© Tally Solutions Pvt. Ltd. All Rights Reserved Tally.ERP 9 for Hotel Management.

© Tally Solutions Pvt. Ltd. All Rights Reserved

Tally.ERP 9 for Hotel Management

© Tally Solutions Pvt. Ltd. All Rights Reserved 2 2© Tally Solutions Pvt. Ltd. All Rights Reserved

Agenda

• Hotel Management –An Overview

• How Hotel Management Operations are Structured

• Tally.ERP 9 for Hotel Management

• Business Process Flow

• Primary Requirement- Hence Opportunity

• Tally.ERP 9- Fitment


Hotel Management –An Overview

Hotel ManagementAn Overview

ACCO

UNTIN

G &

MIS

REPO

RTS

HOSPITALITY

STO

RES/P

UR

CH

ASES


How Hotel Management Operations are StructuredSchematic Representation of Hotel Management Solution on Tally.ERP 9

Rooms Enquiry & Reservation

Room Check-I n & Check-Out

Accounts & MI S Reports

· Manage room categories

· Manage service taxes

· Check on room availability

· Advance room booking

· Reservation management

· Discount setup for corporates

· Manage user restriction

· Different modes of payment (debit/ credit card, gift voucher, cash etc.)

· Manage advances

· Print guest registration cards

· Generate room service bills

· Laundry service bills

· Check-in reports

· Calculate luxury tax with bill

· Calculate service tax for services

· Generate final bill and print invoices

· C - Form

· Receipts and payments

· Room bill settlement

· Manage multiple payment modes (debit/ credit card)

· Bank reconciliations

· Bank challans

· Profit and loss account

· Cash and bank summary

· Booked room details

· Room reservation report

· Empty room report

· Room register

· Billed and settled party report

· Advance booking register

· Current guest list

· Department-wise profit

· Statutory compliances

· Luxury Tax Form – I V

· Payroll Management

Front Office

Stores/ Purchases

· Manage table & item masters

· Manage complementary item masters

· Manage item prices

· Manage via KOT

· Pending KOT details

· Manage cashier shifts and collections

· Calculate service tax & VAT

· Generate final bill

· Restaurant daily collection register

· Empty table information

· Multiple payment modes (cash/ debit/ credit card)

· Table occupancy timing details

· Transfer bills to room

· Manage Bar & Restaurant separately

· Manage items

· Purchase orders

· Goods receipt notes (GRN)

· Handle purchase returns

· Setup re-order levels for of stock items

· Manage physical stock

· Re-order level status report

· Physical stock register

· I nventory report

· Purchase order book

· Stock transfer report

· Department wise stock report

· Purchase order outstanding report

· Negative stock report

Bar / Restaurant Banquet / Conference Hall

· Reservations

· Corporate price levels

· Hall register

· Final bills

· Bill settlement

Hospitality


How Hotel Management Operations are Structured


ACCOUN

TING &

MIS REPO

RTS

HOSPITALITY

STORE

S/PU

RCHAS

ES


Hotel Management- Hospitality -An Overview


BANQUET/ CONFERENCE HALL

BAR

/ RES

TAURA

NT

FRONT OFFICE


Process Flow- Front Office- Room Enquiry and ReservationRoom Enquiry &

Reservation Management

Guests enquire the room via website, email, agent or

telephone). Guests will also explain the room requirements in detail

At the front office, receptionist checks the room availability

Available

Receptionist confirms the room with guest. Notes down the date

and time of check-in and check-out. Also informs the guest to provide

the contact information

Receptionist thanks the guest

Suggestsalternative rooms

Receptionist blocks the room for the guests and updates records

YES

NO

NO

YES


Process Flow- Front Office- Room Check-In and Check-OutRoom Check-I n and

Check-Out

Guest walks-in to the reception. They provide the reservation

details (if available) to receptionist.

Receptionist checks the reservation and room availability details

Receptionist gives the registration form and gets them to fill it

Once the form is duly filled, room will be allotted to guest

Receptionist collects the advance amount and handovers the key

along with the advance receipt to customer

While checking-out, receptionist completes the check-out process by

raising the final bill

Guest makes the outstanding payment (cash/ debit/ credit card)

and collects the invoice

Guest occupies the room


Primary Requirement- Front Office-Hence Opportunities

Category/Module Major Requirement

Explanation

Front Office Room Enquiry and Reservation Management

Rooms enquiry and reservation are the major requirements for this industry. Handling the guest’ room enquiries via email, website, walk-ins and through agents are very crucial. At any point of time, the reception should have the complete information of empty rooms and occupied rooms.

Bill settlement (Invoice)

While preparing the bill, reception needs to consider the different services availed by the guests. All these services need to add to the bill. The final bill should also contain the luxury tax and service tax information.

C-Form The lodges, will have to submit the ‘foreigners’ information to the respective police station. The guests’ details has to be submitted in a prescribed form called C-Form. The C-Form contains the country, passport and visa details etc., of the guests.


SL NO Requirement Tally.ERP 9 Customisation/ Integration

1 Room setup and labeling of rooms (Ac, Non-Ac, Deluxe etc.) Yes

2 Setup service tax Yes

3 Setup the Luxury tax Yes

4 Check room availability Yes

5 Advance room booking Yes

6 Capture the guests purpose of visit Yes

7 Guests-ledger formation for room booking Yes

8 Origin information of guests- Country, Nationality, Passport No, Foreigners details etc. )

Yes

9 Reservation remarks Yes

10 Special discount setup for corporates Yes

11 Book rooms with approximate check-in and check-out date Yes

12 Manage user restriction Yes

13 Different modes of payments -Debit/Credit card, Gift voucher, Cash etc.

Yes

14 Setup the room tariff Yes

Contd..

Tally.ERP 9 Fitment- Front Office



15 Guests- room check in time and date Yes

16 Guests- advance collection and issue receipt Yes

17 Guests- registration card

19 Guests- room allotment Yes

20 Generate room bill Yes

21 Room service bill Yes

22 Laundry service bill Yes

23 Check-In report Yes

24 Print Check -Out bill (Invoice) Yes

25 Calculate luxury tax Yes

26 Calculate service tax Yes

27 Setup for discount masters Yes

28 C-Form Yes

29Additional bed requirement Yes

30 Commission charges for agents Yes

Contd..





31 Telephone charges (intercom telephone charges) Yes

32 Other maintenance expenses management Yes





BAR

/ RES

TAURA

NT

FRONT OFFICE

© Tally Solutions Pvt. Ltd. All Rights Reserved 14 14

Process Flow- Bar/ RestaurantBAR / RESTAURANT

Guest-walk-in Guests- room service

Guests walk-in to restaurant/bar

Steward attends the guest and based on their

requirement take the orders

Steward converts the order into KOT and sends it to bar

counter or kitchen for preparation

Based on KOT the chef prepares the food and waiter will delivers the food or liquor

to guest

Based on KOT the final bill is prepared and sent to guest for

payment

Add to room billUpdate the restaurant

bill to room bill

Guest makes the payment

Cashier collects the money. End of the day submits the

collection to accounts.

Steward attends the guests’ call and based on their

requirements take the orders

Steward converts the order into KOT and sends it to bar

counter or kitchen for preparation

Once the food or liquor is ready waiter will deliver the food to guests room along

with the bill

Add to room billUpdate the restaurant bill

to room bill

Guest makes the payment

Cashier collects the money. End of the day submits the

collection to accounts

NO

YES

YES

NO

Guests call the restaurant / bar


Primary Requirement- Bar / Restaurant- Hence Opportunities

Category/Module

Major Requirement Explanation

Bar/ Restaurant

Kitchen Order Ticket (KOT)

Preparation of KOT is very important for Bar / Restaurant. Each orderfrom guest will be treated as single KOT. All the KOT will be send for finalbilling. Therefore handling of KOT is one of the major requirement.

Billing KOT needs to be converted into final bill along with the waiter’s details anddeliver to the guest. The guests will have the flexibility to make thepayment immediately or he can add the bill to his room bill.

Multiple payment Modes

Guests can make the payment in multiple modes. The restaurant should have theflexibility to handle the same . The payment modes could be cash /debit/creditcards etc.

Waiter wise KOT details

Each KOT should contain the waiter name and table details.


Tally.ERP 9 Fitment- Bar / Restaurant


1 Setup table masters Yes

2 Setup item masters Yes

3 Setup complementary item masters Yes

4 Manage item pricing Yes

5 Manage KOTs Yes

6 Generate automatic KOT number Yes

7 Print KOT Yes

8 Generate bill Yes

9 Calculate service tax Yes

10 Calculate VAT Yes

11 Enable user-wise billing Yes

12 Restaurant register Yes

13 Empty table list Yes

14 Cash receipts Yes

15 Multiple modes of payments (Cash/Cards/Coupon) Yes

Contd..


Tally.ERP 9 Fitment- Bar / Restaurant


16 Cash summary (Cards/Cash) Yes

17 Pending KOT details Yes

18 Table timing details Yes

19 Tables reservation Yes

20 Transfer bill to room Yes

21 Calculate service tax and VAT Yes

22 Table reservation Yes

23 Manage weekend offers (price levels)





BAR

/ RES

TAURA

NT

FRONT OFFICE


Tally.ERP 9 Fitment- Banquet/Conference Hall


1 Hall reservation Yes

2 Corporate price levels Yes

3 Banquet hall bill generation Yes

4 Banquet hall register Yes

5 Bill settlement Yes

6 Hall other expenses management Yes

Contd..




ACCOUNTING & MIS REPORTS

HOSPITALITY

STORE

S/PU

RCHAS

ES

© Tally Solutions Pvt. Ltd. All Rights Reserved 21 21

Process Flow- Stores/Purchases

STORES/ PURCHASES

Purchase manager prepares the PO and sends it to suppliers

Based on the PO, suppliers delivers the items to stores

Purchase manager allocates the items and sends to each department based

on the indent provided

Department checks the items against the indent

Supplier invoice will be handed over to accounts for payment


Primary Requirement-Stores/Purchases- Hence Opportunities

Category/Module

Major Requirement Explanation

Stores/ Purchases

Purchases of Inventory (department Wise)

Inventory handling is another major requirement for hotels. Eachdepartment will have different requirement of items. Preparation ofpurchase order or indent, multiple supplier management, preparation of GRN and purchase Invoice are very important.


Tally.ERP 9 Fitment- Stores/Purchases


1 Item master creation Yes

2 Purchase order/Indent generation Yes

3 Goods receipt note Yes

4 Purchase returns Yes

5 Re-order levels Yes

6 Physical stock entry Yes

7 Re-order level status report Yes

8 Physical stock register Yes

9 Inventory report Yes

10 Purchase order book Yes

11 Stock transfer report- Department-wise Yes

12 Purchase order outstanding report Yes

13 Negative stock report Yes

14 Monthly sales analysis report Yes

Contd..




ACCOUNTING & MIS REPORTS

HOSPITALITY

STORE

S/PU

RCHAS

ES


Process Flow- Accounts & MIS Reports

Accounts & MIS Reports

· Receipts and payments

· Multiple payment modes

· Bank reconciliation

· Bank challan preparation

· I nvoice generation

· Cheque printing

· Statutory compliances

· Profit and loss account

· Trial balance

· Balancesheet

· Outstanding receivables

· Outstanding payables

· Group company

· Luxury tax challan-IV form

· Cash and Bank summary

· Occupied room details

· Room reservation report

· Empty room report

· Room register

· Billed and settled party report

· Current guest list

· Department-wise collection report

· Department-wise profit report

Accounts MIS Reports


Tally.ERP 9 Fitment- Accounts & MIS Reports


1 Receipts and payments Yes

2 Room bill settlement Yes

3 Multiple payment modes Yes

4 Bank reconciliation Yes

5 Bank challan preparation and printing Yes

6 P&L Account Yes

7 Cash and Bank summary Yes

8 Cheque printing Yes

9 Statutory compliances Yes

10 Luxury tax form IV Yes

11 Outstanding receivable and payable Yes

12 Occupied room details Yes

13 Room reservation report Yes

14 Empty room report Yes


Tally.ERP 9 Fitment- Accounts & MIS Reports


15 Room register Yes

16 Billed and settled party report Yes

17 Complementary report Yes

18 Advanced room booking register Yes

19 Current guest list Yes

20 Department –wise profit report Yes

21 Department-wise collection report Yes

22 Group company Yes

23 Manage your outlets Yes

24 Payroll Yes

25 Integrate with third party applications Yes

26 Tracking monthly maintenance cost Yes


Thank You For any queries please contact :- [email protected] : www.tallysolutions.com

© Tally Solutions Pvt. Ltd. All Rights Reserved Tally.ERP 9 for Hotel Management.

Documents

tally solutions

rights reserved sl

hotel management slide

overview hotel management

office slide

structured hotel management

hotel management operations

room setup