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QYRVIA Enterprise Resource Planning System
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Overview Reports Revenue Rooms
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★ Operations Snapshot

Today at a glance

Live KPIs, stock alerts and your financial overview, all in one place. Generate a full report for any date range.

Quick Actions
🔥 Top Consuming Items
♻️ Top Waste Items (by Value)
📊 Stock Value by Category
📈 Financial Overview (LKR)
📦 Inventory
All items — add new items manually with + Add Item
📥 Goods Received Note
Record stock received — inventory updates automatically
🛒 Purchase Orders
Raise POs to suppliers — link to GRN on delivery
🛒
Total POs
0
⏳
Open
0
✅
Received
0
🔄
Partial
0
🚫
Cancelled
0
💰
Open Value
LKR 0
🍳 Kitchen Issuing
Issue items to kitchen — stock deducted automatically
🎫 F&B Operations — KOT / BOT / POS
Kitchen & Beverage Orders · Floor Plan · Split Billing · Room Posting
🎫
Today's KOTs
0
⏳
Pending
0
✅
Completed
0
🍽️
Active Tables
0
🥤
BOTs Today
0
🧾
Cashier Session
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▼
🧾 Invoice
Create guest invoices — select from menu or add custom items
💰 Revenue & Cashier
Sales records · Cashier sessions · Day-end close
📲 QR Menu
Digital menu — guests scan to view your restaurant menu
📎 Menu Link
Enter a menu URL above to generate a QR code for your guests.
ℹ️ How to use
  1. Enter your digital menu URL above (e.g. a Google Drive PDF, a website, or a QR Menu platform link).
  2. A QR code will appear — print it or display it on tables.
  3. Guests scan the QR code with their phone camera to view your menu.
♻️ Waste Management
Log kitchen waste — stock deducted automatically
📋 Reports
Generate daily & monthly reports
📊 Revenue Analytics — SC Reconciliation (V28 Engine)
to
Select a date range and click Analyse to see SC-separated revenue reconciliation.
👥 Payroll Management
Employee salaries, service charge distribution & advances
👤 Employees
💵 Salary Advances
🖨️ Quick Payslip & WhatsApp
Generate payslip for any employee without opening Calculate Payroll
🗓️ Attendance Management
Monthly attendance grid — integrated with payroll engine
Legend: P Present A Absent O Off Day H Half Day ML Medical AL Annual Leave DL Duty Leave NP No Pay PH Public Holiday
📊 Monthly Summary per Employee
📑 Other Expenses
Casual labour, transport, repairs, medical & miscellaneous charges
📑 Expense Records
📒 Accounting
Chart of Accounts · Journal Entries · Ledger · Trial Balance · P&L · Balance Sheet
💰 Revenue vs Expenses (Current Month)
📊 Account Type Distribution
📋 Recent Journal Entries
💸 Expense Tracker
💹 Income Overview
🏦 Bank Transactions
💰 Petty Cash Ledger
Current Balance
LKR 0.00
Petty Cash on Hand
Quick Summary (This Month)
🛒 Supplier Payments
🧾 Customer Receipts
👥 Payroll Accounting
📊 Tax Reports
🗄️ Data Manager
Backup, restore and export your PMS data
🏢 SaaS Multi-Company Mode V22
Switch between Legacy single-property mode and Multi-Company SaaS mode. In SaaS mode, each property has fully isolated data, users, and reports.
💾 Storage Status
⬇️ Export Backup

Downloads your entire database as a timestamped .json file — bookings, inventory, invoices, GRN, waste, and all settings. Store it on Google Drive, USB, or email it to yourself.

✅ Recommended: Export a backup daily or after major data entry sessions.
⬆️ Import Backup

Restore from a previously exported .json backup file. Warning: this will replace all current data.

⚠️ Always export a fresh backup before importing to avoid accidental data loss.
📊 Export to Excel (.xlsx)

Choose which data to export as an Excel spreadsheet. Each dataset exports to its own worksheet tab.

🏨 Bookings
All room bookings with guest details, dates, rates, advance payments and GRC data
🧾 Invoices
All F&B invoices with line items, totals, service charges and payment methods
📦 Inventory
Full stock list with current quantities, costs, MSQ levels and stock values
📥 GRN Records
All goods received notes with supplier, items received and values
🍳 Issuing Records
All kitchen issuing notes with department, items and cost
♻️ Waste Log
All waste entries with item, quantity, reason and waste value
📋 Full Report (All Sheets)
Exports every dataset into one Excel file with multiple worksheets
🔐 Admin Password

The admin password is required to void invoices, GRN records, and issuing notes. Keep it secure.

⚠️ Danger Zone

These actions are irreversible. Always export a backup first.

🏘️ Property Setup
Configure this property's room inventory and categories
🏷️ Room Categories
Add Category
🛏️ Rooms
Add Room
🤖 AI Provider Settings
Provider, model and connection status for QYRVIA AI
🧭 Booking Engine — Direct Sales
Server-backed · fail-closed availability · never overbooks

Guided direct booking. The server confirms availability before creating a reservation; if availability can't be confirmed, the booking is safely declined.

Enter your stay and check availability.
👤 User Manager
Manage system users, roles and passwords — only Admin can add accounts
🔐 Role Access Guide
🔑 Admin
Full access to all modules, user management, reports, and system settings.
🛎️ Reception
Rooms, Invoices, Sales, Channel Manager. Full front desk operations.
🍳 Kitchen
Issuing, Waste, KOT Print only. No inventory or financial data.
📦 Store
Inventory, GRN, and Issuing. Full stores and stock management.
🍽️ Restaurant
Invoice creation, Sales view, KOT Print. Restaurant billing only.
🧹 Housekeeping
Room status editing only. Cannot create bookings or access financials.
📋 Requisitions
Department → Store workflow · Approval process · Auto-inventory integration
⏳
Pending
0
✅
Approved
0
📦
Fulfilled
0
❌
Rejected
0
Req #DateDepartmentRequested ByItemsStatusApproverActions
No requisitions yet. Click + New Requisition to create one.
🔐 Permission Manager
Module-level CRUD permissions per role · Property-scoped access control
Tick boxes to grant access. Admin always has full access.
Module View Create Edit Delete Approve Export
📜 Audit Log
User activity · Change history · Login tracking · Soft-delete records
🌐 Channel Manager Enterprise
Enterprise inventory engine · Overbooking protection · OOO/OOS sync · Derived rates · Yield management · Travel agent network
🏨
Available Rooms
—
Net sellable inventory
🔒
Occupied / Blocked
—
Auto stop-sell active
⛔
OOO Rooms
—
Out of order
🚫
OOS Rooms
—
Out of service
📡
Active Channels
6
OTAs connected
💰
OTA Revenue (Net)
Rs. 0
After commissions
🎯
Occupancy Rate
—%
Today
⚡
Last Sync
Never
iCal + inventory push
🔌 OTA Channel Connections
iCal sync ready · API integration available via middleware
📅 iCal Feed — Copy & Paste into OTA Portals
Live

Download the .ics file and upload it in each OTA's calendar/sync settings. Your blocked dates push automatically when OTAs poll this feed.

How to connect each OTA:
🔵 Booking.com → Extranet → Calendar → Import iCal  |  🟠 Agoda → YCS Portal → Calendar Sync  |  🟡 Expedia → Partner Central → Calendar  |  🔴 MakeMyTrip → MyPartnerDesk → Sync  |  🩷 Airbnb → Calendar → Availability → Import  |  🟢 Hostelworld → Property Manager → Sync
Rooms
Manage bookings, availability & advance payments
✅
Guest Check-In
Select a confirmed booking to check in
🔵
Guest Check-Out
Select a checked-in booking to check out
All Rooms
🟢 Available
🔴 Occupied
🟡 Reserved
🔵 Checkout Today
⚫ Maintenance
👥 Guest CRM
Repeat guests · Preferences · Loyalty points · Stay history
👥
Total Profiles
0
All guests on record
⭐
Repeat Guests
0
2+ stays
🏆
Gold / Platinum
0
Top-tier loyalty
💠
Loyalty Points
0
Total in circulation
🥉
Bronze
0 – 999 points
5% discount on F&B orders
🥈
Silver
1,000 – 4,999 points
10% off + complimentary early check-in
🥇
Gold
5,000 – 9,999 points
15% off + free room upgrade
💎
Platinum
10,000+ points
20% off + dedicated host + surprises
💡
Points rule: 1 pt per Rs. 100 on room rate · 1 pt per Rs. 200 on F&B · Bonus 50 pts on first visit · Points expire after 24 months of inactivity
⚙️ Guest Preferences Registry
Edit preferences from individual guest profile cards
⚙️ Setup Guide
Complete these 8 steps to fully configure QYRVIA ERP
📊 Progress
0 of 24 tasks complete
🏨 Hotel Profile
🛏️ Room Setup
👤 User Accounts
📦 Inventory
🍽️ Menu
🌐 iCal & OTA
💼 Payroll
📒 Accounting
1
🏨 Hotel Profile
Configure your hotel name, address, contact details, and tax settings. This information appears on all invoices, receipts, and printed documents.
2
🛏️ Room Configuration
Add all rooms with room numbers, types (Standard / Deluxe / Suite / Family), and nightly rates. Rooms are the core of bookings and inventory.
3
👤 User Accounts
Create staff accounts with roles — Admin (full access), Reception (bookings), Kitchen/Store (F&B), Housekeeping (room status only).
4
📦 Inventory Setup
Add all stock items with categories, units, minimum stock quantities (MSQ). Enter opening stock via your first GRN to enable accurate cost tracking.
5
🍽️ Menu & Pricing
Set up your restaurant menu with categories and selling prices. These are used in KOT creation and customer invoicing.
6
🌐 iCal & OTA Channel Manager
Connect Booking.com, Agoda, and Airbnb using iCal sync to prevent double bookings. Re-download and re-upload the .ics file each morning.
7
💼 Payroll & Staff
Add employees with NIC, salary, service charge weight, and weekly off day. The system auto-calculates payroll and SC distribution.
8
📒 Accounting & Chart of Accounts
Review the Chart of Accounts, enter opening cash/bank balances, and run your first PMS Sync to auto-populate journal entries from existing data.
🔌 API & Integrations
REST API reference · iCal sync guide · Webhooks · Integration partners
🌐
Base URL
/api/v1
REST · JSON
📅
iCal Feed
/ical/{token}.ics
RFC 5545
🔔
Webhooks
POST
booking · payment
🔑
Auth
Bearer Token
Authorization header
📅 iCal Sync — Complete Setup Guide
RFC 5545 · VTIMEZONE · Asia/Colombo

The iCal feed exports all confirmed bookings in standard .ics format (RFC 5545) with VTIMEZONE Asia/Colombo, DTSTAMP, SEQUENCE, UID, and STATUS:CONFIRMED. OTA platforms poll this file to block your availability automatically.

📅 Your iCal Feed URL: /ical/gk-{property-token}.ics — Download & upload to each OTA portal
1
Download the .ics file from Channel Manager
Click Export iCal in the Channel Manager → Push/Pull tab. The file includes VTIMEZONE (Asia/Colombo), DTSTAMP, SEQUENCE headers for full RFC 5545 compliance.
2
🔵 Booking.com — Extranet Import
Login → Extranet → Calendar tab → Import Calendar → Upload the .ics file. Booking.com re-polls every 24 hours. For same-day blocks, also use the manual Stop-Sell button in Extranet.
3
🟠 Agoda — YCS Portal
Login to YCS → Availability → Calendar Sync → Import iCal. Agoda polls every 12–24 hours. Set property to "Manual Availability" mode in YCS settings for best control.
4
🩷 Airbnb — Native iCal
Hosting Calendar → Availability Settings → Sync Calendars → Import Calendar. Airbnb polls every ~1 hour — the fastest of all OTAs. Best for last-minute closures.
5
⚡ Daily Best Practice
Re-download and re-upload the .ics file every morning (takes 2 minutes). Set a phone reminder for 8:00 AM to keep all OTAs in sync with your current bookings.
💡
Pro Tip: For zero double-bookings, enable Stop-Sell in Channel Manager when you're fully booked. This adds a global block event covering all rooms to the iCal feed.
📄 iCal File Format (RFC 5545)
VTIMEZONE · Asia/Colombo
BEGIN:VCALENDAR
VERSION:2.0
PRODID:-//QYRVIA ERP//Hotel Management//EN
CALSCALE:GREGORIAN
METHOD:PUBLISH
X-WR-TIMEZONE:Asia/Colombo
X-WR-CALNAME:QYRVIA Enterprise Availability
BEGIN:VTIMEZONE
TZID:Asia/Colombo
BEGIN:STANDARD
TZOFFSETFROM:+0530
TZOFFSETTO:+0530
TZNAME:IST
DTSTART:19700101T000000
END:STANDARD
END:VTIMEZONE
BEGIN:VEVENT
UID:BK-2025-001@qyrvia.hotel
DTSTAMP:20250615T060000Z
SEQUENCE:0
DTSTART;VALUE=DATE:20250615
DTEND;VALUE=DATE:20250618
SUMMARY:BLOCKED - Room 101
DESCRIPTION:Room 101 | Booking.com | Nimal Perera
STATUS:CONFIRMED
TRANSP:OPAQUE
END:VEVENT
END:VCALENDAR
🔌 REST API Endpoints
For Node.js / Python / PHP middleware integrations
BOOKINGS
GET /api/v1/bookings List all bookings with filters ▶
Query params: status room from to guest
GET /api/v1/bookings?status=checked-in&from=2025-01-01
Authorization: Bearer {your-api-token}

// Response 200
{
  "data": [{
    "id": "BK-2025-001",  "room": "101",
    "guest": "Nimal Perera", "checkIn": "2025-06-15",
    "checkOut": "2025-06-18", "nights": 3,
    "status": "checked-in", "source": "Booking.com",
    "totalAmount": 24000, "advancePaid": 8000
  }],
  "total": 1
}
POST /api/v1/bookings Create a new booking ▶ 
POST /api/v1/bookings
Authorization: Bearer {token}
Content-Type: application/json
{
  "room": "101", "guest": "Nimal Perera",
  "phone": "+94771234567", "email": "nimal@email.com",
  "checkIn": "2025-06-15", "checkOut": "2025-06-18",
  "source": "Booking.com", "otaRefId": "BDC-847291",
  "rate": 8000, "advance": 8000
}
ROOMS
GET /api/v1/rooms/availability Live availability for all rooms ▶ 
GET /api/v1/rooms/availability?from=2025-06-15&to=2025-06-20
// Response:
{ "rooms": [
  {"room":"101","type":"Standard","available":true,"rate":8000},
  {"room":"102","type":"Deluxe","available":false,"guest":"Smith"}
], "availableCount": 1, "occupiedCount": 1 }
WEBHOOKS
POST /webhooks/booking-confirmed Fired on new booking confirmation ▶ 
// Payload sent to your server
POST https://your-server.com/hooks/qyrvia
X-QYRVIA-Signature: sha256={hmac}
{
  "event": "booking.confirmed",
  "timestamp": "2025-06-15T06:00:00Z",
  "data": { "bookingId":"BK-2025-001", "room":"101",
    "guest":"Nimal Perera", "checkIn":"2025-06-15",
    "checkOut":"2025-06-18", "amount":24000 }
}
🤝 Integration Partners
⚡ Zapier
Connect to 5,000+ apps. Auto-send WhatsApp messages on new bookings, update Google Sheets, trigger email sequences.
🔧 n8n (Self-hosted)
Open-source workflow automation. Build custom booking confirmation triggers, payment reminders, and OTA sync.
📊 Google Sheets
Export any report to CSV and import into Google Sheets for advanced cross-property reporting and sharing.
💬 WhatsApp Business
Use the built-in WhatsApp share on invoices to send booking confirmations and payment receipts to guests instantly.
🏦 Cheque & Banking Management
Full lifecycle cheque tracking · Bank balance management · Cash flow control · Journal entries

Housekeeping Operations

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⚡ Priority Task List

Kitchen Operations

Kitchen Online

🥘 Kitchen Stock Levels

Maintenance Jobs

Security Patrol

0/0 checked

📋 Patrol Log

Incident Reports

Manager Approvals

Infrastructure & SaaS

Systems Online

📡 Live System Metrics auto-updates every 3s

🔁 Failover & High Availability

🛡️ Auto-failover active · RTO: 30s · RPO: 5min · Last DR test: 2026-05-15

🔄 OTA Channel Sync

📋 Live Log Stream last 20 entries

AI Admin Panel

ADMIN ONLY

🧠 AI Brain Permission Matrix

User roles are set by the AI Brain Platform Admin and control access to all 10 modules system-wide.

🛡️ Patrol Points Manager

🤖

AI Brain — Command Center

QYRVIA Garden Hotel · Ask anything about hotel operations

Live
▼
📈 Revenue Management
AI-driven dynamic pricing · 14-day rate calendar · Rules engine · ARIA Revenue Intelligence
Occupancy
—
ADR
—
Average daily rate
RevPAR
—
Revenue per available room
Season Today
—
📅 14-Day Rate Calendar — live pricing engine: formula × season × rules
📊 14-Day Occupancy & RevPAR Forecast
🤖 ARIA — Revenue Intelligence AI BRAIN
⭐ Reputation Engine
AI review intelligence · Sentiment analysis · Response drafting · Ops integration
Avg Rating
—
Response Rate
—
High Alerts
—
Urgent guest issues
Sentiment
—
Positive / Neutral / Negative
😊 Sentiment Distribution
🌐 Rating by Platform
🚨 Critical Alerts
⏰ Session expiring in 5:00 —
🔗 V26 Enterprise Backend Configuration
💚 V26 System Health & Diagnostics
🚀 Migrate Local Data → PostgreSQL