Hospitality: rooms, rate plans, bookings, check-in, folio and check-out

#Purpose and scope

This chapter covers the Hospitality module: rooms, rate plans, reservations and their lifecycle, the guest folio and its postings to the ledger, and the hotel calendar. The Hospitality home page shows today at the hotel (arrivals, departures and in-house guests) for the front desk.

#Before you start

1. Install the Hotel industry pack (Finance → Industry Packs). Folio postings use its ledgers (guest receivable GUEST-AR and guest advances GUEST-ADV, plus revenue ledgers). Without them posting fails with “Hotel ledgers not found — install the Hotel industry pack … first.”
2. Set the hotel time zone (see step 1).
3. Permissions: reservation create and edit for bookings, and named permissions hospitality.folio.charge, hospitality.folio.payment, hospitality.folio.refund, hospitality.folio.override, hospitality.reservation.override and hospitality.settings.manage. FRONT-DESK holds the day-to-day ones, without refunds, overrides or settings; HOSPITALITY-ADMIN holds all.

#1. Hotel settings

1. Open Settings and choose the hotel’s time zone as an IANA id such as Asia/Dubai or America/New_York (needs hospitality.settings.manage).

#2. Rooms

1. Create rooms in Rooms with a room number, type, floor, base rate per night and housekeeping status.
2. A new room must start as Vacant — Clean, Vacant — Dirty or Out of Order.
3. Use the housekeeping status to move a room between Vacant — Clean, Vacant — Dirty and Out of Order.

#3. Rate plans

1. Create plans in Rate plans: name, room type, nightly rate, optional season start and end (blank start means evergreen), the days of the week it applies to (none selected means every day) and a priority.
2. For each night, the active plan whose season and days cover the night wins, and a higher priority wins an overlap. If none matches, the room’s base rate is used.

#4. Book a stay

1. Open Reservations and choose New booking.
2. Enter the guest name (required), contact details, check-in and a later check-out date. The picker lists the rooms free for those dates, optionally filtered by room type.
3. Leave the rate blank to quote from the rate plans, or enter a negotiated rate per night. The quote total is shown.
4. Save. The reservation is Confirmed and holds the room for the nights.

#5. Check in

1. On the reservation choose Check in.
2. BSuit checks the room is active, not out of order and not occupied, and that the stay has not already ended.

#6. Change, cancel and reinstate

1. Use Move room to put an in-house or booked guest in another room, with a reason and an optional new rate. The target must be active, free for the nights and able to receive a guest.
2. Cancel needs a reason. The room is released immediately and, if a deposit is held, it is flagged for refund. A checked-in guest cannot be cancelled; check them out instead.
3. Reinstate brings a cancelled or no-show reservation back to Confirmed if the room is still free and the stay has not ended.

#7. The guest folio

1. Open the reservation’s folio. Charges can only be added to booked or in-house stays.
2. Add a charge (description, amount, type) or choose Generate room charges to post every night not yet charged, at that night’s rate. Re-running resumes from the first missing night, and a night already charged is not charged twice. Posting a charge debits guest receivable and credits revenue.
3. Take an Advance deposit (cash, bank or cheque) into the folio; it is held as a guest advance. Settle the folio to receive payment against the balance, and use Apply held deposit to balance to move a held deposit to the receivable.
4. Void a charge with a reason (a reversing entry is posted), or Refund deposit (needs hospitality.folio.refund and the cash or bank ledger it is paid from).

#8. Check out

1. Choose Check out. The dialog can post unposted room nights first and apply a held deposit to the balance.
2. BSuit re-reads the folio. If a balance is due, check-out is refused (“A balance of … is due … Settle the folio, or check out with the override permission”).
3. To leave with a balance, use Check out with balance due (override) with a reason; it needs hospitality.folio.override and is noted on the reservation.

#9. Calendar and availability

Calendar shows room occupancy across dates and the availability picker shows free rooms for a date range. Both follow the hotel’s own business date.