ERP system for hotels is software solution integrated help hospitality businesses manage the entire focus of the operation as reception – booking, accounting and finance, procurement – inventory, personnel, maintenance, asset management reports. The deployment of ERP help hotels standardized processes, reduce operating costs, enhance customer experience and support the management decisions based on real-time data.
However, many hotels, especially the base medium & large or operate many facilities, often have difficulty in managing reservations, inventory, shifts, personnel or track financial situation correctly. The lack of management tools in integration can lead to waste of resources, to coincide booking or slow response to customer demand.
The same Lac Viet find out details about ERP system hotel from the overview, the business management to detailed feature the same selection criteria suitable solution.
1. Real state management discrete in the operation of the hotel now
In actual operation, many hotels today are still managed according to the model of “patchwork” tool: a software PMS to manage reservations, Excel to track expenses, accounting software, exclusively to finance, to add the file manually for personnel, purchasing, or warehouse. This can temporarily accepted when the scale was small, but will quickly reveal many limitations when the hotel increased the number of rooms, open more branches or diverse services.
Vấn đề cốt lõi của quản lý rời rạc không nằm ở từng phần mềm mà nằm ở sự thiếu kết nối giữa dữ liệu
When each department uses a different system, data is divided and heterogeneous. For example, the revenue recorded on PMS might not match up completely with accounting data due to the time recorded different, or due to enter data manually.
Cost of F&B arising in stock – kitchen otherwise contact information with accounting will be very difficult to control the price of real capital. Gradually, leaders no longer trust absolutely to report, for each department put out a different figure.
A big risk of other management discrete is the ability to control costs, weak
Personnel costs, procurement costs, maintenance costs, property in hotels often accounted for a large proportion, but difficult to follow in detail, if the data are scattered.
The lack of an ERP system for integrated hotel makes the hotel difficult to answer the questions very realistic as: “personnel Costs are accounted for how many percent of sales?”, “Parts of which are beyond the budget?”, or “the current inventory is excess, no?”.
ERP for the hospitality industry introduction to solve the math problems this
Instead of each department to “keep” a portion of the data, the ERP system generates a data platform focused where every business, from booking, purchase, payment, payroll for the financial statements, are recognized on the same system. Data is only entered once, but are used throughout for many different purposes.
Set in the backdrop fact, when the reception confirmed guests check-out, room revenue will automatically update to accounting. When the department F&B raw material costs are recognized immediately in the price of capital. Managers do not need to wait for aggregate month-end new know interest – hole, which can track financial situation, almost in real time.
2. ERP for what is the hotel?
ERP trong ngành khách sạn – du lịch là hệ thống quản trị ERP tổng thể giúp tích hợp cũng như liên thông toàn bộ hoạt động vận hành cốt lõi của khách sạn trên một nền tảng dữ liệu thống nhất. Thay vì quản lý rời rạc từng khâu như đặt phòng, lễ tân, buồng phòng, nhà hàng, tài chính hay nhân sự bằng các công cụ riêng lẻ, ERP kết nối tất cả các bộ phận này thành một dòng chảy dữ liệu xuyên suốt.
The difference between ERP for the hospitality industry & ERP for the other industries:
ERP systems in the hospitality industry have the peculiar difference compared to ERP in manufacturing industry or trade:
- Focus on customer experience & service multi-dimensional: ERP hospitality industry not only financial management but also the data connection of stay, history of use of services, preferences and feedback of customers. From there, support personalization services improve the efficiency of care marketing.
- Business process multifunctional complex: ERP hospitality industry must be tightly integrated modules such as reservations, housekeeping, restaurant POS, distribution channel (OTAS) and (CRM). Data needs to be updated in real-time to ensure the information is correct on all channels, to avoid overbooking, as well as deviations operate.
- Integrated services internal & external Tuesday: ERP for the hotel industry connection (PMS, channel manager, POS, RMS or the platform OTA) to sync room reservations, price, revenue and customer data. The difference lies in the administration throughout the experience the customer journey, not only manage internal resources, such as the manufacturing industry.
- Scale real-time data & analytics operations: ERP System for the hotel industry requires reporting real-time by day, ca, room service. To support the decision to operate, the price as well as optimal occupancy rate, RevPAR. This point other ERP production capital focus more on cost control, inventory and production cycle.
ERP hotels not only is “software management”, which is the foundation of culture operating core, help the organizations and enterprises are to find out information about ERP systems for the hospitality industry passed the math silos of data, increase customer experience, optimize resources to enhance business performance in a competitive environment increasingly fierce.
3. ERP system for hotels with the subsystem core, how?
3.1. Management reception & hotel operations
ERP system helps to reception and parts operated hotel management reservations as well as guests staying correctly synchronized with the whole department. The main features include:
- Sync room reservations multi-channel: ERP data link from the hotel website, the platform OTA (Booking.com, Agoda, Traveloka...) placed directly at the reception. System instant updates to avoid a sterile room or overbooking.
- Check-in/Check-out automatically: When guests come to check-in, or check-out system recorded a full guest information, room number, service use, to help the accounting department and chamber have accurate data.
- Management cancellation & adjustment: When customers cancel or change your booking, ERP for hospitality industry automatic status updates, room, to send notifications to housekeeping, reception and accounting department.
- Manage VIP guest & deals: storage information dear customers, recorded history of stay, preferred service, accumulate points, or deals automatically.
3.2. Management housekeeping & property
ERP for hotel help track room status, as well as device management, improve customer experience and reduce breakdowns. Detailed features:
- Track the status of a room: Updated rooms are cheap, empty, need cleaning or maintenance.
- Schedule housekeeping & maintenance: plan hygiene, dressing user, maintenance of equipment, ensure the room is always ready.
- Property management hotel: track life expectancy of equipment such as air conditioning, TV, refrigerator, minibar, bed room furniture. ERP warning when due, replace or maintenance.
- Status management, emergency equipment: When the problem (air conditioning broken, shower leakage), the system automatically sends notifications to the department of engineering and reception, reduce processing time.
3.3. Purchase order management & inventory hotel
ERP helps to control the supplies and ingredients, avoiding excess or deficiency, support cost savings:
- Track material F&B: control the raw material cook according to the amount of guests expected, avoid food waste.
- Track supplies room: Towels, bed sheets, soap, drinking water, mini-bar are managed according to the number of inventory as well as the history of use.
- Management of materials and techniques: fixing Components, equipment, chemicals, detergent.... be updated periodically.
- Automatically prompt a purchase: When the amount of inventory below the minimum level, ERP for hotel automatically generate suggested purchase.
- Cost control shopping: All orders are recorded, associated with accounting to track budget, avoid spending beyond the ceiling.
3.4. Accounting and finance for hotel
ERP automatically records all financial transactions, to help manage the accurate profit and loss of each department:
- Revenue recognition-automatic: revenue from reservations, restaurant, spa, premium amenities minibar are automatically recorded in real time.
Cost management & public debt: operating Costs, payroll, procurement, supplier invoices... is centralized management. - Report interest – hole according to the department: Provide a detailed report according to each facility, department, help timely decisions.
- Compliance with accounting standards: Support financial reporting, tax settlement, reduced risk of errors crafts.
3.5. Management personnel – salaries in hotel
ERP for hotel help personnel management in the hospitality environment peculiarities with shifts and seasons:
- Manage shifts, flexibility: schedule work for the reception, housekeeping, kitchen, technical, according to the peak season or special events.
- Payroll complex: Supports payroll, shift, overtime, bonus KPI, minimize errors.
- Track performance: evaluating the effectiveness staff based on KPI, duty, customer reviews.
- Manage employee records: storage contracts, papers, certificate training, help comply with labor laws.
3.6. Management reports & data analysis
ERP provides analysis tools and intelligent reports, support leadership decision-making:
- Dashboard real-time: track occupancy rate, room revenue by department, operating cost, condition inventory.
- Custom reports: reports by day, week, month, base, or parts, servicing control, as well as strategic planning.
- Forecasts & analysis: Based on historical data, ERP anticipate needs, raw materials, F&B, helps plan shopping and effective personnel.
- Alerts & notifications: ERP send a notification when the indicator exceeds the threshold (for example the cost exceeds the budget office has not moved, equipment damage).
4. ERP solutions for hotels solved the problem how?
In actual operation, the majority of hotels – especially the chain or hotel scale, medium and large – not encounter difficulty in each professional single, which is experiencing difficulty in connecting data and decision-making throughout the system. This is the point where ERP solution for hotels upholding core values.
4.1. Operate and manage dispersed, missing data focus
Many hotels are still operating according to the model, “each department a software”: the reception is taking PMS, restaurants use POS, accounting users own software, hr management by Excel. When expanding more branches, data as scatter, the synthesis report depends on people, slow and easy deviations.
ERP system for the hospitality industry solved this problem by building a single data source. All arising from the booking to use the service, cumshot, inventory, timesheets to record revenue – costs are to be updated on the same platform. Thanks to that, the executive board can monitor the situation to run the entire system in real time, instead of waiting synthesis report last month.
4.2. Control revenue – cost yet effective
In the hotel revenue comes not only from office but also from F&B, spa, conferences and additional services. If the system is not connected, the dissection revenue – costs in each department, each shift or each branch very difficult to correct, leading to wrong business performance.
ERP software cho khách sạn cho phép tự động ghi nhận cũng như phân loại doanh thu – chi phí theo đúng nguồn phát sinh. Lãnh đạo có thể biết rõ bộ phận nào đang sinh lời, dịch vụ nào có biên lợi nhuận thấp để kịp thời điều chỉnh giá, chính sách hoặc nguồn lực. Giá trị thực tế không nằm ở báo cáo đẹp mà ở khả năng ra quyết định dựa trên số liệu đúng kịp thời.
4.3. Optimal staffing – labor costs
Hr is one of the major expenses of the hotel, especially with the math shifts, seasonality, fluctuations in occupancy rates. The planning staff craft often leads to excess when low point as well as missing persons when the peak, directly affect the cost and quality of service.
ERP solutions, hotel scheduling support personnel based on real data such as capacity, booking calendar, booking, seasonal, work performance. The system automatically associated attendance – payroll – allocate personnel costs according to each department, help management to clearly see the cost of labor are “fed” into a profit where to adjust timely.
4.4. Decision making is slow due to lack of timely reporting
Report craft, many Excel file have to wait for synthetic end-states that leadership is always a decision in a state of “delay rate”. In the hospitality industry, where customer needs and capacity changes day by day, the lack of timely data means miss an opportunity to optimize revenue.
ERP provides dashboard management, real-time visual display important metrics such as occupancy rate of rooms revenue, by date, operating costs, efficiency, each branch. Thus, managers do not need to wait for reports that can adjust the pricing policy, hr or sales program as soon as the data changes.
5. Hotel business should be implementing ERP?
ERP for hotel option is not mandatory for all premises, but specifically tailored to the business needs admin complex to scale. Specific:
5.1. ERP for hotel medium & large
The hotel from 50-200 room above often have to manage multiple parts such as reception, housekeeping, kitchen, F&B, hr and accounting.
If operated manually or use multiple software discrete, the inventory control, maintenance scheduling, shifts, employees or the condition of the room will be difficult, leading to errors as well as customer experience is not homogeneous.
ERP helps to sync data, automate processes, thereby increasing management efficiency, improve quality of service.
5.2. Chain hotels, resorts many facilities
When businesses operate more hotels or resorts, the activity tracking each facility becomes complex.
ERP allows centralized monitoring, update real time data and unified the financial statements, KPI status, room inventory, as well as maintenance schedules between the base.
This solution not only saves time management but also reduce the risks misleading information.
5.3. Business expansion or restructuring administrator
Organizations and businesses that are scaling or restructuring administrators who need a flexible platform to integrate the existing process.
ERP helps to normalize the operation enhance the coordination ability between the parts.
System support strategic decisions based on real data, instead of relying on reports manually.
6. Selection criteria ERP, suitable for hotels
When investing in ERP for hotels, choosing the right solution is to invest in capacity overall administration, help sync operation, enhance the visitor experience as well as cost control. The wrong choice can cause extravagance, interruption of the operation. The important criteria to consider include:
- Suitable peculiarities hospitality industry: ERP should support the entire operation process from booking, reception, housekeeping, kitchen, F&B, hr to finance, data synchronization between the parts, reduce errors and improve management efficiency.
- The ability to customize according to the scale & model management: ERP need to be flexible to suit any type of figure, from independent hotels to chain many facilities, allowing rapid deployment, easy extension aimed at changing the business model without disrupting the data.
- Easy to use, does not depend so much on IT: intuitive interface, easy access to help staff quickly acquainted, reduce training time, increase the rate of use, at the same time assist leaders harness data effectively to make decisions.
- Implementation partner experienced service sector – hotels: partner Selection, knowledgeable operating procedures, hotel, help configure the system practical, effective training, as well as flexible handling incidents, ensuring rapid deployment and maintain the operation and sustainable.
With respect to the organizations and enterprises are to find out information about ERP evaluating the above criteria will ensure solutions that not only meet current needs but also create a management platform for sustainable long-term development.
7. Giải pháp quản trị vận hành toàn diện bằng Lạc Việt ERP cho ngành khách sạn
Để tối ưu vận hành ERP cho khách sạn các tổ chức, doanh nghiệp có thể áp dụng phần mềm Lạc Việt ERP, giúp tự động hóa đồng bộ toàn bộ quy trình quản lý từ đặt phòng, lễ tân, buồng phòng, bếp, kho – nguyên vật liệu, nhân sự đến tài chính kế toán.
- Operation management reception & reservation: the System automatically updates the information from multi-channel management, check-in/check-out sync data between the parts. Avoid overbooking, coinciding booking, optimal capacity.
- Quản lý buồng phòng & tài sản khách sạn: theo dõi tình trạng phòng, lịch bảo trì – sửa chữa nhằm quản lý tài sản theo thời gian thực nhằm đảm bảo chất lượng dịch vụ, giảm hỏng hóc góp phần nâng cao tuổi thọ thiết bị.
- Purchase order management & inventory: software control of raw materials, food as well as equipment, inventory alert, low or excess, reduce costs as well as limit the losses. At the same time, synchronized data from purchase to use at housekeeping and F&B.
- Quản lý tài chính – kế toán: tự động ghi nhận doanh thu, chi phí, công nợ theo bộ phận, tính lãi lỗ chính xác cũng như tổng hợp báo cáo tài chính giúp lãnh đạo theo dõi hiệu quả kinh doanh, ra quyết định nhanh. Đồng thời, đảm bảo tuân thủ chuẩn mực kế toán.
- Hr management & payroll: automatic System, timekeeping, and payroll and manage shifts, including the seasons or holidays. Evaluate the performance of personnel, the optimal cost as well as development planning, resource efficient.
- Báo cáo quản trị & phân tích dữ liệu: cung cấp dashboard thời gian thực, tổng hợp dữ liệu từ các bộ phận để lãnh đạo ra quyết định nhanh, theo dõi hiệu quả vận hành (KPI) cùng chi phí một cách chính xác.
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- Experience more than 30 years develop software solutions business management in Vietnam.
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Việc áp dụng phần mềm Lạc Việt ERP không chỉ giúp khách sạn vận hành hiệu quả hơn trong ngắn hạn mà còn xây dựng nền tảng quản trị bền vững cho chiến lược mở rộng quy mô, nâng cao năng lực cạnh tranh và phát triển dài hạn.
ERP implementation for hotels bring holistic benefits from the automation operation, sync data, expense management, hr and assets. System, enhance customer experience, optimize occupancy rates as well as effective control business in real time. ERP is the foundation management, strategic leader board support the correct decision. With the right solution, hotel operational efficiency, reduce risks and build the foundation for sustainable development.
