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Night Audit Actions
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".
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.
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.
displays all reservations that were due in, but have not yet checked in. The night auditor must do one of the following:
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.
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.
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.
There is an option to not allow Night Audit to be complete while any credit cards are un-settled, making the completion of Night Audit require that the batch has been settled. Consider making 'Settle Credit Cards' a part of your Night Audit 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.
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.