Extra Charge Document Numbering Standardization
Overview
We have introduced an important upgrade to the Extra Charge Document Numbering system to enhance accuracy, consistency, and operational efficiency across all hotels. This enhancement standardizes voucher number generation by enforcing a single, reliable numbering sequence, eliminating manual dependencies and inconsistencies.
What Has Changed
Before
- Auto General Mode – System-generated sequential numbering
- Auto Private Mode – Separate numbering per category
- Manual Mode – Enter voucher numbers manually
After Upgrade
- Auto General Mode only (system-controlled)
- Manual and Auto Private modes removed
- Single unified numbering sequence
Upgraded Feature
All document numbering is now standardized to Auto General (Auto-Increment) mode across all hotels. Users can no longer configure voucher numbering.
Value Delivered
- Improved Financial Accuracy: Eliminates manual errors and duplicate entries
- Better Audit Compliance: Ensures clear and traceable records
- Faster Front Desk Operations: Removes manual effort and speeds up billing
- Standardized Process: Unified numbering improves reporting and reconciliation
- Stronger Control: Prevents misconfiguration across properties
Detailed Configuration Changes
The Voucher Number Type option is now disabled and cannot be modified.
Path: PMS -> Configuration -> Settings -> Extra Charge Voucher
Before Change
Auto General, Auto Private, Manual selection available
Users could modify numbering behavior
After Change
Only Auto General enforced
Users cannot control numbering
Risks Before
Duplicate or skipped numbers
Inconsistency across properties
Audit gaps
Purpose After
Prevent misconfiguration
Standardize numbering
Maintain centralized control
Auto Private Mode Deprecated
Before
Prefix and starting number per category
Separate numbering sequences
After
Single global prefix for all extra charges
Single unified numbering sequence
Global starting index only
Path: Configuration -> Documents -> Miscellaneous -> Extra Charge Voucher
Users can still configure Prefix and Starting Index, but only at a global level, ensuring a consistent numbering sequence across all Extra Charges.
Manual Mode Deprecated
Before
Users had control over voucher numbering behavior by selecting the manual mode in the voucher field for any category from extra charges listing in configurations.
Users could manually enter voucher numbers from add charge section by editing any reservation.
After
Manual mode for voucher number selection has been removed
Voucher numbering is now automatically managed by the system
Summary
- No duplicate or incorrect voucher numbers
- Consistent financial records
- Faster front desk workflows
- Improved audit readiness
- Centralized system control
As part of this system upgrade, the changes have been applied automatically:
- No action required from users
- Workflows continue without disruption
- Voucher numbering is fully automated
The Extra Charge Document Numbering process is now standardized, automated, and secure, delivering a more reliable and efficient experience across all hotels.