The police report is required by law in a number of countries. The report separates guests from abroad and nationals. “Nationals” are recognised as guests with the same country code in their profile as the country code of the hotel in the hotel master file.
When a guest is checked in, a new entry for the police report is created and all available fields are transferred from the guest’s profile or from the rooming list (if no guest profile exists) to the police report. If the guest’s profile (or the rooming list) is changed afterwards, these changes are immediately visible on the police report and vice versa.
If there are incomplete records at the time the list is being called up, a query will pop-up. You can then choose to the print the list “as is” or to complete missing data first. When selecting the option complete entries, the search dialog for the police list opens, showing the incomplete records for the selected dates. A double click on the record opens the police report-dialog to complete the necessary information.
You can also open the dialog directly via the Back Office-menu to check and verify the entries anytime.
Figure 141: Query, inclomplete records
Figure 142: Police report, display of incomplete records
There are a number of registry keys to be used to adjust the report as required. E.g.:
•No locals [5309]
The report will only print guests with a different country code than the hotel’s country code.
•Display entries linked to a guest profile only [6374]
•Check for duplicate entries [6375]
•Disregard date of birth [6715]
If activated, the report will also include guests under the age of 16, as SIHOT will not check the guests’ date of birth.
•Hotel name for police report [7795]
This entry defines the name as it will appear on the report. If it is left blank, the hotel name will appear on the report as defined in the hotel master file.
•Suppress duplicates in the export file[7796]
Occasionally, the police report prints duplicate lines, e.g. if a guest is entered more than once in a reservation. Use this registry key to suppress identical lines so that only one record is printed.
In Spain and Portugal, the list can be issued either for arrival or departure dates.