Delphi Final Project Booklet

Introduction to Delphi 9.5.2

About Delphi Delphi Sales and Catering System is used by many sales and catering managers as a way to have complete control over their selling environment. Delphi presents your properties statistical information in graphs and charts on the home page so that your information can be easily interpreted. It also includes a Daily Schedule window allowing you to enter all your scheduled events for a specific day.

Delphi’s primary functions allow you to:

Check availability Search and open existing accounts Create new bookings Add and view contacts Block and edit guestrooms Create new events Create Quick Bookings Operate in the Guest Rooms Control Log View events scheduled in the Function Diary View Requests for Proposal in the RFP inbox

Within these primary functions are many individual tasks that can be performed. For instance while operating in the Guest Rooms Control Log you can check the availability of a specific day as well as create a new booking. Delphi makes performing the everyday tasks of the sales and catering professional very convenient and easy.

This document provides the step by step instructions on navigating through the primary functions of Delphi. Screen shots are included to help guide you through the steps. This handbook can be used as a reference while you are working with Delphi.

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Table of ContentsTable of Figures...........................................................................................................................................5

Home Tab....................................................................................................................................................6

Daily Schedule Window...........................................................................................................................6

Sales Home Window................................................................................................................................6

Accounts......................................................................................................................................................6

Finding an Account..................................................................................................................................6

Opening an Account................................................................................................................................7

Creating a New Account..........................................................................................................................7

Adding Contacts......................................................................................................................................8

To View Contacts.....................................................................................................................................9

Bookings......................................................................................................................................................9

Creating a New Booking..........................................................................................................................9

Search and Open an Existing Booking....................................................................................................10

Copying a Booking.................................................................................................................................11

Quick Booking........................................................................................................................................11

Booking Guestrooms.........................................................................................................................12

Entering the Booking Information.....................................................................................................12

Blocking Guestrooms.................................................................................................................................12

Creating a Room Block...........................................................................................................................12

Copying Room Blocks............................................................................................................................14

Overbooking..........................................................................................................................................14

Entering Rates.......................................................................................................................................15

Events........................................................................................................................................................15

Creating Events......................................................................................................................................15

Set Up and Tear Down Times.................................................................................................................16

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Average Check.......................................................................................................................................16

How to Copy Events...............................................................................................................................17

Guestrooms Control Log............................................................................................................................17

How to Access the Guest Rooms Control Log........................................................................................17

Interpreting the Guest Room Control Log.............................................................................................18

Booking Evaluator..................................................................................................................................18

To View the Booking Evaluator..........................................................................................................18

Room Availability Window....................................................................................................................19

Create a New Booking in the GRC..........................................................................................................19

Function Diary...........................................................................................................................................19

Accessing the Function Diary.................................................................................................................19

Edit an Event......................................................................................................................................20

Moving Events...................................................................................................................................20

Changing Event Times........................................................................................................................20

Booking Events..................................................................................................................................20

Copying Events..................................................................................................................................21

RFP(Request For Proposal) Inbox- Receiving an RFP.................................................................................21

Organizing your Inbox............................................................................................................................21

Details of the RFP Window....................................................................................................................21

Create a New Booking...........................................................................................................................21

Opening a New Booking........................................................................................................................22

Attaching an RFP to an Existing Booking................................................................................................22

Work Cited.................................................................................................................................................23

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Table of FiguresFigure 1........................................................................................................................................................6Figure 2........................................................................................................................................................7Figure 3........................................................................................................................................................8Figure 4........................................................................................................................................................9Figure 6......................................................................................................................................................10Figure 5......................................................................................................................................................10Figure 7......................................................................................................................................................11Figure 8......................................................................................................................................................11Figure 9......................................................................................................................................................12Figure 10....................................................................................................................................................13Figure 11....................................................................................................................................................13Figure 12....................................................................................................................................................14Figure 13....................................................................................................................................................14Figure 15....................................................................................................................................................15Figure 14....................................................................................................................................................15Figure 16....................................................................................................................................................16Figure 17....................................................................................................................................................16Figure 18....................................................................................................................................................17Figure 19....................................................................................................................................................17Figure 20....................................................................................................................................................18Figure 21....................................................................................................................................................19Figure 22....................................................................................................................................................20Figure 23....................................................................................................................................................20Figure 24....................................................................................................................................................21Figure 25....................................................................................................................................................22Figure 26....................................................................................................................................................22

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Primary Functions of Delphi

Home TabDaily Schedule Window

Figure 1

Displays monthly calendar with a detailed weekly schedule. A pop up window provides current news pertaining to your company. The My Task section allows you to create a list of activities that need to be completed that day. The Daily Schedule window also provides a list of groups in-house. Upcoming events are provided in the Business Alerts section.

Sales Home Window

Rev Par, ADR and Occupancy are displayed as well as graphs of the metrics.

Accounts

Finding an Account:

Launch the GRC button located on the Daily Schedule toolbar. In the date field enter the arrival date of the booking.

Look the date up in Launch Diary button.

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Use the single arrow by the date field to check additional dates.

Opening an Account

Click the Open button on the Daily Schedule toolbar and select Account. The Account Selection window will pop up. Enter portion of the account name and press search. Double click the account to open.

Creating a New Account

When creating a new account, push the button found on the toolbar of the Account Selection window or if you just searched for an account and it’s not found a box will pop up asking if you want to create a new account, press Yes.

Figure 2

It will bring you to the Account Manager window (see Figure 3), enter the account information. The Account Manager window contains 5 folders: Contacts, Activity, Bookings, Details, and

Meeting Profiles. Complete the information in the Details Folder by selecting the sales manager, assistant,

catering manager, service manager, transient manager and lead source for the account you are working with as well as the account phone and fax numbers.

The Comments button located on the Account Manager toolbar will allow you to write any information about the account that you may need to remember.

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The UDF (User Defined Field) button also located on the Account Manger toolbar is used to create new fields to enter in information that was not in the original application, for example adding that an account is tax exempt.

The Review Summary button located on the Account Manager Toolbar is used to view the dollar amount of the all the business associated with a specific account.

Finally always save your work using the Save button.

Tip: Use the Tab key to move from one line to another in Delphi.

Adding Contacts Go into the Contact folder located on the Account Manager window (see Figure 3). Double click the first row in the Contacts folder, the Contact Manager window (see Figure 4) will

pop up. You will then fill out the full name, contact title and salutation fields. Within the Contact Manager window there are three folders: Phone, Address 1, and Details. In the Phone folder in the column labeled type choose the phone type and in the number

column put the phone number or email address. The Address folder information is used to create letters and labels for that account, make sure

information is accurate. The Detail folder is used to enter information such as: Contact Roles, DOB, Spouse, or Contact

ponunciation.

To View Contacts

Click the Open button on the Daily Schedule toolbar and scroll down to contacts.

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Figure 3

You can also click on the Open Contact Icon on the Contact Manager toolbar. When searching for a contact Delphi automatically searches by last name so you need to check

the full box to search by first name, and check the full and contains check boxes to search any part of the name.

To reorder contacts right click on the contact name in the contact folder select reorder contacts, click on the contact name that you want to move and press the Ctrl button and push the Arrow Up key to move that contact to the top.

Bookings

Creating a New Booking Click the Booking tab on the Account Manager window (see Figure 3). Double-click the first blank line to create a new booking and open the Booking Manager window

(see figure 5). The Booking Manager window will open, the account and contact information is already filled

out. Fill out the rest of the booking information. In the status column you will choose from five statuses: Prospect (P), Tentative (T), Definite (D),

Canceled (C), and Turned Down (TD). The Booked field will default to the person logged in, the House Method field specifies if the

group will be booking as a group or individually, and there is a field to put the average guestroom rate as well as the cutoff date.

The Rooms tab contains all the room block information, the Events tab lists all the events for the booking and the designated dates, the Activity tab shows all the activity to the booking such as additions or cancelations, the Source folder shows who has access to change the booking, and the Details tab contains the bookings confirmation number as well as the Global Lead ID.

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Figure 4

Whatever is entered in the Abbreviation field will show up in the Function Diary and the GRC. The market segment field allows Delphi to track room nights and revenue for the market

segment specified.

Search and Open an Existing Booking In the Account Manager window (see figure 3) open the Bookings folder (see figure 6 )and

double click the account.

Figure 6

From the Daily Schedule window you can click on the Booking menu (see figure 7) and click

Open Booking or click the Open button and click Booking.

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Figure 5

Figure 7

Copying a Booking Click the Copy button on the Booking Manager window toolbar. The Copy Business box will pop up, select Booking then Ok. The Copy Booking window(see figure 8) will pop up, enter the new arrival date, booked by

source and update the Post As and Abbreviation fields. Select any area of the existing booking that you want to copy and clear any check boxes of

information you don’t want to copy. Click Ok.

Quick Booking

The Quick Booking button is located in the Daily Schedule, Function Diary and GRC areas. The Quick Booking window (see figure 9) will pop up, complete all the fields and since Quick

Bookings are not attached to an account you will need to manually attach it. Click the Account

button next to the account name, the Account Selection window will pop up search for the account you want to attach it too and select the account.

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Figure 8

Figure 9

AccountButton

ROH Room Field

Booking Guestrooms Enter the average number of rooms you want to book in the ROH Rooms field (see figure 9). Enter the average rate in the ROH Rate field.

Entering the Booking Information Enter what night the event is on in the Day # field. Select the Event type from the type drop-down list. Enter the number of people expected to attend in the # Attend field. Don’t enter anything in the remaining fields.

Blocking Guestrooms

Creating a Room Block There are two ways to book rooms, if a room type is not specified by the client, click on the

rooms folder on the bottom of the Booking Manager window (see figure 10) and it will pick ROH (Run of the House) rooms.

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Room Button Rates Button

Rooms Folder

If Room type is specified click the Rooms button and the Room Type Details window (see figure 11) will pop up here you will specify how many rooms of what room type you would like.

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Figure 10

Figure 11

There are four classifications for each room type Agreed,

Forecast, Blocked, Pickup within each cell the occupancy is specified for each room single occupancy lists one number, double occupancy two numbers , triple three and quad four (see figure 12).

To change the occupancy right click in the Guestroom grid in the Room Type Details window and select Occupancy.

Select the occupancy level.

Copying Room Blocks

Enter the room blocks for the first night. Double-click the date of the group’s last night. The Room Pattern window (see figure 13)will pop up select Copy and Ok.

Overbooking Delphi allows you to overbook. It indicates which room

types can be overbooked by placing an asterisk next to room type name.

Entering Rates Click the Rates button (see figure 10), the Booking Manager window and the Room Rates

window (see figure 14) will pop up, enter the rates by occupancy (#2 on figure 14).

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Figure 12

Figure 13

Figure 14

Select the By Room Category box and select the room categories (#3 on figure 14). Click Update (#4 on figure 14).

Tips for Updating Rates: Keep the Occupancy field blank that you don’t want changed to the existing rate and type in

the Occupancy field you do want to change. To comp a room just enter zero into the correct Occupancy Rate field and Update.

Events

Creating Events

First check the availability of the meeting space in the function diary. In the Booking Manager window(see figure 5) click the Events tab (see figure 15).

Figure 15

Double-click the first row to open the Event window (see figure 16). Click the Average Check button to forecast your group’s catering revenue and click Ok. Click Ok to return to the Booking Manager window.

15Figure 16

Set Up and Tear Down Times Once you have chose a room for the function, in the event window the times will automatically

default a set up and tear down time from what was entered when your company purchased the software.

Average Check When entering an event in the Event window the Average Check will default to the average for

the Event type specified.

To change this you can click the Average Check button or double click the Food, Beverage (BEV), Resource (Res), or Rental (Rent) fields.

The Average Check window (see figure 17) will pop up providing fields to enter your data.

How to Copy Events In the Booking Manager window (see figure 5) click on the Events folder and Red click the events

you want to copy.

Click the Copy button to open the copy events to New Date Range window (see figure 18). Fill in the date range and select the days of the week that you want to copy. Click Ok.

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Figure 17

Figure 18

Guestrooms Control Log Gives you instant access to hotel availability. Can book business directly from the Guest Rooms Control Log.

How to Access the Guest Rooms Control Log

On the Daily Schedule window click the GRC button on the tool bar to launch the Guest Rooms Control Log or go to the Availability menu (see figure 19) on the Daily Schedule window and select Guest Room Control .

Enter the date of the event. The Guest Rooms Control Log displays the total available rooms that are left to sell. To view additional information right click the booking in the Guest Rooms Control Log and select

Booking Info.

Interpreting the Guest Room Control Log Group Definite is the total number of group rooms blocked with definite status. Group Tentative is the number of group rooms that are blocked with tentative status. Transient Protected is the number of rooms allocated for transient guests. MAR (Minimum Acceptable Rate) is the lowest rate for that date. The First Colum: abbreviated name of the booking The Second Column: booking status abbreviation The Third Column: booked by initials The Fourth Column: average rate of guestrooms Bookings are color coded Green: Definite, Blue: Tentative, Red: Prospect, Yellow: Transient Bolded Room Nights mean peak night.

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Figure 19

Figure 20

Booking Evaluator Displays the budgeted number of rooms, average rate, revenue and rev par for the month. The first row displays your property budget and the second and third rows shows how your

property will do with or without the booking (see figure 21).

To View the Booking Evaluator:

Right click the booking in the Guest Rooms Control Log. Select Booking Evaluator.

18Figure 21

Room Availability Window Displays availability by Room type. Right click the Guest Rooms Control Log. Select Availability.

Create a New Booking in the GRC Check the availability for that day in the Guest Rooms Control Log (see figure 20). If you have availability double click on the last line in the Guest Rooms Control Log. The Booking Manager window (see figure 5) will pop up. Click the Account button to select an account. When the Account Selection window (see figure 2) pops up, search for the account. Double click the account and it will fill in the information in the Booking Manager window.

Function Diary Displays all the events scheduled at your property.

Accessing the Function Diary On the Daily Schedule window go to the Availability menu and select Function Diary (see figure

22) or select the Function Diary button on the toolbar.

Color Coding of the Function Diary: White= available, Green= definite, Blue= Tentative, Red= Prospect, Gray= Combination (see figure 23)

Further details of the event are located on the Status bar of the Function Diary window.

If you right click in the Function Diary a menu will pop up that will allow you to do such functions as editing events, moving events, changing the event start and end time, deleting a event, and copying events.

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Figure 22

Figure 23

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Edit an Event Right click on the event and select Edit. The Event window will pop up, make the changes and click OK.

Moving Events Put cursor on the event you wish to move, click and hold down till cursor changes to a

hand. Drag the event to the new time and release.

Changing Event Times First check availability of the time that the client wants the event to move to. Put your curser at the start or end of the event and drag it to the time you want to

change it too.

Booking Events Point to the start time in the function room that you wish to block, press and hold the

left mouse. Drag the event till the end time and release.

Copying Events Right click on the event. Select copy event. Curser will change to a hand, move to the time and room you want and click once to

copy. Right click to stop copying.

RFP(Request For Proposal) Inbox- Receiving an RFP RFP Inbox is located on the Advanced Navigation toolbar or View menu.

20Figure 24

Organizing your Inbox Drop Down List: allows you to sort RFP’s by dates Filtering and Sorting: Click on a column heading to sort by that field

Details of the RFP Window General Tab: Contact Information, RFP Summary, Revenue Summary and RFP Comments Guestrooms Tab: room block information such as occupancy, rate and guestroom comments Events Tab: Event details for the account such as start and end time, setup, # of attendees, and

also event revenue and event comments Messages Tab: contains email messages from the account contact To view availability of rooms and function space click on the property link.

Create a New Booking

Choose a new booking by clicking the button or to connect the RFP to an existing booking.

The Create Booking window will pop up. The Account, Contact, Agency and Agent information needs to be verified. If a match is made a Green indicator will be displayed on the left of the information in the Create

Booking window (see figure 25). If a match was not found a Red indicator light will be displayed and you can either choose to use

the RFP listed by clicking the New button or you can search for a different account.

Figure 25

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Opening a New Booking On the Create Booking window (see figure 25) make sure the Open Booking box is checked. The Booking Manager window will open.

Attaching an RFP to an Existing Booking Open the RFP Inbox and select the RFP you wish to attach. Click the Assign the RFP button. Search for the booking in the Booking Selection window (see figure 26). Double-click the RFP to attach it to the booking.

Figure 26

Work Cited

Delphi 9.5.2 New Employee. (2008). Retrieved fromhttp://delphitraining.hriproperties.com/NICBT/delphi952/ne/default.htm

Delphi. (2010). Retrieved fromhttp://www.newmarketinc.com/products/delphi.aspx

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