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PMS — How to Create and Manage Reservations

PMS — How to Create and Manage Reservations
2026 updated edition

PMS — Complete guide to creating
and managing reservations

A complete guide on how to create reservations and manage hotel rooms, guests, and payments in the PMS (Property Management System).

Get Started →
1

Signing in to PMS

Sign in to the erxes system, then open the Tourism plugin from the left sidebar. Inside Tourism, click PMS to enter the property management system.

Steps

  1. Sign in to the erxes system.
  2. Select the Tourism plugin from the left sidebar.
  3. Click PMS (Property Management System) to open it.
  4. Create a reservation using the Create reservation button in the top-right corner.
Navigating to Tourism - PMS
Navigate to Tourism → PMS
Frontdesk view
Frontdesk — room reservation view
Good to know: The Frontdesk view shows each room listed by day and reservation status. At the bottom you can see reservation statuses: Inquiry, Reserved, Modified, Cancelled.
2

Creating a Reservation

Click the Create reservation button on the Frontdesk page to open the reservation form.

Steps

  1. Select the Check-in / Check-out date and time.
  2. Room type — choose the room type (e.g., Room — available count and price are shown).
  3. Select room — choose a specific room (e.g., Twin bed room).
  4. Guests by room — set how many adults and children will stay.
  5. Price summary — review the total price.
  6. Fill in Guest information on the right: choose Individual or Company, then enter name, email, and phone.
  7. Click the Create reservation button.
Reservation creation form
Create new reservation — main reservation form
Selecting room type
Room type — available room types and prices
Selecting room and guests
Select room, Guests by room, and Price summary
Guest information
Guest information — choose Individual / Company and fill in the details
Success: When the reservation is created, a "Reservation created successfully" message appears, and the reservation is visible on the Frontdesk view for the selected dates (Erxes …).
Created reservation
Reservation created successfully — visible on the Frontdesk view
3

Reservation Details

Click a created reservation to view detailed information and edit it. There are four tabs.

Tab Descriptions

TabDescription
General informationReservation name, notes, check-in/check-out date and time
Guests informationNumber of guests, linked guest (Search guest / Search company), New guest
Rooms informationRooms, prices, Add room, Add extras
PaymentFinancial summary and payment processing
General information tab
General information — basic reservation details
Guests information tab
Guests information — connect, edit, or remove guests
Rooms information tab
Rooms information — rooms, prices, Add room, Add extras
4

Adding Extras

Use the Add extras button in the Rooms information tab to add minibar and other extra products to the selected room.

Steps

  1. Open the Rooms information tab.
  2. Click the Add extras button for the room you want to add products to.
  3. Select a category, then search for and choose the product.
  4. Click Save changes.
Add extras window
Add extras — choose minibar and other extra products
5

Processing Payments

The Payment tab shows the Financial summary and lets you receive payments.

Steps

  1. Open the Payment tab.
  2. Review the Financial summary: Room charges, Products & services, Subtotal, Total amount, Remaining amount.
  3. Use Add discounts or Print temporary receipt if needed.
  4. Click the Process Payment button.
  5. Enter the Payment amount, Payment method (e.g., Cash), and Payment note, then receive the payment.
Payment tab
Payment — Financial summary, Add discounts, Process Payment
Process Payment window
Process Payment — enter amount, method (Cash), and note
Note: In Process Payment, you can choose which part to receive payment for from the Rooms / Extras / Remaining tabs. After payment is processed, the Remaining amount is updated.
6

PMS Settings (Edit PMS)

From the Action menu on Tourism → PMS, open Edit PMS and configure the core PMS settings in five steps.

Five Configuration Steps

StepDescription
1. General informationName, description, check-in/check-out times and prices (e.g., 14:00 / 20000, 12:00 / 20000), Add discount, Website reservation lock
2. PaymentsSelect payment methods, Erxes app token, Other payments (e.g., golomtCard, khaanCard, TDBCard)
3. PermissionsAssign users to roles: General managers, Managers, Reservation managers, Reception, Housekeeper
4. AppearanceMain logo, Primary / Secondary / Third colors, Website url
5. Pipeline configBoard, Pipeline selection, Room categories, Extra product categories, Appointment product categories
General information settings
1. General information — name, times, prices, discount
Payments settings
2. Payments — payment methods, token
Permissions settings
3. Permissions — role assignments
Appearance settings
4. Appearance — logo, colors
Pipeline config settings
5. Pipeline config — Board, Pipeline, Room categories, Extra product categories, Appointments
Important: In Pipeline config, under Room categories, only room categories should be selected (e.g., R-01 Room). Do not select the Price category (P-01) for rooms — pricing is handled separately.
Selecting room categories
Selecting Room categories — R-01 Room (not P-01 Price)
7

Creating Categories (Settings → Products)

Create the room, price, and room type categories needed for PMS under Settings → Products → Categories.

Steps

  1. Click Settings in the bottom-left corner.
  2. Select the Products menu.
  3. Open the Categories tab.
  4. Create categories using Add Category: Price (P-01), Room (R-01), King room (K-01), Twin room (T-1), etc.
Products - Categories
Settings → Products → Categories — Price, Room, King room, Twin room categories
Order: First create categories here, then create the corresponding products/rooms, and finally link them in the PMS settings under Pipeline config.

Have questions?

This guide helps you create reservations, manage hotel rooms, and process payments in PMS.

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