How do I add a new Room Number in Apex?

How do I add a new Room Number in Apex?

In order to add a new Room Number in Apex the below steps need to be followed:
1. Room Numbers
After Room Types have been added in the system, Room Numbers need to be added.
  1. To access the Room Numbers menu click on Administration -> Reservation Codes -> Room Codes -> Room Numbers.
1.1  General Tab
Click on the "Add" button and enter the following information in the fields below:
  1. Property: Select the property from the lookup list.
  1. Room Type: Select the Room Type Code created from the lookup list.
  1. Room Number: Enter the actual Room number.
  1. Floor: The floor number will influence various layouts within the Apex system: 
  1. The Room Number displayed on the Room Rack for example, floor 1 will be the first column on the Room Rack and floor 2 the second column.
  1. The floor number entered will also affect the floor field under the "Change Room Status" menu.
  1. The Room Chart will list the room numbers as per floor numbers, the rooms will be listed to start by the lowest floor number to the highest floor number entered.
  1. Rack Display Sequence: Refers to the row number on the Room Rack for example, the first row will be Rack Display Sequence number 1. 
  1. Housekeeping Section: When selected this will group rooms together under the sections number on the Housekeeping Room List Report, the system will also allow the user to filter the Room Status by sections to simplify the process of changing the room statuses in the system.
  1. Housekeeping Sequence: Refers to the sequence the rooms follow on the various floors.
  1. Max Persons: Enter the maximum amount of persons that can stay in the room.
  1. Beds: Enter the amount of beds in the room.
  1. Connection Rooms: Should there be connection rooms select the room numbers from the lookup list.
  1. Room Descriptors: Room descriptors can be selected here.
  1. Extensions: Telephone management system extension numbers can be entered here.
  1. Key Number: *Used by Inhova Key Interface. Enter the key number for each room. This only used if Inhova's room numbers are the same as Apex's room numbers. If you do not define the key number the room number will be used. 
  1. Time Share Room Type: *Please see Time Share Module.
  1. Import Owner Room: *Please see Time Share Module.
  1. Time Share Sequence: *Please see Time Share Module.
When the Room types are created it will automatically create the room numbers in the Room sections and sequence menu under Housekeeping in the system.

1.2 Add Batch
The ability to add a Batch of Room numbers has been added to the system. 
  1. To add a batch of room numbers click on the "Add Batch" button.
  1. Next complete the Property, Room Type Code, Floors, Housekeeping Section, Max Persons, Beds, Room Descriptors and Time Share reservation type.
  1. Once this has been completed select the Room Number prefix, should one be needed, for example, TW for Twin Room. Prefixes can also be left blank should they not be required. For example the Room Numbers would be set to start at 1 and end at Room number 10. 
  1. The Rack display sequence and Housekeeping display sequence will start at 1. Extension and Key numbers are left blank as they are not needed at this stage.
  1. Once the "Ok" button is selected the rooms will be created.
1.3 Auto Costing
  1. To be able to link Auto costing to the individual room numbers it has to be created first under the Room Cost items menu.
  1. To add a new Room Cost Item click on the "Add Cost" button and select the Room Cost Item from the look-up button. Tick when the costing per room should take place for example, every night unless the room is on maintenance, only if the room is occupied or for each person that occupies the room.
  1. To save the changes made click on the "Save Cost" button.
  1. When necessary Room Cost items can be changed and deleted, please be sure to highlight the correct room cost item.
  1. When selecting the "Copy" button, the Room Cost Item can be copied to the list of room numbers appearing on the screen. 
  1. Select the room numbers that will also make use of this Room Cost Item by ticking the boxes, and selecting "Ok".
  1. All the rooms selected will now have the Room Cost Item assigned.
1.4 Defects
  1. To create a new Defect for a specific room click on the "Add Defect" button and enter the description of the defect in the field. When completed remember to click on the "Ok" button to save the changes made.
  1. The defect line created will appear and it will display the date, time default description, employee ID and status.
  1. Please note that Room numbers with defaults attached can still be sold as usual and will not be removed from the inventory.
  1. Defects can also be created from the Room Rack, right click on the room on the Room Rack and select the "Add a Defect" option.
  1. When the defect is added from the Room Rack a window will appear prompting the user to enter the defect description and click "Ok".
  1. To View Defects listed for a specific room number, right click on the room on the Room Rack and click on the "View Defects" option.
  1. A list will appear showing all defects added to the room, the created date and time as well as the employee ID and status of the defect can also be used. 
  1. When a defect is created and fixed the system will display the date and time the change has occurred in the system. 
  1. To change a defect status from (fixed) True to False, click on the defect line and select the "Un-fix" button.
  1. When a defect is un-fixed the process will remove the date and time the fix had occurred and will display "No" next to the fixed status.


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