Data Files samples / Guest house or B and B

Gullhaven Guest House

Rooms, rates, guests, bookings, deposits, extras, bills and booking-site commission for a small guest house.

Download 343 KB15 tables, 15 queries, 10 reports, 5 print templates and 17,424 invented records, dated back from 2026-10-22.

How the tables are related

A line runs from a field that points at another table's record to that table. Data Files keeps a record from pointing at one that is not there, and a query with both tables joins them by it.

Rates.Room Type points at Room Types
Rates.Season points at Seasons
Rooms.Room Type points at Room Types
Commission Statements.Source points at Booking Sources
Bookings.Guest points at Guests
Bookings.Room points at Rooms
Bookings.Source points at Booking Sources
Bookings.Statement points at Commission Statements
Room Nights.Room points at Rooms
Room Nights.Booking points at Bookings
Bills.Booking points at Bookings
Charges.Booking points at Bookings
Charges.Bill points at Bills
Charges.Extra points at Extras
Payments.Booking points at Bookings

Start Here

The guide to this database: the everyday tasks a step at a time, each step saying which table, form, query, report or print template to open. Open its report, Start Here, to read or print it. Delete the table when you no longer need it; nothing else uses it. (37 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Order	Whole number	The order the steps are read in.
Task	Short text, required	The everyday task the step belongs to.
Step	Whole number	The step's number within its task.
What To Do	Long text	What to open and what to do there.

Business

The business's own details, in one record. Every document it prints, an invoice, a receipt, a statement or a letter, takes its name, address and payment details from here, so they are changed in one place. (1 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	The name printed at the top of every document.
Address	Short text	The street address.
City	Short text	The town or city.
Postcode	Short text	The postcode or ZIP code.
Country	Short text	The country.
Phone	Short text	The phone number customers call.
E-mail	Short text	The address customers write to.
Website	Short text	The website, if there is one.
Tax Number	Short text	The VAT or sales tax registration number, printed on invoices. The sample has a placeholder.
Company Number	Short text	The registered company number, where the business is a company. The sample has a placeholder.
Bank Details	Short text	Where customers pay by transfer: the bank, account name and number. The sample has a placeholder.
Payment Terms	Short text	The words printed under an invoice's total, such as "Payment within 30 days".
Tax Rate	Number	The usual rate of VAT or sales tax as a fraction: 0.2 is twenty percent. Lines may carry a rate of their own.
Currency	Short text	The currency the business trades in, as its three-letter code.
Document Footer	Long text	A line or two at the foot of every document: thanks, opening hours, returns policy.

Seasons

The seasons the rates follow: low, mid and high. (3 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The season's name. Each name is used once.
Months	Short text	The months it covers, in words.
Minimum Weekend Nights	Whole number	The fewest nights a stay that takes in a Saturday may be: 2 means a Saturday night is let only with the Friday or Sunday.
Notes	Long text	Anything else about the season: bank holidays, school holidays, Christmas.

Room Types

The kinds of room you let. Each room is one of these, and the rates are set for each type. (5 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The type's name, such as Double or Superior sea view.
Description	Short text	What the room has, as you would put it on your website.
Sleeps	Whole number	The most people the room takes.
Breakfast Allowance	Currency	What the room only rate is below the bed and breakfast rate for this type.

Rates

The tariff: what one night costs for each room type, season and plan, VAT included. (30 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Room Type	Points at Room Types, required	The type of room.
Season	Points at Seasons, required	The season the rate is for.
Plan	Short text	Bed and breakfast, or Room only.
Weeknight Rate	Currency	The price of a Sunday to Thursday night.
Weekend Rate	Currency	The price of a Friday or Saturday night.

Rooms

Each room in the house, one record each. (10 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Whole number, required, unique	The room's number on the door. Each number is used once.
Name	Short text, required	The room's name, as many guest houses give them.
Room Type	Points at Room Types, required	The type of room, which sets its rates.
Floor	Short text	The floor it is on.
Outlook	Short text	What the window looks onto: Sea view, Garden or Town.
Beds	Short text	The beds in the room.
Dogs Allowed	Yes/No	Yes for a room where guests may bring a dog.
Housekeeping	Short text	How the room stands today: Vacant clean, Inspected (checked and ready for an arrival), Occupied, Due out, Vacant dirty or Out of order.
Notes	Long text	Anything about the room: a step down to the shower, a work in hand.

Booking Sources

Where bookings come from: your own website and e-mail, the phone, guests at the door, and each booking site you sell rooms through. (6 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The source's name. Each name is used once.
Code	Short text, unique	A short code, used in the commission statement numbers.
Kind	Short text	Direct, or Booking site.
Commission Rate	Number	The commission the site takes as a fraction of the room charge: 0.15 is fifteen percent. Nought for direct bookings.
Account Ref	Short text	Your account or property number with the site (invented here).
Contact	Short text	The person you deal with.
E-mail	Short text	Where statements go.
Phone	Short text	Their phone number.
Address	Short text	The street address statements are sent to.
City	Short text	The town or city.
Postcode	Short text	The postcode.
Country	Short text	The country.
Notes	Long text	Terms agreed: how they pay out, cancellation rules on their rates.

Guests

Everyone who has booked a room, one record each. A guest who comes back is the same record with another booking. (1,141 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
First Name	Short text	Their first name.
Last Name	Short text, required	Their family name.
Address	Short text	Their home street address.
City	Short text	Their home town or city.
Postcode	Short text	Their postcode.
Country	Short text	The country they live in.
Nationality	Short text	Their nationality, as a guest register records it.
Passport Number	Short text	The passport number, kept only for guests from countries where it must be recorded and empty for the rest. The sample's numbers are invented (PP-).
Passport Issued By	Short text	The country that issued the passport, kept with the number.
Phone	Short text	Their phone number.
E-mail	Short text	Their e-mail address.
Car Registration	Short text	The car they usually come in. The sample's registrations all carry 00, which is never issued.
Mailing List	Yes/No	Yes when they have asked to hear of offers and the new season's rates.
Notes	Long text	Preferences: a favourite room, an allergy, a dog's name.

Extras

What can be charged to a room besides the night itself, with its price including VAT. (10 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The item as it appears on the bill. Each name is used once.
Kind	Short text	Breakfast, Dinner, Bar, Parking, Late check-out, Packed lunch or Dog.
Price	Currency	The price of one, VAT included.
Per	Short text	What one is: per person, per night, each or per stay.
Tax Rate	Number	The VAT rate as a fraction: 0.2 is twenty percent.
Available	Yes/No	Yes while it is offered.

Commission Statements

One statement for each booking site and month: the stays it sent that ended that month, and the commission owed on them. (42 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The statement's number, in date order, a new run each year: COM-2026-0012.
Source	Points at Booking Sources, required	The booking site.
Month	Short text	The month the stays ended in.
Statement Date	Date	The day it was made, the first of the month after.
Stays	Whole number	How many stays it lists.
Room Takings	Currency	What those stays paid for their rooms.
Commission	Currency	The commission owed on them.
Paid On	Date	The day you paid the site; empty until then.

Bookings

Each booking of a room for a run of nights, from the day it is taken to the day the guest leaves, or cancels. (1,346 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The booking's number, given in the order bookings are taken, a new run each year: BK-2026-0042.
Guest	Points at Guests, required	The guest who booked.
Room	Points at Rooms, required	The room booked.
Source	Points at Booking Sources, required	Where the booking came from.
Site Reference	Short text	The booking site's own reference, for its bookings (invented here).
Booked On	Date	The day the booking was taken.
Arrival	Date	The day the guest arrives.
Departure	Date	The day they leave.
Nights	Whole number	How many nights.
Adults	Whole number	How many adults.
Children	Whole number	How many children.
Rate Plan	Short text	Bed and breakfast, or Room only.
Room Total	Currency	The room charge for all the nights, VAT included, from the tariff.
Commission Rate	Number	The site's commission rate when the booking was taken.
Commission	Currency	The commission owed to the site on the stay; nought for direct bookings and for cancellations.
Deposit Due	Currency	The deposit asked for: the first night, for a direct booking taken two days or more ahead.
Deposit Paid	Currency	The deposit held now: empty until paid, back to nought when refunded.
Status	Short text	Confirmed, Checked in, Checked out, Cancelled or No-show.
Expected Arrival	Short text	The time the guest expects to arrive.
Checked In	Date and time	When they arrived.
Checked Out	Date and time	When they left.
Cancelled On	Date	The day they cancelled.
Car Registration	Short text	The car for this stay, for the car park and the register.
Statement	Points at Commission Statements	The commission statement the stay is on, for a booking site's stays once the month is done.
Requests	Long text	What the guest asked for: a ground-floor room, a cot, an early breakfast.

Room Nights

The diary: one record for every room and every night, fifteen months back and six months ahead, as a booking chart would show it. (6,280 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Room	Points at Rooms, required	The room.
Night	Date, required	The night, by the date it begins.
Weekday	Short text	The day of the week, Mon to Sun, so weekends can be picked out.
Status	Short text	Booked, Free, No-show (held for a guest who did not come) or Out of order.
Booking	Points at Bookings	The booking that has the room that night.
Rate	Currency	The room charge for the night, VAT included.

Bills

The bill given to a guest when they leave, which is also the VAT invoice. A late cancellation or a no-show gets a bill too. (1,157 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The bill's number, in date order, a new run each year: INV-2026-0042.
Booking	Points at Bookings, required	The stay billed.
Bill Date	Date	The day it was made.
Total	Currency	What the stay came to, VAT included: the charges on it added up.
VAT	Currency	The VAT within the total, each line's VAT rounded and then added up.
Deposit	Currency	The deposit already paid, taken off the total.
Balance	Currency	What was left to pay on leaving.
Paid By	Short text	How the balance was paid.

Charges

Everything charged to a room: each night, and each extra on the day it was taken. (5,778 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Booking	Points at Bookings, required	The stay it is charged to.
Bill	Points at Bills	The bill it went on; empty while the guest is still in the house.
Date	Date	The day of the charge: the night for a room charge, the morning for breakfast.
Kind	Short text	Accommodation, Breakfast, Dinner, Bar, Parking, Dog, Late check-out, Packed lunch, Cancellation or No-show.
Extra	Points at Extras	The item from the Extras list; empty for the room itself and for cancellation charges.
Description	Short text	The words on the bill.
Quantity	Whole number	How many.
Unit Price	Currency	The price of one, VAT included.
Tax Rate	Number	The VAT rate as a fraction; nought for cancellation and no-show charges in the sample.

Payments

Money taken from guests: deposits, the balance on leaving, and the charge for a guest who did not come. (1,578 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The receipt number, in date order, a new run each year: RCP-2026-0042.
Booking	Points at Bookings, required	The booking it was paid against.
Date	Date	The day it was paid.
Kind	Short text	Deposit, Balance or No-show charge.
Method	Short text	Card, Cash or Bank transfer.
Amount	Currency	How much was paid.
Refunded On	Date	The day a deposit was paid back, when the guest cancelled in time.
Refund	Currency	How much was paid back.

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