RMS – PABX MODULE

 

 

Please follow this guide to Setup and Install the PABX Module of the RMS system.

 

This PABX Module works seamlessly with RMS to record phone calls from your room extensions and in turn bill them to your guest’s accounts at a rate set by yourself.

 

The PABX Module is designed to work in conjunction with third party software; this software is to be purchased separately to the RMS software.  Our Sales staff will make available to you a list of providers which we currently interface with.

 

The PABX Processor must be installed onto a computer which will run 24 hrs a day to monitor all incoming calls.

 

Your PABX Processor will show in your system tray as the icon below.

 

 

HOW DOES IT WORK?

It is VITAL that the PABX call monitoring software AND the PABX Processor be running 24hrs a day.  While they can be minimized to the bottom of the screen, they MUST NOT be closed.  If either program is closed there will be NO billing to the customer.

In order for the PABX Processor to bill a customer account there must be an ARRIVED reservation in that ROOM at the time of making the call.  So, as a rule of thumb, when a guest arrives in you MUST check them into RMS without delay.

It is also important that you understand the flow of data from the PABX so that in an event of a problem you can understand what may be causing the problem.  Below is a data flow diagram that will help;

PABX – Sends SMDR (phone call) data to the computer via wires to the back of the PC.

PABX Monitoring Software – Intercepts the communication, sets the cost, translates and writes the data to the PABXyymm.Dat file.

RMS PABX Processor – Reads this file and bills it to the RMS guests account.

 

If any of these components are not operating correctly the system will fail to bill the guests account.

 

PABXyymm.Dat File

This is the name of the file received from the PABX Monitoring software, where yy is the current 2 digit year and mm is the current 2 digit month.

This file would be placed in the directory C:\RMSWIN however it must be flexible.

A new file should be created for the first call placed to the file if no file exists yet for that month

 

1. SETUP – Turning on the Module

Go to

Setup Menu, General Information, Modules Tab.

Tick

PABX Connected

Save and Exit

 

2. SETUP – Module Options

Refer to pages 28 - 30 of the RMS Setup Manual for the options available.

 

3. LOG OUT – Restart RMS

Restart

RMS so the changes can take effect.

Login

 

4. PABX MODULE SETUP

Go to

Setup Menu, PABX

Choose

Setup

 

This will present a screen with many options; we are only required to change 3.

1.      PABX Type – Select ‘ARROW-OPAL’

2.      Cost Multiplier – The cost multiplier is where you add the markup to your phone calls.

Cost Multiplier = (amount you would like to charge per local call) divide by (3rd party PABX software charges)

For Example: if the cost of a local call is .25c and you wish to make a local call charge at .60c then your multiplier would be 2.4

3.      Duration Format – This option will depend on the 3rd party PABX software you have purchased.

Save and Exit

 

5.     SETUP – Room Extensions

All room extensions must be entered into RMS.

Go to

Setup Menu, PABX

Choose

Add

Enter

The extension number

Your Cost Multiplier should default to the above setting.

Select

The Category from the drop down list

Choose

The Room from the drop down list

Save and Exit

Repeat

Until all Room Extensions are entered.

 

6.     SETUP – Administration Extensions

All administration extensions must be entered into RMS.

Go to

Setup Menu, PABX

Choose

Add

Enter

The extension number

Tick

Admin

Change

Cost multiplier to 1

Save and Exit

Repeat

Until all Admin Extensions are entered.

 

7. INSTALLATION – 3rd party PABX software

You will be required to install your chosen 3rd party PABX software at this stage.  Please refer to the provider of the software for installation instructions.

 

8. INSTALLATION FROM RMS CD – RMS PABX Processor

Provided on your RMS CD is the PABX Processor software

Insert

            The RMS CD

Select

            RMS Modules

Click

          Once on PABX button         

IF your RMS is installed to a different location than that marked in the Unzip path then please alter accordingly

Select

            Unzip Now

Copy

            The PABX Processor file from your RMSWIN folder

Paste Shortcut

            Of the PABX Processor file into your Startup folder

Exit

 

9. INSTALLATION FROM RMS WEB – RMS PABX Processor

Go to

            www.rms.com.au

Login

            Using your Client ID

Go to

            Downloads page

Download

            PABX Processor to your RMSWIN folder

Copy & Paste

            The PABX Processor file into your Startup folder.

Exit

 

10. RUN – Starting up RMS PABX Processor

Click on

Start, Programs, Startup, PABX Processor.

It can take approximately 30 seconds for the PABX Processor to initialize.  You should see the path to the PABX Data file that is being used for billing as shown below.

 

 

11. TESTING

Make

A test call from an ADMIN line to an external number

Hang up

After 30 seconds. 

You should see the call appear in the fields within 1 minute of hanging up.

Enter

A reservation arriving today

Check it in 

Make

A phone call to an external number from that room

Hang up

After 30 seconds

You should see a call appear in the fields within 1 minute. 

Open

The reservations account

You should see a charge on the account for the phone call.