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Accommodation

A light weight Hotel Management system built on Frappe & Erpnext. Can manage rooms booking, check in, checkout and room management. Rooms are created as Erpnext items. Room types are mapped to packages and pricing is managed through a pricing package.

Invoicing uses the Erpnext 'Sales Invoice'. Payments is managed through 'Journal Entry'. Advances may be taken against booking, that are adjusted against invoice, when invoice is generated.

License

MIT

System Setup

Administrator

  • If Dates not created, create using make_data() (date.py) definition from bench console
  • Change "Service" item to Group
  • Create a Company for each unit e.g. Stop N Stay, Dormitory
  • Create services e.g. Breakage Charge, Laundry Service if needed
  • Administrator account cannot be used

Accounts configuration

  • set "Default Price List" = "Standard Selling" at Customer level
  • Create a Bank Account for Internal Vouchers
  • Create Mode Of Payment - "Internal Voucher", set default account company-wise to account created above. All internal vouchers will be paid into this account
  • Create a Customer Group - "Internal".
  • Create a customer for each internal Department.
  • Create contacts in each customer for internal voucher approvers. Emails of vouchers will be sent to contact's email
  • Add emails - 1 per line in Customer > More Info > customer_details to be cc'ed in internal voucher emails for that Customer(department)

Accommodation Settings

  • Default customer

User

  • Create User for each Company and make them an employee of the company.
  • In User Permissions add entry for particular Company for each User. (Entities such as Room,Room Type,Bookings will be filtered by Company of User)
  • On creation of Employee, the default company of User is created, which is used in all transactions

Masters

1. Accommodation Room Type
2. Accommodation Room
3. Accommodation Package
4. Accommodation Package Pricing

Permissions

User Manual

Status

  • Booking Status - Reserved > Checked In > Checked Out
  • Payment Status - Unpaid > Partial Paid > Paid
  • Room Status > Reserved, Checked In, Checked Out
  • Booking status changes from reserved to Checked In when first room is checked in.
  • Booking status changes from 'Checked In' to 'Checked Out' when last room is checked out.

Room Management /desk#room-management

  • Checked Out rooms will appear as Dirty
  • select Dirty rooms and "Set as Clean" to bulk edit status

Shared

  • Create a package "Sharing" and per Shared Bed add in pricing item.
  • Room can be booked multiple times in in Booking when the "Shared" flag is selected.
  • Use Extra Bed Count/Total Extra Bed Count to specifiy number of Beds for any Booking
  • Each can be invoiced seperately

Dormitory

  • Create a Room e.g. "Dormitory 102" and add beds numbered 1 to 14 or 18
  • Use the Shared flag, select room no and set number beds in Extra Bed Count
  • Select beds alloted in item level
  • Create a room for each Dormitory room.
  • Use Freshen Package if allotting for 'Freshen Up', rates as per package will be applied.. can select all beds
  • Use mahatma/non mahatma package and select all beds to group dormitory booking.(same as individual, just select all beds)

Payments

  • Use "Make Payment" to make an advance before Invoice is generated. Payments section shows payments received in Booking.
  • Select Cash/Cheque for mode of payment.
  • Cheque no and cheque date fields are mandatory for cheque mode
  • for Internal Customers (Departments) 'Make Payment' button is hidden. See process below for Internal Vouchers.

Invoice

  • Use 'Make Invoice' to generate invoice
  • After 'Make Invoice', invoice will be in 'Draft' status
  • 'Submit' button should be displayed, Submit if no further changes required in invoice. For adding Services or applying Discount see next heading.
  • Any advances received till then (i.e. payment made in the booking upto to this time) will be adjusted auto against invoice
  • Payments made after Invoice is made, will be adjusted against invoice and invoice status will be updated to Paid if full outstanding is paid.
  • If advance received was more than Invoice amount, then the difference will have to be refunded.
  • Make a payment for the refund amount and check the 'Refund' checkkbox. Click on the Payment line to refund.

Invoice Cancellation

  • Cancel Sales Invoice
  • If Advances have been adjusted against the invoice
  • Open Journal Entry(s) (payments) made against Booking, which have been adjusted in Invoice Advances
  • Cancel and amend Journal Entry and modify party lines
  • Amend the Cancelled Invoice, make necessary changes and set advances. Submit Invoice.

Services

  • Create services in Item Master (under Services) e.g. Breakage Charges, Laundry Service Charge etc,
  • After 'Make Invoice', open invoice from link under 'Billing'
  • Add selected service line in items, below rooms

Discount

  • After 'Make Invoice', open invoice from link under 'Billing'
  • Make necessary discount in Sales Invoice form and submit

Internal Vouchers

  • select Customer as respective department
  • Select "Instructed By". "Instructed By" - list of names to be added as contacts for Internal Departments
  • "Make Payment" button is hidden for "Internal" customer group. Payment is settled on Approval.
  • "Internal Voucher" report shows list of invoices against 'Internal' customer group. Filter by month/status 'Unpaid' to get list of Unpaid invoices for the month.
  • Approve all selected invoices & send emails
  • To amend, cancel the Sales Invoice and amend with desired items and amount.
  • Payment should be auto cancelled. Note: Rooms etc will not be affected, only billing part, so occupance etc remains same
  • Auto email of IVs(Sales Invoice) can be done through backend, on configure date.
  • Report Internal Voucher All emails can be sent together or individually.
  • If status is null, then email will be fired. After 7 days status will be changed to approved

Reports

  • FrontDesk: Display routine booking details room wise. Will display room(s) based on current Room Status with Color Code

  • Room Analytics: Room Type, Room & Item wise figures for management (same as created for suites)

  • Occupancy: Display records as per booking status: CheckedIn, CheckedOut, Reserved, Billed, Bill To Be Raised (same as created for suites)

  • Billing: Full Details of Sales Invoice with "Total Amount", "Paid", "Outstanding Amount", "Invoice Status" (same as created for suites)

  • Hotel Trends: Will display room type wise as well as room wise occupancy statistics. (same as created for suites)

  • Income Expense Summary - Will display total income and total expenses booked. This report will be submitted to A/c dept monthly (same as created in existing ASIM software)


Contact Us


1st ERPNext Certified Partner & winner of the Best Partner Award

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