📁 1. Folder Structure-top

A zip file will be provided upon purchase of this software which contains the following folders:

• HMS
• Documentation
• Code(for developer)
• Activator

1. HMS
   This folder contains main software which user can run by opening HMS.exe file after completion of required installation whose procedure is given below.
2. Documentation:
   This folder contains all the documentation required to install and operate the Hotel ERP software,it guides for installation and usage of software. This folder provides the user manual, installation guide, and basic instructions for setup and software operation. It serves as a reference for both initial setup and ongoing usage.
3. Code:
   This folder is only for developer. It contains the source code of the software so that any type of change/ modification can be done in software according to need. In case of any modification in in reports Crystal Report for Visual Studio will be required which can be downloaded from here.
4. Activator:
   This folder includes the software activation tool. To activate the software:
   • ➤ Enter the Codecanyon purchase code.
   • ➤ Use the serial number provided during software installation.
   • ➤ The software allows activation on up to five systems under a single license. Additional licenses must be requested.

⚙️ 1.1 Installation - top

The software installation process requires several prerequisites, which are described below:

SQL SERVER 2014

SQL Server 2014 is required for managing the system database.

• ➤ A download link and video tutorial are provided in the documentation.
• ➤ Ensure the database server is installed and running before launching HMS.

This software needs SQL Server 2014. To get it, click here and follow the steps to install it on your computer. For video tutorial click

and follow the steps to install it on your computer. For video tutorial click here

Crystal Reports SP24

To view reports in this software, you'll need Crystal Reports SP24. Just click the download link I've provided here and follow the instructions to install it on your computer.

• ➤ Needed to view and manage reports.
• ➤ Must be downloaded and installed.

Application Install

The next step is to install the application . There's a video tutorial available here to help you with the installation.

Please note that with a single Codecaynon license key, you can run the application on up to five systems. If you need additional keys, you can contact me at contact@kawiish.com. While you have active support, feel free to ask for any changes to our reports or the way the program looks. We're happy to make these adjustments for you at no extra cost. However, please keep in mind that if you want completely new reports or features, there may be charges based on the complexity of the work involved.

📚 2. Sections-top

2.1 Master Entries

The Master Entries section serves as the backbone of the Hotel Management System, allowing administrators to configure and standardize all core components that drive daily operations. It centralizes the setup of all hotel entities ranging from room settings to services, inventory, and billing ensuring smooth communication across different modules. By pre-defining these settings, hotel staff can operate more efficiently and maintain accuracy in all records and transactions.

Below are the master entries available in the system:

Hotel:

This module captures basic hotel information such as name, address, logo, and contact details. It also allows you to add an invoice footer note that will appear on all printed invoices and bills.

Hotel info:

Enter your hotel’s basic details that will be shown on invoices and reports.

• Dashboard > Click on Master Entries from the vertical or top menu.
• Then click on Hotel option to open the Hotel Info form.
• Hotel Name: Enter the official name of your hotel (e.g., Grand Star Hotel)
• Address: Type the full postal address of the hotel (e.g., Main Road, Sector 15, Lahore)
• Contact No: Enter the hotel's landline or mobile number (e.g., 0321-1234567)
• Email ID: Provide a valid email address for communication (e.g., info@grandstarhotel.com)
• VAT No: Input the hotel’s VAT number (if applicable) for tax records
• Invoice Footer Note: Type a short message that will appear at the bottom of every invoice. Example: Thanks for visiting. We hope to serve you again!
• Upload Hotel Logo: Click on the Browse... button (on the left side under the hotel icon).
• Select and upload your hotel’s logo image from your computer. This logo will be shown on printed invoices and documents.

Action Buttons Panel (Right Side):

• New: Click this to clear the form and prepare for entering a new hotel record.
• Save: After filling out the hotel details, click Save to store the information securely in the system.
• Update: When you need to make changes to an existing hotel profile, select the record from the list, update the fields, and click Update to apply the changes.
• Delete: Use this to permanently remove a selected hotel entry from the system.
• Close: Click this to exit the Hotel Info screen safely.

Make sure all the information entered is correct and updated. This info will be used across all billing and customer-related documents.

Hotel Plan Master:

It is used to define pricing structures depending on the season or business policies. For example, rates may vary between peak and off-peak periods.

Please create various pricing plans for your hotel, like for busy seasons and quieter times. The room rates will depend on these plans.

Plan Info Input Panel:

Use this area to input new plan details or edit existing ones.

• Dashboard: Click on Master Entries from the vertical or top menu.
• Hotel Plan Master: Then click on Hotel Plan Master option to open the Plan entry form.
• Plan Code: Enter a unique short code for the plan. For example: AP for American Plan, CP for Continental Plan, etc. This code helps in easy referencing throughout the system.
• Plan Name: Type the full name of the plan. This is the official name that appears in bookings, invoices, and guest selection menus.
• Description: It provides a detailed description of the plan. Explain what services are included (e.g., meals, room types, complimentary facilities). This helps users and staff understand the differences between plans when booking.
• Plan Records Table: This table displays all the existing plans along with their codes and descriptions. It gives a quick overview of the available options and allows for easy selection and editing.

Company Master:

If your hotel has an agreement with a company where their employees stay and the company pays the bills, please provide the company's information here. It adds company profiles for corporate billing and employee lodging agreements.

Purpose and Benefits:

• Keeps company contact and tax information organized and accessible.
• Helps in generating company-specific reports for accounts and audits.
• Ensures that invoices generated for corporate clients are VAT-compliant.
• Streamlines the handling of company-based reservations and billing.

This panel contains fields to capture essential company information:

• Dashboard > Click on Master Entries from the vertical or top menu.
• Then click on Company Master option to open the company info form
• Company Name: Enter the full legal name of the company. This name appears in invoices, reports, and lookup lists throughout the system.
• Address: Provide the complete address of the company, including city, street, or building name. This ensures proper documentation for communication and invoicing.
• Contact No: Type in the company’s official contact number. This number can be used by hotel staff to reach out for confirmations or follow-ups.
• Email ID: Input the company’s registered email address. The system uses this for sending invoices, confirmations, or communication related to bookings and transactions.
• VAT No: Enter the company’s VAT (Goods and Services Tax) number. This is mandatory for tax reporting and to ensure the company receives VAT-compliant invoices.
• Search By Company Name: Use this field to quickly search for a company already stored in the system. Start typing the name, and the system will help you locate the entry for review or editing.

Check Out Policy:

In this field, you will input the checkout times for hotel rooms. Set standard checkout times. This data is used for automated reminders and billing.

Checkout Info:

• Dashboard > Click on Master Entries from the vertical or top menu
• Then click on the Check Out Policy option to open the Check Out Policy form
• Check Out Policy: Select the checkout policy type from the dropdown list (e.g., 24 Hours). This defines how long a guest can stay after check-in (for example, if they check in at 1:00 PM, they can check out by 1:00 PM the next day)
• Check Out Time: Set the standard time at which guests must check out (e.g., 11:00:00 AM). You can type the time manually or use the clock icon to select the time easily. This time helps the front desk staff prepare for new check-ins and manage room cleaning schedules

Currency Master:

In this field, you will input different currencies which you will use in system. It lists all currencies accepted by the hotel (e.g., USD, $, EUR).

Currency Info:

• Dashboard > Click on Master Entries from the vertical or top menu
• Then click on the Currency Info option to open the Currency Details form
• Country: Type the name of the country whose currency is being used (e.g., Pakistan). This helps identify which country the currency belongs to
• Currency: Enter the full name of the currency used in that country (e.g., Pakistan rupees). This value will appear on invoices and reports for clarity
• Currency Code: Type the official currency code used for transactions (e.g., $). Currency codes like USD, INR, EUR, and $ are standard for international recognition and integration with financial systems

Room Type:

Allows input of individual room details including room number, type, capacity, and applicable pricing plans. It's crucial for managing room availability and assignments.

In this field, you will input room types. Define categories of rooms such as:

• Single
• Twin
• Deluxe
• Suite

Room Type Setup:

• Dashboard > Click on Master Entries from the vertical or top menu.
• Then click on the Room Type option to open the Room Type Entry form.
• Click on the New button to add a new room type.
• Room Type: Select or enter the category of the room (e.g., Single, Double, Deluxe).
• Click on Save to store the newly added room type.
• To edit or update an existing room type, select it from the list, make changes, and click Update.
• To delete a room type, select it from the list and click the Delete button.
• All previously added room types are listed below the form for easy reference and management.

Room:

In this field, you will enter details of all the rooms you have, like room number, room type, room rates according to hotel plan, capacity, etc.

Input detailed information for each room:

• Room number
• Type
• Capacity
• Rate per hotel plan
• Features

Room Entry

• Dashboard > Click on Master Entries from the vertical or top menu.
• Click on the List Room option to open the Room Entry form.
• Click the New button to add a new room.
• Room Number: Enter the unique number assigned to the room (e.g., 101, 205).
• Room Type: Select the appropriate room type from the dropdown (e.g., Single, Deluxe).
• Plan Name: Choose the applicable pricing plan or package (e.g., Standard, Premium Plan).
• Room Charges: Enter the per night charge for the room (e.g., 4500 $).
• Maximum Number of Adults: Enter the maximum number of adults allowed in the room (e.g., 2).
• Maximum Number of Kids: Enter the allowed number of children (e.g., 1).
• Floor Number: Specify the floor where the room is located (e.g., Ground Floor, 2nd Floor).
• Room Code/Search Code: Enter a short code to help easily search this room later (e.g., DLX101).
• Status: Use the Activate or Deactivate button to mark the room as available or unavailable.
• Click on Save to store the room details.

ID Type

It stores various acceptable ID documents such as passport, driving license, or national ID card. It helps front desk ensure compliance with legal requirements.

In this field, you will enter the types of ID you can obtain from customer like:

• ID Card
• Passport
• Driving License

ID Types Entry

• Dashboard > Click on Master Entries from the vertical or top menu.
• Click on the List of ID Types option to open the ID Type Entry form.
• Click the New button to add a new identity document type.
• Identity Card Type: Enter the name of the ID type (e.g., CNIC, Passport, Driving License).
• Click on Save to store the new ID type.
• The list of all previously added ID types will appear below for reference and editing.

Extra Charges

It is used to configure charges for exceeding standard room capacity. For instance, adding an extra bed or guest incurs additional fees. This field lets you enter extra charges per person or per bed if they exceed the room's capacity.

Extra Charges

• Dashboard > Click on Master Entries from the vertical or top menu.
• Click on the Extra Charges option to open the Extra Charges Entry form.
• Click the New button to add extra charges.
• Extra Person Charges (Per Day): Enter the additional amount to be charged per day for an extra guest (e.g., 1000 $).
• Extra Bed Charges (Per Day): Enter the daily cost for providing an extra bed (e.g., 800 $).
• Click on Save to store the extra charges.
• See all the detail of charges in form.

Hall

This module documents the halls within the hotel used for events or meetings. It includes their capacities and other rental-related details. This field lets you enter details of any hall you have in hotel.

Hall Entry (List of Halls)

• Dashboard > Click on Master Entries from the vertical or top menu.
• Click on the List of Halls option to open the Hall Entry form.
• Click the New button to add a new hall.
• Hall Information: Fill in the general details about the hall (e.g., capacity, location, or notes—if applicable).
• Hall Name: Enter the name of the hall (e.g., Banquet Hall A, Conference Room 1).
• Charges Per Day: Enter the rental cost for the hall per day (e.g., 15,000 $).
• Click on Save to store the hall information.
• A list of all added halls will appear below for viewing, editing, or deletion.

Hall Services

It enables the definition of services provided with hall bookings like audio/video equipment, decoration, seating, or catering. This field is for entering the services you provide in the hall.

Hall Services Entry (List of Hall Services)

• Dashboard > Click on Master Entries from the vertical or top menu.
• Click on the List of Hall Services option to open the Hall Services Entry form.
• Click the New button to add a new service.
• Service Information: Enter details about the service being offered (e.g., Decorations, Sound System, Catering).
• Service Name: Type the name of the service (e.g., Stage Setup, Buffet Arrangement).
• Service Charges: Enter the amount to be charged for this service (e.g., 5000 $).
• Click on Save to store the new hall service.
• A list of all available hall services will be displayed below for review and management.

Garden

If your hotel offers a garden space for events or relaxation, you can register it here with details on its size, capacity, and features. This field lets you enter details of any garden you have in the hotel.

Garden Entry (List of Gardens)

• Dashboard > From the left vertical or top navigation menu, click on Master Entries to expand the master configuration options.
• Then click on List of Gardens to open the Garden Entry Form where new garden areas can be added or existing ones can be managed.
• Click on the New button to begin entering a new garden’s information.
• Garden Information: Provide basic information about the garden such as its location, special features, or capacity. For example: "Backside lawn suitable for 300 guests, includes lights and basic décor."
• Garden Name: Enter a recognizable and unique name for the garden. This name will appear in booking options and reports. Example: “Rose Garden” or “Event Lawn 2.”
• Charges Per Day: Specify the rental amount charged for a full day booking of this garden. Enter numeric values only (e.g., 12000 $).
• Ensure all fields are filled accurately to help staff identify and manage the space efficiently.
• Click on the Save button to save the garden entry to the system.
• Once saved, the garden will appear in the list below where you can view, edit, or delete it as needed.

Garden Services

It defines services provided in the garden, such as:

• lighting setups
• floral arrangements
• outdoor dining setup

This field is for entering the services you provide in the garden.

Garden Services Entry (List of Garden Services)

• Dashboard > From the left-side or top navigation bar, click on Master Entries to open the list of setup options.
• Then click on List of Garden Services to open the Garden Services Entry Form where services related to gardens can be added or managed.
• Click on the New button to begin creating a new garden service entry.
• Garden Service Information: Describe the service that will be offered along with the garden. This could include services like lighting setup, decoration, catering, sound system, etc. For example: “Basic decoration with stage and floral arrangements.”
• Service Name: Enter the specific name for the service. This is the label that will be used throughout the system for selection and invoicing. Example: “Wedding Décor Package” or “Outdoor Buffet Setup.”
• Charges Per Day: Input the fee charged for this service on a per-day basis. Use numeric values (e.g., 5000 $) to ensure clarity in billing and accounting.
• Ensure all service details are filled accurately so staff and front-desk teams can offer and apply the correct services during customer bookings.
• Once completed, click on the Save button to store the new service in the system.
• The newly added service will now be visible in the list below, where you can view, edit, or delete it if needed.

Warehouse

It tracks warehouses within the hotel premises. It helps in organizing and storing inventory like:

• bulk linen
• equipment
• cleaning supplies

Warehouse Entry (List of Warehouses)

• Dashboard > From the vertical or top navigation menu, click on Master Entries to view available setup options.
• Select the List of Warehouses option to open the Warehouse Entry Form where storage areas or warehouses can be managed.
• Click on the New button to begin adding a new warehouse to the system.
• Warehouse Name: Enter the official or identifiable name of the warehouse. This could be based on its location, purpose, or assigned department. For example: “Main Storage Room,” “Kitchen Stock Warehouse,” or “Event Supplies Depot.”
• This name will help staff select the correct warehouse when managing inventory or assigning items.
• Once the name is entered, click on the Save button to store the warehouse record.
• After saving, the warehouse will appear in the list displayed below, where you can review, edit, or delete entries as needed for inventory management.

Store

It manages different stores or retail points within the hotel. It allows adding items, assigning printers, and setting unique pricing for each store.

This field allows you to enter information about the stores you have in the hotel. You can also add multiple stores with different pricing plans and specify the details of the dedicated printers.

Store Entry (List of Stores)

• Dashboard > Navigate to the Master Entries section using the vertical or top navigation menu.
• Click on List of Stores to open the Store Entry Form, where different hotel stores or outlets can be created and managed.
• Click on the New button to begin entering a new store.
• Store Information: Provide any relevant description or internal notes about the store. This could include its purpose or department (e.g., “Bar Store,” “Kitchen Supply Store,” “Mini Bar Room Store”).
• Store Name: Enter a unique and recognizable name for the store that clearly identifies it for users and billing purposes. Example: “Main Kitchen Store” or “Beverage Counter.”
• Rate Type: Specify the rate structure this store will follow. This could refer to pricing rules such as Standard Rate, Happy Hour Rate, or Wholesale Rate, depending on your system’s setup.
• Invoice Printer Name: Enter the printer device name that is assigned to print invoices from this store. Example: “POS_Printer1” or “Kitchen Printer.” This helps route print jobs correctly during transactions.
• After filling in all required fields, click on the Save button to store the store record in the system.
• The new store will now be listed in the section below, where it can be viewed, edited, or deleted as per operational requirements.

Wallet Master

It can add and manage supported digital payment options such as Apple Pay, Samsung Pay, and others. It helps diversify payment methods for guests. This is to enter different wallets.

Wallet Type Entry (List of Wallet Types)

• Dashboard > Go to the Master Entries section from the vertical or top navigation menu.
• Click on List of Wallet Types to open the Wallet Type Entry Form, where digital payment options can be defined for the hotel system.
• Click on the New button to begin adding a new wallet type.
• Wallet Type: Enter the name of the digital wallet or mobile payment method that your hotel accepts. Examples include:
  • Sadapay
  • Easypaisa
  • JazzCash
  • PayPak
  • NayaPay
• These wallet types will appear as payment method options during customer billing or deposit handling.
• Once entered, click the Save button to add the wallet type to the system.
• The newly added wallet type will appear in the list below, where you can view, update, or delete it as needed.

Delivery Person Master

It captures contact information of delivery personnel. It helps in assigning and managing food, laundry, or item deliveries to rooms.

This is used to enter details of delivery person. Such as:

• Name
• Contact Number
• Address

Delivery Person Entry

• Dashboard > From the vertical or top navigation bar, click on Master Entries to expand the list of configuration options.
  • Select Delivery Person Entry to open the form used for adding and managing hotel delivery staff information.
  • Click the New button to begin adding a new delivery person.

Fill out the following fields:

• Employee ID: Enter the unique ID assigned to the delivery person. This could be a system-generated or manually created code (e.g., DLY001).
• Employee Name: Type the full name of the delivery staff member (e.g., Ali Khan).
• Employee Address: Provide the full residential address of the employee (e.g., House #45, Gulshan Town, Lahore).
• City: Enter the city where the employee resides or is based (e.g., Lahore).
• Contact Number: Input a valid mobile or landline number for communication (e.g., 0312-1234567).
• Email Address: Enter a valid and active email ID for formal communication (e.g., alikhan@gmail.com).
• Date of Joining: Select or enter the employee’s joining date using the date picker (e.g., 2025-07-01).
• Status: Choose the employee’s current status:
  • Active: For currently working staff.
  • Inactive: For former or suspended delivery personnel.

Item Notes

It allows custom notes to be added to food orders. For example, a guest can request “no onions” or “extra spicy.” Enhances personalization.

This field is where you can write special notes for food orders, like:

• Requesting less sugar
• No ice

Notes Master Entry

• Dashboard > From the top or side navigation panel, click on Master Entries to access the system configuration options.
• Click on Notes Master to open the Notes Entry Form, used to record guest-related notes or special requests.
• Click the New button to create a new note entry.
• Fill out the following field:
  • Note: Type the note or comment received from a guest or internal staff. This can include customer preferences, special instructions, or general remarks.
  • Examples:
    • “Guest prefers room on the top floor.”
    • “Please arrange birthday decoration before 7 PM.”
• After entering the note, click the Save button to record it in the system.

Other Settings

It configures costs for additional services like home delivery or takeaway packaging. These fees are automatically applied during billing.

This field is where you enter the costs for home delivery and takeout orders.

Other Settings Entry (List of Other Settings)

• Dashboard > Navigate to the Master Entries section from the vertical or top menu.
• Click on List of Other Settings to open the Other Settings Entry Form, which allows you to configure service-related charges and display preferences.
• Click the New button to begin adding new settings.

Fill out the following fields:

• Parcel Charges: Enter the amount to be charged for takeaway or parcel orders.
  Example: 100 $ for each parcel order.
• Home Delivery Charges: Specify the delivery fee to be charged for orders delivered to a customer’s address.
  Example: 200 $ per home delivery order.
• Show Menu Item Images: Click this checkbox or button to enable or disable image display for menu items.
  • If enabled, customers or staff will see food/drink images along with item names when taking orders or browsing the menu.
• After entering all values and preferences, click on the Save button to store the settings.
• The saved settings will appear in the list below, where you can view or modify parcel/home delivery charges and image display status.
• This section helps streamline your service charges and improve the customer interface.

Menu Item Category

It categorizes food items into sections like starters, mains, desserts, and drinks. Each category can have its own tax configuration.

This is where you list different food categories like:

• Salads
• Pizzas
• Beverages

You can also set the tax rates for each menu item here.

Item Category Entry (List of Item Categories)

• Dashboard > Go to the Master Entries section using the vertical or top menu.
• Click on List of Item Categories under the Menu Item Category section to open the Item Category Entry Form, where you can define food and beverage item categories for the restaurant or POS module.
• Click the New button to add a new item category.

Fill out the following fields:

• Category Information: Enter a clear and descriptive name for the category. This helps in grouping menu items logically.
  Examples:
  • Beverages
  • Fast Food
  • Desserts
  • Main Course
• VAT Tax (%): Specify the percentage of VAT (Goods and Services Tax) applicable to items under this category.
  Example: 17%
• Service Tax (%): Enter the applicable service tax rate, if any, for this category.
  Example: 5%
• Button Color: Select a color for the category button. This helps visually distinguish it on the POS interface.
  Example: Red for "Hot Food", Blue for "Drinks"
• After filling in all required details, click the Save button to store the item category.
• The new category will now appear in the list below, where you can view, edit, or delete it.
• This categorization improves billing accuracy, tax calculation, and user experience on the ordering screen.

Table Master

It defines the layout of dining tables, including their number and location. It supports order assignment in dine-in areas.

This field allows you to enter information about the tables you have in the hotel for dine-in, along with their store location.

Table Entry (List of Tables)

• Dashboard > From the vertical or top navigation menu, click on Master Entries to open configuration options.
• Click on List of Tables to access the Table Entry Form, which is used to define and manage tables for dine-in service within the restaurant or store area.
• Click the New button to add a new table entry.

Fill out the following fields:

• Table Number: Enter a unique number or identifier for the table. This helps staff assign orders correctly and track occupancy.
  Example: T1, 101, VIP-01
• Store Name: Select or enter the name of the store or section where this table is located.
  Example: Main Dining Hall, Rooftop Café, Lounge Area
• Ensure the table number is not duplicated and the store assignment is accurate to prevent confusion during table bookings and service.
• Click the Save button to store the new table information.
• After saving, the table will be listed in the section below, showing all existing tables along with their assigned stores. You can edit or delete any entry when needed.

Kitchen/Section Master

It manages the various kitchens within the hotel. This field is where you enter kitchen details along with the printer used in each kitchen.

Kitchen/Section Master Entry

• Dashboard > From the vertical or top menu, navigate to Master Entries to view all setup modules.
• Click on Kitchen/Section Master to open the Kitchen/Section Entry Form, used to define different food preparation areas or service sections within the hotel or restaurant.
• This setup is crucial for directing specific orders (like drinks or grill items) to the correct kitchen or section and for managing print routing to dedicated kitchen printers.

Fill out the following fields:

• Kitchen/Section Name: Enter the name of the kitchen or section where a group of menu items will be prepared.
  Examples:
  • Main Kitchen
  • Bar Section
  • Bakery
  • Tandoor Section
• Printer Name: Type the name of the printer assigned to this kitchen/section. This ensures that orders for items from this section are printed at the correct printer station.
  Example: Kitchen_Printer1
• Is Enabled: Check or click the Is Enabled option to activate this kitchen/section. If unchecked, the section will be inactive and not available during order placement.
• After entering the required information, click the Save button to store the entry.
• The newly added kitchen or section will now appear in the list below, showing its name, printer, and status (enabled/disabled). You can edit or delete existing entries as needed.

Menu Item Master

It allows you to add detailed menu items with names, descriptions, prices, categories, and linked kitchen sections. This is where you add menu items to your list. You can include details like the category it belongs to, which kitchen it's prepared in, and set different prices if needed.

Menu Item Entry (Master Entries)

• Dashboard > From the vertical or top navigation bar, click on Master Entries to access system configuration options.
• Click on Menu Item Entry to open the Menu Item Form, which is used to define food or beverage items that will appear in the restaurant’s ordering and billing system.
• Click on the New button to start adding a new menu item.

Fill out the following fields:

• Item Name: Enter the name of the dish, product, or drink being offered.
  Example: Chicken Biryani, Grilled Sandwich, Cappuccino
• Category: Select the appropriate category from the drop-down list (e.g., Beverages, Fast Food, Desserts).
• Kitchen/Section: Choose the kitchen or section where this item will be prepared (e.g., Main Kitchen, Bakery, Bar Section).
• Rates (Multiple Pricing Levels):
  • Normal Rate – Regular customer price
  • Bronze Rate – Discounted rate for bronze members
  • Silver Rate – Rate for silver-tier customers
  • Gold Rate – Premium rate or loyalty-based pricing
  • Premium Rate – High-end or VIP rate
  Example:
  Normal: 500 $
  Silver: 480 $
  Gold: 450 $
• Discount: Enter any applicable default discount (percentage or fixed).
  Example: 10%
• Search Code (Item Code): Assign a unique short code to the item.
  Example: CBR500 for Chicken Biryani
• Item Picture: Upload an image of the item:
  • Click Browse to upload from your system.
  • Use webcam capture if available.
  • Click Remove to delete or update the image.
• Click on the Save button to store the item in the system.
• The newly created item will now appear in the list below, where you can view, edit, or delete menu items.

Liquor Category

This is where you list different liquor categories on your menu. You can also set the tax rates for each liquor item here.

Liquor Categories Entry (List of Liquor Categories)

• Dashboard > Navigate to the Master Entries section using the vertical or top menu bar.
• Click on List of Liquor Categories to open the Liquor Category Entry Form, where you can create and manage categories for alcoholic beverages served or sold at the hotel/bar.
• Click the New button to begin adding a new liquor category.
• Fill out the following fields:
• Category Name: Enter the name of the liquor category. This helps in organizing items on the billing and inventory system.
  Examples:
  • Whiskey
  • Vodka
  • Rum
  • Beer
  • Cocktails
• VAT (%): Enter the applicable Goods and Services Tax percentage for items under this category.
  Example: 17%
• Service Tax (%): Input the service tax percentage charged for serving these items.
  Example: 5%
• Accurate entry of tax percentages is crucial for correct billing and legal compliance, especially in regulated liquor sales.
• After completing all the required fields, click on the Save button to store the liquor category.
• Once saved, the category will be listed in the section below, where you can view, edit, or delete entries as needed.

Liquor Quantity

This field is where you enter the quantity of liquor available, such as 500ml, 1000ml, or 1500ml. This is important for stock management and pricing transparency.

Liquor Quantities Entry (List of Liquor Quantities)

• Dashboard > Go to the Master Entries section via the vertical or top navigation menu.
• Click on List of Liquor Quantities to open the Liquor Quantity Entry Form, which is used to define standard serving sizes for liquor items.
• Click the New button to begin entering a new liquor quantity.
• Fill out the following field:
• Liquor Quantity (in ml): Enter the volume/serving size of the liquor item in milliliters (ml). This helps standardize serving sizes for accurate billing and stock control.
  Examples:
  • 30 ml (single peg)
  • 60 ml (double peg)
  • 90 ml
  • 750 ml (full bottle)
• Ensure that quantities match your establishment’s pouring or bottle serving policy.
• Once the quantity is entered, click the Save button to store it in the system.
• The added liquor quantity will appear in the list below, where it can be reviewed, edited, or deleted as needed.

Liquor Master

This is where you add liquor to your list. You can include details like the category it belongs to, which kitchen it's prepared in, and set different prices if needed.

Liquor Entry (List of Liquors)

• Dashboard > From the vertical or top navigation menu, go to the Master Entries section.
• Click on List of Liquors to open the Liquor Entry Form, where you can add and manage individual liquor products available in your bar or restaurant.
• Click on the New button to begin adding a new liquor item.
• Fill out the following fields:
• Liquor Name: Enter the full name of the liquor product you wish to add.
  Examples:
  • Johnnie Walker Black Label 750ml
  • Smirnoff Vodka 375ml
  • Red Wine - Merlot 1L
• Liquor Category: Select the appropriate category from the dropdown menu (e.g., Whiskey, Vodka, Beer, Wine). These categories must already be defined in the Liquor Categories Master.
• Discount (% or Value): Enter any discount applicable to this liquor item.
  Example: 10% off during Happy Hour, or a fixed discount like 200 $.
• Search Code / Keyword: Enter a short, unique keyword or code for the liquor item that can be used to quickly search or filter items during billing.
  Example: JW750 for Johnnie Walker 750ml
• After filling out all fields, click on the Save button to store the liquor item in the system.
• Once saved, the liquor product will be displayed in the list below, where it can be reviewed, edited, or deleted as needed.

Liquor Pricing

It is used to set pricing rules or promotional pricing for alcoholic beverages across different periods or events. This is used to set pricing for liquor.

Liquor Rates Entry (List of Liquor Rates)

• Dashboard > From the vertical or top navigation menu, go to the Master Entries section.
• Click on List of Liquor Rates to open the Liquor Rate Entry Form, which is used to define selling prices for each liquor item based on serving size and customer category.
• You can either select an existing liquor from the dropdown list or add a new liquor if not already listed (via the “List of Liquors” module).
• Complete the following steps:
• Liquor Name: Select the liquor item for which you want to define rates.
  Example: Johnnie Walker Black Label
• Quantity (ml): Choose the applicable quantity from predefined sizes (e.g., 30ml, 60ml, 750ml) that were configured in the Liquor Quantities section.
• Enter Rates Based on Category:
  • Normal Rate: Standard price for regular customers.
  • Bronze Rate: Discounted rate for bronze-tier loyalty members or package holders.
  • Silver Rate: Further reduced rate for silver members.
  • Gold Rate: Lowest or most premium pricing for top-tier customers.
  • Premium Rate: Special pricing for corporate clients or exclusive service.
• Search by Liquor Name: Enter a code or name to help you easily search for this liquor item later during billing or updates.
• After filling in all fields and rates, click on the Save button to store the liquor rate entry.
• The saved rate details will appear in the list below, where you can update or delete them as needed.

Laundry Service Master

This module defines laundry services provided by the hotel. Examples include dry cleaning, ironing, and washing — each with its own charge. This is used to enter laundry services offered like dry clean, iron, and washing along with prices.

Laundry Services Entry (List of Laundry Services)

• Dashboard > Navigate to the Master Entries section from the vertical or top navigation bar.
• Click on List of Laundry Services to open the Laundry Services Form, where you can manage and define all available laundry-related services offered by the hotel.

Steps to Add a New Laundry Service:

• Click the New button to begin entering a new laundry service.
• Service Name: Enter the name of the laundry service. This should clearly indicate the type of item or service offered.
  Examples:
  • Shirt Ironing
  • Trousers Wash & Iron
  • Dry Cleaning – Suit
  • Bedsheet Washing
• Charges Per Unit: Input the rate charged per unit for this laundry service.
  Example: 50 $ per shirt, 200 $ per suit, etc. This will be used in billing when a guest avails of laundry services.
• After entering all the required fields, click the Save button to store the service entry.
• Once saved, the entry will be listed in the table below, where you can view, edit, or delete existing services as needed.

Laundry Item Master

This section allows you to input specific laundry items like bed sheets, curtains, or uniforms. Prices can be set per piece or per kilo. It is used to enter laundry items like pillows, bed sheets etc., along with prices.

Laundry Items Entry (List of Laundry Items)

• Dashboard > Go to Master Entries from the top or left-side navigation panel.
• Click on List of Laundry Items to open the Laundry Item Entry Form, where you can manage items used in the laundry section—such as detergent, fabric softener, and other stock items.

Steps to Add a New Laundry Item:

• Click the New button to start a new laundry item entry.
• Item Name: Enter the name of the item used in laundry operations.
  Examples:
  • Detergent Powder
  • Liquid Soap
  • Bleach
  • Washing Perfume
• Cost Per Unit: Input the purchase cost of a single unit of the item.
  Example: 200 $ per kg, 150 $ per liter
• Opening Stock: Enter the initial stock quantity available for this item.
  Example: 10 kg, 5 liters
  This helps in keeping track of current inventory levels from day one.
• After filling in all required fields, click the Save button to store the laundry item record.
• The added item will now appear in the list below, where you can view, edit, or delete entries.

Tax

This section helps define tax rates for rooms, event spaces, and services. It ensures compliance with local tax regulations. It is used to input tax rates for rooms, halls, and gardens.

Taxes Configuration (Taxes List in Master Entry)

• Dashboard > Go to Master Entries from the side or top navigation menu.
• Click on Taxes List to open the Tax Configuration Form.
• This section allows the admin to define various tax settings that apply to different reservation types or services.

Steps to Add a New Tax Rule:

• Click the New button to create a new tax entry.
• Reservation Type: Enter the applicable reservation type for which this tax rule will be used.
  Examples:
  • Room Booking
  • Banquet Reservation
  • Laundry Services
• VAT (%): Specify the Goods and Services Tax percentage.
  Example: 7%
• Service Tax (%): Enter the Service Tax applicable on the selected reservation type.
  Example: 5%
• Discount (%): Input any applicable discount percentage that should be automatically applied with this tax rule.
  Example: 10% discount for corporate clients or seasonal offers.
• After entering all required information, click the Save button to store the tax settings.
• The newly added tax rule will appear in the list below, where you can view, edit, or delete entries as needed.

General Shop Item Master

This section can register items sold in on-premise stores, such as snacks or toiletries. It supports stock and pricing control. Use this to enter shop items with their respective prices.

General Shop Item Entry (List of Items in Master Entry)

• Dashboard > Navigate to Master Entries from the top or side menu.
• Click on List of Items under the General Shop Item category.
• This section is used to define and manage inventory items that are available for sale in the hotel’s in-house general store or shop.

Steps to Add a New Shop Item:

• Click the New button to begin creating a new item entry.
• Item Name: Type the name of the product you want to add to the system.
• Examples:
  • Toothbrush
  • Shampoo (50ml)
  • Chocolate Bar
  • Cold Drink (500ml)
• Rate: Enter the price per unit of the item.
  This is the selling price that will appear on the customer’s bill.
  Example: 150 $
• After filling in the details, click Save to add the item to the list.
• The item will now be listed in the items table below, where you can:
  • View existing items
  • Edit any item details
  • Delete items no longer in stock or use

Activities Master

This section covers additional guest services like spa treatments, haircuts, or fitness center usage. Each service can be priced and scheduled. Use this to enter extra services like haircut, shave, etc., along with prices.

General Shop Item Entry (List of Items in Master Entry)

• Dashboard > Navigate to Master Entries from the top or side menu.
• Click on List of Items under the General Shop Item category.
• This section is used to define and manage inventory items that are available for sale in the hotel’s in-house general store or shop.

Steps to Add a New Shop Item:

• Click the New button to begin creating a new item entry.
• Item Name: Type the name of the product you want to add to the system.
• Examples:
  • Toothbrush
  • Shampoo (50ml)
  • Chocolate Bar
  • Cold Drink (500ml)
• Rate: Enter the price per unit of the item.
  This is the selling price that will appear on the customer’s bill.
  Example: 150 $
• After filling in the details, click Save to add the item to the list.
• The item will now be listed in the items table below, where you can:
  • View existing items
  • Edit any item details
  • Delete items no longer in stock or use

Activities Master

This section covers additional guest services like spa treatments, haircuts, or fitness center usage. Each service can be priced and scheduled. Use this to enter extra services like haircut, shave, etc., along with prices.

Asset Management Entry

• Open the Assets module from the main menu to manage physical or digital assets.
• Click on "New" to start adding a new asset entry.
• Enter Asset Name – provide a clear, specific name of the asset (e.g., "Laptop - Dell Latitude 5500").
• Enter Quantity – specify how many units of this asset exist (e.g., 10, 25, etc.).
• Click "Save" to store the asset information into the system.
• To edit an existing asset, select the asset from the list, modify details as needed, then click "Update".
• To remove an asset, select the entry and click "Delete" to permanently remove it.
• To view existing assets, refer to the "List of Assets" section showing asset names and their quantities.
• To close the module, click the "Close" button.
• Use the Export to Excel option under "Asset Info" to download a complete list of assets for external reporting or backup.

POS (Point of Sale) Overview

The Point of Sale (POS) module in the Hotel Management System (HMS) is designed to handle all sales and billing transactions that occur outside of room bookings.

It provides a centralized interface to manage and track guest purchases from various outlets within the hotel such as the:

• Restaurant
• Mini Bar
• General Shop
• Recreational Activity Centers

This module ensures efficient and accurate billing while maintaining seamless integration with the hotel’s accounting and guest folio.

The POS menu includes the following features:

Point of Sale (Restaurant + Bar)

This module allows staff to deliver food, drinks, or mini bar items directly to guests in their rooms. Here's how it works:

1. Select Guest/Room: Choose the guest or room number from the list of currently checked-in guests.
2. Choose Store: Select the store (Restaurant, Mini Bar, etc.) from which the order will be served.
3. Add Items: Add food, beverage, or liquor items to the order.
4. Select Payment Method: Choose how the guest will pay (Cash, Card, Wallet, or Credit).
5. Send KOT: Click ‘Send KOT (Kitchen Order Ticket)’ to send the order directly to the kitchen or bar for preparation.
6. Settle Bill: Once the order has been delivered, go to ‘Unpaid Bills’, select the order, and click ‘Settle Bill’ to mark it as paid.
7. Review Past Orders: Use the ‘Get Data’ button to fetch past orders and billing history.

Steps to Add a New Bill for Room Service

• Navigate to POS: From the Dashboard, click on POS and Restaurant Bar in the navigation menu.
• Start a New Bill: Click on the New Bill button to create a fresh room service bill.
• Enter Guest Details:
  • Guest ID
  • Guest Name
  • Room Number – Ensures the bill is linked to the correct room and guest.
• Enter Bill Information:
  • Bill No (auto-generated or manual)
  • Date
  • Payment Mode (Cash, Card, Room Charge, Wallet, etc.)
  • Amount
• Add Food Details:
  • Food Name (select from menu)
  • Rate (per unit price)
  • Quantity
  • Amount (Rate × Quantity)
  • Discount (if applicable)
  • Service Tax
  • VAT
  • Total Amount (after taxes and discount)
• Enter Liquor Details:
  • Liquor Name (dropdown)
  • Volume in ML
  • Rate
  • Quantity
  • Take Out From (store selection)
  • Amount
  • Discount
  • Service Tax
  • VAT
  • Total
• Available Bill Actions:
  • Send KOT – Sends the order to the kitchen
  • Save – Save as draft or active
  • Settled Bill – Mark as paid
  • Delete – Remove the bill
  • Update – Modify existing info
  • Print – Print guest or kitchen invoice
• Bill Summary Section (Bottom-Right):
  • Sub Total – Total of items
  • Service Charges – Extra charges
  • Grand Total – Final amount with taxes
  • Total Payment – Amount received
  • Due Amount – Remaining balance

Restaurant POS

This module is used to manage all dine-in, takeaway, and home delivery orders within the hotel’s restaurant.

• Accept multiple types of orders: Dine-in, Takeaway, and Delivery.
• Add and manage menu items, assign tables, and print receipts.
• Track orders in real time through kitchen printers.
• Set different prices based on service type (e.g., dine-in vs. delivery).
• Generate daily/weekly/monthly sales reports from the Restaurant POS Reports section.

Steps to Use the Restaurant POS Module

• Select Restaurant POS:
  • From the main dashboard, click on Restaurant POS.
  • This opens the dedicated restaurant POS interface for managing dine-in operations.
• Manage All Dine-In:
  • View a layout of all available tables.
  • Select a table to place an order. You can:
    • Add food items from the menu.
    • Apply discounts, service charges, and taxes.
    • View and manage open tickets (active orders).
    • Send orders to the kitchen via KOT (Kitchen Order Ticket).
• Work Period Section: Defines the start and end of the business operation cycle (shift/day).
  • Start Work Period at the beginning of service.
  • End Work Period to finalize all sales and generate reports.
  • It's necessary to end the work period to lock data and ensure accurate reporting.
• View POS (Point of Sale):
  • Displays real-time POS activities:
  • Orders placed
  • Table statuses (occupied, vacant)
  • Payments processed
  • Order types: Dine-in, Takeaway, Delivery
  • Kitchen status updates (Order sent/ready)
• View Tickets:
  • Shows all current and past tickets (bills/orders).
  • Each ticket includes:
    • Table number
    • Ordered items
    • Status (open, closed, paid)
    • Assigned server/waiter
    • Timestamp
  • You can modify, delete, or close tickets as per permissions.
• Work Period Report:
  • This report is generated after ending a work period.
  • It shows:
    • Total sales
    • Number of orders served
    • Payment methods breakdown
    • Total tax collected
    • Discounts applied
    • Cash and card settlements
    • Voided or cancelled orders
• POS Report:
  • Provides a summary of all POS activity within a selected time range.
  • Can be filtered by:
    • Date
    • Waiter/employee
    • Table
    • Order type (dine-in, takeaway)
    • Payment mode
  • Helps in financial tracking and employee performance reviews.
• Exit: Once all operations and reports are reviewed, click Exit to return to the main dashboard or log out.

General Shop POS

If your hotel includes a general store, this POS module helps manage its retail operations.

• Sell shop items like toiletries, snacks, or souvenirs.
• Accept multiple payment methods (Cash, Card, Wallets).
• Print itemized receipts instantly.
• View past sales data by clicking ‘Get Data’ for auditing or returns.

Activities Billing

This section is used for billing additional guest services such as:

• Facial
• Hair
• Massage

Steps to Generate an Activities Bill

• Guest Information Entry
  • Enter Guest ID manually or select from the dropdown list of checked-in guests.
  • The system will automatically fetch:
    • Guest Name
    • Room Number
  • This ensures billing is linked to the correct guest and stay.
• Bill Details Section
  • Enter:
    • Bill Number (auto-generated or manual)
    • Date (current date is selected by default)
    • Payment Mode (e.g., Cash, Card, Wallet, Room Post)
• Activity/Service Entry
  • Select or enter the Service/Activity Name (e.g., Gym Access, Spa, Pool, etc.).
  • Enter:
    • Rate per unit
    • Quantity (e.g., number of hours or sessions)
  • The Amount is automatically calculated = Rate × Quantity.
  • Use the “Add to Cart” button to add the service to the billing list.
  • If needed, click the “Remove” button next to any listed service to delete it.
• Bill Summary Calculation
  • At the bottom of the page, the system will auto-calculate:
    • Grand Total
    • Total Payment (entered by the cashier)
    • Due Amount (if any balance is left unpaid)
• List of Added Services
  • Once items are added to the cart, they are shown in a table view:
  • Service Name
  • Rate
  • Quantity
  • Amount
• Final Actions
  • New – Clear the form to start a fresh entry.
  • Delete – Remove the current bill (based on permission).
  • Print – Generate and print a physical copy of the bill.
  • Save – Save the billing data into the system records.

POS Reporting Modules

To manage sales effectively, the system provides reporting sections for each POS module.

POS (Restaurant + Bar) Reports:

• This section is for creating various reports about room services.
• Shows all room service and bar orders delivered to rooms.
• Filter by date range, guest, or room number.
• Helps track KOT activity, payments, and item-wise sales.

Steps to Generate and View POS Reports

• Search by Bill Date (Range):
  • Use the “From” and “To” date pickers to define the billing period for which you want to view the report.
  • This filters bills generated within the selected date range.
• Search by Bill Date and Store Name:
  • Select:
  • From Date
  • To Date
  • Store Name (dropdown listing stores like Restaurant, Bar, Room Service, etc.)
  • This allows store-wise and date-range-specific filtering.
• View Report:
  • Click the “View Report” button to generate the report based on selected filters.
  • The report displays:
    • Bill Numbers
    • Guest Names or Walk-in info
    • Items sold
    • Amounts
    • Taxes
    • Discounts
    • Total Sales per Store
• Reset:
  • Click “Reset” to clear all filters and form fields.
  • Use this to start a fresh search or remove previous inputs.
• Close:
  • Click the “Close” button to exit the POS report screen and return to the previous menu or dashboard.

Restaurant POS Reports

This section is for creating various reports about Restaurant POS. It includes:

• Generate reports on dine-in, takeaway, and delivery orders.
• Filter by order type, date, or table number.
• Monitor kitchen performance and staff efficiency.

Steps to Use the Restaurant POS Report Section

• Search by Bill Date:
  • Select the "From Date" and "To Date" fields to filter transactions between specific dates.
  • This helps in generating a date-wise summary of all bills across all types (dine-in, takeaway, delivery, etc.).
• Search by Bill Date and Store:
  • Select a specific Store (e.g., Restaurant, Bar, Café) from the dropdown list in addition to the date range.
  • This allows store-specific analysis within the selected billing period.
• Click "View Report Overall":
  • Displays a consolidated summary of all transactions matching the selected date/store filters.
  • Includes total bills, items sold, taxes, discounts, and total revenue.
• View Report – KOT Billing:
  • Generates a report of all Kitchen Order Tickets (KOTs) generated during the selected period.
  • Useful for tracking kitchen activity, pending orders, and served dishes.
• View Report – Takeaway Billing:
  • Shows a report of all Takeaway orders processed.
  • Helpful for analyzing takeaway traffic and related revenue.
• View Report – Home Delivery Billing:
  • Displays all Home Delivery bills issued in the selected timeframe.
  • Helps management track delivery performance, volume, and income.

General Shop POS Reports

This section is for creating various reports about General Shop POS, such as:

• Access past shop sales data.
• Review payments, discounts, and returns.
• Helps with inventory audits and shop performance tracking.

Steps to Use the General Shop POS Report Section

• Search by Bill Date:
  • Select a "From Date" and "To Date" using the date picker.
  • This allows you to filter the report for all bills generated between the selected dates.
  • Useful for daily, weekly, or monthly analysis of general shop sales.
• Click "View Report":
  • Once dates are selected, click this button to generate the report.
• The report shows:
  • Bill number
  • Date and time
  • Items sold
  • Quantity
  • Price per item
  • Discounts (if applied)
  • Tax amounts
  • Grand total
  • Provides a clear view of sales performance and tax summary.
• Click "Reset":
  • Clears the selected date fields and report data.
  • Useful when starting a new search or correcting an input.
• Click "Close":
  • Closes the General Shop POS Report window.
  • Returns to the main dashboard or previous screen.

Activities Billing Reports

This section is for creating various reports about extra services. Such as:

• View all extra guest services offered.
• Filter reports by guest name, room, service type, and date range.
• Useful for revenue tracking of non-room income like spa, massage, haircut, etc.

Steps to Use the Activities Billing Report Section

1. Search by Bill Date (From – To)
   • Use the date fields to select the start (From) and end (To) dates.
   • This filters the billing records for all activity services charged during the selected period.
2. Click "View Report"
   • After setting the date range, click this button to display the report.
   • The report shows:
   • Guest ID and name
   • Room number
   • Activity/service name
   • Quantity
   • Rate per unit
   • Total amount charged
   • Taxes applied (if any)
   • Payment mode and status (paid/due)
3. Click "Reset"
   • Clears the selected dates and removes the report data from view.
   • Useful for starting a new search or correcting input values.
4. Click "Close"
   • Exits the Activities Billing Report screen.
   • Returns the user to the main dashboard or previous module.

Accounting

The Accounting module in the Hotel Management System (HMS) is designed to manage and track all financial transactions and entries efficiently. It offers a wide range of tools and features that help hotels maintain proper records, streamline operations, and ensure financial transparency across departments.

Expense Type Master

This is where you list different expense categories where you will park hotel expenses.

• It allows the admin to define and categorize various types of expenses like utility bills, maintenance, staff salaries, etc.
• It helps organize the expense structure for accurate reporting and tracking.
• It improves clarity in accounting by grouping similar expenses under one type.

Expense Type Master

• Open the Expense Type Master:
  • Navigate to the Accounting Module and click on "Expense Type Master".
  • This section allows you to define various categories of expenses (e.g., Utilities, Maintenance, Salaries).
• Add a New Expense Type:
  • Click the "New" button to clear the form and prepare for a new entry.
  • In the Expense Type field, enter the name of the expense category (e.g., "Electricity", "Stationery").
  • Click "Save" to add it to the database.
• View Existing Expense Types:
  • After saving, the newly added expense type will appear in the List of Expense Types displayed below.
  • You can scroll through or search the list to find existing records.
• Update an Existing Expense Type:
  • Click on an item from the list to load its details into the form.
  • Edit the Expense Type name as needed.
  • Click "Update" to save the changes.
• Delete an Expense Type:
  • Select an expense type from the list.
  • Click the "Delete" button to remove it from the system.
  • A confirmation prompt may appear to avoid accidental deletion.

Expense Master

This is where you list different expenses and assign expense categories to them in which they fall.

• Enables entry and management of all actual expense records based on predefined types.
• Allows users to enter date, amount, vendor, and description of each expense.
• Keeps a track of all outgoing payments for internal and audit purposes.

Expense Master Entry

1. Open the Expense Master Entry:

• Go to the Accounting Module and select "Expense Master Entry".
• This section is used to record individual expense entries under specific types (e.g., rent, electricity, fuel).

2. Add a New Expense Entry:

• Click the "New" button to clear the form for a fresh entry.
• In the Expense Name field, enter a clear title or label for the expense (e.g., "Generator Repair").
• Select the appropriate Expense Type from the dropdown (e.g., Maintenance, Utilities).
• This helps in grouping similar expenses under the same type.
• Click "Save" to store the expense in the system.

3. Search Existing Expense Records:

• Use the "Search by Expense" field to find a specific expense.
• Type a part of the name or keyword, and matching results will appear in the Expense List below.

4. View the List of Expenses:

• The Expense List displays all existing expense records.
• Click any record to load its details into the form for viewing or editing.

5. Update an Expense Entry:

• Select an expense from the list.
• Modify the Expense Name or Expense Type as needed.
• Click "Update" to apply the changes.

6. Delete an Expense Entry:

• Choose the record you wish to remove from the list.
• Click the "Delete" button.
• Confirm deletion if prompted to ensure intentional action.

Guest Account (Add Money)

• If a guest puts some money down before they leave, we'll record it here.
• We'll use that money to pay for their final bill later.
• Lets front desk or accounts team add funds to a guest’s account for in-house services.
• It can be used for pre-payments, deposits, or top-ups for room service, dining, etc.
• It ensures proper record of advance payments and available balance.

Guest Account (Add Money)

1. Access Guest Account Add Money

• Navigate to the Accounting module.
• Select “Guest Account Add Money”.
• This form helps manage guest advance payments and maintains a financial trail.

2. Add New Guest Account Entry

• Click the "New" button to clear the form and start a fresh entry.
• Entry Date: Automatically shows the current date (can be edited if needed).
• Guest ID: Select the guest from the dropdown or type the ID.
• Guest Name: Automatically fills once guest ID is selected, or choose manually.
• Amount: Enter the amount the guest is depositing.
• Payment Mode: Choose the mode of payment (Cash, Card, Bank Transfer, etc.).
• Click "Save" to add the transaction.

3. Search Existing Guest Entries

• Use the "Search by Guest Name" field to find existing payment entries.
• Start typing the name; the system filters matching results in the Guest List below.

4. View the Guest List

• The Guest List displays all records of account money entries.
• Selecting a record from the list loads its details into the form.

5. Update an Entry

• Select an existing transaction from the list.
• Modify any required details such as amount or payment mode.
• Click "Update" to save the updated data.

6. Delete an Entry

• Choose the specific record from the list.
• Click the "Delete" button to remove the entry.
• Confirm if prompted.

7. Export and Print

• Reset: Clears the form and filters.
• Export Excel: Click to export the list of transactions to an Excel sheet for reporting.
• Print: Print the selected guest's payment entry for record-keeping.
• Get Data: Click to refresh or retrieve the latest records.

Guest Account (Refund Money)

• If a guest takes back some of the money they gave us before they leave, we'll write down that amount here.
• We'll make sure to subtract it from their final bill later.
• Used when refunding a guest for unused services or overcharged payments.
• Ensures that refund transactions are logged transparently.
• Automatically updates guest account balance and reflects in financial reports.

1. Refund Money

1. Access Refund Money Screen

• Go to the Accounting module.
• Click on “Refund Money” from the available options.
• This section is used when a guest checks out early or has excess balance in their account.

2. Add a New Refund Entry

• Click the "New" button to start a fresh refund transaction.
• Entry Date: Auto-fills with the current date (editable if needed).
• Guest ID: Select from the dropdown or enter manually.
• Guest Name: Automatically populates once guest ID is selected.
• Amount: Enter the amount to be refunded to the guest.
• Make sure the refund does not exceed the guest's available balance.
• Click "Save" to record the refund transaction.

3. Check Guest Account Balance

• Once the guest is selected, the system shows their Available Balance.
• This ensures that you are refunding only from the actual existing balance.

4. Search Guest Refund Records

• Use "Search by Guest Name" to filter and find a specific guest's refund transactions.
• Useful for verifying past refunds or checking history.

5. View Guest Refund List

• A list below displays:
• Guest ID
• Guest Name
• Available Balance in Guest Account
• Helps monitor all refund-related entries in one place.

6. Reset, Export, and Print

• Reset: Clears all fields and selections.
• Export Excel: Generates an Excel report of refund transactions.
• Get Data: Loads or refreshes the latest refund records.
• Print: Prints the refund entry for documentation or guest receipt.

2. Guest's Company Receipt Entry

If a company has an agreement to cover their guests' expenses, any money received from the company for those bills will be recorded here. It will also show how much money is still owed by the company for their guests' expenses.

• It allows recording of payments received from companies that have corporate bookings or agreements.
• It maintains clear records of company-to-hotel financial dealings.
• It links receipts to relevant guest/company ledger entries for reconciliation.

1. Receipt Entry

1. Access Receipt Entry Screen

• Navigate to the Accounting module.
• Click on “Receipt Entry” to open the payment collection screen.

2. Enter Company Information

• Company Name: Select or type the name of the company making the payment.
• Address: Enter the full billing or communication address of the company.
• Contact Number: Add the contact number for communication purposes.
• VATIN: Enter the company’s VAT Identification Number (if applicable).
• Balance: Displays the current balance the company owes (auto-fetched if linked).
• Remarks: Add any additional notes, such as payment purpose, reference, or special remarks.

3. Enter Transaction Information

• Transaction Number: Auto-generated or manually entered reference number for this receipt.
• Date: Choose the date of the transaction (default is current date).
• Payment Mode: Select how the payment was made:
• Cash
• Card
• Bank Transfer
• UPI
• Cheque, etc.
• Amount: Enter the total amount received from the company.

4. Payment Mode Details

• Transaction ID / Cheque Number: For card/online/cheque payments, enter the reference number or cheque number.
• Helps in reconciling with bank statements.
• Additional payment-specific fields may appear based on the mode selected (e.g., UPI ID, Bank Name).

5. Actions

• New: Start a new receipt entry.
• Save: Save the current transaction.
• Update: Edit an existing record if needed.
• Delete: Remove an unwanted or incorrect entry.
• Get Data: Fetch and reload recent receipt entries for review or printing.
• Export to Excel: Generate an Excel report of receipt transactions.
• Print: Print the receipt for internal records or for sharing with the company.

2. Voucher

Every expense made at the hotel will be documented here. It will include the name of the person or company who paid, what they spent money on, how they paid (like cash or card), and any additional notes or information about the expense.

• It enables creation and printing of payment vouchers for internal and external payments.
• Users can enter voucher number, payee name, reason, amount, and payment method.
• It helps maintain a paper trail of all disbursements and authorizations.

1. Voucher Entry

1. Access Voucher Entry

• Go to the Accounting module.
• Click on "Voucher" to open the voucher entry form.

2. Enter Voucher Information

• Voucher Number: Unique ID for the voucher (auto-generated or manually entered).
• Date: Select the transaction date of the voucher (usually the current or backdated entry).
• Name: Name of the individual or company the payment is issued to (e.g., vendor, staff, supplier).
• Details: Enter a short description or purpose of the voucher (e.g., "office supplies payment", "staff advance").

3. Select Payment Mode

• Choose how the amount is being paid:
• Cash
• Cheque
• Bank Transfer
• UPI
• Other (custom defined modes)

4. Other Details – Add Particulars

In this section, you list each expense/payment item.

• Particulars: Description of the item or reason for payment (e.g., printing, maintenance, salary).
• Amount: The value assigned to that particular item.
• Add to Grid: Click this after entering each particular to list it below.
• Remove: Remove a selected item from the list/grid if entered incorrectly.

5. Notes

• Add any additional remarks, references, or internal comments related to this voucher entry.

6. View or Manage List

• You can view the list of already entered vouchers.
• Use filters such as date or name to find records.

7. Final Actions

• New: Clears the form for new entry.
• Save: Saves the voucher entry to the database.
• Update: Modify existing voucher data if corrections are needed.
• Delete: Remove an incorrect voucher permanently.
• Get Data: Fetch and load previously saved vouchers.
• Print: Generate a printable voucher.
• Save + Print: Save the voucher and immediately print it in one click.
• Grand Total: Displays the total of all amounts listed in the grid.

2. Payment to Supplier

In this section, we keep a record of payments made to our suppliers. To do this, you first need to choose the supplier's name.

• Once you select the supplier, their address and contact details will be filled in automatically, along with any outstanding balance from previous transactions.
• Then, you enter the payment amount and how it was made (like cash or check), and click the save button to save the payment information.
• If you want to see previous payment records, you can click the "Get Data" button to retrieve that information.

1. Access Payment to Supplier Entry

• Open the Accounting Module from the main dashboard.
• Click on “Payment to Supplier” to access the entry screen.

2. Enter Supplier Information

• Supplier ID: Select from the dropdown or auto-fill by searching.
• Name: Supplier's full name will auto-fill based on ID selection.
• Address: Supplier’s business or billing address.
• City: City where the supplier is based.
• Contact Number: Supplier’s phone number.
• Balance: Displays the current payable balance to the selected supplier.

3. Enter Transaction Information

• Date: Select the date of payment (default is current date, but can be backdated).
• Payment Mode: Choose from options such as:
• Cash
• Bank Transfer
• Cheque
• UPI or Online Payment
• Amount: Enter the payment amount being made.
• Remarks: Add any comments or notes about the payment (e.g., “Advance for July supply”).

4. Final Actions

• New: Clear the form to make a new entry.
• Save: Save the current payment entry to the system.
• Delete: Remove an incorrectly entered or duplicate payment record.
• Get Data: Retrieve previously saved payment entries for review or update.

8. Bank Master

In this section, you can add list of banks you deal with.

• It stores master data about all the banks the hotel deals with.
• It includes bank name, IFSC code, address, and contact details.
• It forms the base for linking transactions with the correct bank account.

1. Access List of Banks

• Navigate to the Accounting Module from the main dashboard.
• Click on “List of Banks” to open the bank master form.

2. Enter or Manage Bank Details

• Bank Name: Enter the name of the bank you want to add or edit (e.g., HBL, MCB, Meezan Bank).
• List: View the complete list of all added banks in tabular format.

3. Actions

• New: Clears the form to allow entry of a new bank.
• Save: Saves the newly entered bank name to the list.
• Update: Use this to modify the selected bank name.
• Delete: Permanently removes the selected bank entry from the list.

9. Branch Master

In this section, you can add details of bank branches where you maintain account.

• It allows entry of branch-specific details if the hotel works with multiple bank branches.
• It keeps financial records organized and bank-location specific.

1. Access Branch Entry Screen

• Go to the Accounting Module.
• Click on “Branch Entry” to open the bank branch details form.

2. Enter or Manage Branch Details

• Bank: Select the bank to which the branch belongs from a dropdown list (e.g., HBL, Meezan, UBL).
• Branch Name: Enter the name of the bank branch (e.g., Saddar Branch, Gulberg Branch).
• Address: Add the full address of the branch for contact and record purposes.
• Contact No: Enter the branch's phone number or direct contact number.
• SWIFT Code: Input the branch’s SWIFT code, used for international transactions.
• Branch Code: Add the unique code assigned to the specific branch.
• List: View all the existing branch entries for all banks.

3. Action Buttons

• New: Clears the form for adding a new branch.
• Save: Stores the newly entered branch details into the system.
• Update: Modify or correct details of an existing branch record.
• Delete: Removes the selected branch from the system permanently.

10. Bank Account Register

In this section, you can add details of your bank account along with bank and branch details.

• It shows a complete list of all active bank accounts used by the hotel.
• It tracks account details like account number, branch, balance, and type.
• It centralized view for managing multiple accounts at once.

1. Access Bank Account Registration Screen

• Navigate to the Accounting Module.
• Click on “Bank Account Registration” from the menu.

2. Enter Bank Account Details

• Account No: Enter the complete bank account number (must be unique).
• Account Name: Provide a name or title for the account (e.g., Hotel Main Account, Staff Salary Account).
• Account Type: Choose from options like Current, Savings, or Salary.
• Opening Date: Select the date when the account was opened.
• Balance: Enter the opening balance available in this account.
• Active: Checkbox to indicate whether this account is currently active or not.

3. Enter Bank & Branch Details

• Bank: Select the name of the bank from the list (e.g., UBL, HBL, Bank Al Habib).
• Branch Name: Type or choose the branch where the account is held.
• Address: Provide the full address of the selected bank branch.
• Contact No: Enter the branch’s contact number for future correspondence.
• SWIFT Code: Input the SWIFT code for international transactions.
• Branch Code: Enter the official code of the bank branch.

4. View and Manage Lists

• List of Bank Details: Displays all registered banks with their associated branches and codes.
• List of Account Details: Shows a table of all bank accounts added in the system along with their statuses.

5. Action Buttons

• New: Clear all fields to add a fresh bank account entry.
• Save: Save the entered account details into the database.
• Update: Edit and modify an existing account’s data.
• Delete: Permanently remove the selected bank account from the system.

11. Fund Deposit

When you put money into your bank account, you need to fill out a form here.

• In this form, you will enter the name of the person depositing the money, the amount they are depositing, and any additional notes if needed.
• You will also need to choose the account number from a list, and once you select it, the system will automatically display the details of that account.
• All the previous deposit entries will be shown in a table below for reference.

1. Access Fund Deposit Screen

• Go to the Accounting Module.
• Click on the “Fund Deposit” option from the menu.

2. Enter Transaction Information

• Depositor Name: Enter the full name of the person or entity depositing the funds (e.g., manager, cashier, or branch).
• Amount: Enter the deposit amount to be credited into the bank account.
• Date: Select the date on which the deposit is made.
• Notes: Add any remarks or comments regarding the transaction (e.g., "Advance cash deposit", "Reimbursement").

3. Bank Account Details

• Account No: Select or enter the account number receiving the deposit.
• Account Name: Displays the title or description of the selected account.
• Bank: Shows the associated bank name.
• Branch Name: Displays the name of the bank branch.
• SWIFT Code: Auto-filled or manually entered code used for international banking.
• Branch Code: Internal identification code of the branch.

4. Search and Filter Options

• Search by Account No: Enter an account number to view related deposits.
• Search by Transaction Date: Filter results by a specific date or date range.
• Search Icon: Click this to execute the search based on your selected criteria.

5. Other Functions and Utilities

• Reset: Clears all fields and search filters for a new entry or search.
• Export to Excel: Export the transaction list into Excel format for offline records or reports.

12. Fund Register

When you transfer money from one account to another, you'll record it in this section.

• To do that, you'll need to enter the name of the person doing the transfer, the amount being transferred, and any additional notes if necessary.
• Then, you'll select the account numbers from lists, specifying which account the money is coming from and which account it's going to.
• Once you select the account numbers, the system will automatically show the account details.
• You can also see all the previous transfer entries in a table below for reference.

1. Access Fund Transfer Screen

• Navigate to the Accounting Module.
• Select the option labeled "Fund Transfer".

2. Transaction Information

Begin by entering the key transfer details:

• Operator (Admin): This is auto-filled or selected to identify the person performing the transaction (usually an admin or finance manager).
• Amount: Enter the exact amount to be transferred between the accounts.
• Date: Choose the transaction date from the calendar or enter manually.
• Notes: Add any important remarks such as "Monthly fund allocation", "Loan repayment", etc.

3. From Bank Account (Source Account)

Provide complete details of the account from which the funds will be deducted:

• Account No: Select or enter the source account number.
• Account Name: Auto-filled name or label of the account.
• Bank: Select the associated bank name.
• Branch Name: Displayed or selected branch name.
• SWIFT Code: International transfer identification code of the source bank.
• Branch Code: Internal or local code for the branch.
• Balance Amount: Shows the current available balance in the selected source account.

4. To Bank Account (Destination Account)

Enter details of the account to which the funds will be transferred:

• Account No: Select or enter the destination account number.
• Account Name: Name or label of the receiving account.
• Bank: Bank name for the destination account.
• Branch Name: Associated branch name.
• SWIFT Code: SWIFT code of the receiving bank.
• Branch Code: Internal branch identification.

5. Search and Filter Options

To quickly locate previous fund transfers:

• Search by Account: Look up transfers by source or destination account number.
• Search by Transaction: Enter transaction reference or ID for quick retrieval.
• Search by Date: Filter transactions based on specific dates or ranges.

6. Additional Tools

• Reset: Clears all current fields and search filters to start fresh.
• Export to Excel: Download and save the transaction history or search results in Excel format for record-keeping or audits.

13. Payment/Withdrawal

In this system, a record is maintained for all payments and withdrawals.

• The name of the person receiving the payment, their contact number, the amount, and the payment method are entered.
• Also includes the account details from which the payment is withdrawn.
• A table below shows previous transactions for reference.

1. Access Payment Withdrawal Module

• Navigate to the Accounting Section from the main dashboard or side navigation panel.
• Click on the "Payment Withdrawal" option to open the withdrawal entry form.

2. Transaction Information Section

This section captures the basic details of the withdrawal transaction:

• Receiver/Withdrawer Name: Enter the full name of the individual or entity who is receiving or withdrawing the money from the bank account.
• Contact Number: Enter the contact number of the receiver or withdrawer for verification or future communication.
• Amount: Enter the exact amount to be withdrawn from the bank account. This field is required for processing.
• Date: Select the date of the withdrawal transaction using the calendar picker or type it manually in DD-MM-YYYY format.
• Payment Mode: Choose the mode of withdrawal from available options like Cash, Cheque, Online Transfer, Bank Transfer, etc.
• Notes: Enter any remarks or descriptions related to this withdrawal. For example, purpose of withdrawal or any internal reference note.

3. From Bank Account Details

This section specifies the bank account from which funds will be withdrawn:

• Account Number: Enter or select the bank account number from which the money will be withdrawn.
• Account Name: The name of the account holder linked with the selected account number (usually auto-filled).
• Bank: The name of the bank where the account is held.
• Branch Name: Enter or confirm the name of the bank branch.
• SWIFT Code: Enter the international SWIFT code of the bank branch (used for international transactions).
• Branch Code: Internal or national branch code for the selected bank branch.
• Balance Amount: Displays the current available balance in the selected bank account before withdrawal.

4. Search and Filter Options

These options allow you to find or filter past transactions:

• Search by Account Number: Enter an account number to search for all withdrawal transactions made from that particular account.
• Search by Date: Enter a specific date or date range to filter withdrawals processed on that day.

5. Utility Buttons and Actions

• Reset: Clears all the fields in the form to start a new entry from scratch.
• Export to Excel: Export withdrawal transactions into an Excel file for reporting, audit, or offline records.
• New: Starts a new blank withdrawal entry form.
• Save: Saves the current withdrawal entry into the system database.
• Delete: Permanently deletes the selected withdrawal transaction record from the system.
• Print: Prints a receipt or record of the withdrawal for physical filing or handover to the withdrawer.

14. Bank Account Statements

In this field, the statement of bank accounts is displayed. You can extract the statement of all accounts by selecting a custom date range.

• It generates detailed statements of all credits and debits for selected bank accounts.
• It assists in monthly reconciliation, auditing, and dispute resolution.

1. Access Bank Account Statements Module

• Go to the Accounting Section from the main menu.
• Click on "Bank Account Statements" to open the report generation panel.

2. Filter Statements by Date Range

Use this option when you want to view statements across all bank accounts for a specific period:

• Search by Date (From – To):
  • From: Select or enter the start date of the statement range (e.g., 01-07-2025).
  • To: Select or enter the end date of the statement range (e.g., 24-07-2025).
  • These dates will define the time period for which all bank transactions will be listed.
• View Report: Generates the report showing all transactions (deposits, withdrawals, transfers, etc.) for all accounts during the selected period.
• Reset: Clears the selected dates and resets the form to its initial state.
• Close: Closes the Bank Account Statements module window.

3. Filter by Account Number and Date

Use this section when you need to view statements for a specific bank account:

• Account Number: Enter or select the specific account number from the dropdown/list of registered bank accounts.
• From – To (Date Range):
  • Define the date range specifically for this bank account to narrow down to only relevant transactions.
• View Report: Click to view all transactions related to the selected bank account within the defined date range.

4. Report Output

Once the report is generated:

• A list will be displayed containing the date-wise transactions, including:
  • Deposits
  • Withdrawals
  • Transfers
  • Payments
  • Balances after each transaction
• You can scroll through, print, or export the report depending on system features.

15. Lost/Damaged Item Entry

In this system, any damage caused by a guest to hotel property or items is documented.

• The record includes the name of the item or property, its cost and quantity, and the guest's name from a provided list.
• The cost of the damage is deducted from the guest's bill.

1. Entry Information

• Entry No: A unique system-generated or manually entered number assigned to each lost/damaged item entry.
• Entry Date: The date when the lost or damaged item was reported or logged. Use the date picker or enter it manually.

2. Item Details Section

• Item Name: Enter the name of the item that is lost or damaged (e.g., Towel, Remote, Glass, etc.).
• Rate: Enter the cost per unit/item (e.g., 500 $ per towel).
• Quantity: Specify how many units of the item are lost or damaged.
• Total Amount: This will be automatically calculated as Rate × Quantity.
• Add to Cart: Click this button to add the item and its calculated total to the summary list.
• Remove: Use this to remove any incorrect or mistakenly added item from the list.

3. List of Items / Summary

Displays all the added lost/damaged items in a table format:

• Item Name
• Rate
• Quantity
• Total Amount

This section helps to review all the entries before finalizing.

4. Guest Details

• Guest ID: Select or enter the guest's ID from the list of currently checked-in guests.
• Guest Name: Auto-filled or selectable based on the ID selected.
• Room Number: Shows the room number the guest is currently occupying.
• List of Checked-in Guests: A dropdown or list showing all active guests for easier selection.

5. Total and Actions

• Grand Total: Automatically calculated total of all lost or damaged item charges added in the list.
• New: Clears the form for a new entry.
• Save: Saves the entry into the system with full details.
• Delete: Deletes a selected or previously saved lost/damaged entry.
• Get Data: Retrieves saved data based on entry number or guest selection for review or updates.

16. Purchase Daybook

In this field, you can get a report of the items you've bought.

• It shows daily purchase entries made against vendors or inventory.
• It provides a quick summary of procurement activities for a selected date range.
• It helps monitor vendor deliveries and pending payments.

1. Search Filters

Use these options to filter and generate the desired purchase report:

• Search by Purchase Date (From – To):
  • Specify a start date and an end date to generate a report of all purchases made within that selected date range.
  • This helps in retrieving daily, weekly, or monthly purchase activity.

2. Action Buttons

• View Report: After setting the date range, click this button to display the purchase transactions report. The report will list relevant details like purchase ID, supplier, item name, quantity, rate, and total amount for each purchase.
• Reset: Clears the selected date range filters and report results, allowing the user to enter a new search range.
• Close: Exits or closes the Purchased Daybook screen and returns the user to the main Accounting module.

17. Daybook

• It displays all the transactions that happened on a particular date.
• It displays all financial transactions recorded on a particular day.
• It covers expenses, income, transfers, vouchers, and adjustments.
• It is useful for daily closing reports and cashier accountability.

1. Search Filters

• Search by Date (From – To): Select a starting date and an ending date to view a report of all financial entries recorded in that time frame. This feature helps in generating daily, weekly, or custom reports of business transactions.

2. Action Buttons

• Reset: Clears the selected dates and refreshes the form, allowing users to input a new date range.
• Close: Exits the General Daybook module and returns the user to the main Accounting section.

18. Supplier Ledger

It presents all the transactions from a chosen supplier, which you can pick from a list, within a custom date range.

• Maintains detailed transaction history with each vendor/supplier.
• Shows purchases made, payments released, pending dues, and credit balances.
• Supports filtering by date, supplier, or item category.

1. Search Filters

• Search by Supplier Name: Begin typing the supplier’s name to filter and select from the list of available supplier records.
• From Date – To Date: Define the time range for which you want to retrieve transaction history. Selecting a start date and end date will fetch all transactions related to the selected supplier within that duration.

2. Action Buttons

• View Report: After selecting the supplier name and date range, click this button to generate and display a detailed ledger report. The report typically includes transaction dates, payment details, purchase amounts, and running balances.
• Reset: Clears the selected supplier and date fields, allowing you to enter a new search query.
• Close: Exits the Supplier Ledger screen and returns the user to the main Accounting module dashboard.

19. Guest Ledger

It presents all the transactions from a chosen guest, which you can pick from a list, within a custom date range.

• Tracks all financial interactions with a guest including deposits, bills, and refunds.
• Provides a complete breakdown of services used and their costs.
• Ensures transparency at checkout and helps resolve billing disputes.

1. Search Filters

• Search by Guest Name: Enter the guest’s name or select from a dropdown list to view their ledger.
• From Date – To Date: Specify the date range for which you want to view the guest's financial transactions. Selecting the start date and end date filters the ledger to show only relevant entries within that period.

2. Action Buttons

• View Report: Click to generate a detailed financial report for the selected guest and date range. The report typically displays the following:
  • Transaction date
  • Description of charges/payments
  • Debits and credits
  • Running balance of the guest account
• Reset: Clears the selected guest name and date fields to allow a new search to be performed.
• Close: Exits the Guest Ledger module and returns you to the main Accounting section.

20. General Ledger

It displays all the transactions associated with a selected account, which you can choose from a list, during a custom date range.

• Displays a consolidated view of all financial heads like income, expense, assets, and liabilities.
• Acts as the core financial record for audits and accounting reports.
• Enables trial balance generation and profit-loss analysis.

1. Search Filters

• Search by Ledger Account: Select or type the name of the ledger account you want to view. This could include accounts like:
  • Cash
  • Sales
  • Room Revenue
  • Utilities Expense
  • Supplier Payments
  • Guest Receivables
  The ledger account filter helps isolate specific financial activity for review.
• From Date – To Date: Choose the date range for which you want to review transactions. This is useful for:
  • Monthly or quarterly financial reviews
  • Year-end audits
  • Specific period analysis

2. Action Buttons

• View Report: Displays a detailed transaction list for the selected account and date range. This report includes:
  • Date of transaction
  • Description or reference
  • Debit and credit values
  • Running balance for the selected ledger
• Reset: Clears all fields (account selection and dates) to perform a fresh search.
• Close: Closes the General Ledger module and returns to the main Accounting dashboard.

21. Guest's Company Ledger

It shows all the transactions related to any company with which you have an agreement to provide accommodation for their guests, and the company covers the expenses. You can select the company from a list and view these transactions within a custom date range. Additionally, you can check the invoice-wise report for any specific company.

• Keeps a financial record of each corporate guest or company associated with the hotel.
• Shows total bookings, payments made, pending invoices, and available credit.
• Helps maintain smooth B2B financial relationships.

1. Search Filters

• Search by Company Name: A dropdown or text field to select or enter the company name whose ledger you want to view. Examples of companies might include:
  • Corporate booking partners
  • Travel agencies
  • Vendor companies
• From Date – To Date: Select the start and end date for the ledger report. This helps users:
  • Review transactions over a billing cycle
  • Track payments or credits during a specific timeframe
  • Prepare reconciliation reports

2. Action Buttons

• View Report: Displays a ledger report for the selected company and date range. The report includes:
  • Transaction Date
  • Particulars / Remarks
  • Debit and Credit Amounts
  • Running Balance
• Reset: Clears all entered search criteria (company name and date range) for a fresh search.
• Close: Closes the Company Ledger screen and returns the user to the main Accounting module interface.

22. Trial Balance

This option allows you to view the hotel's trial balance for any custom date range.

• It automatically summarizes all debit and credit balances from the general ledger.
• You can select a specific period to analyze the financial position of the hotel at a given time.
• It ensures that all transactions are balanced and helps in identifying any accounting discrepancies.
• The trial balance acts as a foundation for generating final financial statements, such as profit and loss accounts and balance sheets.

1. Search Filters

• From Date – To Date: Select the start and end date to define the accounting period for which the trial balance needs to be generated. This helps in:
  • Reviewing balances for monthly, quarterly, or yearly periods
  • Cross-checking ledger balances
  • Preparing financial statements

2. Action Buttons

• View Report: After selecting the date range, click this to generate the trial balance report. The report typically includes:
  • Ledger Account Name (e.g., Cash, Revenue, Expense)
  • Opening Balance (if applicable)
  • Total Debits
  • Total Credits
  • Closing Balance
  • Whether the balance is in Debit or Credit column
• Reset: Clears the selected date range and any loaded report, allowing for a new search.
• Close: Exits the Trial Balance screen and returns the user to the main Accounting dashboard or menu.

2.4 Gym

The Gym module in the Hotel Management System (HMS) enables hotels to efficiently manage fitness services offered to both in-house guests and external members. It helps staff handle memberships, monitor member details, track health progress, and maintain organized records. This module supports fitness-focused hospitality and adds value to the hotel’s wellness offerings.

Membership Type

The system allows administrators to define various gym membership categories based on hotel policy or target audience.

• Set up different types such as Monthly, Quarterly, Half-Yearly, Yearly, or Custom.
• Assign pricing, duration, benefits, and access rules for each membership type.
• Customize membership limits (e.g., restricted hours, facilities, personal training).
• Make future adjustments to existing types without affecting active members.

Steps

• Membership Type: A label or name that categorizes the membership option such as Premium, Standard, etc. This defines the level of access and facilities the member will receive.
• Charges/Month: The fixed monthly fee associated with the selected membership type. It’s important for financial calculations and billing.
• Membership Type Info – Membership Type: Text field to add or edit a membership type name. This is used when defining new categories or updating existing ones.
• Charges/Month (below): Input field to define or update the monthly charge for the respective membership type entered above.
• New: Clears the input fields to add a new membership type to the list.
• Save: Stores the new or updated membership type and its monthly charge to the database.
• Update: (Disabled in the image) Would allow editing of selected records in the list once enabled.
• Delete: (Disabled in the image) Would allow removal of selected membership types if enabled.
• Close: Exits the Membership Type List window.

Member Registration

Staff can register new members and manage their complete profiles through this section.

• Enter personal details such as name, age, gender, contact info, and photo.
• Select the preferred membership type during registration.
• Capture ID proofs or any required documents (for security or KYC purposes).
• Define registration start and end dates.
• Assign a unique membership ID to each member.
• Track both in-house guests and walk-in clients.

Membership Management

This section gives an overview of active, expired, or canceled memberships.

• View a list of current members along with validity and payment status.
• Update membership status (active/inactive) when required.
• Renew or upgrade memberships with one-click options.
• Filter memberships based on duration, expiry dates, or type.
• Send SMS or email notifications to members for renewal reminders.

Member Info

• Membership ID: A unique ID assigned to each gym member to identify and retrieve their records efficiently.
• Member Name: Full name of the individual registering for or renewing a gym membership.
• Address: The home or mailing address of the member for record-keeping and communication.
• City: The city where the member resides. Useful for filtering or grouping members by location.

Membership Type

• Defines the type of membership subscribed to, like Premium or Basic, which determines pricing and services.

Payment

• Payment ID: A unique transaction ID automatically generated for each gym membership payment entry (e.g., GM-0001).
• Membership Charges: Total charges applicable for the membership period (monthly or otherwise), excluding taxes and discounts.
• Month & Year: Specifies the month and year for which the membership charges are being paid. Helps in billing and tracking payment history.
• Payment Date: The exact date when the payment was made or recorded in the system.
• Payment Mode: Defines the method of payment used by the member — options may include Cash, Card, Bank Transfer, etc.
• Discount (%): Percentage discount given to the member on the total amount. This may be based on promotions, referrals, etc.
• Discount (Amount): The calculated amount of discount applied to the membership fee based on the entered percentage.
• Sub Total: The amount after applying discount but before adding taxes like VAT or Service Tax.
• VAT % and Amount: Goods and Services Tax applicable on the subtotal. Entered as a percentage and automatically calculated as an amount.
• Service Tax % and Amount: An additional tax calculated based on the subtotal, applicable depending on the country or organization’s tax policy.
• Grand Total: The final payable amount after applying all taxes and discounts.
• Total Paid: The actual amount paid by the member at the time of entry.
• Balance: Remaining amount to be paid by the member if full payment hasn’t been made.

Action Buttons

• New: Clears the form to create a new gym membership entry.
• Save: Saves the current entry into the database.
• Update & Delete: (Disabled in the image) Used for editing or deleting existing entries when enabled.
• Get Data: Fetches saved payment records for a specific member ID.
• Close: Exits the Gym Membership window.

Fitness Measurement

The system enables trainers or gym staff to record and track physical measurements of each member.

• Add key metrics like weight, height, BMI, body fat %, muscle mass, etc.
• Set health or fitness goals and track progress over time.
• View past fitness records in graphical or tabular format.
• Share measurement reports with guests (optional).
• Support personalized training plans based on measurement analysis.

Member Info

• Membership ID: A unique identification number automatically or manually assigned to each gym member. This ID helps to retrieve and track specific member information related to fitness measurements.
• Member Name: The full name of the gym member for whom the fitness data is being recorded. It helps in identifying and distinguishing among multiple members.
• Address: The residential address of the gym member. This may be used for contacting the member or maintaining a complete profile.
• City: The name of the city in which the gym member resides. It helps in categorizing members by location, which can be useful for regional analysis.
• Membership Type: Specifies the type of gym membership the person holds, such as Premium, Standard, Monthly, etc. This also affects the access level and facilities available to the member.

Measurement

• Date: The date on which the fitness measurements were recorded. It helps in tracking the member’s fitness progress over time.
• Body Weight (kg): The weight of the member in kilograms, recorded on the specified date. This is essential for tracking weight loss or gain trends.
• Body Fat (%): The percentage of body fat calculated based on weight and other physical factors. It helps in evaluating health status and fitness level.
• Body Mass (kg): Indicates the total body mass including fat, muscle, and bone. This value helps in understanding the overall body composition of the member.

Action Buttons

• New: This button clears the form fields to allow entry for a new record without affecting previously saved data.
• Save: Used to save the newly entered fitness measurement information into the system's database.
• Update: (Disabled in the image) Would allow editing of existing data if enabled.
• Delete: (Disabled in the image) Would allow deletion of the selected measurement record if enabled.
• Get Data: Allows retrieval of previously saved fitness measurement records based on the Membership ID.
• Close: Closes the fitness measurement screen and returns the user to the previous menu.

2.5 Payroll

The Payroll module in the Hotel Management System (HMS) is designed to simplify and automate the hotel’s employee salary management and workforce financial operations. It provides a complete solution for handling everything from employee onboarding to attendance tracking, salary processing, and advance management, ensuring timely and accurate payments while maintaining transparency and compliance.

Employees Registration:

In this system, we gather and input data about hotel employees. This includes their personal information like name, gender, blood type, address, contact details, email, the department they work in, their date of joining, and even a picture. We also keep track of their basic salary and working hours to calculate their pay. And there's an option for a fingerprint ID for tracking their attendance using biometrics

• Open the Employee Registration module from the HR or Staff Management section.
• Click on "New" to start entering a new employee's details.
• Employee ID: Enter a unique identification number for the employee (e.g., EMP001).
• Name: Input the full name of the employee.
• Gender: Select gender from options such as Male, Female, or Other.
• Blood Group: Choose the correct blood group (e.g., A+, B-, O+), useful for emergencies.
• Address: Enter the full residential address of the employee.
• Contact Number: Provide a valid mobile or phone number for communication.
• Email: Add a valid email address for official correspondence.
• Department: Specify the department where the employee will be assigned (e.g., Front Office, Housekeeping).
• Designation: Mention the employee's job title (e.g., Manager, Receptionist).
• Date of Joining: Enter the joining date of the employee using the calendar picker.
• Basic Salary: Input the monthly or agreed salary amount.
• Basic Working Time: Define expected working hours per day (e.g., 9:00 AM to 5:00 PM).
• Status: Set the employment status as "Active" or "Inactive".
• Picture: Upload a photo of the employee using "Browse", "Remove", or "Webcam" buttons.
• Fingerprint ID: Enroll the employee's fingerprint for biometric attendance or access control.
• After filling in all details, click "Save" to store the record.
• To make changes to an existing entry, select it from the list and click "Update".
• Use the "Delete" button to remove a record.
• Use "Get Data" to fetch and review stored employee records.

Attendance

This system is for entering employee attendance. To do this, we choose a date, then pick an employee from the list. We note whether they are present or absent and include their clock-in and clock-out times, along with any overtime worked. Additionally, the biometric attendance is automatically recorded.

Attendance Entry

1. Access the Attendance Entry module from the HR or Employee Management section.
2. Click "New" to begin recording attendance for an employee.

Entry Date

• Select the date on which the attendance is being recorded.
• Use the calendar picker to ensure accuracy.

Employee Information

• Employee ID: Enter or select the unique ID assigned to the employee.
• Employee Name: The full name of the employee will auto-fill or can be selected from a list.
• Basic Working Time: Predefined standard working hours (e.g., 9:00 AM – 5:00 PM).

Attendance Details

• Status: Choose from available options like Present, Absent, Half Day, Leave.
• In Time: Enter the time the employee checked in.
• Out Time: Enter the time the employee checked out.
• Overtime: Automatically or manually calculated based on time exceeding the basic working time.

Search and View Options

• Search by Employee Name: Allows filtering attendance records based on specific employee names.
• See List: View a full list of attendance entries for the day or selected time range.

Finalize the Entry

• Click "Save" to store the attendance record.
• Use "Update" to modify existing entries.
• Use "Delete" to remove incorrect or duplicate records.
• Click "Get Data" to retrieve saved entries for viewing or editing.

Payroll Advance

If an employee requests an advance from their salary, it's recorded here. This advance is later adjusted from their monthly salary.

steps

1. Open the Payroll Advance Entry screen from the Payroll or HR section.
2. Click "New" to start a new advance payment entry for an employee.
3. Select the Date on which the advance is being issued.
4. Enter the Employee ID to identify the staff member receiving the advance.
5. The Employee Name will auto-fill based on the ID or can be selected from the employee list.
6. Enter the Amount of the advance being provided to the employee.
7. Use the List section to view all previously issued advances, including employee ID, name, and total advance amounts.
8. Once all information is filled, click "Save" to record the advance.
9. To modify an existing record, click "Update" after selecting it from the list.
10. Use "Delete" to remove an incorrect or duplicate entry.
11. Click "Get Data" to fetch and review all saved advance entries.
12. Click "Close" to exit the advance entry screen.

payroll:

Here, we keep a record of the salary given to each employee. To do this, we first select the employee from the list and specify the date range for which the salary is being paid. The system then automatically calculates the salary based on their working days, hours, absences, overtime, and any advance amount taken. You can also choose the payment mode and make manual adjustments if necessary.

1. Open the Payment Entry screen from the Payroll or HR section.
2. Select the From and To date range to define the salary period.
3. Enter or generate the Payment ID for this transaction.
4. Enter the Employee ID; the Name, Department, and Designation will auto-fill or can be selected manually.
5. Fill in the Present Days the employee worked in the selected period.
6. Enter the Basic Salary amount assigned to the employee.
7. Enter any Advance amount previously taken by the employee (this will be deducted).
8. Enter any Deduction amount (e.g., fines, leaves, penalties).
9. Fill in the Overtime worked by the employee in:
   • Days
   • Hours
   • Minutes
   • Seconds
10. Enter the Overtime Rate (rate per hour/day/minute).
11. The Overtime Amount will auto-calculate based on time and rate.
12. Set the Payment Date when the salary is being processed.
13. Select the Mode of Payment (e.g., Cash, Bank Transfer, Cheque).
14. The Net Pay is calculated as:
    Basic Salary + Overtime Amount - Advance - Deduction
15. Use Search by Employee Name to find and edit existing records.
16. View the List of Employee IDs and Names involved in payroll processing.
17. Click New to initiate a fresh entry.
18. Click Update to edit existing salary records.
19. Click Delete to remove any incorrect entry.
20. Click Get Data to fetch saved payment data for verification.
21. Click Print to print the payment slip.
22. Use Save + Print to both save the entry and print it instantly.

2.6 LAN Chat

The LAN Chat module in the Hotel Management System (HMS) serves as an efficient internal messaging tool, allowing staff members to communicate in real time across the same network. This feature is designed to:

• Enhance coordination between departments.
• Speed up operational workflows.
• Reduce dependency on external messaging tools or phone calls within the premises.

Chat Module

1. Click on the Chat button in the menu to open the chat module.
2. A chat screen appears showing recent conversations (if any).
3. Use the text input box at the bottom to type a message.
4. Press Enter or click the Send button (if available) to deliver the message.
5. Click the Refresh button to update the conversation in real-time (if auto-refresh is not enabled).
6. Messages can be seen instantly by all logged-in users with access to the module.
7. There is no need to select a recipient; all active users can view the messages.

Use Case

• Helps reduce phone calls
• Avoids confusion
• Improves workflow, especially during peak times

2.7 Inventory Module

The Inventory module in the Hotel Management System (HMS) plays a vital role in efficiently managing the flow of goods, raw materials, and stock across various departments of the hotel such as the kitchen, bar, stores, and restaurants. It ensures accurate stock tracking, prevents wastage or shortages, and maintains a seamless supply chain from procurement to consumption, ultimately supporting better financial control and operational efficiency.

Supplier Master:

This field is where we enter supplier details, which include their name, address, email, contact number, and more. Supplier Master, where vendors and suppliers of goods such as food ingredients, beverages, raw materials, and consumables are added and managed. This central database helps maintain a clear record of supplier details and facilitates easier order processing.

• Supplier ID: A unique identification number automatically assigned to each supplier. It helps track and differentiate between multiple suppliers in records and transactions.
• Supplier Name: The full name of the supplier or company from whom goods or services are purchased. This is the primary name displayed in reports and dropdowns.
• Address: The complete street address of the supplier, including house/building number, road/street name, or area. Useful for physical communication and delivery purposes.
• City: The city where the supplier is located. Helps in location-based filtering and managing logistics.
• State: The state or province in which the supplier operates. It is important for tax reporting and regional segregation.
• Pin Code: Postal code or ZIP code of the supplier’s address. Used for identifying the supplier’s exact geographical area for billing or delivery.
• Contact Number: The mobile or landline number of the supplier for business communications like confirming orders, sending payment updates, etc.
• Email ID: The official email address of the supplier for sending invoices, purchase orders, and any digital correspondence.
• Remarks: An optional notes field where you can write any specific comments, instructions, or important observations about the supplier (e.g., "delivers only on weekdays", or "preferred vendor").

Purchase Order

TTO make a purchase, you start by creating a purchase order. First, you choose a supplier from a list, and a unique order number is generated automatically. Then, you select a date, and if needed, specify any terms and conditions. Next, you pick the type of product you want to buy from a list and provide details like its name, quantity, and packaging size. Click the "Add" button to include the product, and you can do this for multiple items, which are displayed in a list below. Once you've added everything, click "Save" to confirm the purchase order. You can also retrieve previous data by clicking the "Get Data" button. It's like creating a detailed shopping list for your purchases, specifying who you're buying from, what you want, and any special conditions, and you can save and retrieve this information as needed.

Purchase Information Section

• PO No: The unique purchase order number generated by the system or entered manually. It helps in tracking and referencing specific purchase orders.
• PO Date: The date on which the purchase order is created. This is important for documentation and accounting timelines.
• Terms and Conditions: A text field to input the specific terms agreed between the buyer and the supplier. This may include payment terms, delivery deadlines, return policies, or discounts.

Supplier Information Section

• Supplier ID: A unique identifier linked to the supplier database. Selecting a supplier ID auto-fills the rest of the supplier fields.
• Supplier Name: The full name of the supplier from whom items are being ordered. Ensures the order is assigned to the correct vendor.
• Address: The complete address of the supplier including street details, useful for delivery and official documentation.
• City: The city in which the supplier is located. Helps in logistics and delivery coordination.
• Contact Number: The supplier’s mobile or landline number used for order confirmations and communication.
• Balance: Shows the current balance or outstanding amount payable to the supplier, fetched from the accounting or ledger module. Useful for financial awareness before placing an order.

Product Information Section

This part is used to specify the products being ordered from the supplier.

• Product Type: The category or type of item being purchased (e.g., food items, cleaning supplies, beverages, etc.).
• Product Name: The specific name of the product being ordered. Helps ensure the right product is requested.
• Unit: The measurement unit of the product (e.g., Kg, Litre, Piece, Pack). Essential for accurate billing and inventory.
• Quantity: The number of units required for that particular product. Determines how much stock is being requested.
• Bottle in ML: Used when purchasing liquid items like beverages. This field defines the bottle size in milliliters to ensure the correct packaging is received (e.g., 750ml, 1000ml).

Purchased Inventory

When you receive items from a supplier, you record their entry in this system. First, choose the supplier from the list, and all their details, including any previous balance, are displayed automatically. Then, you enter the details of the received items in the product info section, adding each item. After that, you select the payment mode – if you choose credit, the amount is added to any previous balance, while selecting cash means you pay on the spot. Finally, click the "Save" button to confirm the entry. It's a way to keep track of what you receive from suppliers and manage your payments, whether it's immediate or added to a running balance.

Invoice Information Section

• Invoice No: A unique identifier for each purchase invoice. It helps track the specific transaction in records.
• Date: The date when the purchase transaction occurred. It is important for chronological tracking and accounting.
• Cash or Credit: A selection field to indicate whether the transaction is paid immediately (Cash) or is deferred to be paid later (Credit). This affects the supplier's balance.

Supplier Information Section

• Supplier ID: A unique ID associated with the supplier in the system. It links the transaction to the correct vendor record.
• Name: Full name of the supplier. Auto-fills based on the selected ID to ensure correct data entry.
• Address: The complete address of the supplier. Helps in validating and recording vendor location for delivery and compliance.
• City: The city in which the supplier operates. Useful for location-specific taxes or logistics.
• Contact: The phone number or other contact details of the supplier. Needed for follow-up or communication related to the purchase.
• Balance: Displays the outstanding amount owed to the supplier before the current transaction. Helps assess how much is due including the current invoice.

Product Information Section

This section is for entering product-wise purchase details.

• Product Name: The name of the item being purchased. Ensures correct product entry into inventory and billing.
• Bottle in ML: Specifies the bottle size (in milliliters) for liquid items (e.g., 500ml, 1000ml). Important for proper inventory packaging.
• Unit (PCS): Indicates the number of pieces or units being purchased. Essential for inventory control.
• Price per Unit: The cost of one unit of the product. This is multiplied by the quantity to compute the total.
• Quantity: Number of units purchased. Combined with unit price to calculate item total.
• Total: The total cost for this product line, calculated as:
  Price per Unit × Quantity
• List: Shows all the added product rows, allowing users to review and edit individual product entries.

Billing Summary Section

• Sub Total: The sum of all product totals before any deductions or additional charges.
• Discount: Any discount applied on the subtotal amount. Can be fixed or percentage-based.
• Other Charges: Any extra costs associated with the purchase such as delivery fees, packaging, or taxes.
• Previous Due: The amount that was already outstanding from previous transactions with the same supplier.
• Total: The sum of Subtotal + Other Charges - Discount. It shows the current invoice total before rounding.
• Round Off: Adjusts the final bill amount to the nearest whole number. Helps in cash payments and ledger accuracy.
• Grand Total: The final payable amount after rounding and including previous dues.
• Total Paid: The amount paid at the time of transaction. In cash purchases, this should match the Grand Total. In credit purchases, it may be partial.
• Balance: The remaining amount yet to be paid to the supplier.

Recipe Module

The Recipe module allows the management to define the exact ingredients used in preparing any cooked or baked item.

• The raw materials required for each dish.
• The quantities of each ingredient.
• The cost associated with those ingredients.

This helps in standardizing kitchen operations, controlling costs, and maintaining consistent quality across meals. Recipes also support inventory deduction based on consumption.

• Recipe Name: Enter a unique and descriptive name for the recipe so it can be easily identified when needed.
• Item Name: Select the food or dish that this recipe will be used for, such as a specific menu item prepared using this recipe.
• Category: Choose the relevant food category for the recipe, such as Starter, Main Course, Dessert, etc., to help in grouping recipes.
• Total Cost: This field shows the full cost of preparing the recipe, automatically calculated based on all the ingredients and their quantities.
• Product Name: Enter or select the ingredient name that will be part of the recipe, such as Rice, Chicken, Oil, etc.
• Quantity: Specify the amount of each ingredient needed for the recipe, using the correct unit (like grams, liters, pieces).
• Cost per Unit: Input the price of one unit of the ingredient, which will be used to calculate the cost for the total quantity used.
• Total Item Cost: This field auto-calculates based on quantity and unit cost to give the total cost of the specific ingredient used.
• Description: Write any additional preparation instructions, notes, or special cooking steps related to the recipe.

Liquor Stock Transfer

This module enables staff to transfer liquor stock from the main warehouse to designated stores or outlets within the hotel.

It ensures proper documentation of:

• Transferred liquor brands
• Quantities
• Destination store

The system maintains a log for audit and stock tracking purposes, which helps prevent misplacement or overuse.

• Warehouse: Select the warehouse from which the liquor stock is being transferred. This is the source location of the inventory.
• Store: Choose the destination store where the liquor will be transferred. This is where the stock will be received.
• Liquor Name: Select the specific liquor item that is being transferred (e.g., Whiskey, Vodka).
• Receiver: Enter the name of the person or department receiving the liquor at the destination store.
• Bottle in ml: Specify the bottle size (e.g., 750 ml, 1000 ml) to track liquor volume accurately.
• Quantity Available: This shows the current stock available in the selected warehouse for the chosen liquor item.
• Date: Select the date on which the liquor transfer is being recorded.
• Quantity Transfer: Enter the quantity of liquor bottles being transferred from the warehouse to the store.
• Add / Remove: Use the "Add" button to include the transfer item in the list, or "Remove" to delete an item before finalizing the transfer.
• List: Displays all the liquor transfer records added during the session, showing detailed item-wise data.
• Search by Warehouse/Store: Allows you to filter and search previous transfer records by selecting the warehouse or store name.
• Reset: Clears all fields and filters to allow a fresh entry or search.
• Export: Export the liquor transfer records to an Excel file for printing, analysis, or record-keeping.

Beverages Stock Transfer

Through the Beverages Stock Transfer module, staff can move beverage items (excluding liquor) from the warehouse to specific stores or counters.

It supports:

• Inventory updates during transfer
• Record of sending and receiving locations
• Accurate stock level maintenance

This module ensures the beverage section remains well-stocked based on operational needs.

steps

• Transfer ID: Enter or view the unique ID assigned to the beverage stock transfer entry. This helps in record identification.
• Date: Select the date on which the beverage stock transfer is taking place.
• Store: Choose the destination store where the beverage items are being transferred.
• Receiver: Enter the name of the person or department who will receive the beverage stock at the destination.
• Remarks: Add any relevant notes or comments regarding the transfer (e.g., urgent restocking, damaged replacement).
• Item Name: Select the beverage item being transferred (e.g., Cola, Juice, Water).
• Quantity: Enter the number of units (bottles, cartons, etc.) of the beverage being transferred.
• Add: Click to add the current item and quantity to the list of transfer records.
• Remove: Use this to delete an added item from the transfer list before saving or confirming the transaction.

Raw Material Stock Transfer

The Raw Material Stock Transfer module handles the movement of raw materials—such as vegetables, meat, spices, grains, and dairy—between the central warehouse and kitchen or store.

This module allows staff to:

• Track the materials transferred
• Record source and destination points
• Monitor the frequency and volume of transfers

This helps streamline recipe production and reduces wastage due to stock mismanagement.

steps

• Transfer ID: Enter or view the unique ID for the raw material stock transfer. This ensures each transfer record is uniquely identified for tracking and reference.
• Date: Select the date when the raw material stock is being transferred. This helps maintain chronological inventory records.
• Remarks: Write any additional notes about the transfer, such as the reason for transfer, urgency, or condition of the materials.
• Store: Choose the originating or destination store involved in the stock transfer process.
• Receiver: Enter the name of the person or department who will receive the raw materials at the destination.
• Item Name: Select or type the name of the raw material being transferred (e.g., flour, sugar, packaging rolls).
• Quantity: Specify the number of units of the raw material that need to be transferred.
• Add: Click to include the selected item and its quantity into the transfer list.
• Remove: Use this option to delete any wrongly added item from the transfer list before finalizing the entry.

Stock Adjustment (Liquor)

The Liquor Stock Adjustment module lets staff update the system in case of discrepancies between physical and system quantities.

Adjustments are typically made when:

• Items are lost, damaged, or consumed accidentally
• Bottles are partially used or broken
• Users must provide a reason for the difference, ensuring accountability and transparency in liquor stock handling

Steps

• Adjustment ID: Enter or view the unique ID automatically assigned to each stock adjustment record for liquor. It helps in tracking and referencing the adjustment.
• Date: Select the date on which the stock adjustment is being made. This records when the change in liquor inventory occurred.
• Store / Bar Type: Choose the store or bar location where the liquor stock adjustment is happening. It defines the inventory location affected.
• Liquor Name: Enter or select the name of the liquor item (e.g., Whisky, Vodka) that is being adjusted.
• Volume: Specify the volume of the liquor (e.g., 750 ml, 1 liter) to ensure accurate inventory measurement.
• Adjustment Type (Plus / Minus): Select whether the stock is being increased (Plus) or decreased (Minus) based on the situation (e.g., breakage, new arrival, correction).
• City: Mention the city where this adjustment is taking place, especially useful in multi-location hotel setups.
• Reason: Write a detailed reason for the adjustment such as breakage, over-pour, expired stock, or audit correction. This helps in audit trails.
• Search by Date and Liquor Name: Use this feature to filter and view previous adjustment records by selecting a specific date and liquor item.
• Adjust Button: Click this button after filling all required details to apply the stock adjustment to the system.

Stock Adjustment (Main Store RM and Beverages)

This module handles inventory corrections in the main store for both raw materials (RM) and beverages.

Users can:

• Adjust the item quantity manually
• Record the justification for the change
• Maintain accurate closing stock reports

It promotes better control over bulk inventories and ensures reliable reporting.

Steps

• Adjustment ID: A unique identifier automatically or manually entered to distinguish each stock adjustment entry for tracking and audit purposes.
• Date: Select the specific date when the stock adjustment is being made in the main store. This marks the transaction timing.
• Inventory Type: Choose the type of inventory being adjusted — options may include Raw Material, Beverages, etc., to categorize the item correctly.
• Item Name: Enter or select the specific name of the item (e.g., Sugar, Soda, Flour) for which the stock is being increased or decreased.
• Adjustment Type (Plus / Minus): Indicate whether the quantity is being increased (Plus) or reduced (Minus), depending on the reason for adjustment (e.g., spoilage, excess, shortage).
• City: Specify the city where this stock adjustment is happening, which is important for businesses with multiple branches.
• Reason: Provide a clear reason for the stock adjustment, such as expired stock, inventory correction, spillage, or audit variance.
• Search by Date and Item Name: Allows the user to filter and view historical adjustment records based on date and specific item for quick reference and validation.
• Adjust: Click this button to apply the stock adjustment after completing all required fields. It confirms and updates the inventory accordingly.

Stock Adjustment (Store RM and Beverages)

This adjustment module applies to individual store-level inventories of raw materials and beverages.

It allows staff to:

• Update stock levels based on physical verification
• Document the reason for any surplus or shortfall
• Maintain system integrity for daily operations

It is especially useful in outlets, kitchens, or mini-bars where small discrepancies may occur due to fast-moving items.

Steps

• Adjustment ID: Enter or auto-generate a unique identifier for the stock adjustment entry to track and distinguish it in system records.
• Date: Select the exact date on which the stock adjustment is being made for proper transaction logging and future reference.
• Inventory Type: Choose the type of inventory involved in the adjustment, such as Raw Material or Beverages, to categorize the stock correctly.
• Item: Select the specific item (e.g., Rice, Juice, Flour) that needs adjustment based on available stock and physical verification.
• Store Type Name: Specify the store or section where the adjustment is taking place (e.g., Main Store, Cold Storage, Dry Goods Store), ensuring accurate location tagging.
• Adjustment Type (Plus / Minus): Select whether the quantity of the item is being increased (Plus) due to extra stock found or decreased (Minus) due to loss, damage, or expiry.
• City: Mention the city or location where the store exists, especially useful for multi-city operations to manage inventory location-wise.
• Reason: Provide a detailed explanation for the stock adjustment, such as inventory mismatch, expired item, manual correction, or damage in transit.
• Search by Date: Allows filtering of previously made stock adjustments by date to track changes, verify records, or perform audits.
• Adjust: Click the Adjust button to save and apply the stock correction to the inventory system, updating the available quantity accordingly.

2.8 Search Records

The Search Records module helps users quickly find and view important operational data within the HMS. Whether it's related to employees, suppliers, guests, inventory, or financial transactions, this module centralizes everything in one place.

It is specially designed for:

• Easy searching
• Quick reference
• Better decision-making in daily hotel operations

This section allows you to filter and view specific entries based on selected criteria like:

• Date range
• Name
• Room number
• Payment details

It saves time, reduces paperwork, and supports better tracking of hotel activities.

In this tab, you can search multiple records from the system which includes:

– Employees

• You can search and view all registered employee details.
• It helps in managing and tracking staff information department-wise.

• Open the “List of Employee” search screen from the main menu.
• Use the Search by Name field to enter the employee’s full or partial name to filter results.
• Use the Search by Department dropdown or field to narrow down employees belonging to a specific department.
• Use the Search by Organization field to view employees under a particular organization (if applicable).
• System displays results automatically based on the search criteria entered.
• Scroll through the results to view employee details such as name, ID, department, contact, etc.
• Reset the filters to clear all search fields and view the complete list again.

– Suppliers

• This allows you to search supplier names and contact details.
• You can easily access supply history and payment records.

• Open the “List of Supplier” screen from the main interface.
• Search by Name: Enter the supplier's full or partial name to filter results.
• Search by City: Type the city name to display suppliers located in that city.
• Search by Contact Number: Enter the supplier’s phone number to locate them directly.
• System will display matching suppliers including their name, address, city, contact number, and other details.
• Results are shown in a list format for easy review.
• Click Reset to clear all search fields and view the complete supplier list again.

– Employee Attendance 1 & 2

Attendance records can be searched by employee name, date, or shift.

List of attendance entry,employee name,entry date,from to,seacrch,see list

• Open the "List of Attendance Entry" screen from the application.
• In the Employee Name search field, type the name of the employee whose attendance you want to find.
• Use the Entry Date field to select a specific date or
• Use the From – To date range fields to filter attendance records between specific dates.
• Click on the Search button to view matching attendance entries.
• The system will display the attendance records based on the entered criteria.
• You can view each record's details like employee name, in-time, out-time, and working status.

Employee Payment 1 & 2:

• You can check employee salary payments and allowances.
• These sections display payment mode, date, and paid amount.

• Go to the "List of Attendance Entry" section in the system.
• Enter the employee name
• Select the Entry Date for which you want to view attendance records.
• Click the Search button to filter attendance based on the selected date.
• The system will display the list of attendance entries for that date including all employee records.

Supplier Payment:

• Enables users to track payment made to each supplier.
• You can filter payments by supplier name, date, and invoice number.

• Enter the supplier name in the search field.
• Select the From and To date range to filter payments.
• Click the Get Data button to retrieve relevant payment records.
• View the list of supplier payment details in the results.

Advance Entry & Current Advance:

• View and manage advance payments given to employees.
• Track the remaining balance and repayment schedules.

• Enter the employee name in the search field.
• Select the From and To dates in the Entry Date fields.
• Click the Search button to retrieve advance entries.
• View the Total Advance and related details in the search results.

• Go to the Reports section and select List of Current Advance.
• The report will display all active advance payments given to employees or staff members.
• Each entry includes the Employee ID, Employee Name, Department, Designation, and the Advance Amount currently outstanding.
• Use filters such as employee name or department to narrow down the list if needed.
• Click View Report to see full details.
• Use the Print or Export option for recordkeeping or payroll reconciliation.

Guest Ledger

• Displays all financial transactions of individual guests.
• This helps in reviewing balances, room charges, and extra services.

• Enter the guest name into the search bar to filter records for a specific guest.
• Choose the entry date range using the "From" and "To" date fields to narrow down the search based on a specific period.
• Click the Search button to retrieve guest ledger entries matching the criteria.
• View the list of transactions, including all debit/credit records, date-wise balances, and relevant payment history for the selected guest.

Current Balance

• You can view current outstanding balances of guests or companies.
• Useful for quick overview of pending dues.

• Enter the guest name to search for a specific individual’s financial summary.
• Click on the Search or Get Data button to retrieve the current balance for the selected guest.
• View the list displaying the guest's name and their current outstanding or available balance in the system.

Deduction

• Shows any salary or payment deductions made from employees.
• Helps in maintaining payroll transparency.

• Select or enter the employee name whose deduction entry you want to view or manage.
• Choose the entry date to filter deductions by a specific date or time period.
• View the total advance or deduction amount recorded against the employee.
• Click on the Search button to fetch and display relevant deduction records for the selected employee and date.

Check In & Check Out

• Search and view all check-in and check-out history.

• Enter or select the guest name to search for specific check-in records.
• Enter the room number to filter results based on assigned rooms.
• Choose the status (e.g., checked-in, checked-out) to narrow down the search.
• Select the check-in date to view check-ins on a particular day.
• Click on the Search button to retrieve matching check-in records.
• View the complete list of check-ins based on the applied filters.

• Enter or select the guest name to search for specific check-out records.
• Input the room number to filter results by the room assigned to the guest.
• Select the check-out date to view records from a particular day.
• Click on the Search button to display the relevant check-out records.
• View the list of check-outs that match the search criteria.

Room Reservation:

• Lets you track all room bookings, cancellations, and upcoming reservations.
• Can filter by guest name, room type, or reservation date.

• Enter or select the guest name to search for specific reservation records.
• Input the room number to filter reservations linked to a particular room.
• Select the status (e.g., confirmed, pending, cancelled) to narrow down results.
• Choose the reservation date or a date range to find reservations made on that day or period.
• Click on the Search button to retrieve reservation entries matching the criteria.
• View the list of reservations based on the search inputs.

Guests:

• Lists all guest profiles with contact and stay history.
• Helpful for repeat bookings and personalized service.

• Enter the guest name to search for specific guests by their full or partial name.
• Input the city to filter guests based on their location or residence.
• Provide the contact number to search guests using their phone or mobile number.
• Click on the Search button to view matching guest records.
• See the list of guests displayed based on the entered search criteria.

Point of Sale

• Shows all restaurant and bar orders linked to guest rooms.
• Useful to monitor food & beverage charges and KOTs.

• Enter the Bill Number to search for a specific order placed today using its unique bill identifier.
• Enter the Bill Date (usually today's date) to filter and view all orders created on that date.
• Click the Search button to apply the filter and retrieve the relevant order records.
• View the list of today’s orders displayed based on the provided search criteria.

Purchased Inventory:

• You can review all stock purchase history.
• Track vendors, item names, quantities, and purchase costs.

• Enter the Supplier Name to search for purchases made from a specific supplier.

• Select the From Date and To Date to define the date range for the purchase records you want to view.

• Click the Search button to filter purchase entries based on the supplier and selected date range.

• View the list of purchases matching the criteria.

Liquor Stock:

• View liquor stock details including quantities and movement.
• Helps in bar inventory management.

• Enter the Liquor Name in the search bar to find specific liquor stock details.
• Click the Search button to display the matching liquor stock records.
• View the list of liquor stock with relevant details such as quantity, volume, and location.

Hall or Garden Reservation

• Displays booking details for banquets, halls, and gardens.
• Track reservation dates, guest details, and invoice information.

• To search for garden reservations, enter the Garden Name and select the From and To date range.
• Click the Search button to view all matching garden reservations within the selected dates.
• To search for hall reservations, enter the Hall Name and select the From and To date range.
• Click the Search button to view all hall reservations that fall within the selected timeframe.
• After either search, the reservation list will be displayed with full booking details.

Most Ordered Foods:

• Shows a list of the most frequently ordered menu items.
• Helps in menu planning and understanding guest preferences.

• Select the Date or date range for which you want to view the most ordered food items.
• Click the Search button to generate the list.
• The system will display a list of food items ordered most frequently on the selected date(s), along with their respective order counts or popularity.

Laundry Billing & Laundry Items Stock:

View laundry charges for guest clothing or room linen.

• Enter the Guest Name to filter laundry billing records associated with a specific guest.
• You can also search using the Bill Number if you want to retrieve a specific laundry bill.
• Alternatively, select the Bill Date or date range to search laundry bills created on specific dates.
• Click the Search button to fetch the filtered records.
• The system will display the list of laundry billing entries based on your search criteria.

• Open the List of Laundry Items section in the application.
• The system will display all laundry service items available in the system.
• Each entry typically includes details such as Item Name, Service Type, Rate/Cost, and Unit.
• You can scroll through or filter the list (if available) to view specific laundry items.
• This section helps you keep track of all items and services offered for laundry billing purposes.

2.9 Reports

The Reports module in the Hotel Management System (HMS) serves as a centralized hub for generating, viewing, and analyzing all critical data and activities across the hotel’s departments. It provides a wide range of detailed and categorized reports that empower hotel management with real-time insights, helping in decision-making, operational efficiency, and financial transparency.

This tab contains all types of reports including:

Rooms Report:

This report provides a complete overview of all hotel rooms, including room types, availability, current occupancy status, room rates, and maintenance notes. It helps front office and housekeeping teams coordinate room readiness and improves operational planning.

• Go to the Reports section and select Room Report.
• The report will display a list of rooms with detailed information in tabular format.
• For each entry, you will see the Room Number that identifies the specific room.
• The Plan Code indicates the internal code assigned to the pricing or stay plan.
• The Plan Name describes the type of plan (e.g., EP – European Plan, MAP – Modified American Plan).
• The Room Type field shows the category of the room (e.g., Deluxe, Standard, Suite).
• The Room Charges column displays the cost per night or per stay under the assigned plan.
• The Max Adults field indicates the maximum number of adults allowed in that room.
• The Max Kids field shows the maximum number of children that can stay in the room.
• You can scroll or search within the list to view and compare room configurations and pricing.

Food Menu Items Report:

This report lists all food items available across different hotel outlets. It displays item names, pricing, categories, and codes. Restaurant and kitchen staff rely on it to keep menus updated and ensure consistency in offerings.

• Go to the Reports section and select Food Menu Report.
• The report will display a categorized list of food and beverage items available in the system.
• Under the Beverages section, you will see items like tea, coffee, soft drinks, juices, etc., along with their respective prices.
• Other food categories may include Appetizers, Main Courses, Desserts, Snacks, and more.
• Each entry in the report will show the Item Name and its corresponding Price.
• The menu may also be grouped by meal types (e.g., breakfast, lunch, dinner) if applicable.
• Use this report to review and verify all active food items and their pricing details.
• You can view, print, or export the report as needed for kitchen or billing reference.

Liquor Menu Items Report:

Similar to the food menu, this report details all liquor items available at the bar or restaurant. It includes pricing, brand, quantity, and availability, allowing bar managers to manage stock and update offerings as needed.

• Go to the Reports section and select Liquor Menu Report.
• The report will display a categorized list of all liquor items available in the system.
• Each entry includes the Liquor Item Name (e.g., Whiskey, Vodka, Beer, Wine) along with its Brand if applicable.
• The report shows the Price of each liquor item, typically per unit (e.g., per peg, bottle, or glass).
• Items may also be grouped by type such as Spirits, Cocktails, Wines, Beers, etc.
• This report helps verify the liquor inventory available for sale along with their updated prices.
• Use the View, Print, or Export options to keep a copy for bar management or auditing.

Liquor Available Stock Report

This report displays the current stock of liquor items in the hotel. It helps managers monitor available inventory, identify low-stock items, and prepare purchase orders accordingly.

• Go to the Reports section and select Liquor Available Stock Report.
• The report will display a list of all liquor items currently in stock.
• Each entry includes:
  • Liquor Item Name
  • Brand
  • Quantity Available
• Additional details may include:
  • Unit of Measure (e.g., bottle, peg, ml)
  • Store/Bar Location
• The report helps monitor current stock levels and identify low or out-of-stock items.
• Use filters if available to narrow down results by brand, category, or store.
• Click View Report to see the full stock list.
• Use the Print or Export options to save a copy for inventory control or internal use.

Liquor Out of Stock Report

The system generates this report when liquor items run out. It enables the purchase department to act quickly, preventing service disruptions and ensuring guest satisfaction.

• Go to the Reports section and select Liquor Out of Stock Report.
• The report will display a list of all liquor items that currently have zero stock available in the system.
• Each entry includes the Liquor Item Name, Brand, and Unit of Measure.
• The report may also show the Store or Bar Location where the stock is empty.
• This report is useful for identifying items that need to be reordered or replenished.
• Click View Report to review the complete list of out-of-stock liquor items.
• Use the Print or Export options to generate a report for purchasing or inventory planning.

Guest Profile and Account Ledger

This report provides detailed financial and profile information for each guest. It includes contact details, stay history, account balances, and all transactions made during the guest’s stay. The front office and accounts teams use this report to manage billing and guest interactions.

• Open the Guest Report section in the system.
• Enter the Guest Name in the search field to filter results.
• Use the following available actions:
  • View Profile Report – Displays the complete personal and booking details of the selected guest.
  • View Account Ledger Report – Shows the financial transaction history of the guest including payments, refunds, and pending balances.
  • Guest Balance Report – Generates a report showing the current outstanding balance or credit available in the guest's account.
• After selecting your desired action, click Report to generate and view the report in detail.

Purchased Inventory Report

This report keeps track of all inventory items purchased for hotel operations, including raw materials, beverages, kitchen supplies, and general items.

It shows vendor details, quantities, prices, and dates of purchase, which supports budget control and audit processes.

• Go to the Purchase Inventory Report section.
• To generate a report by date:
  • Select the Bill Date From and To fields to define the date range.
  • Click View Report to display all purchase entries within the selected dates.
• To generate a report by supplier:
  • Enter or select the Supplier Name from the list.
  • Click View Report to see purchases made from the selected supplier.

Creditors List

This report lists all suppliers or parties to whom the hotel owes money. It includes outstanding amounts, due dates, and payment history, allowing the accounts team to manage payables efficiently.

• Open the Creditors Report section.
• To view all creditors:
• Click on the All Creditors Report button to display a complete list of all creditors.
• To filter the report by city:
• Select or enter the desired City.
• Click on Creditor Report to generate and view the filtered report.

Debtors List

This report shows all individuals or companies that owe money to the hotel. It helps track unpaid invoices, follow up on overdue payments, and maintain healthy cash flow.

• Go to the Reports section and select Debtors Report.
• The report will display a list of guests who have outstanding dues.
• Each entry includes the Guest ID, which uniquely identifies the guest in the system.
• The Name and City fields show the guest’s full name and their city of residence.
• The Contact Number field displays the guest’s phone number for follow-up communication.
• The Amount Due column shows the total unpaid balance for each guest.
• Use this report to track outstanding payments and assist in collection efforts.
• Click View Report to display the full list of debtors.
• Use the Print or Export options to generate a report for accounts or management use.

Garden Reservation Report

This report outlines all reservations made for the garden area, including client names, event details, dates, and charges. The events team uses this report to prepare schedules and manage outdoor event logistics.

• Go to the Garden Reservation Report section
• Enter the Garden Name, From Date, and To Date
• Click Search to view filtered results
• Click View Report to generate the garden reservation report
• Alternatively, search by Bill Date to filter data
• Click Search and then View Report to see the report based on bill date

Hall Reservation Report

Similar to the garden reservation report, this report covers all bookings for the banquet or event hall. It contains reservation details, contact information, and financials, enabling event managers to organize hall usage effectively.

• Go to the Hall Reservations Report section
• Enter the Hall Name, From Date, and To Date
• Click Search to view reservations within the specified range
• You can also search by Bill Date
• Click Search to view filtered records based on bill date
• Click View Report to generate and display the hall reservation report

Room Reservation Report

This report captures all room bookings, whether for individual guests, companies, or group bookings. It shows room numbers, check-in/check-out dates, reservation status, and payment details. Front office staff use this to manage future occupancy and plan room availability.

• Go to the Room Reservation Report section
• Enter the Reservation Date range using From Date and To Date
• Click Search to filter reservations within the specified range
• Click View Report to generate and display the room reservation report

Check-In Report

This report lists all recent and upcoming check-ins, providing guest details, room numbers, check-in times, and payment statuses. It helps receptionists prepare for arrivals and offer smooth service.

• Go to the Check-In Report section
• Enter the Check-In Date range using From Date and To Date
• Click Search to filter check-ins within the selected date range
• Click View Report to generate and view the check-in report

Check-Out Report

This report logs all completed check-outs, including the guest's name, room number, billing status, and check-out time. The accounts team uses it to finalize charges and update room status for cleaning and future bookings.

Check-Out Report

• Go to the Check-Out Report section
• Enter the Check-Out Date range using From Date and To Date
• Click Search to filter check-outs within the selected date range
• Click View Report to generate and view the check-out report

Laundry Billing Report

This report provides a record of laundry services used by guests, including item names, quantities, charges, and total billing. It supports both revenue tracking and guest billing verification.

• Go to the Laundry Billing Report section
• Enter the Bill Date range using From Date and To Date fields
• Click on Search to filter laundry bills within the selected range
• Click on View Report to generate and display the laundry billing report

Advance Entry Report

The advance entry report captures all financial advances paid to employees or collected from guests. It helps management maintain clear records of advances and supports automatic adjustment during final settlements.

• Go to the Advance Entry Report section
• To search by employee:
  • Enter the Employee Name
  • Select the From and To dates
  • Click on View Report to see the employee-specific advance entry records
• To search by entry date:
  • Enter the desired From and To dates without employee name
  • Click on View Report to display advance entries made within the specified date range

Current Payroll Advance Report

This report displays all outstanding salary advances given to employees. HR and accounts use this to adjust salaries accurately and track pending amounts.

• Go to the Reports section and select Current Payroll Advance Report.
• The report will display a list of employees who have received payroll advances.
• Each entry includes the Employee ID and Employee Name.
• The Designation column shows the employee’s job title (e.g., Waiter, Manager, Chef).
• The Department column indicates the department the employee belongs to (e.g., Front Office, Housekeeping, Kitchen).
• The Amount column shows the total advance amount taken by each employee.
• Use this report to monitor current outstanding advances for payroll processing and recovery.
• Click View Report to see full details.
• Use the Print or Export options to generate a copy for HR or finance records.

Deduction Report

This report shows all deductions made from employee salaries, including taxes, penalties, advances, or benefits adjustments. It ensures payroll transparency and legal compliance.

• Go to the Deduction Report section
• To search by employee:
  • Enter the Employee Name
  • Select the From and To date range
  • Click on View Report to display deductions related to the specified employee
• To search by deduction date:
  • Enter the From and To dates under Deduction Date
  • Click on View Report to see all deductions made within the selected date range

Employee Payment Report

This report documents all salary payments made to hotel staff. It includes employee names, payment dates, gross salary, deductions, and net pay, supporting monthly payroll management.

• Navigate to the Employee Payment Report section
• To search by employee:
  • Enter the Employee Name
  • Select the From and To date range
  • Click on View Report to display payment records for that employee
• To search by payment date:
  • Select the From and To dates under the Payment Date filter
  • Click on View Report to view all payments made within the selected date range

Salary Slip

This is an individual report generated per employee, showing detailed breakdowns of their monthly salary. It includes basic pay, deductions, bonuses, and net payable amount—used for employee communication and records.

• Go to the Hotel Salary Slip section
• Enter the Payment ID in the search field
• Click on View Report to generate and view the salary slip for the specified Payment ID

Salary Slips Report

Unlike the individual salary slip, this report compiles salary slips for all employees for a selected month. The HR and finance departments use this report during payroll processing and audits.

• Navigate to the Salary Slips Report section
• Enter the Employee Name in the search field
• Enter the Date Range for which you want to view the salary slips
• Enter the Payment Amount and Payment Date if applicable
• Click on View Report to display the salary slips matching the search criteria

Hall Reservation Invoice

This report generates official invoices for hall bookings. It includes reservation details, client information, total amount payable, taxes, and payment status—used for billing and recordkeeping.

• Go to the Hall Reservation Invoice section
• Enter the Bill Number in the search bar
• Click on View Report to generate and display the hall reservation invoice

Garden Reservation Invoice

This report provides the invoice for garden event reservations. It includes a full summary of event charges, taxes, discounts (if any), and guest details, helping event coordinators handle client billing professionally.

2.10 Additional Reports

The Additional Reports module in the Hotel Management System (HMS) provides advanced, detailed, and department-specific insights that go beyond the standard operational and financial reports. This module is designed to give hotel management a deeper view into critical activities such as guest transactions, stock movements, housekeeping, audits, and daily operations.

These reports support better planning, improved accountability, and smarter decision-making across all levels of hotel operations.

This tab contains some additional reports that were not covered in the standard Reports tab, including: guest transactions, checkout due, reservation canceled refund, refund cash, stock movement, stock adjustment, sales account summary, housekeeping, room occupancy, checkout and taxes, arrivals, departures, airport pickup/drop, commission, expenses, night audit, and continuous report.

Guest-Related Reports

These reports offer transparency in guest transactions, refunds, and occupancy status.

Guests Transactions

• Displays detailed logs of all financial transactions made by individual guests during their stay.
• Tracks room charges, restaurant bills, POS purchases, taxes, and payments.
• Helps front office and accounting departments verify billing and identify discrepancies.

Guest Transaction

• Navigate to the Guest Transaction section
• Enter the From and To dates to define the transaction period
• Click on View Report to display all guest transactions within the selected date range

Check-Out Due

• Lists guests who are due to check out on the current or upcoming dates.
• Helps reception prepare bills and coordinate with housekeeping.
• Ensures rooms are cleared and ready for new arrivals.

• Navigate to the Check Out Due Report section
• Enter the date for which you want to view due check-outs
• Click on View Report to display guests who are due for check-out on the selected date

Key Benefits:

• Lists guests who are due to check out on the current or upcoming dates.
• Helps reception prepare bills and coordinate with housekeeping.
• Ensures rooms are cleared and ready for new arrivals.

Reservation Cancellation Refund

• Shows refunds processed due to reservation cancellations.
• Includes guest details, reservation IDs, refund amounts, and payment modes.
• Helps in maintaining accurate financial records and guest trust.

• Go to the Refund Report section
• Enter the From and To dates to define the date range
• Click on View Report to see the list of refund transactions within the selected dates

Refund Cash:

• Tracks all cash refunds provided to guests for any reason.
• Includes breakdowns by department (e.g., laundry, POS, room service).

• Go to the Refund Cash section
• Enter the From and To dates to set the search range
• Click View to display the refund cash details within the selected date range

Inventory Movement and Adjustment Reports

These reports track every movement and adjustment of inventory items to ensure stock integrity.

Liquor Stock Movement

• Displays transfer and usage of liquor between bars, stores, and outlets.
• Helps bar managers monitor supply, consumption, and internal transfers.

• Go to the Additional Reports section and select Liquor Stock Movement Report.
• Use the Store dropdown to select the specific store or bar location you want to view the movement for.
• Use the Search by Date option to filter stock movement records within a particular date range.
• Select the From Date and To Date using the calendar fields.
• To narrow down further, enter the Liquor Name in the search field to view movement of a specific liquor item.
• Click the Search button to display all stock in and stock out transactions for the selected store, date range, and liquor item.
• The report will show details such as item name, brand, quantity moved, transaction type (inward/outward), and date.
• Use the View Report, Print, or Export options as needed for inventory tracking or auditing purposes.

Beverages Stock Movement (Main Store)

• Tracks beverages issued or received by the main store.
• Maintains transparency in store-to-store movement.

1. Open the Reports section from the main navigation menu.
2. Go to the Additional Reports subsection.
3. Select Beverages Stock Management Report from the list.
4. To view all stock activities within a specific time period, use the "Search by Date" option.
5. Click on the From Date and To Date fields to select your desired date range.
6. Click the Search button to display all beverage stock entries and exits within that date range.
7. To filter by a specific beverage item, use the "Search by Date and Item Name" option.
8. Select the date range and enter the item name in the provided text box.
9. Click the Search button to view the report for that particular beverage within the selected dates.
10. After the search, the filtered report will appear in tabular format with relevant stock details.
11. Click the View Report or Print button to generate or print the final report as needed.

Beverages Stock Movement (Store):

Shows beverage transfers and consumption within departmental stores like bars or restaurants.

• Go to the Additional Reports section and select Beverage Stock Movement Report.
• Use the Store dropdown to choose the specific store or bar location for which you want to view beverage stock movement.
• Use the Search by Date option to filter transactions within a selected date range.
• Select the From Date and To Date using the calendar fields.
• Enter the Beverage Name in the search field to view movement of a particular beverage item.
• Click the Search button to display all stock in and stock out transactions for the selected beverage, date range, and store.
• The report will list details such as:
  • Beverage name
  • Quantity moved
  • Type of movement (inward/outward)
  • Transaction date
  • Store name
• Use the View Report, Print, or Export options to save or analyze the report for inventory control or restocking purposes.

Raw Materials Stock Movement (Main Store)

• Documents stock issued from the main store to kitchens or other outlets.
• Useful for kitchen cost control and stock audits.

• Go to the Raw Material Stock Management Report section under Additional Reports.
• Use the "Search by Date" option to filter stock transactions within a specific date range.
• Select the From Date and To Date using the date picker fields.
• Click on the Search button to view raw material stock-in and stock-out records for the selected period.
• Use the "Search by Date and Item Name" option to search for a specific raw material item.
• Enter the item name in the input field and select the desired date range.
• Click the Search button to filter the report by item name and date range.
• The system will display the report in a table format, showing stock quantities, item names, and transaction types.
• Click View Report to open a detailed version of the filtered report.
• You can also print or export the report if required.

Raw Materials Stock Movement (Store):

• Tracks raw materials moving within sub-stores and departments.
• Helps avoid over-usage and spoilage.

• Go to the Raw Material Stock Movement Report section under Additional Reports.
• Use the Select Store dropdown to choose the specific store location for which you want to view the stock movement.
• Use the "Search by Date" option to filter stock movement entries based on a specific date range.
• Select the From Date and To Date using the date selection fields.
• Click the Search button to display the movement of raw materials (inward and outward) for the selected store and date range.
• Use the "Search by Date and Item Name" option to search for a specific raw material movement.
• Enter the item name and select the appropriate date range.
• Click the Search button to filter and view stock movement for the selected item within the given dates.
• The report will be displayed in tabular form, showing item details, movement type, quantity, date, and store name.
• Click View Report to open the detailed version of the report.
• Use the Print or Export options to save or share the report if required.

Stock Adjustment (Liquors):

• Adjusts stock levels in case of breakage, spillage, or discrepancies found during physical audits.
• Protects against inventory losses.

1. Go to the Stock Adjustment Report section under Additional Reports.
2. Select the Liquor Store Wise option to view stock adjustments specific to liquor stores.
3. Use the Store/Bar Type dropdown to choose the desired store or bar category.
4. Use the Search by Date option to filter adjustments based on a specific time frame.
5. Select the From Date and To Date using the date pickers.
6. Click the Search button to view all liquor stock adjustment records for the selected store and date range.
7. To narrow down results further, use the Search by Date and Item Name option.
8. Enter the item name in the input field and select the From and To Date.
9. Click the Search button to display stock adjustments related to the specified item and date range.
10. The report will appear in table format with item details, adjustment quantity, reason, date, and store/bar name.
11. Click View Report to generate the complete detailed report.
12. Use the Print or Export button if needed.

Stock Adjustment (Main Store RM and Beverages)

• Applies corrections to inventory records in the main store for raw materials and beverages.
• Used after verification or inventory count.

• Go to the Main Store Raw Materials report section under Additional Reports.
• Use the Inventory Type dropdown to select the category of raw materials you want to filter (e.g., consumable, perishable, non-consumable).
• Use the "Search by Date" option to view raw material entries within a specific date range.
• Select the From Date and To Date using the calendar fields.
• Click the Search button to display all raw material records for the selected inventory type and date range.
• Use the "Search by Date and Item Name" option to find stock entries of a specific raw material.
• Enter the item name and select the required From Date and To Date.
• Click the Search button to view the filtered report based on the selected item and dates.
• The report will be displayed in a table format showing item names, quantities, inventory types, and transaction details.
• You may use the View Report, Print, or Export options as needed.

Stock Adjustment (Store RM and Beverages):

• Similar adjustment process for departmental or sub-stores.
• Supports accurate stock reconciliation.

• Go to the Store Raw Material and Beverages report section under Additional Reports.
• Use the Store dropdown to select the specific store for which you want to view data.
• Choose the appropriate Inventory Type (e.g., raw material, beverages) from the dropdown menu.
• Use the "Search by Date" option to filter records based on a specific date range.
• Select the From Date and To Date using the calendar fields.
• Click the Search button to view all raw material and beverage entries for the selected store and inventory type within the given date range.
• Use the "Search by Date and Item Name" option to refine your search further.
• Enter the item name and select the From Date and To Date.
• Click the Search button to display stock records for that specific item and date range.
• The report will be shown in tabular format with item names, quantities, inventory type, transaction details, and store name.
• Click View Report to open the full detailed report.

Sales & Financial Summary Reports

Sales Account Summary

• Provides a consolidated view of sales across all revenue-generating outlets.
• Breaks down sales by rooms, F&B, laundry, and events.
• Assists in revenue analysis and forecasting.

• Go to the Sales A/C Summary Report section under Additional Reports.
• Use the "Search by Date" option to filter sales account summaries within a specific date range.
• Select the From Date and To Date using the calendar fields.
• Click the Search button to view the sales account summary for the selected period.
• The report will display total sales amounts, payment types, and summary details grouped by date or account.
• Click View Report to open the full detailed report.
• Use the Print or Export button if a physical or digital copy is required.

Commission Report

• Shows commission payable to travel agents, vendors, or staff.
• Helps the accounts team verify payouts and percentages.

• Go to the Commission Report section under Additional Reports.
• Use the "Search by Date" option to view commission records within a specific time period.
• Select the From Date and To Date using the calendar fields.
• Click the Search button to display all commission transactions recorded within the selected date range.
• Use the "Search by Date and Business Source" option to filter commissions related to a specific business source.
• Select the From Date and To Date, and enter the Business Source Name in the provided field.
• Click the Search button to view the filtered commission report based on the selected business source and date range.
• The report will appear in a tabular format showing:
  • Business source name
  • Commission amount
  • Transaction date
  • Relevant remarks

Housekeeping and Room Status Reports

Housekeeping Room Status

• Displays the real-time status of rooms: clean, dirty, inspected, or out of service.
• Guides housekeeping staff in prioritizing room cleaning.

• Go to the Reports section and select Housekeeping Report.
• The report will display a list of rooms with current housekeeping and occupancy status.
• Each entry includes the Room Number to identify the specific room.
• The Room Type column shows the category of the room (e.g., Standard, Deluxe, Suite).
• The Plan Code indicates the pricing or stay plan assigned to the room (e.g., EP, MAP).
• The Room Status displays whether the room is Clean, Dirty, Occupied, or Vacant.
• The Room Charges column shows the rate associated with the room based on its plan.
• This report helps housekeeping staff manage cleaning schedules and room readiness.
• Use the View Report, Print, or Export options as needed for operational use.

Housekeeping

• Logs housekeeping tasks, assignments, timings, and remarks.
• Enhances coordination between housekeeping and front desk.

• Go to the Housekeeping Report section under Additional Reports.
• Use the "Search by Entry Date" option to filter housekeeping records based on when they were entered.
• Select the Entry Date using the calendar field.
• Click the Search button to view all housekeeping tasks or records added on the selected date.
• The report will be displayed in a table format showing room numbers, status, assigned staff, remarks, and entry time.

Room Utilization & Occupancy Reports

Room Occupancy 1

• Offers a graphical or tabular overview of room occupancy on a daily basis.
• Useful for front office and revenue managers.

• Go to the Reports section and select Room Occupancy Report.
• Use the Search by Check-In Date option to filter records based on guest check-in dates.
• Select the From Date and To Date using the calendar fields.
• Click the Search button to display all rooms that were occupied during the selected date range.
• The report will show details such as Room Number, Guest Name, Check-In Date, Check-Out Date, Room Type, and Occupancy Status.
• This report helps track occupancy trends and room utilization.
• Use the View Report, Print, or Export options for management review or operational planning.

Room Occupancy 2

• Provides deeper insights with filters such as room type, package, company bookings, etc.
• Supports marketing and forecasting.

1. Go to the Reports section and select Room Occupancy Report.
2. The report will display a list of all rooms currently occupied or that were occupied within a given period.
3. Use the Search by Check-In Date option to filter records by guest check-in dates.
4. Select the From Date and To Date using the calendar fields.
5. Click the Search button to generate the occupancy report for the selected date range.
6. The report will include details such as:
   • Room Number
   • Guest Name
   • Room Type
   • Check-In Date
   • Check-Out Date
   • Occupancy Status
7. The Occupancy Status field may show values like Occupied, Vacant, or Under Maintenance.
8. This report helps track real-time and historical room utilization for front office and management use.
9. Use the View Report, Print, or Export options for operational analysis or recordkeeping.

Rooms and Tax Report

• Combines room charges and applicable taxes in one comprehensive report.
• Helps in VAT compliance and government reporting.

• Go to the Reports section and select Search Rooms and Tax Report.
• Use the Search Filters to specify criteria such as Room Number, Guest Name, Date Range, or Room Type if available.
• Click the Search button to retrieve rooms with associated tax details.
• The report will display information such as:
  • Room Number
  • Room Charges
  • Applied Taxes (e.g., VAT, Service Tax)
  • Tax Amount
  • Total Charges
• This report helps in reviewing the tax component applied to room bookings for audit and billing purposes.
• Use the View Report, Print, or Export options for accounting, compliance, or recordkeeping needs.

Arrival & Departure Reports

Arrivals Report

• Lists all guests expected to arrive on a given day or range.
• Includes room assignments, arrival time, and reservation notes.

• Go to the Arrival Report section under Additional Reports.
• Use the "Search by Reservation Date" option to filter upcoming guest arrivals based on their booking date.
• Select the From Date and To Date using the date picker fields.
• Click the Search button to view a list of all reservations made within the selected date range.
• The report will display:
  • Guest names
  • Reservation numbers
  • Check-in dates
  • Room types
  • Reservation sources
• Use the View Report, Print, or Export options as required.

Departures Report

Shows all guests scheduled to depart, including payment status and pending services.

• Go to the Departure Report section under Additional Reports.
• Use the "Search by Date Out" option to filter guest departures based on their scheduled check-out date.
• Select the From Date and To Date using the calendar fields.
• Click the Search button to view a list of all guests scheduled to depart within the selected date range.
• The report will display guest names, room numbers, check-out dates, reservation numbers, and billing status.
• Use the View Report, Print, or Export options as needed.

Airport Pick Up/Drop

• Manages guest transfers to and from the airport.
• Lists timings, vehicle details, and assigned drivers.
• Helps front desk and concierge schedule transportation efficiently.

• Go to the Reports section and select Airport Pickup & Drop Report.
• The report will display a list of all scheduled airport pickups and drop-offs linked to guest reservations.
• Each entry includes details such as:
  • Guest Name
  • Room Number
  • Pickup/Drop Type (Pickup or Drop)
  • Date & Time
  • Flight Number
  • Vehicle Assigned
• You can filter the report by Date, Pickup/Drop Type, or Guest Name if search options are available.
• The report helps coordinate transportation logistics and ensures timely guest service.
• Use the View Report, Print, or Export options to generate a copy for transport staff or front desk coordination.

Audit & Monitoring Reports

Shift Audit

• Tracks activities performed by staff during a specific shift.
• Logs POS transactions, cash movements, check-ins/outs, and system access.
• Ensures transparency and accountability.

• Go to the Shift Audit Report section under Additional Reports.
• Use the "Search by Date From–To" option to filter shift audit records within a specific date range.
• Select the From Date and To Date using the date selection fields.
• Click the Search button to display all shift audits conducted during the selected period.
• The report will show details such as:
  • Shift timings
  • Staff on duty
  • Transactions handled
  • Any shift handover notes
• Click View Report to open the complete audit report.
• Use the Print or Export options if a copy is needed.

Night Audit

• Summarizes the entire day’s financial and operational activities.
• Used to close the day, freeze entries, and prepare for the next operational cycle.

• Go to the Night Audit Report section under Additional Reports.
• Click View to display the complete night audit report for the most recent closed day.
• Click FTD Report (From Today's Date) to view financial and operational data specific to the current day's activities.
• Click MTD Report (Month To Date) to display cumulative data from the beginning of the current month up to today.
• Click YTD Report (Year To Date) to view all audit summaries and financial activities recorded from the start of the year to the present date.
• Each report will show key metrics such as occupancy, revenue, room sales, taxes, and payment modes.
• Use the Print or Export options to save or share the report as needed.

Continuous Report

• Offers a real-time summary of all ongoing processes in the hotel.
• Includes live room status, guest activity, sales updates, and stock levels.
• Acts as a control dashboard for senior management.

1. Go to the Continuous Report section under Additional Reports.
2. Use the "Search by Date Out" option to filter records of guests with extended or continuous stays.
3. Select the From Date and To Date using the date picker fields.
4. Click the Search button to display all guest records scheduled for check-out within the selected date range.
5. The report will show guest names, room numbers, check-in and check-out dates, duration of stay, and status.
6. Use the View Report, Print, or Export options if needed.

2.11 User Utilities

The User Utilities module in the Hotel Management System (HMS) serves as the administrative and configuration backbone of the software. It enables hotel administrators to manage user accounts, set system preferences, assign access rights, and configure communication and hardware settings all in one place. This module ensures that the HMS remains secure, customizable, and aligned with the hotel’s operational needs.

User Registration

Allows the registration of new system users with designated roles such as Administrator, Front Office Staff, POS Operators, Housekeeping, Kitchen Staff, etc.

• Displays a list of all registered users with their roles, usernames, and status (Active/Inactive).
• Helps in managing user credentials, department tags, and shift allocation.
• Supports updating or disabling existing users based on organizational needs.

• Go to the User Utilities section from the main navigation menu.
• Click on List of Registered Users to view all users currently registered in the system.
• The list will display each user's User ID, User Type (e.g., Admin, Manager, Staff), Password (masked), Full Name, Email, Contact Number, and Status.
• To add a new user, click the New button to open a blank registration form.
• Fill in required fields such as User Name, User Type, Password, and Additional Details.
• Click the Save button to register the new user.
• To update an existing user's details, select the user from the list and click the Update button.
• Edit the necessary fields and click Save again to apply changes.
• All changes will be immediately reflected in the user list.

User Rights Management

• Enables the assignment of specific system rights and access levels to each user according to their job responsibilities.
• Admins can control visibility and editing permissions for modules like Reservations, POS, Inventory, Payroll, and more.
• Ensures data security by preventing unauthorized access to critical financial or guest information.

• Go to the User Utilities section and select User Right Management.
• Select or enter the User ID of the user whose rights you want to manage.
• The associated User Type (e.g., Admin, Manager, Staff) and Name will be displayed automatically.
• To assign or modify rights for a new user, click the New button to begin setting up permissions.
• A list of all available Modules in the system will be displayed, such as Reservation, Billing, Reports, etc.
• For each module, select the specific actions the user is allowed to perform (e.g., View, Add, Edit, Delete).
• Once all necessary permissions are selected, click the Save button to assign rights to the user.
• To modify an existing user’s rights, select the user from the list and click the Update button after making changes.
• To remove a user’s rights entirely, select the user and click the Delete button.
• The changes will be saved and reflected immediately in the user access control system.

User Activity Logs

• Keeps a detailed log of user activities, including login time, logout time, accessed modules, and performed operations.
• Assists in monitoring employee productivity and auditing software usage.
• Enhances system transparency by tracking suspicious activities or policy violations.

• The Logs List displays a complete history of system activities and user actions.
• Each log entry includes the Date and Time, User ID, User Name, Module Name, and Action Performed (e.g., Login, Add, Edit, Delete, Print).
• This report helps in tracking system usage, user behavior, and security auditing.
• Use filters such as Date Range, User, or Module to narrow down the log entries.
• Click Search to view filtered results.
• Use the View Report, Print, or Export options to generate a copy for administrative or IT review.

2.12 Tools

The Tools module in the Hotel Management System (HMS) provides a convenient set of built-in and integrated utilities that support hotel staff in their day-to-day tasks. These tools enhance productivity, assist with quick data handling, and offer easy access to essential system applications eliminating the need to switch between multiple platforms.

This module is especially helpful for administrative, accounting, and technical users who require quick access to both system diagnostics and common desktop utilities within the HMS environment.

Different tools and shortcuts are given under this tab, such as:

• Cheque Writer
• Executive Query
• Notepad
• Calculator
• MS Word
• Paint
• Task Manager
• System Information

Cheque Writer

• Allows users to generate cheques digitally by entering bank name, date, payee name, amount (in words and numbers).
• Automatically formats the cheque layout suitable for printing on pre-designed cheque stationery.
• Reduces the risk of errors and ensures professional cheque presentation.
• Saves previously printed cheque records for future reference or reprint.

WRITE CHEQUE:

1. Go to the Tools section and click on Write Cheque.
2. In the cheque form, enter the Payee Name in the designated field.
3. Enter the Amount to be paid.
4. Select the Cheque Date using the date picker.
5. Choose the appropriate Currency from the dropdown list.
6. Use the checkboxes to apply cheque settings:
   • Remove Currency – hides the currency symbol if not needed.
   • Cross Cheque – adds two parallel lines to indicate it can only be deposited to a bank account.
   • Account Payee – restricts the cheque to be deposited into the account of the named payee only.
   • Non-Negotiable – prevents the cheque from being transferred to another party.
   • Bearer Strike – disables the “or bearer” option to prevent any holder from cashing it.
7. Use the Add Field or Remove Field options to customize the cheque layout as per requirements.
8. Select the appropriate Stamp if required from the stamp options list.
9. Click Preview to view how the cheque will look before printing.
10. Click Print to print the final cheque.
11. Click Close to exit the Write Cheque screen.

TEMPLATE:

• Go to the Tools section and click on Cheque Template List.
• The screen will display a list of existing cheque templates in table format, showing details such as Template Name, Width, Height, and Date Format.
• To create a new template, click the New Template button.
• Enter the Template Name, set the Width and Height (in millimeters or pixels), and choose the appropriate Date Format (e.g., DD-MM-YYYY or MM-DD-YYYY).
• Arrange the positions of fields like Payee, Amount, Date, etc., based on your cheque layout.
• Click Save to add the new template to the list.
• To modify an existing template, select it from the list and click the Edit button.
• Make the necessary changes to field positions, size, or format, then click Save to apply the updates.
• To remove a template permanently, select it from the list and click the Delete button.
• Use the Search bar to quickly find a specific template by entering its name or other details.
• Templates remain visible in the list for review and selection during cheque printing.

PAYEE:

1. Go to the Tools section and select Create Payee.
2. Use the Search Payee field to look up an existing payee by entering the Payee Name.
3. To add a new payee, click the New button to open a blank payee entry form.
4. Enter the Payee Name in the input field.
5. Fill in any additional required details (if applicable), such as contact or reference info.
6. Click the Save button to add the payee to the system.
7. The new payee will now be available for selection in the Write Cheque section.
8. Click Close to exit the Create Payee screen.

STAMP

1. Go to the Tools section and click on Signature Stamp.
2. To use an existing signature, select one from the list of available stamps.
3. To add a new signature stamp, click the Add New button.
4. Enter the Signature Name to identify the stamp (e.g., Manager Signature, Accounts Dept).
5. Upload or draw the Signature Stamp image as required.
6. Click Save to store the new signature in the system.
7. The saved stamp can now be selected and applied in cheque printing or other relevant documents.

Options:

• Go to the Tools section and click on Options.
• In the Default Currency dropdown, select the currency (e.g., $, USD, EUR) to be used by default in cheque printing and related tools.
• In the Default Template dropdown, choose the cheque template that will load automatically when writing a new cheque.
• In the Default Stamp dropdown, select the signature stamp that should be applied by default on printed cheques.
• After setting all default options, click Save to apply and store your preferences.
• These defaults will now be auto-selected whenever you open the cheque writing tool.

Execute Query

• Provides a secure console where administrators can run SQL queries directly on the HMS database.
• Used for advanced reporting, data validation, or urgent data fixes under admin supervision.
• Supports read-only and write commands, depending on user permissions.
• Includes query history for quick access to frequently used statements.

• Go to the Tools section and select Execute Query.
• In the File Path field, enter or browse to the location of the SQL query file you want to run.
• Make sure the file contains a valid SQL statement supported by the system.
• After selecting the file, click the Execute Query button to run the query on the database.
• The system will process the command and display a success or error message based on the result.
• Use this tool with caution, as it directly affects the database.

Notepad

• Launches the default Windows Notepad application directly from HMS.
• Useful for quick notes, temporary logs, or message drafts during guest handling or admin tasks.
• Offers the convenience of in-system access without switching between software.

• Opening Notepad: Click on the “Notepad” button available in the system's menu or utilities section. A text window will appear where you can start typing.
• Writing Notes: Start typing your notes directly into the main area. It supports basic text input such as names, numbers, reminders, and short messages.
• Editing Text: You can move your cursor anywhere within the note to edit or update the content. Standard keyboard shortcuts like Ctrl + C (copy), Ctrl + V (paste), and Ctrl + Z (undo) also work here.
• Saving the Note: After writing your content, click the “Save” button to store the note. The system will ask you where to save the file or automatically save it to a designated folder with a name and timestamp.
• Opening a Saved Note: Use the “Open” button to browse and open a previously saved text file. You can review or update the content inside it.
• Clearing the Note: Click the “New” or “Clear” button to erase all content and start a new note.
• Printing the Note (If Available): You may use the “Print” button if you want to print the note directly using the connected printer.
• Closing the Notepad: Click the “X” (close) button on the corner to exit the Notepad module and return to your main screen.

Calculator

• Opens the built-in calculator to perform simple or scientific calculations.
• Ideal for tasks like splitting guest bills, calculating taxes, or preparing salary payments.
• Improves accuracy and saves time by eliminating the need for external tools.

• Go to the Tools section and click on Calculator.
• A built-in calculator interface will open, similar to the standard Windows calculator.
• Use the on-screen number pad or your keyboard to perform basic arithmetic operations such as addition, subtraction, multiplication, and division.
• You can also use advanced functions if available, depending on the calculator version integrated.
• The calculator can be used alongside other modules without closing your current task.
• Click Close to exit the calculator when finished.

WordPad:

• Provides access to WordPad, a simple rich-text editor within the system.
• Staff can use it for drafting letters, invoices, shift reports, or instructions.
• Supports text formatting like bold, italic, lists, tables, and inserting images or logos.

• Go to the Tools section and click on Word Pad.
• A basic text editor will open, allowing you to type notes, memos, or simple documents.
• You can format text using options like bold, italic, underline, and adjust font size and alignment if supported.
• Use it for quick note-taking or to prepare small text content without leaving the system.
• Click Close to exit Word Pad when you're done.

MS Word

• Opens Microsoft Word directly from HMS (if installed on the system).
• Enables the creation of professional documents, contracts, menus, or templates.
• Supports integration with HMS data for dynamic document generation (optional feature).
• Ensures consistency in branding and format for printed documents.

MS Paint

• Launches Microsoft Paint for quick image editing or creation.
• Useful for annotating images, creating simple graphics, or editing layout diagrams.
• Allows saving images for use in guest profiles, reports, or presentations.

• Click on MS Paint from the Tools section.
• A drawing interface similar to Microsoft Paint will open.
• Use tools like pencil, brush, shapes, eraser, fill, and text to create or edit images.
• You can draw freehand, annotate screenshots, or design diagrams as needed.
• Save your work if required, then click Close to exit MS Paint.

Task Manager

• Opens the Windows Task Manager to monitor the system’s performance.
• Allows users to view running processes, memory usage, and system responsiveness.
• Helps troubleshoot system slowdowns or program conflicts during software use.

System Info

• Displays complete system information like OS version, RAM, processor type, device ID, and software environment.
• Assists IT teams in diagnosing performance issues or preparing audit reports.
• Offers quick visibility into the system configuration without needing external tools.

• Go to the Tools section and click on System Info.
• The screen will display detailed information about the current system environment.
• Information typically includes:
  • Processor Details (e.g., Intel Core i5)
  • RAM Size and Usage
  • Hard Drive Storage Information
  • System Time and Date
• Click Close to exit the System Info screen.

🔗 3. Modules

Our Hotel Management Software includes various modules designed to simplify your hotel operations.

3.1 Guest

This module allows you to:

• Add new guest profiles with details like name, address, ID proof, phone, and email.
• Search and views guest history, past stays, and billing.
• Maintain proper records for compliance, billing, and marketing.

Example: If a guest returns in the future, their previous details and preferences can be instantly retrieved.

Steps to Use the Guest Module:

Accessing Guest Module

• From the Home Page or Navigation Bar, click on “Guest” to open the guest management interface.

Enter Guest Details

• Begin by entering a unique Guest ID (either auto-generated or manually assigned).

Fill Personal Information

• Name: Full name of the guest used for identification, billing, and official records.
• Gender : Specifies whether the guest is Male, Female, or Other, helping personalize services and reports.
• Date of Birth (DOB) : The guest’s birth date, useful for age verification and offering age-based services.
• Company Name (if corporate guest) : The organization name for corporate guests, used for corporate billing and tracking.
• Occupation: Guest’s profession, which helps in profiling and understanding guest segments.
• Address: The complete residential or business address of the guest, required for documentation.
• City: The city portion of the guest’s address, useful for demographic reports and filtering guests.
• Country: The guest’s nationality or country of residence, necessary for legal compliance and analytics.
• Contact Number: Phone number used for communication, alerts, and booking confirmations.
• Email Address: Used for digital communication including confirmations, billing, and future promotions.

Identification Details

• ID Type (e.g., CNIC, Passport, Driver’s License): Specifies the form of identification provided by the guest for verification purposes.
• ID Number: The identification number associated with the selected ID type for record-keeping and compliance.
• Notes: Additional comments or guest-specific instructions like dietary needs, room preferences, or VIP status.

Next of Kin / Emergency Contact

• Next Kin Name: Full name of the person to contact in case of emergency or urgent situations related to the guest.
• Phone Number: Contact number of the next of kin or emergency contact, used when immediate communication is required for guest safety or notifications.

Hosted By / Organization Info

• Host By: The name of the person, department, or staff member responsible for hosting the guest.

This helps in tracking who facilitated the guest's stay or visit.

• Organization or Person Name: Name of the company or individual arranging or associated with the guest’s stay.

Useful for corporate bookings or sponsored visits.

• Phone Number: Contact number of the host or organization.

Used for coordination or emergency contact related to the guest.

• Purpose of Visit: The main reason for the guest’s stay, such as Business, Leisure, or attending an Event.

This helps in reporting and customizing guest services.

• Is Blocked Checkbox: Tick this box if the guest is restricted or blacklisted.

Guest Picture Handling

• Upload picture using Browse or Capture via Webcam: Allows uploading a guest photo either from device files or directly via webcam.

Used for identification and record-keeping.

• Option to Remove photo: Lets users delete or change the existing picture.

Useful for corrections or updates in guest profile.

Actions Section

• New: Clears the current form to allow entry of a new guest’s information. Begins a fresh entry without affecting saved data.
• Save: Saves and stores all entered guest data to the database.Required to finalize and submit the guest record.
• Delete: Removes the selected guest entry permanently from the system.Useful in case of duplicates or wrong entries.
• Update: Opens the record for editing and allows saving new changes.Ensures guest data stays current.
• Print: Generates a printable format of the guest profile.Handy for front desk or check-in counters.

Vehicle Information (If Any)

• Vehicle Company: Brand or manufacturer of the guest’s vehicle. Helps in parking arrangements and vehicle identification.
• Model: Specific model name or number of the vehicle. Adds more clarity for security and tracking.
• Vehicle Number: Registration or license plate number. Essential for record and guest vehicle management.
• Color: The exterior color of the vehicle. Helps visually identify the vehicle in the premises.

Debit/Credit Card Information

• Card Type: Specifies the type of card like Visa, MasterCard, etc. Helps categorize and process payments accurately.
• Card Number: The full or masked number of the credit/debit card. Required for payment processing or verification.
• Expiry Date: Validity end date of the card. Ensures the card is active for transaction use.

Additional Guest Information

• Additional Guest Name: Full name of the guest’s companion or co-traveler. Important for room sharing or guest record extension.
• ID Number: Identification number of the additional guest. Adds accountability and ensures proper verification.
• ID Type: The type of ID provided (CNIC, Passport, etc.). Necessary for compliance and registration.

Summary View

• Review all entered guest details in a summary panel: Displays a consolidated view of all inputted data. Allows quick inspection before finalizing.
• Confirm all data before saving: Used to verify the correctness of guest records. Helps reduce errors and ensures data accuracy.

Add or Remove Guests

• Use the Add button to attach more guests under the same reservation: Adds additional guests staying in the same room or booking. Ideal for group check-ins.
• Use Remove to delete extra entries if added mistakenly: Deletes any wrongly added guests. Keeps the reservation record clean and accurate.

Check in

You use this module to:

• Assign rooms to guests at arrival.
• Record check-in time, number of guests, ID details, and deposit.
• Attach add-on services like breakfast or transport.

Use Case: The receptionist quickly checks in a guest and prints the check-in slip with room info and timing.

Steps to Perform Guest Check-In

Access Guest Check-In

• From the Modules, click on "Guest Check-In": Navigate from the main dashboard or navigation bar to open the Guest Check-In module. This section begins the process of registering a guest’s stay.

Guest Information

• Select Guest ID: Choose from the list of previously registered guests. Use the existing database to save time and avoid re-entry.
• Add New Guest: If the guest is new, input full profile via the Guest module. Opens the guest form to enter all personal and contact details.
• Guest Name: Full name of the guest checking in. Required for identification and invoice generation.
• Gender: Male, Female, or Other. Used for demographic and service customization.
• Company: Guest’s affiliated organization (if any). Important for corporate bookings or business guests.
• Occupation: Profession or job title. May be useful for analytics or personalized services.
• Address: Full residential or official address. Required for legal, identification, and contact purposes.
• City: City of residence or origin. Adds to the guest's complete address record.
• Country: Nationality or country of residence. Relevant for passport holders and foreign nationals.
• Contact Number: Primary phone number. Used for communication or emergencies.
• ID Type: Type of identification like CNIC, Passport, Driver’s License. Mandatory for legal and security purposes.
• ID Number: Number of the selected ID. Must be unique and verifiable.
• Guest Account Balance: Pre-existing balance from previous visits. Automatically loaded if the guest has prior transactions.

Payment Information

• Mode of Payment: Choose how the guest is paying – Cash, Card, Online, etc. Ensures proper transaction recordkeeping.
• Card Number: Enter card number for card-based payments. Used for processing credit/debit card payments.
• Expiry Date: The validity end date of the card. Needed to ensure active card status.
• Payment Amount: Amount paid at check-in. Adjusts the total bill accordingly.
• Payment Date: Date when payment is being made. For accounting and reporting accuracy.
• Payment List View: Shows all added payments in a list format. Helps track multiple payment entries or partial payments.

Rate & Room Information

• Room Number: The specific room assigned to the guest. Central for availability and check-in management.
• Is Complimentary Check-In: Checkbox if the stay is free of charge. Often used for staff or special guests.
• Plan Code: Meal or stay plan selected – EP (No meals), CP (Breakfast), MAP (Half board), etc. Determines pricing and services included.
• Check-In Type: Specify if the guest is normal, group, walk-in, etc. Helps categorize different types of check-ins.
• Date In / Date Out: The check-in and check-out dates. Crucial for billing, housekeeping, and availability.
• Number of Persons: Total number of adults. Used to calculate charges and allocate room resources.
• Number of Kids: Total number of children. May affect room charges or require extra beds.
• Number of Extra Persons: Additional guests beyond room capacity. Attracts extra charges.
• Number of Extra Beds: Number of extra beds needed. Adds to the billing and room setup.
• Number of Stay Days: Automatically calculated from the in/out dates. Affects billing and tax computation.

Charges and Billing

• Total Room Charges: Base charges for the room. Calculated based on room type, rate, and duration.
• Room Service Charges: Additional charges for in-room services. Includes food, drinks, or special requests.
• Restaurant Charges: If the guest dined within the hotel. Pulled from restaurant POS if integrated.
• Laundry Charges: Charges for laundry service. Tracked per use or per item.
• Extra Bed Charges: Charges per extra bed provided. Added to the final bill.
• Extra Person Charges: Charges per additional guest. Applies if the guest count exceeds room limit.
• Discount: Any discount applied manually or by plan. Reduces the subtotal.
• Subtotal: Sum of all charges before tax. Intermediate value before adding taxes.
• Service Tax: Tax charged on services. Based on government rates.
• VAT Tax: Goods and Services Tax applied to the invoice. Must be calculated based on legal slabs.
• Grand Total: Final total including taxes. The amount due before any payment is deducted.
• Total Paid: Amount already paid. Helps determine outstanding balance.
• Balance Remaining: Amount yet to be paid. Shown to inform front desk and guest.

Additional Charges

• Lost/Damage Item Charges: Compensation for damaged or lost hotel property. Added manually by staff during check-out.
• Early Check-In Charges: Extra fee if the guest arrives earlier than the allowed time. Often charged by hour or half-day.
• Airport Pickup Charges: Transportation from airport to hotel. Can be flat or based on distance.
• Activities Charges: Charges for hotel-provided recreational activities. Pulled from the Activities Billing module.
• Late Checkout Charges: Fee for checking out beyond the scheduled time. May be per hour or per slot.
• Airport Drop Charges: Cost for arranging drop-off service. Often included in packages or added manually.

Other Information

• Arriving From: Guest’s last city/location. May be useful for reporting or trend analysis.
• Next Destination: Where the guest plans to travel next. Helps tourism tracking and recommendations.
• Departure Flight Number: Flight info for scheduling airport drops. Can also aid in estimating checkout time.
• Arrival Flight Number: Used if airport pickup is arranged. Helps track and prepare welcome services.
• Special Requests: Requests like extra pillows, dietary preferences, etc. Helps enhance guest satisfaction.
• Business Source: Where the booking originated from – agent, travel website, etc. Used for sales and marketing tracking.
• Booking Number: Unique ID for the guest’s reservation. Essential for managing group or advance bookings.
• Commission: Commission amount/percentage if any agent is involved. Needed for accounting and payouts.
• Notes: Any additional remarks or guest-specific instructions. Available for staff reference.

Final Actions

• Reservation: Button to open a linked reservation or to make a new one. Used to convert reservation to check-in.
• Check-In: Finalizes all entries and checks in the guest. Locks the record and activates the stay.
• Save New: Creates a fresh check-in record. Can be used to enter another guest after the current one.
• Update: Allows editing current check-in details. Required for correcting or updating records.
• Print: User can print the check-out.

Check Out

• Generate the final bill, including room charges, restaurant, bar, laundry, taxes, etc.
• Accept payment via cash, card, or online methods.
• Automatically releases the room for the next booking.

Use Case: Guest settles their bill at the counter, and the room becomes available again in the system.

Steps to Perform Guest Check-Out:

1. Access Guest Check-Out

• From the Modules, click on "Check-Out": Navigate from the main dashboard or navigation bar to open the Check-Out module. This section begins the process of completing and finalizing a guest’s stay.

2. Guest Information

• Select Guest ID: Choose from the list of guests currently checked in. Helps retrieve existing guest data to proceed with check-out.
• Guest Name: Full name of the guest checking out. Required for identification and billing.
• Gender: Male, Female, or Other. Included for demographic tracking and personalization.
• Company: Guest’s affiliated organization (if any). Used for corporate billing.
• Occupation: Profession or job title. For record-keeping or analytics.
• Address: Full residential or official address. Needed for guest records and invoicing.
• City: City of residence. Part of the guest profile.
• Country: Country of residence. Important for foreign guests and reports.
• Contact Number: Phone number for post-checkout communication. Can be used for feedback or forgotten item follow-ups.
• ID Type: Type of identification such as CNIC, Passport, or Driver’s License. For legal record-keeping.
• ID Number: Number from the provided ID. Must match initial check-in data.
• Guest Account Balance: Any balance carried from prior stays or during current stay. Displayed to determine pending dues.

3. Payment Information

• Mode of Payment: Payment method used for settling the bill – Cash, Card, Online, etc. Ensures proper transaction recording.
• Card Number: Applicable for card-based payments. For processing the transaction.
• Expiry Date: Validity of the card. Needed to verify active status.
• Payment Amount: Total amount being paid during check-out. To settle dues.
• Payment Date: Date of the final payment. Useful for accounts tracking.
• Payment List View: Displays all previous and current payments. Helps ensure full and accurate billing.

4. Rate & Room Information

• Room Number: Room(s) the guest stayed in. Used to finalize room-related charges.
• Is Complimentary Stay: Checkbox if the stay was free. No charges will be processed.
• Plan Code: Meal or stay plan used during the stay (e.g., EP, CP, MAP). Reflects on the final billing.
• Check-In Type: Whether the original check-in was group, individual, walk-in, etc. For classification.
• Date In / Date Out: Arrival and departure dates. Needed to calculate stay duration.
• Number of Persons: Adults in the room. For room and service charge calculation.
• Number of Kids: Children included in the booking. May influence charges or services.
• Number of Extra Persons: Any additional guests beyond capacity. Charged accordingly.
• Number of Extra Beds: Extra bedding provided. Billed separately.
• Number of Stay Days: Total number of nights stayed. Auto-calculated for billing.

5. Charges and Billing

• Total Room Charges: Sum of all room charges. Based on stay duration and room type.
• Room Service Charges: Charges for any room service used. Itemized for transparency.
• Restaurant Charges: Meals consumed during the stay. Pulled from POS.
• Laundry Charges: Billed laundry services. Added to the final invoice.
• Extra Bed Charges: For each extra bed provided. Totaled with main charges.
• Extra Person Charges: Additional guest charges. Based on room capacity.
• Discount: Any discount applied. Reflected in the total.
• Subtotal: Charges before tax. Used for tax computation.
• Service Tax: Tax on services provided. Added to final bill.
• VAT Tax: Goods & Services Tax as per law. Legally applied to invoice.
• Grand Total: Total amount including all charges and taxes. Final amount before payment deduction.
• Total Paid: Amount the guest has already paid. Helps calculate remaining dues.
• Balance Remaining: Amount still to be paid before checkout. Must be cleared for successful checkout.
• Bill Info: Shows summary or detail of the guest’s bill. Includes linked services and breakdowns.
• Bill No: Unique invoice number generated for the stay. Required for records and printing.
• Bill Date: The date when the final bill was generated. Automatically or manually set.

6. Additional Charges

• Lost/Damage Item Charges: Compensation for any lost or damaged hotel property. Added manually during checkout.
• Early Check-In Charges: Extra fee for guests who arrived early. Billed as per policy.
• Airport Pickup Charges: Transportation cost if provided. Reflected if added.
• Activities Charges: Charges for any activities used. Pulled from Activities Billing module.
• Late Checkout Charges: Charged if the guest checked out after the allowed time. Based on hours or fixed rate.
• Airport Drop Charges: Cost for airport drop service. Added if used.

7. Other Information

• Arriving From: City/location guest came from. For reporting or records.
• Next Destination: Where the guest plans to go. Useful for data insights.
• Departure Flight Number: Used for drop-off timing. Helps arrange transport.
• Arrival Flight Number: Only for reference; may be used in records. Can also help link bookings.
• Special Requests: Any guest notes, requests, or preferences. Referenced by staff.
• Business Source: Travel agent, OTA, or direct source of the booking. Useful for marketing analytics.
• Booking Number: Reservation number linked to the stay. For traceability.
• Commission: Commission (if applicable) paid to agent. Reflected for finance.
• Notes: General staff notes or instructions about the guest. Not shown to guest.

8. Final Actions

• Reservation: Button to view or manage linked reservation. Used for record checking.
• Checkout: Finalizes and closes the guest’s stay. Updates system status and frees the room.
• Save New: Not used in checkout; optional if new transaction added. May be hidden or disabled.
• Update: Edit any part of the checkout record. Useful before finalizing.
• Print: User can print check out with detail and without detail

3.4 Reservation

The Reservation module in the Hotel Management System helps you efficiently manage all booking requests, whether for rooms or special event spaces like halls or gardens. It ensures proper availability tracking, booking confirmation, and guest satisfaction.

Room Reservation

This option is used for booking hotel rooms in advance for guests.

Steps to Perform Room Reservation:

Access Guest Reservation

• From the Modules, click on "Reservation": Navigate from the main dashboard or menu to open the Reservation module. This is used to pre-book rooms for upcoming guests.

Guest Information

• Select Guest ID: Choose an existing guest from the database. Helps avoid data re-entry.
• Add New Guest: Input details for a new guest. Opens guest form to record personal and contact information.
• Guest Name: Full name of the guest making the reservation. Required for guest tracking.
• Gender: Male, Female, or Other. For demographic categorization.
• Company: Guest’s associated organization (if applicable). Useful for corporate reservations.
• Occupation: Job title or profession. For records and reporting.
• Address: Full address of the guest. For identification and communication.
• City: City of residence. Part of guest’s address details.
• Country: Country of residence or nationality. Needed for international guests.
• Contact Number: Guest’s mobile or phone number. For communication and reservation confirmation.
• ID Type: CNIC, Passport, or other valid ID. Required for security and identity verification.
• ID Number: Number from selected ID document. Must be valid and unique.
• Guest Account Balance: Shows prior outstanding or advance balance. Useful for returning guests.

Payment Information

• Mode of Payment: Method of advance or deposit – Cash, Card, Online, etc. Noted for reference at reservation time.
• Card Number: Card details for pre-authorization or future payment. Optional based on policy.
• Expiry Date: Validity of the card. Required for credit card validation.
• Payment Amount: Advance or token payment (if taken). Adjust during final billing.
• Payment Date: Date of deposit/payment. Record for internal accounting.
• Payment List View: Displays payment entries (if any). Tracks multiple advance payments.

Rate & Room Information

• Room Number: Room to be blocked for reservation. Can be selected from availability chart.
• Room Availability: Real-time view of available rooms. Helps select vacant rooms without conflict.
• Is Complimentary Reservation: Tick if the reservation has no cost. Used for VIPs, staff, etc.
• Plan Code: Stay/meal plan (EP, CP, MAP). Impacts total room pricing.
• Check-In Type: Type of guest – Normal, Walk-in, Group, etc. Categorizes the reservation.
• Date In / Date Out: Planned arrival and departure dates. Used to block room and calculate days.
• Number of Persons: Number of adults. For space and billing calculation.
• Number of Kids: Number of children accompanying. May influence bed and plan selection.
• Number of Extra Persons: Extra adults beyond capacity. Will be considered during check-in billing.
• Number of Extra Beds: Beds required in advance. Prepares room layout before guest arrival.
• Number of Stay Days: Auto-calculated from dates. Used for room pricing and reservation calendar.

Tax and Charges

• Subtotal: Preliminary total before tax. Based on room rate and stay duration.
• Discount: Any applicable reservation discount. Subtracted before tax calculation.
• Service Tax: Estimated service tax as per hotel policy. Calculated on subtotal.
• VAT Tax: Goods and Services Tax. Depends on local tax regulations.
• Grand Total: Total reservation cost estimate (without final billing). Useful for quoting to guests.

Final Actions

• Reservation: Saves and confirms the reservation. Room is marked as “Reserved” in the calendar.
• Cancel Reservation: Cancels the current reservation. Room is freed and guest entry is deactivated.
• View List of Reservations: Opens a report or table displaying all existing reservations with filters such as:
  • Guest Name
  • Room Number
  • Reservation Date
  • Check-In / Check-Out Dates
  • Status (Active / Cancelled / Completed)

Hall or Garden Reservation

This option is for booking banquet halls or garden areas for events like weddings, parties, or corporate functions.

Steps to Perform Hall or Garden Reservation:

Guest Information

This section captures the personal and identification details of the guest making the reservation.

• Guest ID: Select an existing guest from the dropdown list or database. Used to autofill the rest of the guest profile.
• Guest Name: Full name of the guest making the booking. Mandatory for all reservations.
• Gender: Select Male, Female, or Other. Useful for demographic tracking.
• Date of Birth (DOB): Birth date of the guest. May be used for age-specific services or discounts.
• Company Name (if corporate guest): Organization the guest is affiliated with. Important for official or corporate bookings.
• Occupation: Profession or job title of the guest. Can be used for analytics and guest profiling.
• Address: Full residential or office address. Required for guest identification and communication.
• City: Guest’s city of residence.
• Country: Guest’s country of origin or residence.
• Contact Number: Primary phone number. Essential for confirmations and emergency contact.
• Email Address: Guest’s email for sending reservation confirmation or invoice.
• ID Type: Type of identification document (CNIC, Passport, Driver’s License).
• ID Number: The document number of the selected ID type.
• Notes: Any specific instructions, comments, or preferences related to the guest.
• Guest Account Balance: If the guest has a previous balance, it is automatically shown.

Bill Information

• Bill No: Auto-generated unique number assigned to the reservation. Used for tracking and reference.
• Bill Date: The date the reservation was created. Helps in sorting and reporting financial records.

Service Information

This section includes all optional or additional services that the guest may require during the hall or garden event.

• Service Name: Choose from available services (e.g., Catering, Decoration, Lighting, DJ).
• Charges: The cost of each selected service.
• List of Services: A dynamic list showing:
  • Service Name
  • Associated Charges
  Enables tracking of multiple services per event.

Rate Information

Details about the specific venue and duration of use.

• Type: Choose between Hall or Garden.
• Hall/Garden Name: Select the name of the specific hall or garden.
• From Date / To Date: Select the booking duration. Calendar picker or manual entry.
• Number of Days: Automatically calculated based on the date range.
• Rate: Daily rental cost for the selected venue.
• Total: Automatically computed as Rate × Number of Days.

Billing Summary

A detailed financial breakdown based on selected services, discounts, and taxes.

• Other Charges: Any manual or additional charges added by staff (e.g., security, special staff).
• Discount: Any flat or percentage-based discount offered.
• Sub Total: Sum of venue total + services + other charges – discount.
• Service Tax: Tax amount applied to services.
• VAT (Goods and Services Tax): VAT based on regional tax laws.
• Grand Total: Final total after taxes and discounts.
• Total Paid: Total amount received from the guest so far.
• Balance: Remaining amount that is yet to be paid.

Notes

• Special Instructions or Remarks: Used to enter any other details related to the reservation like:
  • Event type (Wedding, Conference, Birthday)
  • Decor preferences
  • Time slots
  • Restrictions, etc.

Action Buttons

These buttons allow users to perform various actions related to hall/garden reservation records:

• New: Clears the form to allow entry of a new reservation.
• Reserve: Saves the filled details and confirms the reservation.
• Update: Edits an existing reservation if changes are needed.
• Get Data: Retrieves data for a selected reservation for viewing or editing.
• Print: Prints the complete reservation form or bill for the guest.
• Cancel Reservation: Cancels an already booked hall/garden.

Restaurant + Bar

Restaurant module is used to:

• Manage your in-house restaurant menu.
• Record dine-in and room-service orders.
• Track food categories like starters, mains, desserts.

Use Case: A guest orders lunch from the room — the system records it and links it to their room bill.

Bar module helps you:

• Maintain your liquor stock.
• Serve drinks to guests and add bar bills to their account.
• Handle both in-room and bar counter orders.

Use Case: A guest at the bar orders a drink — it’s billed to their room or paid on the spot.

Bill Information

This section captures the transactional metadata required for order identification and payment processing.

• Bill No: A system-generated unique identifier for each transaction. It is used to track specific orders, retrieve data for editing, reprinting, and reporting.
• Bill Date: Defaults to the current date but can be changed manually. Important for daily sales reports and accounting.
• Payment Mode: Select how the customer will pay:
  • Cash: Immediate settlement
  • Card: Includes debit and credit
  • Room Post: Charges are transferred to guest’s room folio
  • Online: Through payment gateways
• Amount: Displays the computed bill amount in real-time as items are added. Reflects combined totals of food and liquor sections.
• Bill List: A table showing previous bills created under the current session or date range. Useful for viewing or managing unpaid or unsettled transactions.
• Add / Remove Buttons:
  • Add: Starts a new bill entry form.
  • Remove: Deletes selected bill (allowed only if not paid or posted).

Guest Details (Room Service Link)

Allows assigning orders to specific in-house guests for room posting and accurate billing.

• Guest ID: Dropdown to select from a list of currently checked-in guests. Fetches relevant guest data upon selection.
• Guest Name: Automatically filled when Guest ID is selected. Useful for verification at the front desk or kitchen.
• Room Number: Linked to the guest and used to ensure that orders are properly charged to their folio.
• Checked-In Guest List: The guest dropdown is limited to only guests currently staying in the hotel. Prevents errors in billing to inactive or checked-out guests.

Store Selection

• Store: Optionally choose the store or outlet that the order is associated with, e.g., Main Kitchen, Rooftop Bar, Room Service, etc. Helps with inventory tracking, billing separation, and printing KOTs to the correct location.

Food Details (Kitchen Items)

This section handles food ordering, tax and discount application, and meal summary.

• Food Name: Select from a predefined list of food items or manually enter a custom item.
• Rate: Automatically fetched from the food menu item setup. Can be overridden with permission.
• Quantity: Number of units ordered by the guest.
• Amount: Calculated as: Rate × Quantity.
• Discount: Option to enter a discount amount or percentage on the item.
• Service Tax: Calculated as per tax rules and item type. Automatically applied.
• VAT Tax: Goods and Services Tax added on top of service tax where applicable.
• Total Amount: Displays the final amount after all discounts and taxes have been applied.
• Add to Cart: Moves the item from entry form to the active order list.
• Remove: Deletes a selected item from the cart before sending to kitchen.
• Summary / List: Displays all items currently in the order, showing:
  • Item Name
  • Quantity
  • Rate
  • Tax
  • Discount
  • Total

Liquor Details (Bar Service)

Used to manage alcoholic item sales, track liquor volumes, and apply bar-specific charges.

• Liquor Name: Select from the available bar inventory list.
• Volume: Choose from common serving sizes like 30ml, 60ml, or full bottle.
• Rate: Set per volume or serving. Auto-fetched from item setup.
• Quantity: Number of servings being ordered.
• Take Out From Bottle: Optional checkbox to indicate that serving is being deducted from a specific bottle. Helps with bottle-level stock management.
• Amount: Calculated as Rate × Quantity.
• Discount: Allows entry of special offers or loyalty-based reductions.
• Service Tax: Applied based on rules for alcoholic beverages.
• VAT Tax: VAT may vary for liquor. Applied according to regional policies.
• Total: Final amount after taxes and discount.
• Add to Cart / Remove: Adds item to the bar order list or removes it.
• Summary or List: Table displaying all liquor items added (Name, Volume, Quantity, Rate, Tax, Total).

Action Buttons

• New: Resets the form to begin a fresh order entry.
• Send KOT (Kitchen Order Ticket): Sends the food order to the kitchen printer for preparation. Also routes liquor orders to bar printer if configured.
• Unpaid Bills: Displays a list of bills not yet settled. Helps in follow-up and reporting.
• Settle Bill: Finalizes the order and processes payment. Can also post to guest room if Room Post was selected.
• Update KOT: Allows editing an already sent order (if allowed). Triggers a revised KOT.
• Delete: Removes the order from the system (allowed only if no payment is made).
• Get Data: Retrieves data from an existing bill number for editing or printing.
• Print: Generates the bill print format with all item details, taxes, and totals.

Liquor Summary / List

• Liquor Summary View: Shows a consolidated view of all liquor items added to the cart. Helps bar staff verify and close the order properly.

Final Billing Summary

Displayed at the bottom of the module for transparency and confirmation.

• Subtotal: Sum of all food + liquor charges before taxes and discounts.
• Service Charges: Optional charges applied as a fixed percentage or value.
• Grand Total: Final bill value after applying taxes, service charges, and discounts.
• Total Payment: Amount paid by the guest or posted to room.
• Payment Due: Displays any remaining balance. If room post, this will show 0.

3.6 Rest. POS

• A fast and efficient billing system for food and beverages:
• Select checked-in guest or room.
• Add items with quantity and apply discounts if any.
• Print kitchen order tickets (KOT) and final bill.

Use Case: The waiter sends the order to the kitchen with one click and prints the bill for the guest.

Work Period (Calendar Icon with Clock)

• Purpose: Starts or ends a restaurant shift/work session.

Details:

• Must be opened at the start of the day/shift.
• All sales transactions are recorded within an active work period.
• Closing the work period finalizes the day’s activities and locks the entries.

POS (Point of Sale) (Cash Register Icon)

• Purpose: The central system to take orders and bill customers.

Details:

• Access food and drink menus.
• Add items to the customer’s bill.
• Apply discounts, taxes (service tax, VAT), and finalize the bill.
• Used by waiters or cashier at the counter.

Tickets (Food Tray Icon)

• Purpose: View and manage open and closed orders.

Details:

• See KOTs (Kitchen Order Tickets).
• Track unpaid and settled bills.
• Reprint or update existing orders.
• Helpful in case of customer complaints, billing confusion, or kitchen coordination.

Work Period Report (Calendar Report Icon)

• Purpose: View summaries of sales and activities during the work period.

Details:

• Shows total sales, item-wise sales, discounts given, tax collected, etc.
• Essential for daily auditing and end-of-day reconciliation.

POS Report (Bar Chart with Documents Icon)

• Purpose: Provides deeper analytics for sales and order trends.

Details:

• Reports include category-wise sales, item-wise performance, sales by waiters, payment mode summaries (cash/card), etc.
• Used by managers and accountants to monitor performance.

Logout (Exit Door Icon)

• Purpose: Securely exit the POS system.

Details:

• Ensures that unauthorized users don’t access POS functions.
• May prompt to end the work period if it's still open.

3.7 Laundry

This module allows you to:

• Enter laundry items like shirts, pants, bedsheets.
• Set per-item pricing.
• Track pending or completed laundry orders.

Example: Guest gives 5 clothes for laundry; system tracks them and adds the charges to their room.

Bill Info Section

This section captures the billing-related information:

• Bill No.: A unique identifier auto-generated for each laundry bill (e.g., L2). Helps in tracking and retrieving specific invoices.
• Bill Date: The date when the laundry bill is generated. Can be selected using the date picker tool.
• Payment Mode: Dropdown to select the type of payment method (e.g., Credit Order, Cash, Room Post, etc.). Determines how the guest is settling the payment.

Guest Details Section

Used to link the laundry billing with the appropriate checked-in guest:

• Guest ID: A unique identifier for the guest.
• Guest Name: Displays the name of the guest.
• Room No.: Shows the guest’s room number for accurate room-wise billing.
• List of Checked-In Guests Button: Opens a list to select the guest from currently checked-in guests, ensuring correct association.

Laundry Service Details Section

This is where laundry items and charges are added to the bill:

• Service Name: Dropdown to select the type of laundry service (e.g., Wash, Iron, Dry Clean, etc.).
• Rate: Cost per unit of the selected laundry service.
• Quantity: Number of units/items the guest has submitted for that service.
• Total Amount: Automatically calculated (Rate × Quantity) and shown for reference.
• Add to Cart Button: Adds the entered service to the billing list below.
• Remove Button: Removes a selected service entry from the list.

Service List Table

Displays all added laundry services:

• Service Name: The name of each added laundry service.
• Rate: Unit rate of the service.
• Quantity: Quantity entered by the operator.
• Total Amount: The total calculated amount for each service line.

Action Buttons (Right Panel)

These buttons perform various operational tasks:

• New: Starts a fresh billing entry, clearing all current fields.
• Delete: Deletes the selected laundry bill record.
• Get Data: Retrieves saved bill information based on Bill No or other filters.
• Print: Prints the current laundry bill.
• Save + Print: Saves the bill to the system and immediately sends it to the printer.

Billing Summary (Bottom Right)

Automatically updates based on the added items:

• Grand Total: Total cost of all laundry services added to the bill.
• Total Payment: Payment received from the guest (manually entered).
• Payment Due: Shows the pending amount (Grand Total − Total Payment). Useful for credit-based billing or partial payments.

3.8 Chat

Internal communication becomes easy here:

• Staff can send quick messages to each other.
• Useful for reception to notify housekeeping or kitchen.
• Helps avoid miscommunication in busy environments.

Use Case: Receptionist sends a message to housekeeping to prepare Room 201 for check-in.

Open the Chat Module

• From the front office or staff dashboard, click the Chat button (usually labeled and represented with a chat icon).
• This will open the chat screen where messages can be sent and viewed.

View Existing Messages

• Once the chat screen is open, a message area displays previous messages.
• Messages are shown in time order, with the newest at the bottom.
• Review any instructions or updates sent to your department.

Send a New Message

• In the text input field, type your message.
• Press Enter or click the Send button (if available) to send the message.

Refresh the Chat

• If the system doesn’t auto-refresh:
• Click the Refresh button to load new messages.
• Repeat this step regularly to stay updated with any new instructions.

Respond to Messages

If a message is directed to your department, reply using the same message box.

Close the Chat

• Once finished, you can close the chat screen.
• It’s recommended to keep it open during active shifts for efficient communication.

3.9 Employee

• You manage all employee records here:
• Add new staff with personal info, job role, joining date.
• Assign user roles for system login (e.g., Manager, Receptionist).
• View employment status and details.

Use Case: Add a new cleaner to the system and set their attendance shift timings.

Open the Employee Entry Module

• Navigate to the dashboard or HR section.
• Click on the Employee Entry button or menu item to access the employee registration screen.

Add Employee Picture

• You can capture or upload the employee's photo:
• Option A – Browse from System:
  • Click the Browse button.
  • Select the image file from your system.
  • The image will appear in the picture box.
• Option B – Use Webcam (If available):
  • Click the Webcam button to open the camera.
  • Capture the photo, and it will automatically be added.
• Option C – Remove Picture:
  • If you wish to remove the current image, click the Remove button.

Add Biometric Details (Optional)

• If using fingerprint attendance: Enter the fingerprint ID in the provided field.

Enter Employee Basic Information

• Employee ID: Unique ID for the employee to avoid mix-ups.
• Name: Enter the full name of the employee.
• Gender: Select male/female/other from the dropdown.
• Address: Enter full residential address in the box.
• City: Type the employee’s city.
• Contact No: Enter the mobile or landline number of the employee.
• Email: Enter a valid email address of the employee.

Enter Job-Related Details

• Department: Choose the employee’s department (e.g., Housekeeping, Kitchen, Front Desk).
• Designation: Enter the job title (e.g., Waiter, Supervisor).
• Date of Joining: Select the joining date using the calendar.
• Basic Salary: Enter the monthly salary.
• Basic Working Time: Mention standard working hours (e.g., 8 hrs/day).
• Status: Set to Active if the employee is currently employed.

Save the Record

• Click the Save button to store the employee's data in the system.
• A confirmation message should appear upon successful save.

3.10 Attendance

• Track employee punctuality and shift presence.
• Mark daily in and out time.
• Generate monthly attendance reports.
• Auto-link to payroll for salary calculation.

Example: Receptionist clocks in at 9:00 AM; system logs this automatically.

Fields and Their Details

Entry

• This is the serial or system-generated ID for each attendance entry.
• It uniquely identifies every record created in the attendance system.

Date

• The exact calendar date on which the attendance is being recorded.
• This helps in tracking daily presence or absence of employees for each working day.

Employee ID

• A unique identification number assigned to each employee.
• It is used to accurately link the attendance record with the respective employee’s profile.

Employee Name

• The full name of the employee whose attendance is being recorded.
• It is auto-filled or selected based on the Employee ID to ensure accuracy.

Basic Working Time

• This indicates the expected or standard daily working hours (e.g., 9:00 AM to 5:00 PM) assigned to the employee.
• It's used to compare with actual in and out time to determine if the employee worked full hours.

Status

• The attendance status of the employee for the day — typically options like “Present”, “Absent”, “Leave”, or “Half Day”.
• This is important for HR and payroll processing.

In Time

• The actual time the employee arrived or checked in at work.
• This field ensures timekeeping and helps in tracking punctuality.

Out Time

• The actual time the employee left or checked out from work.
• This is used to calculate the total hours worked and compare it with basic working time.

Search by Employee Name

• A search bar or drop-down used to filter or locate attendance records of a specific employee.
• Useful for reviewing individual attendance history.

3.11 Payroll Advance

• You can manage employee salary advances.
• Enter advance amount, repayment schedule.
• Deduct advance from monthly salary automatically.

Use Case: A staff member takes a $ 5,000 advance; the system deducts it in two installments.

Fields and Their Details

Date

• The specific date on which the advance is issued to the employee.
• This helps in maintaining a chronological record and is essential for monthly salary adjustment.

Employee ID

• A unique identification number assigned to each employee.
• This ID is used to accurately map the advance payment to the correct employee record.

Employee Name

• The full name of the employee receiving the advance.
• This is automatically filled or selected once the employee ID is entered, ensuring accuracy.

Amount

• The total amount of money given as an advance.
• This value will later be deducted from the employee’s salary or adjusted accordingly.

List (ID, Name, Total Advance)

• A summarized list that displays all employees who have taken payroll advances.
• It shows their ID, name, and the total advance amount to date for quick review and reporting.

New

• Clears all input fields so you can enter a new advance record without mixing with previous data.
• It helps prevent accidental overwriting.

Save

• Saves the newly entered payroll advance entry into the database.
• It ensures the data is available for further processing and reference.

Update

• Allows you to modify or correct an already saved payroll advance entry.
• Useful if the amount or date was entered incorrectly.

Delete

• Permanently deletes a selected payroll advance entry from the system.
• This should be used with care to maintain accurate financial records.

Get Data

• Fetches existing payroll advance records for the selected employee or date range.
• Helps in reviewing history or making adjustments.

Close

• Closes the payroll advance entry module window.
• This option is used to exit the screen after data entry or review.

3.12 Payroll

• Handle full salary processing here.
• Auto-calculate salary based on attendance, overtime, and advance.
• Print salary slips.
• Generate payroll reports.

Example: Manager processes salary for 15 employees in just one click.

Fields

From – To (Date Range)

• Specifies the salary period for which the payment is being processed (e.g., 1st July to 31st July).
• This helps in filtering attendance and calculating accurate monthly payroll.

Payment ID

• A unique ID automatically generated or manually assigned to each salary payment record.
• It helps in identifying and retrieving past salary transactions.

Employee ID

• The unique identifier assigned to the employee receiving the salary.
• Ensures that payment is mapped correctly to the specific staff record.

Employee Name

• The full name of the employee for whom salary is being processed.
• This field auto-fills once the Employee ID is selected.

Department

• Specifies the department where the employee works (e.g., Front Office, Housekeeping, Kitchen).
• This helps in department-wise payroll tracking.

Designation

• Shows the employee’s job title or role (e.g., Manager, Receptionist, Chef), which helps in understanding the pay scale and hierarchy.

Present Days

• The number of working days the employee was present during the selected payroll period. This is calculated based on attendance records.

Basic Salary

• The fixed base monthly salary for the employee, without including any bonuses, overtime, or deductions.

Advance

• The amount of advance payment previously taken by the employee during the payroll period.
• This amount will be deducted from the total salary.

Deduction

• Any penalties, fines, or leave deductions to be subtracted from the salary.
• These are added manually or fetched from system rules.

Overtime (Days, HH:MM:SS)

• Displays the total extra working hours done by the employee during the salary period, separated by days, hours, minutes, and seconds.

Overtime Rate

• The rate per hour (or per unit) paid to the employee for overtime work.
• This helps in calculating the additional pay.

Overtime Amount

• Automatically calculated based on overtime hours and the overtime rate.
• This amount is added to the salary.

Payment Date

• The date on which the salary is actually paid to the employee.
• Important for recordkeeping and auditing.

Mode of Payment

• Specifies how the salary is paid (e.g., Cash, Bank Transfer, Cheque, UPI).
• This is useful for tracking financial transactions.

Net Pay

• Final amount paid to the employee after all deductions and additions (basic salary + overtime - advance - deductions).

Search by Employee Name

• Allows users to search for an employee’s payment record quickly by typing their name. Useful in large organizations.

List of Employee ID and Name

• Displays all available employee records with their IDs and names.
• Helps in selecting the correct employee for salary processing.

Action Buttons

• New: Clears the form to make a new payment entry. This avoids duplication and ensures fresh data input.
• Update: Used to edit or correct an existing payment record (e.g., wrong amount, date, or overtime).
• Delete: Removes a selected payment record permanently. Use cautiously to maintain accurate payment logs.
• Get Data: Retrieves salary records from the system based on filters like employee or date. Useful for viewing, printing, or modifying.
• Print: Generates a printable version of the salary payment slip. This is usually given to the employee as proof of payment.
• Save + Print: Saves the payment record and simultaneously generates a printable salary slip. Useful to complete payment and documentation in one step.

3.13 Database

• Perform data backup and restore.
• Secure your hotel’s operational data.
• Monitor database health and size.

Use Case: Admin takes a daily backup of guest and booking records for safety.

3.14 Check Writer

• Create and print cheques for salary, vendor payments, or refunds.
• Record cheque number, bank name, amount, and payee.

Example: Print a $ 25,000 cheque to a food supplier directly from the software.

Check Write

This screen is used to design, preview, and print cheques from the system using predefined templates.

Fields and Functions

• Bank Selection: Choose the bank for which the cheque is being prepared. Each bank may have a unique cheque format.
• Cheque Template: Select from existing cheque templates that define how the cheque will be printed (position of text, fonts, etc.).
• Payee Name: Enter the name of the person or organization to whom the cheque is being issued.
• Amount: Specify the total amount to be printed on the cheque in numbers.
• Amount in Words: Automatically or manually entered; reflects the numeric amount in full text (e.g., “One thousand only”).
• Date: Enter the date of cheque issuance. This is typically today’s date or a future-dated cheque.
• Preview Button: Shows a preview of how the printed cheque will look based on selected template and entered data.
• Print Button: Sends the cheque data to the printer to generate a hard copy on a physical cheque.

Template

This screen is used to create or customize cheque layouts for different banks.

Fields and Functions

• Template Name: Define a unique name for the template (e.g., "UBL Format 1" or "MCB Cheque Layout").
• Bank Name: Assign this template to a specific bank for identification and use.
• Field Positioning (X, Y Coordinates): Manually set the position of each element (e.g., date, payee name, amount) on the cheque layout using X and Y axis values.
• Font Style and Size: Choose the font type and size for each printed field (ensures compatibility with bank scanners and readers).
• Save Template: Saves the current layout for future use in the Check Write screen.
• Load Template: Opens a previously saved template for review or editing.
• Preview Template: Allows viewing how the cheque will look before saving or printing.

Stamp

This screen is used to manage digital stamp images (e.g., company seals, manager’s signature) that are auto-applied on cheques or other printed documents.

Fields and Functions

• Upload Stamp Image: Upload the company stamp or manager's signature image in PNG or JPG format.
• Stamp Positioning (X, Y): Set the position where the stamp should appear on the printed cheque or document.
• Resize Options: Adjust the width and height of the stamp to ensure it fits within the document layout without distortion.
• Save Stamp: Saves the current configuration of the stamp for use in cheque printing or document generation.
• Preview Stamp on Template: Allows checking how the stamp will appear when printed over a cheque or document.

Payee

This section maintains a list of all frequently used payees for faster cheque entry.

Fields and Functions

• Payee Name: Enter or edit the name of a person, vendor, supplier, or organization who will receive payment.
• Payee Type: Categorize the payee (e.g., Supplier, Employee, Utility Company) for internal sorting.
• Contact Details: Optional field to enter phone number, address, or email for record-keeping.
• Payee List/Grid: Displays all existing payees with options to search, update, or delete records.
• New, Save, Update, Delete: Allows users to create new payees, save current entry, update existing information, or remove records.

Option

This is the configuration screen where users set default system preferences for cheque printing and template usage.

Fields and Functions

• Default Bank: Select which bank's template should be loaded by default on the Check Write screen.
• Default Template: Set a preferred cheque format template to auto-load for all new cheque prints.
• Default Stamp: Choose which stamp (company seal or manager's signature) should be automatically applied to printed cheques.
• Date Format Setting: Select how the date should appear on cheques (e.g., DD-MM-YYYY or MM/DD/YYYY).
• Enable/Disable Preview Before Print: Option to show a preview screen before actual printing to minimize errors.
• Save Settings Button: Saves all current preferences and applies them system-wide for all cheque-related operations.

3.15 Calculator

• Making quick financial calculations.
• Handy during custom bill preparations or deposits.

Use Case: Calculate discount or convert foreign currency without needing a separate calculator.

How to Use the Calculator

• Accessing the Calculator: Click on the "Standard Calculator" button available on the main screen or top menu. It will open a small calculator window.
• Entering Numbers: Click on the number buttons (0–9) using your mouse, or type them using your keyboard. The numbers will appear in the display area above.
• Using Decimal Point: Click the "." (dot) button to enter decimal numbers like 12.75 or 3.5.
• Using Operators: Use the following buttons for calculations:
  • + for addition
  • − for subtraction
  • × for multiplication
  • ÷ for division
• Getting the Result: Press the "=" (equals) button to calculate and see the result instantly.
• Correcting Mistakes:
  • Press the Backspace (⌫) button to delete the last digit.
  • Press the "C" (Clear) button to erase everything and start fresh.
• Closing the Calculator: Click the close (X) or Back button to exit the calculator and return to your work.

3.16 Notepad

• Keep quick reminders and task notes here.
• Write daily instructions, task lists, or meeting points.
• Save temporary information during multitasking.

Example: Add a note: "VIP guest arriving at 5 PM – Room 102 to be decorated."

How to Use the Notepad

• Opening Notepad: Click on the “Notepad” button available in the system's menu or utilities section. A text window will appear where you can start typing.
• Writing Notes: Start typing your notes directly into the main area. It supports basic text input such as names, numbers, reminders, and short messages.
• Editing Text: You can move your cursor anywhere within the note to edit or update the content. Standard keyboard shortcuts like Ctrl + C (copy), Ctrl + V (paste), and Ctrl + Z (undo) also work here.
• Saving the Note: After writing your content, click the “Save” button to store the note. The system will ask you where to save the file or automatically save it to a designated folder with a name and timestamp.
• Opening a Saved Note: Use the “Open” button to browse and open a previously saved text file. You can review or update the content inside it.
• Clearing the Note: Click the “New” or “Clear” button to erase all content and start a new note.
• Printing the Note (If Available): You may use the “Print” button if you want to print the note directly using the connected printer.
• Closing the Notepad: Click the “X” (close) button on the corner to exit the Notepad module and return to your main screen.

3.17 Logout

The Logout module allows users to safely exit the Hotel Management System after completing their tasks. This feature is essential for maintaining system security and user privacy.

How to Use the Logout Button

• Locate the Logout Button: The Logout button is usually found in the top right corner of the screen or within the main menu/navigation bar.
• Click to Logout: Simply click the Logout button. A confirmation popup may appear asking if you’re sure you want to log out.
• Confirm Logout: If prompted, click “Yes” or “OK” to confirm. The system will safely log you out and redirect you to the login screen.
• Session Ends: Once logged out, all unsaved work will be lost unless it was saved before. Make sure to complete your entries or transactions before logging out.