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In the event that you need to manually charge room rent to a guest(s) , go to 'Add Charge' in the Folio tab and choose Room Rent.

When Room Rent is manually charged for a system date it will NOT be charged automatically again during the Night Audit process for that same System Date.  This is to prevent 'double charging' of a Folio(s).

If Room Rent wasn't charged during Night Audit and you need to manually post room rent for a prior system date the process has additional steps.

For departures on the current system date that need room rent for the prior system date you can simply charge folios manually. Since they are departing on the current system date they won't be effected by room rent being posted on an incorrect system date.

 

For bookings that need room rent for a prior system date and are due to have room rent for the current system date there are two ways to proceed.

  • Simply charge room rent twice and use the description field to add a notation as to which system date the charges are for.  This allows the staff to charge for the date that was not charged and also for 'today's' System Date which will not be charged at Night Audit to prevent double postings.  If you do not post twice, and the guest is staying 'tonight', then the manual posting of RENT will mean the room will not get a RENT posting 'tonight' via Night Audit and you will be in the same position again tomrrow having to manually post RENT.
  • Contact BookingCenter support and request us to roll your system date back to the prior business day.


The button for Charge Folios is not a required button to click in order to "Increment Date" if set to allow Night Audit without charging. The setting to force 'Charge Folios' is found in the Setup | Settings | PMS area - be default this is set to be required. Depending on your choice for 'charging folios, this becomes a training requirement you need to provide for your Night Audit staff to make sure they click the button Charge Folios manually and then get the message "All Transactions posted successfully" before clicking Increment Date. Failure to have them click this button, and receive both the message and the 'Blue Check Mark' will mean that Room Rents DO NOT post and you will have to do manually.

If you have your system date rolled back please instruct your staff to perform no work in the system other than manually charging folios as you are effectively working on a prior system date and any transactions will reference that date. When you are done charging folios contact support and have us modify your system date back to the current date.

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

 

Click to enlarge images

 


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.

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.

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.

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.

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.

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.

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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