DESIGN AND IMPLEMENTATION OF A COMPUTERIZED HOTEL BUSINESS BILLING SYSTEM. (A CASE STUDY OF MODOTEL HOTEL LIMITED ENUGU)

ABSTRACT
This work is carried out to identify and discuss the need of a computer system
in hotel business billing system.
A hotel business is a hospitality industry which caters for both leisure and well
being of its guest. The duties of hotels are to offer accommodation to their guest
and to render services to them. These services are usually personal.
The focus on this topic is to introduce computer in the allocation of rooms and
billing system of a hotel. The result of this project is aimed at eliminating the
tedious work which is associated with the making reservations and keeping
account in hotel. It will also save storage system for guest who have stayed in
the hotel before.
TABLE OF CONTENTS
Title page
Certification
Dedication
Acknowledge
Abstract
Table of content
CHAPTER ONE
1.0 Background of the study
1.1 Introduction
1.2 Statement of problem
1.3 Purpose of study
1.4 Objective of study
1.5 Scope of the problem
1.6 Definition of terms
CHAPTER TWO
2.o LITERATURE REVIEW
CHAPTER THREE
3.0 OVERVIEW OF THE EXISTING SYSTEM
3.1 Description analysis of the existing system
2 Method of data collect
1 Interview method
2 References to written text
4 Process analysis
5 Out analysis
6 Problem of the existing system
7 Justification for the new system.
CHAPTER FIVE
5 IMPLEMENTATION
1 Program design
2 Program flowchart
3 Pseudo code
4 Source listing
5 Test Run
CHAPTER SIX
6 RECOMMENDATION AND CONCLUSION
REFERENCES
APPENDIX
CHAPTER ONE
INTRODUCTION
Hotel is defined by British law as a place where a binafide traveller can receive
food and shelter, provided he is in a position to pay and is in a fit condition to be
received. Hence, a hotel provides food and beverages, and lodging to travellers
on payment. In turn, it has the right to refuse a traveller is drunk, disorderly,
unkempt or is not in a position to pay for the services.
The hotel industry is perhaps, one of the oldest commercial endeavours in
the world. The first inns date back to the sixth century be and were the products
of the urge to travel, spurred by the invention of the wheel.
The earliest hotels were managed by husband and wife teams, who provided
large halls for travellers to make their own bed and sleep on the floor. The entire
cooking service and recreation were provided by the husband and wife team and
his family.
It was in Europe that the birth of well managed hotel industry took place on the
shape of chalets and small hotels which provided variety of services. They were
mainly patronized by the aristocracy of the day.
The real growth of the modern hotel industry took place in the United State of
America in 1794. the real boom in hotel building came in the early twentieth
century. This period also saw the beginning of chain operation under the
guidance of E.M stalker. It involved big investments, big profit and trained
professional to manage the business.
The management business billing of a hotel system was virtually left in the
hands of the front officers. The front office in a hotels is the department
responsible for the scale of hotel rooms through systematic method of
reservation, followed by registration and assigning of rooms to customers, it
was usually done manually. This was boring and cumbersome in hotels that still
operate manually today. This development in hotel business billing system
continued gradually until recently when computer was invented as an electronic
method of processing data, computer can be defined as an electronic device that
accept input, manipulated data and produces information which is the output, as
required. Computerization of hotel business billing system: a focus on the
lodging system of a hotel, therefore, the application of computer in the lodging
system of a hotel. A hotel which operated a computerized system will ensure
that the program carries provision for different tariffs, locations and individual
guest preferences. Details of each room are stored within the memory and as a
guest registers the guest list is immediately updated while that particular room is
removed from the list of those which are available for letting. Because the
system is so accurate, there is little chance of two people being given same
room.
BACKGROUND OF THE STUDY
The lodging system of Mooted Hotels Limited Enugu started when this hotel
was established in 1986. at its inception, Mooted Hotels Limited inherited three
modern hotels. There were ninety three chalets at the time of its establishment.
These hotels were located at Enugu, IMO, Anambra. However they have since
been improved upon with additional chalets, better management and better
services.
The management of Muddle Hotels Limited insists that standard obtainable in
its hotels of all types compare favourably with the standards elsewhere. Each
chalets is provided with a room stewards, hot and cold water tub, wall-
To-wall carpet, air conditioner, television, refrigerator and inter-com. The Cable
News Network (CNN) is received in the hotels through its satellite dish. The
body managing the hotel now at the apex of the management include-
1.The general manager
2.The company accountant
3.The company secretary
4.The operational managers
5.The public relations officer
6.The house keeper
7.The food and beverages manager
8.The number of staff are eighty
These are both junior and senior cadres.
1.Administration
2.Accounts
3.Restraurant
4.Bar
5.Kitchen
6.Laundry.
1.2 STATEMENT OF THE PROBLEM.
The introduction of computer in the hotel is to reduce problem encountered on
arrival and event at check out time by guest’s customers and visitors to the hotel
and by the reception staff on their efforts to manually attend to each guest’s
requests going through the reception routine in the front office by the guest is
normally frustrating and time wasting. As guest can be kept on his feet for
several minutes waiting to be attended to .the billing procedures in the cashier
section are similar to that of the front office. The staff at the cashier section are
also limited by their human capabilities.
1.3 PURPOSE OF STUDY
The main aim of this study is design a computerized reservation entry and guest
billing system for timely services. In hotel services, time is of essence.
Another objective of the to design a computerized system which will ensure that
the program carries provisions for different tariffs, locations and individual
guest preferences. The computer will select the best available rooms for
particular reservation or offer an alternative, if the preferred room is already
taken or is not yet ready. The program will be flexible enough to ensure that any
special request by a guest can be catered for.
1.4 SCOPE AND LIMITATIONS OF THE STUDY
The computerization of the hotel business billing system is centred on the front
office. (i.e. reception and cashier section) of the Modotel hotel limited. A lot of
limitations were encounter during this study. Such limitations are:
1. Fiance: this hindered my movement in the process of gathering of facts.
2. Time: this is another constraint to my undertaking a more comprehensive
fact finding, since the period for this study was very small compared to
the actual work.
3. Lack of textbooks: this is also another major constraint in the course of
carrying out this work. One had to move one library to another.
4. Protocols: I encountered series of protocols, often called red tapism
before I was granted interviews.
1.5 IMPORTANCE OF THE STUDY
There is a high hope that this project will solve those problem the reception
personnel encounter on the sale of rooms in the hotel. A hotel which is
computerized can, with dispatch, answer inquires and write confirmation letters
for reservation, keep messages for guest’s ,advice the hotel management about
regular guests, improve the level of services the hotel offers to guest and
monitor room services to guests. It will greatly help the reception personnel to
know the number of room available and how many rooms that have been
booked. This helps in updating of reservations. In a situation of efficient
services, the hotel will be attractive to guest and visitors and thereby make
profit.
1.6 DEFINITIONS OF PROCESSING
REAL TIME PROCESSING: Technique by which enter data for immediate
processing.
ON LINE PROCESSING: Also called transaction processing,. It is the
collecting and processing of data as transaction occurs.
INFORMATION:When data undergoes certain manipulations like calculation,
sorting, amending etc. they eventually become useful meaningful. In other
words, they become information.
DATA: Bit and pieces of fact and figures representing an idea or event
needed for processing to give out information.
FIED: A unit of information containing a group of related data.
ARRIVAL: Time that a guest registers into the hotels.
ACCOMMODATION: The term simply refers to rooms.
BOOKING: Reservation of rooms.
CANCELLATION: When a room reservation is with drawn by the guest.
CHECK-IN: Arrival of a guest who has registered at the reception.
CHECK-OUT: Department of a guest who has settled his bills.
DEPARTURE: Time when a guest leaves the hotel.
DOUBLE ROOM: Room with one large- size bed.
GUEST: Person who uses the services of a hotel.
RECEPTION: Counter in a hotel that registers guests.
RESERVATION: Counter that receives documents on reservation requests.
SKIPPER: A guest who departs without paying his bill.
SINGLE ROOM:Room with one bed.