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The Night Audit function is a daily audit of all transactions and booking activity for the day.  The Night Audit process reviews and catches any errors, bookings that are missing information for the day, charges Room Rent to each Folio, and then increments the system date. This includes Arrivals, Departures, Unbalanced, and Group Folios.

There is no required time that you must run night audit. Some properties run the Night Audit at the end of day, at night or early the next morning.  Some properties run their property as an Auto Night Audit process, at times they set and this auto-increments the System Date, settles credit cards, may auth arrivals for the first day's rate, and emails any 'errors' to the Property for fixing later.  See this article for a detailed discussion on Auto Night Audit vs manual Night Audit.  And if you wish to auto-batch pending credit card payments/credits, and/or automatically pre-authorize credit cards for the first night's rate for future arrivals as part of your Night Audit process, review the documentation here.

The Night Audit Process starts with a check list of items that must be completed before Folios can be charged and the date incremented. See details of each step below. The last step of the Night Audit Process is to Increment the Date of the System, which appears in the upper, right hand corner of MyPMS. See Page Header.

See video tutorial MyPMS:Night Audit Screen


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Allows the night auditor to lock out all users from posting transactions. While this is not necessary from a system point of view, it can be a useful tool while running reports and troubleshooting audits.  If you are using Auto Pre-Authorizations or Self Checkin, do not turn on the Night Audit 'Lock Mode' as no payment or authorizations can be made while Night Audit Lock is turned on.  if you do leave it on by accident, any guest who attempts to self checkin - with a payment, whips is typical for Self Check-in - will receive a message "You must contact the property to continue your self check-in".

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Clear folios
Clear folios
Clear folios

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Settle Credit Cards
Settle Credit Cards
Settle Credit Cards

If you are set-up with MyCard, then you will see Settle Credit Cards button to click to settle all pending credit card payments and credits, and create a new batch number.  The system can be setup to Require the Settle Credit Cards be pushed in the PMS | Setup area. in order to Increment Date.  This assures that pending batches don't delay beyond one day. Below is a screen shot from a property that uses BOTH  Traditional and EMV MyCard  -  it's clear that this property has pending transactions in all 3: the 2 EMV devices (one named 'east' and the other named 'west') and the Traditional MyCard.  In this case, they'd click all 3 buttons to settle all transactions and then observe the Batch Settlement Report to see the 'credits' and 'debits' settled.

Image ModifiedThere is an option to not allow Night Audit to be complete while any credit cards are un-settled,

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making the completion of Night Audit require that the batch has been settled.  Consider making 'Settle Credit Cards' a part of your Night Audit

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rules by making that a requirement in the PMS Setup area.  But also consider that an EMV device failure could make completing Night Audit 'stuck', so we usually do not recommend this for EMV device customers, as it presents un-necessary stress on the night audit process than can be resolved during the next day's business hours.

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Pre-Auth First Night Rate
Pre-Auth First Night Rate
Pre-Auth First Night's Rate

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