Mastering the Night Audit Process in eZee Front Desk
Table of Contents
- Introduction
- What is Night Audit?
- Importance of Night Audit
- Night Audit Process in Easy Front Desk
- Step 1: Understanding Night Audit
- Step 2: Checking Bookings
- Step 3: Reviewing Reservations
- Step 4: Analyzing Room Tariffs
- Step 5: Verifying Extra Charges
- Step 6: Managing Payments
- Step 7: Handling Check-Outs
- Step 8: Dealing with Dewart Guests
- Step 9: Managing Inclusions
- Step 10: Posting Extra Charges
- Step 11: Posting Meal Plan Charges
- Step 12: Freezing Data
- Step 13: Completing the Audit
- Night Audit Report
- Conclusion
- FAQs
Article
🌙 Introduction
Performing a night audit is a crucial process in the hotel industry that helps ensure accurate transactions and financial control for the day. It involves checking for reservation discrepancies, posting charges, updating housekeeping status, closing cash counters, and generating reports. In this article, we will explore the night audit process in Easy Front Desk, a popular hotel management software.
🌙 What is Night Audit?
Night audit is a mandatory procedure performed in hotels to reconcile and finalize the day's transactions. It marks the transition from the current day to the next, locking the accounts of the current day while summarizing the day's activities. This process plays a vital role in maintaining accurate financial records and ensuring the smooth operation of the hotel.
🌙 Importance of Night Audit
Night audit holds great importance as it serves multiple purposes within a hotel. Firstly, it helps identify reservation discrepancies and allows necessary actions to be taken, such as canceling or marking bookings as no-shows. Secondly, it provides an overview of room tariffs, helping the night auditor detect any discrepancies and make corrections. Additionally, night audit verifies extra charges, manages payments, handles check-outs, and updates guest information. Lastly, it generates vital reports that summarize the day's transactions and collections.
🌙 Night Audit Process in Easy Front Desk
Easy Front Desk provides a user-friendly interface for performing the night audit process. Let's break down the process into step-by-step instructions:
Step 1: Understanding Night Audit
Before diving into the night audit process, it is essential to comprehend its purpose and significance. Easy Front Desk offers comprehensive explanations to ensure users grasp the importance of night audit in maintaining accurate financial records.
Step 2: Checking Bookings
The second step involves checking the bookings that were supposed to arrive on the current day but haven't checked in yet. Easy Front Desk allows users to cancel bookings or mark them as no-shows for various reasons, including guest cancellations or non-arrival. This step ensures that the software accurately reflects the current status of bookings.
Step 3: Reviewing Reservations
In this step, the night auditor reviews the reservations to which rooms are allocated. Similar to the previous step, actions such as canceling or marking reservations as no-shows may be necessary. Easy Front Desk provides a seamless process for managing reservations effectively.
Step 4: Analyzing Room Tariffs
The fourth step focuses on the details of the tariffs posted to each room. Easy Front Desk showcases the predefined rack rate and the tariff offered to guests. By comparing the two, the night auditor can identify any discrepancies and modify room rates if necessary. The software also enables users to print these details for reference.
Step 5: Verifying Extra Charges
In this step, the night auditor verifies the extra charges posted to each room. By cross-checking physical vouchers, the auditor ensures that all extra charges are correctly posted. Any missed charges can be added during the night audit process, and discrepancies in the charge values can be modified. Easy Front Desk offers a user-friendly interface for managing extra charges effortlessly.
Step 6: Managing Payments
The sixth step involves reviewing the details of payments received and payments made by the hotel. Easy Front Desk allows the night auditor to check and adjust these payments, ensuring accurate financial records. By selecting the restaurant department option, specific payments related to the restaurant can also be reviewed.
Step 7: Handling Check-Outs
In this step, the night auditor addresses the list of guests who were supposed to check out but haven't done so yet. For guests who have physically checked out, the auditor can mark them as checked out. If there is an outstanding balance, the night audit process is completed, and the check-out process can be conducted. If a guest has extended their stay, the departure date must be adjusted accordingly. Easy Front Desk provides a seamless process for managing check-outs.
Step 8: Dealing with Dewart Guests
Dewart guests refer to those who were supposed to check out but have not done so, and the room tariff has not been posted for that day. The night auditor can handle such situations by adjusting the departure date and, if necessary, changing the stay duration. Easy Front Desk simplifies the process of managing Dewart guests, ensuring accurate records and billing.
Step 9: Managing Inclusions
The ninth step focuses on charges automatically posted to assigned folios during the night audit process. Inclusions can include pick-up charges for check-ins or drop-off charges for check-outs. Easy Front Desk provides a user-friendly interface for posting these charges seamlessly.
Step 10: Posting Extra Charges
Similar to Step 5, this step allows the night auditor to post any extra charges that may have been missed. Easy Front Desk provides a straightforward process for selecting the room and selecting the extra charge to be applied. This ensures that all charges are accurately recorded and reflected in the financial records.
Step 11: Posting Meal Plan Charges
For rooms with selected meal plans, this step allows the night auditor to post the charges associated with those plans. By selecting the "Post Meal Plan Charges" option, all applicable charges can be posted effortlessly. However, if there are no meal plan charges to post, this step can be skipped.
Step 12: Freezing Data
To maintain data integrity, Easy Front Desk allows users to freeze data up until the current day. This prevents unauthorized access or modifications to past transactions. The freeze date ensures that only authorized personnel can make changes to pre-defined dates.
Step 13: Completing the Audit
The final step marks the completion of the night audit process. By selecting the next working date, the software transitions to the new day, and the night audit is successfully completed. Upon completion, the user will be automatically logged out of the software.
🌙 Night Audit Report
After completing the night audit, the night auditor can access the night audit report. This report provides a comprehensive summary of the day's events, including check-ins, check-outs, restaurant sales, and payment summaries. The night audit report plays a crucial role in understanding the day's financial activities.
🌙 Conclusion
Performing a night audit is vital for maintaining accurate financial records and ensuring the efficient operation of a hotel. Easy Front Desk simplifies the night audit process, providing a user-friendly interface and seamless steps to reconcile the day's transactions. By following the step-by-step instructions, night auditors can ensure the accuracy and integrity of financial data in the hotel industry.
🌙 FAQs
Q: What is the purpose of a night audit in a hotel?
A: The night audit serves the purpose of reconciling and finalizing the day's transactions, updating guest information, and generating reports for accurate financial control.
Q: How does Easy Front Desk help with the night audit process?
A: Easy Front Desk provides a user-friendly interface and step-by-step instructions for performing the night audit process efficiently. It simplifies tasks such as checking bookings, managing reservations, analyzing room tariffs, and handling payments.
Q: What happens if a guest hasn't checked out during the night audit?
A: If a guest hasn't checked out during the night audit, the room tariff for the day will not be posted. The night auditor can adjust the departure date or change the stay duration to ensure accurate records and billing.
Q: Can extra charges be modified during the night audit process?
A: Yes, Easy Front Desk allows the night auditor to modify the value of posted extra charges if there are any discrepancies. This ensures accurate financial records and billing.
Q: How can I access the night audit report?
A: Once the night audit is completed, you can access the night audit report within Easy Front Desk. The report provides a summary of all the day's transactions and financial activities.
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