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Introduction to Guest Accounting. FO responsibility to prepare the guest's bill, present it, and ensure that it is paidDealing with this transactions would be relatively easy if they could be put on a simple cash basisDetails of the various transactions must be collected from different departments
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1. THM201:Front Office Management Guest Accounting: Lesson Objectives
Understand the objectives of guest accounting
Be able to describe the three methods of preparing a bill
Understand what Petty cash is
Explain the different methods of payment available
Possible exam questions
2. Introduction to Guest Accounting FO responsibility to prepare the guest’s bill, present it, and ensure that it is paid
Dealing with this transactions would be relatively easy if they could be put on a simple cash basis
Details of the various transactions must be collected from different departments of the hotel and put on the guest’s bill before she leaves
3. Objectives of The Guest Accounting Procedures To maintain accurate and up-to-date guest accounts
To ensure that payment is received promptly and in full
To provide management with accurate and up-to-date financial reports
The third objective will be discussed in later classes
4. Guest Accounting There are three main methods of preparing
guest bills:
The tabular ledger
Electro-mechanical or electronic billing machines
Computerized guest accounting systems
5. Guest Accounting The tabular ledger
Oldest and most labour intensive method
The tab produces:
A record of all charges, credits, payments and outstanding balances
A separate total for each guest’s bill
A separate total for each category of item
Refer to Figure 35 Horizontal tabular ledger
6. Guest Accounts Electro-mechanical or electronic billing machines
Handwritten tab remains suitable for small hotels
However, the need to handle large numbers of posting led for various models of billing machines from the 1930’s onwards – which have now been replaced by computerized guest accounting systems; however
- You may still find them as back-up systems
They can be operated even if the power goes off (very relevant in TRNC
Does generally do the same job as tabular ledger billing
!), but on a audit roll (Summary of each room/guest)
7. Guest Accounts Electro-mechanical or electronic billing machines (Continued)
Billing machines offer the following advantages
All bill entries are simultaneously recorded and therefore in memory
Calculations are handled automatically
Bills are printed rather than handwritten
Control is easier
Refer to Figure 37 Guest bill produced by a billing machine
8. Guest Account Computerized guest accounting system
A major advancement for speed and efficiency. Computer offer all the advantages of billing machines, and additional one, as follows:
A further reduction in the number of entries
Reductions in the number of vouchers or posts
Easier access to bills
Greater detail
Even greater accuracy
There are however two main disadvantages
The operator needs more training
The systems are more prone to breakdowns
9. Guest account Computerized guest accounting system (Continued)
Most systems will have certain features te same
Main menu will have a ‘cashier’ and ‘billing’ mode
You will enter all posts at the point of sale and therefore automatically
The system will require you to enter an ID
Refer to Figure 38 On-screen display of guest statement
10. What is Petty Cash? Not apart of the guest accounting procedure
Petty cash s almost always dealt with by the ‘float system’
Small incidental payments are made out of this float
Receipt must be obtained where possible
Otherwise a ‘petty cash voucher’ may be accepted instead as long as this is countersigned by a senior member
Refer to Figure 39 Petty cash voucher
11. What is Petty Cash? Some of the payment may be made out by the guest (Toothpaste or change to pay taxi etc.)
These VPO’s (visitor pay outs) must be recorded as quickly as possible
Reconciliation is carried out on regular intervals (Daily or weekly)
Petty cash records are not usually computerized, but instead maintained by petty cash book
Refer to Figure 40 Analyzed petty cash book
12. Methods of payment Guests can settle their accounts in a variety of ways:
Cash
Cheque
Eurocheque
Foreign Currency
Traveler’ cheque
Credit card
‘Smart’ card
Travel agents’ voucher
Transfers to ledger account
Activity Sheet
13. Possible Exam questions Explain the objectives of guest accounting
Describe the three methods of preparing a bill
Explain what Petty cash is
Explain the different methods of payment available for guest at FO