Complete Video Manual videos

Forgot and reset password

If you forget your password, SunTatva sends a one-time code to your registered e-mail. After you enter it you choose a new password. The same card is used when a password has expired.

Landing portal

The landing portal is the home screen after login. Here you choose which app, which group and which property to open, and you manage groups, licences and the IP whitelist.

An owner can add more hotels (or restaurants, in SunPOS) to an existing group without creating a new group. The new property gets its own timezone, address and licences but shares the group's database.

IP whitelist

The IP whitelist limits where restricted staff can open a property from, for example only from the hotel's internet connection. It is kept per group.

Licence request from the landing portal

Licences decide what a property may use: its plan (room limit), features and add-ons. The owner sends a request here; SunTatva staff activate it and contact you.

Support widget

The Support button in the status bar (bottom right; on phones at the foot of the menu drawer) opens a panel to get help from SunTatva without leaving SunPMS. A badge on the button shows unread replies (9+ above nine).

Shift Details, Shift End and Payment Denomination

When shifts are enabled, each desk user starts a shift after login and ends it when signing out. All payments, refunds and extra income/expense are recorded against the user's shift so the cashier can be reconciled.

Property Setup (settings hub)

Property Setup is the home page for every master and setting in SunPMS. It shows one card per screen, grouped into setting groups, with a search box on top. A new hotel uses it once, in a fixed order, to describe its buildings, rooms, taxes and rates.

Property Detail

Property Detail holds the identity of the hotel: name, address, phone, e-mail, logo, photo and (for Indian hotels) GSTIN and bank details. These values are printed on folios, invoices, receipts and e-mails, so fill them in before the first guest checks in.

Property Detail

Property Detail holds the identity of the hotel: name, address, phone, e-mail, logo, photo and (for Indian hotels) GSTIN and bank details. These values are printed on folios, invoices, receipts and e-mails, so fill them in before the first guest checks in.

Building

A building is the top level of the room location (a block, tower or wing). Every room must belong to a building and a floor. Small hotels keep the single building that the system creates automatically (named Main).

Floor

A floor is the level on which a room sits. The system creates one floor, Lobby Floor. ) before you create rooms.

Floor

A floor is the level on which a room sits. The system creates one floor, Lobby Floor. ) before you create rooms.

Floor

A floor is the level on which a room sits. The system creates one floor, Lobby Floor. ) before you create rooms.

Room Type

A room type is a category of rooms that share a price, a tax and an inventory count (Standard, Deluxe, Suite). Reservations are taken against a room type; the actual room is assigned later. Rates in Rate Manager are set per room type.

Room Type

A room type is a category of rooms that share a price, a tax and an inventory count (Standard, Deluxe, Suite). Reservations are taken against a room type; the actual room is assigned later. Rates in Rate Manager are set per room type.

Room Type

A room type is a category of rooms that share a price, a tax and an inventory count (Standard, Deluxe, Suite). Reservations are taken against a room type; the actual room is assigned later. Rates in Rate Manager are set per room type.

Room Type Binding And Occupancy

This screen sets how many guests a room type holds and, optionally, binds its rates to the base room type so you only maintain one set of prices. Example: the Deluxe base rate is always Standard + 20%.

Room Type Binding And Occupancy

This screen sets how many guests a room type holds and, optionally, binds its rates to the base room type so you only maintain one set of prices. Example: the Deluxe base rate is always Standard + 20%.

Room

The Room master lists every physical room. Each room has a name (the room number guests see), a code, a room type, a building, a floor and a few features (smoking, handicap, pet, hourly).

Room

The Room master lists every physical room. Each room has a name (the room number guests see), a code, a room type, a building, a floor and a few features (smoking, handicap, pet, hourly).

Room

The Room master lists every physical room. Each room has a name (the room number guests see), a code, a room type, a building, a floor and a few features (smoking, handicap, pet, hourly).

Room Status Setup

). The list is fixed by the system. You can change only the Display Name (the short label on screens) and the colour used in the Register, Calendar and housekeeping.

Room Type Amenities

A simple list of facilities (Wi-Fi, Air conditioning, TV) that you can attach to room types. It is empty in a new property.

Room Type Amenities

A simple list of facilities (Wi-Fi, Air conditioning, TV) that you can attach to room types. It is empty in a new property.

Tax

The Tax master (hub card Tax, page title Tax Master) is the list of tax names the hotel charges: GST, State Tax, City Tax, Service Charge. A tax name has no rate yet. md).

Tax

The Tax master (hub card Tax, page title Tax Master) is the list of tax names the hotel charges: GST, State Tax, City Tax, Service Charge. A tax name has no rate yet. md).

Tax Configuration

Tax Configuration gives each tax name a rate and the date from which it applies. PMS keeps the full history: when you add a new rate with a later start date, the old rate is closed the day before. Every night of a stay is taxed with the rate that was valid on that night.

Tax Configuration

Tax Configuration gives each tax name a rate and the date from which it applies. PMS keeps the full history: when you add a new rate with a later start date, the old rate is closed the day before. Every night of a stay is taxed with the rate that was valid on that night.

Tax Configuration

Tax Configuration gives each tax name a rate and the date from which it applies. PMS keeps the full history: when you add a new rate with a later start date, the old rate is closed the day before. Every night of a stay is taxed with the rate that was valid on that night.

Rate Type

A rate type is a named price list for rooms, for example RACK, Corporate, Weekend or Hourly. Reservations, the Rate Manager and Sales & Channels all pick a rate type. Use this screen to create the rate types your hotel sells and to say how long one "rate period" is (a day, a week, a month, custom…

Rate Type

A rate type is a named price list for rooms, for example RACK, Corporate, Weekend or Hourly. Reservations, the Rate Manager and Sales & Channels all pick a rate type. Use this screen to create the rate types your hotel sells and to say how long one "rate period" is (a day, a week, a month, custom…

Rate Type Binding

Rate Type Binding lets a rate type follow the base (RACK) rate automatically, for example "Corporate = base rate minus 10%". Binding is also where you mark a rate type as Complementary or House Use.

Document Type

Document types are the kinds of guest documents you can attach to a reservation: passport, driver licence, state ID, credit card. Each has a category that tells the system how to treat it (for example credit card documents are protected by a privilege).

Document Type

Document types are the kinds of guest documents you can attach to a reservation: passport, driver licence, state ID, credit card. Each has a category that tells the system how to treat it (for example credit card documents are protected by a privilege).

Other Charge Category

) for reports and accounting. Every other charge belongs to one category.

Other Charge Category

) for reports and accounting. Every other charge belongs to one category.

Other Charges

Other charges are the extras you post to a guest folio besides the room rent: food, laundry, parking, telephone, etc. Define each one once here with its default rate, tax and behaviour.

Other Charges

Other charges are the extras you post to a guest folio besides the room rent: food, laundry, parking, telephone, etc. Define each one once here with its default rate, tax and behaviour.

Measurement Unit

Measurement Unit is a small master list of the units in which an item can be counted: No. (number of pieces), Kg, Litre and so on. A new property starts with one unit, No.

Measurement Unit

Measurement Unit is a small master list of the units in which an item can be counted: No. (number of pieces), Kg, Litre and so on. A new property starts with one unit, No.

Payment Type

). Each type belongs to a payment category that decides how it is treated.

Payment Type

). Each type belongs to a payment category that decides how it is treated.

Exchange Rate

Lets guests pay in a foreign currency. You define each currency and its rate against your base currency. New properties start with United States / USD / $ / 1 as base currency.

Exchange Rate

Lets guests pay in a foreign currency. You define each currency and its rate against your base currency. New properties start with United States / USD / $ / 1 as base currency.

User

Users are the staff who log in to SunPMS. Every user is stored in the central sign-in system (SunAuth) and linked to this property with a role. Use this screen to create desk users, give them a role, reset passwords, unlock accounts and deactivate or reactivate them.

User

Users are the staff who log in to SunPMS. Every user is stored in the central sign-in system (SunAuth) and linked to this property with a role. Use this screen to create desk users, give them a role, reset passwords, unlock accounts and deactivate or reactivate them.

User

Users are the staff who log in to SunPMS. Every user is stored in the central sign-in system (SunAuth) and linked to this property with a role. Use this screen to create desk users, give them a role, reset passwords, unlock accounts and deactivate or reactivate them.

User

Users are the staff who log in to SunPMS. Every user is stored in the central sign-in system (SunAuth) and linked to this property with a role. Use this screen to create desk users, give them a role, reset passwords, unlock accounts and deactivate or reactivate them.

Roles & Privileges

A role is a named set of privileges (what a person may do). Every user gets one role per property. Use this screen to create and rename roles; tick the privileges in Assign Transaction Privileges and Assign Report Privileges.

Roles & Privileges

A role is a named set of privileges (what a person may do). Every user gets one role per property. Use this screen to create and rename roles; tick the privileges in Assign Transaction Privileges and Assign Report Privileges.

Assign Transaction Privileges

Tick which non-report actions each role may perform: system management, navigation, reservations, payments, refunds, other charges, Sales & Channels, restrictions, guest data, extras and mobile access.

Assign Transaction Privileges

Tick which non-report actions each role may perform: system management, navigation, reservations, payments, refunds, other charges, Sales & Channels, restrictions, guest data, extras and mobile access.

E-Mail Templates

An e-mail template is the body text (with guest and stay details filled in automatically) that SunPMS sends or prints when something happens, such as a reservation confirmation or a check-in. You design the text in a rich-text editor, drag in merge fields, and decide for which events it is used.

Policy

The Cancellation Policy screen attaches a cancellation policy to a room type and rate type pair for the online booking engine (CRS). It is only meaningful when your property is connected to the CRS.

Policy

The Cancellation Policy screen attaches a cancellation policy to a room type and rate type pair for the online booking engine (CRS). It is only meaningful when your property is connected to the CRS.

Ip White List

Lists the IP addresses from which restricted users may log in. If a user has Apply IP-Restriction ticked (see User), they can sign in only from an address on this list. The list belongs to your whole group of properties.

Ip White List

Lists the IP addresses from which restricted users may log in. If a user has Apply IP-Restriction ticked (see User), they can sign in only from an address on this list. The list belongs to your whole group of properties.

Assign Report Privileges

This screen chooses which reports, charts and dashboard tiles each role may open. A report that a role has no privilege for is not listed on the Reports screen, in the Report Dashboard, or in the report menu, and typing its address logs the user out.

Privilege Reference

Every privilege the system knows, the name you see when ticking it for a role, the module group it appears under, and what it unlocks. The Name on screen and Module are what the Assign Privileges screens show. The Code name is the internal name.

Settings overview

Settings control how the PMS behaves for one property: renting rules, features, night audit, language of labels, folio numbers, card processing, e-mail and the connections to devices and other SunTatva apps.

Guest Mandatory Data

This screen lets you decide which guest details must be filled in before a reservation can be checked in or a guest profile can be saved. A hotel uses it to enforce its own policy (for example "mobile number and ID document are compulsory" or "guest must sign at check-in").

Guest Mandatory Data

This screen lets you decide which guest details must be filled in before a reservation can be checked in or a guest profile can be saved. A hotel uses it to enforce its own policy (for example "mobile number and ID document are compulsory" or "guest must sign at check-in").

Register Settings

Controls which columns the Register (list view of reservations) shows and in what order. The page title on the screen is Register Column Setup. Its Property Setup card is switched off, so most users change columns from the Register screen; this page is reachable by the route above.

Register Settings

Controls which columns the Register (list view of reservations) shows and in what order. The page title on the screen is Register Column Setup. Its Property Setup card is switched off, so most users change columns from the Register screen; this page is reachable by the route above.

Rental Setting

Defines how rooms are rented: default check-in and check-out times, reservation defaults, guest rules, what blocks a check-out, which charges can be discounted, room status and availability rules and no-show handling.

Rental Setting

Defines how rooms are rented: default check-in and check-out times, reservation defaults, guest rules, what blocks a check-out, which charges can be discounted, room status and availability rules and no-show handling.

Feature Setting

Switches optional PMS features on or off for the property, sets Express check-in/check-out, how many years ahead reservations are allowed, and a few fonts and guest messages. The page title reads Feature Setting.

Feature Setting

Switches optional PMS features on or off for the property, sets Express check-in/check-out, how many years ahead reservations are allowed, and a few fonts and guest messages. The page title reads Feature Setting.

Night Audit Setting

Controls when the day is closed (night audit), what blocks it, and which reports are printed or e-mailed automatically when a night audit is created. The page title reads Night Audit Setting.

Night Audit Setting

Controls when the day is closed (night audit), what blocks it, and which reports are printed or e-mailed automatically when a night audit is created. The page title reads Night Audit Setting.

Localization Setting

Sets the regional details of the property (country, currency, number of decimals), the fiscal year, which days are weekend days (for weekend rates) and the words the screens use (for example "Room", "Guest", "New Folio"). The page title reads Localization Setting.

Localization Setting

Sets the regional details of the property (country, currency, number of decimals), the fiscal year, which days are weekend days (for weekend rates) and the words the screens use (for example "Room", "Guest", "New Folio"). The page title reads Localization Setting.

Display Setting

Chooses what is shown or hidden on screens and printouts, how guest names are formatted, the date format, the e-mailed report format and the amount shown on the signature pad. The page title reads Display Setting.

Display Setting

Chooses what is shown or hidden on screens and printouts, how guest names are formatted, the date format, the e-mailed report format and the amount shown on the signature pad. The page title reads Display Setting.

Folio Setting

Decides how folio, group folio, payment receipt, sales and channel invoice and extra income receipt numbers are generated, what is printed on the folio, and which folios and letters are printed or e-mailed automatically at reservation, check-in and check-out.

Folio Setting

Decides how folio, group folio, payment receipt, sales and channel invoice and extra income receipt numbers are generated, what is printed on the folio, and which folios and letters are printed or e-mailed automatically at reservation, check-in and check-out.

Credit Card Setting

Turns online card processing on or off, chooses the payment gateway ("Tokenized Service"), stores its credentials and sets operational rules such as authorising a card at check-in and what happens to authorisations at night audit.

Credit Card Setting

Turns online card processing on or off, chooses the payment gateway ("Tokenized Service"), stores its credentials and sets operational rules such as authorising a card at check-in and what happens to authorisations at night audit.

Guest Portal Setting

Turns the public guest page on or off and chooses what guests may request during their stay. Each guest gets a personal link to check in online, chat with the front desk and, once checked in, request housekeeping items, amenities and room service.

Guest Portal Setting

Turns the public guest page on or off and chooses what guests may request during their stay. Each guest gets a personal link to check in online, chat with the front desk and, once checked in, request housekeeping items, amenities and room service.

Hardware Setting

Links the hotel to a SunHardware property of the same owner. Paired phones and tablets and the front-desk stations (ID scanner, signature pad, key card encoder, cash drawer) then scan guests' ID documents, collect signatures and encode key cards during check-in.

Hardware Setting

Links the hotel to a SunHardware property of the same owner. Paired phones and tablets and the front-desk stations (ID scanner, signature pad, key card encoder, cash drawer) then scan guests' ID documents, collect signatures and encode key cards during check-in.

Hardware Setting

Links the hotel to a SunHardware property of the same owner. Paired phones and tablets and the front-desk stations (ID scanner, signature pad, key card encoder, cash drawer) then scan guests' ID documents, collect signatures and encode key cards during check-in.

Parking Setting

Links the hotel to a SunParking car park of the same owner so guests' cars, valet requests and parking charges are visible and billable from the PMS.

Parking Setting

Links the hotel to a SunParking car park of the same owner so guests' cars, valet requests and parking charges are visible and billable from the PMS.

WhatsApp Setting

Connects the hotel's own WhatsApp Business number (Meta WhatsApp Cloud API). Documents, automatic messages and guest chat go out from this number, and guests can write back from booking to check-out.

WhatsApp Setting

Connects the hotel's own WhatsApp Business number (Meta WhatsApp Cloud API). Documents, automatic messages and guest chat go out from this number, and guests can write back from booking to check-out.

Email Setting

Configures how the PMS sends e-mail: folios, confirmation and cancellation letters, night-audit reports, invoices and test mails. You can use your own SMTP server or keep the default sender provided with the PMS.

Email Setting

Configures how the PMS sends e-mail: folios, confirmation and cancellation letters, night-audit reports, invoices and test mails. You can use your own SMTP server or keep the default sender provided with the PMS.

WebHook

Lets the PMS call an external web address (for example a marketing, revenue-management or guest-messaging system) whenever something happens: a reservation or check-in event, a room status change, night audit, or a rate / inventory / statistics sync.

WebHook

Lets the PMS call an external web address (for example a marketing, revenue-management or guest-messaging system) whenever something happens: a reservation or check-in event, a room status change, night audit, or a rate / inventory / statistics sync.

Spa Setting

Links the hotel to its SunSpa property of the same owner, so the treatments of a stay show on the folio, the front desk can book spa treatments for guests, spa bills charged to the room reach the guest folio, and guests can use a Spa tab on their own page.

Payment Gateway Integration

Registers the physical card terminals (devices) that are connected to a payment gateway, so cashiers can send a card payment from the folio to a terminal.

Payment Gateway Integration

Registers the physical card terminals (devices) that are connected to a payment gateway, so cashiers can send a card payment from the folio to a terminal.

Document Storage

Chooses where the images and files attached to guests (passports, ID scans, signatures, credit-card images, sales & channel documents) are kept: on SunTatva-managed storage, or in the hotel's own FTP server, Google Drive or OneDrive.

Document Storage

Chooses where the images and files attached to guests (passports, ID scans, signatures, credit-card images, sales & channel documents) are kept: on SunTatva-managed storage, or in the hotel's own FTP server, Google Drive or OneDrive.

Device Configuration

One page to register the card payment devices (terminals) of the property and save the whole list with a single Save. It shows the same payment device list as Payment Gateway Integration. ID scanners, signature pads and door locks are not entered here any more: they are set up in SunHardware.

Device Configuration

One page to register the card payment devices (terminals) of the property and save the whole list with a single Save. It shows the same payment device list as Payment Gateway Integration. ID scanners, signature pads and door locks are not entered here any more: they are set up in SunHardware.

CRS Tax Exempt

Tells the PMS which taxes must not be charged on reservations that arrive from a channel (CRS engine) for given market sources. Typical use: an OTA collects the tax itself, so the PMS should not add it again to the folio.

CRS Tax Exempt

Tells the PMS which taxes must not be charged on reservations that arrive from a channel (CRS engine) for given market sources. Typical use: an OTA collects the tax itself, so the PMS should not add it again to the folio.

FAS Settings

Connects the PMS to an external Financial Accounting System (FAS) so daily revenue and, optionally, statistical data are posted to the accounting package. At present the choice is M3 Accounting Systems (or N/A for none). The page title reads FAS Setting.

FAS Settings

Connects the PMS to an external Financial Accounting System (FAS) so daily revenue and, optionally, statistical data are posted to the accounting package. At present the choice is M3 Accounting Systems (or N/A for none). The page title reads FAS Setting.

Licences

Shows the property's plan, how many rooms it may use, and the add-on modules that are active, and lets the owner send a request to buy, upgrade or renew a licence. Many settings screens depend on a licence;

Extra Income Category

Extra Income Category is the list of headings (categories) under which the hotel records income that is not a room or folio charge: scrap sale, commission received, hall rent. Staff pick one of these categories when they post an entry on the Extra Income page.

Extra Income Category

Extra Income Category is the list of headings (categories) under which the hotel records income that is not a room or folio charge: scrap sale, commission received, hall rent. Staff pick one of these categories when they post an entry on the Extra Income page.

Extra Expense Category

The list of headings used when staff record hotel expenses on the Extra Expense page (petty purchases, repairs, refunds paid out). It works exactly like Extra Income Category but for expenses.

Extra Expense Category

The list of headings used when staff record hotel expenses on the Extra Expense page (petty purchases, repairs, refunds paid out). It works exactly like Extra Income Category but for expenses.

Non Rental Room

A non rental room is a space that you do not sell to guests but that housekeeping still cleans or tracks: store, linen room, lobby, banquet hall, staff office. Listing them lets housekeeping managers assign them to cleaning groups and see their status next to the guest rooms.

Non Rental Room

A non rental room is a space that you do not sell to guests but that housekeeping still cleans or tracks: store, linen room, lobby, banquet hall, staff office. Listing them lets housekeeping managers assign them to cleaning groups and see their status next to the guest rooms.

Room Owner

Some hotels (condo-hotels, serviced apartments) sell rooms that are owned by individual investors. Room Owner keeps the owner's contact and bank details, the management fee the hotel keeps, and an opening balance.

Room Owner

Some hotels (condo-hotels, serviced apartments) sell rooms that are owned by individual investors. Room Owner keeps the owner's contact and bank details, the management fee the hotel keeps, and an opening balance.

Owner Room Assignment

This screen links each room owner to the rooms he or she owns. The assignment decides whose statement a room's income appears on. Each owner has one assignment record that holds all of his or her rooms.

Owner Room Assignment

This screen links each room owner to the rooms he or she owns. The assignment decides whose statement a room's income appears on. Each owner has one assignment record that holds all of his or her rooms.

DNR Reason

DNR means "Do Not Rent". When staff mark a guest as DNR (for example after damage or non-payment), they choose one of the reasons from this list. The page title on screen is DNR Reasons; the hub card is DNR Reason.

DNR Reason

DNR means "Do Not Rent". When staff mark a guest as DNR (for example after damage or non-payment), they choose one of the reasons from this list. The page title on screen is DNR Reasons; the hub card is DNR Reason.

Deposit

A deposit type is a kind of refundable money the hotel holds for a guest, for example a rental (room) deposit or an "other" deposit such as a key or damage deposit. Each type is tied to a charge so the deposit appears on the folio under the right heading. The hub card is Deposit Setup;

Deposit

A deposit type is a kind of refundable money the hotel holds for a guest, for example a rental (room) deposit or an "other" deposit such as a key or damage deposit. Each type is tied to a charge so the deposit appears on the folio under the right heading. The hub card is Deposit Setup;

Notice Setup

A notice is a block of formatted text (house rules, terms and conditions, a seasonal message) that PMS prints on documents such as the registration card, reservation confirmation, folio or guest report.

Notice Setup

A notice is a block of formatted text (house rules, terms and conditions, a seasonal message) that PMS prints on documents such as the registration card, reservation confirmation, folio or guest report.

HouseKeeping Task

A housekeeping task is one cleaning duty (Bathroom, Towels, Bed Sheets, Drapes, Vacuum, Dusting). Tasks are assigned to housekeepers or groups, and the housekeeping screens show which tasks are done for each room.

House Keeping Group

A housekeeping group is a team of housekeepers (for example "Morning shift" or "Tower A"). Rooms and tasks are assigned to groups and their members. Only users who have the Housekeeper role can be group members.

House Keeping Group

A housekeeping group is a team of housekeepers (for example "Morning shift" or "Tower A"). Rooms and tasks are assigned to groups and their members. Only users who have the Housekeeper role can be group members.

House Keeping Member Assignment

On this page you decide which tasks each member of a housekeeping group performs. It is a drag-and-drop board: tasks on the left, one card per member on the right. The page title on screen is Housekeeping Group Member Management.

Main layout and header

After you sign in, every SunPMS screen has the same frame: a header across the top, a side menu on the left, the working area in the middle and a status bar (footer) at the bottom.

Dashboard

The Dashboard is the manager's and front desk's one-page view of the property today: what is arriving and leaving, what needs attention, how the month and year are doing against last year, what is booked for the coming days, and how housekeeping is progressing.

Register

The Register is a table with one row per room for the selected date, grouped by room type. It is the quickest way to see who is in which room, balances, and to filter by any column.

Property Calendar

The Property Calendar (tape chart) shows rooms down the side and dates across the top. Each stay is a coloured bar. It is the main screen for seeing availability, creating bookings by double-clicking an empty cell, and moving a guest to another room by drag and drop.

Restriction View

The Restriction screen (heading Restriction, small caption "REVENUE STUDIO - RESTRICTIONS") decides which bookings are allowed on which days, per room type and rate type. You pick a rule and paint it onto the days.

Guest Ledger (tabbed view)

One screen with five tabs showing today's guests: In House Guests, Guests To Check Out, Guests Checked Out, Reservations and Guests To Change Room, each with a count. The menu now opens each tab as its own page, see Guest account ledger lists;

User profile (Account Details)

Shows and edits your own sign-in account (stored centrally in SunAuth, so changes apply to every property you can access) and lists the properties you can open.

Shift Details (start and end shift)

When Shift Operation is turned on (Feature Setting), every user must open a shift before working and close it when leaving. The opening cash balance and the end-of-shift cash count are recorded for cashier reports.

Phone and tablet layout

SunPMS adapts to the width of your screen. The same screens, rules and privileges apply on a desktop, a tablet and a phone; only the frame and the way lists are drawn change. All controls are at least 44 pixels high so they are easy to touch.

Dark mode (Light, Dark, System)

SunPMS can show the desk screens in a light or a dark colour scheme. Dark mode is easier on the eyes in a dim front office or at the night audit. The choice is yours alone; it changes colours only, never data or behaviour.

New Folio - Reservation or Walk-in Check-in

Click New Folio (the green split button in the header; the arrow next to it opens a menu with New Folio and Group Folio; or Reservations New Folio in the sidebar, or press Ctrl+K and type "New Folio") to open an empty folio.

New Folio - Reservation or Walk-in Check-in

Click New Folio (the green split button in the header; the arrow next to it opens a menu with New Folio and Group Folio; or Reservations New Folio in the sidebar, or press Ctrl+K and type "New Folio") to open an empty folio.

Folio - Stay and Rent Details

The folio is one page with three columns. The left list ON THIS FOLIO jumps to a section (Guest, Stay & rate, Status & options, Documents, Take payment) and the list OPEN opens a window (Other charges, Payments, Shared guests, Vehicles, Do not rent, Turndown & DND, Remarks, Stay history).

Folio - Stay and Rent Details

The folio is one page with three columns. The left list ON THIS FOLIO jumps to a section (Guest, Stay & rate, Status & options, Documents, Take payment) and the list OPEN opens a window (Other charges, Payments, Shared guests, Vehicles, Do not rent, Turndown & DND, Remarks, Stay history).

Folio - Guest Details and Documents

Step-by-step screenshots

Folio - Other Charges

Other charges are anything billed besides room rent: laundry, minibar, extra bed, restaurant room charges. Click Other charges in the OPEN list (left) or click the Other charges line (pencil) in Charges & balance.

Folio - Payments, Advance, Deposit and Refund

The Take payment section is the last section of the folio (click Take payment in the ON THIS FOLIO list). A Receipt # chip and a Show Payments button are at its top; below them are three tabs: Payment Type, Sales & Channels and Room / Guest.

Folio - Remarks, Turndown, History and Extra Info

Besides stay, guest, charges and payments, a folio keeps notes and small service settings: free-text remarks in six categories, the room turndown time, Do Not Disturb, the housekeeping frequency, the guest's earlier stays and vehicle details.

Folio - Remarks, Turndown, History and Extra Info

Besides stay, guest, charges and payments, a folio keeps notes and small service settings: free-text remarks in six categories, the room turndown time, Do Not Disturb, the housekeeping frequency, the guest's earlier stays and vehicle details.

Assigning and Changing a Room

Step-by-step screenshots

Amending Dates and Extending a Stay

Guests change their plans: they arrive a day later, stay longer or leave early. You change the dates on the Stay Details tab of the folio. The rent and taxes are recalculated for the new nights, and the room is checked for availability when you save.

Cancelling a Reservation and No-Show

Step-by-step screenshots

Checking in a Reservation

Step-by-step screenshots

Check-out, Settlement and Invoice Printing

The footer has Back, Close, Next and the primary Check Out. The same rules and messages as the folio button apply.

Check-out, Settlement and Invoice Printing

The footer has Back, Close, Next and the primary Check Out. The same rules and messages as the folio button apply.

Check-out, Settlement and Invoice Printing

The footer has Back, Close, Next and the primary Check Out. The same rules and messages as the folio button apply.

Split Folio

Split Folio copies part of the rent, other charges and payments of a stay onto a second, separate invoice for one guest. Typical uses: a company pays the room and the guest pays the extras, or two guests in one room want separate bills. The original folio is not changed and keeps the full total;

Late CheckOut

Late CheckOut lists in-house guests whose departure date has already passed but who have not been checked out. This happens when a guest leaves without telling the desk, or when the desk forgets to check out.

Late CheckOut

Late CheckOut lists in-house guests whose departure date has already passed but who have not been checked out. This happens when a guest leaves without telling the desk, or when the desk forgets to check out.

Group Reservation and Group Check-In

A group ties many room folios to one group record (name, dates, rate, sales channel, group payments and charges). Members are normal folios opened from the group.

Group Reservation and Group Check-In

A group ties many room folios to one group record (name, dates, rate, sales channel, group payments and charges). Members are normal folios opened from the group.

Group Block Rooms and Single Room Blocks

A group block holds a number of rooms of a room type for the group on selected dates, without naming rooms, so they are not sold elsewhere. The window also stores the group's release rule: when the unsold rooms of the block go back to general sale.

Group Block Rooms and Single Room Blocks

A group block holds a number of rooms of a room type for the group on selected dates, without naming rooms, so they are not sold elsewhere. The window also stores the group's release rule: when the unsold rooms of the block go back to general sale.

Group Block Rooms and Single Room Blocks

A group block holds a number of rooms of a room type for the group on selected dates, without naming rooms, so they are not sold elsewhere. The window also stores the group's release rule: when the unsold rooms of the block go back to general sale.

Booking Transactions - Reservations Without Rooms

Many bookings, especially from online channels, arrive with a room type but no room number. They are the "reserved without room" (R/WO) bookings. The window Reservation Without Rooms (Date: date) lists the bookings for one date and lets you give each a real room, one by one or all together.

Printing and E-mailing the Folio

The three icons in the header of a saved folio (next to Guest link and More) open the same list of documents for Print, WhatsApp and Email. Each window shows the documents as large buttons;

Folio - Header, Information Icon, Folio Number and Audit Trail

The identity header at the top of the folio screen tells you in one glance which folio you have open, where the stay stands, who created it and how to print or e-mail it. It is the same on a new reservation, an in-house stay and a checked-out stay.

Folio - Undo Check-In

Undo takes a same-day check-in back. Use it when the front desk checked a guest in by mistake or into the wrong room and the stay has not really started. What happens depends on how the folio was created, see the two cases below.

Folio - Undo Check-In

Undo takes a same-day check-in back. Use it when the front desk checked a guest in by mistake or into the wrong room and the stay has not really started. What happens depends on how the folio was created, see the two cases below.

Folio - Search Guest, Keep or New Profile, and Name Detail

Before you type a new guest on the folio, look for the guest in the guest database. A returning guest keeps one profile (address, phone, e-mail, documents, earlier stays) and you do not have to retype it.

Folio - Locked Reservation, Copy Reservation and Read-Only States

A folio does not always accept every change. This topic explains the Lock switch, how Copy Reservation works, and what a cancelled or checked-in folio lets you do.

Folio - Documents (ID, Passport) with Front and Back Images

The Documentation section keeps the identity documents of the guest: type, number, name, expiry, address and a picture of the front and the back. Hotels attach them at reservation or at check-in because the law or the hotel policy asks for an identity proof.

Simplified Check-In / Reservation Screen (guided folio)

The simplified folio is a cleaner version of the folio screen. The folio is split into 7 sections in the order the desk works - Stay, Guests, Documents, Charges, Payments, Remarks, History - and only one is open at a time, with a short "what to do" line on top of it.

Simplified Group Check-In / Reservation Screen (guided group)

The simplified group screen leads you through a group booking in 8 sections: Group details, Stay & rate, Rooms & members, Charges, Payments, Documents, Remarks and Check in / out.

Folio - Guest Link Panel

The Guest link button in the folio header shows, in one small panel, everything about the guest's own page for this stay: whether the link was sent and how, whether the guest opened it, whether the online check-in was submitted and approved, whether the guest allowed notifications on the phone and…

Folio - Rate per Night, Rate Change and Tax Exempt

The room charge of a stay is built night by night: for each night the program takes the rate of the chosen Rate Type for that date, then adds the taxes that are linked to the room type.

Folio - Discount (percentage or amount) Worked Through

The discount takes one amount off the bill of the whole stay. You choose which parts of the bill it is calculated on (rent, occupancy tax, other charges, tax on other charges) and whether you type a percentage or a fixed amount. This page follows a real session with the numbers.

Folio - Other Charges Worked Through (add, edit, delete, totals)

04 Other charges describes the Charges window field by field. This page follows one real session on an in-house folio, with the numbers, so that you can see what each action does to the bill.

Folio - Payments in Detail (types, foreign currency, save, refund, delete, receipt)

Payments, advance, deposit and refund lists the fields and messages. This page follows real sessions in the demo hotel with the numbers: choosing the payment type, paying in a foreign currency, the rules for editing and deleting, refunds, and the receipt.

Folio - Payments in Detail (types, foreign currency, save, refund, delete, receipt)

Payments, advance, deposit and refund lists the fields and messages. This page follows real sessions in the demo hotel with the numbers: choosing the payment type, paying in a foreign currency, the rules for editing and deleting, refunds, and the receipt.

Folio - Payment Transfer to Another Room and Billing to a Company

The Take payment section has three tabs: Payment Type (money from the guest), Room / Guest (money from another in-house guest) and Sales & Channels (money owed by a company). This page covers the last two.

Folio - Payment Transfer to Another Room and Billing to a Company

The Take payment section has three tabs: Payment Type (money from the guest), Room / Guest (money from another in-house guest) and Sales & Channels (money owed by a company). This page covers the last two.

Folio - Rental Adjustment (correct today's room charge)

A rental adjustment adds one correction line to the room charge of today on a guest who is already in house. The original night stays as it was; the adjustment is an extra line with its own rate and tax, usually negative.

Folio - Deposits at Check-out, Invoice and the Missing Credit Note

Video: deposit, refund and check-out

Folio - Complimentary and House-Use Stays

A hotel gives a room free of charge for a guest of the management, a travel-trade familiarization stay or a staff member, and sometimes uses a room itself (house use). There are two ways to do it in SunPMS.

Folio - Money When a Booking Is Cancelled or No-Show (Non-Refundable)

This page follows the money of a cancelled booking. For the steps of cancelling and re-activating see Cancel and no-show.

Search Reservation

Finds reservations by status, name, reservation ID, room, dates and channel, and lets you open, copy, cancel, re-activate or delete them.

Amending Dates and Extending a Stay

Guests change their plans: they arrive a day later, stay longer or leave early. You change the dates on the Stay Details tab of the folio. The rent and taxes are recalculated for the new nights, and the room is checked for availability when you save.

Search Reservation

Finds reservations by status, name, reservation ID, room, dates and channel, and lets you open, copy, cancel, re-activate or delete them.

Deep Guest Search

Searches reservations and stays by almost any guest detail: contact, address, document, company, vehicle, room, stay or birth dates, remark.

Search Group

Lists group bookings in a table. Clicking a row shows the group's rooms and members. Creating a group and the group folio are documented in chapter 7 Reservations.

Guest Account Ledger lists

Five ready-made lists of today's guest accounts. They all use the same layout and differ in which guests they include. A tab strip at the top of each list (In house, Due check-out, Checked out, Reservations, Room moves, each with its count) switches between them.

Guest Account Ledger lists

Five ready-made lists of today's guest accounts. They all use the same layout and differ in which guests they include. A tab strip at the top of each list (In house, Due check-out, Checked out, Reservations, Room moves, each with its count) switches between them.

Guest Account Ledger lists

Five ready-made lists of today's guest accounts. They all use the same layout and differ in which guests they include. A tab strip at the top of each list (In house, Due check-out, Checked out, Reservations, Room moves, each with its count) switches between them.

Guest Services Overview

Guest Services lets your guests handle their stay from their own phone, and gives your front desk one place to answer them. Each reservation gets a personal link. The guest opens it (no app, no login) and can check in online, see their stay and bill, ask for housekeeping or amenities, order room…

Guest Hub

The front desk's control room for guest communication. It shows live counts, an inbox of every in-house guest and arriving guest, the chat with the selected guest, and everything about that guest's stay beside it. A second view shows requests as a board, and a third shows the full message history.

Guest Hub

The front desk's control room for guest communication. It shows live counts, an inbox of every in-house guest and arriving guest, the chat with the selected guest, and everything about that guest's stay beside it. A second view shows requests as a board, and a third shows the full message history.

Arrival List

Lists the guests arriving on a chosen date and lets you send them the personal online check-in link by e-mail and text message. Use it each day (or a few days ahead) so guests can check in from their phone before they arrive.

Arrival List

Lists the guests arriving on a chosen date and lets you send them the personal online check-in link by e-mail and text message. Use it each day (or a few days ahead) so guests can check in from their phone before they arrive.

Arrival List

Lists the guests arriving on a chosen date and lets you send them the personal online check-in link by e-mail and text message. Use it each day (or a few days ahead) so guests can check in from their phone before they arrive.

Pending Approvals

Lists the online check-ins that guests have submitted and that wait for you. You compare what the guest typed with the reservation, look at the ID photos and signature, and then approve, approve and check in, or send the submission back with a reason.

Guest Conversations

A list of every guest who has a portal link for a current or upcoming stay. From here you open a chat, review a submission, resend or copy a link, or disable a link. The Guest Hub is the richer inbox; this is the table version.

Guest Requests

Shows what guests ask for during their stay from their portal page: housekeeping tasks, amenities and chargeable items, room-service orders and free-text requests. You accept, complete or send back each request. Chargeable items are posted to the folio when you accept.

Guest Requests

Shows what guests ask for during their stay from their portal page: housekeeping tasks, amenities and chargeable items, room-service orders and free-text requests. You accept, complete or send back each request. Chargeable items are posted to the folio when you accept.

Guest Portal Setting (Guest Services view)

Switch the guest portal on or off, choose which housekeeping tasks and chargeable items guests may request during their stay, and link the SunPOS restaurant that takes room-service orders.

Guest Portal Setting (Guest Services view)

Switch the guest portal on or off, choose which housekeeping tasks and chargeable items guests may request during their stay, and link the SunPOS restaurant that takes room-service orders.

Guest Portal (guest's page)

This is what your guest sees on their phone. Staff need to know it to help guests who call the desk. The page works in a browser; there is no app and no password.

DNR Reason

DNR means "Do Not Rent". When staff mark a guest as DNR (for example after damage or non-payment), they choose one of the reasons from this list. The page title on screen is DNR Reasons; the hub card is DNR Reason.

Change House Keeping Status

Moves rooms between the cleaning states one by one or in bulk. The screen heading is Room Status Board. Rooms are grouped by building and floor within the chosen status, so a supervisor can select all cleaned rooms and mark them ready in one click.

Change House Keeping Status

Moves rooms between the cleaning states one by one or in bulk. The screen heading is Room Status Board. Rooms are grouped by building and floor within the chosen status, so a supervisor can select all cleaned rooms and mark them ready in one click.

House Keeping Room Assignment

Shares the day's rooms among the housekeepers of a housekeeping group. Housekeeping groups and their members are set up in Property Setup (Housekeeping Groups, Housekeeping Group Members).

House Keeping Room Assignment

Shares the day's rooms among the housekeepers of a housekeeping group. Housekeeping groups and their members are set up in Property Setup (Housekeeping Groups, Housekeeping Group Members).

Housekeeping Report

Prints (PDF) or exports (Excel) the cleaning sheet of each housekeeper in a group: rooms, status, tasks to do, remarks, and optionally guest name and pets.

Housekeeping Report

Prints (PDF) or exports (Excel) the cleaning sheet of each housekeeper in a group: rooms, status, tasks to do, remarks, and optionally guest name and pets.

Room Maintenance (Block-Unblock)

Takes rooms out of sale for maintenance for a date range and lists the blocks that exist.

Room Maintenance (Block-Unblock)

Takes rooms out of sale for maintenance for a date range and lists the blocks that exist.

Housekeeping Mobile - overview and setup

Housekeeping Mobile is a phone-friendly part of SunPMS for room attendants. A housekeeper signs in with the normal SunTatva login, goes straight to the hotel and sees only this module: their rooms for today, the room status buttons, a form to report damage or other problems with photos, the team…

Housekeeping Mobile - Report an issue

The form a housekeeper uses to tell the right person about damage or any other problem, with photos, from the room itself.

Housekeeping Mobile - Chat and Report to supervisor

The Chat tab is the normal SunComm team chat on the phone: your conversations, the Housekeeping channel, direct messages with colleagues and the front desk. A red number on the tab shows unread messages.

Check-out, Settlement and Invoice Printing

The footer has Back, Close, Next and the primary Check Out. The same rules and messages as the folio button apply.

Night Audit

Night Audit closes the current business day (the PMS date) and opens the next one. Until you run it, the PMS keeps working on the old date, even after midnight. A hotel runs it once a day, normally in the early morning after the last transactions of the day are entered.

Night Audit

Night Audit closes the current business day (the PMS date) and opens the next one. Until you run it, the PMS keeps working on the old date, even after midnight. A hotel runs it once a day, normally in the early morning after the last transactions of the day are entered.

Night Audit

Night Audit closes the current business day (the PMS date) and opens the next one. Until you run it, the PMS keeps working on the old date, even after midnight. A hotel runs it once a day, normally in the early morning after the last transactions of the day are entered.

Night Audit

Night Audit closes the current business day (the PMS date) and opens the next one. Until you run it, the PMS keeps working on the old date, even after midnight. A hotel runs it once a day, normally in the early morning after the last transactions of the day are entered.

Noshow/Cancel Revenue Posting

When a guest does not arrive (No-Show) or cancels, the hotel may keep part or all of the advance payment. This screen turns those retained payments into room revenue, with tax, so they appear in revenue reports.

Noshow/Cancel Revenue Posting

When a guest does not arrive (No-Show) or cancels, the hotel may keep part or all of the advance payment. This screen turns those retained payments into room revenue, with tax, so they appear in revenue reports.

Credit Card Authorization

This screen charges or holds money on cards stored on reservations (for example OTA or virtual cards) and releases holds after check-out. It has two tabs: Reservation Authorization and Release Authorization. The same two jobs also exist as separate pages, see the related topics.

Credit Card Authorization

This screen charges or holds money on cards stored on reservations (for example OTA or virtual cards) and releases holds after check-out. It has two tabs: Reservation Authorization and Release Authorization. The same two jobs also exist as separate pages, see the related topics.

Credit Card Reservation Authorization (grid page)

This is the current Billing menu page for charging or holding the card that is stored on arriving reservations, for many reservations at once. A hotel uses it mostly for prepaid OTA bookings that come with a virtual card, or to collect the balance before arrival.

Credit Card Release Authorization (grid page)

When a guest's card is held (authorized) and the guest then checks out without the hold being converted into a payment, the money stays blocked on the guest's card. This page lists such holds on folios that are already checked out and releases them so the guest gets their available credit back.

Batch Folio

Prints registration forms, folios or detailed folios for many guests in one PDF. A typical use is printing all departures for the day, or all arrivals' registration cards before check-in.

Batch Folio

Prints registration forms, folios or detailed folios for many guests in one PDF. A typical use is printing all departures for the day, or all arrivals' registration cards before check-in.

Extra Income and Extra Expense

Record money that comes in or goes out of the hotel but is not a guest folio payment: for example selling scrap, receiving a refundable donation, paying a plumber from the cash drawer. Entries appear in cashier shift totals and in the income/expense reports.

FAS Interface

FAS is the financial accounting system integration. This screen previews the day's accounting entries (debits and credits) that SunPMS will send to the accounting system, and sends them.

Shift Details, Shift End and Payment Denomination

When shifts are enabled, each desk user starts a shift after login and ends it when signing out. All payments, refunds and extra income/expense are recorded against the user's shift so the cashier can be reconciled.

Shift Details, Shift End and Payment Denomination

When shifts are enabled, each desk user starts a shift after login and ends it when signing out. All payments, refunds and extra income/expense are recorded against the user's shift so the cashier can be reconciled.

Rate Type Binding

Rate Type Binding lets a rate type follow the base (RACK) rate automatically, for example "Corporate = base rate minus 10%". Binding is also where you mark a rate type as Complementary or House Use.

Rate Manager

The Rate Manager is the calendar of room prices, built as a "Revenue Studio" screen. For each room type and rate type it shows, day by day, the Base, Adult, Child and Pet rates as a heat map: darker cells are the higher rates of their own row, so a weekend peak or a cheap Tuesday is visible at a…

Rate Manager

The Rate Manager is the calendar of room prices, built as a "Revenue Studio" screen. For each room type and rate type it shows, day by day, the Base, Adult, Child and Pet rates as a heat map: darker cells are the higher rates of their own row, so a weekend peak or a cheap Tuesday is visible at a…

Rate Manager

The Rate Manager is the calendar of room prices, built as a "Revenue Studio" screen. For each room type and rate type it shows, day by day, the Base, Adult, Child and Pet rates as a heat map: darker cells are the higher rates of their own row, so a weekend peak or a cheap Tuesday is visible at a…

Rate Manager

The Rate Manager is the calendar of room prices, built as a "Revenue Studio" screen. For each room type and rate type it shows, day by day, the Base, Adult, Child and Pet rates as a heat map: darker cells are the higher rates of their own row, so a weekend peak or a cheap Tuesday is visible at a…

Rate & Availability Summary (Flash)

This "Revenue Studio" screen answers one question: what is left to sell, at what rate and how full is each room type, night by night. It is a heat map with a row of numbers per room type and one column per date; the darker a cell, the more sold, the fuller or the higher the rate within its row.

Rate & Availability Summary (Flash)

This "Revenue Studio" screen answers one question: what is left to sell, at what rate and how full is each room type, night by night. It is a heat map with a row of numbers per room type and one column per date; the darker a cell, the more sold, the fuller or the higher the rate within its row.

Occupancy & Revenue Summary

A forward-looking "Revenue Studio" screen that answers "this year against the same days last year": room revenue, rooms sold, occupancy and ADR (average daily rate), day by day. A scorecard totals the chosen range;

Occupancy & Revenue Summary

A forward-looking "Revenue Studio" screen that answers "this year against the same days last year": room revenue, rooms sold, occupancy and ADR (average daily rate), day by day. A scorecard totals the chosen range;

Restrictions (Closed to Arrival, Closed to Departure, Stop Sell, Min LOS, Max LOS)

Restrictions control which stays can be booked on each date, per room type and rate type. They are sent to online channels (via the CRS) so guests cannot book what you do not want to sell.

Restrictions (Closed to Arrival, Closed to Departure, Stop Sell, Min LOS, Max LOS)

Restrictions control which stays can be booked on each date, per room type and rate type. They are sent to online channels (via the CRS) so guests cannot book what you do not want to sell.

Restriction Card Pages (CTA, CTD, Stop Sell, Min LOS, Max LOS)

Besides the combined board on the Restriction screen (Restrictions), each of the five restrictions has its own page. It is the same Revenue Studio board with only that rule's lane under every room type and only that rule's brush in the painter, so it is simpler on a tablet or phone and safer for…

Guest Search (Guest Database)

The guest database holds every guest profile. Search it, add or edit a profile, mark a guest as DNR (Do Not Rent), merge duplicate profiles, and export the list.

Guest Search (Guest Database)

The guest database holds every guest profile. Search it, add or edit a profile, mark a guest as DNR (Do Not Rent), merge duplicate profiles, and export the list.

Lost & Found

Lost & Found is the property's register of items guests say they lost (Lost Item tab) and items staff found (Found Item tab), with the room where it happened, who reported or claimed it, and whether the item was returned or discarded. Housekeeping adds found items;

Lost & Found

Lost & Found is the property's register of items guests say they lost (Lost Item tab) and items staff found (Found Item tab), with the room where it happened, who reported or claimed it, and whether the item was returned or discarded. Housekeeping adds found items;

Contact Database

The Contact Database is a separate address book for people who are not (yet) guests: vendors, travel agents, VIPs, corporate contacts. Each contact has a contact category such as "Vendor" or "Travel agent".

Import Guest

xlsx) file. Use it when you move to SunPMS from another system or when you have a mailing list of past guests. Imported guests can then be found by name on a folio and in Guest Search.

Import Guest

xlsx) file. Use it when you move to SunPMS from another system or when you have a mailing list of past guests. Imported guests can then be found by name on a folio and in Guest Search.

Sales & Channels overview (travel agents, corporates, OTAs, commission and credit)

Sales & Channels is the name the screens use for what the database and some old documents call a business source. com), tour operators and web booking engines. Every reservation can be tagged with one of them, and that tag drives two kinds of money flow.

Sales & Channels overview (travel agents, corporates, OTAs, commission and credit)

Sales & Channels is the name the screens use for what the database and some old documents call a business source. com), tour operators and web booking engines. Every reservation can be tagged with one of them, and that tag drives two kinds of money flow.

Sales & Channels overview (travel agents, corporates, OTAs, commission and credit)

Sales & Channels is the name the screens use for what the database and some old documents call a business source. com), tour operators and web booking engines. Every reservation can be tagged with one of them, and that tag drives two kinds of money flow.

Sales & Channels Category

A category groups your partners (for example Travel Agent, Web Reservation, Direct Billing) and decides how money moves for every partner in it: whether you pay commission to them, whether you bill them on credit, or both. Create the categories first, then the partners.

Sales & Channels Category

A category groups your partners (for example Travel Agent, Web Reservation, Direct Billing) and decides how money moves for every partner in it: whether you pay commission to them, whether you bill them on credit, or both. Create the categories first, then the partners.

Sales & Channels (partner master)

The master list of every outside partner: travel agents, corporates, OTAs, channel-manager sources and web booking engines. Each partner has a category, contact details and a few billing flags. Reservations are tagged with a partner from this list.

Sales & Channels (partner master)

The master list of every outside partner: travel agents, corporates, OTAs, channel-manager sources and web booking engines. Each partner has a category, contact details and a few billing flags. Reservations are tagged with a partner from this list.

Commissionable Sales & Channels (setup)

Here you set the commission terms of each partner whose category has Commission Apply: opening balance, due days, a fixed amount or percentages, the rate type and when the commission is posted. The system then calculates commission on each reservation tagged with that partner.

Creditable Sales & Channels (setup)

Set credit terms for partners you bill later (corporates, agents on direct billing): opening balance, credit days, credit limit, current credit balance and rate type.

Creditable Invoice

Use this screen to invoice a partner for guest folios you charged to it (direct billing), and to record the partner's payments. Unpaid and part-paid invoices are listed here; fully paid ones move to Creditable Settled Invoice.

Creditable Invoice

Use this screen to invoice a partner for guest folios you charged to it (direct billing), and to record the partner's payments. Unpaid and part-paid invoices are listed here; fully paid ones move to Creditable Settled Invoice.

Creditable Settled Invoice

Lists creditable invoices that are fully paid (received amount equals posted amount). Use it to look up a paid invoice, print it or e-mail it to the partner.

Commissionable Invoice

When a travel agent or OTA sends you an invoice for its commission, record it here, tie it to the commissions the PMS has already calculated, and record your payment to the partner. Paid invoices move to Commissionable Settled Invoice.

Commissionable Settled Invoice

Lists partner commission invoices you have paid in full. Use it to review, print or e-mail them.

Sales & Channels Invoice (tabbed screen)

The same creditable-invoice function as Creditable Invoice, in the earlier layout: one page with two tabs, Invoice and Settled Invoice. The current menu points to the newer screens, but this one still works by address and uses the same data.

Sales & Channels Commission (older tabbed screen)

The earlier layout of Commissionable Invoice: tabs Received Invoice and Settled Received Invoice. It still works and uses the same data.

Undo Transaction

Undo takes finished (checked-out) folios out of the live records. It is meant for folios created by mistake, for example test bookings or duplicate stays, so they no longer appear in reports. Undone folios are stored and can be brought back with Redo Transaction or removed permanently there.

Undo Transaction

Undo takes finished (checked-out) folios out of the live records. It is meant for folios created by mistake, for example test bookings or duplicate stays, so they no longer appear in reports. Undone folios are stored and can be brought back with Redo Transaction or removed permanently there.

Redo Transaction

Redo Transaction is the other half of Undo Transaction. It lists the folios that were undone and lets you either Redo them (bring them back as normal checked-out folios) or Delete them for good. Use it when a folio was undone by mistake, or once you are sure an undone folio is really not needed.

Import Reservation

Loads many reservations from an Excel or CSV file, for example when migrating from another system or loading a travel agent's list.

Import Reservation

Loads many reservations from an Excel or CSV file, for example when migrating from another system or loading a travel agent's list.

Unposted (Pending) Reservation

When the channel manager (CRS) sends a booking that SunPMS cannot save, the booking is kept here as unposted so nobody loses it. The page title is Pending Reservation. A hotel checks this page every day;

Unposted (Pending) Reservation

When the channel manager (CRS) sends a booking that SunPMS cannot save, the booking is kept here as unposted so nobody loses it. The page title is Pending Reservation. A hotel checks this page every day;

Room Owner Payment

Some hotels manage rooms owned by individual investors and share the room revenue with them. Room Owner Payment is the Utility screen where the hotel is meant to record the money it pays out to each owner.

Reservation Sync (Utility tabbed page)

Reservation Sync is one page with three tabs, Sync Reservation, Sync Statistics and Sync Inventory, that push data again to a partner interface (a webhook), for example a revenue-management or reporting tool.

Sync and Channel Manager Overview

com, Expedia or your website by itself. A connected system does that: a CRS (Central Reservation System) or channel manager. This chapter explains how SunPMS talks to that system and which screens you use to check or repair the connection.

Sync Reservation

Use this screen to push reservation (folio) data again to a partner system connected through a WebHook interface, such as a CRM, revenue system or guest app. Typical use: the partner was offline for a day, or you linked a new interface and want existing in-house or future guests sent to it.

Sync Statistics

Sends your daily Revenue and Room Sold numbers to a partner interface again. Revenue-management and benchmarking partners use these figures to forecast demand and set prices. Use the screen when the partner missed days or when a new interface needs history.

Sync Inventory

Resends the number of rooms you have and the number still available, for a date range, to a partner interface. Use it when a partner shows a wrong room count, or after you changed room blocks, out-of-order rooms or the number of rooms in a room type.

Sync Reservation/Statistics/Inventory (tabbed page)

An older all-in-one version of the three sync screens. It has three tabs, Sync Reservation, Sync Statistics and Sync Inventory, and one Sync button at the bottom that acts on the tab you are looking at. The menu entry for it is switched off in current versions;

CRS Bulk Update

The history and control screen for pushes to your CRS / channel manager. It lists every earlier inventory, restriction and rate push (who requested it, when, the status and the CRS answer) and lets you open the data that was sent. Use it to check whether a push worked.

Bulk Inventory / Restrictions / Rate Update

Three pages that push a whole date range of one data type to your CRS / channel manager at once. Use them when you first connect the CRS, after big changes (new season rates, many rooms closed), or when OTAs show values that differ from SunPMS.

OTA Reconciliation

Compares the reservations you hold in SunPMS with what the OTA (through the CRS) holds for the same period and lists every difference: dates, status, amounts. You can then tell the OTA what really happened (cancel, no-show, changed stay) by posting the correction from the same screen.

Booking Comparison Report

The Booking Comparison Report (the screen is titled Reservation Comparison Report) compares the reservations you had on the books as of one date with the reservations you had as of another date, for chosen stay dates. ". Revenue managers and front office managers use it as a pickup (pace) report.

Reports (overview)

SunPMS has about 75 reports grouped in categories: Room, Guest, Daily, Monthly, Yearly, Ledger, Reservation, Housekeeping and Charts. You find them in a report library (search box, category list, one card per report) and almost all of them open in one common report page: a header with the period…

Room Reports

Eight reports about rooms, room types and rates. Open them from Reports Room Reports. For common behaviour (filters, columns, export) see 00-overview.

Guest Reports

Nine reports about who is arriving, staying and leaving. Open them from Reports Guest Reports. Common behaviour is in 00-overview.

Daily Reports - summaries and statistics

Nine reports for one business day: what happened, what it earned and what is owed. Payment-focused daily reports are in 04-daily-collection-reports. Report date = the From Date picker (single date, starts on the PMS date).

Ledger Reports

Ledger reports show money owed or held at the end of a date, not activity. Each report has one date filter (From Date, the "as of" date). ".

Charts (ADR, RevPAR, Occupancy)

Three line charts that compare one month, day by day, with the same month of the previous year. Under each chart is the table of values. Open from Reports Charts (Report Dashboard pill Chart; Occupancy Chart appears only in the report library).

Report Dashboard

The Report Dashboard is a page of report cards grouped by category pills, with a Favorite Reports strip on top for the reports you use every day. Use it when you know the report category but not the exact report name, or when you want one-click access to your favourites.

Report Finder

Find the report that answers your question. Report names are as in the report library (Reports in the left menu). Typing a word in its search box also searches what each report shows.

ADR Chart

The ADR Chart shows, for every day of one month, the average daily rate (room rent divided by rooms sold) as a table and a line graph. A second line shows the same month of the previous year when it has data.

RevPAR Chart

The RevPAR Chart shows, for every day of one month, the revenue per available room (room rent divided by all available rooms, sold or not) as a table and a line graph. A second line shows the same month of the previous year when it has data.

Daily Guest Payment

Daily Guest Payment is a customized report. For one day it lists every guest folio that received a payment on that day, with the cash and card amount of that day and the amount still due on the folio. Cashiers and accountants use it to see who paid what today and who still owes money.

Sales and Channel ADR Report

com or a travel agent, grouped by channel category, with the share of rent and other charges and a grand total.

Sales and Channel Aging Report

The Sales & Channel Aging Report shows, for each sales and channel that is billed directly (a company or travel agent account), what it still owes and how old the charges are. The age buckets are 30 days, 60 days, 90 days and more than 90 days, each with the charges and the payments of the bucket.

Cashiers Report

The Cashiers Report is for counting the till. It does not take a date: it shows what one desk user has taken in the shift that is open right now, by payment type, with refunds and deleted payments, and the grand total that the cash drawer must match.

Credit Card Activity Report

The Credit Card Activity Report lists every card transaction of a date range, including deleted payments, declines and business-source card payments, with the gateway date and ticket data, so that the accountant can reconcile with the payment gateway statement.

Daily Balance Report

The Daily Balance Report lists the in-house guests of one day and how much each of them owes at the end of that day: the balance brought forward, the charges of the day, the payments, the discount and the new balance.

Daily Collection Payment Type Report

), with the desk user, payment time, folio number, room, guest, dates, card number, deposit amount, payment amount and gateway ticket. A legend at the end explains the symbols.

Daily Collection Report

The Daily Collection Report lists every payment received on one day, line by line, with the guest, room, desk user, payment date and time, payment type and amount, and totals it by payment type. It is the accountant's list for matching the day's receipts with the cash and the bank.

Daily Credit Card Collection Report

The Daily Credit Card Collection Report lists the card payments of one day with the card type, the masked card number and the authorization code, grouped by card type with a summary, so the accountant can match the day to the card machine or gateway settlement.

Daily Deposit Report

The Daily Deposit Report lists the deposits (advance payments) taken on one day, grouped by deposit type, with the folio number, guest, room and the desk user.

Daily Other Charge Report

The Daily Other Charge Report lists the other charges (laundry, mini bar, miscellaneous and so on) posted on one day, with quantity, rate, amount, tax and total, and a summary per charge at the end.

Daily Rate Change Report

The Daily Rate Change Report lists the stays where the rate charged to the guest differs from the rate on your rate card for that room type and date. It exposes discounts and manual overrides made at the front desk.

Daily Sheet Report

The Daily Sheet Report is the Daily Report with the payments split by type and every tax of your property in its own column. It is the sheet an accountant wants when the day has to be booked tax by tax and cash against card.

Desk User Shift Report

The Desk User Shift Report (card Daily Shift, shown with the screen title Desk User Shift Report) lists the payments of every shift of every desk user in a date range, one block per shift, with the status of each line and a total for each shift.

Daily Summary Report

The Daily Summary Report (card Summary) is the one page that owners read: rent and taxes, other charges, payments by type, discounts, miscellaneous income and expense, room status counts and the statistics Room Sold, Occupancy Rate, ADR and RevPAR.

Daily Report

The Daily Report lists every folio that moved on one business day (reservations, arrivals, stay-overs and departures) with that day's rent, tax, other charges, discount and payments.

Desk User Activity Report

The Desk User Activity Report counts, day by day, what front desk users did: reservations made and cancelled, check-ins, check-outs, and the money they received, with the ADR of the rooms they checked in.

Hourly Check In Report

The Hourly CheckIn Report (screen title Hourly CheckIn Report) lists the hourly (short-stay) check-ins of one day with the duration in hours, charges, payments and balance. It is for hotels that rent rooms by the hour.

Tax Detail Report

The Tax Detail Report shows, for each guest staying on one day, the rent and the tax charged on it, one column for each tax of the property, and the total tax. It is used to prepare the tax return and to check that the right tax was applied.

Adult Child Detail Report

The Adult Child Detail Report counts, for each day of a month, how many adults, children and pets stay in the hotel and how many rooms are occupied. It is a headcount by day.

Guest Arrival Report

The Guest Arrival Report lists every stay whose arrival date falls in the dates you choose: guests who are still only reserved and guests who have already checked in. For each one it shows the room, folio number, arrival time, departure date, guest, number of guests, rate, total charges, payments…

Guest Departure Report

The Guest Departure Report lists the stays whose departure date is the date you choose. It splits them into Guests To Check Out (still to leave) and Guests Checked Out (already left), with the balance each one owes. It is the day's check-out list.

Guest Classification Report

The Guest Classification Report groups stays by where the guest came from: the sales and channel category (for example Walk-In, Travel Agent, OTA, Corporate) and the sales and channel (the agent or company).

Guest List Report

The Guest List Report lists the guests of all stays that touch the dates you choose: who is In house and who has Checked Out, with room, room type, address, phone, e-mail, birth date, nationality, identity document and credit card reference. It is the standard "who is in the hotel" list.

Guest Stay Summary Report

The Guest Stay Summary Report shows, guest by guest, the stays that start in a date range: room, arrival date, the rent, tax and other charges of the stay and how the guest paid (cash, check, card, deposit, other, Sales & Channel). Choose one guest to get his or her stay history.

Guest Vehicle Detail Report

The Guest Vehicle Detail Report lists the vehicles of the guests who are in the hotel on a chosen date: guest, room, arrival and departure, make, model, year, colour, licence plate, state and remark. Security and the parking attendant use it to know whose car is in the car park.

Most Stayed Guest

The Most Stayed Guest report ranks your guests by the number of stays that arrived in a date range. For every guest it shows the contact data, the number of stays, the nights, the first and last arrival and the amount of money of those stays.

Remaining Guest Checkout Report

The Remaining Guest Checkout Report lists the guests who are due to leave on a chosen date and are still in their room (not checked out yet), with building, floor, room and the balance they still owe. It is the chase list for late check-outs.

House Keeping Summary Report

The House Keeping Summary Report counts, for each day of a date range, how many housekeeping tasks of each kind are scheduled: for example how many rooms need Towels, Bed Sheets, Vacuum or a Minibar Check. It is the workload forecast of the housekeeping department.

Special Request Report

The Special Request Report lists the special requests typed on reservations and folios (for example "high floor, quiet room away from the lift") for the guests of a chosen day, with floor and room, so that housekeeping and the front desk can prepare the room before the guest arrives.

Account Receivable Ledger Report

The Account Receivable Ledger lists the amounts that companies, travel agents and other Sales & Channels owe the hotel as of a date: opening balance, amount billed to them (guest bills transferred to direct billing), payments received from them and the balance. It is the "city ledger" of the hotel.

Advance Deposit Ledger Report

The Advance Deposit Ledger lists the advance payments the hotel holds for guests who have not arrived yet (reservations), as of a date. Each line is a payment, a refund or a cancellation movement of a reservation, and the balance column shows the money that is still held.

Group Ledger Report

The Group Ledger Report lists the payments taken for a group that have not yet been allocated to the folios of the group members, as of a date. When a group (a wedding party, a tour) pays a lump sum on the group folio, the money sits in the group ledger until the desk moves it to the rooms.

Guest Ledger Report

The Guest Ledger Report lists the guest folios that have an unpaid balance as of a date: guests who are in the house and guests who have checked out but still owe (or are owed) money.

Inhouse Deposit Ledger Report

The Inhouse Deposit Ledger lists the deposits the hotel holds on guest folios as of a date: payments that were taken with a Deposit Type (for example a refundable security deposit) and have not been refunded or applied to a charge. It covers reservations, guests in the house and checked-out folios.

Ledger Summary Report

The Ledger Summary Report puts all the ledgers of the hotel on one page: the closing balance of the guest ledger, the account receivable ledger, the advance deposit ledger, the deposit ledger and the group ledger as of a date.

Monthly Bad Debts Report

The Monthly Bad Debts Report lists payments whose payment type belongs to the Bad Debts category: bills that the hotel gave up collecting. Lines are grouped as Reservation, Checkin(s), Sales & Channel, Group and Miscellaneous Income and end with a Grand Total.

Monthly Balance Due Report

The Monthly Balance Due Report lists checked-out folios of the period that are not fully paid. Each line is one guest with the rent, tax, other charges, discount, payments and the Balance Due; the last line Total: adds the columns. Folios with no balance are not shown.

Monthly Balance Report

The Monthly Balance Report shows, for every day of the period, the Previous Balance carried from the day before, the day's Today's Rent, tax and other charges, the payments, discount, direct billing and Advance Deposit, and the resulting Total Balance.

Monthly Sales & Channel Summary Report

The Monthly Sales & Channel Summary Report (card Sales & Channel Summary) has one line per Sales & Channel: Sales & Channel (the name), Balance B/F, Room Charges, Payments, Commission B/F, Commission, Commission Payment and Balance Due. A Total line adds all sources.

Monthly Sales & Channel Report

The Monthly Sales & Channel Report (card Monthly Sales & Channels, report key monthly-business-source) lists, per Sales & Channel, the checked-in folios that have a payment assigned to that Sales & Channel account: GuestName, Room, Date In, Date Out, Rent, Tax, Other Charge, Sales Tax, Paid By…

Monthly Collection Report

). The last column is the day total and the last row the period total.

Monthly Commission Report

)., CRS FolioNo #, Date In, Date Out, Total Charges and the Commission Amount. Lines are grouped by Sales & Channel name.

Monthly Credit Card Report

The Monthly Credit Card Report lists card payments only: one row per day and one column for each card type that has payments in the period (Visa, Master Card, American Express, Discover, JCB, Diners Club, Union Pay, Debit Card, Check, Other), then a Total column.

Hotel Statistics Report

The Hotel Statistics Report is a one-page management summary for the date you choose. It has a column Description and two blocks, Current Year and Last Year, each with Today, Month To Date and Year To Date.

Monthly Other Charge (Columnar) Report

The Monthly Other Charge (Columnar) Report shows other charges as a grid: one row per Date, one column per other charge that has a posting in the period (for example Miscellaneous, Laundry per piece, Mini bar water), then Total Tax and Total, and a Total row at the bottom.

Monthly Other Charge Report

The Monthly Other Charge Report lists every other charge posted to folios in the period: Charge Name, Room Name, Guest Name, the desk User Name, the Amount, the Other Charges Tax and the Total. Lines are grouped by posting date and each date ends with a Total; a last Total adds the whole period.

Monthly Refund Report

The Monthly Refund Report lists every refund payment of the period: the date, room, guest, payment type, the Bill Amount of the folio and the Refund amount. Lines are grouped under the desk user who recorded the refund and the report ends with a Total line.

Monthly Room Sold Report

The Monthly Room Sold Report has one row per date with the number of Room Sold and the number of Available Room, plus a Total row. It is the room-night count behind occupancy figures.

Monthly Sales Report

The Monthly Sales Report is a room by day grid for one calendar month: one row per room, one column per day with the rate sold that night, then totals per room and per day (room sales, nights sold, paid and complimentary nights, ADR and occupancy).

Monthly Sheet Report

The Monthly Sheet Report repeats the Monthly Report in an accounting layout: for every date it shows rent, one column per tax of the property (and one column for each tax exemption), other charges with sales tax, discount, and the payments split into Cash, Check, Card and Other Payment.

Monthly Statistics Report

The Monthly Statistics Report has one row per date with Arrival, Reservation, Room Sold (Occu. 92)), ADR, Rev PAR, Occupancy Charges, tax, Total Other Charges, tax, Discount, Total, Total Payment and Total Deposit, and a Total row.

Monthly Tax Detail Report

The Monthly Tax Detail Report has one row per Day. It shows the number of rooms sold, the rent and the tax of each configured tax (City Tax, State Tax, GST 12% on the demo hotel) with their Total, then the other charges (Charge Amount, Sales Tax, Total), and finally the Rent (No-Show/Cancel) with…

Monthly Tax Exempt Claim Report

The Monthly Tax Exempt Claim Report has one line per tax-exempt stay: Room Name, Folio #, Guest Name, Date In, the Claim Period From and To, the Rent, the Occupancy Tax exempted, split into Occupancy Tax/Day and Occupancy Tax/Stay, and the Payment received on the folio.

Monthly Tax Exempt Report

The Monthly Tax Exempt Report lists every night in the period on which tax was exempted: date heading, Room Name, Guest Name, the Rate of the night, one column per exempted tax (for example City Tax Exempt) and the Total exempted tax. The last lines Total: and Grand Total add the columns.

Monthly Undo Report

The Monthly Undo Report lists the operations undone through Utility Undo Transaction in the period: Desk User, Undo Date, Room, Guest Name, Folio #, UndoOperation (what was undone, written as from status - to status) and the Reason that the user typed.

Monthly Report

The Monthly Report is the day by day financial summary of the hotel for any period you choose (usually a month). For every date it shows the rent, tax, other charges and discount posted that day and the payments received, in one line for Rental Guest and extra lines for Direct Billing…

Monthly Multi Currency Report

The Monthly Multi Currency Report lists the folio payments received in a currency other than the property (base) currency. Payments are grouped under a heading Currency Name:- currency;

CRS Rate Plan Report

The CRS Rate Plan Report lists the reservations made in a date range together with the rate plan name and the CRS engine (online channel) they came through. ). When the hotel has no channel connection, the plan and engine columns stay empty, but the report still works as a list of all reservations…

No-Show/Cancel Revenue Report

The No-Show/Cancel Revenue Report lists the revenue the hotel kept from reservations that did not arrive (No-Show) or were cancelled, after it was posted with Noshow/Cancel Revenue Posting (menu Audit): the advance deposit that was held, the rental revenue and the tax that were recognised from it.

Reservation Detail Report

The Reservation Detail Report is meant to list every reservation (folios that have not been checked in yet, plus cancelled and no-show ones) for a date range, with guest, phone, e-mail, room or room type, dates, payment, status, source, ADR and total charges.

Block Room Report

The Block Room Report lists the rooms that are blocked out of sale (for repair, maintenance, owner use) for a range of dates, with the reason and the user who blocked them. A blocked room cannot be sold and does not count as available in the occupancy figures.

Change Room Report

The Change Room Report is the log of guests who were moved from one room to another during their stay or reservation. For every move you see the guest, the folio, the time spent in each room, who made the move and the reason typed at the time.

Rate Type Report

) sold in a period: how many rooms, what share of the hotel, the room charges, the total charges and the average daily rate (ADR).

Revenue By Room Type Report

The Revenue By Room Type Report shows, for each room type and for a range of dates, how many room-nights were sold, the rent, the occupancy tax, the other charges and their tax, the average daily rate (ADR) and the revenue per available room (RevPAR).

Room History Report

The Room History Report shows, room by room and night by night, which guest occupied the room, what rent and tax the night produced, what other charges were posted on that date and how much was paid on that date by cash, bank, card or direct billing. It is the "statement of a room".

Room Type Rate Change Report

The Room Type Rate Change Report is the audit trail of the Rate Manager. Every time someone saves a rate for a room type and rate plan, the old and the new value are recorded together with the user and the time.

Room Type Rate Report

The Room Type Rate Report is the printed rate card of the hotel. It lists, for every room type and every rate plan (rate type), the price that is loaded in the system for the current PMS date. It has no filters: it opens already run.

Room Type Restrictions Change Report

The Room Type Restrictions Change Report is the audit trail of the booking restrictions in the Rate Manager: Close To Arrival, Close To Departure, Sold Out, Minimum Nights and Maximum Nights.

MTD/YTD Comparision

The MTD/YTD Comparision report ("Month-to-date vs. Year-to-date", screen title MTD/YTD Comparison Report) puts the figures of a period (normally the month to date) and of the year to date next to the same figures of last year, and shows the variance.

Yearly Room Sold Report

The Yearly Room Sold Report is a grid with one row per day number (Sold Date 1 to 31), one column per month (Jan to Dec) and a Total column. Each cell shows rooms sold | rooms available for that calendar date, and the last row Total adds the months.

Yearly Sheet Report

The Yearly Sheet Report shows, for each month from From Month to To Month of the Year, the lines Rental Guest, Direct Billing and Miscellaneous Income in the columns of the Monthly Sheet: Rent, one column for each tax and one for each Exempt amount, Other Charges, Sales Tax, Discount, Cash, Check…

Yearly Report

The Yearly Report has one block per month for the From Month to To Month of the chosen Year. ), the lines Rental Guest, Direct Billing, Miscellaneous Income and Miscellaneous Expense. A final Total block adds the months.

Integrations Overview

SunPMS is one of several applications on the SunTatva platform. They share one login (SunAuth) and talk to each other, so a hotel can add a restaurant, a car park, an ID scanner on a tablet or an accounting export without a second database or re-keying data.

SunPOS Restaurant Room Charges

SunPOS is the restaurant and bar point-of-sale that belongs to the same platform as SunPMS. When a guest of your hotel dines in your restaurant and says "charge it to my room", the cashier settles the bill with the Room Charge payment type and the amount appears on the guest's folio in SunPMS.

SunPOS Restaurant Room Charges

SunPOS is the restaurant and bar point-of-sale that belongs to the same platform as SunPMS. When a guest of your hotel dines in your restaurant and says "charge it to my room", the cashier settles the bill with the Room Charge payment type and the amount appears on the guest's folio in SunPMS.

SunHardware - ID Scan and Signature on Phone or Tablet

SunHardware turns a normal phone, tablet or iPad into your ID scanner and signature pad. The front desk presses a button in the check-in screen; the paired device opens the task, the guest (or the desk) scans the ID or signs, and the result comes back into the PMS form.

SunHardware - ID Scan and Signature on Phone or Tablet

SunHardware turns a normal phone, tablet or iPad into your ID scanner and signature pad. The front desk presses a button in the check-in screen; the paired device opens the task, the guest (or the desk) scans the ID or signs, and the result comes back into the PMS form.

SunParking - Guest Parking and Valet

SunParking is the platform's car-park, valet and parking-service product. Linked to your hotel, it shows each guest's cars on the stay, lets the desk ask the valet to bring a car, lets you reserve parking with the room, posts parking paid "to the room" onto the folio, and warns at check-out if a…

Payment Gateway (SunPG) and Card Payments

SunPMS never stores a full card number. Cards are handled by SunPG, the platform's payment-gateway service and token vault. SunPG turns a card into a token (a reference), and SunPMS keeps only that token plus the last four digits.

Credit Card Reservation Authorization (integration view)

A bulk screen to charge or authorise the cards on file for many arriving reservations at once. It is typical for prepaid OTA bookings with virtual cards, or hotels that take one night's deposit before arrival.

Credit Card Release Authorization (integration view)

Lists card holds (authorised payments) of guests who checked out on a day so you can release the unused ones. Releasing tells the processor to drop the hold, so the guest's available credit returns quickly.

FAS Integration (accounting export) and FAS Settings

FAS (Financial Accounting System) is the accounting package that receives your daily hotel figures. Currently the supported choice is M3 Accounting Systems. Each day SunPMS summarises revenue, taxes, payments and ledgers into debit and credit lines and posts them to the accounting system.

M3 Account Integration

A mapping table that tells SunPMS which account code in your M3 accounting system belongs to each PMS account (rent, taxes, each payment type, each charge category, ledgers and statistics). Without the mapping, the daily FAS posting has no accounts to post to.

Door Lock, Scanner, Signature Pad, WhatsApp, E-mail and Webhook (where to configure)

These integrations are set up on Settings screens, described in the Settings chapter. This page tells you what each one is for and where to find its full page, so you do not need to look through the whole menu.

SunParking - Parking Notifications, Vehicle Linking and Walk-in Guests

When SunParking and the hotel are linked, the two apps stay in step on their own. The desk is told when parking is charged to a guest's room, a guest's car is added to the guest's vehicle list automatically, and a walk-in guest's car can be connected to the folio by the desk.

Notifications bell

The bell in the header is the ONE place that collects everything that wants your attention, so you do not have to look for it: what guests are waiting on (requests, messages, online check-ins, restaurant and parking activity of the guest) and the alerts that other parts of the system raise for…

Team chat - open the chat window and start a direct chat

The chat window is a large panel (up to about 1120 pixels wide) that opens under the header at the right, with the conversation list on the left and the open conversation on the right, so you can read and write at the same time.

Team chat - channels and the Channels and settings screen

A channel is a standing room for a whole team, such as the front desk, housekeeping or the night shift. Nobody is added by hand: the channel has a rule and everyone who matches the rule is a member. When a new colleague joins a role, they find the channel in their list;

Linked apps and cross-app chat (SunPMS with SunParking and SunPOS)

When your hotel is linked to a SunParking car park or a SunPOS restaurant, the front desk can chat with the valet desk or the restaurant cashier directly, without a phone call and without leaving SunPMS. People in the other app write from their own screen;

Complete Video Manual: SunPMS video tutorials