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Night Audit Procedures
25
Flashcards
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Reviewing and posting room rates
Verify the nightly room rates for each guest, ensuring that the correct rates are charged, and post these to the guest's account.
Balancing the day's transactions
Ensure that all of the day's financial transactions are accurately recorded and that the debits match the credits to balance out.
Verifying no-show reservations
Confirm any reservations that were marked as no-shows and process any applicable charges according to the hotel's policy.
Reconciling credit card transactions
Match credit card batch totals against the day's transactions to ensure accuracy and resolve any discrepancies.
Running end-of-day reports
Execute the night audit process in the PMS to produce necessary reports for hotel management and accounting purposes.
Checking for outstanding balances
Review all accounts receivable to identify any outstanding guest balances that need to be settled.
Updating room occupancy information
Ensure that all check-ins, check-outs, and room status updates have been entered correctly into the PMS.
Processing advance deposits
Record and reconcile any advance deposits against future reservations.
Backing up the system
Perform a full backup of the PMS and any other critical systems to secure data against loss.
Managing room discrepancies
Investigate and correct any differences between the PMS and physical room status, such as a misreported vacancy or maintenance issue.
Handling late check-outs and early check-ins
Update the PMS to reflect any late check-outs or early check-ins and post any additional fees if applicable.
Reviewing guest messages and requests
Check the PMS or communication logs for any messages or special requests from guests that need overnight attention.
Preparing express check-out folios
Assemble and distribute the check-out folios for guests opting for express check-out service the next morning.
Delivering wake-up calls
Place scheduled wake-up calls to guests as per their requested times.
Coordinating with security
Communicate with hotel security to ensure guest safety and address any incidents that occurred during the night.
Confirming folio accuracy
Perform a line-by-line examination of guest folios to ensure all charges and payments are posted correctly.
Closing POS terminals
Shut down and reconcile all point of sale terminals located throughout the hotel, including restaurants and gift shops.
Distributing departmental reports
Send out relevant night audit reports to different departments within the hotel for action and record keeping.
Recording maintenance issues
Log any reported or observed maintenance issues and ensure they are communicated to the maintenance department.
Updating housekeeping status
Adjust the housekeeping status of rooms in the PMS based on the most recent reports or communications from the housekeeping staff.
Setting up breakfast service notifications
Prepare any necessary arrangements or communications for early breakfast services that guests may have requested.
Forwarding important guest information
Ensure any critical information regarding guest preferences, needs, or incidents is passed on to the relevant staff or department.
Posting late night charges
Ensure that any charges that occur late at night, such as minibar usage or room service, are posted before the night audit is completed.
Preparing for early morning arrivals
Set up any necessary steps for guests that will be arriving early in the morning to ensure a smooth check-in process.
Completing a security walk-through
Conduct or coordinate with security to perform a walk-through of the property to ensure safety and check for any irregularities.
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