The front desk

Undo a mistake the desk made today

The 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.

Open the booking. Under Administrator · every action here is recorded the card lists what has been done to this booking today — check-in, check-out, cancellation, no-show, a room or rate change, a charge, a payment — newest first. The latest one has an Undo button. Press it, say why, and everything that action did is taken back: the status, the room, the nights it billed, the bill it closed, the transfer it raised.

Two rules

Undo the later thing first. Undo works like a stack. If a payment was taken after the check-in, the payment is undone first, then the check-in. The card says which action is in the way.
The night audit is the line. Once the audit has closed the day, what happened that day is in the books. Correct it forward instead: *Correct status…* for the row, a void or a credit note for the money.

What is recorded

Every undo is on the booking's history — who pressed it, from which machine, when, why, and exactly what was walked back: the status, the postings voided and their total, the bills reopened, the rooms put back. An undo cannot itself be undone: do the thing again instead.

What it leaves alone

A message already sent to the guest, a C-form already filed, a room housekeeping has cleaned since, an e-invoice already registered — those happened. A bill with a registered IRN refuses the undo until the IRN is cancelled on the portal.

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. 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. 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. 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.