The Operations → Booking menu is for a hotel, a guest house or any business that rents rooms or other places for a period. It records which guest takes which room and for which dates, follows each room from arrival to departure and bills the stay as sales to the guest. The windows call the rented places rooms; the booking settings can give them another name, for example apartments or courts, and the windows then use that name.
The windows of the menu
- Booking: a reservation of one or more rooms for a guest, with the dates, the guests, the rate type and the payments. Check-in, check-out and no-show are marked here.
- Blocking: takes rooms out of use for a period, as Out Of Service or Out Of Inventory, so that they are not booked.
- Booking Plan: the rooms drawn on a plan, where you select a room to manage its bookings.
- Booking Sheet: the rooms by day for a period, with their bookings, the room status and the occupancy totals.
- Booking Settings: the room types, the rate types and their prices, the packages, the deposit and meal items and the billing interval, in profiles per workstation (Edit → Administration → Booking Settings…).
From the enquiry to the invoice
- Once: each room is a location in Edit → Locations…, and a location tag marks its room type, for example Standard double. Edit → Administration → Booking Settings… chooses the tags that are room types and sets the rate types (each is an item, with a rate for each room type), the packages, the deposits and the meals.
- Enquiry: the Booking Sheet shows which rooms are free on which days.
- Reservation: in the Booking window you enter the guest, the arrival and departure, the number of rooms, the room type or the exact room and the rate type. The window builds the folio: a sale row for every night of every room (for every hour with an hourly billing interval), with the items of the packages, such as breakfast.
- Deposit and payments: New → Deposit and New → Payment in the booking take money before or during the stay.
- Arrival: Check In sets the room to In-House and can print the registration cards of its guests.
- During the stay: New → Sale adds extras, for example drinks from the minibar, to the booking.
- Departure: Check Out is allowed when the amount of the room or of the whole booking is paid. A guest who did not come is marked with No-Show.
- Invoice: New → Invoice in the booking, or Operations → Invoicing → Issue Invoice from Booking…, described in Issue invoices.
Editing, printing and reports
- Edit → Documents → Booking has Booking… and Blocking…, which open a saved booking or blocking for changes.
- Edit → Reprint Documents → Booking prints the Booking Confirmation…, the Booking Bill… and the Booking Registration Cards… of a saved booking.
- Reports → Booking has the reports of bookings, due amounts, available rooms, guests, housekeeping and occupancy.
License
The booking windows are part of the paid Advanced Operations module. Without a Pro license they open with a warning, and a booking or a blocking cannot be saved.
If the menu is missing
The Business Type chosen in the setup assistant hides Booking in Operations, Edit → Documents, Edit → Reprint Documents and Reports for every type except Hotel and Other. To use it, ask an administrator to allow Booking for your user in Edit → Administration → Permissions….
Related pages
- Locations
- Hotel Link – IncoPOS Internal Booking, which charges a sale to a booking at the payment
- Operations