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.

  
  

• If it's an existing customer, these should be copied from the old version to Winx.
• If it's a new installation, this is normally empty. This must be done by the customer based on their organization.

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

This program allows you to manage which payment method will be available for each outlet.

• If it's an existing customer, these should be copied from the old version to Winx.
• If it's a new installation, printerIP and name must be added

Room Inventory Management

Group Accommodation

• If it's an existing customer, these should be copied from the old version to Winx.
• If it's a new installation, this is normally empty. This must be created by the customer

Accommodation

• If it's an existing customer, these should be copied from the old version to Winx. 
  • Check the configuration
  • A new field was created called "recipe" this is if you want to link your amenity sets.
• If it's a new installation, this is normally empty. This must be done by the customer based on their accommodation type

• If it's an existing customer, these should be copied from the old version to Winx.  
• If it's a new installation, the bed type must be added.

• If it's an existing customer, these should be copied from the old version to Winx.  
• If it's a new installation, The room location must be added.

• If it's an existing customer, the existing setup should be copied from the old version to Winx.  
• If it's a new installation, this must be set up.

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.

• If it's an existing customer, the existing data should be copied from the old version to Winx.  
  • A new field was created called "comp registration" edit and add if necessary
• If it's a new installation, this must be added if it's applicable.

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

• If it's an existing customer, the existing data should be copied from the old version to Winx
  • Default Outlet ( Ehors FO, TP, BQ, FIN, must be linked to a Department
• If it's a new installation, the outlets must be added.

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

Banquet Management

Function Type

Function Type:  is the type of events. 

• If it's an existing customer, the existing data should be copied from the old version to Winx
• For new installation, function type must be added.

• If it's an existing customer, the existing data should be copied from the old version to Winx
• For new installation, a configuration type must be added.

• If it's an existing customer, the existing data should be copied from the old version to Winx
• 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

• If it's an existing customer, these should be copied from the old version to Winx.
• If it's a new installation, this is normally empty. This must be done by the customer based on their organization.

• For a new and existing installation, linking must be done.

For Existing Installation

• If it's an existing customer, the existing list of employees will be copied from the old version to Winx.
• The password must be changed based on the alphanumeric, password & username are now case sensitive.
• If the employee is involved in approvals like AP and Purchasings, 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)

• If it's an existing customer, these should be copied from the old version to Winx, except for the new linking.
• Once you add an employee to property A, automatically that employee is authorized in property A. If you want to authorize that employee to property B, authorization must be added.

Item Management

Item Category

• If it's an existing customer, existing data should be copied from the old version to Winx.
•  If it's a new installation, this is normally empty. Data must be added.

• If it's an existing customer, existing data should be copied from the old version to Winx.
•  If it's a new installation, this is normally empty. Data must be added.

• If it's an existing customer, existing data should be copied from the old version 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.

• If it's an existing customer, existing data should be copied from the old version to Winx.
  • A new field was created called "outlet and Good Receive area" Go through each stock location and edit.
• 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

• If it's an existing customer, existing linking should be copied from the old version to Winx
  • The GUI changed a bit. 
• If it's a new installation, linking must be set up

Supplier Management

Supplier Management

• If it's an existing customer, existing data should be copied from the old version to Winx
  • New fields added, Bank Name, Bank Account, Swift code, edit and add if applicable
• If it's a new installation, suppliers must be added.

• If it's an existing customer, existing data should be copied from the old version to Winx
  • The Gui Changed a bit
• If it's a new installation, linking must be created.

Recipe Builder

Recipe Type

• If it's an existing customer, existing data should be copied from the old version to Winx
  • Double-check the recipe type code, the codes have been changed and extended 
  • fb=food&beverage, spa=spa, fo= front office, rt = retail, at = attraction, other = others
• If it's a new installation, a recipe type must be added.

• If it's an existing customer, existing data should be copied from the old version to Winx
  • Double-check the recipe type code, the codes have been changed and extended 
  • fb=food&beverage, spa=spa, fo= front office, rt = retail, at = attraction, other = others
• If it's a new installation, margin must be set up if applicable.

• If it's an existing customer, existing data should be copied from the old version to Winx
  • 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.
• If it's a new installation, the recipe must be added

• If it's an existing customer, existing data should be copied from the old version to Winx
  • The GUI changed a bit. 

• The Gui Changed a bit

• If it's an existing customer, existing data should be copied from the old version to Winx
  • The GUI changed a bit. 

Menu Management

Menu Category

• If it's an existing customer, existing data should be copied from the old version to Winx

• If it's an existing customer, existing data should be copied from the old version to Winx including the default Main Menu Category

• If it's an existing customer, existing linking should be copied from the old version to Winx 

• This must be set up (New Installation & Existing Customers)
  • 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

• This must be set up (New Installation & Existing Customers)
  • The GUI has been changed.
  • There's no more tables only numbers, that's why setup must be redone.

Double Check the recipe and barcode.

• You can now generate additional labels from an existing barcode.

• 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

• 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.

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.

• 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 at a certain day, regardless of the occupancy level.

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

BDI Management

BDI Category

• If it's an existing customer, existing data should be copied from the old version 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

• If it's an existing customer, existing data should be copied from the old version to Winx

• If it's an existing customer, existing data should be copied from the old version to Winx

• New linking must be done

• If it's an existing customer, existing data should be copied from the old version 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
• If it's an existing customer, existing data should be copied from the old version to Winx

• Still the same

Turnstile ManagementT

Turnstile Management

• The user has to re-enter the data

Attraction Management

Attraction Planboard

• The user has to create a new planboard

Reservation

Manage Reservation

• GUI has been changed
• No more separate programs for check out, and check-in. 

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"

• If it's an existing customer, existing data should be copied from the old version 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

• If it's an existing customer, existing data should be copied from the old version to Winx
• Nothing has changed.

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

• If it's an existing customer data will be copied from old to Winx.
• Service Type: The user has to edit each taxes and select the correct service type

• Existing linking will be copied from old to winx
• The user has to check the linking "NULL", this means that this is linked to an inactive account

.

• Existing linking will be copied from old to winx
• The user has to check each linking, 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

• The user must add the payment method used on their property.

• 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.

• 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.

• 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 the 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 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 invoice as this will affect the sequence of the invoice. 

• Functionality is the same as in the old version

• Same as the old version.
• The report is now in excel

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, 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 if it requires Approval 1, 2, or 3.

• 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 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