The "Account Details" section in the city ledger displays information about invoices, including specific folio details within each invoice, and indicates if any payments have been applied to the invoice. It's important to note that only invoices with remaining balances will appear here. Once the invoice is paid in full, it will be moved to the Invoice History section.

An accounting code is a unique identifier assigned to different financial transactions or elements within an accounting system. It helps categorize and track transactions according to specific criteria, such as type of expense, revenue source, department, or project. Accounting codes facilitate the organization, analysis, and reporting of financial data within an organization's accounting framework.

Accounting periods are specific time intervals (e.g., monthly, quarterly, annually) during which financial transactions are recorded and financial statements are prepared. They help businesses track performance and comply with reporting standards.

ADR (Average Daily Rate) is a hotel industry metric that calculates the average revenue earned per occupied room. It's determined by dividing total room revenue by the number of rooms sold (occupied) during a specific period. For example, if a hotel generated $10,000 in room revenue, and sold 100 rooms during that same period, the ADR would be $10,000 divided by 100 which equals $100.

Advance deposits are accounts payable found in the city ledger. When a guest pays a deposit prior to registration, the hotel incurs an account payable to the guest for services to be rendered in the future. Advance deposits from all guests are collected in a common advance deposit account. This amount is then transferred back to the guest's front-office account (folio) upon check-in.

An Aging Report is a financial document that provides a summary of outstanding accounts receivable balances categorized by the length of time the invoices have been outstanding. It typically divides accounts receivable into different aging buckets based on the number of days past due, such as current, 30 days past due, 60 days past due, 90 days past due, and so on.

Refer to notifications or warnings about specific events or situations that require attention from the staff. Security, fire, room status, maintenance, guest and payment alerts can be generated by various systems.

An antivirus is a software designed to detect and remove malicious software from computers and devices, protecting them from viruses, worms, spyware, and other threats.

ARP is the process that defines which IP addresses are bound to which MAC address. This list of address translations is referred to as an ARP Table, and each computer maintains its own table. An incorrect entry in the ARP table can prevent one machine from communicating with another. Some routers, particularly a Nomadix (commonly used in hotels to provide internet access to their guests), can wreak havoc on ARP tables across a LAN. This is by design, and devices like these should not be used by the hotel’s business computers.

Guests checking into the hotel for their stay. It's the process of guests arriving at the hotel, completing check-in procedures, and being assigned rooms for their accommodation.

Night audit is a nightly process in hotels to reconcile financial transactions, ensure accuracy in accounting records, and prepare for the next day's operations.

Refers to the approval given by a cardholder's bank to proceed with a transaction, such as a purchase or withdrawal, using a credit or debit card. This process verifies that the cardholder has sufficient funds or credit available to complete the transaction.

Availability in hotels refers to the number of rooms that are vacant and ready for occupancy at a given time. It indicates the capacity of the hotel to accommodate guests without overbooking. Availability is crucial for hotel management to ensure efficient room allocation, maximize occupancy rates, and meet the demands of potential guests. It is often managed through reservation systems, which track bookings, cancellations, and room inventory in real-time to provide accurate availability information to guests and hotel staff.

A balance refers to the amount of money remaining in an account after all debits and credits have been accounted for. It represents the net result of transactions and reflects the current financial status of the account. Balances can be positive (indicating surplus funds) or negative (indicating a deficit or debt).

Base rates (previously known as "default rates") show automatically for any dates not covered by tier or peak rates. They are in place for every date to have a minimum rate.

A credit card batch report is a document that summarizes all credit/debit card transactions processed by a merchant within a specific time period, typically a day. It provides details such as the total number of transactions, total sales amount, refunds, voids, and any adjustments made.

Prevent someone from seeing or doing something in a section of Visual Matrix. This term can also apply to blocking rooms for a group or individual. 

Is a third-party intermediary that facilitates the processing of credit card payments between merchants and payment processors or acquiring banks. These broker services typically offer software or platforms that allow merchants to accept credit card payments online, in-store, or through mobile devices. They handle the encryption, transmission, and authorization of payment data securely, ensuring compliance with industry standards such as PCI DSS (Payment Card Industry Data Security Standard)

Web browsers like Google Chrome, Mozilla Firefox, Safari, and Microsoft Edge are software applications used to access information on the World Wide Web.

BWR (Best Western Rewards) is a loyalty program offered by the Best Western hotel chain. It allows members to earn points for their stays at Best Western properties, which can then be redeemed for free nights, room upgrades, gift cards, and other rewards.

A hotel call accounting interface tracks and manages telephone usage within the establishment. It facilitates guest billing, departmental billing, call logging and reporting, integrates with PBX systems.

"Cancel" in the context of a hotel booking refers to the action of voiding or retracting a previously made reservation. When you cancel a hotel booking, you typically forfeit any deposit or prepayment made, and depending on the cancellation policy, you may incur additional fees. Canceling a booking allows the hotel to make the room available to other potential guests.

Cendyn is a catalyst for digital transformation in the hospitality industry to drive profitability and guest loyalty through an integrated technology platform that aligns revenue, eCommerce, distribution, marketing, and sales teams with centralized data, applications, and analytics, so they can capture more demand and accelerate growth. Simply said, it is a CRM application that has an API interface with Visual Matrix.

A charge refers to a financial transaction where a customer incurs an expense or owes money to a business or service provider in exchange for goods or services rendered.

Check out" typically refers to the process where a guest leaves a hotel or other accommodation after completing their stay. During check out, the guest settles any outstanding bills, returns keys or access cards, and formally concludes their stay.

Check-in" refers to the process where a guest arrives at a hotel or other accommodation and registers their arrival. During check-in, guests provide personal information, such as identification and payment details, and receive room keys or access cards. Hotel staff may also provide information about hotel amenities, policies, and local attractions during this process.

Chilkat's email component provides a comprehensive set of tools for developers to incorporate email functionality into their applications, whether it's for sending transactional emails, processing incoming messages, or implementing email-based features.

Chrome, developed by Google, is a fast and popular web browser known for its minimalist design, efficient tab management, extensive extension ecosystem, and strong security features like automatic updates and sandboxing. It also offers seamless syncing across devices, robust developer tools, and privacy controls such as incognito mode.

The city ledger is the collection of accounts belonging to non-registered guests. This is distinct from the Guest Ledger, which is the collection of accounts receivable for guests who are currently registered. The vast majority of accounts in the city ledger are accounts receivable, exception is for the advance deposit account which is an account payable. Instead of billing separately for each individual service that the hotel provides, the charges are accumulated in the company's city ledger account. The hotel then periodically sends the bill to the company.

A Channel Manager is a platform connected to the PMS that will connect the hotel to hundreds of online distribution channels in real-time. Visual Matrix is interfacing with BW, Vertical Booking, SiteMinder, SynXis, TravelClick, InnLink and Windsurfer.

CMD Prompt," short for Command Prompt, is a command-line interpreter application available in Windows operating systems. It provides users with a text-based interface to interact with the system using commands. Users can execute various tasks such as navigating the file system, running programs, managing files and directories, configuring system settings, and performing troubleshooting tasks

Refers to the fee paid to intermediaries such as travel agencies, online travel agencies (OTAs), tour operators, and other booking platforms for facilitating bookings and bringing guests to the hotel.

Refers to the money that the hotel owes to third-party entities, typically travel agencies or booking platforms, as a result of bookings made through them. 

Refers to information and insights gathered about other hotels or accommodation providers operating in the same market or targeting a similar customer base. This data is collected and analyzed to understand how competitors are performing, what strategies they are employing, and how they are perceived by customers. 

Credit card swipers, also known as credit card readers or card terminals, are devices used to process credit and debit card transactions. They come in various forms, from small handheld devices to larger countertop units. The process typically involves swiping, inserting, or tapping a customer's card to capture the card information, followed by the entry of additional required information such as PIN codes or signatures.

Refers to specific notes or remarks added to a reservation from a Central Reservation System (CRS). This is utlized by Best Western and Synxis interfaces and provide additional information or special instructions related to the guest's booking, such as room preferences, special requests, rates, payment or important details about the reservation that hotel staff should be aware of to ensure a smooth and personalized guest experience.

Refers to the cost charged for staying in a hotel room for a single day. These rates typically vary based on factors such as the hotel's location, the type of room (standard, deluxe, suite, etc.), the time of year (peak season vs. off-peak season), and any additional amenities or services included in the stay. Some hotels offer discounts for longer stays or for booking in advance, while others may have dynamic pricing that fluctuates based on demand.

A database is an organized collection of structured information, or data, typically stored electronically in a computer system. A database is usually controlled by a database management system. 

This section enables you to configure the quantity and formatting of reports for nightly printing or emailing. Once configured, these settings will be automatically applied whenever the user initiates the "Generate Reports" function within the reprint reports section.

Deposit details" typically refer to the specific information regarding any monetary payments made by guests to secure their reservation or cover additional expenses during their stay before check-in.

Refers to an arrangement where a third party, such as a company or organization, is billed directly for the expenses incurred by their employees or guests during their stay at the hotel. Instead of requiring individual guests to pay for their accommodation and services upfront, the hotel charges the expenses to the designated third-party account. 

Refers to a variation, inconsistency, or discrepancy between expected or recorded information and the actual situation encountered. This can encompass a wide range of issues, such as discrepancies in room rates, reservations, billing, inventory.

"Do Not Rent." It's a designation that hotels use to flag specific guests or individuals who are not permitted to rent rooms or stay at the property. Reasons for implementing a DNR status can vary but often include instances where a guest has violated hotel policies, caused disturbances, engaged in illegal activities, damaged hotel property, or otherwise behaved inappropriately.

 Refers to the process of creating tickets for reported problems, assigning them to appropriate personnel, tracking progress, resolving the issues, and maintaining records for future reference and analysis referred to as "tickets." 

Dormakaba electronic locks are widely utilized in hotels to enhance security and streamline guest access. These state-of-the-art locks offer keyless entry options, such as RFID cards or mobile keys, providing guests with convenient and secure access to their rooms. Additionally, hotel staff benefit from features like remote access control and audit trails, allowing for efficient management of guest rooms and ensuring guest safety

Refers to something that is exactly the same or very similar to something else. In various contexts, it can imply repetition, replication, or a copy of an original item or information. In Visual Matrix you have the option to duplicate a reservation. 

enRoute was a credit card issued by Air Canada until 1992, when the airline sold its credit card division to Diners Club. The card was developed only for Air Canada transactions, but over time, the card was expanded into a more general credit card for business travellers, being accepted by hotels, restaurants, and other merchants. It offered such features as in depth transaction details and sorting of expenses by category. In 1989, enRoute card became the first credit card to earn its cardholders Aeroplan miles with their purchases. In 1992, Air Canada sold the enRoute card business to Diners Club.

The "environment" in a cloud-based hotel software system refers to the setup where the software operates. This includes the cloud infrastructure, software stack, development/testing environments, integrations, security measures, and scalability features. It ensures reliability, security, and performance while supporting hotel operations.

Is when a program doesn't behave as expected. There are different types: syntax errors happen during coding, runtime errors occur while the program runs, logic errors produce incorrect results, and exceptions handle unexpected conditions. Environmental errors stem from external factors like network issues or hardware problems.

Refers to the process of raising an issue, concern, or request to a higher level of authority or expertise within the organization for further review, resolution, or action. This escalation process typically involves transferring the matter from frontline support or customer service representatives to specialized teams, supervisors, managers, or executives who have the knowledge, authority, or resources to address the issue effectively.

Allows hotel staff to create bookings and reservations specifically for events, such as conferences, weddings, meetings, or banquets. It includes features like scheduling event spaces, assigning rooms, and managing guest lists.

 Refers to a convenient feature offered by hotels that allows guests to quickly and easily settle their bills and check out of their rooms without having to visit the front desk. This typically involves a streamlined process where guests can review their charges, authorize payment, and receive their final receipt via email or text message, all from their mobile device or in-room television.

Offering additional services or amenities beyond what is typically included in a standard booking. For example, a hotel might extend a complimentary late check-out to a guest as a gesture of goodwill, allowing them to stay in their room past the usual check-out time without incurring extra charges. The term can also be used to extend a stay.

''First Data Merchant Services'' Hotels often utilize merchant services like FDMS to securely process payments from guests using credit cards, debit cards, and other electronic payment methods. These services help hotels manage transactions efficiently and securely, ensuring a smooth payment experience for both guests and the hotel staff.

In Visual Matrix a fixed rate is a specific set rate an example is $89.99. In hotel terms typically refers to a pricing structure where the cost of accommodation remains constant regardless of fluctuations in demand or seasonality. In other words, guests pay a set rate for their room regardless of whether it's a peak season or a slower period.

Flat rate is a specific dollar amount that will be discounted from the applicable rack rate, an example is $20 off rack rate. 

A folio is an account showing charges or payments made during a guest's stay. An Open Folio is a guest account that allows the guest to check-out with an outstanding balance. For example, phone calls, minibar, laundry services, room service, valet, etc. anything that is billed to your room. In Visual Matrix, there is a difference between a Folio and an Invoice. Although both mean the same, an Invoice is used in the Accounting City Ledger side and is what is send to an city ledger account owner. An invoice can include one or multiple folios.

Forecast reports for hotels predict future demand and revenue based on historical data and market trends. They include occupancy forecasts, revenue projections, market analysis, booking pace analysis, segmentation analysis, and channel performance evaluation. These reports guide strategic decisions to optimize revenue, maximize profitability, and enhance guest satisfaction.

A Fractional Ownership Hotel means a facility providing overnight visitor accommodations where at least some of the guestrooms (units) within the facility are owned separately by multiple owners on a fractional time basis. A fractional time basis means that an owner receives exclusive right to use of the individual unit for an interval of not less than two (2) months and not more than three (3) months per year and each unit available for fractional ownership will have multiple owners.

Best Western offers a loyalty program called Best Western Rewards, which allows members to earn points for their stays at Best Western hotels. One of the benefits of this program is the ability to earn free nights. The number of points required for a free night stay at Best Western hotels varies depending on factors such as the hotel's location, category, and room availability.

The Front Office module in hotel software handles guest-facing operations at the reception or front desk. It manages reservations, check-ins, check-outs, room assignments, guest information, billing, and housekeeping coordination to ensure a smooth guest experience and efficient hotel operations.

Rate code is unique because it allows guests to split their payment between loyalty points and another preferred method of payment. With this special rate code, guests have the flexibility to use a portion of their points to cover a portion of the booking and pay the remaining balance using any other payment method they prefer. This is specific to Best Western properties for more information contact Best Western. 

Gmail is Google's email service known for its large storage, efficient spam filtering, and user-friendly interface. It offers features like labels, integration with Google services, and accessibility across devices through web and mobile apps.

A "group rate" is a discounted room rate offered to a group booking multiple rooms, typically for events or occasions like weddings or corporate gatherings.

Groups" in hotels are multiple bookings for events or accommodations, such as weddings or corporate meetings. They often involve negotiated rates and special arrangements tailored to the group's needs.

A "guest profile" in hotels is a collection of information about individual guests, including personal details and preferences. It helps hotels provide personalized service and anticipate guest needs during their stay.

Is when hotels communicate with guests via text messages, providing important information and assistance before, during, and after their stay to enhance their experience.

Include revenue summaries and analyses of financial performance over specific periods. History reports in hotels encompass a variety of essential summaries: Guest History Reports personalize guest experiences by detailing stays and preferences. Financial History Reports outline financial transactions and performance. Reservation History Reports track booking details and occupancy trends. Maintenance and Sales History Reports document maintenance activities and track sales performance, respectively.

In Visual Matrix Refers to the process of entering or recording information related to network host configurations example server name/IP address. 

Refers to an individual or entity involved in the management, operation, or ownership of a hotel or hotels. This term encompasses professionals who oversee various aspects of hospitality management, including guest services, operations, marketing, and financial management to ensure the smooth running and profitability of the establishment.

Hot List" feature is a  tool used to prioritize or highlight specific group reservations that require special attention or monitoring. This could include high-profile groups, VIP guests, or groups with specific requests or needs.

Refers to an account maintained by the hotel itself for charging services provided to guests or other entities associated with the hotel. This account may include charges for food and beverage services, spa treatments, and other amenities offered by the hotel.

Refers to a staff member responsible for cleaning and maintaining guest rooms, public areas, and sometimes other parts of the hotel such as corridors and lobbies. 

Refers to the department or function responsible for cleaning and maintaining guest rooms, public areas, and other designated spaces within the hotel. Housekeeping staff ensure that rooms are cleaned thoroughly, amenities are restocked, and overall cleanliness standards are maintained to enhance guest comfort and satisfaction during their stay. Additionally, housekeeping may also involve handling guest requests for additional services or amenities to ensure a pleasant experience for guests throughout their stay.

Housekeeping sections in Visual Matrix are organized by floors or specific areas to streamline cleaning operations. Each section, such as the 1st, 2nd, and 3rd floors, is managed by dedicated staff responsible for maintaining cleanliness and order in guest rooms, corridors, and public areas assigned to their respective areas.

Refers to a software application used for connecting to and managing various interfaces such as serial ports, SSH, Telnet, or other communication protocols. It provides a terminal emulation environment where users can interact with devices or systems through command-line interfaces (CLI) or text-based interfaces. Hyper Terminal software facilitates configuration, troubleshooting, and monitoring of network devices, servers, routers, and other equipment that utilize these interfaces for communication and control.

Visual Matrix uses IATA numbers to identify travel agencies and companies that book rooms through them. These codes help hotels manage reservations, track bookings, and apply specific rates or discounts.

Refers to a device used to electronically scan and verify identification documents such as driver's licenses, passports, or identity cards. This technology helps hotels verify the identity of guests during check-in process.

Refers to a software or system used in hotels to track and manage telephone usage and charges associated with guest room calls. This technology captures and records call details such as duration, destination, and cost, providing hotels with accurate billing information for guest phone services. It helps hotels manage telecommunications expenses, monitor usage patterns, and ensure billing accuracy for guest room calls.

Refer to films or videos that hotels offer to guests for viewing directly in their rooms. This amenity typically involves a selection of movies available on demand through the hotel's television system or through a digital interface. Guests can choose from a variety of genres and titles, often for an additional fee, to enjoy entertainment within the comfort and privacy of their hotel room during their stay.

Refers to a booking made for a single guest, individual reservations are common for leisure travelers, business travelers, or small groups looking to stay at a hotel for a specific period.

Refers to a technology company that provides reservation and connectivity solutions for hotels. Their services typically include central reservation system (CRS) solutions, property management system (PMS) interfaces, and other connectivity tools that help hotels manage bookings, integrate with distribution channels, and streamline operations.

Refers to the setup and management of connections between various systems and software used within the hotel's operations. This includes configuring interfaces between property management systems (PMS), booking engines, channel managers, point-of-sale (POS) systems, and other technology platforms to ensure seamless communication and data synchronization. Interface configuration is crucial for optimizing operational efficiency, enhancing guest experience, and enabling effective management of hotel resources and services

 Refer to the fees incurred for accessing the hotel's internet service. These charges may be included in the room rate or billed separately, typically based on factors such as duration of use or data consumption

Internet speed refers to the rate at which data is transferred between devices connected to the internet. It is typically measured in megabits per second (Mbps) or gigabits per second (Gbps). Higher internet speeds indicate faster data transfer rates, enabling quicker downloads, smoother streaming, and faster browsing experiences for users. Internet speed is crucial for ensuring efficient connectivity and satisfactory online experiences in both residential and commercial settings, including hotels.

Refers to the total number of rooms or accommodations available for sale at any given time. It encompasses both the physical availability of rooms as well as their availability for booking through various channels, such as direct bookings, travel agents, and online travel agencies (OTAs).

An easy way to understand how IP address classes are broken down is to think of octets 1 - 4 as a.b.c.d. An IP address is further separated into two parts, the Network ID and the Host ID. In a way, the Network ID can be thought of as the street address, and the Host ID as the apartment or suite number.

This separation is facilitated by the use of a Subnet Mask. The Subnet Mask tells the computers, and all the other devices on the network, which octets define the Network ID and which define the Host ID. In the basic application, the subnet mask is represented as either 255 or 0, with 255 meaning that the octet is part of the Network ID, and 0 means that the octet is part of the Host ID. A Class A network has a subnet mask of 255.0.0.0, signifying that only the 1st octet is the Network ID, and the other 3 make up the Host ID. This makes for very few networks, but each has a large number of potential hosts. On the other side of the scale, a Class C network has a subnet mask of 255.255.255.0, signifying that the first 3 octets make up the Network ID, and the 4th octet is the Host ID, which makes for a large number of networks with relatively few potential hosts (254 potential hosts on a class C network, compared to 16,777,214 on a class A network). Class A networks are identified by the first octet, which ranges from 1 to 126 (127 is reserved for another use). Class B networks are identified by the first two octets, the first of which ranges from 128 to 191. Class C networks are identified by the first three octets, the first of which ranges from 192 to 223. 224 and above are also reserved for another purpose.

Serve as organized records that meticulously track financial transactions. The Guest Ledger meticulously logs all charges incurred by guests during their stay, encompassing room fees, dining expenses, additional services, taxes, and guest payments. The City Ledger, also known as the Accounts Receivable Ledger, monitors charges and payments from external entities such as corporate accounts and businesses using hotel services without staying overnight. Additionally, the Advance Deposit Ledger records prepayments made by guests to secure reservations before their arrival, particularly during peak periods or for group bookings.

Refers to the unique identifier assigned to a device within a local network. It distinguishes devices from one another and enables communication between them within the same network, such as a home or office environment. This address is distinct from the public IP address used for communication over the internet, serving to manage internal network traffic and resources effectively.

Refer to log files that are formatted using XML (eXtensible Markup Language). These logs store information in a structured format that is easily readable by both humans and machines. XML logs are commonly used in various applications and systems, including hotels, to capture and store detailed records of events, transactions, errors, or other activities for monitoring, troubleshooting, and analysis purposes. They provide a standardized and organized way to document and retrieve data, ensuring clarity and consistency in logging information.

Search for information or references regarding a particular topic or item, typically using resources such as dictionaries, databases, or online sources. It involves finding and retrieving specific information to gain understanding or clarification about a subject

Refers to a situation where a computer executes a sequence of instructions repeatedly without terminating, starting Visual Matrix. This can lead to a scenario where the program becomes unresponsive or consumes excessive resources, potentially requiring intervention to resolve or terminate the loop to restore normal operation.

Refers to a decline in revenue or occupancy due to factors such as decreased bookings, cancellations, or lower-than-expected demand, impacting the hotel's financial performance and overall profitability.

Refers to a designated area or department where items left behind by guests are stored and managed. Hotels maintain Lost and Found services to reunite guests with their belongings, ranging from personal items like clothing and electronics to valuable possessions inadvertently left behind during their stay.

Mastercard Maestro is a brand of debit cards and prepaid cards owned by Mastercard that was introduced in 1991. Maestro is accepted at around fifteen million point of sale outlets in 93 countries. Maestro cards can only be used as debit cards, meaning they only have access to the funds on the owner's bank account. A Mastercard, on the other hand, can be issued as a debit card or a as a credit card, where purchases made on the card are billed to the customer at the end of the month.

This device enables hotels to accept both swiped and manually entered transactions, ensuring that sensitive card data is always encrypted. When using the DynaPAD with Visual Matrix, credit card numbers are encrypted by the device before being transmitted. This ensures that Visual Matrix does not process or store actual credit card numbers; instead, it receives an encrypted version of the data for secure processing. The DynaPAD is compatible exclusively with Merchant Link and Transaction Link systems.

Refers to the ongoing process of inspecting, repairing, and ensuring the operational functionality of physical assets within the hotel premises. This includes routine upkeep of facilities, equipment, and infrastructure to uphold safety standards, enhance guest experience, and prevent potential disruptions to hotel operations.

Refers to the individuals or teams responsible for overseeing and coordinating various aspects of hotel operations. This includes strategic planning, financial management, guest services, staff supervision, marketing, and overall decision-making to ensure efficient operations, profitability, and guest satisfaction

Involves assigning specific rates, room types, and rate codes to optimize pricing, categorization, and reservation management. These mapping processes are essential for effective revenue management, ensuring that room rates, types, and rate codes are aligned with strategic objectives to maximize occupancy and revenue while meeting guest preferences and expectations.

Is a detailed analysis that categorizes and evaluates guest bookings and revenue based on different market segments. These segments typically include groups such as corporate travelers, leisure travelers, government bookings, group bookings (e.g., conferences or events), and other categories defined by the hotel's marketing and revenue management strategies. The report provides insights into booking trends, revenue contributions, occupancy rates, and other key metrics specific to each segment.

Refers to the online portal or platform designed for Best Western Rewards members. This platform allows members to manage their loyalty accounts, redeem rewards points, book reservations with member-exclusive rates, and access personalized offers and promotions

Specializing in payment gateway and data security solutions for businesses, including those in the hospitality industry. They provide secure transaction processing services that enable businesses to accept various forms of electronic payments, such as credit and debit cards, online payments, and mobile payments. MerchantLink's solutions focus on ensuring PCI compliance and protecting sensitive cardholder data, helping businesses streamline payment processes while maintaining security and reliability.

Involves transitioning data, applications, and processes from a traditional desktop environment to an online platform hosted on remote servers. This shift enables users to access software and data via the internet rather than locally installed applications.

Refers to the maximum number of consecutive nights a guest is allowed to stay in a hotel room or property under a single reservation. MLOS policies vary by hotel and may be implemented to manage room availability, optimize occupancy, and ensure fair distribution of room nights among guests, especially during high-demand periods.

The modification log in Visual Matrix captures changes made to various aspects of a reservation. The date and time always reflect the current real-time settings at the moment of the action. Certain types of modifications triggered by another change may not be displayed

Payment processing company that provides merchant services, including payment processing solutions for businesses. They offer a range of services such as credit and debit card processing, online payment solutions, mobile payment options, and point-of-sale (POS) systems. Moneris serves various industries, including retail, hospitality, e-commerce, and healthcare, helping businesses securely accept payments from customers through multiple channels.

Refers to the period from the beginning of the current month up to the present date. It is used in financial and operational reporting to analyze performance metrics, revenue, expenses, and other key indicators within the context of the current month's progress. 

Refers to the process of reconciling and balancing financial transactions that have occurred throughout the day (or night) at the hotel. Typically conducted during the late evening or early morning hours, the night audit involves closing the previous day, reviewing and verifying guest charges, payments, room rates, and other transactions against the hotel's records

Night audit reports in hotels summarize financial transactions, room occupancy rates, and operational checks conducted during the audit process, ensuring accuracy and providing insights into the hotel's performance and financial status for the audit period.

In Visual Matrix occupancy refers to the number of guests staying in a hotel room or the overall percentage of rooms that are booked or occupied at any given time.

Refers to a subscription service offered by Microsoft that provides access to a suite of productivity software and services. It includes popular applications such as Microsoft Word, Excel, PowerPoint, Outlook, and others, which are accessible both online and via desktop installations

In Visual Matrix, when an inventory status is set to "Open," it indicates that the inventory is available for booking by all reservations. This status allows any type of reservation, such as individual bookings, group bookings, or other types of reservations, to be made for the specified inventory without any restrictions.

In Visual Matrix, the term "operator" refers to staff members who are identified or assigned specific roles within the system. Reports such as "Operator Cash" and "Reservations by Operator" utilize this term to track and manage activities associated with these staff members. This designation helps in monitoring transactions, reservations, and operational tasks that are attributed to individual operators or specific roles within the hotel's management system.

"Online Travel Agency." These are third-party websites or platforms that allow consumers to book travel-related services such as hotel rooms, flights, car rentals, and activities online. OTAs have become significant players in the hospitality industry, offering convenience and a wide range of options to travelers.

In Visual Matrix refers to a room or facility that is temporarily unavailable for guest use due to maintenance, repairs, or other issues.

 A popular email client and personal information manager developed by Microsoft, used for email communication, calendar management, task organization, and contact management.

In Visual Matrix, the term "overbook percentage" refers to intentionally accepting more reservations than the available inventory for a specific room type. For example, a setting of 100 indicates overbooking by 1 room, while 200 indicates overbooking by 2 rooms. Overbookings require the property's res override password found in the parameters section. 

In Visual Matrix refers to a special password or code that allows hotel staff, such as managers or front desk personnel, to bypass certain system restrictions or controls temporarily.  

Refers to the legal or financial status of a property, indicating who holds the rights, title, or control over the hotel. Ownership can be held by individuals, corporations, investment groups, or hospitality management companies.

In Visual Matrix, "payment history" pertains to a comprehensive log of financial transactions documenting payments applied to city ledger invoices. Payments will appear in the payment history section only when the full payment has been allocated. Partial payments allocated to an invoice will be displayed in the invoice payments window within the account details.

The % of base compares the current ADR to the base rate ADR applicable at that moment.

Formula: [(ADR for the day) divided by (the applicable base rate at the moment of the reservation) x 100].

The % of tier compares the current ADR to the tier rate ADR applicable at that moment.

In Visual Matrix refer to specific dates when hotels strategically adjust rates and manage discounts to maximize revenue. During peak dates, which often coincide with high demand periods such as holidays or major events, hotels typically increase room rates and may limit the availability of discounts or promotional offers.

In Visual Matrix refers to scheduled maintenance tasks and inspections conducted regularly to prevent equipment breakdowns, ensure optimal functioning of facilities, and extend the lifespan of hotel assets. This proactive approach helps identify and address potential issues before they escalate into costly repairs or disruptions to guest services.

A public IP address is an IP address that is accessible over the internet. A private IP address is not valid on the Internet, and therefore is only accessible on private networks. Private IP addresses come from reserved blocks in Class A, B, and C ranges. These are 10.x.y.z, 172.16.y.z - 172.31.y.z, and 192.168.y.z, respectively. Regardless of the Class these IP addresses technically belong to, they are typically implemented with Class C subnet masks (255.255.255.0). As stated before, private IP addresses are not valid on the Internet, which plays an important role in network security.

A public IP (Internet Protocol) address is an identifier assigned to a computer or device directly connected to the internet. It distinguishes the device on the internet and allows it to communicate with other devices and services globally.

A rate level is a group of various rate plans, typically organized based on the revenue manager's strategy. These rate plans can be grouped by factors such as discount amounts, restrictions, commission percentages, or a combination of these, depending on the hotel's commercial strategy. Rate levels are used exclusively in rate and inventory management to open and close availability for grouped plans. For example, multiple rate plans offering similar discounts (ie 10% discount for different targets) can be grouped under a single rate level, allowing them to be managed collectively rather than individually.

When a reservation is marked as Private, the rate will not be displayed on the Registration card but will appear on the folio. Folios for third-party reservations should not be issued directly to the guest. If the guest requests a folio, they should obtain it through the OTA (e.g., Expedia) or the Travel Agency they used for payment.

The Res Matrix comprises all hotel rooms and their statuses, crucial for the Availability screen. Occasionally, inaccuracies in room totals may occur on this screen due to unupdated cancellations, drops, or pickups of individual reservations or group allocations. Rebuilding Res Matrix is a quick process that will correct inventory discrepancies within the system, and  can be done by anyone who has access to the Front Office Supervisor section.

Refers to the return of funds to a guest due to various reasons such as cancellation of a reservation, dissatisfaction with services, overpayment, or billing errors. The process involves reversing the charge on the guest's payment method or issuing a credit or cash refund, depending on the hotel's policies and the circumstances of the refund request.

Refers to the current condition of a guest's booking within the hotel's system. It includes statuses such as confirmed, GTD, In, Out, cancelled, HLD, and No-show. Monitoring reservation statuses is essential for managing room availability, guest expectations, and operational efficiency throughout their stay.

Refer to bookings made by guests to secure accommodations or services for a specified period. It involves reserving rooms, suites, or other amenities such as dining, spa treatments, or event spaces in advance of the guest's arrival date.

The REVenue Per Available Room can be calculated by:

- multiplying the hotel's Average Daily Room Rate (ADR) by its Occupancy Rate (aka the number of rooms available for sale in the time period).

- dividing the hotel's total guest room revenue by the room count and the number of days in the period being measured.

- dividing the hotel's total guest room revenue by the total number of rooms available in the hotel (rooms out of order included or not).

Refers to the total amount that a guest is charged for their stay, specifically covering the cost of the room itself plus applicable taxes. 

Refers to the price charged by a hotel for a guest to stay in a particular room for a specific period. Room rates can vary based on several factors.

Refers to the current condition or occupancy status of each guest room within the hotel. The room status indicates whether a room is available for occupancy, currently occupied, out of order, or reserved for a specific guest. 

Routers are devices that can not only perform the function of a switch but can also send data to other networks. They also have multiple ports, except a router will have at least one port (referred to as a WAN or Internet port) whose sole task is to pass traffic to remote networks. The other ports are referred to as LAN ports and are the ports that perform the same function as a switch. In addition to that, routers also act as a firewall, because they also translate private IP addresses to public IP addresses. In fact, it is this basic function that makes a router a far more superior firewall than any software firewall, so long as the most basic security precautions are taken.

There is no one set factor for determining how much a hotel room will cost. Rather, hotel pricing is determined by any combination of the following factors: location, seasonality, demand, star rating, amenities, value of services and other hotel competition. In Visual Matrix, a Season is a period with a set of rates. Each season would either have a different base rate (aka rack rate). For our Best Western users, a new season can be created for a short time (couple days) to apply specific guarantee or cancellation policies through the BW 2Way.

Refers to a record or log that tracks the maintenance and service activities performed on specific rooms, areas, or equipment within the hotel. 

A company specializing in hotel strategic positioning and competition utilizes the STR report as a vital benchmarking tool for revenue management, enabling hotels to assess their performance against comparable establishments. While Visual Matrix does not have a direct integration with STR for data transmission, it plays a pivotal role for Best Western properties by sending essential revenue information through a two-way interface. This data typically includes occupancy rates, average daily rates (ADR), and revenue per available room (RevPAR). Best Western then shares this data with STR to facilitate benchmarking and comprehensive analysis.

Refers to the process of replacing credit card number information with a unique identifier (token) that retains essential information without exposing the actual credit card details. This is done to enhance security and protect sensitive financial information during transactions.

VIP status in a hotel signifies special treatment for important guests, often due to loyalty or high spending. VIP guests enjoy exclusive perks like room upgrades, early check-in, late check-out, and complimentary services.

Visanet is Visa's network infrastructure for processing credit and debit card transactions. It connects banks, merchants, and payment gateways to ensure secure and efficient payments. Visanet makes electronic transactions fast and reliable.

Visual Matrix University provides a wide range of courses that cover different aspects of Visual Matrix's software suite, including VM Cloud, with VM Desktop courses coming soon, and MOP (Mobile Operating Platform). This means that users can access training and learning resources to enhance their skills and understanding of these platforms, with upcoming content to expand the learning opportunities.

Is a process used in credit card transactions to verify the validity of a transaction over the phone. the merchant may contact the card issuer's authorization center by phone. The merchant provides details of the transaction to the authorization center, including the card number, transaction amount, and merchant information. If the transaction is approved, the authorization center provides the merchant with a unique voice authorization code. 

 Refers to a system used to manage reservations when the hotel is fully booked or unavailable for certain dates. When a guest requests a reservation for a fully booked date or room type, the hotel may offer to place them on a waitlist.

Weekly rates in a hotel refer to special pricing arrangements offered to guests who intend to stay for an entire week or longer. Instead of paying a nightly rate for each night of their stay, guests can opt for a weekly rate, which typically offers a discounted price per night compared to the standard nightly rate.

Wi-Fi, short for Wireless Fidelity, is a technology that allows electronic devices to connect to a wireless local area network (WLAN), typically using the 2.4 GHz or 5 GHz radio frequency bands. Wi-Fi enables devices such as smartphones, laptops, tablets, and smart home devices to access the internet and communicate with each other wirelessly within a certain range of a Wi-Fi access point or router.

Windows Updates refer to regular software updates provided by Microsoft for the Windows operating system. These updates include patches, fixes, security enhancements, and new features designed to improve the performance, stability, and security of Windows-based computers.

Work orders in hotels refer to requests or instructions generated by hotel staff or management to address various maintenance, repair, or service tasks within the property. These work orders help streamline operations, ensure timely resolution of issues, and maintain the overall functionality and appearance of the hotel.

 eXtensible Markup Language XML is commonly used for data interchange between different software systems, databases, and web services. It provides a common syntax for representing structured data, making it easier to exchange information between different platforms and applications.

Statistic from the first of the current year to the current date.

Zoho Assist is the application that Visual Matrix Client Experience team uses to remotely connect to its clients computers. The application establish a secure web-based, on-demand connections with remote PCs, laptops, mobile devices, and servers with ease. Visual Matrix does not use any other application.