Guest House Customer
The Guest House Customer is an essential record in the hospitality and guest house business.
It helps maintain guest details for room allotments, reservations, and billing purposes.
Overview
Creating a Guest House Customer allows you to link guest details with stays, reservations, and invoices.
This ensures all guest information is properly recorded for tracking, communication, and compliance.
How to Create a Guest House Customer
- Go to Guest House Customer List → Add New Customer.
- Fill in the following details:
| Field | Description |
|---|---|
| Name | Enter the full name of the guest. |
| Mobile | Guest’s contact number (required for identification and communication). |
| Email address (optional; useful for sharing invoices or booking details). | |
| Aadhaar Number | Guest’s Aadhaar number (mandatory for identification). |
| PAN Number | Guest’s PAN card number (useful for billing and compliance). |
| Address | Full residential address of the guest. |
Once all details are entered, Save the record.
Usage in Reservation
- The Guest House Customer is used in the Assigned Rooms table of a Reservation.
- You can select the guest name from this list while assigning rooms.
Linking with ERPNext Customer (CRM Customer)
There are two systems that manage customer data:
| Type | Purpose |
|---|---|
| Guest House Customer | Used within the Guest House App for room assignment and reservations. |
| ERPNext (CRM) Customer | Used in ERPNext for billing and accounting. |
Case 1: Guest Exists Only in Guest House Customer
If a guest is created only as a Guest House Customer and needs to be used for billing:
- Open the Reservation document.
- Click Action → Create CRM Customer.
- This will create a matching ERPNext Customer with the same details.
- (To find whether the Guest House Customer is already created in ERPNext Customer or not — refer to the Reservation Wiki Page.)
Case 2: Guest Exists Only in ERPNext Customer
If the customer already exists in ERPNext but not in the Guest House Customer list: - Manually create a Guest House Customer. - Enter the same details (Name, Mobile, Email, Aadhaar, PAN, Address) as per the ERPNext customer. - This ensures proper linking between the two systems.
Case 3: Guest Does Not Exist in Either System
If the guest is new and not available in either list:
- Create the CRM Customer directly from the Action Button in the Reservation.
- The system will automatically create the customer in both places — ERPNext and Guest House Customer.
Summary
| Situation | Action | Result |
|---|---|---|
| Guest exists in Guest House only | Use Create CRM Customer | Creates customer in ERPNext |
| Guest exists in ERPNext only | Manually create Guest House Customer | Links both records |
| Guest does not exist anywhere | Use Action → Create CRM Customer in Reservation | Creates record in both ERPNext & Guest House App |
Tip:
Always verify that the guest’s details (especially Aadhaar and PAN) are correctly entered before linking or billing.