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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 Unbalanced 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.  Image Added
See video tutorial MyPMS:Night Audit Screen |
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Night Audit | Column |
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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. | | Column |
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For a detailed description of the Night Audit procedures, please refer to the section on Procedures, Night Audit. Image Removed See video tutorial MyPMS:Night Audit Screen |
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Night Audit Screen Examples. See details of each function below. Click to enlarge images 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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Night Audit Actions
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| Night Audit Lock |
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| Night Audit Lock |
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Night Audit Lock
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Should be pressed AFTER reports have been run for the day. This will manually increment the system date to show the next day's date on all folio charges and reports. Our system allows the users to decide what date charges are being applied on, rather than using the actual date. This gives the night auditor time to make adjustments to the data on the same day mistakes are made.NOTE:
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| Settle Credit Cards |
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| Settle Credit Cards |
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Settle Credit Cards
If you are set-up with
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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 andEMV 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 AddedThere is an option to not allow Night Audit to be complete while any credit cards are un-settled, consider making 'Settle Credit Cards' a part of your Night Audit routine by making that a requirement in the PMS Setup area.
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| Pre-Auth First Night Rate |
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| Pre-Auth First Night Rate |
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Pre-Auth First Night's Rate
If you are set-up with Traditional MyCard (not available for EMV terminals), and your User has access privileges, then you will see the Pre-Auth First Night Rate button that can be pressed to offer this feature to all arrivals. See: MyCard Pre-Authorize Remaining Arrivals for details. If your pre-authorization setting was set to be 'automatic pre-auth' then manually incrementing the date will show a message of the results of the automatic authorizations, usually "No arrivals matched authorization rules." since the increment due was done automatically by properties who use this. after you have audited the charges to verify accuracy. Once you settle the credit cards, the charges will no longer be editable.