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Hospitality

GARP Hospitality is Aiconec's property-management module for hotels, guesthouses, villas and serviced apartments. It handles the front desk (reservations, arrivals, departures), the guest's running bill, room status for housekeeping, and the nightly roll-over that posts each night's room charge. Front-desk staff, reservation agents, housekeeping supervisors and the finance team all work from it. It is available on plans that include it, and it lives in the desk at /app/hospitality under a workspace called Hospitality. A second workspace, Hospitality Analytics, holds the occupancy, average-rate and revenue charts. There is no separate web address for the module — you open it from the desk sidebar like any other workspace.

What varies between properties is set in three places: Hotel Reception holds each property's address, timezone, currency, check-in and check-out times and business date; Hospitality Settings holds the defaults a new reception inherits; Hospitality Accounting Settings holds the company, the accounts charges post to, and the tax rates. Reports sit in the same workspace under Financial, Analytics and Operational headings — Guest Ledger, City Ledger, Folio Balance Summary, Hotel Performance Analytics, End of Day Report, House List and others. Two print formats ship: Guest Folio Classic for the guest's bill and Payment Receipt for a payment.

Key concepts​

  • Hotel Reception — the property, entered under Property Name. It carries the address, timezone (Asia/Jakarta is on the list), default currency, check-in time (14:00 unless you change it), check-out time (12:00), an overbooking buffer and the current business date. Rooms, reservations and folios each belong to one reception, so one workspace can run several properties.
  • Hotel Room Type — a category (standard, deluxe, suite) with a bed type, maximum adults, children and occupancy, view, smoking policy, an amenities list and a base rate.
  • Hotel Room — an individual sellable unit with a number, floor, room type and an optional stock warehouse. It carries two separate statuses: an occupancy status (Vacant, Occupied, Out of Order, Out of Service) driven by reservations, and a housekeeping status (Dirty, Cleaning, Inspected, Clean) driven by housekeeping.
  • Rate Plan — a price for one room type. The plan type is BAR, Corporate, Package, Group, Promotional, Complimentary or Day Use; it prices per room, per adult or per person, between a valid-from and valid-to date. A plan can carry day-of-week rates, length-of-stay rates, a minimum and maximum stay, closed-to-arrival and closed-to-departure flags, and can derive its rate from a parent plan by a percentage or a fixed amount. Breakfast is attached as a Meal Package. Taxes are not set per plan.
  • Guest — the person staying, with nationality, ID type (Passport, National ID, Driver License, Resident Permit), ID number and expiry, and a link to an ERP Customer for accounting. Guest history is kept across stays.
  • Hotel Reservation — a booking for a room type, and once assigned a specific room, over a date range. Its status runs Enquiry, Waitlisted or Reserved before arrival, then Checked In, Checked Out, Cancelled or No Show.
  • Guest Folio — the guest's account for the stay. A folio is Main, Deposit, Master or City Ledger, and moves Provisional to Open to Closed. Every charge, payment, discount, adjustment and transfer on it is a separate Folio Transaction, each billed to the Guest, a Corporate Account, a Travel Agent or a Group Master.
  • Housekeeping — the Housekeeping Board, plus Housekeeping Task records for departure cleans, stay-over cleans, turndowns, deep cleans, inspections and special requests.

Typical flow​

Hotel Reservation created ─▶ folio opened, Provisional
              │
Check In ─▶ room Occupied, folio Open
              │
   charges and payments posted to the folio as Folio Transactions
   night audit posts the next night's room charge at 23:00
              │
        folio settled to a zero balance
              │
Check Out ─▶ folio Closed ─▶ room Vacant and Dirty
              │
   housekeeping cleans and inspects ─▶ room Clean

Common tasks​

Take a reservation​

  1. Open the Hospitality workspace and create a Hotel Reservation.
  2. Enter the guest (create the guest record on a first stay), arrival and departure dates, adults and children, and the room type. Record the booking source, and for an agency booking the channel and its confirmation number. Bookings are keyed in here; the module does not pull them from a channel manager.
  3. Choose the rate plan and the rate per night, note any special requests, and save. Assigning a room that is already booked across those dates is refused.

Check a guest in​

  1. From the Front Desk Console, or from the Daily Arrivals report, open the reservation.
  2. Assign a specific room. Record any deposit as an Advance Deposit, which moves Pending to Received to Applied against the folio, and records how it was paid — cash, card, bank transfer, OTA prepay or virtual card.
  3. Press Check In. The room becomes Occupied and the folio moves from Provisional to Open, ready for charges.

Post charges and check out​

  1. During the stay, post charges onto the folio. Restaurant and other outlet bills are posted onto the folio by hand: there is no automatic bridge from Restaurant POS into the folio in this build.
  2. The night audit runs at 23:00 for every active reception. It posts one night's room charge to each in-house folio, marks reservations that never arrived as No Show, and writes a Night Audit Log with the rooms charged and revenue posted. Complimentary reservations are skipped.
  3. Voiding a charge needs a reason chosen from Allowance Reason Code. The voided line stays on the folio rather than being deleted, and appears on the Void and Allowance Report.
  4. At departure, review the folio with the guest, print it with Guest Folio Classic, and record the payment. The folio must reach a zero balance first — Check Out is refused while anything is outstanding.
  5. Press Check Out. The departure date is set to today, the folio closes, and the room becomes Vacant and Dirty. No sales invoice is raised automatically; the folio is the record of the stay.

Manage housekeeping​

  1. Open the Housekeeping Board to see every room with its status, and assign dirty rooms to attendants.
  2. Housekeeping status moves in order — Dirty, Cleaning, Inspected, Clean — and cannot skip a step, so a room marked Clean is one somebody has inspected. Occupancy status changes separately, off the reservation.
  3. Raise a Hotel Maintenance Request for a fault. A High or Critical request on a vacant room puts that room Out of Order; completing the request, which requires resolution notes, returns it to Vacant and Dirty.

Setup checklist​

  1. A Hotel Reception per property: name, address, timezone, default currency (IDR), check-in and check-out times, and the current business date.
  2. Hotel Room Type records with occupancy limits and base rates, then Hotel Room records numbered and assigned to a type and floor.
  3. Rate Plan records, with day-of-week or length-of-stay rates where you use them, and a Meal Package where breakfast is included.
  4. Charge items for extras (breakfast, laundry, minibar) as Items in Inventory.
  5. Hospitality Accounting Settings: company, receivable account, income and suspense accounts, cost centre, and the three rates — Consumption Tax, VAT and Service Charge. They ship at 5%, 7.5% and 10%, which are not Indonesian figures; set them to the hotel tax and service charge you actually levy.
  6. Users and roles: Hospitality Staff and Hospitality Manager for reservations, guests, rooms and folios; Hospitality User for the console, tape chart and most reports; Housekeeping Staff for the board; Frontdesk Supervisor to move or void folio transactions. See Invite your team.
note

The module's desk labels are translated into Indonesian, so staff whose user language is set to Indonesian work in Bahasa. Guest identity is recorded as an ID type and number — National ID for a KTP, Passport for a foreign guest — and a reservation can be marked Foreign National. The module only holds that register; it does not file anything with the authorities on your behalf.

  • Restaurant POS — food and beverage sold in hotel outlets.
  • Accounting — the company, accounts and payments behind the folio.
  • Insights — reporting beyond the module's own Hospitality Analytics dashboard.