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Each night that Night Audit runs, there is an email generated by BookingCenter that is 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. 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. 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.

Each time the Night Audit is completed, an email is generated by BookingCenter,  titled "<SiteID> Charge Folio Results for <SystemDate>" .  This 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. The email is sent to the main email address of the property, as set under Setup | Settings | Site Detail.  This 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.

If there were manually charged RENT charge, see this article to explain the effects of the manual 'Add Charge' of RENT on Night Audit: https://support.bookingcenter.com/index.php?/Knowledgebase/Article/View/348

To make sure that the Night Auditor never forgets to 'Charge Folios' see this article above to to make that a requirement.

 

See video tutorial MyPMS:Night Audit Screen

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

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Night Audit Lock
Night Audit Lock
Night Audit Lock

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.

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Clear folios
Clear folios
Clear folios

Performs a check that all folios that are flagged as "Checked Out" have zero balances. If any are found with non-zero balances, a link to the folio will appear and the non-zero balance must be resolved before the night audit can continue.

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House folios
House folios
House folios

Performs a check that any open House Folio has its balance reconciled prior to incrementing the system date. If the House Folio has a balance a red exclamation mark will appear and it must be resolved before the night audit can continue. The folio name is a hyperlink to the folio itself.

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Increment Date
Increment Date
No Shows

displays all reservations that were due in, but have not yet checked in. The night auditor must do one of the following:

    • Check the guest in.
    • Cancel the reservation.
    • Charge a no-show fee and then cancel the reservation.

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Stay overs
Stay overs
Stay overs

Performs a check of all guests that were due to checkout today (or prior) but did not. The guest must either have their departure date changed, or be checked out.

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Charge Folios
Charge Folios
Charge Folios

    • Generates a list of active guests who are due to be charged Room Rent.
    • Checks in the database if the room have had Room Rent applied alreday
    • Charges folios the room rent and tax that is designated in the guest data records for all rooms that have not already been charged.
    • Allows the system date to be incremented.
    • Sets the room status on all rooms that have guests to OD (Occupied Dirty).
    • NOTE: Charge Folios is an optional step and is not required to progress Night Audit, if Charge Folios is not utilized room rent will have to be posted manually. Most properties will wish to utilize Charge Folios and should train their Night Auditors to always charge folios prior to incrementing date.

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Increment Date
Increment Date
Increment Date

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: If you are set-up with POS (Point of Sale), then you will see Settle Credit Cards after you have audited the charges to verify accuracy. Once you settle the credit cards, the charges will no longer be editable.

 

 

 


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