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Night Audit and Report Management

Night Audit and Report Management. Chapter 12. Overview of Night Audit Functions. Audit: The process of verifying records for correctness and completeness. Overview of Night Audit Functions. Accounting review functions: A review of guest charges Each guest account must be:

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Night Audit and Report Management

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  1. Night Audit and Report Management Chapter 12

  2. Overview of Night Audit Functions Audit: The process of verifying records for correctness and completeness.

  3. Overview of Night Audit Functions • Accounting review functions: • A review of guest charges Each guest account must be: Current Complete Correct Confirmable • A review of non-guest charges and property accounting

  4. Overview of Night Audit Functions • Reporting and data management functions: • Night audit data reports • Data management

  5. Accounting for Guest Charges • Folio accounting: • Military time • Bucket check • No-show billings • End-of-day balances: • Manager’s Daily: A summary of a hotel’s daily revenue generation that can include additional operating data as requested by the manager.

  6. Other Night Audit Accounting Procedures • Ledger management: Guest Ledger City Ledger • Credit balance management: • Credit Balance: An amount owed to guests by the hotel. • Credit Limit Report: A comparison of a guest’s folio balances to the amount of credit established for that guest. • Credit Manager: The person responsible for establishing and enforcing the hotel’s credit policies.

  7. Other Night Audit Accounting Procedures • End-of-day reconciliations: • Trial Balance: A first effort to determine whether a set of debits was posted with a corresponding and equal set of credit postings.

  8. Other Night Audit Accounting Procedures • End-of-day reconciliations: • X Report: The term commonly used to indicate the total revenue generated by a revenue-producing department during one part of a specific time period. • Z Report: The term commonly used to indicate the total revenues generated during an entire time period. Producing a Z report includes re-setting the continuous total feature of a POS or other electronic register system to “zero” to begin recording the next period’s revenues.

  9. Other Night Audit Accounting Procedures • Other night audit tasks: • The automatic transfer of advance deposits to the guest ledger from the advanced deposits portion of the general ledger when applicable guests check-in • A summary, by individual account, of all debit and credit postings to those accounts since the last audit • The creation of selected financial reports for use in the back office accounting system

  10. Night Audit Data Reporting • Purpose of night audit reports • Sources of data • Types of reports: • Emergency reports • Revenue-generation reports • Reservation-activity reports • Exception reports • Management-oriented reports Credit-related Group sales-related Housekeeping-related Maintenance-related Accounts receivable-related • Report distribution

  11. Managing Night Auditor Data • Types of data • Historical data • Managerial data • Data re-setting • Data archiving

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