Documentation

Front Desk

This guide serves as a framework for front desk operations. Adapt procedures based on your property's specific requirements and systems while maintaining the core steps for consistent service delivery.

If you have any questions that are beyond the scope of this help file, Please feel free to email via Support Center.

Checking Arrivals

To stay on top of your daily operations, it's essential to keep track of arriving guests. SAAM Property Management System offers two convenient methods to check for today's arrivals.

1. Firstly, you can access the main dashboard page where you'll find a list of arrivals for the current day, as well as the next two days. Simply click on "Show More" to expand the list and view the full rundown of today's arrivals.
2. Alternatively, you can navigate to the Guests page and search for reservations with a specific check-in date - in this case, today's date. By applying this filter, you'll get a comprehensive list of all guests checking in today, enabling you to plan and prepare accordingly.
3. Regardless of the method you choose, you'll be well-equipped to manage your front desk operations and provide a warm welcome to your arriving guests.

Assiging Rooms

Efficient room assignment is a crucial aspect of hotel management, ensuring that guests are comfortably accommodated and that room inventory is optimally utilized. SAAM Property Management System provides a user-friendly interface to assign rooms to guests, with three convenient methods to choose from.

Method 1: Assigning a Room through the Reservation Page

1. Access the Reservation Page Navigate to the Reservation page in your SAAM PMS account.
2. Click on "Assign Room" Click on the "Assign Room" button next to the relevant reservation.
3. Type the Desired Room Enter the room number you want to assign to the guest.
4. Assign the Room Click "OK" to complete the process.

Method 2: Assigning a Room through the Guests Page

1. Access the Guests Page Navigate to the Guests page in your SAAM PMS account.
2. Drag and Drop Find the guest you want to assign a room to and drag them into the desired room on the room grid.
3. Assign the Room Release the mouse button to complete the assignment.

Method 3: Auto Assign

1. Access the Guests Page: Navigate to the Guests page in your SAAM PMS account.
2. Click on "Auto Assign": Click on the "Auto Assign" button to initiate the process.
3. Review and Confirm: Review the assigned rooms and confirm the changes.

If you need to update a guest's room assignment, you can do so by following these steps:

1. Access the Guests Page Navigate to the Guests page in your SAAM PMS account.
2. Click on the Arrow Click on the arrow next to the room number associated with the guest.
3. Click on "Bring Back" Click on "Bring Back" to remove the current room assignment.
4. Reassign the Room Repeat the assignment process using one of the methods above.

Check In

1. Step 1: Access the Reservation Page To begin the check-in process, please navigate to the reservation page. This is where you will find all the necessary information about your guest.
2. Step 2: Confirm Guest Room Assignment Before proceeding with check-in, ensure that the guest is assigned to a room. Verify that the guest's details are correctly linked to a specific room in our system.
3. Step 3: Complete the Check-In Form Click on the "Check In" button to proceed to the check-in form. Fill out the required information carefully, making sure to provide all necessary details. This will help us process the guest's check-in efficiently and accurately.

You will be prompted to enter the main guest's information, including whether they have received a hotel orientation, and to confirm their payment

Add Billing

Accurate and efficient guest billing is crucial for any hospitality establishment. SAAM Property Management System streamlines the billing process, making it easy to manage guest transactions and ensure a seamless experience for your valued customers. In this article, we'll outline the pre-steps and two convenient methods for guest billing in SAAM PMS.

Pre-Step: Opening a Cash Session

Before you can begin billing guests, ensure that an open cash session is active. If no session is open, navigate to the Cash page and click on "Open a New Session." You will be prompted to enter your username and password, as well as the cash opening balance. This step is essential to initiate the billing process.

Method 1: Adding Income through the Cash Page

1. Access the Cash Page Navigate to the Cash page in your SAAM PMS account.
2. Click on "Add Income" Click on the "Add Income" button to initiate the billing process.
3. Fill in the Form Complete the transaction form, which includes essential details such as transaction type, amount, currency, payment type (e.g., cash), and the associated guest. Note that the list of associated guests only displays in-house guests.
4. Save the Transaction Once you've filled in the form, click "Add" to record the transaction.

Method 2: Adding Billing or Debt through the Guest Details Page

1. Access the Guest Details Page Navigate to the Guest Details page for the relevant guest.
2. Click on "Add Billing/Debt" Click on the "Add Billing/Debt" button to initiate the billing process..
3. Authenticate You will be prompted to enter your username and password to ensure secure transaction processing.
4. Fill in the Form Complete the transaction form, which includes essential details such as transaction type, amount, currency, and payment type. Note that the guest's name will be automatically linked, so you won't need to enter it manually.
5. Save the Transaction Once you've filled in the form, click "Add" to record the transaction.

Managing Debts

What are Debts in SAAM PMS?

In SAAM Property Management System, debts refer to outstanding bills, such as restaurant bills or tour expenses, that have a due date. This due date is typically set to the guest's checkout date. By tracking and managing these debts, you can ensure that your guests settle their outstanding bills before checking out, and maintain a transparent financial record of your establishment.

Method 1: Adding Debt through the Dashboard Page

1. Access the Cash Page Navigate to the Cash page in your SAAM PMS account.
2. Click on "Add Debt" Click on the "Add Debt" button to initiate the process.
3. Fill in Transaction Details Fill in the transaction details, including the room number and guest. Note that the list of guests on this page will only contain in-house guests.
4. Save the Transaction Once you've filled in the details, click "Add" to add the debt to the guest's profile.

Method 2: Adding Debt through the Guest Details Page

1. Access the Guest Details Page Navigate to the Guest Details page for the relevant guest.
2. Click on "Add Billing/Debt" Click on the "Add Billing/Debt" button and choose "Debt" from the options.
3. Add Required Details Fill in the required details, and the guest will be associated automatically with the debt.
4. Save the Debt Once you've filled in the details, click "Add" to add the debt to the guest's profile.

Viewing All Debts

To view all debts, navigate to the Dashboard page and find the compact list of debts. Click on "Show All" to be redirected to the Debts page, where you can view and manage all outstanding debts.

Marking Debts as Done in SAAM Property Management System

1. Locate the Debt Find the outstanding debt associated with the guest.
2. Click on the Check Icon Click on the check icon next to the debt.
3. Authenticate You will be prompted to enter your username and password to confirm the action.
4. Debt Marked as Done Once authenticated, the debt will be marked as done.

Marking a debt as done does not automatically update your accounting page. To ensure accurate financial records, you must add the debt as a separate transaction on the accounting page. This step is crucial to maintain a transparent and up-to-date financial record of your establishment.

Check-Out

A seamless check-out process is essential for maintaining a positive guest experience and ensuring a smooth operation of your hospitality establishment. SAAM Property Management System provides two convenient methods to check out guests, ensuring a hassle-free transition for both your guests and staff. In this article, we'll outline the steps for checking out guests on SAAM PMS.

Method 1: Checking Out through the Guests Page

1. Access the Guests Page Navigate to the Guests page in your SAAM PMS account.
2. Search for the Guest's Room Number Enter the room number associated with the guest you want to check out.
3. Click on the Arrow Next to the room number, click on the arrow to unfold an accordion containing the guest's details.
4. Click on "Check Out" Click on the "Check Out" button to initiate the check-out process.
5. Confirm Payment A pop-up window will appear, requesting confirmation that the guest's payment matches the original price. In case of any currency differences between the price and payment, ensure the amounts match before proceeding.
6. Check Out Successful Once confirmed, the guest will be checked out, and the room status will change to "Clean Required."

Method 2: Checking Out through the Guest Details Page

1. Access the Guest Details Page Navigate to the Guest Details page for the relevant guest.
2. Click on the "Check Out" Button Click on the "Check Out" button to initiate the check-out process.
3. Confirm Payment A pop-up window will appear, requesting confirmation that the guest's payment matches the original price. In case of any currency differences between the price and payment, ensure the amounts match before proceeding.
4. Check Out Successful Once confirmed, the guest will be checked out, and the room status will change to "Clean Required."
5. Print Invoice (Optional) From the menu on the right, you can print the guest's invoice, which will display all payments associated with the guest.

Note: Outstanding Debts

In cases where a guest has outstanding debts, you will not be able to check them out. Before proceeding, mark the debt as "Done" to ensure a smooth check-out process.

Housekeeping

As a hospitality establishment, managing housekeeping operations is crucial to maintaining high-quality services and ensuring guest satisfaction. SAAM Property Management System (PMS) offers a streamlined approach to housekeeping operations, making it easier to oversee and manage your cleaning processes. In this article, we will outline the step-by-step process of managing housekeeping operations on SAAM PMS.

Printing House Status

To begin, navigate to the main dashboard and print out the house status report. This report includes all rooms that require cleaning, including occupied rooms. This report serves as a critical tool in planning and organizing your housekeeping operations.

Standard Routine or Customized Routine

SAAM PMS comes with a standard "Standard Routine" that outlines the cleaning procedures for each room type. You can print out this routine and provide it to your housekeepers as a guideline. Alternatively, you can create a customized routine that suits your property's specific needs. To do this, navigate to the Housekeeping page and click on the "Create New Routine" button. Here, you can tailor the routine to your property's requirements and save it for future use.

Housekeeping Table

On the Housekeeping page, you will also find the Housekeeping Table. This table provides a comprehensive view of each room's cleaning history, including:

• When the room was last cleaned.
• Who cleaned the room.
• Any supplies used from the inventory (e.g., toilet papers, water bottles).
• Any notes or comments from the housekeeper or inspecting supervisor about the room.

The Housekeeping Table can be viewed and edited on a daily basis to ensure accurate and smooth records.

Automated Inventory Management

One of the key benefits of using SAAM PMS is its automated inventory management system. When a housekeeper uses supplies from the inventory during the cleaning process, the system automatically deducts the used items from the inventory. Additionally, the system will send alerts when any item is running low, ensuring that you can restock in time.

Effortless Reservations Management with SAAM Property Management System

Managing reservations can be a daunting task, especially when transitioning to a new property management system. With SAAM, loading old or future reservations made prior to joining the system is a breeze. In this article, we will guide you through the simple process of importing your reservations from popular online travel agencies (OTAs) like Booking.com and Expedia.

Add Reservations in Bulk

To begin, log in to your SAAM property management system and navigate to the main dashboard page. Click on the "Add Reservations" button located on the right-hand side of the page. From here, you can upload your reservations from either Booking.com or Expedia.

Pre-Step: Preparing Your Reservations File

Before uploading your reservations, you'll need to log in to your Booking.com or Expedia internal systems and download the desired reservations in a single file. The file format will depend on the OTA:
Booking.com: .xls file
Expedia: .csv file
These are the only supported file formats for uploading reservations to SAAM property management system.

1. Choose the file you want to upload.
2. Confirm the channel (either Booking.com or Expedia).
3. Confirm the currency of the prices used in the file.
4. Click "Upload".

Please be aware of the following:
- Occasionally, we may not be able to read all the reservations in the file, which may result in an error. However, you should be able to upload most of your reservations successfully. Double-check your upload before contacting our support team if any reservations are missing.
- The upload process has some limitations regarding price breakdown by night or tax amount. Only the total price will be uploaded.

Manually add single reservation

Here is how to add reservations to the SAAM property management system individually.

1. Access the Main Page: Begin by logging into your SAAM property management system and navigating to the main page. This is where you'll find an overview of your property's availability and existing reservations.
2. Click on "Add Single Reservation": In the main page, click on the "Add Single Reservation" button. This will redirect you to a new page where you can fill in the necessary details for the new reservation.
3. Fill in the Reservation Form: In the "Add Single Reservation" page, you'll find a comprehensive form that requires the following information:
   • Guest details (name, email, phone number, etc.)
   • Room assignment (select the room type and room number)
   • Check-in and check-out dates
   • Number of adults and children
   • Any special requests or notes
   Fill in the required information accurately and thoroughly. Note that some fields may be mandatory, so ensure you complete them before submitting the form.
4. Submit the Form and Get a Booking Number: Once you've completed the form, click the "Submit" button. The system will automatically generate a unique booking number for the reservation. You'll be able to view this booking number after submitting the form.

Channel Manager Integration
If your property is subscribed to our channel manager, adding a new reservation will immediately update the availability of your rooms. This ensures that your room inventory is always accurate and up-to-date across all booking platforms.

Finance

The Finance section is providing a comprehensive platform for managing and tracking your property's financial activities. As an administrative hub, this section is restricted to authorized admins only, ensuring the integrity and confidentiality of sensitive financial data.
Finance is comprised of seven key sub-sections, each designed to manage a specific aspect of your property's financial operations: “Fixed Expenses - Variable Expenses - Operational Expenses - Sales - Accommodation - Inventory - Suppliers - Employees”.
In the following sections, we will delve deeper into each of these sub-sections, exploring their features, functions, and benefits in more detail.

Finance Statement
One of the most powerful features of the Finance section is the ability to generate a comprehensive Financial Statement , providing a detailed and conclusive overview of your property's financial performance. This statement can be easily printed or exported, making it an invaluable tool for financial analysis, planning, and decision-making.

Income Distribution

Upon accessing the Finance page, you'll initially be presented with a distribution chart of your expenses over the last 30 days, followed by a concise breakdown of your income sources.

This section is divided into three key categories:

1. Accommodation: This segment displays income generated from room bookings, including room rates, discounts, and packages.
2. Tour and Services Sales: This section showcases revenue from the sale of tours and services offered by your property.
3. Inventory Profit: Here, you'll find the profit generated from the sale of inventory items, such as food, beverages, and other merchandise.

Currency and Payment Method Analysis
Below the income distribution section, you'll find a comprehensive analysis of all income and expenses grouped by currencies and payment methods. This feature provides valuable insights into your property's revenue streams, helping you identify areas of strength and opportunities for improvement.

Streamlining Tour and Service Sales in SAAM PMS

The Sales section, accessible under the Finance tab in the left-side menu, is a dedicated platform for managing and tracking tours and service sales within your property. This feature-rich section enables you to efficiently record, monitor, and analyze sales data, empowering you to make informed decisions and optimize revenue.

Sales Overview

Upon clicking on the Sales option, you'll be directed to a page displaying all sales made within the current month. Easily navigate to a different month by clicking the calendar button at the top of the page.

Adding a New Sale

To add a new sale, simply click the (+) sign next to the sales table. The sales form requires the following essential fields:

• Name and date of the sale.
• Type of sale (tour, service, etc.)
• Salesperson and commission.
• Collected amount and currency.
• Cost and supplier.

  Managing Multiple Suppliers
  In cases where a sale involves multiple suppliers, each with different currencies, you can click the "Add Multiple Suppliers" button at the end of the form. This allows you to specify up to 5 different suppliers and costs, ensuring accurate tracking and reconciliation.

Fixed Costs

Accessing Fixed Costs

To access the Fixed Costs page, simply hover over the Finance tab in the left-side menu and click on "Fixed Costs". This will take you to a page displaying all payments made for the current month. Easily change the view to a different month by clicking the calendar button at the top of the page.

Adding a New Fixed Cost

To add a new fixed cost, click the (+) icon next to the table. This will open a form where you can enter the following essential details:

• Name: Provide a descriptive name for the fixed cost (e.g., "Rent", "Utilities", etc.)
• Amount: Enter the amount of the fixed cost.
• Due Date: Specify the date when the fixed cost is paid.
• Interval: Choose the frequency of the payment (e.g., weekly, monthly, quarterly, annually, etc.)

Variable Costs

Accessing the Variable Costs Page

To access the Variable Costs page, hover over the Finance tab in the left-side menu and click on "Variable Costs" from the dropdown menu. This will redirect you to a page displaying all payments made in the current month, including:

Adding a New Variable Costs

To add a new variable cost, click the (+) icon next to the table. This will open a form where you can enter the necessary details:

• Name: Enter a descriptive name for the variable cost.
• Amount: Enter the amount of the variable cost.
• Date: Specify the date the payment was made.
• Type: Choose the category of the variable cost (e.g., OTA commissions, marketing, etc.)
• Quantity: Enter the quantity related to the variable cost.

Inventory

SAAM PMS provides a comprehensive inventory management system that allows you to track and manage various products, including food and beverages, cleaning supplies, and maintenance items.

Accessing the Inventory Page

1. Log in to your SAAM PMS account.
2. Click on the "Finance" page.
3. Click on the "Inventory" button.

Creating Category

Organizing your inventory into categories helps you to easily track and manage your items. To create a category, follow these steps:

1. On the inventory page, click on the "Add Category" button.
2. Enter a name for your category (e.g., "Food and Beverages" or "Housekeeping Supplies").
3. Click "Save" to create the category.

Adding Items

To add an item to your inventory, follow these steps:

1. Click on the category you created earlier.
2. Click on the "Add Item" button.
3. Enter the item details, including the name, description, and unit price.
4. Select the "For Sale" checkbox if the item is available for sale.
5. Click "Save" to add the item to your inventory.

Recording Procurement

To record a procurement, follow these steps:

1. Click on the item you want to record a procurement for.
2. Enter the purchase date and the employee who received the item.
3. Click "Save" to record the procurement.

Stock Automatic Management

SAAM PMS automatically deducts items used in housekeeping and sales processes, ensuring that your inventory levels are always up-to-date. For more information on how this works, refer to the Housekeeping and Payment sections in this documentation.

When the stock level falls below the set threshold (5 units), you will receive a notification, ensuring that you can restock in time.

Recording Prices and Costs
SAAM PMS records the prices and costs of all inventories in the Finance statement, providing you with a clear picture of your inventory expenses.

Suppliers

SAAM PMS provides a comprehensive supplier management system that allows you to track and manage supplier data, procurement tours, and services.

What are Suppliers in SAAM PMS?

Suppliers in SAAM PMS refer to external partners who provide goods or services to your property, such as:
- Tour and service providers (e.g., car rental, excursion operators) - Inventory suppliers (e.g., food, beverages, utilities)
Note that Online Travel Agencies (OTAs) and tour operators do not fall under this category. For more information, please refer to the Guest Profiles feature and Sources in SAAM PMS.

Accessing the Suppliers Page

To access the suppliers page, follow these steps:

1. Log in to your SAAM PMS account.
2. Hover over the "Finance" tab in the left-side menu.
3. Click on the "Inventory" button.

Adding a New Supplier

To add a new supplier, follow these steps:

1. Click on the "+" sign in the table on the suppliers page.
2. Enter the supplier's data, including:
   • Name
   • Phone number
   • Type (e.g., car rentals, inventory supplier)
3. Click "Save" to add the supplier.

Viewing Supplier Data

To view supplier data, follow these steps:

1. Click on the supplier's name to access their profile.
2. You will be able to view all procurement tours or services handled by the supplier, including:
   • Name
   • Date
   • Cost
   • Any complaints or compensations
3. You can search the table and/or change the date.

Recording Operations

All operations related to suppliers are recorded automatically and cannot be edited from the supplier profile. To edit an operation or sale, follow these steps:

1. Access the related page (e.g., Tours, Inventory).
2. Edit the operation or sale as needed.
3. The updated information will be reflected in the supplier page.

Employess

SAAM PMS provides a comprehensive employee management system that allows you to track and manage employee data, create time sheets, and generate payrolls. In this article, we will walk you through the steps to manage your employees on SAAM PMS.

Add, View & Edit Employee

To access the employees page, follow these steps:

1. Log in to your SAAM PMS account.
2. Click on the "Finance" page.
3. Click on the "Employee" button.

The employees page displays a list of all your employees, along with their data, e.g:

• Name
• Position
• Hiring Date
• Payment Model (Weekly, Monthly...etc)

Adding a New Employee

To add a new employee, follow these steps:

1. Click on the "Add Employee" button.
2. ou will be prompted to add a department for the employee if there are no existing departments.
3. Click on the "Department" button at the top of the employees page to view all available departments and add or remove departments as needed.

   Note
   Removing a department will remove all related employee data.

4. Fill in Employee data and click "Save".

Creating Time Sheets

To create a time sheet for an employee, follow these steps:

1. Click on the employee's name to access their profile.
2. Click on the "Time" button to create or access their time table.
3. Initial creation will sync weekend days and payment models automatically from the employee data.
4. You can edit the time table as needed.

On the timesheet page, you will find a summary of attendance details, including the total number of attendance days, working hours, vacations, weekends, sick days, and more. Additionally, the contracted hours will be automatically synced from the employee's profile, and an estimated salary based on these hours will be displayed.

Generating Payrolls

To create a payroll, follow these steps:

1. Click on the "Payroll" button at the top of the employees page.
2. Enter the pay model and period (hourly, weekly, monthly, etc.) you want to create.
3. SAAM PMS will automatically pull all time table data and sync the payment model associated with each employee profile.
4. You can edit the payroll before saving it, including applying taxes, adding bonuses or deductions, and writing reasons for any changes.
5. Once saved, the payroll cannot be edited and will be linked to the employee's profile and displayed in the property's financial statement.

FAQ

A FAQ is a list of frequently asked questions (FAQs) and answers on a particular topic.

Support

If this documentation doesn't answer your questions, So, Please send us Email via Support Center

We are located in GMT +2:00 time zone and we answer all questions within 12-24 hours in weekdays. In some rare cases the waiting time can be to 48 hours. (except holiday seasons which might take longer).