Reservation

Overview

The Reservation feature in ERPNext is used to manage room bookings, customer information, stay details, payments, and billing for guest houses or hotels.
A reservation records all essential data such as property, booking type, check-in/check-out dates, guest details, assigned rooms, and financial transactions.

Open Reservation List

Steps to Add a New Reservation

1. Add Basic Details

Go to Reservation → New Reservation.
Select the Property where the booking is made.
Choose the Booking Type (e.g., Non-Member, Member, Non-VCM Member, etc.).
Enter Stay Details:
- Check-in and Check-out dates
- Guest Details — the name under which the bill will be generated

Note:
If the guest is not already a Customer in ERPNext, save the reservation first, then use Action → Create New CRM Customer and fill same details.

2. Customer Linking and Creation

If the guest exists in Guest House Customer but not as an ERPNext Customer, click Action → Create New CRM Customer to link both records.
When selecting a Guest House Customer, ERPNext automatically fetches:
- Customer Name
- Mobile Number
- Address

Tip:
If only the ERP Customer name showing when selecting guest house customer, ensure you complete the remaining details while creating the CRM Customer for accurate linking.

3. Use Hold Rooms (Optional)

If you wish to use Hold Rooms, tick the checkbox Use Hold Rooms and select the desired Hold Quota.
ERPNext supports two room inventory types:
- Normal
- Hold

Example:
If there are 10 rooms in Deluxe 1 and 2 are marked as hold, 8 rooms will remain for normal reservations and 2 for hold.
Hold rooms are categorized by type, not by specific room numbers.

4. Assign Rooms

In the Assigned Rooms table, click Add Row.
Select:
- Room Type
- Rate Plan
- Room (Only Clean and Available are visible)
- Guest Name (staying in the room)
Record:
- Number of Adults
- Number of Children
- Number of Extra Beds

To assign another room, add another row and repeat the process.

5. Save Reservation

After entering all required details, Save the Reservation.
The reservation status will automatically change to Confirmed.

Action Buttons

Create New CRM Customer → Creates a new ERPNext Customer if not already created.
Cancel Reservation → Cancel the reservation if not to continue reservation.
No-Show Reservation → Marks the reservation as No-Show if the guest does not show for check in.
Create Stay → When the customer checks in, this creates a Stay record and updates the reservation status to Checked-In.

Payments

Click the Payments button to record and manage advance payments.

Record Advance
- Click Record Advance.
- Enter:
- Payment Amount
- Mode of Payment (Cash, Card, Bank Transfer, etc.)
- Save the entry. A Payment Entry is automatically created and linked to the reservation.

Sync Advance
- Use Sync Advance when payments have been received but are not yet reflected in ERPNext.

Billing

Click the Billing button to manage estimated billing and checkout processes.

Update Estimated Bill
- Updates the estimated bill based on all stays linked to the reservation.
- Run this action after any stay modifications, extensions, or checkouts to ensure accurate billing.

Check Out All Stays
- When the customer checks out, click Check Out All Stays.
- This will check out all stays linked to the reservation.
- After checkout, click Update Estimated Bill again to refresh the billing amount.

Checkout & Invoice (Consolidated)
- Use this when the Balance Due = 0.
- Once the invoice is successfully created:
- The Reservation document will be Submitted.
- The Status will change to Billed and Closed.

Note:
Always verify that all stays are checked out and payments are synced before generating the final consolidated invoice.

Reservation Workflow

New → Reservation created but not yet confirmed.
Confirmed → Reservation saved and confirmed.
Checked-In → Guest has checked in and stay record created.
Checked-Out → Guest has checked out and billing is ready.
Billed and Closed → Invoice generated and reservation finalized.
Cancelled / No-Show → Reservation not fulfilled or cancelled.