On this page
What it does
Open Hotel Entries → Room Booking. The RESERVATIONS list opens first; click New. The RESERVATION screen has the guest's name and contacts, Organization Details (company, designation, department), Stay Details (Visit Date, Time, Days, Package, Business Source, Gents, Ladies, Children), the Room Details grid, Remarks, Documents and the PAYMENT OPTIONS frame.
The screen refuses to save without a name ("Fill up Guest Name") or without a room ("Choose Room No."). "No room is Free Now" means every room is taken for those nights; press F3 to create a new room if you really have one. A rate lower than the allowed minimum is refused ("Room No.… Rate below … is not allowed").
34.3Reservation (Room Booking)
Open Hotel Entries → Room Booking. The RESERVATIONS list opens first; click New. The RESERVATION screen has the guest's name and contacts, Organization Details (company, designation, department), Stay Details (Visit Date, Time, Days, Package, Business Source, Gents, Ladies, Children), the Room Details grid, Remarks, Documents and the PAYMENT OPTIONS frame.
- Type the Name of Visitor, a contact number, the Visit Date and the Days.
- Choose the Package. The room grid fills with the rooms that are free for those nights, at the package rate. Tick the rooms.
- Look at Total Rent, Total Rent Per Day and the tax details. This is an estimate; food, extra nights and services come at check-out.
- Take the advance: type it in Adv. Money or in the payment boxes (Cash Amt., Card Amt.1, Card Amt.2 with Card Account, Cheque Amt with Bank Account, eWallet Amt with eWallet Account, Credit Amt with To Account of). The advance is posted to the ledger.
- Click Save. The rooms show as Booked on the Room Dashboard and the Stay View.
The screen refuses to save without a name ("Fill up Guest Name") or without a room ("Choose Room No."). "No room is Free Now" means every room is taken for those nights; press F3 to create a new room if you really have one. A rate lower than the allowed minimum is refused ("Room No.… Rate below … is not allowed").
Numbering. Booking numbers follow the voucher numbering setting (automatic, automatic fixed or daily).
The RESERVATIONS list. It shows bookings for a date range, with search. Tick Expected Check-In to filter by visit date instead of booking date. Tick Cleared Reservations to see only the bookings that have already become check-ins.
Coming soon A "repeat guest" line under the mobile number, guest notes and blacklist, a check on the number of days, booking numbers taken at the moment of saving so two desks never share one, and Cancel booking / No-show (34.9).
Read every step in the guide: Hotel Management, section 34.3
Questions and answers
Is a reservation compulsory before check-in?
No. A walk-in is a check-in without a booking. A booking only holds the rooms and the advance until the guest arrives.
My room rates include GST. What do I tick?
Room Rent Rates are Inclusive of Tax in Check Out Bill, in Options → Hotel and restaurant, group Rooms.
Reservations list fails with "Conversion from string … to type 'Date'". Why?
Older versions read the visit date in the wrong order on some PCs when the day was after the 12th. Fixed in version 261030; update.
How do I track rooms waiting for cleaning?
Tick Dirty Rooms Management in Options. Check-out asks the reason, the Room Dashboard shows the room brown, and Hotel Reports → Dirty Rooms List lets you clean ticked rooms (34.8).
How do I move a guest to another room?
There is no Room Change screen in version 261030; bill any open room-service KOT first and ask your dealer how to move the stay. The Room Change screen comes in the next release (34.7).