ABC Hotel - Night Audit Training Manual

The main audit duties are to balance the hotel audit, complete the nightly computer backup, and run various reports. In the absence of other department staff, night audit will assume their duties. These will regularly include front desk duties, ie. checking in and checking out guests, bellman duties, and valet duties. Audit is also required to deal with any guest complaints or concerns. Depending on the situation, deal with the problem, or notify the appropriate person, ie hotel security for a noise complaint. If you cannot deal with the situation yourself, notify the audit supervisor, and in his or her absence, the senior auditor.

REPORTS

Many of the reports can be run immediately.

FD57 - ARRIVALS REPORT

3 for next day. These go to:

Front Desk
Sales
Catering

2 for 2 days ahead. These go to:

Sales
Catering

RS52 - ROOM AVAILABILITY

1 for next day.

Front Desk

RS27 - ROOMS BLOCKED BY DATE

1 for the following 6 days.

Front Desk

RS54 - GUEST LIST BY DATE

1 for the next day.

Sales

FD58 - DEPARTURES REPORT

1 for the next day.

Front Desk

AD35 - ADVANCE DEPOSIT LEDGER

This can be run once all deposit reservations have either arrived or the deposits have been transferred off the reservation. Check in RS22 for any arriving deposits before running. When it's getting late, transfer the deposits off the account in AD01 to the REFUND account.

This report goes into the main Audit.

NA04 - TRAVEL AGENT COMMISSIONS

This generates the commissions. Once they are generated, print:

NA57 - TRAVEL AGENT COMMISSIONS

2 - one to central reservations, one to main audit

The following reports are done at various times throughout the night.

NA58 - PHONE CHARGE DISCREPANCIES

This is run after the FM5000 is turned off. This must be done before nightly shutdown but cannot be run at the same time as room and tax as it could cause room and rtax to error out. Type in NA58. Print charge discrepancies? Y RETURN. It will generate and then print. After it is finished printing, it will ask to print administrative calls? F2 to exit and F2 to remove old records from the memory.

FM5000

To turn off the FM5000: "SELECTED REPORTS", "23", "ENTER", "24", "ENTER", "SELECTED REPORTS" The FM5000 is turned on after Close of Day has been run the next morning. To turn on the FM5000: "SELECTED REPORTS", "24", "ENTER", "23", "ENTER", "SELECTED REPORTS" When the amount of memory used for the phone machine is getting high, the phone machine will automatically run the Account Code Report. If it is not on automatic, we run the Account Code report when the memory is at 45% or greater. Shut off the FM5000 and run the account code report by pressing the button marked ACCOUNT CODE. The report will take a few hours. Whether we run it or it is on automatic, the SAVE and ERASE lights will flash when it is done. Choose ERASE, then CONFIRM. Repeat for the Summary data as well. The FM5000 is not always turned back on before a guest checks out in the morning. If a guest has made phone calls that are not yet posted to the account, press SELECTED STATION and the room number, such as 1024, or 7724 for 724, PRINT, then SAVE and CONFIRM. This will print up the phone charges for a room while keeping the call in its memory.

OTHER REPORTS TO RUN

When there are only a few arrivals remaining, run an arrivals list (FD57) and a vacant/clean list (HK51) for the night.

NA03 - CANCEL NO SHOW RESERVATIONS –

to cancel all remaining reservations for the day.

NA06 - POST ROOM AND TAX –

to post room and tax to all the rooms. If someone checks in after Room and Tax has been run, then it must be run again.

NA11 - PROJECTED ROOM REVENUE

This is used to balance room charges. Once Room and RTax are balanced, this goes to the Front Desk Supervisors.

NA33 - PACKAGE PLAN

2 copies, one to the hotel audit, one to Front Desk supervisors. This is used to balance PKRM, RDMS, RTAX, PARK, BATH On the last day of the month, another one is printed for Assistant GM

NA41 - DEPARTING GUEST FOLIOS

First, change the hotel date to the next day in MF63. Then run the folios in ROOM NUMBER order. When it asks you if you would like to run IN HOUSE GUEST FOLIOS as well, unless we're having major computer problems where we anticipate being down for many hours, we don't. RETURN past this selection. Once the folios are printed, they go to the switchboard operator who prepares them for guest services to deliver in the morning.

NIGHTLY SHUTDOWN AND BACKUP

PREPARING FOR NIGHTLY SHUTDOWN

There is a nightly computer shutdown for about 1 1/2 to 2 hours each night. Be sure to have the following prior to shutdown:

NA55 - TRANSACTION DETAIL BY HOTEL

This is a printout of all posting to the point of printing and is useful in finding errors when balancing.

NA56 - TRANSACTION SALES SUMMARY

It has all the totals which we balance to.

FD59 or CA54 - ACCOUNT BALANCE BY ROOM

This can be run using either command. It lists all guest room balances up to the point of running it. It is necessary to check out a guest while the computers are down or if a computer problem occurs later on.

NIGHTLY SHUTDOWN AND BACKUP

Shutdown is usually at about 2 am Sunday through Thursday nights. Friday and Saturday nights shutdown is at 3 am. If any of the properties need it extended, they will contact us. Send email to all the properties reminding them of time of shutdown (EM04). MF94 - Release ghost tasks. After each ghost task is listed, type in R, then RETURN.

MF91 - TO SHUT DOWN THE SYSTEM.

RETURN, type in SHUTDOWN. It will ask how many minutes until shutdown. Generally, 1 to 3 minutes is used. After shutdown is completed, you must put a tape in the tape drive on top of the CPU in the computer room. Then hit the "Reset" and "Enable" buttons simultaneously.

In the next minute or two, the computer will show various messages on the top of the computer screen, including "searching for bootable media", "fixed winchester", and finally the time on the screen shows as being different from the time displayed when shutdown took effect. After the computer has rebooted, hit "CTRL" "Z" simultaneously on the CPU terminal.

The "Reboot Logger" will appear. In this case, chose 1 "Reboot for daily backup", then F1 to logoff. Record which tape you are using on the backup sheet, indicating also the date, the time going down, and when the computer is back up, the time it's up. Also indicate what is being done, such as backup, FPACK, and an availability rebuild.

If you're doing backup (NSAVE) from the computer room, when the cursor moves to the bottom of the screen, type in BACKUP, press RETURN.

At the bottom of the screen, it will say "Preparing to backup all drives". Press RETURN again, and that message will disappear, and in the middle of the screen, it will say "initialization in progress."

After a couple of minutes, the message at the bottom of the screen will show "Backing up all drives, this will take a while." If doing backup from the back office, hit CTRL and Z simultaneously and the sign on screen will appear.

Punch in your passcode, go to MF91, press RETURN, and type BACKUP at the bottom of the screen. It continues the same as above.

When backup is done, the message "REMOVE DVCR TAPE, HIT (ACTION) AND HAVE A COFFEE" will show up. Press RETURN and it will automatically continue to do the FPACK.

When it is completed, the line at the bottom of the screen will say "DONE!!" At this point, go to the computer room and log on. Remove the tape from the tape drive and record the time the computer came back up onto the backup sheet.

Once you are logged on, go to MF93 to restart the ghost tasks. Then, on the other terminal in the computer room, hit CTRL and Z, then hit F4 for the sender message.

AFTER BACKUP

Remember to check into the computer any guests that may have checked in while the computer was down. Then run room and tax again and print the necessary reports for balancing. These reports are usually run after nightly backup is done.

HK52 - HOUSEKEEPING REPORT

1 copy (HK52 "return" "return" Y "return")

HK55 - MAID STATION REPORT

(HK55 "return" "return") Both of these go to Housekeeping. Both are run on the next day. Go into MF63, change terminal date, to change the date to the next day.

NA31 - MANAGER'S STATISTICS REPORT

7 copies, 1. General Manager 2. Assistant GM 3. Front Office Manager 4. Senior Front Desk Supervisor 5. Sales 6. FD Supervisor 7. Hotel Audit

NA51 - NO SHOW RESERVATIONS –

5 copies 1. Central Reservations 2. Group Reservations 3. Assistant GM 4. Sales 5. FD Supervisor

NA52 - RATE DISCREPANCIES REPORT –

2 copies 1. FD Supervisor 2. Central Reservations - this one we review. See below.

NA52 - RATE DISCREPANCIES REPORT

mark all share-withs under column labelled "variance amount," highlight any amount of $40.00 or more check for reason of variance on the report. If it is a quoted, corporate, preferred corporate, comp, or house rate, highlight QTD, COMP, HOUS, SPC, PCO, COR, or BUS. Or, there may be something in the remarks field, such as "Per GM" or "upgrade/no stws". check the computer for any reason. In the company name field, for example, it may say "discount days" or "ESSO", or the electronic notepad may say something. check the bucket. The registration card may say upgraded. Check the room type imprinted on the registration card versus the room type they are actually in. They may have been upgraded or bumped.

FRONT AUDIT

The front audit balances all transactions from departments such as Banquets, Group and Central Reservations, Accounting, and Front Office. Open all audits and separate into individual piles for each trancode. Look for any errors that may need to be corrected, slips not filled out correctly. Ie., LCPH charges of $0.51, PARK adjustment of $2.53. Run a tape total of all adjustments and postings and balance this to the NA56 - TRANSACTION SALES SUMMARY. If something does not balance, first check your tape for any adding errors. Then check for missing adjustment/posting slips, either in the computer under NA21 or on the NA55, and write up what you find or correct the mistakes.

BALANCING

Some totals are taken directly from the NA56, such as CASH, CHQE, BATH, CCCM, PASS, and TACM.

CREDIT CARDS:

All credit cards are balance straightforward. In the case they do not balance, check the adding on the tape. If that matches the credit cards, then the problem is usually an incorrect amount written on the credit card or a missing credit card. Check all credit cards off the NA21 or NA55. This step can be taken for any tape total that is out prior to making changes.

BNQT/GRAT:

Add the subtotal amounts from the banquet bills for the BNQT total, and any gratuities for the GRAT total. Balance these totals first to the Banquet recap sheet, and then to the computer total.

BOX:

When a tour orders a box breakfast, the food portion is posted the same as a banquet bill with the banquet bill going onto the banquet recap sheet with all the other banquet bills. However, with box breakfast, the gratuity is posted as BOX, not GRAT. On the recap sheet, indicate the BOX as such. When totalling the GRATs, do not include BOX in the GRAT total, but rather indicate a separate BOX total with the other totals.

CHIT:

These are House Cash Paid Outs. They are normally used for supplies, postage, etc. for the front office and should be posted to account 300001, MISC DISBURSEMENTS. Chits are also used for tips owed to servers from the food and beverage outlets. Then use account 300004, TIPS OWED. Always check that the CHITS and PDOTS are posted correctly as they are sometimes mixed up. If your total doesn't work, this may be the case, and you should correct it to the right trancode.

DYRM:

This is a dayroom charge and is always $60.00. It is used when a guest is here a short time only, and is also used as an extra charge on top of Room/Rtax in cases where the guest checks in very early or checks out very late from the usual times. It is important that this charge is posted as DYRM and not ROOM as there is no RTAX included on Dayroom. Check the ROOM/RTAX adjustments as you total them for any to be changed to DYRM.

FAX:

This is for a facsimile sent out for a guest. The charge includes a charge per page ($1.50 for the first page and $1.00 every page thereafter) and the long distance amount. Often, this is mistakenly posted as MISC.

LCPH & LDST:

Both of these are balanced in the same way. It is important that the adjustments be posted correctly (ie, to the right trancode). A LCPH charge for anything other than a $0.50 increment is wrong. Either a wrong amount was posted or it should have been LDST . These are totalled like other charges, ie. run a tape total for any manual postings and adjustments. Then, after the FM5000 machine has been turned off, run a NA02 (AUDIT CLERK TOTALS) for CALL ACCOUNTING. This will give you LCPH, LDST, and GSTF totals for all calls posted directly to the Conect system. Use these totals in conjunction with the adjustment totals to balance to the computer amount.

MINI:

First, check the addition on the mini bar sheets. Sometimes they're added wrong, so it saves time to check these over first.

Next, add up all the total sales from each floor on a tape.

Next, add up all liquor, misc., domestic beer, etc., by type and enter the totals on the mini bar recap sheet.

Then total the mini bar sheet to double check.

Take your manual total minus the computer total to give you the overage/shortage amount. This amount is then posted to the minibar O/S account (300010). The total on the mini bar sheet will then be the amount that should balance with the computer total.

If the overage/shortage is a large amount, scan through the mini bar postings for any unusual postings. For example, if the computer total is much smaller than the mini bar sheet total, check the mini bar sheets to see if all charges have been highlighted to indicate they have been posted. Also check to see if there have been any large negative amounts posted to MINI.

If the computer total is much larger than the recap total, scan for large amounts, checking if something was misposted. For example, if the mini bar charge to a single room is $120.00, it would be worth comparing the mini bar amount for that room to the posted amount.

Occasionally you may receive an adjustment slip for a negative mini bar posting if a guest disputed the charge. This in incorrect and needs to be changed. It should be a TRCR on the guest account for the amount disputed including the GST and should be TRCR to Mini bar over/short, account 300010.

PACK, PKRM, RDMS:

These amounts are all taken from the NA33 - PACKAGE PLAN REPORT after room and rtax has been run.

PARK:

This is for valet parking and is charged every night. Valet's will give their control sheet to the S/B operator at the end of the shift. The control sheet lists all cars currently in valet parking. S/B checks each charge to see that it has been posted from a ticket (ie guest arrived that day) or needs to be posted (ie. previous guest - 2nd/3rd night charge). The guests are not charged after 3 nights. Count the number of tickets, plus the indicated amount from the control sheet plus any adjustments to balance PARK.Some of the packages include PARK as part of the cost. If you're out, check the NA33 for any PARKcharges.

ROOM/RTAX:

It is useful to balance all adjustments before you run room and rtax (NA06). Before doing so, the amount showing for ROOM/RTAX is for adjustments only. If you balance these first, if ROOM/RTAX is out, you can find the problem while there are still only just a few postings to look through. If you balance before ROOM/RTAX is posted, then if it is out after, you'll know it's some kind of a computer error. To balance, you will need your adjustments, an NA11 - PROJECTED ROOM REVENUE, and an NA33 - PACKAGE PLAN REPORT to balance.

ROOM

Add the ROOM amount from the NA11 to the ROOM amount from your adjustment slips.

RTAX

Add the RTAX amounts from the NA33 to the NA11 with the RTAX amount from the adjustment slips. If it doesn't balance and you know the adjustments are correct, it is a computer posting error. Scan through the postings in NA21 looking for anything a little strange. Sometimes, the computer will post a multiple of times to one room or will post the incorrect amount to the room. If either is the case, then either modify the posting or zero out the extra postings. If you cannot find it upon a quick glance, then compare the NA11 to the NA55 for every room. Occasionally, the computer posts a multiple of times to a nonexistent account, ie on the NA11, a guest's name will appear at the top of the report with no room number associated with him and there may be 8 or 12 postings beside his name. Even though the room and tax balances, these postings will need to be zeroed out. Then, when calculating room and tax, these should be taken into consideration.

SPEC:

Take the total number of spec tickets, subtract the number of adjustments, and multiply by the amount of the spec charge.

If the total is out by a multiple of the spec charge, then either a ticket wasn't posted or was double posted, or you are missing an adjustment slip.

If the SPEC total is out an odd amount, then either a ticket was posted by the wrong amount or a charge was posted using an incorrect trancode. Scan the NA21 for an amount other than the spec charge amount. In the case you have all adjustments and it is not an incorrect amount or incorrect trancode, then cross off ticket numbers in order. If it turns out to be a ticket that wasn't posted and you don't have the ticket, then you will have to compare the NA55 to the spectravision movie sale summary report, room viewing detail.

The spectravision reports will print automatically at 4:45. After the reports print, there will not be any more spec tickets. Once Spectravision is balanced, fill out the Spectravision Daily Movie Report and enter the information into the Spectravision computer. In the main menu, choose 5) Hotel Entries and enter the information. Then put the Spectravision Daily Movie Report with the attached adjustment slips and Spectravision sale summary report and room viewing detail reports into the accounting box. Print another copy of the Sale Summary Report and Room Viewing Detail Report and put it with the Spectravision tickets into the Guest Charges bag.

TRDR/TRCR:

These trancodes are used to transfer amounts from room to room or account. The amounts for each will always be equal. If not, something has either not been posted, has been posted incorrectly, or has been double posted. You may on occasion receive a TRDR/CR for $7.95 for a free movie. With certain packages, we offer one free movie for every two nights they stay. In that case, the amount transferred should be $8.51, the cost of the movie including GST, and transferred to 300020, special packages.

VALT:

These are laundry charges to guest rooms. If the amount is out, someone may have accidentally posted a PARK to this trancode. Housekeeping photocopies the control sheet for us for all guest charges. Check each room to see if the laundry charges have been posted. If they have not, post and highlight that charge on the control sheet. Add that in with the other laundry charges.

BACK AUDIT

This includes all Food and Beverage outlets: Cafe ABC, Dining Room, Lounge, and Room Service. The back audit involves running reports on the remanco computer, changing the date for the next day, balancing the sales summaries for each server, and balancing the total sales for all servers in each outlet to the food totals for each outlet.

REMANCO

The Remanco is a menu driven system. Read the menu to figure out where to go.

CLOSING THE HOTEL

On the main menu, choose "Close ABC Hotel"

Check to make sure all checks are closed. There may be a check that needs to be closed by audit. However, make sure outlets are closed and servers are finished before closing opened checks or signing and clocking out servers. For example if a check belonging to Cafe ABC has not been closed and it is 12:30, you know no one else is going to close it since the outlet closed hours before. If so, we must close it before we can close the hotel. Go to the Remanco machine in the Lounge and close the check.
Clock out any servers with an asterisk beside their name in menu item 3 - Clock out Servers. Once all servers have been clocked out, go to the Lounge and sign out any remaining servers.
Once all servers have been signed out, follow the order on the screen, going next to 6 - Clearing the Buffer. Then run the reports. After running each of the A, B, and C reports, press the on button, put the paper on line, press the on button again, and start the next report.
Once the reports are all done, Shutdown ResMan, then Exit out. The computer will ask you if you would like to delete yesterday's file. Say Yes then type in "delete".

OPEN THE HOTEL FOR THE NEXT BUSINESS DAY

In the main menu, choose "Open ABC Hotel"
Check the time and date, making any necessary changes. Then open for new day. Insert disk labelled as the instructions on the computer screen indicate.
Prepare the disk for journal file? YES, then type in PREPARE
Start warm save? YES. When it asks for an amount, press enter. It will default to $300.00.
After the hotel has been opened for the following day, we want to shutdown the link between the Remanco and the Conect. This allows servers to use the Remanco system the following morning without interfering with the Hotel's transactions of the previous day.
Nothing will be posted on the Conect by the Remanco.
To shutdown the link, in the main menu, choose MANAGEMENT FUNCTIONS, then EVENT MANAGEMENT, then BEGIN/END LINK. Press E to end the link. Later, after change of date on the Conect has been done, we'll begin the link.

PULSE REPORTING

Next we run the pulse reports, which is the server sales summary for every server on the Remanco that used his/her key that day. In the main menu, choose PULSE REPORTING. Print by "Settlement" server. When entering the file name, check for a B, C, D, etc file as well, until it shows "File Not Found."

CLOSING REPORTS:

Next we run the closing reports. In the main menu, choose CLOSING REPORTS. This set of reports includes the sales for each time period in each outlet, ie Cafe ABC breakfast, lunch, afternoon, dinner, evening, and finally the summary, which has total sales. It breaks everything down into categories, such as food, liquor, wine, beer, and exclusive tax, which is the GST.

MISCELLANEOUS REMANCO INFORMATION:

When signing out servers, if it shows up "Summary not Printed", sign in the Audit Key, #251, by doing "251N1" "Sign in/out". Then, to print the summary, key in "server number" "20N" "print check".

If bill is not closed, sign in the audit key, then key in "bill number", "open", "1" "pay" (1 being cash) "Y" "pay". Then lift the remanco key.

To void an item, key in "check number", "blank" key, "0", "blank" key, hit "display" until the item to be voided is showing, then "8" "void" "Y" "void". The 8 indicates it is a server error, so void will not affect inventory, indicating item has not been made yet. If the item was already made, such as the guest changed his mind after it was ordered, then it is a "3" void. If it's a guest complaint, then it is a "2" void.

To void a check, key in "check number", "82" "pay" "Y" "pay". It voids every item on the check and is faster than voiding the check item by item.

To transfer or change payment method, such as a bill was closed to cash but should have been a room charge, key in "7" "cash" "server ID number". It will ask from payment method? key in cash "1"to payment method? key in room charge "8".

Area Department Table Range

AREA	DEPARTMENT	TABLE RANGE
A	Lounge	1-99
B	Room Service	400-1250
C	Dining Room	100-199
D	Cafe ABC	200-299
E	Mini Bar	1401-2299

Department Printer Terminal

DEPARTMENT	PRINTER	TERMINAL
Back Office (Default)	1	1
Switchboard (Error)	2
Lounge (North)	3	3
Lounge (South)	4	4
Dining Room (Kitchen)	5
Room Service	6	6
Dining Room (Bar)	7	7
Cafe ABC (Kitchen Hot)	8
Cafe ABC (Kitchen Cold)	9
Cafe ABC (Bar)	10	10
Cafe ABC (Cashier)	11	11
Cafe ABC (South)	12	12
Cafe ABC (North)	13	13

PAYMENT METHOD

Cash
American Express
Mastercard
Visa
EnRoute
MallWorld
Diners Club
Room Charge

BALANCING

Use "Department Recap" sheets. Separate the audit bags into each of the different outlets. We balance one audit bag at a time, usually finishing one outlet before moving on. Start with the a.m. servers first, finishing with the p.m. servers. Open one audit bag and separate the contents into credit cards and room charges, balancing according to the server sales summary. On the department recap sheet, indicate on the top of the sheet which department it is for. Then write down the server number, name, and total sales in the appropriate places.

CREDIT CARDS:

Add up all of the visa's, comparing your total to the visa total on the sales summary sheet. If they match, write down the total in the appropriate spot on the recap sheet. If it does not match, double check your addition, checking for errors on the credit card slips as you go. You are making sure it is not your error. If it still does not match, record your total on the recap sheet and beside the total on the server summary sheet, crossing off the original total, but not obliterating it. Do this for all of the credit cards.

ROOM CHARGES:

Separate the bills into different room charge types. 600000 series accounts are added in with guest room charge, ie Rm 814, bills. Any account charges, such as 600428, 603204, or 400545, from Food & Beverage outlets get photocopied twice, the copies going to Shawn Panas in Accounting in our audit. The originals go with the other room charges into the guest charges bag. All the 300000 series are separated into separate categories, such as 300053, 300025, 300020, which will hereafter be referred to as 3/53, 3/20, etc. As you separate the bills into each of the room charge types, check to make sure the bills were closed correctly. If a bill was closed incorrectly, then it must be corrected on the Conect. Add each of the categories up, writing the totals onto the recap sheet as you go. Once you have totals for each of the different categories, add up all the room charge totals, seeing if it matches the total on the sales summary sheet. If it does, record the total in the column labelled Room charges total. If it doesn't match, go over all of your addition, looking for possible errors.

PERMANENT ACCOUNTS (300000 series)

3/17 - duty meals
3/18 - promo account (meals)
3/19 - promo
3/20 - special packages
3/24 - dining room in-house coupons
3/25 - dining room entertainment coupons
3/28 - dining room ALM cardholder's discount
3/30 - resort gift certificates
3/51 - Cafe ABC ALM cardholder's discount
3/52 - Cafe ABC in-house coupons
3/53 - Cafe ABC entertainment coupons
3/55 - lounge in-house coupons
3/60 - special rates and favours
3/65 - seniors discount

Once the room charges for the server are balanced, take the total sales and subtract the total room charges to find the cash and credit card total. Record in the appropriate column. Using the cash/cc total, subtract all the credit card totals for the server to find the cash total. This total should balance to the "cash owed" total on the server summary. If so, record on the recap sheet. If the totals do not match, take into account any changes made to cc totals or room charges that would change the cash owed amount (ie the server didn't close a $2.00 tip on a bill, therefore the cash owed total should be $2.00 less). Continue with the same procedure for the remaining outlet servers. Next, total all columns on the recap sheet and double check adding, using the same procedure as for and individual server. Continue with next outlet. After all outlet recaps are done, label a new recap sheet as "clearing". For the clearing, using all balanced recaps, add the totals for CASH, all CREDIT CARDS, TOTAL ROOM CHARGES, and TOTAL SALES. Double check adding as follows. Cash + CC + R/C = Total Sales.

FOOD SALES

These totals are taken from the remanco reports, using the particular outlets' summary food totals. The total food sales should balance to the total sales on the recap. Record food, wine. liquor, wine, and gst totals.

BALANCING PROBLEMS

Always note the amount of outage when trying to balance. This amount may ring a bell, ie tip amount, cc amount, etc. Check the number of bills or cc received in the audit against the number indicated on the server summary. A bill or cc may be missing. Make any corrections on the server summary, and on the bottom of the recap sheet, ie Server #10, missing visa for $20.00, or #232, bill #18 closed as cash s/b R/C.

To balance the recaps to the Conect system, view the current totals in NA23. Add the outlet total, gst and tip for each outlet, ie CAFE + GSTC + TIPC.

This total should be the same as your total room charges on the recap. If so, enter totals in the computer in NA07.

If the room charges do not balance, again note the outage, which may ring a bell. A bill may not be posted, or may be posted incorrectly. There are a number of ways to find the errors.

View the room charges in NA21, looking first at manual postings, and comparing the amounts posted to the bill received. Using FD21, Guest Inquires, view the charges for a particular guest room to see if a bill was posted. Correct the discrepancies.

At times, the errors will not be found easily by viewing in the above manners.Using the NA55, check off all bills to find the errors, and correct accordingly.

When all outlets are balanced to the Conect system, print two AR51 - DETAIL CITY LEDGER. Print all accounts? 'N', 'RETURN', 'RETURN', account type? 'MISC', 'RETURN', 'current date', 'current date'. One copy goes to shipping and receiving.

Run tape totals on the permanent account bills balancing to the AR51. Send bills along with report. Second copy goes in main audit.

Highlight any errors made by the server, or missing backups. ie bill closed as $55.63 when gift cert amount is only $50.00, or no coupon received for a bill with $17.95 closed to 3/25, dining room entertainment.

INCOME AUDIT

Enter all department totals - BANQTS, CLEAR, DINING, ABC, LOUNGE, MINI, ROOMSV, in IA01, Income Audit Journal Entries. When the income audit is entered, print IA52, Income Audit Trial Balance. This ensures that the department totals balance to the clearing. At the bottom of the report it will say BALANCED or OUT OF BALANCE. Correct errors, and print the trial balance again until it says BALANCED. Then print the Income Audit Journals, IA11. Things to note:

CLEAR

Cash and credit card totals are entered in both columns. Total R/C and total sales are not included.

MINI

Beer and Imported Beer are added together. The IA52 and IA11 go in the main audit.

AR51 - DETAIL CITY LEDGER

FRONT:

"Print entire ledger?" N, for GIFT only. Run on today's date. This is for some gift certificates and direct bills. With the gift certificates and direct bills attached, this goes into our audit. There may also be some gift certificates from the back audit that go with the Gift detail ledger.

BACK:

Print for MISC only, two copies, also on today's date. Separate all promo's and gift certificates into account numbers, ie 300018, 300053, etc. You may need to get a gift certificate on your AR51 from the front audit. You can recognize it because it will say BILL on your AR51. If so, get it after the front auditor has balanced those gift certificates. Also, for account 300020 - Special Packages, you will need to run a folio for all TRCR's for free movies. After printing the folios, highlight the transaction on the AR51 and add it in with the other bills for that account. Run tape totals on each, and compare to the total for that account on the ledger.

One copy goes with the promos and gift certificates to Shipping and Receiving, the other copy goes into our audit.

AFTER BOTH AUDITS ARE BALANCED

Run the NA53, Detail Guest Ledger, and the NA54, Transaction by Employee. Both go into our audit. When the Ledger is past checked out guests and tours, we can change the date (NA05) and start posting. Once the date is changed, it can't be changed back so be sure everything is balanced and everything necessary is printed.

Print a final copy of the NA07 with all totals entered and the NA56. These go into the main audit.

Go into NA02 and print up shift audits for everyone who is not balanced. After printing the NA02's, plug the totals back into NA02 to balance each person's audit.

Photocopy all Room and Rtax adjustment slips and put the photocopy into Pat Fernet's box.

Take two audit bags and on one print GUEST CHARGES and on the other AUDIT BAG with today's date on both.

Into the Audit Bag go all adjustment slips, chits, pdots, and trdr/trcr's. Into the other bag go all guest charges, including laundry slips, mini bar sheets, spec charges, parking tickets, and remanco room charges.

CASH RECONCILIATION SHEETS AND CASH SIGN IN SHEET

One for the front, one for the back.

FRONT:

Use the memo totals on the clerk audits. Then add them and the total should balance with the memo total on the NA07 - END OF DAY AUDIT. If it doesn't, look for missing audits in NA02 or incorrect memo amounts (ie, we don't have the current audit totals.)

BACK:

By department, use the cash totals for each server. Balance to the clearing sheet. When both are balanced, add the back total on the front cash rec. sheet to get the G/L (general ledger) total.

CREDIT CARDS:

Taking the credit cards from the back and front audits, add the visa's together, the mcrd's together, etc., running a tape total for each credit card type. On the front of a cash bag, write down the totals for each of the credit cards and then add them up for a grand total. In the back room, on the cash drop sheet, write down NA for department, your name, and the amount of the credit cards and drop them into the safe.

CASH RECONCILIATIONS/CASH DROP SHEET:

Photocopy each of the cash rec sheets and the cash drop sheet. The photocopy goes to the audit files and the original goes into the Cashier's box with the NA12, printed after Close of Day is run, making sure they balance.

MANUAL REVENUE REPORT

This is all our actual daily totals, month to date totals, and last year's month to date totals for reference. Things to note:

ROOM: includes room charges (ROOM), package room charges (PKRM), dayroom charges (DYRM), and any other room adjustments for packages (ie THE1, ROM1, FAM3, etc.) MISC: includes MISC and FAX TELEPHONE: includes LCPH and LDST BANQUETS: misc section on revenue report includes room charge and all misc. charges. Food Sales: includes food and pop Beverage Sales: liquor, beer, & wine MINI BARS:

Misc: includes the service charge and miscellaneous Food: includes food and mineral Beverage: includes liquor, wine, domestic and imported beer.

None of the totals on the revenue report include the GST, therefore this must be subtracted from the food and beverage outlet totals before entering them on the revenue report.

Again, Beverage includes all liquor, beer, and wine. Next, add all of todays sales to yesterday's month-to-date sales for current month to date sales. Total all columns and make sure they balance. For the rooms and occupancy area, use the NA31 - MANAGERS STATISTICS REPORT. The daily totals are straight from the report.

Month to date totals are todays totals plus yesterday's month to date totals. % double occupancy is obtained by dividing the number of guest by the total occupied rooms, and subtract 1 from that answer. % occupancy is obtained by dividing total occupied rooms by total rooms. Average room rate is ROOM total divided by total occupied rooms.

CLOSE OF DAY

When the ledger is completely done, we can Close the Day (NA08). Send EM to all the properties to let them know you are Closing the Day. In order to run Close of Day, NA07 must be balanced and the income audit must be printed. It usually takes about ten minutes, except for the last day of the month, which is considerably longer as it updates the month to date totals. After COD is done: Reports to run:

NA12:

General Ledger. "D" detail, "F" front, "yesterday's date" for both begin and end, "2102", "2102".

NA32:

Daily Revenue Report - 2 copies. One to FD Supervisors, one in our audit.

IF CLOSE OF DAY ERRORS OUT

If close of day errors out,several steps must be taken before Close of Day can be attempted again. First, go into SM07, REMOVE N.A. POSTINGS. Once this is completed, go into SM06, REBUILD AUDIT TRAIL. Once that is done, the totals from the NA56 must be entered into NA07 again. Then, do Close of Day again, NA08. Remember to enter the shift audit totals into NA02 again. Since an audit trail rebuild was done, all the shift audits must be rebalanced. Also, write the Computer Technician a message telling him what the Close of Day error message was.

PHOTOCOPIES

REVENUE REPORT - 12 COPIES

General Manager
Catering
Assistant General Manager
Shipping and Receiving
Group Reservations
Kitchen
FD Supervisor
Sales
Audit
Food & Beverages Manager
RMSV
It also gets faxed to Triple five Head Office.

The original goes to our audit files.

CASH RECONCILIATIONS/CASH DROP SHEET

1 copy - to audit files. Original goes to Cashier with the NA12 (make sure they balance)

CLEARING

2 copies - 1. Shipping & Receiving 2. our files

FOOD AND BEVERAGE RECAP SHEETS

(Cafe, Dining room, Mini bars, Banquets, Lounge, and Room Service) 3 copies 1. Shipping & Receiving 2. our files 3. one to each individual department All originals into the Audit

OUR AUDIT SHOULD CONTAIN THE FOLLOWING:

NA57 - Travel Agent Report
NA33 - Package Plan Report
NA32 - Daily Revenue Report
All original department recaps
AD35 - Deposit Ledger
NA56 - Hotel Sales Summary
NA07 - Hotel Audit
NA53 - Detail Guest Ledger
NA54 - Transaction Detail by Employee
Remanco Voids Report with voids attached
Banquet Bills
Remanco Chain Reports
Manual Revenue Report
Direct Bills
AR51 - GIFT with bills attached
AR51 – MISC Shift Audits
600000 bills to Accounts Receivable Clerk

MISCELLANEOUS INFORMATION

REBUILD HOTEL AVAILABILITY - SM02

We run this program 2 or 3 times a week to correct any problems with availability. When doing the availability rebuild, write it down on the backup sheet in the computer room. Then run the following reports:

FD23 - HOUSE STATUS

For today's date.

RS59 - HOUSE COUNT FORECAST

For today's date to two months from today.

RS52 - ROOM AVAILABILITY

For today. Let all the hotels know you are running the availability and let everyone at our hotel know they cannot access FD, CA, HK, RS, PH, until the first part of the availability is run. Then go into SM02 and you will be asked if you want to continue with the availibility. Press Y "return". It will remove blocks.

Once the first part is finished, it will say at the top of the screen that you may resume normal functions, but additional usage will affect the amount of time taken to complete the program. The rebuild is not yet complete.

The program may say at some time "group block missing", press return to continue.

Once the availability rebuild is complete, run the same reports for the same time period as above. Mark them "before rebuild" and "after rebuild" and put them into the Computer Technician's box.

REBUILD AUDIT TRAIL

SM06

When attempting to balance transactions, you may run across a situation where you have all the transactions, but when you add them up, it doesn't match what the computer says the total should be. It may be a problem with the cashiering ghost task. Sometimes an employee posts something, the computer doesn't "take" it, the employee reposts it, and even though the actual posting only shows up once, both postings will be included in the NA56.

An audit trail rebuild must be done to force the other posting to show up. Then, you can determine if it should be nuked.

When an audit trail rebuild is done, it removes all postings and then reposts them. So, after it is done, all employee shift totals will need to be re-entered in NA02, EMPLOYEE SHIFT AUDIT. Also, any totals that were entered into NA07, ENTER AUDIT TOTALS, will need to be re-entered.

UNBLOCK ROOMS

SM03

When making a reservation, blocking rooms, or checking someone into a room, it may say "room blocked for 060291". When checking under RS25, BLOCKED ROOMS BY DATE, you may find there is no one blocked in that room for that date. It may be a ghost block, meaning that room is not blocked for that date, but for whatever reason the computer thinks it is. Go into SM03 - UNBLOCK ROOMS and unblock that room.

CANCELLED RESERVATIONS

RS58

Reservations belonging to people who have checked into the hotel are transferred automatically to Folio History the morning after they check out when Close of Day is run. For those reservations that are cancelled, they stay in the reservations system until they are transferred to folio history. We transfer them to folio history to speed up the time taken for backup and for rebuilding hotel availability. We keep the last 2 to 2 1/2 months of cancelled reservations in the reservations system and transfer only those cancelled reservations that are older than that to folio history. Go into RS58, CANCELLED RESERVATIONS. It will ask from what date to what date. Consult the Cancelled Reservations sheet to see the last date it was run until. Type in that date and a date approximately two weeks from then. We do about two weeks at a time because the program takes progressively longer with a greater period of time inputted. Then hit return. It will create a print file and will print all the cancelled reservations. When it is finished printing all the cancelled reservations, it will ask if you want this information transferred to folio history. Type in Y RETURN. It will take anywhere from 30 minutes to 1 1/2 hours to run. Once it is finished, it will exit back into the Reservations menu.

BLOCKING ROOMS

When blocking rooms for the Front Desk, print up an arrivals list for the day you'll be blocking for and a Room Blocks List. Look first for duplicate names on the Arrivals list to see if duplicate reservations were made. If there are, check to see if they are NDUP, meaning the reservations were for 2 or more rooms or if it was a mistake. If they are NDUP, then block them beside each other, or as close as is possible. Also block guests staying 3 or more nights, guests with 5 or more people staying in the room, special rates indicating VIP's and packages such as Romantic Rendezvous, and Special Requests, such as non-smoking, a high floor, a child's bed, a room close to another reservation.

CONNECTING ROOMS

all 07's adjoin 09's
all 08's adjoin 10's
all 22's adjoin 24's
all 37's stw adjoin 39's skg} except 4 & 5
all 38's stw adjoin 40's skg} floors

721 Coac to 723 Stw child's bed
632 Stw to 634 Stw
732 Stw to 734 Stw
1033 Stw to 1035 Dkgc sofa bed
617, 618, 619 - common foyer & door
1017, 1018, 1019 - common foyer & door

All 23's have child's bed
01, 02 are large corner suites

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Send email to laurie at laurieashton dot com with questions or comments about this web site.
Last Updated: 2005-07-06 8:21 s l cc gk fh

ABC Hotel - Night Audit Training Manual

Table of Contents

AREA

DEPARTMENT

TABLE RANGE

DEPARTMENT

PRINTER

TERMINAL

FRONT:

BACK:

REBUILD HOTEL AVAILABILITY - SM02