Booking Details: Tabs, Fields, and Actions
Open a saved booking to manage its stay, guests, payments, and documents.
Booking Guide · Create your first booking · Daily operations
On this page
- Header and payment summary
- Booking status and next actions
- Overview
- Rooms
- Guest details
- Payments
- Invoices
- Notes
- Service-only bookings
- Refresh and hotel switching
Header and payment summary
| Element | Meaning |
|---|---|
| Breadcrumb / Back to bookings | The booking reference and a way back to the list. |
| Customer | The booking contact's name. |
| Booking status | Stay/service progress; separate from payment. |
| Payment status | Unpaid, Partial Paid, Paid, Overpaid, Refunded, or Partial Refunded. |
| Customer booking link / Copy booking link | Open or copy the guest-facing page. Uses the hotel's custom domain first. |
| Scheduled stay | Booked dates and nights. Actual arrival/departure appear when recorded. |
| Guests | Booked guest count, not the number of identity records entered. |
| Room | Assigned physical numbers when known; otherwise Unassigned or Assigned. |
| Booked on | Creation date/time in the browser's local time. |
| Payment Summary | Total, net Paid after reversals, and Due. A dash means the balance is still unknown. |
Rooms and Guest details show count badges. Invoices shows a document count when documents exist.
Booking status and next actions
| Status shown | Header actions | Meaning |
|---|---|---|
| Draft | Hold, Cancel | Hold moves it to On Hold. |
| On Hold | Confirm, Cancel | Confirm prepares it for arrival/service start. |
| In Progress | Cancel | A separate legacy state; do not confuse it with service-only In progress below. |
| Confirmed, with rooms | Select Rooms, Cancel | Select units in Rooms, then assign and check in. Select Rooms is hidden while already on that tab. |
| Confirmed, services only | Start services, Cancel | Review the service list and start. |
| Checked In, with rooms | Check out, plus Add Guests or Collect Payment when needed | Missing guests take priority, then an unpaid/unknown balance. Check out remains available. |
| In progress, services only | Complete booking, plus Collect Payment when needed | The service booking is active. |
| Completed or Cancelled | No further stay/service header actions | Review the saved record and finances. |
The UI displays checkout's terminal state as Completed, including older backend CheckedOut records. Completion and payment remain separate.
Cancel requires confirmation and cannot be undone through this screen. It is offered before check-in and does not itself reverse payments. Checkout with a guest-count mismatch asks for confirmation. The server validates each action.
Overview
| Section | Contents |
|---|---|
| Stay summary | Scheduled dates, booked nights, guests, actual arrival/departure, and actual calendar nights when both times exist. Early/late departure is noted. |
| Services | Booked extras, quantities, room/date context, and totals. Shown when services exist. |
| Financial Summary | Charges, Tax, Discount, and Total in INR. |
Alerts identify rooms still needing assignment and overdue checkout. For service-only bookings, Stay summary becomes Booking period with Starts/Ends.
Reading services
Services sits inside Overview; it is not a separate visible tab.
| Element | Meaning |
|---|---|
| Name | Booked service. |
| Room / dates | Attached room selection, or For the booking for standalone services; date or Whole stay. |
| Quantity | Purchased quantity for this saved row. |
| Total | Saved row amount, including its tax and discount. |
| Expand row | Unit price, tax, discount, and daily price/tax detail when provided. |
“Room selection 1” means a purchased item, not necessarily a physical room number. Selected dates may create several service rows. Older/server-created bookings may show time-window labels, although this wizard cannot book hourly services.
The section lists purchases; it does not record individual service delivery.
Understanding money
Total = Charges + Tax − Discount. Paid/Due describe money collected, not the booking price. The saved server total is the final amount; rounded row taxes may differ by a cent from the aggregate.
This view cannot edit scheduled dates, purchased room/service quantities, rates, or discounts. Moving a physical room is a separate action.
Rooms
Shown only for bookings with rooms.
Before check-in
| Control/state | Behavior |
|---|---|
| Available / All | Available is the default; All also shows occupied, inactive, and out-of-service units. |
| Available unit | Selectable only for a Confirmed booking. Select again to undo the choice. |
| Selected / count badge | Temporary choices toward the booked quantity, even when the badge says Assigned. Not saved yet. |
| Occupied / Inactive / Out of Service | Cannot be selected. |
| Actual arrival time (optional) | Blank uses the current time; supports recording a past arrival. |
| Assign & Check-In | Saves all selected units and checks in together, then opens Guest details. |
Choose exactly the required number for each room type. The button stays disabled until complete. A supplied arrival time cannot precede scheduled check-in or be more than five minutes in the future.
If no units are configured, add them in Room Units first. If none are available, switch to All to inspect occupied or unavailable units.
After check-in
Rooms shows current assignments, assignment times, and expandable Room assignment history. These remain available for completed stays even when a unit has since been reused.
While Checked In, staff with booking-create permission can choose Move guest to → Save room change. Replacements may be from any room type. Previous assignments stay in history; Reset discards an unsaved choice. This moves the physical unit without changing the purchased room price.
Loading errors offer Retry. An empty assignment list means no assignments were returned; no replacement options means no eligible units are available.
Guest details
Shown for room bookings. The contact section contains Booked by, Phone, Email, Company, GSTIN, and Address. The guest count compares added staying guests with the booked count.
GST details
GST details edits Company name (up to 200 characters), GSTIN, and Address. All are optional; a supplied GSTIN must match the 15-character format. Address supports multiple lines.
Unchanged Save closes without an update. Clear Address to remove it; company/GSTIN remain independent. A failed save keeps the draft for retry.
Issued tax invoices keep the buyer details captured at issue time. GST edits affect future documents only. An existing-invoice notice or server warning explains this when applicable.
Staying guests
Identity entry unlocks after check-in. The UI also leaves it available on completed room bookings, subject to server validation.
| Field/action | Rule |
|---|---|
| Full Name | Required. |
| Required for the primary guest; validated whenever supplied. | |
| Phone | Required for the primary guest; a supplied value accepts digits with an optional leading + and no length limit. |
| ID Type | Aadhaar, Passport, Driving License, or Other. |
| ID Number | Required. |
| ID Description | Available for Other. |
| ID Proof / Upload File | Optional file. |
| Use booking customer details | Copies contact name/email/phone when adding the first guest. |
| Edit / Remove | Edit a guest; removal asks for confirmation and is unavailable for the primary guest. |
The first added guest is primary. Creation contact details do not automatically create their identity record.
Service-only bookings have no Guest details tab or GST editor after creation. Enter their buyer information while creating the booking.
Payments
Shows Total, Paid, Pending, and the transaction ledger. Credits increase net paid; reversals reduce it. Ledger columns are Date, Method, Reference, and signed Amount, with Reverse when allowed by the server.
Collect Payment needs a known positive due balance. It is unavailable for Cancelled bookings or Paid, Overpaid, and Refunded payment states. An eligible completed booking can still have a separate outstanding balance.
Collection form
| Field | Rule |
|---|---|
| Amount | Required, at least ₹0.01, two decimal places. Can exceed the balance and produce an overpayment. |
| Payment Mode | Required; Cash (default), Credit Card, Debit Card, Net Banking, or UPI. |
| Transaction Date | Required date/time; defaults to now. |
| Note | Optional. |
| Receipt Number | Optional for Cash and card modes. |
| UPI ID / Reference Number | Optional UPI details. |
| Bank Name / Reference Number / Account Last 4 | Optional Net Banking details; Account Last 4 must be exactly four digits if supplied. |
| Card Last 4 | Optional for card modes; exactly four digits if supplied. |
Do not enter full card numbers; metadata fields reject them. This form records money already collected; it does not charge a card or transfer UPI money.
Reverse shows the original payment amount/date, remaining reversible amount, an amount field, and optional reason. Amount is required, at least ₹0.01, limited to two decimal places, and capped at the remaining reversible amount. Full or partial reversal adds a record rather than deleting the original payment.
Payment errors offer Retry. Successful collection/reversal refreshes payments and invoices. See how to collect or reverse a payment.
Invoices
Lists documents newest first. Cards show type, number, status, issue time, Subtotal, Tax, Discount when present, Total, recipient, and send time. Types can include Invoice, Tax Invoice, or an existing Proforma; status tags include Draft, Issued, Sent, and Void.
| Action | Availability/behavior |
|---|---|
| Generate invoice | No plain Invoice already exists. |
| Generate tax invoice | No Tax Invoice exists and the hotel's GST profile is configured. Before full payment, confirmation is required unless status is Paid/Overpaid. |
| Download PDF | Enabled when the document has a PDF. |
| Send email / Resend email | Emails the issued document; resend uses the recipient saved at issue time. |
| Open settings | Eligible staff may see this when tax invoicing fails because the hotel GST profile is missing. |
Only Invoice and Tax Invoice can be generated here, once per type. Hotel Profile → Invoicing controls automatic generation on full payment (Invoice, Tax invoice, or None) and automatic sending. Check the actual document/delivery result after payment.
The hotel GST profile identifies the seller; booking GST details identify the buyer. One does not configure the other.
Issued documents are fixed. Payments, reversals, and GST edits do not rewrite their amounts or buyer details. This tab has no issued-document editor or credit-note workflow. Load errors offer Retry; action errors explain the failure.
Notes
Read-only Customer Notes from creation, or an empty state. There is no note editor or internal comment timeline.
Service-only bookings
Visible tabs are Overview, Payments, Invoices, Notes. The header uses Booking period, Start services, Complete booking. Active service bookings show In progress; closed bookings show Completed.
No room assignment or staying-guest identity entry is needed. Completion asks you to review delivery but does not record individual service fulfillment. Missing booking contents must not be treated as proof of a service-only booking; retry loading.
Refresh and hotel switching
The active tab is saved in the URL and survives refresh. Older ?tab=services links focus Services within Overview; guests-rooms opens Rooms. A room/guest tab requested on a service-only booking returns to Overview.
Details normally refresh every 60 seconds, pausing during relevant dialogs/actions and while the browser tab is hidden. Focus/visibility refresh runs only after the interval has elapsed. Opening Invoices refreshes its list.
Actions and selections belong to the active hotel. Check the hotel before working; switching changes the data context. See daily operations for task steps and recovery.