Night Audit Process

Created by Alex Savchuk, Modified on Fri, 15 Mar 2024 at 07:06 PM by Alex Savchuk

Night Audit Process

The Night Audit Process is used to verify daily transactions and to identity mistakes in a timely fashion. Also, it ensures the below items:

All Guests have ‘Checked-in’ and ‘Checked-out’ as expected
Past reservation balances have been cleared
Daily transactions have been reviewed and posted
Reports have been reviewed (and or printed for record keeping)

Step 1 - Departure list

Click on the “All Departures” tab to view the list of expected departure guests.

To check a guest out, click on their name and then “check out”.

If there is a balance due, the payment details screen will appear.
If the guest has departed, click on process to charge the credit card on file.
Select continue to complete.
Statement appears with the zero balance
Confirm then check out guest
Guest will be classified as departed and will no longer appear on the pending departure list.

If the stay has been extended, hit the [+] to add an additional night as shown below:

Once reservations have been reviewed, change the query to Pending Departure and click “go”.

You should see the message that “No records meet your criteria. Please change your criteria and search again.

Step 2 - Arrival List

Click on the “All Arrivals” tab to view the expected guests list.
To check guest in, click on their name and then “check in”.
Also,

Update room assignment if this step has not been previously completed.
Make sure guest credit card has been authorized and or payment captured prior to check in.

Or update guest status as needed by selecting the appropriate action.

“No Show” or “Cancellation”.
Based on policy settings, you may be asked, “Do you want to post No Show Fee?” or “Do you want to post Cancellation Fee?”
If payment is expected, you must remember to click “pay” and “process” on the folio to collect it.

Step 3 - Account Balance Guest
To run account balances nightly, go to “Reports”, and then “Account Balances”.

Click on “go” after selecting the correct business day audit is needed.
Under “Past Stays”, review all guests’ reservations.

Each reservation balanced should be reviewed and cleared.
Process credit card payments as needed.
Process payments with house account as needed.

Step 4 - Posting Night Audit

Click on the “Night Audit” module
Select the date for the audit and click on “go”.
Click on “Daily transactions”.

Verify all “Pending” transactions

Select all items, red clock means items are pending.
Select “Post” and only administrative users will be able to make changes.
Continue to post if there are additional pages under current items.
Continue the steps for the “Prior” and “Voided Items”

Print the Night Audit Summary Report

Select item status: “Posted” and “Void”
Click the Printer Icon
All items posted will appear with this icon [->]
Items cannot be voided
Message will indicate: You cannot void the selected item(s) as it has been reported in an audit period.
Only an Administrator can make changes
click on a line item and select “rollback status”
Click on “Continue”

Period is Open