B&B Details
Your B&B, Guest House or Hotel details are used throughout B&B Manager. For example, your address and telephone
number might be displayed on confirmation letters and registration forms, and your payment methods and VAT details (if you are
VAT registered) are shown on guest invoices. You can create and update all these details by clicking on the
Hotel button on
the toolbar, or by selecting
Hotel > Hotel Details from the menu. This displays the
Hotel Details screen, which is
divided into four tabbed sections.
Contact Details
These can be accessed by clicking on the
Contact Details tab at the top of the screen. You can optionally set the name
of your B&B/Guest House/Hotel, your address, telephone, fax, e-mail and website and the proprietor name(s). You can
also specify whether or not you have a tourist board rating, and what this rating is (e.g. 4-stars)
Payment Details
These can be set up by clicking on the
Payment Details tab at the top of the screen. Here you can specify your accepted
payment methods (cash, cheque, visa, switch, etc.) and the name of the cheque payee, all of which will appear on the guest invoices
that B&B Manager produces for you. You can also select your currency, whether or not you accept Euros (if your main currency is
£ sterling), whether or not you are VAT registered and if so, your VAT number (to appear on guest invoices) and your usual VAT rate
for the services provided. Don't worry if you use multiple VAT rates for different services (e.g. accommodation, food, facilities) as B&B
Manager can deal with this; for now, you should just enter the most commonly used VAT rate - probably the one used for accommodation.
Invoices & Forms
This section allows you to specify the layout of guest invoices and registration forms, and can be accessed by clicking on the
Invoices & Forms tab at the top of the screen. The default layout for both invoices and registration forms uses an Angelfish
header image, with your contact details near the top of the form and the invoice/registration form details further down. You can change the
layout in any or all of the following ways: -
-
Use your own header image. To replace the standard Angelfish header, ensure that the Use Header Image
box is ticked, then click on the Select Image button alongside it and choose the image that you wish to use as the header.
This image should be at least 1000 pixels wide, and between 100 and 600 pixels high for maximum clarity. If the image is any smaller
that this, you may notice degradation of the image quality on the printed form. Angelfish Software are happy to assist you in the
production of your header image, provided that you can supply the logos/words that you wish to use.
-
Use your own page background. If, instead of just a header, you want to use a full A4 page background, you need to untick
the Use Header Image box and tick the Use Background Image box. Then click on the Select Image button
alongside and choose the image you wish to use as the A4 background. This image should be at least 1000 pixels wide and 1400 pixels
high for acceptable print quality.
-
Switch off contact details. If you use your own header or A4 background, you may include your contact details in this (presumably
in a nice, decorative font) so you will not want these details repeated on the form. In this case, ensure that the box marked
Show contact details is unticked.
-
Move the Contact Details & Information. The contact details block (if you have Show contact details ticked) can be moved
up or down the page layout by changing on the Position setting onside. The larger Information block can be moved in a similar
manner. By adjusting the positions of these blocks, you can ensure that the form details appear in the correct position relative to your
header or A4 background.
-
Add Terms & Conditions. You can optionally add a Terms & Conditions block to the bottom of your Guest Registration form
by specifying those terms in the box at the bottom of the screen.
Other Details
This section allows you to set up details of your e-mail server, which B&B Manager uses when sending promotional e-mails to your previous guests.
To enable this feature, you should copy the
SMTP Server,
Username and
Password settings from your standard e-mail client. In
Microsoft Outlook, for example, these settings can be found in
Tools > Accounts, then within the
Servers tab of your selected account.
You can also choose whether to show the
B&B Manager Room Calendar automatically when starting the application, by ticking
the box marked
Show calendar on start-up