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The front desk

The administrator corrects any booking — and the log is the price

An account administrator may correct a booking that is audited, in house, departed or billed: its dates, room, guests, rate or status. Every correction is recorded with login, time, machine and reason.

The owner's rule, in his words: *"Treat admin as a super boss: he can do anything. Just keep a log of what they did and what date."* Since September the account administrator is not refused by the night audit, by a bill already raised, or by a room's state today. The desk still is — the walls were built for the desk — but for the administrator every one of them is a question, and the answer is written down.

The Administrator row at the foot of the booking card: Correct guest, Change guest, Correct status, Delete record.
The Administrator row at the foot of the booking card: Correct guest, Change guest, Correct status, Delete record.

Do this

  1. Correct guest… — the same person, name misspelt or phone wrong. The guest's record is corrected everywhere it appears.
  2. Change guest… — a *different* person on the stay; the bill follows, same invoice number. See Putting a stay in another guest's name.
  3. Correct status… — the row says *checked out* and the guest is in the room; says *no-show* and they arrived. The status is corrected forward; the money is not touched, and the answer says what the bill holds.
  4. Delete record… — only a booking money never touched. A billed booking is never deleted: it is corrected, and its bill is corrected on the bill.
Correct status: the status, the room and the reason are each picked from a list; Apply.
Correct status: the status, the room and the reason are each picked from a list; Apply.

Every answer is picked, not typed — the status from the three the row can be, the room from the hotel's rooms, the reason from the hotel's own list on Lists & reasons (*status correction reasons*, with *Other…* opening a text box only when chosen). The owner asked for that on 18 September: "typing, people will do errors".

What else the administrator may do since September

What the log says

Every correction is an event on the booking's history with the login, the user, the time, the address of the machine, the browser, the reason, and what the bill held at that moment. Operations → Log lists them across the hotel. An administrator who wants to know "who changed this and when" reads it there.

More in The front desk

Arrivals, in house, departuresThe day lists under Reports → Front office operations, and what the Rate and Payment mode columns mean. Checking a guest inRoom, identity, and the folio opens. What stops a check-in and what to do about it. Aadhaar, PAN, passport and Form CWhat identity the law wants, what the system checks, and where Form C is filed. Form C for foreign guestsRecording a passport and visa, raising the form, reading out what the portal asks for, and the register. The folioOne guest, one stay, every charge and payment on it — and what its balance means. Sending money backHow a refund is recorded, who may authorise one, and the four things that will stop you. Posting a chargePost a charge on the folio, choose what it is for, and it lands with your name on it. Early check-in and late check-out chargesWhat the hotel charges for a guest who arrives before check-in time or leaves after check-out time, who decides, and who can waive it. The guest who paid the OTABalance from the OTA is the stay; balance from the guest is zero. Collect nothing at the desk, and the invoice is still in the guest's name. A payment is trusted first, and verified afterA deposit recorded against a booking is paid from that moment. It also goes to the accountant, who confirms the money arrived or rejects it with a reason — and only then does it come off the bill. A date change inside the cancellation window is a question, and the policy's charge goes on the bill. A booking cancelled by mistake is put backA cancelled or no-show booking is found with Find and put back with one press and a reason. Before the night audit anybody at the desk can; once the audit has closed a night of the stay, the administrator can. The nights the audit passed over go on the bill. Taking a paymentTake a payment on the folio: method, amount, reference. It is the reference that saves you later. Splitting a payment across methodsOne settlement, several methods, checked against the folio as one movement. The registration card (GRC)Print it from the booking card. It carries the guest details, the stay, and the declaration they sign. Reprinting a registration cardReprints are allowed and counted. The second onwards is stamped COPY. Advances and depositsMoney taken before the charges exist, held against the stay and applied when they do. Correcting an invoice that has already been issuedDo not reopen the bill. Issue a credit note if the value falls, a debit note if it rises. The deadline for reclaiming tax on a credit noteTax may be adjusted until 30 November after the invoice financial year. After that, the money is credited and the tax is not. Voiding a posting, writing off a balanceNothing is deleted. A mistake is reversed with a reason, and both lines stay visible. Giving a discount on the billThe folio's fourth tab: a percentage or an amount off the whole bill, the room, the food, or one line — with the GST reduced to match, a reason, and a name on it. The GST number says who the company isType a guest's GSTIN on the card: the company is looked up, added to the CRM if it is new (pay at checkout, no credit), and the bill is made out to it. Checking out, and the tax invoiceSettle the folio, print the invoice, and the room goes dirty for housekeeping. Checking a company's GST registration before the invoiceThe panel on the Invoices tab lists the companies on your bills and bookings, and says when each GSTIN was last checked. Search for one that is not there yet. Splitting a stay across several invoicesRoom, food and spa on one bill or three — the guest decides, and you tick the lines. Waiving a small balance at check-outA guest owes ₹150 and has their bags in hand. The desk may forgive it up to the hotel's limit, with a reason and their name on it — the money is not taken out of the till. A guest who paid for more nights than they stayedAt check-out the bill may hold more than it owes. You are asked: keep it, or send it back — and the guest leaves either way. Proforma invoice — a bill before the stayWhat a company needs to raise a purchase order. Not a tax invoice, and it says so. The day book: opening, closing, expenses and the bankOne row per day of the month, cash opening to closing carried day to day, the bank receipts ticked when the bank shows them, and the till's expenses written where they happened. Undo a mistake the desk made todayThe administrator takes back the last thing done to a booking — check-out, check-in, cancellation, a charge — as long as the night audit has not closed the day. Reopening a settled billA bill closed at zero or in credit is reopened only by an account administrator; then a charge can be voided, money refunded, and the bill closed again — every step with a name on it. Billing a company: the city ledgerA folio routed to a company instead of collected, and the ageing that follows it. Money owed and open balancesThe list that stops a hotel losing money quietly, and the red dot that counts it.