Online Reservation and Billing System
User’s Manual Bibliography Curriculum Vitae Questionnaire ix ABSTRACT The JISB Emperor Hotel, which is located at the heart of Merchan Street corner Evangelista Street, Lucena City was brought into existence of the countless effort offered by the people, and was formally opened on July 04, 2009. JISB comes from the name Jose-Iluminada SyBang. From then on all the records of the customers were all recorded manually. The company used a logbook for the encoding of information and issued a receipt in terms of paying the bills through the computation of just a simple calculator.
Through this study, the researchers will be well versed about the importance of computerized system in a hotel. It will also endorse the people the knowledge of how will the hotels is rendering their services as compared to what is expected from them. The Computerized Billing System and Online Reservation made by the proponents will benefit the company itself. The Online Reservation System and Computerized Billing System may help for the acceleration of the transactions in the business. The online reservation and computerized billing system will provide a precise generation of statement of accounts.
The developed system is a great help for the business expansion because the business may earn more profits higher than current earnings. The business will be able to acquire and retain customers. The customers will be attracted to come in the hotel because the company can give better services especially for the reservation. With this effective technology that will help the company’s business processes and services, company will be able to gain and maintain a competitive advantage among those leading hotels. x Chapter I The Problem and Its Background 1. Introduction More recently a number of business-process improvements through Information Technology approaches have been implemented in basically all fields of business not only to solve day-to-day problems but also to gain leverage in the market place. Modern organization use computerized systems and online reservation to provide relevant and timely information, essentially to routinely operations control and strategic planning. Customarily, it is the daily transaction processing system of the business enterprise, which reengineers through computerization.
Computers are so fundamental to one modern society, that without them, our economy would grind to a halt. Along with computers burgeoning role in business, other uses for these machine evolved rapidly. A Computerized Billing System use to ascertain a prompt and manage way of providing the necessary information of an organization as a whole. It aims to improve the profitability and relations with clients by automating client billing with computers. It helps to control and manage the billing system of an institution such as the hotel.
And an intelligently 1 designed on-line reservation can make an important contribution to the effective use of data processing within an organization. It allows individuals to connect without going out any places. There are varieties of computerized transaction processing system, like computerized billing system and online reservation of a hotel. The Computerized Billing and Online Reservation assure modern comfort to the clients wherever and whenever they are especially to JISB Emperor Hotel to help them promote their name nationwide.
Billing System and Online Reservation can make important contribution to the effective use of data for the JISB Emperor Hotel. Everybody is free to get online which is the unique way of having a reservation. Customers can satisfy themselves because it can lessen their burdens of having a reservation for their rooms and hotel accommodation, and billing system will help to come up with accurate dated and time consuming effort. The present statuses of our society especially when it comes to technology are leading to the development of different systems to make a certain task easier to perform.
We have to meet and answer the challenge that increasingly outgrowth in the complex world. Thus, the researchers were motivated to conduct Research and Development for JISB Emperor Hotel essential for today’s highly competitive business. 2 1. 2 Background of the Study JISB Emperor Hotel, which is located at the heart of Merchan Street corner Evangelista Street, Lucena City was brought into existence of the countless effort offered by the people, and was formally opened on July 04, 2009. JISB comes from the name Jose-Iluminada SyBang.
From then on all the records of the customers were all recorded manually. The company used a logbook for the encoding of information and issued a receipt in terms of paying the bills through the computation of just a simple calculator. The present manual system of reservation is only to determine the availability of rooms in terms in reservation. In the case of present manual system of billing and online all the records is kept in document form. There is no system for proper records storage and sorting the information provided by the customers.
All is done manually and every now and then, there is a chance getting erratic information. The manual system is thus no guarantee. JISB offered facilities that are beneficial for business purposes. It is a (4) four story building. At the ground floor, they offered a space for rent for Honda Prestige Motorcycle and vintage stores. There are 44 rooms at JISB Emperor Hotel. Most of their rooms are classified according to the customer’s needs and wants, such as air-cons with cable T. V. s, There are as 12 rooms classified as Suite ( single bed/ double bed, air-conditioned, comfort room with bathtub)14 rooms for Regular (single bed/ double bed, air-conditioned, with comfort room) and 18 rooms for Ventilated (single bed/ double bed, wall fan with comfort room) and just in case you got hungry they have special foods available for your 3 sophisticated taste at the second floor where you can find a canteen guaranteed at the right price that are well suited for the budget conscious travelers. 1. 3 Statement of the Problem
The main problem of this study is to determine the efficiency of Computerized Billing System and Online Reservation of JISB Emperor Hotel. Specifically it seeks to answer the following questions: 1. What are the difficulties encounter by the Hotel Management and Staff of when it comes to the Hotel’s System in billing and reservation? 2. How did the Computerized Billing System and Online Reservation help the JISB in terms of: a. reservation b. billing 3. How effective and acceptable the computerized billing and online reservation system? a. speed . accuracy c. security data 4 1. 4 Objective of the Study The main purpose of this study is to determine the efficiency of Computerized Billing System and Online Reservation of JISB Emperor Hotel. 1. To determine the Hotel Management and Staff difficulties when it comes to the hotel’s system in billing and online reservation. 2. To measure the accuracy of the program when it comes to computerized billing and online reservation. 3. To measure the effectively and adaptability of the computerized billing and reservation system. a. speed b. accuracy . security data 1. 5 Significance of the Study This study aims to conceal the implications of having a computerized billing system on the service delivery of JISB Emperor Hotel. Through this study, the researchers will be well versed about the importance of computerized system in a hotel. It will also endorse the people the knowledge of how will the hotels is rendering their services as compared to what 5 is expected from them. The proponents will be able to evaluate whether or not the hotel is being given enough assistance by the government.
Furthermore, it will provide the students like the researchers information on how important the computerized system to a service-oriented entity. Likewise, the proponent’s expert that the study will help future researchers in conducting similar research which related to this study. Finally, the study have helped the researchers in developing their and knowledge in research and probably have enriched their present knowledge on hotel effectively & the effects on service efficiency. This proposed system will benefit the following: JISB Emperor Hotel – The developed system made by the proponents will benefit the company itself.
The Online Reservation System and Computerized Billing System may help for the acceleration of the transactions in the business. The online reservation and computerized billing system will provide a precise generation of statement of accounts. The developed system is a great help for the business expansion because the business may earn more profits higher than current earnings. The business will be able to acquire and retain customers. The customers will be attracted to come in the hotel because the company can give better services especially for the reservation.
With this effective technology that will help the company’s business processes and services, company will be able to gain and maintain a competitive advantage among those leading hotels. 6 Management – This study will furnish precise information and data that will help them in making plan about the hotel, about over-all operation and about the problems that the hotel is currently facing brought about by the unending demands of the people and the continuous growth of competition from other hotel institutions.
This system will also facilitate the activities that taken place within the hotel so that they made themselves familiar in what area of concentration they have a focus on to improve their service ability while earning enough profit for the benefits of the hotel and its staff. Customers – Customers of the JISB Emperor Hotel will earn or gain satisfaction and convenience. It won’t take much time for the customers to reserve for the rooms availability. It will not be a time consuming process at all. Researchers – The researchers will deepen their knowledge about the study and improve their skills when it comes to creating or developing a system. 1. 6 Scope and Limitation of the Study This research study, entitled Computerized Billing System and Online Reservation of JISB Emperor Hotel was focused only for the reservation and computerized billing system of the company. It focuses on the main purpose of the proponents and that is to create a computerized billing and online reservation form, provide security in the hotel that will Allow the authorized person to use the software or the whole system by updating the correct log-in name and password. It consists of informative and dynamic features such as icons, text and buttons.
Aside from those features on the part of the administrator he/she could change, add delete and new announcement in case if needed. It includes the customer’s information in terms of reservation and billing. The Computerized Billing and Online Reservation of JISB Emperor Hotel would invite the local and foreign customers to help the JISB achieve its mission and vision by providing accurate data and good hotel reservation. Moreover, the study is only limited to the billing and reservation of the customers only. Online cash transactions are not included. 8 1. Definition of Terms To make this study more understandable to whom might come over and see it, the proponents included herein the definition at some terms with will enable them to have clearer understanding of the problems the proponents sought to answer the following are terms defines operationally to process meanings they intent to convey. Accelerating – to engage in an academic program that progresses faster than usual Accuracy – the ability to be precise and avoid errors Bills – printed statements of charges for goods supplies or services rendered
Billing – the total amount of business transacted in a given period, especially in advertising, insurance, or law, or the value of that business Computer – electronic device for storing and processing data On-Line – pertaining to the operation of a functional unit whom under the direct control of the computer. Controlled by, or communicating with a computer. On-Line System – a system in which the input data enters the computer directly from the point of origin or in which output data is transmitted directly to where it used. 9 Reservation – A booking with an established time and place for an event or activity.
Security – something that provides a sense of protection against loss, attack, or harm Software – programs and applications that can be run on a computer system, e. g. word processing or database packages Speed – the rate at which something moves, happens, or functions System – an assembly of computer hardware, software, and peripherals functioning together Transaction – a record of business conducted at a meeting or proceedings 10 Chapter II Reviews of Related Literature and Study This chapter briefly discusses the relationship of the previous research and studies in connection to the developed system.
It serves as a guide for the feasibility of the developed system. 2. 1. Review of Related Literature 2. 1. 1. Foreign Literature Mr. Richard T. , the Marketing Executive of the Royal Paradise Hotel, has observed that “Now, we can easily deal with hundreds of travel agents and corporate clients. In fact, Pelican System has indeed helped us in reviewing productivity, through its sophisticated design. Deciding room rate and allotments has become easier as the result of not having to go through hundreds of paper documents. Not forgetting to mention is the prompt and ready after sales technical support by the team of Pelican System’s staffs”.
Pelican System has concluded contracts with hundreds of travel agents, in a “hassle-free” negotiation: instead, what you get is a very fast and low-cost transaction. Mr. Richard T. adds, “We welcome all agents worldwide, when they wish to register and gain access to our special rates. With Pelican we are now able to provide an equal allotment opportunity to all 11 agents, regardless of size, and provide them with instant confirmation”. From the article the proponent study use that it has a similarity on the objectives of the research study.
Because both have its general purpose which is to enhanced the efficiency of the system from manual to computerize specifically on reservation of JISB Emperor Hotel. According to the Pelican System, Pelican Central Reservation System (CRS) is an Internet-based hotel reservation management system designed to manage all types of hotel bookings, whether made directly by guests or through travel agents and corporate clients. For internet users (direct guests) Pelican will provide instant confirmation of reservations made through the hotel web site, and will notify the hotel’s reservation department though automatically generated e-mail messages.
Pelican system provides a secure link to agents and clients, allowing hotels to distribute confidential trade rates to pre-authorized recipients, and to share allotments among many agents and clients on a “first-come-first-served” basis. Each agent or client accesses the system directly from the hotel’s own web site with a unique login/password combination, allowing the hotel to assign each user to a specific group, and to determine the information and privileges each group will receive.
With Pelican system, the hotel has complete control at all times, and can easily monitor activity through instantly generated summaries and full reports. 12 Since the developed system is user-friendly system in which it is easy to use and to practice, in that sense, the developed system mentioned in the article is parallel. The system is user friendly in which the proponents are aiming to develop. The system from the article used internet to achieve their goals while the system of the proponents will uses computerized. Based on the article posted in Pelican system which the researcher searched at http://www. elicansystem. com/news/20041028. html and, The Royal Paradise Hotel, located in Patong Beach, Phuket – begins to enjoy the ease of paperless contracts concluded with hundreds of travel agents and corporate clients across the world. The switch to paperless has finally come true, through the magic of the Internet! Pelican System has developed an automated system of online contracting with agents and corporate clients; online contracting uses an Internet-based database application to accept and instantly confirm reservations made through a hotel’s own website.
In contrast to a standard online reservation system, Pelican online contracting of the agent or corporate client requesting a reservation uses a unique hotel-supplied login /password to confirm their identities, which makes the transaction legally binding. The instantconfirmation and secure transmission capabilities of an online contracting system enable hotel to share room allotments among a large number of agents and clients, accepting reservations on a “first-come, first-served” basis. According to PEGGY L.
PUGH with an article entitled “SELECTING THE RIGHT 13 BILLING SYSTEM”, which was publish on September 1998 payments are made more efficient with software that includes electronic payment recons elation capabilities allowing the practice, for examples to part 6-50 page explanation to benefit in a matter of minutes versus the hours it could take the manual payments posting and reconciliation. Computerized and billing system gives an automatic calculation of contracted adjustment. It gives an accurate report of the clients daily and monthly balances.
It has the capability to print out the actual payment posted on the computer. According to Mary Shaub President of medical consulting based in Philadelphia with an article entitled “Billing on Shoestring Budget” publish on December 2000. Clinical training in medicine does not emphasize how to collect money but rather how to render service to generate the revenue. The article focuses on the “How to of billing and collection of money. It will encapsulate the essential components of an effective billing system that if followed can operate on shoestring budget. . 1. 2. Local Literature According in the article MC Mountain Home Apartelle provides guests with a convenient way of booking rooms at the hotel by integrating a reservation system on its website http://www. mcmountaintagaytay. com/”. The hotel reservation of MC Mountain Home Apartelle in Tagaytay, Philippines has just gotten easier and faster with their new reservation system on their website. By simply going online, guests can book the room of 14 their choice in a matter of minutes.
Through their new service, guests need only click on the Reserve Now button on the Tagaytay hotel’s website to view room rates, features and availability over a 14-day period. Upon specifying their chosen rooms and duration of stay, guests will get instant confirmation of their reservation via email immediately after paying the required 10% deposit using WorldPay. The secure system makes the process of booking accommodations at the MC Mountain Home Apartelle safer and more convenient for guests.
The article mentioned is related to proponents developed system. As mentioned above the easier and faster of the hotel reservation system allows the company to gain customers instantly. And the proponents developed system envisions the same thing, even though it is not totally like from the reservation system using by the MC Mountain Home Apartelle. But the integrity of the developed system is to provide better services such as to fasten the transactions, into which the hotel is engaged, to gained customer is absolutely out there.
According to Lualhati S. Morales with an article entitled “BILLING SYSTEM of Assessor’s Office” department head of assessors, using a computerized billing system for the effective and efficient system is doing tedious and respective manual processing and reporting for faster and efficient data retrieval of real property record as well as the reduce the cost in term of money and man power needed during periodic general recursion. 15 2. 2. Review of Related Studies 2. 2. 1. Foreign Studies
According to the study made by Richard Dunn, Director of IT, Good-fellow Cambridge, the processing of such encoded e-mail order is for simpler and fast and they have therefore been able to offer customer a discount for ordering via the web. They believe that at present this put them ahead of their competitors. Using cable web technology has enables them to keep full day-to-day control of their website without the added complexity of having to use a different database product.
The study stated above is lightly similar to the developed system of the proponents in the sense that both are integrating such transactions which will benefit the persons involving the transaction. According to Mr. Dunn, using web in their business transactions helps for a fast ordering of customer. The computerized system has proven that the process of billing and reservation in the hotel fasten. They just differ in a way of achieving their goals in which the study above will be using web while the proponents developed system will be using computerized one.
Computerization of the company’s transactions brings so many in terms of the transactions that they doing. The main purpose of computerization is which will help the company a lot in anyways, especially for the reservation to the hotel. 16 Easy Webrez Tour provides internet reservation for a clients and members. They include customization to brand a system for the organization, optional module for reservation managers and real-time credit processing module. This system provides a central place to store all reservation center information and allows simultaneous access for company owners, reservation managers and online visitors.
Booking. com is a part of Priceline. com is Europe’s leading online hotel reservation agency. Booking. com set a solution to attract unique visitors via the Internet from both leisure and business markets worldwide. Based on the being implemented by Booking. com’s market leading growth, the company currently employs over 1000 professionals to ensure the best possible online services and support. They committed to offering an informative, user-friendly website with competitive rates. They provide business and leisure travelers worldwide with a pleasant, efficient and cost-effective way to book hotel accommodations.
They are keeping 100000 room nights every day that provides a cost-effective commission based model, a network of over 4500 distribution partners and a personalized account management service to help optimize the revenue of the hotels. When a situation arise the required the purchase of new information, Booking. com decided to incorporate the web into its reservation system. The performance of Booking. com includes no reservation fee; they do not charge any booking fees, administration fees or cancelation fees. Their reservation system is secure and the credit card and personal information is encrypted.
They work to high standards and guarantee privacy. 17 This study is somehow related or similar with the proponents study in terms of giving importance’s of the computerization of such system for a better performance of the company in terms of the transaction that they are doing which resulted into a faster transaction. Computerization of the company’s transaction brings so many benefits to the company in the terms of the transaction that they performance. 2. 2. 2. Local Studies Based on the study entitled “Computerized Billing and Reservation System with SMS Inquiry for South Red Palm Hotel Corporation” by Helbert H.
Nanez, Rechelle M. Asis and Ivy Christine Segui which is an example of Online Reservation which aimed to develop computerized transaction processing system accommodation and reservation of guest to replaced the existing manual system of running a big establishment as the “South Red Palm Hotel Corporation”. It was design that their system would improve the hotel’s transaction by the terms of speed, efficiency and data integrity. In general, existing system of “South Red Palm Hotel” relies to the manual means of transaction processing which resulted to problems such as time onsuming, prone to human error and costly. According to Mr. Chester Atienza and Ms. Jennifer Rances, Enverga University, March 1999, “ A Proosed Computerized Aided-Billing and Monitoring System of the Halina Hotel “. The study aimed to be aware and apprehensive of the step-by-step procedure being applied in the present system as well as to specify the problems normally encountered by the people who are involved in the present system. The authors conclude that the problems 18 enabled the management to have fast and efficient way of transaction unlike in their current transaction, which is manual.
According to Wishiel S. Chua, Aldwin N. Ilumin and Marlyn M. Nierva of Enverga University, March 2001, “A Proposed Graphical User-Interface Based Medical Record billing System for Tayabas Community Hospital”. The study endeavor to develop a system that would immediately furnish them with a reliable, accurate information and faster approach in processing customer requirements that would lessen their problems in dealing with the patient through the help of this proposed system to help them to be up to date to the changes brought about by the new world of technologies.
Terrence C. Baluyut, Prince V. Hizo, Jose Narciso C. Lapuz, Ariel B. Quinto and Henry M. Joriano, AMA Computer College, Makati, 1999 “A Development of an Online Inquiry and Reservation System for All SM Cinema”. It has been found out that current inquiry of the company inhibits its potential to expand its customer based because it’s offers limited services and does not promote in theaters full because of its boundaries. The proponent of the study concludes that the company should consider all the possible means of obtaining connections with their customers.
This system will provide additional services to the customers and it offers information regarding theaters. The study stated above is similar to the proponents study because of several problems 19 in accommodations and reservation in the hotel. Their transaction as based a manual work hotel personnel and monitoring of accommodations for outgoing and ingoing guests was misleading. Furthermore, personnel cannot provide and use reservation information past enough or the client’s satisfaction.
These are also the problems encountered by JISB Emperor Hotel. 2. 3 Justification of the Present Study The related literature and studies gathered by the proponents are relatively related to the proponents project because it has common things that they wanted to happen to their project to support online reservation and billing system of JISB Emperor Hotel so they got idea from it. Several foreign sites on the net were also visited by the proponents to search for essential studies about the computerized system in a business is really a great help.
Like the proponents project that have wanted to have the JISB Emperor Hotel Computerized Billing System and Online Reservation because it will help them to save data in a more organized way that would save their money buying cabinets for their files and to have to have an accurate computations that may lead them to bankruptcy when not properly done. It will also provide fast and great service for their customers, too. Like the other studies, the proponents also aim to develop a computerized billing system and online reservation.
Like one of the thesis and researchers will include updating of customers records and payments at the same time will do the computerized billing and online reservation to become more accurate in giving the data and calculating the payment 20 Chapter III Research Methodology The proponents gathered information that will be used for the implementation and development of the developed system. Acquiring ideas and information are important in designing and developing. 3. 1. Research Design: The proponents used a descriptive research method. It describes what the study is all about, its current condition, practices and processes.
This method shows how to gather information. The proponents used this method because it gives a clear view on what are needed to fulfill, its significance in relation to the study Descriptive research method, creative research, and library method is used by the proponents in gathering information. By using these methods, proponents determined the functionality and the problem being encountered using the existing system of the company. The proponents provided set of questionnaires and distributed to the 25 respondents consisting of company staffs and customers. The retrieved questionnaires with answers were analyzed.
All the data and information that has been collected will be interpreted in the form of graph and tables. 21 3. 2. Research Locale The proponents conducted the study in the town of Lucena where the JISB Emperor Hotel situated. The company is located along Merchan Street corner Evangelista Street Lucena City. 3. 3. Data Gathering The proponents used interviews, observation, questionnaires, and internet, library methods tools in gathering information. These tools were relevant to formulate the study for the proposed system. Interview: The proponents conducted several interviews to the officers of the JISB Emperor Hotel.
This data gathering method is the most common tool to gather information and used by most the researchers, which for proponents is the easiest way or method in collecting information. Observation: The proponents made an observation in the JISB Emperor Hotel to gather the information’s needed and to be able know the problem that they are encountering. The proponents conducted further observation that gave solutions to the problem of JISB Emperor Hotel. 22 Internet: The proponents used the internet as a source of information that may help and give some related issue or information in the study of several sites visited by the proponents.
The proponents selected the site that would give an exact information or knowledge with the same system. Library Method: This kind of method used by the proponents is a method used by the proponents is a method I which the proponents that will support the proponents study. Questionnaires: Set of well designed questionnaires was prepared by the proponents in gathering information which was answered by different respondents. 3. 4. Data Processing The proponents gathered and analyzed the required information. In gathering information, the proponents used a descriptive research method.
One of the categories of a descriptive method is the questionnaires to be answered by the hotel management and staff, and customer to be able to predict the adaptability and affectivity of the developed system. The proponents provided sets of questionnaires answered by the respondents 23 composing of hotel staffs and customers. The surveys made by the proponents have the purpose to determine the affectivity and the adaptability of the developed system and to be able to know the respondents opinion for upgrading the current system of the JISB Emperor Hotel.
The proponents had 25 respondents, out of those 25, 10 are hotel staffs and the remaining 15 are customers or the possible to become a customer. The proponents get the average number of respondents who answered for each questions. To be able to get the average number of respondents, the proponents sum the total number of answers for each question to determine the mean. The collected data carefully analyzed, computed & interpreted which were shown in graphs and table in which the proponents get the number and percentage of the respondents who answered from the questionnaires.