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The front desk

Arrivals, in house, departures

The day lists under Reports → Front office operations, and what the Rate and Payment mode columns mean.

Reports → B2 · Front office operations carries the day lists: Expected arrivals, Expected departures, In-house guest list, and beside them Pending arrivals (due in and not checked in, including earlier days) and Pending departures. Pick the day in the date box; each row is a booking.

Reports, Expected arrivals for one day: the report picked on the left, the Rate and Payment mode columns ringed.
Reports, Expected arrivals for one day: the report picked on the left, the Rate and Payment mode columns ringed.
  1. Pick Expected arrivals (or departures, in-house) on the left and set the day.
  2. Rate — the nightly figure the booking was taken at.
  3. Payment mode — how this guest pays, in words.

Every list carries the guest, the room, the plan, the company or agent, the balance — and since September, two columns the desk asked for:

A voided payment is not money taken and is not shown.

Reading it at seven in the morning

"Prepaid at Go-MMT" beside a balance means collect nothing from the guest — see The guest who paid the OTA. "Pay at hotel" beside a balance means this is the guest who will be asked. "Company account" means the bill goes to the city ledger at check-out and the guest signs.

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. 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. 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. 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.