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Copy of Guest Arrival and Night Audit

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by

Fukre Munde

on 20 September 2012

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Transcript of Copy of Guest Arrival and Night Audit

Functions of night audit The Role of the Night Auditor 2. Establishing an End of Day Each hotel must decide what time will be considered the end of its accounting (or hotel) day.
This time is referred to as the End of the Day which is a stopping point for the business day.
Theoretically, it is the time when all Points of Sales are closed.
If this is not possible, it should be the time when all Points of Sales no longer have frequent activities Cross-Referencing Cross-referencing refers to the activities associated with comparing data found from different sources to ensure correctness of the audit.
Some examples of cross-referencing are as follows:
•Compare online posting and / or vouchers against guest, master, non-guest and employee folios.
•Compare Charge Vouchers / Guest Checks against Register Tape or Sales Journal (Z Report).
•Compare room rate postings against Housekeeping Room Status Report and Registration Records / Files. Account Integrity The night auditor shall establish Guest and Non-Guest account integrity by cross-referencing account postings with departmental source documentation.
The Audit Process is said to be complete when the total guest, non-guest and departmental accounts are in balance (i.e. Proven correct).
An Out of Balance position exists when the charges (debits) and credits posted to guest and non-guest accounts throughout the day do not match the charges (debits) and credits posted to the departmental revenue sources. If the audit is not in balance, the Night Auditor shall thoroughly review:
•Account transactions
•Statements
•Vouchers
•Support documents
•Departmental source documentation a)Verify posted entries to guest and non-guest accounts
b)Balance all front office accounts
c)Resolve room status and rate discrepancies
d)Review guest credit transactions against established limits
e)Generate operational and managerial reports Tracks room revenues, occupancy percentages, and other standard hotel operating statistics.

• Preapares a daily summary of cash, check, credit card, debit card, gift certificate, and other activities that occured at the front desk.

• Summarizes and reports the results of operations to front office management What to do when Audit is NOT in Balance? Hotels establish lines of credit or credit limits for guests and non-guests. Thoses limits depend on several variables as follows:
•Credit Card Company Floor Limits

•The Hotel’s House Limit

•Guest’s Status or Reputation

At the close of each business day, the Night Auditor shall:
•Identify guest and non-guest accounts that have reached or exceeded assigned credit limits

•Prepare a report about High Balance Accounts to be evaluated by management Guest Credit Monitoring Net Outstanding Balance = Previous Balance + Debits - Credits
NOB = PB + DR - CR 7.Audit Posting Formula The daily transcript is a detailed report of guest accounts that summarizes and updates those guest accounts that had transactional activity on that particular day.

Under the fully automated system, system-produced daily transcript is typically detailed by:
•Revenue center
•Transaction type
•Transaction total 8.Daily Transcript The supplemental transcript is a report of non-guest accounts that summarizes and updates those non-guest accounts that had transactional activity on that particular day 9.Supplemental Transcript The Daily Transcript and the Supplemental Transcript form the basis for a consolidated report [Daily Transaction Report] of front office accounting transactions from which revenue center totals can be checked. In fact, the total of charged purchases reported by the hotel’s restaurant, for example, should equal the total amount of restaurant charge purchases posted to guest and non-guest accounts. How Daily Supplemental Transcripts are used? 1. Non-automated system: under this very system, 4 forms are widely used, which are:

a.Daily and supplementary transcripts
b.Guest and non-Guest folios
c.Front office cash sheets
d.Audit recapitulation sheets Operating Modes 2. Semi-automated system:
• The audit of guest and non-guest accounts is ensured mostly through mechanical or electronic posting machines.
The most important form obtained under this system is the D Card. 3. Fully-automated system:
This very system is the best compared to manual and semi-automated systems.
In fact, this system can be interfaced with point of sale terminals, call accounting systems, and other revenue centers for quick, accurate and automatic postings to electronic guest and non-guest account folios.
This fact enables the night auditor to concentrate more on auditing transactions and analyzing front office activities.
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