Money moves in three places in a hotel: it is posted to a folio as a department extra, collected at the front office cashier, and turned into an invoice at check-out. All three live in the same program and are connected.
A guest eats in the restaurant or sends out laundry. The department transaction is posted as a debit on the room's or the guest's folio. The line carries the department it came from — that is where month-end revenue by department comes from.
When the guest settles, the collection enters the front office cashier. Cash and card are tracked in separate accounts, and every movement during the day stays in the list with its room, its person and its document.
The folio balance is carried into an invoice, issued to the room, the guest, the group or the agency. The invoice is stored in the archive and can be found later.
The day's ledger transactions are transferred to accounting with a single integration voucher. Nothing is re-keyed; the transfer happens at the end of the day, not in real time.
Transactions from departments such as the restaurant, the laundry or the phone system are posted as debits on the room's or the guest's folio.
Collections and payments run through the front office cashier; the day's cash position shows on the dashboard.
At check-out the account becomes an invoice; issued invoices are kept in the archive and can be found later.
Daily exchange rates arrive automatically from the internet and are stored day by day; room rates in foreign currency and folios are converted to the base currency with them.
On the left, the hotel's departments — restaurant, laundry, room service, agency discounts, extra charges and the rest, each with its VAT rate and group code. On the right, the transactions of the selected department: which room, which guest and which ledger account was debited or credited, day by day.
The cashier works by day. Open the screen and you get today's cash movements; the card account is a separate selection and the two never mix. Every line shows which room, which person and which document money came in or went out with. Along the bottom sit four figures: brought forward, total in, total out, balance — the cash count is done with those four.
Collections and payments are made in one window, opened from the account itself. The window states in its title which account it was opened for, which closes off the possibility of posting to the wrong one. You choose cash or card, enter the date and the amount; the description is optional.
At check-out the account becomes an invoice. Invoices are searched by date, by type and by free text, and normal, proforma and cancelled invoices are filtered separately. An issued invoice is never deleted, only cancelled — the trail remains.
How many rooms, how many departments, which agencies — tell us and we will open a demo account. Watch the program working on a ready-made demo hotel, then decide.
