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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.

The everyday tasks of Gullhaven Guest House, a step at a time. Each step names the table, form, query, report or print template to open. Inside the database, the Start Here report holds the same steps. Every table has a form of the same name under Forms.

1. Take a booking on the phone

  1. Open the query Rooms free tonight and this weekend, or the Room Nights table filtered on the dates, to see which rooms are free. The Tariff query gives the rate for the season, the night of the week and the plan.
  2. Open the Guests form. Look the caller up by name; if they have not stayed before, press New and type their name, address, phone and e-mail.
  3. Open the Bookings form and press New. Type the next Number (BK- and the year and a count), choose the Guest, the Room and Direct: phone in Source, and type Booked On, Arrival, Departure, Nights, Adults and Rate Plan.
  4. Add up the nights from the tariff into Room Total, and type the first night's rate in Deposit Due. Leave Status at Confirmed.
  5. In the Room Nights table, set each night of the stay for that room to Booked, choose the booking in Booking and type the night's rate in Rate.
  6. Open the print template Booking confirmation from Print templates, with the booking on screen in the Bookings form, and press Print or Save as PDF to post or e-mail it.

2. Take a deposit and give a receipt

  1. Open the Payments form and press New. Type the next Number (RCP- and the year and a count), choose the Booking, and type the Date, Deposit in Kind, the Method and the Amount.
  2. Open the Bookings form for the same booking and type the amount in Deposit Paid.
  3. Open the print template Receipt with the payment on screen and press Print. It prints on a till roll, or Save as PDF to e-mail it.
  4. Each morning, open the query Deposits outstanding (or print the report Deposits to chase) and ring or write to anyone who has not paid.

3. Start the day

  1. Print the report Housekeeping sheet for whoever cleans the rooms: departures first, then stayovers, then arrivals.
  2. Open the query Arrivals in the next 7 days, or print the report Arrivals list, to see who comes today, at what time and with what requests.
  3. Print the Registration card for each of today's arrivals from the Bookings form, so they are ready on the desk.
  4. Open the Rooms form and set Housekeeping for each room as the cleaning is done: Vacant clean, Inspected, Occupied, Due out or Out of order. The query Room status shows them all.

4. Check a guest in

  1. Hand the guest their Registration card to check and sign. Keep the signed cards for at least a year.
  2. In the Bookings form, set Status to Checked in, type the time in Checked In and the car in Car Registration. If they did not pay a deposit, nothing more is owed until they leave.
  3. In the Rooms form, set the room's Housekeeping to Occupied.

5. Charge nights and extras to the room

  1. Each night, open the Charges form and press New for each room in use: choose the Booking, type the Date, Accommodation in Kind, the room and plan in Description, 1 in Quantity, the night's rate in Unit Price and 0.2 in Tax Rate.
  2. When a guest takes something more (breakfast on a room only rate, an evening meal, drinks, parking, a late check-out), press New in the Charges form, choose the Booking and the item in Extra, and type its Description, Quantity and Unit Price from the Extras table.
  3. Leave Bill empty until the guest leaves. The query Guests in the house shows what each room has run up so far.

6. Check a guest out and give the bill

  1. Open the query Departures in the next 7 days to see who leaves today, and the query Guests in the house for what each room owes.
  2. Open the Bills form and press New. Type the next Number (INV- and the year and a count), choose the Booking and type the Bill Date.
  3. In the Charges table, choose the new bill in Bill on every charge of the stay. Add them up into Total, add up the VAT within them into VAT, type the deposit in Deposit and what is left in Balance.
  4. Open the print template Guest bill with the bill on screen and press Print. Take the balance, enter it in the Payments form with Balance in Kind, type the method in Paid By on the bill, and print a Receipt if the guest wants one.
  5. In the Bookings form set Status to Checked out and type the time in Checked Out; in the Rooms form set Housekeeping to Vacant dirty until the room is cleaned.

7. A cancellation or a guest who does not come

  1. Find the booking in the Bookings form. Set Status to Cancelled and type the day in Cancelled On, or set it to No-show the morning after a guest did not arrive.
  2. In the Room Nights table set the booking's nights back to Free, empty Booking and Rate, so the rooms can be let again. For a no-show, set the first night to No-show.
  3. Cancelled seven days or more before arrival: refund the deposit, type the day in Refunded On and the amount in Refund on its payment in the Payments form, and set Deposit Paid on the booking to 0.
  4. Cancelled later, or a no-show: add a charge in the Charges form (Cancellation or No-show in Kind, 0 in Tax Rate) and make a bill for it as at check-out. For a booking-site guest who did not come, take the first night from the card the site passed on and enter it in Payments as a No-show charge.

8. Month end: commission statements and the numbers

  1. Open the Commission Statements form and press New for each booking site: type the next Number (COM- and the year and a count), choose the Source, type the Month and the Statement Date.
  2. In the Bookings table, find the site's stays that ended last month with Status Checked out, and choose the new statement in Statement on each. Type how many there are in Stays and add up their Room Total and Commission into the statement.
  3. Open the print template Commission statement with the statement on screen and press Print or Save as PDF to send to the site. When you have paid it, type the day in Paid On.
  4. Print the reports Monthly occupancy and Takings by source to see how the month went against the last, and which sources earn their commission.

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