Restaurants and rooms, one set of books.
Very few systems in the Philippines run outlets, a commissary, catering and rooms together. Most handle one and bolt the other on.
| Room — Deluxe Twin | 15–18 Sept | ₱12,600 | posted |
| Breakfast × 6 | Cafe, charged to room | ₱2,340 | posted |
| Dinner — Table 7 | Restaurant, 16 Sept | ₱3,180 | posted |
| Laundry | Housekeeping | ₱640 | posted |
| Function room | half day | ₱4,500 | posted |
| City tax | statutory | ₱378 | posted |
The restaurant is profitable. Is the property?
F&B and rooms are usually two systems with a spreadsheet between them, so the kitchen that feeds the restaurant and the banquet is charged to one of them and not the other. Nobody can say what the property earns, because the question spans two ledgers.
Three problems your trade has that other businesses never do.
One ledger, both sides of the business
Room revenue, outlet takings, function billing and the commissary that supplies all three, posting to the same set of books. No month-end exercise to make two systems agree, because there are not two systems.
- Outlet charges post to the folio and to the ledger in the same movement.
- Events bill against deposits already taken, with the function sheet attached.
- One close, covering rooms, food, beverage and banquet.
The board the front desk actually works from: who is arriving, who is leaving, and what housekeeping has not finished.
What a room and a cover each really cost
Kitchen, laundry, housekeeping and head office shared across the rooms, outlets and functions that consumed them — so occupancy stops being mistaken for profit and a banquet package is priced from its real cost.
- Cost per occupied room, nightly, by department.
- Banquet packages that carry their own food cost.
- Channel cost taken off before a room is called profitable.
The diary refuses what the property cannot do
A room already sold, a head count the layout cannot seat, equipment promised to two functions at once — all refused before they become a problem on the day.
- Function diary checked against rooms, layouts and resources.
- Equipment as a sum, not a yes or no — two events can each be fine and together impossible.
- Night audit that closes, so the morning starts on finished numbers.
The statutory discounts are separated because the BIR asks for them separately.
What your people actually ask it, on an ordinary Tuesday.
Every answer comes from your own records, runs with the asking person’s permissions, and carries the rows it was read from.
- “What did each room actually cost us last night?”
- “Which channel earns least after commission?”
- “What is the food cost on the Ocampo package?”
- “Which dates next month are still soft?”
- “How much did the kitchen charge the banquet?”
- “Send me the department P&L as a file.”
Every figure comes from a view over your own records — never the model’s arithmetic — and the answer carries the query and the row count behind it. No other ERP sold in the Philippines has this.
The ones this trade asks first.
Do you replace our PMS?
We can be the PMS, or we can read the one you have. Most properties move front office onto DBS One because that is what puts rooms and F&B on the same books — but if you are contracted to a PMS, we integrate and still consolidate.
Can outlet charges post to a guest folio?
Yes, in the same movement that posts them to the ledger. A charge at the Beach Grill reaches the guest’s account and the books at once, rather than being reconciled afterwards.
How are shared costs split between rooms and food?
On a basis you set — covers, occupied rooms, floor area, headcount or an equal share — per cost and per period. The allocation reconciles to zero and every share opens its working.
What about a group with several properties?
Each property is a site, each company is an entity, and the group consolidates with intercompany taken out.
We have been burned before. What makes this different?
Almost everybody we talk to has a system project that died, and usually the same way: a long implementation, a partner who left, and a go-live date that kept moving. Ours is thirty days with the date written into the contract, we implement it ourselves rather than through a partner, and if thirty days is not realistic for your business we will say so before you sign rather than in month three.
What happens if it does not work out?
You keep everything. Your data comes out in open formats at any time and at no charge, and there is no license to unwind because we do not sell one. A system you cannot leave is a system you do not own.
Who actually answers when something breaks?
We do — one company, one number, and the people who wrote the code. There is no reseller in between and nobody to escalate to. Datche has been trading in Cebu since 1978 and our own business runs on this.
My people are not technical. Will they actually use it?
That is what the assistant is for. A supervisor asks it how to do something and it walks them through that screen in plain English, with their own permissions and their own data. Most of the training a system like this normally needs is somebody wanting to ask a question — and now there is something to ask.
How much of my staff’s time will this take?
Less than a migration, because there is no migration. Your opening balances go in, and after that the system reads the documents you already produce instead of asking your people to key them again. The week that costs you anything is week two, when your own day runs through it with us in the room.
What about BIR?
VAT, withholding, the 2307s, the summary lists and the books of account are the shape of the system rather than a module added at the end, and we supply the documentation your CAS registration needs. We will also tell you what adopting a computerized accounting system obliges you to do by 31 December 2026 — before you sign, not after.
Same system underneath.
See it on your own figures.
Bring one ordinary day from your business and we will run it through in front of you — your items, your prices, your branches. About an hour, and no obligation.