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Conciliation

Daily reconciliation of the room count between Reception and Housekeeping. Screen: /dashboard/conciliation. Project overview in ../general/README.md.

What problem it solves

Reception bills rooms and Housekeeping cleans rooms, and the two counts for the same day rarely match on their own: a no-show is billed but not cleaned, a room out of service gets cleaned later and would otherwise be counted twice. Each day the front desk reconciles the two totals with a short list of adjustments, so the difference between what was billed and what was cleaned is explained, not just noticed. A month can only be closed once every one of its days has been reconciled and closed.

Who uses it

Every role except mantenimiento. Anyone with access creates and edits a day's reconciliation and closes it. Only admin deletes a day's reconciliation or closes a month.

What it can do

  • One reconciliation per day, created for a date with every adjustment reason pre-loaded at zero, ready to fill in.
  • Two lists of adjustments per day:
    • Reception: base billed rooms, no-shows, room changes, gratuities, or another reason with a note.
    • Housekeeping: rooms cleaned, do-not-disturb, an out-of-service room that got cleaned, rooms pending cleaned or pending to clean, or another reason.
    • Each adjustment has a value and adds to or subtracts from its side's total; whether it adds or subtracts is decided by its reason, not typed by hand.
  • Recalculate totals for a day from its current adjustments.
  • General notes for the day.
  • Day status: draft, confirmed or closed. Only closed has an effect — it locks the day. confirmed behaves the same as draft.
  • Monthly summary: totals for the month, which days are missing, and whether the month can be closed.
  • Close the month, only once every day of the month exists and is closed. It exists only in the API (PATCH /monthly-summary/:year/:month/status): no screen calls it.

What data it handles

Four tables (backend/db-mysql/aiven/09_conciliation.sql):

  • conciliation_summary: one row per day — the reception and housekeeping totals, their difference (calculated by the database), notes, status and soft delete.
  • conciliation_reception and conciliation_housekeeping: the adjustment rows for that day, each with its reason, direction (add or subtract), value, an optional room number and notes.
  • conciliation_monthly_summary: one row per month, with its own status and who closed it.

What rules it follows

  • A day's totals are the sum of its adjustments: for each side, values marked "add" are summed and values marked "subtract" are taken away; the difference between the two totals is a generated database column.
  • The direction of each reason is fixed in the backend, not chosen by the user: for reception, only "no-show" subtracts; for housekeeping, every reason adds today.
  • A closed day cannot be edited — not its adjustments, not its totals — except by an admin. confirmed is not a locking state.
  • A month closes only when every one of its days exists and is closed. Missing or still-open days block it and are listed by day number. A closed month does not lock its days: an admin can still reopen or delete them (left as is on 2026-10-11, see docs/TODO.md).
  • Deleting a day's reconciliation is only for admin.
  • GET /api/conciliations returns every day, without paging or filters, to any role with access. No screen uses it; left as is on 2026-10-12.

How information flows

ConciliationClient (form + table) ─► lib/conciliation/queries.ts ─► apiClient
                                                   │
                                /api/conciliations/* (Express)
                                                   │
              authenticateToken ─► excludeMantenimiento ─► isAdmin (delete, monthly close)
                                                   │
    conciliation controller ─► repository ─► MySQL (summary + adjustments, one transaction)
  1. Opening a day loads its reconciliation, creating it with every reason at zero if it does not exist yet.
  2. Editing the form saves every adjustment row together and recalculates the day's totals inside one transaction.
  3. Closing a day locks it; the monthly view then counts it towards a closeable month.
  4. Closing the month checks every day first and only proceeds if none are missing or still open.