The front desk

Checking a company's GST registration before the invoice

The 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.

A B2B invoice carries the customer's GSTIN, and a GSTIN can be cancelled. The GST registrations panel on the Operations → Invoices tab exists to catch that *before* the invoice prints.

The GST registrations panel on the Invoices tab: the companies on this hotel's bills, and the search box for one that is not there yet.

The payers — each company on a bill or a booking here, its GSTIN, its status, when it was last checked, and how many bills it has.
Find another company by name or GSTIN — one that has not been billed here yet.

What it lists

By default, only the companies that have a bill or a booking at this hotel — a company with a guest arriving next week is exactly the one to check now. Each row says how many bills the company has here, and when its GSTIN was last checked against the government's register.

It does not list the whole corporate book. A group can hold several thousand company accounts, and a panel that draws all of them alphabetically answers "which registrations exist" when the desk's question is "which are on my invoices".

A company that is not there yet

Type its name, branch or GSTIN in the search box. The search ignores the filter above and shows what matches, up to fifty rows — more than that and it asks you to narrow it.

What to do with a stale check

Re-check it. A registration that comes back cancelled must not go on a tax invoice: the bill would be refused on the portal and the credit lost. Ask the guest for the company's current GSTIN, or bill the guest.

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. 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. 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. Checking out, and the tax invoiceSettle the folio, print the invoice, and the room goes dirty for housekeeping. Splitting a stay across several invoicesRoom, food and spa on one bill or three — the guest decides, and you tick the lines. Proforma invoice — a bill before the stayWhat a company needs to raise a purchase order. Not a tax invoice, and it says so. 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.