OCA PMS · the chain’s PMS

OCA PMS is the hotel management system (a PMS, the software each hotel runs on: bookings, front desk, invoicing…) being built for OCA Hotels. It brings together the front desk and the room planner, bookings, invoices, payments and tills, housekeeping, food and beverage, purchasing and stock, management reports and administration in one place, for every property in the chain.

This chapter is the starting point: what this demonstration is, how to sign in, what the screen looks like and where to find help. What it explains applies to every section.

#What this demo is

What you have in front of you is a demonstration, and that shows in four ways:

• It is a proposal for OCA Hotels, with made-up data. The two sample companies, their four properties (from 101, “OCA Gran Hotel Atlántico”, to 202), the users, the bookings with their guests, the invoices, the payments and everything else are made up by a generator. No data comes from OfiCloud or OCA CRM.
• The demo always starts “today”. Dates are relative to the day the data is generated. The published demo goes back to its starting data every morning at 08:00 (Madrid time): try whatever you like, because anything you change during the day is lost then.
• The integrations are simulated. The booking engine and the channel manager (which shares availability out among the sales channels), SES.HOSPEDAJES, the INE (Spain’s National Statistics Institute), the Spanish Tax Agency (Verifactu and SII), the surveys, the payment gateway, the card terminal, the locks and the accounting (a3innuva) imitate the real service, but do not connect to it. Emails go to a capture mailbox and never go out to the internet. In Settings → Connectors and queues, the administrator can switch on each hotel’s simulated activity: made-up channel bookings that keep coming in on their own and room attendants who clean rooms during the day, so you can see the demo in motion. Survey responses also arrive on their own.
• It is always flagged: the DEMO · fictitious data badge goes with the title of every screen.

The demo grows in releases. Each one comes with its fictitious data, its help and its chapters of this user guide in all four languages. D0, D1, D2, D3 and D4 are available now, with all the sections; only D5, the showcase, is still to come:

#Signing in to the demo

OCA PMS runs in the browser, on a computer or a tablet, with nothing to install. Everyone signs in with their own user, because what they see depends on their role: their hotels and what their access profile allows. In the demo you do not need to ask for a user: the sign-in screen offers one demo account per role, and one click is enough.

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   The DEMO · fictitious data badge: everything you are about to see is made up.
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   What OCA PMS is and what this demo is: a proposal for OCA Hotels with four sample properties, in four languages, that goes back to its initial state every morning.
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   Your email and password, if you have a user of your own.
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   Sign in. Pressing Enter in the password also works.
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   The demo accounts, one per role: click one and you are in with that role, without typing anything.
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   Language and light or dark mode, right from here. Once inside you can change them whenever you like.

Room attendants and housekeepers also have the housekeeping app, designed for mobiles and tablets: the same address as the demo, ending in /pisos/ (see Room attendant and Executive housekeeper). Waiters have the POS app, for each outlet’s tablet: the same address ending in /tpv/ (see Waiter).

In the published demo, a notice above the form reminds you what time the data is reset to its starting state. If the email or password is wrong, Invalid email or password appears in red.

#The parts of the screen

Every section shares the same layout: on the left, the sidebar to move around; at the top, the top bar with what works on any screen; below, the section’s content. This is what the administrator sees right after signing in:

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   The sidebar, with the sections for your role. The one you have open is highlighted.
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   Help and guide, fixed at the bottom: this user guide and the animated guides.
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   The DEMO · fictitious data badge. Hovering over it reminds you that the data is reset to its starting state every morning.
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   The hotel selector: all your hotels or just one.
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   Help for the screen you are on, with its animated guides (also with F1).
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   The language (Spanish, Galician, English or Portuguese) and the theme: the moon switches to dark mode and the sun back to light.
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   Your user menu, with your name and your access underneath.
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   An ⓘ: it explains where the thing next to it comes from.

The sections are grouped as in a hotel’s day-to-day work, with a line between each group:

If the window is medium-sized (a tablet, a small laptop), the sidebar narrows and shows only the icons; hovering over one shows its name. On a narrow screen it hides behind the menu button.

Next to every indicator and every block there is an ⓘ 8. Clicking it opens a note in three parts: What it shows, How it is calculated and How to read it. If a figure surprises you, start with its ⓘ: the answer is nearly always there. It closes with Esc or by clicking outside.

Your user menu 7 has three options: Profile (your role, your access, how many hotels you see and, once again, the language and theme, which can follow your computer’s: Same as system), About (the version that is running, the result of its tests and the reminder that the data is fictitious) and Sign out.

#Choosing a hotel and a language

The hotel selector decides which hotels’ data you see. When you sign in it shows all your hotels (with how many in brackets); if you choose one, every section shows only that hotel until you change it again. Only your user’s hotels appear: the administrator sees all four in the chain; the room attendant, only theirs.

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   All my hotels: all at once. In brackets, how many you have.
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   Each property, with its code: 101 and 102 are hotels; 201 is a guest house and 202 a set of holiday apartments.

#Help: animated guides and this user guide

There are two kinds of help, always to hand:

• Help for the screen: the Help button in the top bar or the F1 key, on any screen (even with a record or a dialog open). It opens a panel on the right that tells you where you are, links to its chapter of this user guide and offers animated guides: on screenshots of the demo itself, a pointer goes to the spot, highlights it and performs the action while each step is explained; you can pause, go forward or go back.
• This user guide, from the Help and guide menu at the bottom of the sidebar: the chapter for the section you are in or the complete guide, in a new tab and in the language you are using in the app.

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   Where you are: what the screen is for.
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   Its chapter in this user guide, in a new tab.
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   The guides for this screen (here, how to read the Dashboard); if it has none yet, it says so.
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   Guides for what works anywhere in the app: click one to watch it step by step.
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   Closes the panel (also Esc or clicking outside).

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   The chapter for the screen you are on (here, the Dashboard).
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   The complete user guide, from the cover.
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   The animated guides (the same as Help or F1).
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   The menu opens from here.

#Each role sees its own

OCA PMS shows each person only what concerns them. Compare the administrator’s screen (the figure in The parts of the screen) with the room attendant’s:

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   A single section, Housekeeping: the one for their work.
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   A single hotel: 101, where they work.
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   Its tabs, read-only; without Settings, which belongs to the executive housekeeper. For their daily work they use the housekeeping app on their mobile.
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   Their role, under their name.

• Sections. Each role’s access profile decides which sections appear in the sidebar. The administrator sees them all, including Settings and Users; the room attendant, only Housekeeping.
• Hotels. Each user sees only their own: the others do not exist for them, neither in lists nor in totals.
• What can be seen and done within each section. Some permissions are not sections: seeing amounts, seeing guests’ personal data, downloading lists, seeing technical data, changing a hotel’s business date, creating, changing or cancelling bookings, assigning and moving rooms or blocking them.
• Hiding a button is not enough: the database applies the same permissions to every query and every operation.

These are the demo accounts and what each one sees:

#About the data

In Settings, the administrator has the About the data tab, which explains in detail what this chapter covers at the start: where the demo data comes from, what the four properties are like, when they are reset to their starting state and which integrations are simulated.

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   The About the data tab.
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   What is made up, what the dates are relative to, what time everything is reset to its starting state and which integrations are simulated.
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   Every change is kept in the event log, which cannot be changed or deleted.

Next to it are About (the version that is running and the result of its tests), Event log (every change, with what happened, when and who) and Connectors and queues (the simulated integrations and the messages waiting their turn). Any user can see the version and the reminder that the data is fictitious in About, in their user menu.

The Dashboard is the screen you land on when you sign in to OCA PMS (except for roles that only work in Housekeeping or the POS). On a single screen it sums up how the chain is doing today – or the hotel you choose in the hotel selector in the top bar – and takes you to each property’s record. All the figures are calculated by the database on the spot, only with the hotels you have access to, and each one has its ⓘ with what it shows, how it is calculated and how to read it.

#The chain at a glance

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   Which hotels the Dashboard covers: all of yours or the one you choose.
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   Today in the demo: the date, the reminder that the data is fictitious and when it was generated.
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   Occupancy (tonight’s rooms): the percentage and, below it, how many rooms out of how many.
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   Today’s arrivals and departures, with those still pending, and the rooms in-house with how many guests are staying.
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   Room revenue: what has been sold for tonight, including VAT (only with the Amounts permission).
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   The Management block: yesterday, the current month and what is on the books for the next 30 days, excluding VAT (with the Reports and Amounts permissions).
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   The chain: properties, units, beds and companies.
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   Your hotels, with their business date and tax scheme: click one to open its record.

From top to bottom:

• Today in the demo: today’s date, the reminder that the demo has fictitious data that goes back to its starting state every morning, and what time today’s data was generated.
• Today: five indicators of what is happening today at the hotels you can see (see Today).
• Management: how yesterday went, how the month is going and what is already booked for the next 30 days, against last year and the budget (see The Management block). Only those with the management reports see it.
• The chain: Properties, Units (rooms or apartments that are sold), Beds (people who fit in fixed beds) and Companies (the invoicing companies, with their tax scheme: SII or Verifactu).
• Your hotels: one card per property, with its type, its municipality, its units, its tax scheme and its business date. If a hotel still shows yesterday’s date, it has not run its night audit yet. Click a card to open its record, or See all to go to Hotels.
• The demo, release by release, at the end: what each release of the demo brings and which ones are already available or in progress.

#Today

For each hotel, “today” is its business date: the day it has open, which the night audit normally moves forward. The indicators add up the day of each hotel you can see. With a single hotel chosen in the selector, they are that hotel’s figures; the Room planner shows the same ones, hotel by hotel, above the grid, and Front desk shows them with the details of each arrival and each departure.

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   What it shows, how it is calculated and how to read it. It closes with Esc or by clicking outside it.

#The Management block

Below today’s figures, anyone with the Reports section and the Amounts permission sees the Management block: a summary of the Management dashboard in three columns. All amounts are excluding VAT (what really stays with the hotel) and without the tourist tax.

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   Yesterday, the last closed day: occupancy, ADR and revenue.
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   Each figure, against last year (LY) and the budget (Bgt): in green if it is doing better and in red if it is doing worse. The ⓘ explains how it is calculated.
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   The next 30 days: what is already booked against what had been booked at this point last year (STLY) and what was booked in the last week (pickup).
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   Open reports opens the full management dashboard.

• Yesterday is the last day the hotel has closed (with several hotels, the sum of all their closed days). It is compared with the same weekday last year (364 days earlier) and with the month’s budget spread over its days.
• The month adds up the closed days of the current month and compares them with the same days last year and with the part of the budget for those days.
• Next 30 days is what is on the books: the room nights already sold for the next 30 nights. STLY (same time last year) is what had been booked at this point last year for the same nights; the 7-day pickup, what has been booked (minus what was cancelled) in the last week.
• Occupancy variances are in percentage points (pp): from 64% to 68% is 4 points.

#What each role sees

Each person’s Dashboard counts only their hotels: front desk’s, 101; the executive housekeeper’s, 101 and 102; management’s, all four. Room revenue only appears with the Amounts permission, and the Management block, with the management reports (management, accounts and front office manager).

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   Their two hotels.
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   Four indicators for the day: without Amounts, there is no revenue.
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   A single company: the one for their two hotels.

Front desk is the desk screen: it shows the hotel’s day – who is due to arrive, who is due to leave and who is staying – and everything that happens at the desk is done from it: check-in (the guest’s arrival, with their details registered), check-out (the departure, with their folio invoiced and paid) and, at the end of the day, the night audit.

Front desk always works with one hotel and its business date: the day that hotel has open, which need not be the calendar date (after midnight, the hotel stays on the previous day until the day is closed). If the selector in the top bar shows all your hotels, the screen asks you to choose one.

#The hotel’s day

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   The hotel’s business date: the day being worked on.
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   Search by room, guest or locator across the three lists.
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   Refresh and the green live dot: what others do appears automatically.
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   The night audit.
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   The day’s indicators, each with its ⓘ; the last one, Arrivals ready: how many arrivals already have their room clean.
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   The three lists: arrivals, departures and in-house, with how many rooms each one has.
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   Each booked room: its number and type, the lead guest, the booking, its status, the expected arrival time, whether the room is ready (clean), what needs preparing, the registered guests and the folio balance. Click it to open the booking.
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   The action that is due (Check in, Check out or Folio) and More actions: open the booking, view the folio, early check-out or undo.

• Arrivals: the rooms arriving today. Those that have already checked in stay on the list, as Checked in, with the time they arrived.
• Departures: those leaving today and also overdue ones (those that should have left earlier and are still in-house), because they prevent the day from being closed. Those that have already left stay as Checked out.
• In-house: the rest of the rooms with guests staying, with the day they leave.

A booking with several rooms appears once per room: each one checks in and out on its own. When a new booking comes in from the channel (Booking.com, Expedia…), a message says so straight away.

#Check-in

Check-in is the guest’s arrival: they are given the room and the details the law requires of every accommodation provider are registered. It can only be done on the arrival day (the hotel’s business date) and with a room assigned; if there is none, you choose it during the check-in itself, from the rooms that are free for the whole stay.

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   The booking: locator, guest, stay, type and occupancy.
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   The room: the assigned one or, if there is none, the one you choose. Change room shows those free for the whole stay.
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   Find a guest record by ID document or name: if the guest has stayed before, their details are filled in automatically.
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   The lead guest, who signs the registration card, with what is already known from their booking or record; whatever is missing (the document, its issue date…) is filled in here.
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   Nationality (with the globe, from a list) and sex.
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   Contact details and address, which are not required.
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   One block per guest; add or remove them depending on who comes.
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   Check in, when the details are complete. On the left, how many guests already have their details.

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   The age, calculated from the date of birth.
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   Under 14, the ID document is not required.
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   The relationship with the accompanying adult, required for minors.

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   Undo the check-in, with the relevant permission.

#Data protection and SES at check-in

Below the guests, check-in has two more blocks: data protection (what the guest must be told when their details are collected and what they consent to) and what has been submitted to SES.HOSPEDAJES for that booking.

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   The hotel’s data protection information, in the booking’s language, with its version.
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   Read the text expands it in full, so you can read it out or show it to the guest.
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   For each guest aged 14 or over, whether they accept marketing and the satisfaction survey: they come as set on their record.
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   The booking, already submitted (with its status and its SES code), and the guest register, which will go out on check-in.

• The information. GDPR requires the guest to be told, when their details are collected, who processes them, what for, for how long and how to exercise their rights. The text is the hotel’s (or its company’s), in the booking’s language; if there is none in that language, in Spanish. It is changed in Legal obligations.
• Consents. With nothing recorded, the guest does not receive marketing but does receive the survey (on legitimate interest). If they say otherwise at the desk, change their tick: on check-in only what changes is recorded, with the current version of the text, and it stays in the history on their record (see Guests).
• SES.HOSPEDAJES. The booking was submitted when it was confirmed; the guest register goes out in the next batch on check-in, with a 24-hour deadline. If it comes back with an error, it is corrected in Legal obligations.

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   How its guest register is going: pending, sent, accepted or with error (and whether it is overdue).

In the In-house list and among the arrivals already checked in, each room shows how its register is going; on the booking record, the SES.HOSPEDAJES block in its summary shows the booking and each room’s register.

#Check-in only into clean rooms

Front desk sees for each arrival whether its room is ready: clean (and inspected, if the hotel inspects rooms) according to Housekeeping. At hotels set up that way – in the demo, 101 and the 202 apartments –, check-in can only be done into a clean room: the database itself enforces this. The list warns about it (“Room: dirty, guests cannot check in yet”) and so does the check-in, with two ways out: choose another clean room with Change room or, if the room is ready and housekeeping has not marked it yet, Change the cleaning status.

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   The assigned room and its cleaning status: here, dirty.
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   Choose another room, from those that are vacant and clean.
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   Or mark it clean, if it really is.

At hotels that do not require it, you can check guests into a room that has not been cleaned, with the warning. In the arrivals list, each room also says what needs to be prepared in it (a cot, an extra bed…); More actions → Room amenities changes them.

One record per person. Each registered guest has their own guest record, recognised by their ID document: if someone comes back, searching for them by ID document or name fills in their details and their record is reused (and completed if anything is missing) instead of a new one being created. And if the booking’s lead guest already had a record without an ID document (the one created with the booking), the check-in completes it with what is registered. That way, each guest has a single record with all their stays (see Guests).

#PIN keys

The 202 apartments have code locks: on check-in, OCA PMS asks the lock for a six-digit PIN for that room’s door, valid until the departure day. The code appears on the check-in screen as soon as it arrives and, afterwards, next to the room in the front desk lists, so it can be given to the guest. In the demo the lock is simulated.

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   Each in-house room with its PIN (the door code, with the key icon) and how many guests are registered.
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   For in-house rooms, the main action is the folio.

#Check-out

Check-out is the guest’s departure. Before it is done, everything that has been charged to them must be invoiced and, at hotels that require it (all those in the demo), paid. Check-out shows the booking’s folio with those steps marked at the bottom.

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   The folio’s totals: not invoiced, invoiced, paid, deposits and the balance.
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   Post a charge: an extra (minibar, laundry, parking…) before invoicing.
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   Take payment: for what has been invoiced or, if there is no invoice yet, on account.
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   Invoice what is outstanding.
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   The booking’s charges: the night, the tourist tax, the extras.
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   The invoices and, further down, the payments and deposits (a deposit is applied automatically to the invoice).
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   The steps still to do: invoice and take payment; an empty circle means pending.
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   Check out: the database rejects it if any step is missing.

• Invoicing on credit. If the stay is invoiced to an agency or company with credit, the invoice is not paid at the desk: it stays outstanding until its due date and does not prevent the guest from checking out.
• Several rooms. What is invoiced is the departing room’s charges and the booking-wide charges; the other rooms stay in-house and check out on their own (the booking stays as Partial check-out until the last one leaves).
• Early check-out. If the guest leaves before their date, More actions → Early check-out… opens the same check-out with a warning you must confirm by ticking the box: on check-out, the stay and its price are shortened (the unused nights disappear from the booking).

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   The planned departure date and what will happen: the stay and its price are shortened.
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   The box to confirm it.

#Undoing a check-in or a check-out

If a check-in or a check-out was done by mistake, More actions offers Undo check-in (on the arrival day itself) or Undo check-out (on the departure day itself), always before the night audit and with a reason, which is kept in the booking’s history. Undoing the check-in puts the room back to due in and deletes its guests’ registration; undoing the check-out puts it back in-house. It can be done by anyone with the Undo check-ins and check-outs permission (front desk, front office manager and management).

#The night audit

The night audit (called the “end of day” in some other systems) ends the hotel’s day: it posts the night each in-house room is about to sleep to that room’s folio, saves the day’s snapshot and moves the business date on to the next day. You open it with Night audit, at the top right, and it first shows what is still missing and what it is going to do.

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   The hotel and the day being closed (its business date).
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   Departures not done: while any remain, the day cannot be closed.
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   The check-out for each one, right from here.
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   What is stopping the day from being closed, summed up.
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   Run night audit, disabled until nothing is missing.

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   Arrivals that have not come are marked as no-shows at the audit; if any of them is still going to arrive, check them in first.
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   What it will do: charge the nights (with their amount), cancel expired provisional bookings, mark the no-shows, save the day’s snapshot and move the date on.
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   Open tills are closed in Payments and tills; they do not prevent the day from being closed.
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   The last audit: when and who.

What the audit does, all in a single operation (all or nothing):

1. No-shows: today’s arrivals that have not checked in become no-shows, if you confirm it with the switch (at the 202 apartments, which are set up that way, the audit marks them automatically). Unless you confirm it, those arrivals prevent the day from being closed.
2. Expired provisional bookings: provisional bookings whose “provisional until” date has passed are cancelled.
3. The night: each in-house room gets that night’s accommodation charge on its folio, at its booking’s price.
4. The tourist tax, at hotels that charge it: in the demo, the 201 guest house in Santiago, one euro per adult per night, for the first five nights, plus its 10% VAT (€1.10): the tax is part of the taxable base of the accommodation (DGT, binding ruling V0507-26).
5. The day’s snapshot (see the note below) and the on-the-books snapshot for the management reports.
6. Housekeeping: occupied rooms are left dirty for tomorrow, tasks that were not done are closed and, at hotels with the automatic plan, the next day’s cleaning plan is made and allocated.
7. The new business date: the next day’s; and the daily report is emailed to whoever receives it.

Running an audit again does not duplicate anything: each night is charged only once. The 202 apartments close the day on their own, at 03:00, with the automatic night audit set in their record (see Hotels).

#What each role can do

The room planner is a hotel’s chart with the rooms in rows and the days in columns: each booking is a bar running from the arrival day to the departure day in its room’s row. At a glance you can see what is occupied and what is free, who is arriving and who is leaving, which bookings do not have a room yet and which rooms are off sale. And you work on it: assigning and changing rooms by dragging the bars, moving a stay to other dates, creating a booking on a free night or blocking a room that is out of order.

The bookings are the same ones as in Bookings: clicking a bar opens its record.

#The grid

The room planner shows one hotel: the one chosen in the hotel selector in the top bar or, if you are viewing all of them, the first of yours (you change it with the room planner’s own selector). When you open it, it starts from yesterday and shows two weeks.

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   The hotel and the dates: days earlier, Today (goes back to the business date), days later and the calendar to jump to a date.
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   How many days are shown: 7, 14 or 30.
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   Search for a booking by its locator or by the guest’s name.
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   The hotel’s today: arrivals, departures, in-house rooms, occupancy and blocked rooms, with their ⓘ.
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   Colour by status or by channel, filter and group, the key, refresh and the green live dot.
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   Unassigned: booked rooms that do not have a specific room yet, arrivals first.
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   Available: how many rooms are left for sale each night; in each type’s header, those of that type.
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   The days, with today highlighted; weekends, slightly darker.

• The bars. A stay starts halfway through the arrival day and ends halfway through the departure day, as in any hotel room planner: that way, on the day one booking leaves and another arrives, both fit in the same room. Each bar shows the lead guest, the occupancy (2+1: two adults and one child) and the board; a note icon if it has notes and an arrow if the stay changes room halfway through. Hovering over it shows the details: locator, status, channel, nights, agency…
• The colours are those of the status (Provisional, Confirmed, In-house or Checked out) or, if you choose, those of the channel (Booking.com, Expedia, own website, phone, company…). Blocks are striped in red, with their reason.
• Next to the number of each room, a coloured dot shows its cleaning status, according to Housekeeping: orange, dirty; blue, being cleaned; teal, to inspect; green, clean. A red spanner warns of an open fault. And a green arrow marks that someone arrives today and an amber one that someone leaves; in grey, already done. The cleaning status changes by itself when a room attendant finishes or the executive housekeeper inspects the room.
• By type. Rooms are grouped by type; each type’s header, with its code, its name and how many rooms it has, folds up with a click and shows the available rooms of that type. Clicking a room number shows its short record: type, floor, beds and features.
• The days when a seasonal hotel is closed are shaded, with a padlock in the header and no available rooms.

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   The colours for each status (or each channel).
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   Block, today, hotel closed and weekend.
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   The rooms’ cleaning status and open faults.
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   The icons on the bars and on the rooms.
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   What you can do with your role.

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   The days when the hotel is closed, shaded and with 0 available: you cannot book or assign rooms on them.

#Moving through the dates and searching

• The arrows move forward or back one week (two, at 30 days); Today goes back to the hotel’s business date, and the calendar (the dates shown) jumps to any day. The grid scrolls with the mouse wheel or the touchpad, vertically and horizontally.
• 7, 14 or 30 days: at 30 you see the whole month, with narrower bars. The room planner remembers your choice (and the colour and grouping) for next time.
• Search: type a locator or part of the guest’s name. As you type, the matching bars are highlighted and the rest are dimmed; when you press Enter, the grid goes to the first one. If the booking is not on the dates you are viewing, the room planner looks for it across the whole hotel and jumps to its arrival.

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   The locator searched for (the ✕ clears the search).
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   Its bar, highlighted in orange; the others, dimmed.

The funnel button (Filter and group) lets you see only some room types or some floors – useful for preparing a whole floor or seeing only the suites – and turn off grouping by type. With filters on, the button shows a number; Clear filters shows everything again.

#Assigning and changing rooms

Assigning means deciding which specific room a booking sleeps in. In the room planner you do it by dragging:

• From the Unassigned strip to a free room: the booking is assigned to that room.
• A bar to another row: the booking changes room (with the guest in-house, from today: the nights already slept stay where they were).
• A bar to the Unassigned strip: the booking is left without a room.

While you drag, the destination lights up with a shadow: turquoise if the booking fits, with the room and the dates, and red if it does not, with the reason: Room 214 is taken on those nights, Room 214 is blocked on those nights, Room 214 cannot take 3 guests or Cannot move to past dates. If you drop it on red, nothing happens. The shadow is only a warning: the database has the final say, checking everything again when you drop the bar – capacity, blocks and that nobody has taken that room a second earlier – and, if something does not add up, it says so and changes nothing.

You can do the same without dragging, with the keyboard, with a screen reader or on a mobile: right-clicking a bar (or a long press on a mobile, or the screen reader’s Move to another room… action) opens its menu. The same menu offers check-in on the arrival day and check-out on the departure day, which open the ones in Front desk.

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   The booking’s record (also with a click on the bar).
2. 2
   Check-out, because it departs today (on the arrival day, check-in).
3. 3
   Choose the room from a list. Before arrival, the menu also offers Unassign the room.

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   Only rooms that are free on those nights and have space for the occupancy.
2. 2
   The booked type first. Click one to assign it.

#Changing dates by dragging

If you drag a bar horizontally, the dates change as well as the room: the booking keeps its nights and starts on the day where you drop it. Before doing so, the room planner asks Change the booking dates?, with the Before and After dates and the destination room; Change dates confirms it and Cancel leaves everything as it was. It is the same as Change in the booking’s record: availability is checked for the new nights, the price is adjusted with the hotel’s re-rating rule (see Changing and confirming) and the change is recorded in the lifecycle.

Only the dates of single-room bookings that have not arrived yet can be changed this way, and you need the Change bookings permission. With the guest in-house or with several rooms, the bar only moves vertically (to another room).

#New booking from a free night

Clicking a free night in a room opens its menu (with whatever your role allows): New booking in this room opens the new booking form in Bookings with the hotel, that room’s type and that night as the arrival; when you create it, the booking is assigned to that room. If in the end the booking does not fit in it (other dates, more guests), it is created anyway and goes to Unassigned, with a message saying why.

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   New booking in that room, from that night.
2. 2
   Block the room from that night.

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   The first blocked night and the day the room goes back on sale.
2. 2
   The reason.
3. 3
   A note for the rest of the team.
4. 4
   Blocks it.

#Blocking and unblocking rooms

A blocked room is off sale for some nights: because of a fault, works or a deep clean, or because it is being used for something else. While the block lasts, it cannot be assigned to any booking and does not count among the available rooms. You cannot block a night that already has a booking assigned: you first have to move that booking to another room.

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   The block’s reason, dates, nights and note.
2. 2
   Remove the block: it asks for confirmation (Yes, remove it) and the room goes back on sale.

To unblock a room, click the block in the grid: it opens with its reason, its dates and its note. Remove the block asks for confirmation and the room goes back on sale for those nights. Blocking and removing a block are recorded in the hotel’s event log. Each hotel’s blocks can also be seen in its record, under Inventory.

#Room cleaning status

Clicking a room’s number shows its short record – type, floor, beds, features – with its cleaning status and since when, its open faults and, depending on your role, Change the cleaning status… and Block the room…. Changing the cleaning status by hand is useful, for example, to mark as clean a room that housekeeping has prepared without a task; marking it clean closes its open tasks. The executive housekeeper can do it and, so as not to hold up a check-in, so can whoever does check-ins.

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   Its type, floor, beds and features, and its cleaning status with the time since when it has been like that (the same colour as the dot next to its number).
2. 2
   Change the cleaning status… (and, with the relevant permission, block it).

#Several people at once

The room planner is live: if someone else assigns a room, creates a booking, cancels one or blocks a room, your grid updates itself in under a second, without you clicking anything. The green dot next to the buttons shows this (Live: changes made by other users appear automatically); if the connection drops, the dot goes out, and when it comes back the grid catches up with what changed in the meantime. If you are dragging a bar when a change arrives, the grid waits until you drop it. The Refresh button reloads by hand, and hovering over it tells you what time the data is from and how long it took to draw.

Two people trying to put two bookings in the same room at the same time is not a problem: the database only accepts the first one, and tells the second person that the room is already taken.

#What each role can do

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   The executive housekeeper blocks rooms, but bookings are moved by the front desk.

#On a mobile

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   Dates: previous week, today, next week and calendar.
2. 2
   Search, colour, filters, key, refresh and live, as icons.
3. 3
   The “Unassigned” strip.
4. 4
   Seven days, which you can swipe with your finger.

On a narrow screen the room planner always shows seven days and the buttons shrink to icons. To move a booking, press and hold its bar until it lifts, then drag it; or, more comfortably with a finger, open the booking and use Change room in its Rooms tab.

A booking is the commitment to accommodate someone at a hotel on specific nights: who is coming, when they arrive and when they leave, in which rooms, on which board and at what price. The Bookings section brings them all together: those that come in by themselves from Booking.com, Expedia or the hotel’s own website and those created at the hotel, by phone, at the desk or for a company. Each one has its record, with everything that has happened to it since it was created.

This chapter explains what each piece of booking data means, how to find a booking, what its record tells you and how each operation is done. The Room planner shows the same bookings room by room and day by day.

#What a booking is

• Locator: the booking’s code, for example 101-00070831: the hotel code and an eight-digit sequential number, with no gaps. It is what you give the guest and what you search for.
• Guest: the person in whose name the booking is made. It links to their guest record.
• Stay: the arrival date and the departure date. The nights are those in between: someone arriving on the 7th and leaving on the 10th sleeps three nights (the 7th, the 8th and the 9th).
• Rooms: how many and of which type (Single room, Double room, Junior suite…), each with its occupancy (adults and children; infants are counted separately, in a cot) and, once it is known, the specific room assigned to it (214, 305…).
• Board: what the price includes besides the room: Room only (SA), Bed and breakfast (AD), Half board (MP: breakfast and one meal), Full board (PC) and All inclusive (TI). Each hotel offers its own; 101, for example, offers SA, AD and MP.
• Rate: the price list it is sold at: the public rate, the corporate rate, the group rate, an offer… See Rates.
• Cancellation policy: up to how many days before arrival it can be cancelled free of charge and what is charged after that: nothing, the first night or the full amount. Non-refundable rates have no free cancellation.
• From the channel or direct: channel bookings come in by themselves from Booking.com, Expedia or the hotel’s own website through the channel manager (the software that shares the hotel’s availability out among the sales channels; simulated in the demo) and bring their price and the channel’s commission with them. Direct bookings are created in OCA PMS (walk-in, phone, email, company, agency or group) and their price is calculated by the database with the hotel’s rates.
• Amount: what the stay costs, including VAT: the sum of the price of each night of each room.

Each booking goes through several statuses, shown as a coloured pill in the list, in the record and in the room planner:

#The booking list

When you open Bookings you see those arriving in the next seven days at your hotels (or at the one you have chosen at the top, in the hotel selector). Above, the search box and the filters; below, the indicators and the list.

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   The search box: type part of the locator, the guest’s name, the voucher or the channel reference. It searches as you type.
2. 2
   The day-to-day shortcuts: Arriving today, Departing today, In-house, Next 7 days, Created today and All.
3. 3
   Other dates: any period, chosen in the calendar.
4. 4
   Which date counts for that period: arrival, departure, stay or creation.
5. 5
   New booking: the form for a direct booking (only if your role can create them).
6. 6
   Filters by status and by channel: tick one or more; with none ticked, all are shown.
7. 7
   The indicators for what you are viewing, each with its ⓘ.
8. 8
   Each row, one booking: locator, hotel, guest, stay, type and assigned room, guests and board, channel or agency, status and amount. Click it to open its record.

• The shortcuts change the dates in one click: Arriving today and Departing today look at the arrival or the departure date; In-house, bookings with that status sleeping at the hotel today; Next 7 days, those arriving between today and a week from now; Created today, those created today, through the channel or at the hotel; All removes the date filter.
• The period and its date. With Other dates you choose a period, and the chip next to it decides which date must fall within it: Arrival, Departure, Stay (the booking has at least one night in the period) or Creation (the day it was created).
• Up to 500 rows. The list shows at most 500 bookings; if there are more, it says so above the list (“Showing the first 500 of…”) and you should narrow the search. The indicators, on the other hand, count all the bookings that match the filters.
• Export. With the Export permission, the Export CSV button downloads the list just as you see it, to open in a spreadsheet.

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   What it shows, how it is calculated and how to read it.

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   The selected one is the one used.

#The booking record

Clicking a booking opens its record in a panel on the right. At the top, the essentials and the buttons for what you can do with it (depending on its status and your role); below, the tabs.

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   Locator and hotel; below, the guest, the stay and the occupancy.
2. 2
   The booking’s status.
3. 3
   The actions allowed by its status and your role. With the guest in-house, only Change (and only the departure).
4. 4
   The tabs: Summary, Rooms, Folio (with the Amounts permission), Communications and Lifecycle (and Technical, with the Technical data permission).
5. 5
   The booking’s figures: nights, assigned room (or how many rooms it has), guests and amount.
6. 6
   Stay: dates, guests, board and expected arrival time.
7. 7
   Source and terms: channel or agency (with its commission), rate, cancellation policy, channel reference, segment, when it was created and the commission.
8. 8
   Guest: their guest record, nationality, contact details, ID document (hidden until you click the eye) and language.

The Rooms tab has a card for each booked room: its type, its dates (with several rooms, each one can have its own), occupancy, board, status, the assigned room, the services to prepare (cot, extra bed, high chair…) and the price of each night. The Folio tab is the guest’s folio (see The booking’s folio) and Communications, what has been sent to them (see Communications with the guest). The Lifecycle tab tells everything that has happened to the booking – its creation, the assignments, the changes, the check-in… –, with the date, the time and who did it, taken from the event log, which cannot be changed or deleted. Technical shows the booking exactly as the database stores it.

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   The booked room (1st, 2nd…) and its type; the ⓘ explains where the price comes from.
2. 2
   Assign or change the room.
3. 3
   The assigned room and from when to when.
4. 4
   Each night with its price, including VAT.

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   It comes from the permanent event log.
2. 2
   Each step, with when and who; expand it to see the details. The most recent at the top.

#The booking’s folio

The folio brings together what the booking is charged and how its payment stands: the charges (each night of accommodation and the tourist tax, posted by the night audit, and extras posted by hand), the invoices issued and the payments and deposits. You can see it in the record’s Folio tab and at check-out in Front desk.

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   The totals: not invoiced, invoiced, paid, deposits and the balance, each with its ⓘ.
2. 2
   Post a charge: an extra with its item, quantity and price including VAT.
3. 3
   Take a deposit: money on account, which will be applied automatically to the invoice.
4. 4
   Invoice what is outstanding (or only what is selected).
5. 5
   Each charge, with its date and VAT; the checkbox selects it to invoice it separately or move it to another room.
6. 6
   Cancel an uninvoiced charge, with a reason: it is struck through.
7. 7
   The booking’s invoices, with what is outstanding on each one, and its payments and deposits (what remains on account).
8. 8
   Refund what remains of a deposit.

• Amounts include VAT, as is usual in the hotel trade; the base and the VAT amount are calculated by the database.
• A charge is never deleted and its amount never changes. An uninvoiced one is cancelled with a reason (it is struck through and no longer counts); one already invoiced only becomes outstanding again if a credit note is issued for its invoice (see Correcting an invoice).
• Moving charges to another in-house room at the same hotel (“charge it to 214”): select the charges and click Move.
• Refunding a deposit. What remains of a deposit (for example, if the guest leaves early) is refunded with Refund, by the same payment method it was taken with (see Payments and tills).
• Invoicing and taking payments are explained in Invoices and Payments and tills.

#Creating a direct booking

Direct bookings (walk-in, phone, email, company, agency or group) are created with New booking. While you fill in the form, the database quotes the booking: it calculates the price of each night with the hotel’s rules and tells you how many rooms of that type are still free, before anything is saved.

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   The arrival and departure dates (by default, today and two nights).
2. 2
   Each room: the type, adults and children; on the right, its price and how many rooms of that type are still available on those nights.
3. 3
   Add a room: adds another room to the same booking (each with its own type and occupancy).
4. 4
   Rate, board and channel (for a company or agency, also which one). Only the rates sold at the hotel are shown.
5. 5
   Provisional: the booking stays unconfirmed for seven days.
6. 6
   The guest: at least the first name is required. With a .demo email address, they receive the confirmation (in the demo, in the capture mailbox).
7. 7
   The total including VAT, recalculated with every change; the ⓘ explains the calculation.
8. 8
   Create booking: enabled when the form is complete and the quote shows no errors.

If something does not add up, the quote says so in red, above the total, before anything is saved: that the hotel is closed on those nights, that the occupancy does not fit the room type, that the stay is longer than the hotel allows… If a room type has no room left on some night, its available count shows in red, with the message A room type has no availability on those nights: the booking cannot be created. When you click Create booking, the database checks everything again at that very instant – permissions, availability and price – so two people cannot sell the last room at the same time.

#Changing and confirming

Change, in the record’s header, changes the dates, the occupancy and the board, the arrival time and the notes. What can be changed depends on the booking:

• Before arrival (provisional or confirmed), everything.
• With the guest in-house, only the departure: extending or shortening the stay.
• With several rooms, only the general details (arrival time and notes); each room’s dates are changed in the room planner.
• Bookings that are checked out, cancelled or no-shows can no longer be changed.

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   The dates: you choose both in the calendar.
2. 2
   The occupancy.
3. 3
   The board, from those the hotel offers.
4. 4
   Expected arrival time and notes: the guest’s notes and the internal ones, which only staff can see.
5. 5
   A reminder that the price is recalculated according to the hotel’s rule.
6. 6
   Save applies the changes (if you have not changed anything, it just closes).

On saving, the database checks availability only for the new nights (those the booking already had were already sold) and recalculates the price with the hotel’s re-rating rule, which is in Rates, under Pricing conditions → When a booking changes:

• Unchanged nights keep their rate: only new nights, or those whose occupancy or board changes, are priced again. This is the usual option: what was agreed is respected.
• All nights are recalculated with today’s rates.

The change is recorded in the Lifecycle with what there was before and what there is after, and the guest receives confirmation of the changes by email (in the demo, to the capture mailbox).

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   Provisional status.
2. 2
   Confirm: it becomes confirmed straight away, with no further questions.
3. 3
   Change.
4. 4
   More actions: cancel (and, from the arrival day, no-show).
5. 5
   Provisional until: how long it is held without being confirmed.

#Assigning or changing the room

A booking is sold by room type; the specific room is assigned later, usually before arrival. You can do it from the record, as here, or by dragging the booking in the room planner, which is the easiest way when many bookings need fitting in.

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   How many rooms are free for the whole stay and have space for the booking’s occupancy.
2. 2
   First, those of the booked type, with their floor and features.
3. 3
   Then, those of another type with enough space (a change of type, for example an upgrade).
4. 4
   Closes without assigning anything.

• With the guest in-house, the change applies from today: the nights already slept stay in the previous room (in the room planner they appear as two bars joined by an arrow).
• Unassign room leaves the booking without an assigned room (it goes back to the room planner’s Unassigned strip); this cannot be done with the guest in-house.
• Even though the list only shows free rooms, the database has the final say: if someone else has just taken that room, it says so (That room is already assigned to another booking on some of those nights) and changes nothing.

#Cancelling or marking a no-show

A provisional or confirmed booking is cancelled from More actions (the three dots in the header). On the arrival day (or later), the same menu also offers No-show, for when the guest does not turn up. In both cases a reason is required, and the room is released so it can be sold.

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   Cancel the booking.
2. 2
   No-show: only from the arrival day.

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   What is going to happen.
2. 2
   The reason, required.
3. 3
   Confirms the cancellation.

#How the price is calculated

#Amenities to prepare

A cot, an extra bed, a high chair, a pillow menu… These are the services housekeeping has to prepare in the room before the guest arrives. They are shown in the booking’s Rooms tab and changed with Services. The cot for infants and the extra bed for anyone beyond the standard occupancy are added automatically, even if nobody asks for them.

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   The services to prepare.
2. 2
   Services: change them.

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   What is added automatically (the cot for infants, the extra bed).
2. 2
   Each of the hotel’s services; limited ones say how many are left on the tightest night of the stay.

#Communications with the guest

OCA PMS writes to the booking’s lead guest when it is confirmed, changed or cancelled, at check-in (the welcome sheet, with their room and the Wi-Fi) and when the stay ends (the survey), using the templates in Guest care, in their language. The booking’s Communications tab shows everything that has been sent to them, with its status. In the demo, email is simulated: it goes to the capture mailbox and only to .demo addresses.

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   The recipient and the text, only with Personal data.
2. 2
   Resend an email.
3. 3
   Each message: the subject, the type, the recipient, the language, when it was sent and its status in the queue (queued, sent, error…).

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   Which email: the confirmation, the amendment, the cancellation or the welcome sheet.
2. 2
   To the lead guest or to another address.
3. 3
   What will be sent, exactly as it will go out, in the guest’s language.

#What each role can do

What you see and what you can do depend on four operation permissions – Create bookings, Change bookings (also confirming), Cancel bookings (also no-show) and Assign and move rooms – and on two data permissions: Amounts (prices, amount, commission) and Personal data (the guest’s email, phone and ID document). Without them, the database does not even send that data to the screen.

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   No buttons: this role cannot change bookings.
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   No amount.
3. 3
   Contact details hidden: the Personal data permission is required.

#On a mobile

On a narrow screen the list turns into cards: locator, status, guest, stay, type, channel and amount. The shortcuts sit in a row you can swipe with your finger, and the status and channel filters fold away behind the Filters chip. The record takes up the whole screen.

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   The shortcuts, in a row you can swipe.
2. 2
   The status and channel filters, folded away.
3. 3
   The indicators, two by two.
4. 4
   Each booking, a card.

The Guests section has two tabs: Guests, the single record of each person who has stayed or will stay at any hotel in the chain, and Agencies and companies, the channels, agencies, companies and tour operators the chain works with, and their commercial terms.

#Finding a guest

Each person has a single record for the whole chain: if they come back, they are recognised by their ID document and the same record is used, with all their stays. To find it, type at least two letters of the name, the ID document, the email or the record’s code (C-000123).

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   The search: it ignores capitals and accents and finds names even if they are not written exactly the same way or in the same order.
2. 2
   New guest: search first, so as not to create a duplicate.
3. 3
   How many have been found and, among them, how many are repeat guests, VIP or on the do-not-admit list.
4. 4
   Each guest: code, name, ID document, nationality, email, stays and the last one; click it to open their record.

With the exact ID document, code or email, their record comes up first. By name, at most the 50 closest matches come up: if you are looking for someone specific, add the second surname or search by their ID document.

#The guest record

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   The record’s code, its flags (here, VIP), the name, the nationality, the language and how many stays they have.
2. 2
   Edit the record (with the relevant permission).
3. 3
   The tabs: Summary, History (see below), Bookings and Invoices (with how many there are).
4. 4
   The summary: stays, nights, amount invoiced, and cancellations and no-shows.
5. 5
   Their details: name, nationality, country, language, whether they are VIP and when the record was created.
6. 6
   The ID document (masked: the eye shows it in full) and the traveller register details.
7. 7
   Contact details and address, and whether they accept marketing communications.
8. 8
   Notes for the team and the do-not-admit list.

• Bookings: all their bookings at your hotels, as lead guest or as a guest registered at check-in, from newest to oldest, with Open to go to each one. It includes cancelled bookings and no-shows, so there may be more than the stays in the summary.
• Invoices: those issued in their name, with what has been paid and what is outstanding.
• Do-not-admit list: a flagged guest is highlighted when searched for and at check-in.
• Marketing communications: offers are only sent to them if they have expressly agreed to it (GDPR).

#History and preferences

To welcome a returning guest the way they expect, you need to know what they asked for last time, what they like and, above all, what they cannot have. The History tab of their record brings it all together, at the hotels you can see: what staff have recorded, what their stays show without anyone having recorded it, what they asked for and spent on, how they rated us and what happened to them.

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   The History tab.
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   Their stays and nights with the chain, what they have spent, their average survey score and cancellations and no-shows.
3. 3
   Recorded preferences, each with its type, who recorded it, at which hotel and when; important ones first and in red.
4. 4
   Add a preference; the cross on each one removes it.
5. 5
   What their stays show; the marker on each line records it as a preference.
6. 6
   What they asked for on each stay and what they spent on; further down, their surveys, their incidents and items left behind, and their stays.

The current booking does not count as a previous stay. Personal details (notes and comments) are shown with Personal data, and spending with Amounts.

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   The type.
2. 2
   Under food and allergies, the allergens they cannot have.
3. 3
   Important: with allergens it always is.
4. 4
   Save.

#Creating or changing a guest

Most records are created automatically: when a booking is created (the lead guest’s) and at check-in (each guest’s, which completes the lead guest’s). From here they are created by hand or corrected.

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   The details: only the name is required; the nationality, with its two-letter code (ES, PT, FR…).
2. 2
   The ID document: the type (deduced from a DNI or NIE), the number, the support number and the dates. If a record with that ID document already exists, it warns you and offers to open it.
3. 3
   Contact details and address.
4. 4
   Create.

• No duplicates. If the ID document is already in another record, the database will not save it and the screen offers Open their record.
• If two people change it at the same time, the database does not let one overwrite the other’s changes: you have to close the record, open it again and repeat the change.
• The change log keeps which fields were changed and by whom, but not their values: personal data is not copied into the history.

#Agencies and companies

The Agencies and companies tab brings together those who bring in bookings or pay for other people’s stays: the channels (Booking.com, Expedia, the hotel’s own website), travel agencies, companies with an agreement and tour operators. Each one with its commercial terms:

• Commission: the percentage it takes from each booking it brings in.
• On credit: whether its invoices are paid later, on their due date, instead of at check-out.
• Payment terms: how many days after the invoice it falls due.
• Credit limit: the most it may owe on credit. If a new invoice would take it over the limit, the database will not let it be issued on credit: it will have to be paid or the limit raised.

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   Code, type and whether it works on credit; below, its tax ID.
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   The tabs: Summary, Production and Due dates.
3. 3
   Commission, payment terms, live exposure (what it owes now) and overdue.
4. 4
   A warning if it has unpaid overdue amounts: chase them before giving it more credit.
5. 5
   The terms: credit limit, live exposure, overdue and available credit, with the bar showing how much of its limit is used.

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   Live exposure, how many work on credit, what is overdue and the bookings they have brought in over 12 months.
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   Each one with its type, tax ID, commission, credit, limit, exposure and bookings.

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   Bookings, nights, production, commission and cancellations.
2. 2
   Which hotels it works with most.

#The guest’s data protection

The GDPR tab on the record (with the Personal data permission) brings together what data protection requires you to know about each person: what they have consented to, what requires their data to be kept and who has seen it. Their rights of access and erasure are also handled from here. Everything for all guests at once is in Legal obligations.

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   Download their data (everything the hotel holds about them) and Erase their data.
2. 2
   What they consent to today: marketing and surveys, when, from where and with which version of the text; and recording that they consent or do not.
3. 3
   What requires their data to be kept: invoices issued, SES submissions, anything pending with SES and their bookings in progress.
4. 4
   All their consents, which are never deleted: here, an unsubscribe from marketing via an email.
5. 5
   Who has viewed or changed their data (the last 50 accesses; with the Manage GDPR permission).

• Recording a consent. If the guest says at the desk, by phone or by email that they want (or no longer want) marketing or surveys, Record that they consent or Record that they do not consent, with a note of how they said it. With nothing recorded, they receive no marketing but do receive the survey (on legitimate interest, until they object). The same is recorded at check-in (see Front desk).
• Right of access. Download their data gives them everything the hotel holds about them: record, stays, invoices, preferences, surveys, consents, SES submissions and accesses. The download is recorded in the access log.
• Right to rectification. Their record is corrected with Edit, as usual; if they have a guest register at SES, it is submitted again.

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1. 1
   What is anonymised: the record (the code, language, nationality and country stay, as they do not identify anyone), the lead guest and notes on their bookings, their preferences, their comments and their emails.
2. 2
   What is kept restricted because the law requires it: their invoices (6 years) and their guest registers (3).
3. 3
   To confirm, their guest code.

#What each role can do

An invoice sets out what a guest is charged: the nights of their stay, the tourist tax, extras… It is issued from the booking’s folio (at check-out or when the guest asks for it) and, once issued, it never changes: if it has an error, it is corrected with another invoice, the credit note. The Invoices section brings together all the invoices at your hotels, with what has been paid and what is still outstanding on each one.

#Series and numbering

Each invoice has a number that gives its series, its year, its hotel and its sequence: A26-101-000123 is invoice 123 in series A for 2026 at hotel 101.

Numbering is sequential with no gaps per hotel, series and year: the database reserves the next number at the very instant it issues the invoice, so two people invoicing at the same time never get the same number and none is skipped. The number format is a chain rule, like the locator’s.

#The invoice list

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1. 1
   Search by number, recipient or tax ID.
2. 2
   The shortcuts: all, outstanding, paid, on credit and overdue.
3. 3
   The year and a period of issue dates.
4. 4
   The series: full invoices, simplified invoices and credit notes.
5. 5
   The indicators for what is filtered, each with its ⓘ.
6. 6
   Export the list (with the export permission).
7. 7
   Each invoice: number, hotel, date, recipient with their tax ID, and booking. Click it to open its record.
8. 8
   Its status (paid, outstanding, on credit, overdue, cancelled by credit note…) and whether it is reported through the SII or carries Verifactu (with its submission status).

#Issuing an invoice

Invoices are issued from the booking’s folio: in the booking record (Folio tab) or at check-out in Front desk. The Invoice button shows the outstanding amount; if you select some charges, it invoices only those.

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1. 1
   The total: the outstanding charges (or the selected ones).
2. 2
   Who is invoiced: the lead guest, another guest (from their record), the booking’s agency or company (if it has one) or another recipient typed in by hand.
3. 3
   The tax ID, if they ask for it and it is not in their record.
4. 4
   Simplified: no tax details, up to €3,000. Without a tax ID, it is always simplified.
5. 5
   The language of the invoice: Spanish, Galician, English or Portuguese.
6. 6
   Send it by email when it is issued (in the demo, only to .demo addresses).
7. 7
   Issue invoice.

• Deposits. What has been paid on account for the booking (a deposit, a down payment) is applied automatically to the invoice when it is issued, from the oldest to the most recent.
• On credit. If the invoice is made out to an agency or company with credit, it is left on credit: it is not paid at the desk but on its due date (the invoice date plus the agreed payment days) and it does not prevent the guest from checking out. The database checks the agency’s credit limit: if this invoice would take it over the limit, it cannot be issued on credit (see Agencies and companies).
• The tourist tax carries VAT. It is part of the taxable base of the accommodation and carries the same VAT (10%): one euro of tax per adult per night is invoiced as €1.10. That is the conclusion of the Spanish Directorate General for Taxation (DGT) in binding ruling V0507-26; in Verifactu it goes with the accommodation. Out of scope is kept for an item that really is not subject to VAT.

#The invoice record

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1. 1
   The number, the hotel, the status and the recipient; below, the type, the date and the booking.
2. 2
   The invoice’s PDF.
3. 3
   More actions: send it by email, open the booking, the guest or the agency, and issue a credit note.
4. 4
   The tabs: Summary and Verifactu (or SII, depending on the company); with the technical data permission, also history and technical.
5. 5
   Total, paid, outstanding and the date (or the due date, if it is on credit).
6. 6
   The invoice details: number, type, issue date and date of supply, tax regime, booking and language.
7. 7
   The recipient, with Open to go to their record.
8. 8
   Its payments, what is outstanding and, if it is on credit, its due date.

Further down, the issuer (the company, its tax ID and registered address, and the establishment) and the lines: each invoiced charge with its quantity, price, VAT, base and VAT amount; the VAT breakdown by rate, what is not subject to VAT and the totals. Taxable base + VAT amount + not subject to VAT = total, always: the database will not save an invoice that does not add up.

#Verifactu

Verifactu is the Spanish Tax Agency’s (AEAT) system to make sure invoices cannot be secretly altered. Here it is without the jargon:

• When each invoice is issued, the software generates an invoicing record with its main details: the issuer’s tax ID, the number, the date, the type, the VAT amount and the total.
• A hash is calculated for that record: a 64-character code that sums up all that data and the hash of the previous invoice of the same company. If a single figure on an invoice already issued were changed, its hash would no longer match, and nor would those of all the invoices after it: that is why it is called a chain.
• The invoice carries a printed QR code that the recipient can use to check it on the AEAT’s e-office, with the legend “VERI*FACTU”.
• The record is sent to the AEAT, which replies whether it is correct.

In OCA PMS the database does all this at the very instant the invoice is issued: nobody has to do anything else.

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1. 1
   In the demo, the record and its hash are real; the submission and the response are simulated.
2. 2
   The record: its type (registration), its position in the company’s chain and the date and time it was generated.
3. 3
   Its hash and that of the previous record, which goes into its calculation.
4. 4
   The QR code printed on the invoice, with the AEAT verification address (in the demo, the test one) and the button to copy it.
5. 5
   The chain: the previous record, this one and the next one, which will carry this hash.

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1. 1
   The submission status: awaiting submission, accepted, accepted with errors or rejected.
2. 2
   The response’s CSV (secure verification code), and when it was sent.

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1. 1
   Why it does not carry Verifactu.

#The PDF and sending by email

• The PDF. The record’s PDF button requests the document from the document service (simulated in the demo): in a few seconds The PDF is ready appears with the Open the PDF button. The PDF comes out in the invoice’s language, with the Verifactu QR code at the top right if it has one, and with the “DEMO · fictitious data” mark. The link is private and expires after five minutes.
• Sending it by email. More actions → Send by email sends it with its PDF attached to the email address you type. In the demo only .demo addresses are accepted and the email lands in the capture mailbox: nothing goes out to the internet.

#Correcting an invoice

An issued invoice is never changed or deleted. If it has an error – a different recipient, a misspelt tax ID, a charge that did not belong on it – a credit note (series R) is issued that cancels it in full, by difference and as a negative amount, followed, if needed, by the correct invoice.

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1. 1
   The credit note: for the same amount, as a negative, it cancels this whole invoice.
2. 2
   The charges go back to the folio as not yet invoiced, so they can be invoiced correctly.
3. 3
   What has been paid is freed up as a deposit (or as the agency’s payment on account) and is applied automatically to the new invoice.
4. 4
   Untick it only if those charges must not be charged (a complimentary stay, a charge that did not belong).
5. 5
   The reason, required.
6. 6
   Issue the credit note.

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1. 1
   Its status: Cancelled by credit note.
2. 2
   Which invoice cancelled it and when, and that the two offset each other; Open takes you to the credit note.

What happens when you issue a credit note, in detail:

• The charges go back to the booking’s folio as not yet invoiced (unless you untick the box).
• What was paid on the original is not refunded: it is freed up as a deposit for the booking or as a payment on account for the agency, and is applied automatically to the next invoice.
• The due date, if the original was on credit, is cancelled.
• Verifactu: the credit note gets its own record, chained to the company’s latest one, and its own PDF.

#What each role can do

A payment is money coming in for an invoice or on account for a booking: in cash, by card, by bank transfer or with the virtual card sent by the channel. Cash and card payments go through the front desk till, which is opened at the start of the shift with a float and closed by counting what is in it. The Payments and tills section has two tabs: Today’s till and Due dates (what agencies and companies owe for their invoices on credit).

#Today’s till

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1. 1
   The till, whether it is open or closed, and who opened it and when.
2. 2
   Cash in and cash out that are not payments, and Close the till, with a count.
3. 3
   The shift’s indicators: the float, the expected cash and card, what has been taken and what has gone out, each with its ⓘ.
4. 4
   The shift’s movements: time, type, payment method, which booking and invoice (with the card terminal reference), who and how much.
5. 5
   Void a movement, with a reason, while the till is still open.

• Opening the till. At the start of the shift, Open the till asks for the float you start with. While the till is closed, no cash or card payments can be taken (the payment dialog warns you and lets you open it from there).
• Cash in and out. Money coming in or going out that is not a payment: change brought from head office, cash taken to the bank… Always in cash and with a description.
• Voiding. Each movement’s icon voids it with a reason: it is not deleted, it stays in the log, and whatever a payment had paid off an invoice becomes outstanding again. Only while that shift’s till is open.

#Take payment

Payments are taken from the booking’s folio (Take payment at check-out or in the record’s Folio tab), from an invoice record (Take payment with the outstanding amount) or from the due dates. If there is no invoice yet, the payment stays on account for the booking: it is a deposit, which will be applied automatically to the invoice when it is issued.

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1. 1
   The payment method: cash, card, bank transfer or the channel’s virtual card.
2. 2
   The amount. With invoices, it is shared out among them; anything left over stays on account.
3. 3
   The reference given by the card terminal or the bank. Never the card number.
4. 4
   A description, if you like.
5. 5
   Take payment.

• Deposits. Money taken on account (a down payment, a prepayment) appears on the folio as a deposit and is applied automatically, from oldest to newest, to the booking’s next invoice. A payment from an agency that is not applied to any invoice stays as a payment on account for the agency.
• Refunds. What remains of a deposit (the guest leaves early, or too much was taken) is refunded from the folio with the Refund button on that payment: it goes out by the same payment method it came in by and, if it is cash or card, through the hotel’s open till. The refund stays on the folio and in the till with its sign.

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1. 1
   How much is refunded, by which payment method and whether it goes through the till.
2. 2
   The reason, which is kept in the log.
3. 3
   Refund.

#Closing the till

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1. 1
   What needs counting.
2. 2
   The cash in the drawer, including the float; on the left, the expected amount.
3. 3
   The total from the card terminal’s end-of-day report.
4. 4
   A note, required if anything does not balance.
5. 5
   Close the till.

• Discrepancies. The cash difference is the amount counted minus the amount expected; the card difference, the card terminal total minus what was recorded. Any difference requires a note; the closing keeps it and it shows in red in Recent closings.
• Reopening. If, after closing, a forgotten payment or a counting error turns up, the last closing can be reopened with a reason (Reopen the till permission): the till is open again with the same shift and will have to be counted again.
• Closing the till is not the night audit. The night audit does not need the tills to be closed: it only warns about those still open.

#Due dates

Each invoice on credit to an agency or company has a due date: the date by which it must be paid, which is the invoice date plus the payment terms (in days) agreed with the agency. The Due dates tab shows what they owe, and payments are taken from it.

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1. 1
   Filters: outstanding, overdue, paid or all.
2. 2
   What is outstanding, what is already overdue, how many due dates there are and how many agencies owe money, with their ⓘ.
3. 3
   Outstanding by agency: outstanding amounts in orange and overdue ones in red. Click one to see only its due dates.
4. 4
   Tick the due dates an agency is paying and take them in one go with Take payment.
5. 5
   Each due date: invoice, agency, issue date, due date (in red if it has passed), amount, outstanding and status.

#What each role can do

The hotels’ accounts are kept by the accountants in their accounting software, a3innuva. OCA PMS does not replace that software: it saves them keying in by hand what is already in the PMS. Every invoice issued, every payment, the summary of the tickets of each POS terminal, every till that closes with a difference and every supplier invoice and payment automatically become an accounting entry, which is exported to a3innuva by closed periods.

An entry is the accounting record of an event; its lines say which account moves and by how much, on the debit or the credit side; in every entry the debit adds up to the same as the credit (the entry balances). The accounts follow the Spanish chart of accounts (PGC): 430 customers, 438 customer advances, 400 suppliers, 477 and 472 output and input VAT, 570 cash, 572 bank, 6 purchases and expenses, 7 sales and income. The sub-accounts (4300000123) are those of each customer, agency or supplier.

Accounting belongs to the company, not the hotel: the entries of hotels 101 and 102 belong to Hoteles Atlánticos (HAN) and those of 201 and 202 to Duerming (DAU). The hotel goes in the cost centres (the cost centre of each purchase and sales line). The section has five tabs: Summary, Entries, Export, Chart of accounts and Settings.

#The overview

Summary shows how the company’s accounting is going: what is still to be exported, what needs reviewing and the last export.

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1. 1
   The company: the first control on every tab, with its registered name, its tax ID and its scheme (SII or Verifactu). If you choose a hotel at the top, its company applies (shown with a padlock).
2. 2
   Generate entries for a period on demand (see Generating the entries).
3. 3
   What is pending export and its amount, what can already be exported, what is to review, the day exports go up to and the unbalanced entries, always 0. Each with its ⓘ.
4. 4
   The closed period that is ready to export; Export takes you to that tab with it already chosen.
5. 5
   What is pending by source. Each row opens its entries.
6. 6
   Exported entries to review: each one opens its record.

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1. 1
   By month: each month’s entries, not exported, exported and to review. A closed month should have everything exported.
2. 2
   The last export: its period, its file, how many entries and lines it had, who did it and its delivery to a3innuva. View opens its record.
3. 3
   How the company keeps its accounts and the last closed day, the last one that can be exported. Change takes you to Settings.

#Generating the entries

Normally there is nothing to do: each hotel’s night audit generates the entries for its day when it closes it (see Front desk). Generate entries is for rebuilding a period on demand; for example, after changing a mapping.

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1. 1
   The period: this month, last month, the quarter, the financial year or other dates (up to today).
2. 2
   All the company’s hotels or just one.
3. 3
   Generate entries: when it finishes, it tells you what it has done.

The generation compares, source by source, what should exist with what does:

• Whatever is missing is created, numbered per company and financial year in date order.
• Anything not exported whose source or accounts have changed is rebuilt with the same number; anything that no longer makes an entry (a cancelled payment, a reopened till that now balances) is deleted. That is why there may be a gap in the numbering: the final number is given by a3innuva on import.
• Anything exported is never touched. If its source changed, it is flagged to review.
• The sub-accounts of customers with a tax ID, agencies and suppliers are created automatically the first time they are needed.

Generating the same thing twice duplicates nothing: each source has a single entry. When it finishes, the dialog tells you how many entries are new, how many were rebuilt, deleted or left unchanged, how many exported ones are now to review and which sub-accounts were created.

#The entries

Entries lists the company’s entries for the chosen period, most recent first.

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1. 1
   Search by description, document or number (an invoice number brings up its entry, its payments and its advances).
2. 2
   The period.
3. 3
   The filters: status (not exported, exported, to review), source, hotel and account (“430” brings up all those that move a customer account).
4. 4
   How many entries match the filters, for how much and in what status.
5. 5
   The list in CSV.

Each row is an entry: number and financial year, date, hotel, description and document, source, how many lines it has, its status (generated, exported or to review) and its amount. Click it to open its record.

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1. 1
   The hotel, the source and the entry’s status.
2. 2
   Its tabs: Lines and Source.
3. 3
   Its lines: the customer (their 430 sub-account, by tax ID) debited with the total; the sales of each charge item and the VAT of each rate (with its taxable base and its SII key) credited.
4. 4
   Balanced: the debit adds up to the same as the credit.

Below the lines, the entry’s details (date, hotel, document, when it was generated and whether it was rebuilt) and its export: until it is exported, it is rebuilt automatically if its source changes; once exported, it no longer is.

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1. 1
   What entry this type of source produces.
2. 2
   The invoice as it was issued: number, type and series, recipient, tax ID, hotel and total.
3. 3
   Open the invoice, with its lines, its payments and its SII or Verifactu record.

This is how each thing that happens at the hotel is recorded (in brackets, the PGC account):

#An entry to review

An exported entry is already in a3innuva, and the PMS does not rebuild it. If its source changes afterwards – a till is reopened and counted again, a payment is cancelled – the generation flags it to review: what was exported no longer matches what its source says today.

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1. 1
   The status: to review.
2. 2
   Since when, and what to do.
3. 3
   Mark as reviewed, once it has been corrected in a3innuva.
4. 4
   Which export it went in, and its delivery.

#Exporting to a3innuva

Export prepares the file the accountants import into a3innuva. Only closed days are exported: anything from a day that is still open can change.

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1. 1
   The period: Pending (all the closed days not yet exported), last month, this month up to the last closed day or other dates.
2. 2
   Generate the file.
3. 3
   How many entries will go in and for how much, those in the period that are to review (they do not go in: they are already in a3innuva) and the last closed day.
4. 4
   What gets exported, by source; each row opens its entries.
5. 5
   What the file is like, the company in a3innuva and the connector (simulated).

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1. 1
   On export, the entries become exported and are no longer rebuilt.
2. 2
   Confirm with Generate the file.

Before exporting, any missing entries for the period are generated, so there may be a few more than you saw. Below, in Exports, each export with its period, its file, how many entries and lines it had, for how much, who did it and its delivery; the icon on the right downloads it again. Click one to open its record.

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1. 1
   Download both files again.
2. 2
   If any of its entries is to review, it says so.
3. 3
   The file: period, company, file names, its fingerprint (SHA-256, which identifies its contents) and the debit and credit, which are equal.
4. 4
   The delivery: “Received”, with its import number and any warnings, or “Rejected”, with the errors.

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1. 1
   A simulated format: it imitates the a3innuva link file, but it is not the official one.
2. 2
   The first lines of the entries file, with the position ruler above: one 254-position line per journal line.
3. 3
   The accounts file: the accounts the entries use, with their name and tax ID, so that a3innuva can add any it does not have.

#The chart of accounts, the ledger and the trial balance

Chart of accounts has two views: the company’s chart of accounts with what each account has moved in the period, and the trial balance.

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1. 1
   The two views.
2. 2
   Search by account, name or tax ID.
3. 3
   New account, with the Configure accounting permission.
4. 4
   The period for the totals, and the filters: groups or sub-accounts, whose sub-account it is (customer, agency, supplier) and how it was created.
5. 5
   A supplier sub-account, with its tax ID, created automatically when generating: its lines, its debit, its credit and its balance. Click it to see its ledger.

The totals of a group (400) are those of all the accounts that start with it. Clicking an account opens its ledger: all its movements in the period, one per line, with the running balance.

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1. 1
   Rename the account, and the ledger in CSV.
2. 2
   The ledger’s period.
3. 3
   The opening balance (the financial year’s balance up to the day before the period), the debit, the credit and the closing balance.
4. 4
   Each movement: date, entry number, description, debit or credit and the balance. Click one to open its entry.

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1. 1
   The level: 3 or 4 digits or by sub-account.
2. 2
   The whole company or one hotel (its lines).
3. 3
   The debit and credit totals and the debit and credit balances.
4. 4
   Balances: always “Yes”.

#Account mappings and settings

Settings (with the Configure accounting permission) decides which account each thing goes to. The account mappings assign an account to a payment method, a guest folio charge item, an item family, a purchase family or expense type, a store item, an agency, a supplier or a VAT rate. When an item has no mapping of its own, the next rule applies.

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1. 1
   The two views: account mappings and accounts and prefixes.
2. 2
   What to look at: payment methods, charge items, families, purchases, store items, agencies, suppliers or VAT.
3. 3
   The order of the rules: the most specific wins.
4. 4
   Each item, the account the entry generation would use today and why: “Own” if it has its own mapping, or the rule that applies (here, its family’s).
5. 5
   The pencil changes its account.

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1. 1
   The account it uses today, why, and the order of the rules.
2. 2
   The new sub-account, with all its digits; if it is not in the chart, you give it a name and it is added.
3. 3
   Save.

The order in which each account is decided:

When a mapping changes, unexported entries are rebuilt with the new account at the next generation (the night audit’s or Generate entries); exported ones do not change and are not flagged to review.

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1. 1
   The sub-account length (8 or 10 digits): it is chosen when setting up the company and cannot change afterwards. In the demo, Hoteles Atlánticos uses 10 and Duerming 8.
2. 2
   Whether each customer with a tax ID, agency and supplier has its own sub-account or everything goes to the generic one.
3. 3
   The cost centres: the hotel code as cost centre on the lines in groups 6 and 7.
4. 4
   The company code in a3innuva, which goes on every line of the file.
5. 5
   The sub-account prefixes; further down, the fixed accounts (advances, cash, bank, default sales and purchases, cash shortfalls and surpluses).

#What each role sees

#Frequently asked questions

Do I have to generate the entries every day? No: each hotel’s night audit generates them. Generate entries is for rebuilding a period on demand, for example after changing a mapping.

I corrected an invoice after exporting it. What happens to its entry? An issued invoice is not changed: it is corrected with a credit note. The credit note is another invoice, with its own negative entry, which will go in the next export. The exported entry is not touched.

Why is there a gap in the entry numbering? Because an unexported entry whose source no longer makes an entry (a cancelled payment, for example) is deleted. The final number is the one a3innuva gives on import.

Why can I not export yesterday? Because one of the company’s hotels has not closed that day yet: only closed days are exported. The Last closed day indicator tells you.

Why do POS tickets not have one entry each? Because there would be hundreds a day. They are summarised by terminal and day, as the SII allows for simplified invoices; from the entry you can open the first and the last ticket.

Does the PMS file the SII? No: for SII companies, the accountants file it from a3innuva with what has been exported. Verifactu, on the other hand, is sent by the PMS when each invoice is issued (see Legal obligations).

Why does the balance not match the accountants’ one? Because here the financial year starts at zero and only what goes through the PMS is there: payroll, taxes and depreciation are recorded in a3innuva.

Housekeeping is the section for the housekeeping department (the one that cleans and prepares the rooms): it shows the state of each room – dirty, being cleaned, to inspect or clean – and organises the day’s work: what needs doing in each room, who does it, how long it took and what was restocked. It also handles maintenance faults and lost property.

It is the housekeeper’s screen (the head of housekeeping) on the computer. Room attendants work with the housekeeping app on their mobile or on a shared tablet, and everything they do shows up here instantly (see Room attendant and Executive housekeeper). Housekeeping works with one hotel at a time: if the selector in the top bar shows all your hotels, the screen asks you to choose one.

#The room board

The first tab, Board, is the housekeeper’s board: all the hotel’s rooms by floor, each one with its cleaning status, whether it is vacant or occupied, who is leaving or arriving today, the guest, the amenities to prepare, the day’s task and who has it.

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1. 1
   The Housekeeping tabs: board, allocation, work report, faults, lost property, amenities and settings.
2. 2
   Today or tomorrow (expected arrivals and departures) and search by room or guest.
3. 3
   The filters: by floor, by cleaning status, by room attendant and by movement (departure, arrival, stayover, vacant).
4. 4
   As a board or a list (the list can be exported), refresh and the green live dot.
5. 5
   The day’s indicators, each with its ⓘ.
6. 6
   A room: number and type, cleaning status, occupancy and movement, guest, task with who has it, and amenities. Click it to open its record.
7. 7
   Its actions, depending on its status and your role.

• The colour of each room is that of its cleaning status: orange dirty, blue being cleaned, teal to inspect and green clean; in red, blocked (off sale because of a fault or building work). The colour never appears on its own: it always comes with its label.
• Occupancy and movement: vacant or occupied, and whether someone is leaving today, someone is arriving, there is a departure and arrival (changeover day, the most urgent) or the guest is staying on, with which night they are on.
• The day’s task: the code of its type of cleaning (SAL, departure; EST, stayover; SAB, linen change; REP, touch-up…), its status and the initial of whoever has it. With amenities to prepare (cot, extra bed, high chair…), a label.
• Today or tomorrow. Tomorrow shows the expected arrivals and departures with the current cleaning status: it helps you plan the work ahead.

#The room record

Clicking a room opens its record on the right: everything you need to know about it today and, in History, every change of its cleaning status with the real time, who made it and where it came from (the room attendant’s task, the inspection, the guest’s check-out, the night audit…), its tasks over the last 30 days, its faults and the items found in it.

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1. 1
   The room, its type and floor, and its cleaning status.
2. 2
   The action that is due now and More actions.
3. 3
   Summary and History.
4. 4
   The cleaning: the status and since when.
5. 5
   Who is staying, leaving or arriving: booking, guests, stay, board, language and amenities to prepare.
6. 6
   The day’s task: the type of cleaning, its status, who is doing it, the expected minutes and the start time, with its actions.
7. 7
   Its open faults.

From each room’s menu (the three dots on its card) or from its record you can do everything that applies to it, depending on its status and your role:

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   Inspect: the main action for a finished room.
2. 2
   Change the cleaning status, create a task and the amenities.
3. 3
   Report a fault or lost property.

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   Pass it or send it back.
2. 2
   When sending it back, what needs a touch-up: the room attendant will see it.

#Allocating the work

Allocation has a column for each room attendant with their tasks for the day in the order they will do them, and another for Unassigned with what nobody has. In each person’s header, their tasks done, their workload (the expected minutes against their shift) and, if they are cleaning, which room they are in.

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   Plan the day and New task.
2. 2
   Also show tasks already done.
3. 3
   Tasks done, unassigned, minutes to go, “do not disturb” and the team workload, each with its ⓘ.
4. 4
   Unassigned: what nobody has. Drag a task to a person’s column to give it to them.
5. 5
   Each room attendant: their floor, how many tasks they have done and their workload against their shift; the blue icon, the room they are cleaning.
6. 6
   Each task: room, type of cleaning, minutes, status and movement; the flag, high priority. The checkbox selects it so that several can be assigned at once.

• Assigning a task means dragging its card to someone else’s column (or to Unassigned). Without dragging – with the keyboard, a screen reader or on a mobile –, tick the tasks’ checkboxes and click Assign to…, or use the card’s menu.
• The order of each column is the working order: priority tasks first (departures with an arrival the same day), then by floor.
• New task creates a task by hand: the room, the type of cleaning, who does it, the priority and some notes.
• A task that is not needed is cancelled from its menu, with a reason: it no longer counts in the allocation or the work report.
• Tomorrow shows the allocation already made for tomorrow: the night audit leaves it ready if the hotel has the automatic plan.

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   What it does: creates any missing tasks from the bookings and allocates them.
2. 2
   Who is working today: the active room attendants, with their floor, their shift and their tasks. Untick anyone who has the day off.
3. 3
   Reallocate what nobody has started (for example, if someone leaves mid-morning).

#The work report

Work report is what was done on a day, person by person: each task with its start and end time, the expected and actual minutes, the items restocked, removed or consumed, the “do not disturb” attempts and the room attendant’s notes. Today’s report updates itself; those for previous days stay as they were at the night audit.

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   The report’s day (any past day or today).
2. 2
   Everyone or one person.
3. 3
   The day’s summary: tasks done, expected and actual minutes, average per room, “do not disturb” and refused, faults and items.
4. 4
   The report for each person, with their hours and their summary.
5. 5
   Each task: type, status, start and end, expected and actual minutes, items and notes.

At the end of the report, Items of the day adds up what was restocked, what was removed and what was taken from the minibar (with the charges posted to each guest’s folio): it is what needs to be ordered from the linen room and the stores. The actual minutes run from the start time to the end time of each task, the real time on the room attendant’s mobile even if it was sent later without a connection. The export button at the bottom downloads the report as CSV.

#Faults

Faults is the list of what needs fixing: in a room or in a public area (a corridor, the lift, the café…), with its category (plumbing, electrical, heating and air conditioning…), its priority and its status: open, in progress (someone is fixing it), fixed or cancelled. A fault can take the room off sale (block it) until it is fixed.

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   Search by number, room or text.
2. 2
   The open ones (open and in progress), in progress, fixed, cancelled or all.
3. 3
   New fault.
4. 4
   Open, urgent or high, with the room blocked, fixed in 30 days and the average time to fix them.
5. 5
   Each fault: number, where, what is wrong, priority, status, when and who spotted it, who it is assigned to and the padlock if it blocks the room. Click it to open it.

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   Fix it, change its priority and who it is assigned to, and more actions: start the repair, a note, block or unblock the room, cancel it.
2. 2
   What is wrong, where, when and who spotted it, and who is fixing it.
3. 3
   The block: from when until when the room is off sale.

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   In a room or in a public area.
2. 2
   The category and the priority: urgent faults email maintenance.
3. 3
   Take the room off sale: it blocks it for those nights.

Faults are also reported from the housekeeping app, with a photo (the room attendant takes it with their mobile on the spot); from the computer they are added without a photo. An urgent fault emails the hotel’s maintenance team (in the demo, the capture mailbox).

#Lost property

Lost property keeps what is found in the hotel: what it is, where and when it was found, who found it and whose it may be. If it is found in a room, OCA PMS suggests the last stay in it as the owner (today’s or the one that has just checked out). Each item is kept until a date (the hotel sets the number of days) and ends up handed over, sent, donated or disposed of. Valuable items (jewellery, money, documents, electronics…) go to the reception safe.

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   Stored (and claimed), handed over, sent, donated, disposed of or all.
2. 2
   Record an item.
3. 3
   Stored, claimed, valuable, those expiring in 7 days and those returned in 30.
4. 4
   Each item: what it is, where and when it was found, its status, the booking and how long it is kept; the diamond, valuable.

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   Hand over, it has been claimed and, in More actions, notify the guest, send, a note, donate or dispose of.
2. 2
   What it is, where and when it was found and by whom.
3. 3
   Whose it may be: the booking and its lead guest, and whether they have already been notified.

#Amenities to prepare

Some guests need something in the room: a cot, an extra bed, a high chair, a pillow menu… These are the hotel’s amenities; some have limited units (the hotel has six cots) and others do not. The cot for infants and the extra bed for anyone beyond the room’s standard occupancy are prepared even if nobody asks for them.

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   The dates: two weeks, back or forward.
2. 2
   Use per day: how many units of each amenity are needed each night against how many the hotel has; “+n”, those arriving that day. In red, the days with none left.
3. 3
   Filter by amenity; below, the booked rooms with amenities and the pencil to change them.

A booked room’s amenities are changed from here (the pencil), from the room’s menu on the board, from Front desk or from the Rooms tab of the booking. Before saving you can see how many are left on the tightest night; if a limited amenity is all taken on any night of the stay, the database will not let you add it and says which day is short.

#Housekeeping settings

Each hotel works its own way, and in OCA PMS those are options, not different software. In Settings (only for whoever runs housekeeping: the housekeeper and management) you will find the hotel’s housekeeping rules, the staff and the catalogues.

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   Housekeeper’s inspection: a finished room stays “to inspect” until it is passed.
2. 2
   Check-in only into clean rooms: the front desk cannot give out a room that has not been cleaned (the database prevents it).
3. 3
   Automatic plan: the night audit leaves tomorrow’s plan made and allocated.
4. 4
   Cleaning of occupied rooms (every day, linen change only or none) and every how many nights the bed linen is changed.
5. 5
   The days lost property is kept.
6. 6
   The staff: role, floors usually covered, shift, whether they have a user and whether they are active.

• The staff: each housekeeping and maintenance person, with their role, the floors they usually cover (the allocation gives them those first), their shift in minutes (the workload is measured against it) and, if they have one, their user, so that they can see their list in the housekeeping app. Inactive staff are left out of the allocation, but their history is kept.
• The catalogues, further down: the types of cleaning (what each one is used for and its minutes; the plan picks the active type for each use), the items (linen, toiletries and minibar, which is charged with its folio charge code) and the amenities (with the units the hotel has or with no limit).

Each change is recorded in the event log (which options changed, not their values). This is how the demo hotels are set up:

Housekeeping items and stock. Each amenity and each minibar item is linked to its stock item (in Purchasing and stock): when a room is finished, what the room attendant records as restocked leaves the hotel’s housekeeping storeroom and what was taken from the minibar, the minibar one (or the housekeeping one). That way the dry store knows how many gels or bottles are left and the order proposal restocks them without counting by hand. Linen is not linked: it goes to the laundry and comes back (anything ruined is written off as waste).

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   The family and, if it is charged (the minibar), its charge code and price.
2. 2
   The stock item that restocked or consumed items come from.

#What each role can do

Housekeeping is live: what a room attendant does on their mobile (start, finish, “do not disturb”), what the housekeeper inspects and what the front desk does (a check-out) shows up instantly on everyone’s board, allocation and work report. The green dot shows this. Each room’s cleaning status can also be seen in the Room planner and in Front desk.

Waiters sell with the POS app, on a tablet or a touch terminal at each outlet: they open tables, take orders, send order tickets to the kitchen and the bar, take payment and charge to rooms, also offline (see Waiter). The POS section of the back-office app is for the office: what is happening right now in the dining rooms, what has been sold, receipts and till closings, and how each hotel’s POS is set up (the menu, the floor plan, the terminals and the waiters).

It has seven tabs: Live, Sales, Receipts, Z reports, Menu, Floor plan and Outlets. Anything covering a period (sales, receipts and Z reports) follows the hotel selector in the top bar: with All my hotels, all of them together. Anything for one hotel (live, menu, floor plan and outlets) needs a single hotel: if all of them are selected at the top, the tab asks for the hotel as its first control.

#The POS live

Live is the hotel’s business day at its outlets, as it happens: what has been sold so far, the occupied tables and what each one has. It updates by itself whenever the waiters work on the POS (the green dot, live).

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   The POS tabs.
2. 2
   View one outlet or all of them (one below the other).
3. 3
   Real time, refresh and Open the POS (the waiters’ app, in another tab; only if your role sells).
4. 4
   The day’s indicators, each with its ⓘ.
5. 5
   The outlet’s areas, with how many tables are open in each.
6. 6
   An occupied table (this one, in red: someone at the table has an allergy): how long it has been open and, on the large ones, the total. Click it to see its bill.
7. 7
   The colour key.

Below the floor plan, what is open without a table: bar tabs and parked notes (a named bill that is waiting, such as someone coming back later). And at the end, the table of all open bills, the oldest at the top: the table, the outlet, who is serving it, the covers, when it was opened, what is in the kitchen, its allergies, its status and the total.

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   The outlet and area, the table, the bill number, the date and who is serving it; on the right, whether it is open or how it was closed.
2. 2
   The total, covers, how long it has been open and what is in the kitchen.
3. 3
   The table’s allergies and how many of the dishes ordered contain them.
4. 4
   What has been ordered, by course, with the status of each line; a dish that contains one of the table’s allergens is flagged.
5. 5
   The order tickets: each one sent to the kitchen or the bar.
6. 6
   When and on which terminal it was opened and closed, the pro formas and, once it is closed, its receipt.

Courses. What is ordered is grouped into straight away (drinks and anything served as soon as it is ordered), starters, mains and desserts. When the order ticket is sent, the lowest course still missing goes out at once; the rest wait in the kitchen until the waiter fires them (gives the order to prepare them, as the table is finishing the previous course). Each line goes through Not sent → On hold → Fired → Ready to serve → Served; anything cancelled is struck through with its reason. In a café, everything goes out straight away.

A bill’s record is read-only: the waiter handles the bill on the POS. For a closed bill, View the receipt opens its invoice and, if it was charged to a room, Open the booking opens the guest’s booking.

#Sales

Sales summarises what was sold over a period: today, yesterday, the last 7 or 30 days, this month, last month or other dates (up to 400 days). Each bill counts on the business date it was opened (a dinner paid after midnight belongs to the day of the dinner).

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   The period.
2. 2
   All of the hotel’s outlets or one.
3. 3
   Export everything to CSV.
4. 4
   Sales, charges to rooms, covers, average bill, the cost of sales, what was on the house, what was discounted and what was cancelled after being sent to the kitchen.
5. 5
   Sales by hour of closing: breakfasts, lunches and dinners.

Further down, sales by menu category, the best sellers (the fifteen items with most units sold), by waiter, by outlet and by payment method, with charges to rooms shown separately. All including VAT, as the POS charges it.

#Receipts

Receipts lists the closed bills for a period: those paid with a receipt, those charged to the room and those on the house (given away in full). The receipt is a simplified invoice from the terminal that took the payment, with its own series: TA, TB… (TA26-201-000123).

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   Search by receipt number, table, name or bill number, and the dates.
2. 2
   How it was closed (receipt, to the room, on the house), the terminal and the waiter.
3. 3
   How many and for how much; Export.
4. 4
   Each bill: the time, the receipt (or the booking it was charged to), the outlet and terminal, the table, the waiter, covers, how it was paid, its status and the total. Click it to open it.

A receipt opens in the invoice record, the same one as in Invoices: the total, what has been paid, the company issuing it, the terminal and its lines with VAT. A charge to a room or a bill on the house opens the bill’s record instead.

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   The number, in the terminal’s series: a simplified invoice (F2).
2. 2
   Send it by email… but not Issue credit note: a receipt is voided on the POS.
3. 3
   Which terminal and outlet it comes from, and where its record goes.
4. 4
   The terminal and its invoicing system installation.

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   The invoicing system is the terminal, and the position is in its own chain.
2. 2
   The QR code printed on the receipt.
3. 3
   The terminal’s chain: each record carries the hash of the previous one from the same terminal.

#Z reports

Each terminal has its own till, with its shift: it is opened at the start with a float (the change you start with) and closed at the end with the Z report, which counts what is there, compares it with what is expected and saves the breakdown of everything sold during the shift. A Z report never changes. Z reports brings them all together, by terminal and day.

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   The dates and the terminal.
2. 2
   How many reports, the sales in them, charges to rooms, till differences and the open shifts.
3. 3
   The shifts open now: since when and with what float.
4. 4
   Each Z report: terminal, date and shift times, receipts, sales, charges to rooms, the difference and who closed it. Click it to open it.

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   The Z report and its terminal; whether it balanced or its difference.
2. 2
   The shift: the installation, the times, who closed it and the float.
3. 3
   The receipts, from first to last (no number may be missing), and their tax base, VAT and total.
4. 4
   The till count: expected and counted, in cash and by card.
5. 5
   Anything that is not a receipt: charges to rooms, items on the house, discounts and cancellations.

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   The Z report document, on thermal paper (the demo has no printer: it is shown here, in the app’s language).

• The till count: in cash, the expected amount is the float plus cash taken minus refunds; by card, what was taken by card. The difference is the amount counted minus the amount expected: negative, money is missing; positive, there is extra. A Z report with a difference carries a note from whoever closed it.
• A shift open since another day is a forgotten Z report: it has to be run on the POS, with the Close the shift permission.
• Further down the record, sales by category, by waiter and by hour. The document can also be printed from the POS.
• Each terminal’s till is separate from the front desk’s: Today’s till in Payments and tills is the front desk’s only.

#The menu and allergens

Menu is the hotel’s menu, the same at all its outlets (each item says where it is sold): the items, their categories (starters, meat, wines, coffees…: the colour of their buttons on the POS, where their order tickets go and which course they come out with), the set menus and the quick notes. The names belong to the hotel: they are written in its language and appear that way on the POS and the receipt. Whoever configures the POS (management) changes it; everyone else can view it.

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   Items, categories, set menus and quick notes.
2. 2
   New item.
3. 3
   Search by code, name or barcode, and the category.
4. 4
   The allergen filter: here, those free from gluten.
5. 5
   Each item: code, name, category, price including VAT, the VAT rate, where it goes and which course, the cost, the margin, its allergens and where it is sold. Click it to open its record.

The allergens are the 14 that must be declared under Regulation (EU) No 1169/2011. In the list they are abbreviated (hover over them for their name):

The Allergens filter quickly answers “which dishes are gluten-free?” (those free from all of the chosen ones) or “what contains milk?” (those containing any).

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   The code (PLU, it never changes) and the category, the name, the price and the VAT rate.
2. 2
   The name (the short one, for the POS button and the receipt) and the category.
3. 3
   The price including VAT and the VAT rate, the prices by area (in areas with their own prices, such as the terrace) and the portion cost, which comes from the recipe costing, with the margin on the price excluding VAT.

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   The recipe costing; below, how many ingredients are linked to stock (see Recipe costings and stock).
2. 2
   Each ingredient with its quantity, its unit, its cost per unit and its allergens.
3. 3
   The sum: the portion cost and the margin.

• The recipe costing is the recipe with its costs: the quantity of each ingredient in one portion times its cost per unit. They add up to the portion cost, which is passed to the item on saving; without a recipe costing, the cost is entered by hand in the details. Each ingredient is linked to its stock item, and then sales deduct stock (below).
• The dish’s allergens: they are ticked in its details or come from its recipe costing: on saving, the dish adds its ingredients’ allergens and never drops any (removing one is done by hand on the item, deliberately), so that none slips through.
• On the POS: if a table has an allergy and the waiter orders a dish containing it, the POS warns (it does not stop it: the guest decides) and the printed order ticket highlights it in the kitchen: the table’s allergies at the top and “contains…” on each dish with them.
• A price change applies at once; anything ordered offline before the change is charged at the old price.
• Deactivating an item removes it from the POS without touching what has already been sold (Show inactive shows them).

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   The set menu and its price.
2. 2
   Edit the set menu: its groups and options.
3. 3
   Each group: its course, how many dishes are chosen and the options, with their supplement.

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   Quick notes: one tap from the waiter adds them to a dish and they appear on the order ticket, under it.
2. 2
   Type a new note and Add; the cross on each note removes it.

The set menu is a menu-type item, with its price and its groups in the order they are served (first course, main, dessert or coffee, drink): how many dishes are chosen from each (the minimum and the maximum) and from which options, each with its supplement. On the POS, the waiter chooses the dishes from each group and each one goes to its kitchen or bar like any other. A group that has already been sold is not deleted: it is withdrawn from the menu.

#Recipe costings and stock

The POS and Purchasing and stock are connected: each ingredient in the recipe costing is linked to its stock item (the cooked octopus, the potatoes, the oil…) and, when a bill is closed, what was sold deducts stock from its outlet’s storeroom. That way the storeroom knows what has been used without anyone writing it down, and the portion cost is that of what is actually bought.

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   How many ingredients are linked.
2. 2
   Which stock item each ingredient comes from.
3. 3
   The link: choose another or remove it.

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   Search by name or code.
2. 2
   Each item with its family, unit and average cost.
3. 3
   Remove link.

• A linked ingredient takes the unit of its stock item (which can then no longer be changed), its cost (the average cost across the hotel’s storerooms) and its allergens, which are added to the dish’s. If the stock item gains an allergen (a new supplier, another recipe), the dishes that use it gain it too; none is ever removed by itself.
• Unlinked, the ingredient is just text: it counts towards the portion cost but deducts nothing.
• Links are saved with the recipe costing (Save).
• Anything sold as is (a bottle of wine, a water, a soft drink) needs no recipe costing: in its details, Sold as is says which stock item it comes from, one unit per unit sold (and it takes precedence over its recipe costing, if it has one).

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   Sold as is: the stock item that goes out, one per unit sold.

Which storeroom does it come from? The one each outlet says (in Outlets, its storeroom: in the demo, the restaurant uses the kitchen and the café, the bar). When a bill is closed (with a receipt, charged to the room or on the house), each dish deducts the quantity of its linked ingredients times the portions sold, and anything sold as is, its units. A receipt cancelled later gives nothing back to the storeroom: the food has already gone out. What leaves each batch, its cost and each outlet’s actual margin are in Purchasing and stock.

#The floor plan

Floor plan is the editor for each area’s plan (the dining room, the terrace, the bar…): a grid of squares in which each table has its place, size, shape, rotation and seats. It is the plan the waiters see on the POS and the one in Live.

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   The outlet and the area.
2. 2
   Add table, Undo the changes and Save the plan.
3. 3
   A warning: two tables overlap. It cannot be saved until it is fixed.
4. 4
   The selected table (in red, because it overlaps the one next to it). Drag it to move it; its corner changes its size.
5. 5
   Its details: name, seats, shape, rotation, position and size, with buttons to change them without dragging.

#Outlets, terminals and waiters

Outlets is how the hotel’s POS is set up, in three views: the outlets and their areas, the terminals and the waiters.

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   The three views.
2. 2
   New outlet.
3. 3
   Each outlet: its type, the folio charge code its bills are charged to rooms with, the storeroom it uses, whether it asks for covers, whether it allows charging to the room and whether it fires courses.
4. 4
   Its areas: the plan size, the tables and seats and whether they have their own prices.

• Folio charge code: the F&B charge code on the guest’s folio with which that outlet’s bills are charged to their room (the guest’s invoice shows “Restaurant”, “Café”…).
• Storeroom: the one its sales deduct from (through the recipe costing or what is sold as is). “None”: its sales do not touch stock.
• Fires courses: in a restaurant, mains and desserts wait in the kitchen until the waiter fires them; in a café, everything goes out straight away.
• Own prices: the area charges the menu’s prices by area (a terrace, room service).

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   Each terminal is an invoicing system installation, with its own series and chain.
2. 2
   Each terminal: its outlet, its till, its printer, its installation, the device using it (free, in use since…, or simulated activity) and its shift (open with its float, or its latest Z report).

• One device per terminal. The tablet claims the terminal when it is chosen on the POS. If the tablet is replaced or lost, Release (on terminals in use) frees it for another: the old one can no longer issue receipts in that chain. It asks for confirmation.
• The printer: on screen or a thermal printer (ESC/POS). The demo has no printer: the document is shown on the POS screen and the thermal printer is simulated.
• A terminal with an open shift cannot be deactivated until its Z report.
• Simulated activity terminals are the ones the demo uses to “sell” by itself throughout the day; they are not offered on the POS.

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   The role: waiter, head waiter, cashier, kitchen or manager (who has every permission).
2. 2
   Their POS permissions, on top of selling, each with what it allows.
3. 3
   Further down, where they work and a new PIN; Save.

Waiters do not need a user account: on each outlet’s shared tablet, each one taps their name and signs in with their PIN (4 to 6 digits; only its hash is stored, nobody can read it afterwards). Whatever they do is recorded under their name. On top of selling (opening tables, taking orders, sending order tickets and taking payment), each one has the permissions they are given:

The database checks the waiter’s permissions on every operation: the tablet’s user account is not enough.

#What each role sees

#Frequently asked questions

Why do the figures in Sales not match the Z reports? Because they count differently: Sales puts each bill on the business date it was opened, and the Z report, everything taken in the terminal’s till during its shift. A shift that runs from one day into the next separates them.

A guest complains about a receipt charged in error. How is it voided? On the POS, with Void receipts, on the terminal that took the payment and with its till open: it issues the credit note and refunds the money in the same step. A receipt is not credited from the office.

Why does a table show allergies when the waiter has not marked any? Because the bill belongs to an in-house guest with an allergy recorded in their preferences: it is copied over by itself when the bill is opened or linked to their booking (see Guests).

What happens if the POS loses its connection? It keeps selling: it numbers the receipts and calculates their Verifactu record on the tablet, and sends them when the connection is back. They do not appear in Live until then. The Waiter chapter explains it.

Why can I not remove a table from the floor plan? Because it has an open bill: it can be moved, but not removed until the bill is closed.

Where is what was charged to a room? On the booking’s folio, as a charge with the outlet’s folio charge code (see Bookings); it is collected on the guest’s invoice at check-out. In Receipts, the To rooms filter.

What is simulated activity? In the demo, the kitchen, the bar and some of the sales are run by the demo itself: some terminals “sell” by themselves throughout the day (the café and the bar from 7:30 to 23:30; the restaurant at lunchtime and in the evening) and run their Z report. See Getting started.

Each hotel has its storerooms: the kitchen, the bar, the dry store (the general storeroom, which supplies the others) and the housekeeping one (linen and amenities). Purchasing and stock tracks what goes into them —what is ordered from suppliers and arrives with its delivery note, the paperwork the driver brings— and what goes out: what is sold on the POS, what is used in housekeeping, what is used in-house, what is lost and what is moved from one storeroom to another. That way it always knows what is in each storeroom and what it is worth.

What saves the most work is the automatic proposal: every night, the night audit works out what needs ordering from each supplier to last until their next delivery, based on what there is, what is already on order and what will be used given the occupancy over those days. In the morning, whoever handles purchasing reviews it, changes it if needed and sends it.

It has nine tabs: Overview, Orders, Receiving, Supplier invoices, Stock, Expiry dates, Stock counts, Statistics and Settings. Everything is for the hotel chosen in the top bar or, with All my hotels, for all of them together (where a storeroom is needed, it is chosen with its hotel in front). Purchasing amounts exclude VAT, except the invoice totals.

#The overview

Overview is the first thing to look at in the morning: how stock stands and what needs doing today, each with its button.

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   The section’s nine tabs.
2. 2
   The eight indicators, each with its ⓘ (below, how they are calculated).
3. 3
   The month’s purchases and waste, late orders and uninvoiced delivery notes.
4. 4
   Last night’s proposals, one per supplier and storeroom; in orange, those below the minimum order.
5. 5
   Review opens the proposal.
6. 6
   What is due over the next few days (in orange, anything late).
7. 7
   Receive opens receiving for the order.

Further down, four more lists:

• Expiring soon or already expired: batches expiring within three days and those already expired, with Write off on the latter (see Batches and expiry dates).
• Below minimum: what is below its minimum in each storeroom, with what is already on order.
• Invoices falling due: this week’s and the overdue ones, with Pay on bank transfers.
• The storerooms: each with its value, alerts and last stock count; tapping one opens its stock.

#The automatic order proposal

Orders holds every order to suppliers with its status: proposal (the night audit’s, not yet touched), draft, sent, partly received, received or cancelled. The note at the top flags the proposals waiting and See proposals shows only those in the list.

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1. 1
   Search by number or supplier.
2. 2
   Calculate proposal redoes it now, and New order creates one by hand.
3. 3
   By status (here, the proposals)…
4. 4
   …by supplier, by storeroom and whether it is automatic or manual.
5. 5
   What the proposals are.
6. 6
   Each proposal: supplier, storeroom, delivery date, lines and amount excluding VAT; “below minimum” if it does not reach the supplier’s minimum order. Click it to open it.

A proposal has no number (it is not a document): it takes one when saved or approved. Those nobody touches are replaced by the next night audit with up-to-date ones; those saved as drafts are not. When opened, it shows everything needed to decide.

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1. 1
   An automatic proposal, its supplier, storeroom and delivery.
2. 2
   Discard deletes it (the next night audit will propose whatever is needed again).
3. 3
   The lines: reference, pack size and stock; the quantity and price can be changed.
4. 4
   Why?: where the quantity comes from (below, the calculation).
5. 5
   Add item and each line’s bin.
6. 6
   Save draft or Approve and send: the order is emailed to the supplier.

This is how a Why? reads: “Stock 4 kg + on order 0 − forecast 5.2 kg (2 days until delivery on Tuesday, occupancy ×1.1) = −1.2 kg, below the reorder point (2 kg): order up to the target (6 kg), 7.2 kg, in 8 cases of 1 kg”.

A sent order can no longer be changed: it is received (see below). If what is missing is no longer coming, Nothing more to come marks it as received; a draft, or a sent order of which nothing has arrived, can be cancelled with a reason (let the supplier know: the cancellation is not sent to them automatically).

#An order placed by hand

For anything the night audit does not propose —a wine for a dinner, an extra order before an event—, New order.

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1. 1
   The storeroom and the supplier (changing it clears the lines).
2. 2
   What that supplier provides, with its latest price.
3. 3
   The quantity, in the item’s unit.
4. 4
   The delivery: the supplier’s next possible one unless you choose another; and the notes for the email.
5. 5
   Create draft: it is saved with a number; then it is approved like a proposal.

#Receiving goods

When the driver arrives, their delivery note is received in Receiving. At the top is what is expected (orders sent or partly received, by delivery date) and, below, the delivery notes already recorded, with their status and whether they have been invoiced.

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1. 1
   Receive an order or a Delivery without order (a purchase at the market, a delivery nobody ordered).
2. 2
   The delivery note filters: drafts, confirmed, cancelled, uninvoiced and the supplier.
3. 3
   Awaiting delivery: each order with its delivery (in red, late) and its status.
4. 4
   Receive that order.

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1. 1
   The order being received, its supplier and its storeroom.
2. 2
   The supplier’s delivery note number (it cannot be repeated) and its date.
3. 3
   Everything ordered or Nothing, and something that was not ordered.
4. 4
   Each line: what arrives and its price; for perishables, the batch and the use-by date.
5. 5
   Another batch: the same item with another batch.
6. 6
   Confirm receipt: it goes into stock.

• A price different from the order is accepted and flagged on the delivery note: it is what to check when the invoice arrives.
• Not accepted: a perishable without a batch or use-by date, or anything that arrives already expired.
• Returning what arrived in poor condition to the supplier is done from the confirmed delivery note’s record, as long as it has not been invoiced: it leaves stock (from its batch) and is no longer invoiced.
• Save draft leaves the receiving half done, without touching stock, to finish later.

#Supplier invoices

Each supplier invoices in their own way: one invoice a month with all their delivery notes or one per delivery note. In Supplier invoices they are recorded (entered as a debt, with their due date) and paid. Accounting posts the entry for each invoice and each payment by itself (see Accounting).

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1. 1
   To pay, partly paid, paid, overdue and cancelled; and the supplier.
2. 2
   Record invoice.
3. 3
   The amount invoiced, what is still to pay, what is overdue and those that do not match their delivery notes.
4. 4
   Outstanding ones are ticked to pay several at once.

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1. 1
   The supplier, with their payment method.
2. 2
   The invoice number and date and its due date (by default, from the supplier’s payment terms).
3. 3
   From delivery notes or with lines (a service, something without a delivery note).
4. 4
   Their uninvoiced delivery notes: tick those the invoice covers (All or None).
5. 5
   Record invoice.

The invoice is calculated from its delivery notes: what was received less what was returned, at its price, by purchasing family and VAT rate (the family decides the expense account in accounting: food, drinks, cleaning…). An invoice belongs to a single hotel.

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1. 1
   What the selected delivery notes add up to: base + VAT.
2. 2
   The invoice’s base and VAT, for each VAT rate of its delivery notes.
3. 3
   Use the calculated figures goes back to the delivery notes’ figures.

How it is paid. It depends on the supplier’s payment method:

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1. 1
   The selected invoices and their total.
2. 2
   Payment date, method and reference.
3. 3
   Pay.

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1. 1
   Pay it from its record.
2. 2
   The VAT breakdown, as the supplier issued it.
3. 3
   Split by purchasing family: what accounting posts to each expense account.

#Stock

Stock is what there is in each storeroom, item by item. Stock is never typed in: it is the sum of the movements (what comes in with delivery notes and what goes out with sales, consumption, transfers and waste), and it is corrected with stock counts.

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1. 1
   Search by name, code or barcode.
2. 2
   Movement: transfer, waste, internal use or replenish.
3. 3
   In stock, below minimum, below the reorder point, negative, expiring within 3 days or out of stock.
4. 4
   The storeroom and the family.
5. 5
   Each row, one item in one storeroom: quantity, minimum / reorder point / target, what is on order, the nearest use-by date, the average cost, the value and its status. Click it for the item’s record.

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1. 1
   The code, family, unit, pack size, VAT and whether it is perishable (with its shelf life).
2. 2
   A waste entry or a transfer of this item.
3. 3
   Stock, movements, suppliers and prices, where used and its details.
4. 4
   Each storeroom: quantity, average cost, last cost, daily use and the days it covers, its parameters and what is on order.
5. 5
   Parameters: minimum, reorder point and target for this storeroom.
6. 6
   Its batches, with their use-by date, what is left and their entry cost. A batch opens its traceability.