The front desk

Aadhaar, PAN, passport and Form C

What identity the law wants, what the system checks, and where Form C is filed.

India expects a hotel to record who slept there, and to tell the police about foreign nationals. The system holds both.

Aadhaar and PAN are checked for shape when typed — a number that cannot be an Aadhaar or a PAN is refused at the desk rather than discovered in an audit. It is a format check, not a verification against any government service; the system does not contact UIDAI or the Income Tax department.
Passport, visa, nationality and date of arrival in India are what a foreign national's record needs. Missing any of them, that guest cannot appear on Form C.
Form C lives on the Operations screen. It lists foreign nationals in house, shows which are complete, and marks them filed once submitted. The system prepares the return; it does not transmit it to the FRRO portal, so somebody files it and marks it.
The foreigner register report is the same population in the shape an inspector asks for.

Guest identity is guest data. It sits inside the account's own rows and no other hotel group can read it — that is enforced in the database, not in the screen.

More in The front desk

Checking a guest inRoom, identity, and the folio opens. What stops a check-in and what to do about it. The folioOne guest, one stay, every charge and payment on it — and what its balance means. Posting a chargePost a charge on the folio, choose what it is for, and it lands with your name on it. 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. Advances and depositsMoney taken before the charges exist, held against the stay and applied when they do. 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.