Advance Booking Check-In – User Guide

The Advance Booking Check-In process allows front-office staff to check in guests who have already made an advance reservation in the system. This ensures a smooth arrival experience and accurate room occupancy tracking.

Adding a New Advance Booking

If a guest arrives and no prior booking exists:

1. Click the + Add Advance Booking button in the top-right corner.

1. Fill in all required booking details:
2. Guest/Company Name
3. Branch and Room Type
4. Arrival and Departure Dates
5. Mode of Booking (Email / Phone)
6. Adults and Children count
7. Record any Advance Payment details if the guest has paid in advance.

👤 Creating a New Customer (Individual)

When making a new Advance Booking, if the guest name does not already exist in the system, you can create a new customer directly from the booking form.

Steps to Create a New Customer

   In the Advance Booking form, click on the Customer Name field.

   Click Create a New Customer (a pop-up will appear).

   In the New Customer window:

1. Enter the Customer Name (e.g., Joseph Augustine).
2. Select Customer Type → Individual.
3. Select Customer Group → Individual.

   If you need to add more details, click Edit Full Form.

  Once all details are filled, click Save.

✅ The customer will now be created in the system and automatically linked to your Advance Booking form.

🧾 We Can Save Without Advance Payment

1. Save the booking record
2. Allocate the room
3. even if the advance payment is not made yet.

The system will allow saving the form without an advance payment.

Enter Advance Payment Details

  Fill in the following fields:

1. Advance Payment Amount: Enter the amount received as advance.
2. Payment Date: Select the date on which the payment is received.
3. Mode of Payment: Choose the payment mode (e.g., Cash, Bank, UPI, etc.).
4. Bank Account: Select the account where the amount will be deposited.
5. Payment Reference No: Enter the reference number (e.g., transaction ID, cheque no.).
6. Advance Against: Select the purpose (e.g., Room Advance).

1. Once saved, click on the Create Advance Payment button.
2. The system will automatically:
3. Generate a Payment Entry (e.g., ACC-PAY-2025-2026-34896)
4. Link it to the booking under Advance Payment Entry
5. Display the entry under Payment Details child table

🟩 A success message will appear at the top:

Message: Advance Payment Entry Generated Successfully

🏢 Creating a New Customer (Company)

When booking a room for a company or organization, you can add a new customer directly from the Advance Booking form.

Steps to Create a Company Customer

  In the Advance Booking form, click inside the Guest/Company Name field.

  Select Create a New Customer.

  A pop-up window titled New Customer will open.

    Fill in the details as shown in the screenshot:

1. Customer Name → Enter the company name (example: ABC Pvt. Ltd.)
2. Customer Type → Select Company
3. Customer Group → Choose Commercial or the appropriate group
4. Territory → Select the company’s region (example: Bombay)
5. Branch → Choose the correct branch (example: International House)

   If you want to add more company details (like address, GSTIN, or contacts), click Edit Full Form.

   Once done, click Save.

✅ After saving, the Company Customer will be created and automatically linked to your Advance Booking record.

After Advance Booking — Allocate Room & Create Receipt

Once the Advance Booking is completed, you can allocate that booking to a Room Reservation and then create a Receipt for payment.

Steps to Allocate and Create Receipt

   Open the Room Reservation form.

   In the Advance Booking field, select the booking you created earlier (for example: Adv-IH-051-2025-2026).

   The system will automatically fill in details such as:

1. Guest Name
2. Room Type
3. Branch
4. Booking Type
5. Total Amount

   Once the details are verified, click on the Save button.

   After saving, click the Create Receipt button on the top-right corner.

   A new Receipt Form will open with the booking details pre-filled.

   Review the details and click Save.

✅ The receipt will now be created and linked to the Room Reservation.

                     ***********************END of the Process***********************************