Chapter 1 Background

Chapter I Introduction
The developers develop a Hotel Reservation and Billing System that a transaction
processing will use to collect, modify and retrieve transaction. Chapter 1 will study the
background of the problem that will discuss the information about the hotel and the
general problem, the objectives and the project rationale, scope and limitation that discuss
about the hotel in the proposed system.
1.1 Background of the Study
The Paradise Hotel is owned by Asia Hotel. The hotel structure has been constructed
in 1980 and was originally owned by Atty. Carmelo Felicio, He was working as a public
Attorney on Philippines Law Organization. Paradise hotel was an old fashion design that
feels like you are in province, relaxing with the beautiful and colorful view of the garden
that has fresh smell of the flowers, and a perfect look of sunrise and sunset in your
windows. It is located at Bonifacio High Street, Taguig City, 2.2 miles from Glorieta
Mall.
The company has a total of fifty staffs including fifteen staffs on food and beverages,
four staff on front office, five accountants, five operating managers, seven staffs for
maintenance, and fourteen house keepers.
The hotel has a total of 30 rooms. The types of rooms that are available in the hotel
are 6 Standards Rooms that accommodate 1 persons P 2,000 per night, 6 Standard Twin
Rooms that accommodate 4 persons: P 5,000 per night, 6 Deluxe Room that can
accommodate 6 persons: 7,500 per night, 6 Family Rooms that can accommodate 4-6
persons: P 8,000 per night,: 6 Premiere Sweet Rooms that can accommodate 2 persons: P
4,000 per night.
The current hotel reservation and billing system of Paradise Hotel, is using manual
procedure wherein the receptionist manually writes down the guest’s information in
forms, ask rooms availability with the housekeeper and uses a calculator for
computations. The total amount will be written on the official receipt.
The average of guest in Paradise Hotel per day are depends upon the day for regular
and occasional. The Hotel has an average of 50 to 60 guests if regular days while in
seasonal/occasional days the hotel has an average of 90 to 100 guests per day and has an
average of 23 room’s accommodation. This Hotel uses manual procedure every
transaction.
Hotel Reservation and Billing System for Paradise Hotel 1-1

1.2 Statement of the Problem
1.2.1 General Problem
 Currently, Paradise Hotel is using manual system to handle the hotel transactions
like reservation, check-in, check-out, viewing of rooms and billing that managing
slow process of transactions in the hotel.
Paradise Hotel is using manual system that causes the following:
Low of security, difficulty of searching and retrieving records. When a guest
makes a reservation, check-in or check-out, all details are recorded in a file and those
files restored in storage area or cabinets that may possibly misplace the records and may
cause conflicts on the guest files like duplication of data or mixed of data.
In check-in and check-out, the manual procedure takes a lot of minutes that make
the process slow and time consuming.
The viewing of available rooms that the guest chose will be ask to the
housekeeper and they will check the rooms first before confirming if it’s available or not
and it takes lot of time to consume.
1.2.2 Specific Problem
 The files of the transaction details in the hotel are unsecured

When the guest fill-up the form whether it is a reservation, check-in or check-out
then it will be retrieved and recorded in a file that stored in a storage area or cabinet,
those forms can be misplaced sometimes that causing conflicts regarding the information
about the guest. Guest files can easily get lost or mixed up with the other guest file
documents due to appropriate organize of forms. They also encountered unnecessary
duplication of data
.
 The manual viewing of rooms is also time consuming and cannot tell vacant rooms
easily
The viewing of rooms consumes a lot of minutes every time the customers have to
check-in, and they cannot monitor the status of the rooms because the receptionist calls
only the staff for housekeeping to search if the desire room is still available.
 The manual process of cashiering is inaccurate and difficult in retrieving records

and updating billing accounts or payment details
With the manual process of cashiering the receptionist computed the bills with or
without calculator and this can cause human error or wrong computations. It consumes

time in processing the manual billings procedure that’s why receptionists cannot focus on
handling mistakes forms
 The hotel facing difficulties in managing reports

Paradise Hotel don’t manage different reports for the other transaction, they only
manage billing reports. The managing of billing reports is done by the assigned
receptionist. At the end of the day the assigned receptionist will make a list and summary
of the total collection of the computed bills to be submitted to the manager for
verification. Sometimes, if mistake is found, the receptionists will need to repeat the
process of summarizing to get the correct result.
1.3 Statement of the objective
1.3.1 General Objective
 To develop a Hotel Reservation and Billing System for Paradise Hotel that could
help them improve the management for business purposes.
The developers aim to change some existing manual operation of the
establishment to more convenient and fast transaction making. The transaction is easy to
use because the developed system is computerized.
Enforce the security measures so that it can avoid unauthorized access to guest
records. A computer- based system will enhance the procedures of transactions that will
help the managers, staff, and guest to do their works easily. The company will be more
secured, updated and modernized compared to other progressing hotels.
1.3.2 Specific Objective
 To develop a module that will be used to record and retrieve all details to be secure.
The system will be computerized so it can avoid conflicts and misplace forms and
keep the records secure. Also, it capable of retrieving the reservation while the recording
of information will have fixed options of room types, room number and time of arrival
that can click, then it will automatically be recorded.
 To develop a module that will monitor the room’s availability.

The receptionist can quickly find the availability of the room by viewing room’s
module, because the developed system can display the room’s availability and
information. The time of departure was also automatically indicated.

 To develop a module that will automatically compute the process of cashiering in
the hotel.
The billing account will be computed automatically depends on the room rate. It
will help the receptionist in processing the cashier procedures and no calculator is needed
because it can make the transactions accurate since the guest’s bills will automatically
compute by the system.
The guest’s transactions can easily find by the use of search information and will
help to find the billing account of the guest using search functions unlike using paper for
transacting that can takes a lot of time to find all of the details.
 To develop a module that will manage different reports including check-in and
check-out reports, reservation reports, and billing reports.
The reports will be easy to manage including check-in and check-out, reservation,
service and billing reports.
1.4 Significance of the Study

The importance of this study is to show how to help the employees to improve
their duties so that they can serve the customers fast and easy.
 Company
It can help the company’s flow of transaction with their clients, making the task
faster and clearer. Inconsistencies on the reservation of rooms and venues will be avoided
for the credibility of the company services.
 Clients
Clients will have a great deal with the company. Trust within the company will be
developed because there would be a clear computation of the bills.
 Employees
For the employees, task would be easier rather than the traditional process of
writing records on a log book. Also, manual errors would be reduced. Records will
properly arrange so that it would be easy to see if certain reservations are already
scheduled. Payment of bills will also be more accurate and can easily be updated.
1.5 Scope and Limitation

Computerized Hotel Reservation and Billing System reservation for Paradise Hotel will
cover the following:

 Security Log-in Module
Registered users can login into this module by using their username and
password.
 Reservation Module
The reservation module will be used to accept walk-in reservation in fast and
efficient way. Form will be collected in accommodating reservation that can lead
to different troubles, and misplacement that will result to information loss. This
can be used by all users.
 Check-in and Check-out Module
This module will be used to keep the records of check-in details, such as
information about the guest arrival, departure time, number of days, types of
rooms, room numbers, number of persons, and rate of preferred room. It can
retrieve the check-out details of the customers when they check-out from the
hotel. This will also automatically compute and generate the customer bills.
 Viewing of Room
This module will be used to shows the status of the rooms whether room are
reserved, occupied or vacant. This can also check the availability of the rooms on
the particular date range, and can help in managing the list of room information
and specification so that the room’s availability will be retrieved in a better
organized way. The rooms that the guest want can be shown. This module can be
used by all user.
 Service Module
This module is design for the receptionist to view the available services in the
hotel. In this module the guest can request for the services that is available.
 Billing Module
This module will be used to retrieve the customer’s bill details and to accept
the payment of guests that will process the official receipt of the guest. This
module can be used by all user.
 Audit Trail
This module will be used by the manager and system administrator that can
access the system for recording and monitoring.
 Maintenance
 User Maintenance
This module will be use by the system administrator. Using the module, the
authorization of every module in the system will be determine regarding to the
position that will input.
 Room Maintenance
This module will be use by the system administrator, this will be use to add,
edit, and delete information’s about the rooms.

 Service Maintenance
This module will be use by the system administrator, this will use to add, edit
and delete information’s about the services.
 Customer Maintenance
This module will be use by receptionist to edit, delete and to view
information’s about the customers of the hotel.
 Report Generation
The reports generation includes the following processes:
This module will be use to generate reports. The propose system will generate
weekly, monthly and yearly reports. The reports that will be generated are beneficial to
the hotel operation for decision-making and anytime will be available.
 Check-in and Check-out Reports
This module will be use by the manager. This report will be generated to
have a list of the customer who have check-in and check-out in the hotel.
 Room Report
This module will be use by the manager. This report will be generated for
the room occupied by the guest monthly and yearly.
 Billing Report
This module will be use by the manager. This report will be generated to
monitor when the actual payments will receive for the month and year.
Limitation
 The system will only accept cash payment since the hotel does not accept and process
payment through credit card and cheque.
 The system does not support online transaction in reservation.

Chapter 1 Background

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Chapter 1 Background

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Chapter I Introduction

1.1 Background of the Study

Hotel Reservation and Billing System for Paradise Hotel 1-1

1.2.1 General Problem

1.2.2 Specific Problem

 The files of the transaction details in the hotel are unsecured

 The manual process of cashiering is inaccurate and difficult in retrieving records

Hotel Reservation and Billing System for Paradise Hotel 1-2

 The hotel facing difficulties in managing reports

1.3 Statement of the objective

1.3.1 General Objective

1.3.2 Specific Objective

 To develop a module that will monitor the room’s availability.

Hotel Reservation and Billing System for Paradise Hotel 1-3

1.4 Significance of the Study

1.5 Scope and Limitation

Hotel Reservation and Billing System for Paradise Hotel 1-4

Hotel Reservation and Billing System for Paradise Hotel 1-5

Hotel Reservation and Billing System for Paradise Hotel 1-6

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