HotelLedger ERP

HotelLedger

Front Desk

Agent Level

⚠️ Night Audit is overdue — the business date hasn't advanced past yesterday. Run Night Audit to close out the day.

🔧 Report Maintenance Issue

Issue Type *

Priority *

Location *

Reported By

Description of Issue *

Photo (optional, max ~800KB)

⚠️ High/Critical priority will take this room out of sellable inventory until Maintenance resolves it.

🛎️ Today's Arrivals

🚪 Today's Departures

⚠️ Attention Required

🛬 Expected Arrivals

🔍 Returning Guest Profile Search

Vacant Clean

Occupied

Dirty

Maintenance

Reserved

Due Out

🌙 Night Audit should only be run once per business day, after all check-ins and check-outs are complete.

⏳ Pending Payments

Guests who checked out but payment not yet confirmed

Single Date Date Range

⏳ Pending Payments

🚫 Do-Not-Rent List

📝 Guest Trace / Task

My Recent Shifts

🏷️ Reclassification Requests

📊 Export Guest & Folio History

Download every guest profile (deduped from reservation history) and every folio charge/payment ever posted, as one Excel workbook.

From: To:

📅 New Reservation

👤 Guest Profile

Title

First Name *

Last Name *

Phone *

Nationality

ID Type

ID Number

Date of Birth

Address

🏨 Booking Details

Check-In Date *

Check-Out Date *

Nights

Adults

Children

Room Class *

Room Number

🏷️ Stay / Billing Classification *

Department

Reason *

Approved By *

No room charge will be posted to the guest folio for this stay. The room's value is still tracked internally for management reporting.

Rate Plan

Rate/Night (₦)

Discount (%)

Total (₦)

Deposit (₦)

Payment Type

Source

✅ Guest is here right now — check them in immediately and occupy the room

Leave unchecked to just save this as a confirmed future booking instead.

Company (City Ledger)

Special Requests

💳 Billing Type *

💵 Direct Payment

Guest pays everything — cash, card or transfer

🏢 Room to Company

Company pays accommodation — guest pays F&B and extras directly

🏢✅ Entire Bill to Company

Company responsible for ALL charges — accommodation and consumptions

🍳 Breakfast Included (Room Package)

Breakfast value per night (₦) — set by Admin

📢 Staff Instructions (Internal)

Quick tags — click to add:

📝 Internal Note (appears on letter)

Rate ₦0 × 0 nights

Total: ₦0.00

Deposit: ₦0 | Balance: ₦0

+ Post Charge to Folio

Posting to: — — Room — | Rate: —/night

Charge Type *

⬆️ Room Upgrade

Currently: — at ₦0/night

Upgrade To

Nights Remaining

Rate difference × nights remaining — adjust the Amount below if needed.

🍽 Select Items from Menu

⏳ Loading menu...

0 item(s) selected ₦0.00

Late Checkout Calculator

Actual Time

Standard Time

Quantity

Unit price × qty = total amount

Amount (₦) *

Unit Price (₦)

Description *

Date

Reference

💳 Post Payment

— or collect it in person instead —

Select Payment Method

City Ledger isn't offered here on purpose — it only applies at actual checkout, when the guest departs and the balance transfers to a corporate account.

Amount Paid (₦) *

Reference / Receipt #

Card Type

Bank

✏️ Edit Guest Info

ℹ️ Only contact & ID details can be updated after check-in. Room, dates, rate, and billing are locked to protect the folio — use Bill Transfer or Rebate for those.

Phone Number

Email Address

Nationality

Date of Birth

ID Type

ID Number

Home Address

💳 Payment & Check-Out

— or collect it in person instead —

Select Payment Method

Amount Paid (₦) *

Reference / Receipt #

Card Type

Bank

🎁 Tip Included? (optional)

If part of this payment is a tip for staff, enter it here — kept separate from the bill and never counted as hotel revenue.

Tip Amount (₦)

For Staff

🏢 City Ledger — Settlement Request

⚠️ Requires FC / AR / GM approval. Folio stays open until approved. Company must be on the reservation.

🚫 This account has a No Post flag active. Contact the AR Manager before posting any charges.

🚫 No company name on this reservation. City Ledger not permitted — update the reservation at check-in first.

Settlement goes for FC/AR/GM approval. Folio closes only after approval.

Room Condition

Payment Method (saved)

Guest Complaint / Feedback (optional)

⚠️ Complaints will alert Management and appear on guest future profile

✉ Send Reservation Letter

✂ Split Folio

📌 Split Folio Guide:
Use this when a guest wants to separate charges. Example:
• Folio A — Accommodation (company pays)
• Folio B — Food, minibar, personal charges (guest pays personally)

What to move to Folio B (Personal)?

Folio B Settlement Method

↩ Post Rebate

📌 How to post a Rebate:

A rebate REDUCES the guest balance. It is a negative charge posted to the folio. Use when: wrong rate was charged, service failure occurred, or management goodwill discount is approved.

⚠️ Do NOT enter a minus sign — the system automatically deducts it.

Rebate Amount (₦) *

Reason *

Remarks

💵 Post Paid Out

📌 How to post a Paid Out:

A paid out ADDS to the guest balance. It is cash disbursed on the guest's behalf (taxi, shopping, pharmacy etc). The amount is charged back to the guest folio for settlement at checkout.

⚠️ This is NOT a refund — it is money you give OUT on behalf of the guest which they owe back.

Amount (₦) *

Purpose *

Recipient

Remarks