Bookings & Folios

StaYantra manages the entire guest journey—from the moment a room is reserved until checkout and invoice finalization.

The guest-facing Janakpur Inn hotel listing on the Stayanta marketplace showing photos, room types, pricing and availability

Guests discover and book directly from the Stayanta marketplace — the reservation flows straight into the PMS dashboard.

1. Reservation States

Every reservation moves through a structured lifecycle:

Tentative / Hold: The room is temporarily blocked (usually for direct inquiries or banquet packages) awaiting a deposit.
Confirmed: The deposit is received, and the room is officially locked.
Checked In: The guest has arrived. The room status changes to Occupied.
Checked Out: The guest has departed, the folio is fully settled, and the room is released for cleaning (Vacant Dirty).
Cancelled: The booking is cancelled. If a deposit was paid, it is tracked in the refund flow.

The Folio is the guest's digital bill. It tracks all charges and payments during their stay:

The booking folio detail page showing room charges, payment history, and split-billing breakdown

The folio detail view — every charge, deposit, and payment in one place, with split-billing support for corporate accounts.

Adding Charges: Room rates are posted automatically every night. Additional charges (like room service, food & beverage, laundry, or spa services) can be posted manually or pushed from the POS (Point of Sale) terminal.
Deposits: Any advance payments paid before check-in are logged on the folio as credit.
Split Billing: You can move selected charges off the main folio onto a secondary folio — for example, sending food and beverage to a corporate/company folio while the guest settles the room rate themselves. You split by picking the specific charges to move; the secondary folio can be flagged as corporate.
Settlement: When checking out a guest, the system checks if the folio balance is exactly zero. You cannot complete checkout if there is an outstanding balance.

To ensure absolute integrity, StaYantra implements pessimistic locking on bookings:

When a receptionist edits a booking, processes a payment, or checks in a guest, the system briefly locks the relevant room records in the database.
This prevents a double-booking scenario where another guest tries to book the same room on the marketplace website at the exact same millisecond.
If a lock collision occurs, you will see a brief "Inventory is busy, retrying..." message. The system handles this automatically.