Easy-Hostel | easy-excel

Specs:

Although Easy-Hostel is one of the first management software that I made and its graphical environment, as well as its automation, was very limited, I did not want to leave it out, it does not deserve it.

Easy-Hostel is a comprehensive management system for Hostels, it is made to measure and based on the needs and requirements of the client.

Its conception stems from the need to organize the internal operations of this type of establishment in relation to reservations, stock control, availability, income, expenses, consumption, room cleaning, deposit control, cash payments, etc.

I like to say that it is nothing more than an intermediate step between the canned software on the market, which often greatly exceeds the needs of establishments with these characteristics and manual management.

What I am giving you is not only management software, but also advice on the general management of the establishment to implement the best possible methodology so that it works in optimal conditions.

Try to transport the common operation of a hostel that is carried out on paper and pencil to this computer support that will minimize the errors that are commonly generated by actions or omissions of those in charge of them.

In general, its idea is to allow its owners to recover the lost tranquility , allowing them to fully enjoy their establishment, which although immobile in time and space, the allows you to travel without having to take a plane, a bus or a train, without having to leave your city or country, knowing other cultures, other people, other ways of thinking and perceiving the environment that around us.

“Let the enjoyment be part of the work again”.

General information

The software consists of 12 Excel files, one for each month of the year, each of which has 7 sheets or tabs that have different particularities and functions.

The handling of them is nothing more than the same methodology of entering data into the cells as for any Excel spreadsheet that one uses, you do not have to use formulas, or add or subtract anything, just enter the data in the spreadsheets in the corresponding cells that will allow a good use of the system.

File Components:

1-Main spreadsheet:

and shortcuts to all file sheets, and the calendar of the month.

2-Daily spreadsheet:

It is made up of 31 modules that make up the 31 days of the month, each one identified by the number day, week, month and day of the week to which it belongs, it is prepared to have 4 work shifts per day,

This form details the following modules to give x each turn:

Expenditure details: In this part of the daily form, the expenses will be disbursed, they will be identified by the detail of the expense, the number of the remittance or invoice that accompanies that expense and its amount.

Income Detail: In this part of the daily payroll, cash income will be given for different concepts that enter the daily box in the established shift, cash income to the box may be in 3 different ways.

Income x Refrigerator: Here you enter the sales per refrigerator (x eg Beer, Wine, Soft Drinks, etc.), all their prices respond to a price list that is divided into each of the weeks of the month, so that the The manager of the Hostel can change the prices or the profit margin when he sees that his costs have increased or he wants to obtain a higher profit with the sales for this concept. In turn, each income or sale of one of these items lowers the amount sold from the stock, being able to know for sure at the end of the week how much each item was sold, the replacement cost and its current stock.

Miscellaneous Income: Here you enter sales for various items (soap, shampoo, towels, etc.).

Room payment income: Here the cash will be entered for payment in the guest box for the use of the rooms, identifying the name of the guest, the bed to which it belongs and the amount of payment.

Daily Withdrawals: Cash withdrawals made by the owners or managers of the hostel are entered here, identifying them with a receipt, name and amount.

All these expenses and income are added up and contemplated in a sheet of the form called "Totals", which is of restricted use with a password where you can see the totals of these expenses and income for different concepts plus those that are entered in the "Deposit form", in this way you can do weekly and monthly balance of the hostel.

3-Deposit form:

In this sheet of the file the different deposits assigned to each one of the guests are entered, where they appear

Check In Number (guest numerical identification)
Name and surname.
Assigned bed.
Date of entry and exit.
Days of stay (automatic).
Amount agreed per bed per day.
Amount to deposit (automatic).
Deposit amount.
Deposit date.
Deposit slip number.
How the guest reported it (Fax or Jpg).
Amount to pay in cash (automatic).

What it says "automatic" is because the system automatically calculates how much you owe and must pay in cash, as well as the days of stay.

This form is related to the reservation form with this Check-In number that I mentioned since in this way when this number is entered in the bed assigned to this guest, it will bring the value of the deposit made by the guest, and will now inform again in the booking form the amount owed (automatic).

4-Booking sheet:

This spreadsheet is of vital importance for good management, it is the main spreadsheet of the program and its function is to reserve and occupy the different beds in the different rooms, as well as having a current and future vision of availability in each of the rooms as well as in the entire hostel.

Although it seems complicated at first, you should not be scared because the fields to fill in are very few, and they are the ones detailed below:

No. (check in).
Last name and name.
Status (confirmed or reserved).
Put crosses "X" or "Y" on the reserved days.
$ x Bed (The price agreed x days x bed with the guest)
Copy the amount brought automatically from the spreadsheet de depósito for control.
Cash payment. (Enter cash payments)