Hotel setup checklist

Q: Which setup tasks stop check-in?

Rooms and operational status , Taxes, folio policy, and fiscal rules , Document numbering and Approval roles .

Q: Which stop check-out?

Accounting posting mapping , Payment methods and Payment settlement accounting .

Q: Which tasks only warn?

Document templates and ID and passport number protection stop nothing. The checklist keeps showing them until they are done.

Hotel setup checklist

The order a new hotel follows, from Accounting's own setup to the first guest, and the checklist that shows what is still missing.

Hospitality Setup basics

4 min read

Updated October 20, 2026

For Administrator Manager Accountant

For the owner, the administrator and the accountant setting up a new hotel. Follow the order below; the Setup checklist screen then shows what is still missing, with a link to each fix.

The order

Accounting first
Who
Accountant
Where
Penahak Accounting
What changes
The branch, an active fiscal year covering today, document numbering (Sales Bill, Receipt, Payment, Journal, Sales Return, Stock Adjustment, Stock Transfer), the ledgers (guest receivable, cash, card, bank, income, VAT, service charge), the VAT and service-charge sales terms, products with their sales ledgers, and the stores (godowns).
Quick setup
Who
Administrator
Where
Hospitality configuration › Quick setup & defaults
What changes
Property, room types and rooms floor by floor, then the defaults: times, tax policy, rate plans, a cancellation policy, outlets, services, desk payment methods, housekeeping tasks, report presets and approval rules.
Money setup
Where
Ledger & product mappings and Payment methods
What changes
The guest receivable account, the sales terms, an ERP product for every service, and the account each payment method is received into.
Stores
Where
Stock & minibar › Stores
What changes
The main store (and a minibar store) linked to their godowns.
People
Where
The ERP's roles; Hospitality configuration › Approvals
What changes
Each role's Hospitality permissions; the approval rules; every approver sets their PIN.
A test guest
What changes
A booking, check-in, a payment, check-out and a night audit; then look at the documents in Accounting.

Worked example: the test guest, with what you should see

The last step of the order is a test guest. These are the results to expect when everything is set up. The example uses a Deluxe room at 5,000 a night, a service charge of 10% and VAT of 13% on the amount plus service charge (the values set up for this example).

Step	What you should see
Make a booking for 2 nights	The price shows 5,000 + 500 + 715 = 6,215 a night, 12,430 for the stay
Take deposit 5,000	A receipt number under Receipt in Accounting on the payment; the booking shows Deposit held 5,000
Check in	The room shows Occupied; the folio opens with the deposit on it, 5,000 in credit
Close the first day's Night audit	The business date moves on; the folio shows one room night of 6,215; Accounting shows nothing new
Close the second day, then Check out	The guest pays 7,430; one invoice of 12,430 is made
Look in Accounting	Two receipts (5,000 and 7,430) and one invoice (12,430), dated on the business date

If a step is refused, the message names what is missing (a series, an account, a product's sales ledger, the main store). Fix it where the message says, then repeat the step: nothing was recorded.

The setup checklist

Hospitality configuration › Setup checklist lists every setup task with its status and a link to the screen that fixes it. Tasks marked Blocks operations stop the area they name.

Task	Done when	Stops
Property profile	A property exists	Setup
Room types and rates	The property has room types	Reservations
Rooms and operational status	The property has rooms	Check-in
Taxes, folio policy, and fiscal rules	The property has a policy	Check-in
Accounting posting mapping	VAT and service-charge sales terms chosen, guest receivable chosen, every active service's product has a sales ledger	Check-out
ERP service/product mapping	Every active service has an ERP product	Charge posting
Document numbering	An active hotel numbering rule exists	Check-in
Document templates	An active template exists	Nothing (a warning)
Approval roles	An active approval rule has an approver role	Check-in
Payment methods	At least one payment method	Check-out
Payment settlement accounting	Every active desk method has its account	Check-out
ID and passport number protection	Identity numbers can be stored protected	Nothing (a compliance warning)

Common questions

Which setup tasks stop check-in?

Rooms and operational status, Taxes, folio policy, and fiscal rules, Document numbering and Approval roles.

Which stop check-out?

Accounting posting mapping, Payment methods and Payment settlement accounting.

Which tasks only warn?

Document templates and ID and passport number protection stop nothing. The checklist keeps showing them until they are done.