NIGHT AUDIT PROCEDURES

1 ON ARRIVAL
Count and sign float. Read and initial daily Diary Check for any late arrivals Replace Security tape Note early departures / Taxi bookings Enter wake up calls into phone system. Note breakfast orders.

2 DAY END CLOSE PREPARATION

2.1 CHECK All GUEST FOLIOS Things to look for. : Address is complete with Postcode and State abbreviations are correct. Incidentals have been posted to the correct sub-folio.. Travel agent codes have the correct format Deposits paid to travel agent have been posted. Charge Back reference numbers have correct format Reference numbers when given have been entered Guest notes are visible when accessing the Folio Credit Card numbers have been entered Rate changes and additional charges that appear in the notes have been correctly input into the system Guests who pay cash have the correct documentation attached to their folio

2.2 - DESK FOLIOS Charges for the following Desk Folios should be cleared daily o o o o o o o Admin. Phones Management A/C Mini-Bar Walkout A/C Over Short Adjustments Pay Movies Sundry A/C Unposted Phone Calls

2.3 ROOM RATES Print the following report In House Guest List With Rates Use this report to verify that guest folio rates are correct and make any corrections If there are Rate changes during the Guest stay check that they have been correctly recorded in the guest folio. Once checked go to Room Master Night Audit and run the following Auto Post Transactions. Before doing so make sure that all guest in house folios are closed. Press OK to run report and when complete Print.

2.4 BALANCING CREDIT CARDS Print Daily Summary Shift Report Print from credit card machine pre-settlement report. Check and balance each of the card types to the shift report total. If all figures agree then final settlement can be printed from credit card machine. If totals do not agree try to balance but if unable to do so keep a record of the difference so that the front office manager may be informed in the morning. Even if unable to balance the final settlement can then be printed from the credit card machine. At 3AM the Credit card settlement will be done automatically by the bank so pre settlement and balancing should be done before then. Attach settlement report to Daily Summary Shift report and if there was a Qantas frequent Flyer summary automatically printed from credit card machine, attach this also.

2.5 NO SHOWS Always check into the system Put NO SHOW in the notes. Put NO SHOW beside Surname Notify Front Office Manager

2.6 FRONT DESK BACK-UP REPORTS In House by Room (No date) In House by Name (No Date) Guests to check out Arrival list for the following day To Do list All Voids report

2.7 FRONT DESK DAILY PAPER WORK The work for the day is to be sorted into groups such as Cash, Visa, Mastercard, AMEX etc. This is to make checking to the daily journals much easier.

2.8 DAILY JOURNAL ACCOUNT LISTING Use the Front Office system to print a record of all journal codes used that day. The Source document is the Summary Shift report. Print the journal codes in order Note particular codes that need to be printed

When all journals have been printed they are matched and checked to the daily paperwork sorted earlier into groups (section 2.7) 2.9 PAY MOVIES
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Print pay movie summary from Front Office system File with daily movie folio postings. Check Pay Movie Denials have been recorded

3 DAY END CLOSE ROUTINE

3.1 DAY END CLOSE
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Exit all programs on ALL computers Follow prompts, select print when requested When day End Close is complete and all Reports have printed the Backup program appears. A PDF file is then generated Microsoft Outlook must be Open Select Send

3.2 BACKUP MUST BE RUN DAILY

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Run the backup

3.2 DAY END CLOSE REPORTS

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Distribute reports according to individual needs

3.3 DAILY BANKING

From a copy of the Daily banking report Subtract cash refunds from total Cash received. Verify this total against cash deposited in the safe by the day staff. Put cash and any cheques to be banked in an envelope together with a copy of the banking report.

4 RECEIVABLES
4.1 DAILY
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Paperwork for Receivables that are checking out is prepared in advance of check out Prepare 3 copies of each guest charge back folio Attach copy of paper work from guest folio. Include one copy of sign in sheet to I of the copies above Copies are distributed as follows o Front desk charge back folder o Monthly charge back arch lever file o Charge back folders in filing cabinet (the copy with the sign in sheet)

4.2 WEEKLY BOOKING WEBSITES Statements sent via PDF once a week (normally Sunday and at Month End) 4.3 OTHER RECEIVABLES These are located in the City Ledger file on the Front desk and should be posted weekly (normally Sunday and at Month End)
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