Congratulations on your purchase of the Qantas Frequent flyers Points Calculation software. This user guide is designed to help users to better understand how to use the software.

This software allows non-airline partners to enter electronically the information required to accredit points to Frequent flyer Member accounts. The system is an easy, user friendly software package and requires the user to have little or no computer knowledge to operate.

The software uses a point and click graphical interface that allows the mouse and keyboard to be used in its operation. Once the Frequent flyers information is collected the software will advise the transfer of the information to the central collection point weekly / twice a month.

The information can be either exported to the floppy disk for mailing or exported via FTP (File Transfer Protocol). FTP is a means of transferring data between two computers via a public telephone network. A batch containing the customers and a remittance slip are produced and these along with a cheque, for the amount owing to Qantas, are forwarded to the central collection point or head office.

For hotels that do not have a central collection point forward the exported data only to the Qantas Frequent flyers Centre in Melbourne. Qantas will then invoice the Hotel for the amount due.

We have been advised by Qantas that they would prefer all data to be sent to then electronically via the First Class Program provided by Qantas.

The reports section contains a number of reports both graphical and written reports such as;

The Qantas Frequent flyer Points Calculation System is designed to run under Windows 95 /98 or Windows NT. Below are the minimum system requirements to run the program. While it is possible to run the system with less than these, unexpected errors may occur due to lack of resources.

• IBMPC Compatible Pentium 75 minimum (Pentium 166 or above recommended)
• 16MB ram (32MB recommended)
• SVGA Monitor
• 20MB Hard Disk Space (50 MB for data expansion)
• Windows 95/98 , NT
• CD-ROM Drive

This section will describe how to go about installing the Qantas Frequent flyers Points Calculation System.

You will receive a CD-ROM as well as this manual when you have purchased the software.

1. Once the system has finished loading your Operating System insert the CD into the CD-ROM drive.
2. Click on Start and Run. Type in the Open field D:\setup.exe where "D" is your CD-Rom Drive Letter. Either hit Enter to run the program or click on the OK field. This will bring up the screen below.

When the Program loads it will bring up a log on screen as shown below. This login screen enables you to have multiple users entering data without being able to change the settings. Default passwords are "admin" and "password".

This message will be displayed whenever your software needs to be registered. Once purchased the registration period is 12 months.

Now that you have installed the Program you must set it up for your hotel or hotels if you are a server. After the registration the main screen will appear. This screen enables you to move to all of the different sections of the program.

When you enter the program for the first time you must setup the program for your hotel and any other hotels in your chain. To do this, follow these steps:

1. On the main menu, click on Setup and then Hotel Information as shown below.

[Note:] To automatically get to Hotel information screen Press Ctrl and O.

This Brings up a screen as shown below.

2. Fill in the details of the screen by either clicking on each field or pressing TAB to move between fields.

3. Click on the System Settings Page Control. This will look like below.
4. The Program Type is what version of the program you are running (Client, Server) and how many hotels you are registered for.

5. Choose your color Mode. This value determines the amount of colors you can have on your screen. The higher the value the more colors. Default is High Color (24 Bit).

6. The Transaction Warning Level enables the user to set an amount so that when they enter in a dollar value above that level it will give a warning as shown. The advantage of this is that if the value is correct, then it is still possible to save that transaction.

7. If you choose to have dates exclusive ticked this means that if a customer stayed from the 23/10/98 –24/10/98 it would be one night however if this were not checked than that customer would be staying for two nights. Default is Dates Exclusive = Ticked.

8. The next option is to Add Customer to Customer DataBase, during transaction entry. This feature stores that customers details so the next time they come back the system remembers their details. Default is ticked.

9. When the Remember Window Position is checked then you can move each window to a section of the screen and when it is reopened it will stay in that position. Default is off.

10. Some messages will pop up at certain times of the program to ensure against accidentally hitting the wrong key. To enable the message, just place a tick in the appropriate box. It is highly recommended that all messages be set to on.
11. Prompt for filename is used if the filename required by Qantas is different to the file name that is derived by your hotel partner code. To enable this setting place a tick in the box. When the Administrator goes to send it will prompt them for a file name. Make sure you know what filename is to be entered into this field.
12. The Export Frequency is used to set the number of times you are required to send every month. The options are Weekly, Fortnightly, and Monthly. Whichever setting you choose will determine how many times a month a warning telling you to send your data will appear. This warning will appear when entering the program.
13. The default export and import type is used for the icon on the main menu and the short cut. Whatever method of exporting and importing is in the Default field will be method that the icon will point to.

12. Click on the Internet Connection Control and this will bring up a screen like below.

These details are needed if your hotel is using the FTP function to transfer batches. To find out these details please call Hospitality Software Systems on (08) 9440 1394.

13. Click on the Export Details Screen to bring up a screen like below. These are used for self-addressing the remittance slip for postage.

14. Click on File Locations Page Control. The details should look similar to below. To change the location of your files, click on the folder to the right of the directory and click on the directory. You will only need to change the setup below if you have moved the program to a different directory, or if you want to export to a different location.

15. Click on the Security Page Control. This screen enables you to set up passwords to access the program. If you do not wish to have a password to access the program then remove the tick on Require Password by clicking on it. If you wish to change your password type it in the appropriate field. Once this is done click on the OK Button to save all the information.

Please Note: As of Version 1 a password is always required.

Now we have to set up the Base points for your hotel and the commission rates. Click on the Base/Bonus Maintenance under the Main Menu.

The screen below is where all the Base/Bonus events are setup for the system.

1. To set up the Base Points type in the description field any name to describe the event. In this case as it is base points we are setting up then the Description should be Base Points.
2. Click on the Base Type check box. As you will notice the Bonus Code becomes non-editable as the Base Points Code has a standard value of "0".
3. If your hotel has a minimum amount the customer must spend per night before they get any Frequent Flyer Points then enter the minimum amount in the Base Limit field.
4. Your hotel will be paying a certain rate for the points they are giving to the customers. This can be found on the contract that has been written up with Qantas. Usually it is a percentage value e.g. 3% 4%. Enter this amount into the $/100 field as a decimal i.e. 3% = 0.6 4%=0.8 5% = 1.0 6% =1.20 7% = 1.40 etc.

 

An advantage of the Windows version of the program is that it allows you to give frequent flyer points not just to the room but also to the food ordered as well as other items e.g. gifts phone etc. To set this up click on the Include Options this will bring up another screen showing the options.

5. To give base points for the Room Food and Beverage and other just click on them so they are ticked. If you just want one value always enter full amount into room and tick room.

 

6. Once this is done the Base Points will need to be saved. To accomplish this click on the tick on the Navigation Bar.

 

7. (Server Version Only) As the server must import from other hotels they must set up a base points event for each hotel. To do this just repeat the steps above except change the Hotel Code for the hotels you are importing from. [Note:] Make sure the hotels are set up in the Hotel Maintenance as shown below.

 

8. Click on the Return Button to close the screen.

Hotel Maintenance

The hotel maintenance section of the program sets up the details of your hotel and any other hotels you are importing from. From the main screen, click on Main and then Hotel Maintenance.

As you will notice your hotel information is already in the program. To add hotels to the database you must click on the + sign. This will insert a new hotel. Fill in details and if they are an international check the international box. To save the hotel, click on the tick. To cancel click on the x. Repeat this procedure for all the hotels. Once done click on the Return button.

The Transaction Entry section is where all of the Qantas Frequent flyers Details are entered and the points are automatically calculated.

There are three ways of opening the Transaction entry screen.

1. Click on the menu item named Transaction then Qantas Airlines.
2. Press Ctrl and T together is the shortcut to the Transaction Entry Screen.
3. Or click on the icon on the menu icon looking like above.

To navigate and control the customers entered you must familiarize yourself with the Navigator Bar and how it operates. The Navigator Bar is shown below. As you can see the Save and Cancel buttons are not black. This means that those buttons cannot be clicked.

First Record: Goes to the First Record in the DataBase

Previous Record: Moves to the Previous Record in the Database

Next Record: Moves to the Next Record in the Database

Last Record: Moves to the Last Record in the Database

Add Record: Adds a record to the Database

Delete Record: Deletes the current record from the database

Edit Record: Edits the current record in the database

Save Record: Saves the current record

Cancel: Cancels changes made to a record.

Refresh Data: Refreshes the data on the screen (for multiple users).

To add a customer, follow these steps.

1. Open the Transaction Entry Screen as shown below.

 

2. Click on the + sign to add a record.
3. Enter in the Frequent Flyer Number and move to the next field by hitting Tab or clicking on the field with the mouse. The screen below shows the error message that will appear if an incorrect Frequent flyer number is entered.
4. Enter the Title of the Customer (Mr., Mrs., Miss, etc…)
5. Enter the First Name of the Customer (Don, Sam etc…)
6. Enter in the Initial of the Customers Middle Name. This field can be left blank.
7. Enter the Surname of the Customer (Matthews, Jones, etc…)
8. Enter the Gender of the Customer. There are four options (M for Male, F for Female, U for Unknown, or you can leave the field blank)
9. Enter the Hotel Folio Number.

 

 

10. Enter the date in by either typing the date i.e. 010198 or by hitting the calendar icon next to the date. This will bring up a calendar as shown below. Just click on the date they arrived and this will automatically put that date in the field.
11. Repeat the same procedure for the end date.
12. Enter the dollar amounts into the appropriate fields. If the dollar amount goes over what is set in the Transaction Warning Level. A warning message will ask you to confirm.
13. Click on the hotel where they stayed. (Server Version Only).
14. To save this record click on the Tick or to Cancel click on the x.

Once the record is saved the program will automatically calculate the points earned and how much your hotel pays for those points.

1. Fill in the detail of the customer in the Transaction Entry.
2. Save that Record with the button.

 

3. As you can see that customer has his base points but not his Special Points. To give Special Event we must click on the Apply Special button. It will bring up a screen like below. [Note] If there are no events in this screen refer to the " Setting up a Bonus Event" section of this manual.
4. Double Click on the Bonus Event which applies to that customer. In this case the customer is an executive so he receives the executive extra.

 

 

 

 

 

 

 

 

5. This will automatically update the Transaction screen as shown below.

This function allows you to remove a special event from a customer. To do this right click on the special event glyph (Yellow).

This will bring up the following options as shown below.

1. To remove the special bonus from the customer click on the Revoke Special Bonus.
2. If an ineligible customer has been accidentally given a Special Bonus click on Remove All Special Bonuses.

To delete an entry form the database, enter the Transaction entry screen and follow these steps.

1. Either click on the next button > until you reach the record which needs to be deleted or lookup a record.
2. Once the record is retrieved click on the – sign on the navigator bar. This will bring up confirmation message. Either click on OK to delete or Cancel. NB once deleted a record cannot be recovered.

To find an entry in the transaction database follow these instruction.

1. Click on the Lookup Button on the Transaction Entry Screen. This brings up a screen as below.
2. The Lookup List is sorted by ascending order of the Frequent Flyer Number.
3. To select a record just click on the record and this will automatically update the Transaction Entry screen.
4. If however you need to lookup some other detail Click on the Grid Control and this will bring up a more detailed screen showing every detail of that record. To select the record click on the record and this will update the Transaction Entry screen.
5. Close lookup by clicking on Return.

1. Scroll to the record that has to be changed by either hitting the next button on the navigator or by Looking up a Record.
2. Click on the Edit button on the Navigator Bar.

 

3. Change the details on the record.
4. Click on the Save Button on the Navigator Bar.

Following is a description of the Export Data Section for either client or a server version of the Frequent flyer program.

The Client version of the Program is able to export Via FTP to the Server, Via Disk to the Server, Via Text (SDF) to the Server or Via Qantas Airlines Format to Qantas. The Server Version of the program exports in Qantas Airlines format only.

Exporting Via FTP enables clients to export their data using a method that transfers the batch across to the server via the Internet. To use this feature you must have a valid account set up with Hospitality Software Systems. Some advantages of FTP are

• Almost Instantaneous transfer of batches
• Saves money on having no postage airbags disks etc
• Allows problems to be fixed immediately by HSS support staff.

To export using this feature you must first set up an account with Hospitality Software Systems. Once set up Dial Up to your local Internet Provider. When connected Click on Export then FTP format and follow the general exporting procedure as shown below. This will automatically send your batch and a remittance slip to an FTP site where it will be downloaded by the server.

1. Once all the data has been entered into the system we must export the data to a server or directly to Qantas.
2. Click on the Export and method of export. If using FTP format make sure you are connected to your Internet Provider.
3. This will bring up a screen as shown below
4. Please ensure that a blank disk is in drive A: and write protect has been removed.
5. Note: This is not necessary if exporting Via FTP.
6. Click on Recalculate Points. This will calculate the amount Total amount of points given and the cost of those points. As you will see the program brings up a preview of the Remittance Slip.
7. To Print the Remittance Slip click on Print Remittance Slip. The following confirmation message pops up.
8. Click on Yes to Print or No to cancel Print.
9. Click on Check Export Location. This step makes sure there is a disk in the drive and that it is blank. If the screen below appears then there is no disk in the drive.
10. Clicking on Print Other Reports can print an other relevant reports NB As of version 1.0 there are no other reports. A database listing is currently being written.
11. Click on Copy Files to copy files to the disk or to send over the Internet.
12. Click on the Validate Files to make sure that the files copied are not corrupt.
13. Click on Archive Batch to save the batch in the Backup location.

The Message above will be displayed if the export was a success. If there was an error you will not be able to continue.

1. Click on the Base/Bonus Maintenance under the Main Menu as shown.
2. This will bring up a screen called Bonus System Information as shown below
3. As you can see it will bring up your hotels base points. To create a new bonus event click on the insert record icon on the Navigator Bar.
4. Type in the description of the bonus event. In this example case "Double Points"
5. Click on the Bonus Type Icon.
6. Select which hotel the bonus applies to. Your screen should look similar to below.
7. Enter in the Bonus Code. This code must be different for each bonus event. 0 is a restricted code as it identifies the base points of that hotel. Usually the Bonus Code for each event is 1,2,3,4 respectively. In this case we are using 1 as the Bonus Code.
8. The Base Limit is used incase the customer has to spend a certain amount to receive double points. For our purposes there is no base limit.
9. $/100 is the amount the hotel pays for those points. It could be 3%, 4%, 7% etc. In this example we are using 3% which is 0.60 in decimal terms.
10. The next option we must choose is the Per Night field. This field is if you are running a bonus event of 200 points per night. However in our case we do not need to have a Per Night Bonus so the field is left with 0.
11. The field Per Stay allows you to give a certain amount of bonus points per stay. An example might be if they draw a bonus out of a hat and it was an extra 2000 points for their stay.
12. The Factor field allows you to double triple or even quadruple the amount of points that customer receives. The factor for Double Points is 2, Triple Points 3, and so on. In this example as we have a double point event we need to have 2 in that field.
13. Per Night Factor is used to specify how many nights they get that bonus event. For example if 500 points per night and 2 in the per Night Factor. This means they will get 500 points every 2 days.



14. If you are running a double points event your screen should look similar to below.
15. Click on the Include Options Control.
16. This screen decides if that bonus event applies to just the room or to everything they spend. If the bonus event applies to all mark an x in all the options. In our case the bonus event applies to all.
17. Click on the Bonus Event Control. This will bring up a screen similar to below.
18. This is where we control how long the bonus event runs for and if it applies to every person. Click on the insert record button above the help icon. The event code is just a 4 digit alphanumeric code to identify each individual bonus event. In general naming should be E101, E102, E103 and so on. As the event "Double Points" is the first event we entering we will call it E101. Note: The server/client must have the same bonus event code.
19. The Bonus Field is the same number that was entered in the Bonus Code at Step Number (7). This value will automatically appear.
20. The Comment is the name of the bonus event. In our case "Double Points"
21. Next we must enter the Start Date of the Bonus Event. As this program is compliant with the year 2000 we must put in the dd/mm/yyyy. So in our case the Bonus event starts on the 1^st of January 1999. We enter it as 01/01/1999
22. Enter in the End Date in similar fashion as the Start Date. Our Bonus Event will end on the 31^st February 1999.
23. In the Apply to All field you have choice of "Y" or "N". "Y" being apply to every customer. If "N" is selected that Bonus Event will only be given if the operator selects it when entering the customer in the Transaction Entry Screen.
24. Your screen should look similar to below.
25. Click on the tick above the Return button to save the event.
26. Click on the tick button on the navigator bar to save the total bonus event.
27. The bonus event is now set up to use when entering customers in the transaction entry screen. When a customer is entered staying in that date range they will receive double points. If you say No to Apply to All, then the customer will only get the bonus event when they receive a special event.

Following is a description of the import Data Section for either a client or a server version of the Frequent flyer program.

The Client version is able to import data from a text file of a specified format as well as the Qantas Airlines format.

The Server version can import via FTP as well. Before you import via FTP you must dial up to the Internet using your Local Service Provider.

The import procedure is the same for both all so follow these steps to import a file from a disk.

1. Click on Import then on the specified format.
2. This will bring up a screen as shown below. Make sure the disk with the batches on is in the A:\ Drive
3. Click on Check for Files. This checks to see if a disk is in the drive and that it has batches on it.
4. Click on List Batches. This will list the batches on the disk.
5. Click on Retrieve Files. This will copy the files off the disk and put them in the import location.
6. Click on Remit Slip. This will print out a Remittance Slip that came with the disk.
7. Click on Recalculate Points. This will run a check and recalculate the amount of points that hotel has given out. As well it will prompt you to print an Import Slip.
8. Click on Merge with Current. This will merge all your imported batches and display the records as one combined batch in the Transaction Entry.
9. Click on Archive Batch to copy the batch to the backup location.