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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 bookings that are missing information for the day, charges Room Rent to each Folio and then increments the system date. This includes Arrivals, Departures and Unbalanced 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.

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.

 

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See video tutorial MyPMS:Night Audit Screen

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The Pass On Log offers a simple tool for 'passing along' reminders to staff and guests, or setting 'reminders' for future needs.

The Pass On Log on the Front Desk displays the title, text preview, date and created by. A Pass On Log will 'appear' on the Front Desk on the 'Show on" date saved when adding or editing the Pass On Log. Each Pass On Log stays on the Front Desk for 3 days until it automatically removes itself and can then be found by either 'searching' for it or viewing it in the Pass On Log area.

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To Add A Message

  • Click on Pass On Log in the Front Desk menu. A screen will appear with a list of your messages and comments. New messages will appear at the top of the list and in the pass on log in the Frontdesk.

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  • Click on Add Message. A new window will open with a message window. Choose today's date or a date in the future. Click Save. The message will appear at the top of the Pass On Log list on the front desk.
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To Add A Comment:

Click on Add Comment next to the message. The comment will appear below the original message.

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A new window will open with a message window. Choose today's date or a date in the future. Click Save. The message will appear at the top of the Pass On Log list on the front desk.

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Search and View all Messages

Use the Search area to search for any Pass On Logs for text in the title and/or Message. The search works on 2 different dates:

  • Show Date - the 'System Datem' date that the Pass On Log was saved to 'appear' on the Front Desk
  • Created Date - the 'clock date' (i.e., the actual day, not the System Date) that the Pass On Log was created or last saved.

Once you have 'searched' for Pass On Logs, you can view a list of all messages and click to Edit one or delete it. Note that the page will only show 50 messages at a time, so click NEXT and PREV to paginate through a selection.

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To Delete a Message

Open any message by clicking on it. Then click delete.

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For a detailed description of the Night Audit procedures, please refer to the section on Procedures, Night Audit.

Each time the Night Audit is completed, an email is generated by BookingCenter,  titled "<SiteID> Charge Folio Results for <SystemDate>" which will be sent to the main email on file in Site Details. This email lists the in-house rooms, guest names, and amount charged to each folio via the 'Charge Folios' process part of Night Audit. This is a good email to have your staff, or accountant, look at each day to make sure all rates were charged correctly to each in-house Guest.

To help you complete the actions required to complete the Night Audit Check an icon next to the action indicating whether it is clear or action is needed. These icons will automatically appear and indicate the action steps to take to complete Night Audit. All steps must have the blue check mark before you can increment the date. A Red exclamation mark indicates that action must be completed.

Night Audit action Icons:

 

Night Audit Screen Examples. See details of each function below.

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Displays Guests to

Check out and Check in

Displays all actions complete,

ready to Charge Folios

Night Audit clear and complete,

ready to increment date.

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