Resco SMS: Ship Property Management System

Resco SMS covers all aspects of property management (Resco PMS) as required for onboard operations, from reservation, arrivals, check-in and check-out, control of gangway traffic, excursions sales, items located at bars, restaurants and shops, the management of guest and staff accounts, items purchase and stock control. The system allows for a cashless environment with guest charges authorised on a daily basis and reconciled and invoiced at the end of a cruise. System data can be exchanged with external systems such as Central Reservation, General Ledger, Interactive TV, Internet Cafe, Door Locking and Electronic Payment systems.

Core Modules: (Click link to expand content)

» Front Office

Imagine a receptionist working at a busy reception desk onboard your cruise ship – a guest has approached the desk requesting a print out of their charges to date, another guest has misplaced their room keycard while on a kayaking trip and requires a new one to be printed and the purser has asked the receptionist to print a list of guests who are celebrating birthdays to take to the galley. All this, and more, can be done in Rescompany’s Front Office module.

EDIT RESERVATION

This is where reservations can be viewed after the reservation import has taken place (see Reservation Import, below), where reservations can be edited or added and where reservations can be cancelled if necessary.

FRONT DESK

In Front Desk guests can be checked in and checked out at the end of their voyage. Once the guests have been checked in their details will move to the Pax Information table. Any credit cards and passports that were not collected at time of check in can be swiped and replacement keycards printed.
The Front Office modules can be used on laptop computers and, with network connection to the ship, placed shoreside so checks take place prior to physically embarking the ship. Preprinted guest vouchers containing barcodes can be scanned to identify guests to speed up the check-in process.

ACCOUNTS

Here the purser or receptionist is able to post manual charges and payments to accounts and print preliminary and final guest bills. Utilising the Account Details feature many functions can be performed including the transfer of charges from one account to another, voiding of charges from an account and discounts applied to multiple charges.

REPORTS

The reports generated in the Front Office module are guest related reports. Passenger manifests in a variety of formats, Lifeboat lists, Birthday lists and Kids and Teens reports can all be generated here. All RescoSMS reports can be exported to various file types like Excel, PDF or Word documents.

» Reservation Import

The Reservation Import module can be used to do a mass import of all guests scheduled to arrive for a sailing and any excursion reservations they have made. This file can be generated from the Rescompany CRS module and imported into SMS, with a return file including any amendments to guest information and details of revenue onboard.

If working with a system other than Rescompany CRS an Excel template can be used as a simple import of guest manifest details. A custom reservation import can be developed on request.

» Back Office

The Back Office module is the Chief Pursers domain. Here the purser has access to open, manage and close four kinds of accounts – Passenger, Crew, Staff and System accounts. The daily Date Change can be performed at the close of business in this module and the Cruise Closedown done at the end of each voyage. This is also the location where the purser can find the revenue reports which are sent back to the shoreside office as part of the cruise closedown procedure.

ACCOUNT MANAGEMENT

When a passenger or crew member is checked in to Resco an account is created for them automatically, however accounts can also be manually created here – for example System Accounts which are not linked to any one person onboard. Routing, transfer and discounting of charges can be done here as well.

RECEIVABLES

The tasks that can be performed in Receivables are the same as can be performed in Front Office – Accounts. The managing of accounts can be done either face to face with the guests or by the purser in their own time so both Front and Back Office modules contain this functionality.

ADMINISTRATION

Other tasks that the purser may be responsible for are the change of business date and cruise closedown – both of these tasks can be found in Administration. Other Maintenance tasks like creating database backups and entering the details of future cruises are done here also.

REPORTS

The reports generated in Back Office will largely be related to revenue. Cruise Balance reports, Revenue by Department reports and Payment reports can all be found here in a variety of layouts and with a variety of parameters to choose from to help display in the information in the best way possible.

» Setup Manager

The main functions of the Setup Manager application are the creation and management of user accounts and surcharge rules. One time setup can be performed in setup manager – for example setting up cabins or financial departments will generally be done during installation with minimal amendments thereafter.

USER ACCOUNTS/PRIVILEGES

User groups and individual user accounts and passwords can be set up and passwords changed whenever necessary. Privileges can be assigned to user groups at various levels – access to modules, read/write access to menu items within modules and in some cases, access to particular tasks within each list item.

SURCHARGE RULES

Here discounts and surcharge rules can be created to automatically add/deduct from an item price when it is posted in TouchPOS depending on the account type of the person buying the item, the financial department the item belongs to and can drill down to surcharges that apply to individual items only.

» Cashbook

Another application designed for the Purser or Crew Purser on the ship, the Cashbook module will keep track of all incoming and outgoing cash onboard. Multiple cashbooks can be set up to handle more than one currency or cash float and can be open for a cruise at a time, a month at a time or a season at a time.

Reports and lists can be printed, or exported to Excel for ease of use.

» POS Management

POS Management is aptly named – this module takes care of the management of the POS. This module can be utilized by a variety of crew members throughout the ship and the privileges and access can be flexible so that each crew member can access different parts of the module. Provision Masters may log in to perform the daily deduction from Inventory. Bar, Shop and Spa managers may log in to add or amend details of the products and services they have on offer and shoreside staff may be interested in sales reports to see which items are the biggest sellers onboard.

SETUP

In Setup, items and item groups can be added, amended or made inactive. Server numbers can be setup for crew working with the TouchPOS onboard and can be secured by using a PIN number or a swipe card.

CONTROL

In Control there are administrative options here if needed – for example the Change of Date can be done here and charged may also be voided. Sales Prices and Tax Percentages can be activated and extra gratuities added to existing checks.

REPORTS

POS Management reports are sales reports. There are options to print sales figures by Server, by Item or by Account. Lists of transactions which have been voided or discounted can be generated as can lists of extra gratuities and along with the sales by server report is perfect for preparing crew wages.

INTERFACE

POS Management – Interface is an optional interface between the POS Management and Inventory modules. Once a link is set up between an item in POS and its corresponding item in Inventory automatic deductions of sales from Inventory can be performed. Recipe handling is catered for here.

» TouchPOS

From the TouchPOS module items can be posted to accounts or directly to Cash/Credit Card. The TouchPOS module is suitable for use in Bars and Restaurants as well as in the ships Boutiques, Spa and any other concessioner outlets.

From the TouchPOS checks can be posted, voided or reprinted. The Switch Terminal ID feature means that a physical POS can be utilized for sales from more than one revenue department. TouchPOS application can run on any hardware with a Microsoft Operating System, even on a regular PC. This means that departments which may not necessarily have POS Touchscreen hardware, for example Housekeeping or Reception, are still able to post charges directly into the TouchPOS module using their regular workstation and their mouse.

» Excursion Sales

Excursions can be posted to accounts using the Excursion Sales module in a number of ways. Reservations can be imported at time of running the Reservation Import. A guest can approach the excursions desk when a member of the excursions team can advise the guest on what excursions are available, when the excursions run and what the cost will be. They can then book a place on the excursion for the guest, charge the guest’s room account and print their tickets. Alternatively, self-service touchscreen terminals can be placed onboard where guests can view and book excursions at their leisure.

SETUP

Bookable excursions can be set up for the current cruise or for future cruises. These can be set up from an Excursion Template or by cloning existing excursions.

SALES

Excursions can be posted to accounts here either via a Touchscreen setup, or can be batch posted. Refunds, Cancellations and Waitlist management can all be done from here.

INFOMATION & REPORTS

From the Information and Reports sections, waitlists and participant lists can be viewed as well as a summary of excursion vacancies and cancellations. A variety of revenue and sales reports can be generated.

» Gangway Security

Whether a large ocean liner is carrying thousands of crew members and passengers or an expedition ship is carrying just over a hundred, keeping track of all Passengers, Crew and Visitors arriving to and departing from the vessel is a high priority.

SWIPE CARDS

Cards can be designed to display a barcode which is scanned when an individual passes through the Gangway, or designed so that the magnetic stripe on the card can be used for the storage of this information. The Swipe Card screen clearly shows how many Guests, Crew, Staff and Visitors are onboard or ashore at any time. If an individual’s picture has been taken at the time of embarkation, it will be displayed when the associated card is used at the gangway.

CONTROL

From Control in-port manning, exit restrictions and visitor management are handled. Visitor lists can be imported prior to their arrival to the ship, permanent visitors can be set up in the system and there is the option to create an onboard account for a visitor.

INFORMATION & REPORTS

Visitor History reports can be printed from the Gangway module as can movement reports and details of restricted exits. The Souls Onboard information can be used to produce a comprehensive list of who is ashore or onboard at any given time.

Optional Modules: (Click link to expand content)

» Crew Administration

The Crew Administration and Safety  modules use one database to manage all aspects of crew member record keeping. Interfaces between this database and the Cruise database mean that when signing on a crew member in the Crew Administration module their onboard account is opened and they will appear in gangway security automatically.

TASKS

Here is where management of crew takes place. Crew members are placed on an arrivals list prior to arriving on the ship and signed in when they come onboard. At this time their accounts are created and they will appear in Gangway Security. Once onboard their record can be amended here – their personal details can be stored in the database as well as details of courses and certificates, visas held and position changes etc. Prior to disembarkation the crew member can be placed on the Disembarkation list and signed off when they leave the ship. All Crew financials are handled in Back Office so logins for this module can be created for Crew Pursers also.

INFORMATION & REPORTS

In the Information and Reports sections, data entered in Tasks can be viewed. Information will call up details of Days At Sea, Scheduled Returns, Cabin Plans and so on. The Reports section is where manifests can be printed – Crew Onboard, Crew Arriving or Departing for certain dates – and reports like a blacklisted crew report, crew effects report, a sign off slip etc.

» Safety Administration

While the Crew Administration module is used to manage crew onboard and can indeed run as a standalone module, the Safety Administration module requires that the crew module be in use and kept up to date. Safety Officers can use the Safety Administration module to create the Musterlist and keep records of drill attendance.

TASKS

In Tasks, the Safety Officer will assign arriving or onboard crew members with their safety numbers, and keep track of Courses, Certificates and Training sessions.

DRILLS

In Drills, drills can be created, attendance lists made and participation records kept. There is the ability to keep track of excuses and interviews with crew members who fail to attend their drills.

INFORMATION & REPORTS

Information and Reports sections will provide overviews of data entered in Tasks and Drills. Musterlist and Lifeboat lists can be printed here, as well as Fire Team lists and customized Safety Cards to hand out to crew members.

» AVO

AVO (or Avoid Verbal Orders) is a module which allows crew members to communicate maintenance issues that occur onboard to the party responsible for fixing them e.g. air conditioner problems to the AC Engineer, a broken door to the carpenter and so on. Each item added to AVO is given a unique number which can be tracked as the items status changes.

Crew members are assigned logins and privileges based on if they can post new issues in the module, or if they are responsible for the completion and closure of the issues. Various reports can be printed when lists of items are needed.

» Inventory

The Inventory module can manage food and beverage inventory as well as inventories for uniforms, consumables and durables, and onboard boutiques. Using an interface between POSManagement and Inventory, sales can be deducted from inventory without the need for manual entry of all items and quantities.

The Inventory system handles ordering, invoicing and stock takes and is based on the concept of having one Main Store, which can be made up of several store rooms, and multiple Cost Points with items being issued in the inventory module when they physically change location on the ship.

REPORTS

A wide variety of reports are available in Inventory including Stock Book Reports, Consumption Reports and Forecast Reports.

» Currency Exchange

For ships which have a currency exchange facility available onboard the Currency Exchange module can be utilized. Different exchange rates for guests and crew can be set up and commission levels set. A revenue report can be generated as can lists of transactions per cashier.

» Mobile TouchPOS

The Mobile TouchPOS module can be installed onto windows based handheld devices. This allows wait staff to move around dining rooms or bars and place orders for guests while connection to a network printer can be set up to print at the bar so the bartender can be preparing the order for when the wait staff return to the bar.

» Interfaces

A variety of interfaces have been developed for RescoSMS. The RescoCRS two-way interface can be used to import a reservation file created in the CRS application ashore, and an export file can be created onboard to send back for importing into CRS in the office.

Interfaces for third party systems are also in existence and can be developed upon request. Examples are interfaces between RescoSMS and door locking interfaces, internet café software, PABX, Accounting and General Ledger interfaces, credit card interfaces and TV/Infotainment interfaces.

» Electronic Muster

Using mobile devices the E-Mustering module can be used in General Emergency, Crew Drills, Muster Station, Abandon Ship and Landfall situations. The Emergency Control Centre (ECC) is setup on a PC onboard with the mobile devices communicating with the ECC and with each other. Guests can be checked in to the muster station manually, or by using barcode or RFID capable guest ID cards, the picture taken of them at Gangway Security will display on the mobile device at time of check in for extra precaution. The ECC can also be setup shoreside with mobile devices being synced with this database via satellite.

» E-NOAD

E-NOAD is a tool that creates electronic passenger and crew reports to be submitted to US Immigration for pre-clearance of the vessel before arrival to a USA port.

» Remote Check In

The Remote Check In module is a utility to facilitate remote check-in where wireless connectivity between vessel and passenger terminal is not available, or for check-in of cruise passengers at airports or hotels. The database on the remote check-in laptops (which is running off one laptop with other laptops set up in a network) is then synced with the ships database upon return to the ship.

A start to finish guide of how RescoSMS can be utilized on your vessel.