Guest Accounting Application 

GUEST ACCOUNTING APPLICATION

The Guest Accounting module focuses on financial transactions involving guests during their stay. It ensures accuracy in billing, taxation, and final settlement.

1. Definition and Purpose

Guest Accounting is the process of tracking all financial exchanges between a guest and the hotel from pre-arrival to post-departure. This includes room charges, taxes, F&B expenses, spa, laundry, and miscellaneous charges.

2. Key Functions

• Guest Folio Creation: Each guest is assigned a folio (electronic bill) that logs all charges and payments.

• Billing and Posting: Automatic posting of room charges and additional services to the folio.

• City Ledger Management: For guests or companies that settle bills post-departure.

• Cashiering: Handles advance deposits, bill payments, refunds, and receipts.

• Final Settlement: Generates final bill at checkout, with multiple payment mode options (cash, card, UPI, etc.).

• Audit Trail: Maintains a log of all transactions for transparency and accountability.
  
  

3. Types of Guest Accounts

• Guest Account (Transient Ledger): Active during the guest’s stay.

• Master Account: Created for group bookings or long-stay guests.

• City Ledger Account: Unpaid balances transferred here after checkout for later collection.
  
  

4. Posting Transactions

• Debits: Charges incurred by guest (e.g., minibar, laundry).

• Credits: Payments made (e.g., cash, card).

• Adjustments: Discounts, corrections, or service charge waivers.
  
  

5. Daily Revenue Reports

• Summary of daily earnings.

• Department-wise breakdown (F&B, Rooms, Miscellaneous).

• Occupancy vs. revenue analysis.

IV. PMS INTERFACE IN ROOM & ACCOUNTING OPERATIONS

1. Front Office and Room Management Integration

• Automates room assignment during check-in.

• Provides updates to housekeeping and maintenance departments.

• Integrates guest preferences and room types (sea view, twin bed, etc.)

2. Point of Sale (POS) and Guest Accounting

• All F&B outlets, spa, gift shops connect to PMS.

• Charges made at POS terminals get automatically posted to guest folios.

• Simplifies settlement at checkout.

3. Channel Manager & OTA Integration

• Real-time inventory and rate updates across OTAs like Booking.com, Expedia, etc.

• Prevents overbooking and syncs reservation data with PMS.