free night. A long stay discount can also be handled by rate code.

  Any LOS you add to this program will appear in the rate code. 

Min Stay/Last Min/Early Bird

• New Feature

• Is an alliance between a partner for example a bank and a hotel/Resort/Restaurant for the purposes of Promotion. Any data created in this program will appear in the discount management program.
• New Feature

• Discount management is a program that allows us to create a discount for any type of sale.
• New Feature

• New Package Category "spa" has been added

• New Feature
• The voucher is a gift voucher. Meaning this voucher has a number generated by E-Hors. There is a payment category "Voucher" and a category " Redemption".
  We must understand the difference between the 2. A voucher (read gift voucher) has a number in the database that needs to be "knocked off" upon collection.
  Each voucher has a record in the database.
• Any existing voucher that has been distributed to the guest, those voucher series must be entered into the program. Ehors doesn't verify vouchers that are not created in the system.

• This program sets the dates/date ranges / particular days of the week that surcharges apply.
  Usually, surcharges do apply during peak season as well as weekends.
  This is a feature in addition to the occupancy formula to manipulate the rate on a certain day, regardless of the occupancy level.

• This is now in a separate program, in the previous version, the occupancy level is in the accommodation program. 

BDI Management

BDI Category

• Is a part of metadata to be converted From v3 to Winx.

• There is no more manual linking of Division & Department. The user only has to define the outlet.
• Check session: A new feature that will not allow the guest to book a session that overlaps with another BDI. For example, the Shark Encounter is from 10 am until 11 am and White Lion Feeding from 10.30 am to 11.30 am has an overlap. This combination would not be allowed if the check session is "yes".

Business Segmentation

Market Segment

• Is a part of metadata to be converted From v3 to Winx.

• If it's an existing customer, existing data should be copied from the old version to Winx
• The user has to check if there are duplicate market sources. 

• New linking must be done before you can start creating the rate code. Make sure that there are no duplicate market sources to avoid confusion.

• Is a part of metadata to be converted From v3 to Winx.

CRM

Registration

• This program allows guests to register as a "member" of the property.
  This will allow them to access the questionnaires, update their profiles and make reservations, for rooms, restaurants, spas, ticketing, and others.
• New Feature

• New Feature

• New Feature

• New Feature

Partner Management 

Partners

• This was called "Agency" in V3
• Still the same
• Is a part of metadata to be converted From v3 to Winx.

• Still the same
• This must be redone by the user.

Turnstile ManagementT

Turnstile Management

• The user has to re-enter the data, only if applicable to your property

Attraction Management

Attraction Planboard

• The user has to create a new plan board, only if applicable to your property

Reservation

Manage Reservation

• GUI has been changed
• No more separate programs for check out, and check-in. 
  
• future reservations must be entered in Winx, ehors will provide and excel sheet for the list of future reservations from the old version

Reception

Room Assign

• Gui is the same as the old version

• GUI has been changed

• Gui is the same as the old version

• Gui is slightly the same as the old version

Guest Profile Management

Guest Profile

• GUI has been changed
• The merging of profiles has been moved to "Guest History"

Passport Reader Installation, please click here: PASSPORT READER SCANNER INSTALLATION

• Is a part of metadata to be converted From v3 to Winx.

• The user has to re-enter the data

FO Reports

7 days Overview

• New Feature
• You can also swap a room from here.

• The report is still the same

• The report is still the same

• This was called "room statistic" in v3

• Person on Board

• The report is in Excel

• Merge Profile 

• The report is in Excel

• This report has been extended, with the selection (radio button) for including budget y,n, default 'n'. This only applies to Accommodation and Segment Reports. If the budget is 'y', there will be 2 additional columns: % and amount difference

PABX

Wake Up Call

• The Gui is still the same

• chart of account is a part of metadata to be converted From v3 to Winx. 
• Nothing has changed.

• Gui is still the same.
• The user has to create a new template, old data will not be copied.

• Is a part of metadata to be converted From v3 to Winx.
• Service Type: The user has to edit each tax and select the correct service type

• Existing linking will be copied from old to Winx
• The user has to check the linking  if there's "NULL", which means that this is linked to an inactive account

• Is a part of metadata to be converted From v3 to Winx.
• The user has to check each link because some of them are blank. In the old version, ehors allows the user to select P&L accounts in the balance column. In Winx, linking must be redone and must select the correct type of account as per column.

• A New Rate code group must be created. Create a new one if nothing is created yet

• The user must add the payment method used in their property. If this is not done, you won't be able to settle the bill in FO, GL, POS & Ticketing 

• Existing linking will be copied from old to winx
• In the previous version, linking of tax is done separately, now all linking of tax for BDI, accommodation, recipe, and items is done in this program.
• data that is already linked to taxes will be tagged as (linked)
• Before you go live, please double-check the linking of taxes here. Any new items, BDI's and recipes, their tax must be linked if applicable

• There are a few types of discounts that can be linked to a different account in the COA. The linking is per outlet type.

  We have 5 types of outlet types, these must be linked to a related chart of accounts before you use any discount.

  Important Note:  Each outlet type can only be linked once. All outlet types can also be linked to the same account.

• Linking must be created before you go live, if there is no linking, transactions with discount will go to uncleared

• This is where you create the profile of the bank account that will be used in LOA and the text file of the batch processing program.
• Data must be added by the user

• Generated in Excel. 

Forex Currencies

• Data must be added by the user, The rates set in this program are used as buying and selling rates when the bill is paid in a foreign currency. 

Purchasing Currencies

• Data must be added by the user. This is where the management of foreign currencies is used in purchasing. It enables the user to purchase and receive foreign currencies.

HQ Cons. Currency

• Data must be added by the user. This program is used as a consolidation tree of different properties. You can decide here which property can be consolidated with the other property

Corporate Currency

• This program is used:

  • to select the currency for the default property currency and set the currencies to be used in dynamic reports. 
  • to define the currencies to be used in the Exco reports (P&L and Balance Statements).

Journal Management

General Ledger

• Gui is quite similar to the old version
• You can immediately select the account name directly, and the related Ledger and group will be shown.

• still the same as the old version

• Gui is a little bit different, but the functionality is the same

• This program is to create journals that will run based on a regularly scheduled batch job and are used to divide costs evenly over a certain period.

• This program allows the user to create journals based on a fixed format. E.g. a template for payroll. Every month the journals are the same but the amounts are different.

• still the same as the old version. Gui has been changed.

• Still the same as the old version

Account Receivables

Debit/Credit Note

• Still the same as the old version

Oustanding AR from v3 will be copied during or after the switch. When this is done, the user cannot use the old version to send an invoice as this will affect the sequence of the invoice number.

• Functionality is the same as in the old version

• Same as the old version.
• The report is now in excel
• AP balance from the old version must be added by the user in the new version.

Accounts Payable

Supplier Invoice

• Functionality is the same

• Functionality is the same
• You can immediately select the account name directly, and the related Ledger and group will be shown.

• Functionality is the same
• new radio button for petty cash

• new column for invoice date
• Functionality is the same

• Changes in the approval process
• Functionality is the same

• Selection of payment method, Payment Methods are Cheque, Cash, Bank Batch, Bank TT, Contra, Bank Offline Upload, Bank Internet, and Bank Statement.
• GUI has been changed

• Cheque payment can be canceled if there is no collection date yet. Partial Cancelation of the cheque is not possible.
• Cash payment can be canceled at any time
• Online, Bank transfers cannot be canceled
• Bank Offline Upload, can be canceled if there is no collection date yet.
• Contra can be canceled at any time
• Functionality is quite similar to old version

• This program sets the amount that an employee is authorized to approve when he or she has access to the AP payment programs.

  These criteria will appear in the Employee program and these variables are in combination with the system settings under property Settings (PROPERTY SETTINGS MANUAL) if it requires Approval 1, 2, or 3. 

• This is required before you go live.   PAYMENT AUTHORIZATION MANUAL 

• Functionality is the same

Budgets

Finance Budget & FO Budget

• Functionality is the same, the Gui is quite similar to the old version

• Selection for F&B, Spa, Retail, Themepark
• Gui is a little bit different than the old version
• Selection of Map & Menu category instead of the Meal period and recipe type

Fixed Asset Management

FA Reg & Depr.

• Existing Data from old will be copied to Winx. This will only be done after the switch.
• Gui has been changed

• New Feature

• This program creates new Fixed Asset Locations that can be used in the Fixed Asset Management program.

Exco Reports

Create Dynamic Report

• Functionality is the same

• Functionality is the same

Finance Operations Report

In-House Guest Ledger

• New Feature, Selection of High Balance Only, Selection for Summary or Detailed.

• Output is now in Excel

• The Gui changed a bit.
• New feature for preferred sequence and additional filter (by day, by month, summary, detailed)

• This report serves as a guide to help you plan human resources. The report shows the list of the Breakdown item(s) for the selected date range. The output of the report is in excel.

• Gui is still the same
• New filter (Invoice, or by month)

• Gui is still the same

• Gui changed a bit

• Still the same

Audit Reports

Daily Revenue Journal

• Still the same
• Output in PDF and Excel

• It's now a separate program

• Still the same

• Still the same

• Gui is the same, output is in excel only

• This report shows the status of purchase orders, goods received and invoices received.
• It's now a separate program
• Additional filter for payments

• Gui is still the same, report output is in excel only

• The output of the report is in Excel

• This is the program where you can reprint invoices from POS, Debit/Credit Note, FO Retail, and FO Invoice transactions. 

• Still the same

• The output of the report is in Excel
• It's now a separate program

Purchase Management

Stock Request

• The Gui Changed a bit
• You won't be able to use this program if you're stock locations are not set up properly.

• The Gui is very similar to the old version

• Gui is very similar to the old version
• The approval process has changed, it's now based on the employee's profile in combination with the setting.

• No more separate program for canceling a PO.

• This will allow you to create a template for your daily market list. This template will appear in the Market List Program.

• Gui is very similar to the old version
• Market List Template is now available

• The Gui is still the same

• This program allows you to create the criteria of the approval based on the purchase price of the item, the total amount of the PO, or both. This is basically the profile of the approver. PURCHASE AUTHORIZATION MANUAL

Goods Management

Goods Receive

• GUI and functionality are quite similar to the old version.
• You can now add excl or incl amt.

• The Gui is still the same

• The Gui is still the same

Correction Accidental

• The Gui is very different
• It's now easier to search the item

Stock Take

• You can now select by item Category

• The Gui is still the same

• Functionality is still the same

• The Gui is slightly different

Housekeeping Management

Guest Arrived Monitor

Nothing has changed on the desktop

• Mobile App for HK, E-hors will send the APK.

Important changes

The sequence of automatic, as well as manual assignments.

If attendant & supervisor are selected: VD, AE/VD/OD. The attendant cannot have VCI/VC/OCI rooms
If attendant only is selected: VD, AE/VD/OD/OD, DO/OD, DO, AE. 
If only a supervisor is selected in addition: VCI, AE/VC, OCI, OC can be assigned.
Therefore attendant is not mandatory, nor supervisor it is both or either one.
If Turn Down is selected: If attendant only is selected, OC & OCI can be selected. 

• Selection for Cleaning, Turn Down & Deep Cleaning

• The Gui changed a bit, functionality is still the same.

• It's now a separate program.

Wifi Management

Wifi Users

• New feature

Service Center

Manage Service Jobs

• You can now add a Photo and attach it to the task.

• Is a part of metadata to be converted From v3 to Winx.