Everything you need to run the property, from day one.

✨ Release highlights

The most recent updates, at a glance. Tap any card to jump to the full how-to.

Login & roles

Open hms.saskey.in and sign in with the email + password your admin provided. If the same email belongs to more than one property, a property picker appears after your password — choose the one you want to work in. Your access to screens depends on your role:

Navigation overview

The sidebar groups screens by function:

• Dashboard — daily snapshot of occupancy, arrivals, departures, today's revenue. Every tile is clickable and opens the matching report with the date already filtered.
• Rooms — live grid of every room with status colour (Clean / Dirty / Occupied / Out-of-order).
• Bookings — list + calendar view + filters, with a Payments and Balance column on the list.
• Night Audit — preview tonight's auto-postings; run manually if needed.
• Front Desk — quick screen for today's arrivals & departures.
• Inventory — Item Master, Consumables (Store), Assets and Linen.
• Accounts — Purchases, Purchase Returns, Vendor Payments, Vendor Statement, Expenses, Cash/Bank Ledger, Card Settlement, Journal/Contra, Bank Reconciliation, Corporates, GST Filing, Financials.
• Banquet — hall bookings with their own list + calendar + ledger.
• Reports — one hub with a grouped, two-level menu. The Accounts Daybook lives under Financial.
• Settings — property config, theme, users, charge categories, GST, SMS, ledger routing.

First-time setup checklist

Before the first guest, an admin should walk through:

Create a booking

1. Bookings → + New Booking.
2. Pick the guest (search by phone first; auto-fills if the guest exists). If new, fill name + phone + ID type/number.
3. Pick check-in and check-out dates.
4. Set adults + children. The rate auto-recalculates: 1A → single, 2A → double, 3+ → double + extra-person × N.
5. Choose the room category and (optionally) a specific room — you can leave it unassigned and pick at check-in.
6. Optionally set a meal plan (EP/CP/MAP/AP) — informational, shown on the GRC and invoice.
7. Save. Booking status starts as confirmed.

Walk-in (guest at the desk now)

1. Rooms screen → click a vacant_clean room → Walk-in.
2. Fill guest details, ID type + number, address.
3. Capture the ID document + guest photo (Camera or Upload) — both are required. NEW
4. Confirm adults (rate updates live).
5. Optionally collect an advance + payment method now — posted to the folio immediately.
6. Check In & Print Reg Card — booking is created checked_in and the room flips to occupied.

Multi-room booking (one guest, several rooms)

From a booking's detail page, click + Link Another Room. Each linked room has its own rate but shares one folio + one invoice. Checkout generates the invoice only when the last room vacates.

Edit a confirmed booking NEW

Before a guest checks in, Admin, Manager, Front Office Manager and Receptionist can edit a confirmed booking from Booking Detail — change the guest, occupancy and room category per room. The tariff recalculates automatically. Editing is blocked once the guest is checked out.

Change occupancy mid-stay

On Booking Detail → 👥 Occupancy. Pick new adults / children. The system updates the saved per-room occupancy, re-computes the rate, and — if past nights were already charged — asks whether to re-post past nights at the new rate (offsetting JV entries) or keep them future-only.

Check-in

1. Booking Detail → Check-in.
2. Confirm the room (dirty rooms are blocked — Mark Clean first).
3. ID document + guest photo are mandatory — capture them in the check-in step (Camera/Upload) if web check-in didn't already. The Confirm button stays disabled until both are present.
4. System sets actual_check_in=NOW(), room → occupied, status → checked_in.

Check-out & round-off

1. Booking Detail → Check Out.
2. Late checkout? A suggested fee appears from Settings → Late Checkout Policy (overridable).
3. Settle the folio — Record Payment, mark Corporate Bill-To, or use Guest Credit.
4. The invoice generates automatically and the grand total is rounded to the nearest rupee — the paise post as a Round Off line so the payable is a whole number. Tax is never changed.
5. Folio closes, room flips to vacant_dirty, a housekeeping task is auto-created.

Guest credit at checkout NEW

When a walk-in or individual guest leaves without settling in full, tick Bill to guest credit at checkout and enter a reason. A tax invoice is issued and the outstanding parks as a guest receivable — the booking shows as invoiced-but-unpaid in Outstanding. Collect later via Record Payment on the same booking; no separate screen needed.

Undo checkout

Checked a guest out by mistake? Booking Detail → Undo Checkout reopens the folio and returns the room to occupied.

• Because checkout issues the tax invoice, Undo Checkout voids that invoice and its revenue posting.
• Requires an Admin or Manager, and only works while the invoice's GST period is not yet filed. If GSTR-1 is filed, issue a credit note instead.
• Re-checking out generates a fresh invoice with a new number; the voided one stays as a record.

Room shift

Booking Detail → Room Shifting → pick the new (vacant_clean) room. The folio history stays; future charges go to the new room.

Extend / shorten stay

Booking Detail → Amend Stay. Extending posts extra night charges; shortening reverses room + GST rows for dropped dates (F&B and misc charges stay).

Web check-in NEW

Save desk time by letting guests fill their own details before arrival:

Folio & charges

Every booking has one folio. The Folio tab shows all transactions grouped by date, with taxes indented under their parent charge. To add a non-room charge (Food, Laundry, Mini Bar…), click + Add Charges, pick a category and amount; the category's default GST and SAC auto-fill.

Meal plans NEW

Tag a booking with a meal plan — EP (room only), CP (with breakfast), MAP (breakfast + one meal) or AP (all meals). Set it on the create/detail screen. It's informational (a label, not a billing driver) and appears on the booking list, detail, GRC and invoice. Manage the list under Settings/Masters.

Apply discount

1. Folio → % Apply Discount.
2. Enter the percentage and a reason.
3. The system reverses every room + extra-person row and re-posts them with GST on the discounted base. F&B / Laundry are not discounted.

Record payments

Folio → + Record Payment. Pick the method (Cash / Card / UPI / Bank Transfer / Cheque). The deposit account auto-fills from Settings → Cash/Bank routing, overridable at payment time. Each payment writes a receipt, posts a balanced JV (Dr Bank / Cr AR) tagged to that bank account, and updates the folio balance.

Generate invoice

Checkout finalises the invoice automatically. Reprint any time from Booking Detail → Invoice tab → Print Invoice. The document number and line items lock once issued — further changes need a credit note. For a Pro-forma at any time: Folio → Pro Forma.

Share invoice on WhatsApp

Invoice modal → 💬 Send via WhatsApp. The system mints a 30-day public link hms.saskey.in/i/<token> and opens WhatsApp with a pre-filled message. No PDF needed — the guest just taps the link.

GST handling

• Room slabs — Settings → GST: exempt-below / low rate / threshold / high rate.
• Charge categories — each has its own default GST (F&B 5%, Banquet 18%…).
• Place of supply — from the guest's GSTIN (first 2 digits = state). Same state → CGST + SGST; different state → IGST. This applies to banquet bills too.

Inventory & Assets — Item Master NEW

Inventory → Item Master is the unified hub over consumables (Store) and fixed assets. One item master, one category master, and a live valuation that ties to the general ledger. The key idea: an item's GL classification is its accounting nature.

The module also gives you three explorers — by room, by category and by item — plus Room View, low-stock, movement history and a GL reconciliation tab.

Purchase & stock-in

A purchase bill (Accounts → Purchases) posts by classification automatically: inventory to 114x, fixed assets to 12xx, expenses to 5xxx — plus GST input and Accounts Payable. Asset lines auto-register one record per unit, so the register value ties to the GL. Store lines raise stock at the receiving location.

Move stock to rooms & floors

How stock moves depends on its nature:

• Consumables — Reports → Store Issuance: pick the item and source store, choose a room / floor / department, enter the quantity (in issue units). Review anytime under Store Issue History.
• Assets — open the asset → Assign / Move → pick the room. Every move is logged (who, from, to, when) in the asset history.
• Linen — use the Linen module's Issue Linen (to rooms) and Transfer Stock (between internal locations) — see below.

Charge a damaged item to a guest

On Booking Detail → 🧾 Charge Damaged Item. Pick the item — store consumables and linen are both searchable, with a location picker — set the quantity. This posts a folio charge with output GST (a sale), reduces stock at the chosen location, and records a stock-issue movement. Blocked once the folio is invoiced. The same sellable items are also available at Counter Sale for walk-in cash/invoice sales.

Sell or write off an asset NEW

Open an asset → Write-off / Sell (Dispose). Choose Sell (enter sale price + buyer) or Write-off (enter reason). The asset leaves the register and the gain/loss is booked automatically: a sale posts proceeds and any gain (4920) or loss (5510) versus book value; a write-off books the remaining book value as a loss (5510). Both appear in the Sold & Written-off report.

Depreciation JV

Depreciation is a manual journal entry — no auto-engine. On Accounting → Journal Entry, use the Depreciation template (Dr 5500 Depreciation / Cr 1290 Accumulated Depreciation) and pick the real chart-of-accounts codes from the picker. The asset register supplies each unit's cost and purchase date.

Linen management NEW

Inventory → Linen tracks every towel and sheet through its full life — godown → rooms → laundry → back → write-off. Four tabs: Stock Overview (live count across all locations, low-stock flags, write-off totals), Room Stock, Movement History and Vendor Settlement.

Total Owned = Main Godown + Hotel in-store + In Rooms + In Floors + Drivers + Laundry + Rewash. Write-off is shown separately and is not part of Total Owned. Rows below their Safety Stock flag as low.

Laundry billing: set per-category wash rates under Manage Laundry Rates, log the vendor's bill with Record Vendor Bill, and the Vendor Settlement tab shows Total owed = rate × received. Laundry bills settle through Accounts → Vendor Payments. Use Reconcile (🧮) after a physical count; export the overview to CSV/PDF.

Inventory reports NEW

Reports → Inventory group:

• 📊 Inventory Stock & Value — live holdings & worth in three tables (Assets, Consumables, Linen) with totals. Linen is valued at its average purchase rate.
• 📍 Inventory by Location — pick a room / floor / store and see all its assets, consumables and linen with per-section and overall totals.
• 🛒 Purchases (Consumables & Assets) — what you bought in a period, split by type with totals.
• 🗑️ Sold & Written-off — four views: Assets Sold, Assets Written-off, Consumables Out, Linen Out.
• 📦 Store Issuance / Issue History / Store Inventory — issue consumables and see opening→closing per item.

Date-range reports default to the current month; movement reports page 100 rows at a time with full-period totals, and CSV export pulls every row for the range.

Purchases & purchase returns

Accounts → Purchases records supplier bills for store items, linen, assets and consumables. Vendor and item fields use a type-to-search box (contains match), so long lists are quick. Editing or cancelling a bill reverses its accounting and inventory; cancelling an asset bill removes the asset it created. Purchase Returns send goods back and adjust the payable.

Vendor payments

Accounts → Vendor Payments pays a vendor's outstanding bills — both laundry and purchase bills — in one cheque or transfer, posting one clean entry to the account the money left.

Vendor advances

• Add advance — prepay a vendor money not tied to any bill. Posts Dr Advances to Vendors · Cr Bank and builds up the vendor's advance balance.
• Apply advance — when a vendor shows "(₹X avail)", draw from it to settle bills; the bank pays only the difference.

Vendor statement NEW

Accounts → Vendor Statement is a per-vendor payable ledger in one chronological view — purchase bills, laundry bills, payments, purchase returns and advances, with a running payable balance. Pick the vendor and a date range; export to CSV.

• Credit = bills raised on you · Debit = payments and returns. Balance = bills − payments − returns.
• It reads every real payment — single-bill payments and batch vendor payments alike — so a bill marked Paid always shows its payment and the balance tallies.
• Advances sit in a separate wallet and only reduce the balance when applied to a bill.
• Direct expense vouchers paid to a vendor appear as memo rows (shown in both columns) and don't move the payable — they aren't payments against a bill.

Cash / Bank ledger

Accounts → Cash/Bank Ledger is a running-balance passbook for any drawer or bank account. Pick the account and a date range to see every inflow and outflow with the closing balance — guest payments in, expenses and vendor payments out, plus manual journal/contra entries tagged to that account. Each expense appears once (as its voucher), never double-counted with its posting entry.

Bank reconciliation

1. Accounts → Bank Reconciliation → pick the bank account and upload the SBI statement PDF / e-statement (handles current and OD accounts).
2. Confirm the auto-suggested matches between statement lines and ledger entries.
3. For bank-only lines (charges, interest) post a quick adjustment so both sides tally.

Corporates & credit

Accounts → Corporates tracks companies you bill on credit. A corporate booking can be marked Bill-To at checkout — a tax invoice is raised but the balance stays receivable until the company pays. Each corporate page shows its bookings, discount per booking, outstanding, aging and a statement.

OTA reconciliation NEW

For bookings where the OTA collects from the guest (MMT, etc.), the PMS tracks the flow end-to-end: the OTA-collect receivable when the guest pays the OTA, the commission + tax you owe, and the remittance when the OTA settles the net to your bank. Outstanding shows what's still due from each OTA so nothing slips.

GST filing

Accounts → GST Filing is the month-wise compliance hub: GSTR-1, GSTR-3B and GSTR-2B views, the filing JSON, a 2B reconcile, and a filing lock. Once a month is marked filed, the system blocks edits that would change that period's figures so your books can't drift from what you submitted.

Banquet — new booking

1. Banquet → + New Booking.
2. Fill event name, date, hall, pax, food rate/pax, hall charges, contact.
3. Optionally enter an initial advance + payment method.
4. Save. Status starts as confirmed.

Advance payments + receipts

Open the booking → Payment Ledger → + Add Payment. Multiple advances are allowed any time before the event; each gets a receipt RCPT-BNQ/FY/00001 you can print.

Complete event → generate invoice

After the event, click Mark Completed. Generate Invoice enables only now (locks the amount; pre-event changes are allowed). Inter-state banquet bills correctly use IGST based on place of supply.

Cancel & refund

Open detail → Cancel Booking → confirm reason. The system reverses the revenue + GST JV (if invoiced), leaves payment rows untouched (money is still in your bank), and surfaces a ↩️ Refund button with the eligible amount. Refund → pick mode + account → submit.

Housekeeping tasks

The Housekeeping page shows rooms grouped by floor with their cleaning tasks. Tap a room → Start begins a timer; Stop closes the task and records duration. Assign floors under Settings → Users → the staff member → Floors.

Maintenance tickets

The Maintenance page lists open / in-progress / closed tickets. Receptionists raise tickets from Booking Detail → 🔧 Ticket (category, priority, description). Maintenance staff get a push notification and a row on their mobile dashboard.

Install the mobile app

Android: Play Store → "HMS by Saskey" → Install (or the internal-testing link from your admin). iOS: TestFlight invitation. Sign in with the same email + password as the web. Updates arrive over-the-air — if a screen looks old, fully close the app twice to pull the latest.

Role-specific screens

Cash-in-Hand tile NEW

The mobile dashboard shows a live Cash-in-Hand tile — the balance of the cash ledger (GL 1101) — for admin, manager, accountant and receptionist. It's the cash drawer only (bank and clearing accounts are excluded), so front-desk staff can reconcile at a glance. The month filter also drives MTD, revenue and room-nights on the same dashboard.

Push notifications

Tasks and tickets are pushed to the assigned device within seconds. Not receiving them? App permissions → enable Notifications, then sign out + back in to re-register your push token.

Night audit

Runs automatically at 00:05 IST daily. Posts room charges for every in-house booking that night using each room's live occupancy and category rate. Open Night Audit to preview what's about to post, or run it manually if you missed a day.

Dashboard drill-downs

Every Dashboard tile is a shortcut into the matching report with the date filter already applied. Occupancy % is room-nights based (rooms occupied ÷ sellable rooms) and shows in-house pax beneath it. The same figures appear in the mobile app.

Reports & menu

Reports is one hub with a grouped two-level menu — pick a group (Today, Financial, GST & Compliance, Front Office, Inventory), then the report. Police Report and Invoice Register live here too.

• Day Sales / Cash / Cashier / Day Book — collections by date, method and cashier.
• Revenue & Tax — GST-segregated revenue (CGST/SGST/IGST), with guests + nights.
• Occupancy — per-day occupancy with a pax column.
• P&L / Balance Sheet / Trial Balance — GL-derived, date-filtered, always tally, with charts.
• Outstanding (O/S) / Payables — receivables and payables as-on-date.
• Invoice Register / Police Report — every issued invoice · the daily guest register.
• Inventory — stock & value, by-location, purchases, sold & written-off, store issuance/inventory. See Inventory reports.

Every dated report has quick presets (Today · Yesterday · This/Prev month · Custom) and exports to CSV or Print/PDF.

Accounts Daybook NEW

Reports → Financial → Accounts Daybook is a single-date accounting view built for the back office:

• Cash / Bank / Card cards with opening, inflow, outflow and closing for the day.
• Payments Received — the day's receipts, split Advance (open folio) vs Actual (settled) by method.
• Invoices Issued — the actual tax invoices raised that day (room / banquet / counter) with taxable, GST and total — distinct from raw folio charges.
• Expenses (Outflows) — each expense voucher for the day with category, vendor and paid-from account.
• Discount Details — discounts on the folios invoiced that day.

Print gives a clean paper-form daybook; the whole view is date-driven with a Today button.

Report access by role

GSTR-1 export

Accounts → GST Filing → pick month. Groups invoices by HSN/SAC, computes per-bucket taxable + tax, and produces the format your CA can file. Voided invoices are excluded; counter sales are included. Taxable value is derived from each invoice's stored totals.

Settings — Theme colours

Settings → Theme → set the Primary and Accent hex codes. Used everywhere: sidebar gradient, headings, accent strip, primary buttons. Leave blank to fall back to navy / blue defaults.

Settings — SMS templates

Provider: pay4sms.in (or SmartPing). Paste the token + sender ID + DLT template IDs. A 🧪 Test SMS form lets you pick an event, type a phone and send — the result and the rendered message show inline.

Settings — Charge categories

Add each non-room service you'll bill (F&B, Laundry, Mini Bar, Banquet, Spa…). Each stores a SAC code + default GST. When you add a charge and pick the category, both auto-fill.

Settings — Cash / Bank routing

Pick which Chart-of-Accounts account each payment method posts to. Example: Cash → 1101, Card → 1145, UPI → 1145, Bank Transfer → 1120, Cheque → 1101. These pre-fill the account on every payment.

Settings — Users & roles

Invite a user with email + role; change role inline anytime. For housekeeping / maintenance, assign the floors they should see. Managers can add non-admin users but cannot create or edit admins.

License & access

Each property runs on a Saskey license with an end date. While current, everyone works normally. If it lapses, the PMS pauses sign-in and every screen (web and mobile) with a "license expired" message — no data is lost.

Troubleshooting

Get support

WhatsApp: +91 84892 56789 COPY number
Email: info@saskey.in
Web: saskey.in

Mention your property name and the booking number you're stuck on — that gives us instant context.