Setup/Configuration Before First Audit

NOTE:  The system considers a folio with rate code 6 or rate code 7 to be a "comp" room, regardless of actual room rate entered for the guest. 

NOTE:  This setting does not affect financial statistics; this setting is included in the "Print AM Report" options.

Days to keep no-show reservations: This determines how long to keep no-show reservations active before sending them into Reservation History where they are no longer active.  You may enter 0 (zero) or 1 (one) in this field.    Allowing the reservation to remain an extra day is convenient in situations where guests may arrive very late, after "Reorganize Files" has been run or even the next day.  For any reservation needing to be kept longer you should change the arrival date within the reservation.  This is similar to "Days to hold room for no-shows".

Default answer to 'Final room and tax?': This determines the default yes or no answer to the prompt, "Post final room and tax now?"  This prompt displays when "Post room and tax" is selected from the night audit menu. Answering Yes to the prompt will post room and tax (plus package or Autopost charges) to all applicable guests and print a report.  Answering No to the prompt will print the report without posting. This allows you to make corrections and changes, and then go back in and run "Post room and tax", answering Yes the second time. This field in the parameter record sets the default answer, although the auditor can select the answer preferred. We recommend answering N in this Parameter Record field. That way, if the auditor gets in a hurry or gets distracted and presses Enter too quickly, the room and tax report will print but the charges won't be posted. This is particularly important when the property has a new or inattentive night auditor.

Print FINAL Charge and Payment Journal?:  If this is set to Y, a FINAL charge and payment journal will print automatically when Reorganize Files has run.  This is recommended, particularly if the auditor posts transactions after printing a charge and payment journal but does not reprint the report, making it difficult for accounting to find specific transactions.

Days to hold room for no-shows: This is similar to "Days to keep no-show reservations" but in addition to saving the reservation, it will also hold the room.  Note that this may cause overbooking if the room has been reserved for another guest.  You may enter 0 (zero) or (1).  Allowing the room to be held a day is convenient in situations where guests may arrive very late, after Reorganize Files has been run or even the next day. In situations where you need the room held longer, you should change the arrival date for the guest. 

Other Settings:

Additional features that can be enabled by Execu/Tech include:

• Quick Audit - one button audit that posts room and tax charges and runs Reorganize Files. This is not a "true audit" and is discouraged for most properties.
  
  
• Automatic generation of CSV file containing charge and payment transactions to be imported into Excel or other CSV editor.

• Import of reservations from certain booking vendors.
  
  
• Addition of property-specific menu items such as sales reports, export of data to tab-delimited file, etc.
  
  
• Removal of specific items from Night Audit menu and added to Back Office Menu or Manager Menu.

• Setting to determine if "Transfer Room Charges to Condo" is to be done before or after Reorganize Files.

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Preliminary Night Audit Tasks

1. Posting of charges not received via Execu/Tech software or interfaces.  Example:  Laundry charges
2. Increasing credit limits via additional preauthorization on already authorized credit cards
3. Counting cash, reconciling the cash drawer
4. Running End of Day in Execu/Touch POS (Typically a F&B or Retail manager does this.)

Print Arrivals and Departures

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At night audit you should address expected arrivals in one of the following ways:

1. Check in the guest.  This is common if you know that the guest will arrive during the night but after you have completed night audit.  When the guest arrives, you can preauthorize the guest's credit card or collect payment depending on your policies. If you check in the guest prior to "Post Room and Tax", room and tax charges will post to the guest's folio.  If you check in the guest after "Post Room and Tax" you need to post room and tax charges manually if these charges apply to "tonight" for this guest. 


2. Bring up the reservation and change the guest's arrival date.  Remember to note the departure date - if the guest is arriving a day later, is the guest also checking out a day later?


3. Cancel the reservation.  This will show as a cancellation for this guest's history.  If there is an advance deposit, zero out the deposit first.  To zero the deposit, do one or more of the following:


4. Let the reservation go into history as a no-show.  This will show as a no-show for this guest's history.  If there is an advance deposit, zero out the deposit by doing one or more of the following:
   Refund the payment (post a payment credit deposit by entering a minus sign when you enter the amount).
   
   
   Post a charge against the deposit, such as a no-show or cancellation fee.
   
   
   Post a combination: fee (charge) and refund (credit payment).

Departures

At night audit you should address scheduled departures in one of the following ways:

1. Check the guest out if the guest has departed so that room and tax charges will not post.


2. Change the arrival date if the guest is extending his stay.

Print Room Inventory

You will see several additional print options.





When the report prints:

• Double check to make sure only in-house guests are still checked in.
• Double check the room rates.
• Double check the guest balances.
• Scan the comment column to see if anything applies to you.

This report should go into your audit packet.

After you finish the audit, you may print additional room inventory reports if you wish, such as:

• Expected Departures Only
• Stayovers and Exp. Arrivals
• Occupied Rooms Only
• Vacant Rooms Only

If these are for the following day, enter the correct date at the date prompt.

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Post Room and Tax

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Post final room and tax now? Yes = Print and post room and tax now. No = Print room and tax without posting.

Transfer Room Charges to Condo™

Print Charge and Payment Journal

Payments:

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Additional Notes:

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Print and Settle Credit Card Batch

Making Corrections           

• Someone used the code to post manually.  This code should never be posted manually except to correct and out-of-balance.
• A network or communication error happened at the point of check-in and one of the two DEPU transactions (debit or credit) did not post properly.
• Someone ran "Update Advance Deposit Folio" at the wrong time or out of order

Make sure that the clearing folios have a zero balance.  The easiest way is to print a guest trial balance summary for master folios.  Clearing folios include the POS master folios.  See also Master Folios. 

Reasons a clearing folio would not have a zero balance include:

• A network or communication error happened at the point at which a POS check was closed and a transaction did not post to the folio.  For example, food, beverage, and tip might have posted but not tax.  In the master folios, you should look for the point at which the balance did not zero out after a POS check was closed.  In the master folios, each posting from a POS check will be sequential.  This means that you can find all of the transactions for that check together, including charges and payments.  In the Display Folio screen you can click the check to display it.  Then you can easily see the item that is on the POS check but did not post to the folio.  You will manually post that transaction (such as tax) using the correct charge code.  Note that the charge code probably does not display on the Post screen, but you will easily find other similar transactions in the folio and you can use the same code.  Once you have posted the transaction manually, the folio should have a zero balance.  If it does not, look for additional transactions.  This should be done daily.  If the problems persist you should contact your IT or network manager to resolve the issue.
• A POS item had an invalid Revenue Department or a POS revenue department had an invalid Hotel charge code, or a POS payment type had an invalid Hotel payment code.  Look in two places.  First, look at the POS cashier report for " ITEM NOT FOUND".  If you see this, then view or print the POS items to find the item with an invalid department.  Then look at the Hotel charge and payment journal for any transactions that posted without a code.
• Someone manually posted directly into the POS master folio.  No one should post to this folio except to fix out-of-balance problems described herein.

Note that a "clearing folio" is not the same thing as a "clearing code".  The first describes the master folios to which POS items post.  The second describes charge or payment codes that should always have a matching credit and debit entry for each transaction.

The Gift Card master folio should have a zero balance if you are using Execu/Gift.  No one should ever post directly to this folio.

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Print Guest Trial Balance

• Make sure the clearing folios have a zero balance.
• Check guests' balances against their credit limits.  Authorize additional funds if appropriate for credit card guests.  Make a note for front desk or management if appropriate for cash guests. 
• Make sure there are no guests "CHECKED OUT WITH BALANCE DUE" in the Comments column.  If so, make the entries necessary to zero the folios.
• Look in the  Comments column for any additional notes applicable to night audit.

Print Night Audit Recap (Preliminary)

Reorganize Files

Before running Reorganize Files, MAKE SURE all other workstations have logged out of Execu/Tech.

If you are not sure if everyone has logged out, go to Help > About. You should see Logged-in workstations: 01.  If it does not read 01 (as shown above), then click View Users to see which computers/users are still logged into Execu/Tech. You should be the only user logged in. If you see additional users logged in, you need to log those computers out, contact the users if you do not have access to the computers, or contact your IT manager.  Do not contact Execu/Tech. Note: There is a setting in System Maintenance that will automatically log workstations out of Execu/Tech at specified times each day such as 11pm, 1am, etc. If you run Reorganize Files with active Execu/Tech workstations, file corruption or data loss may occur!

Running Reorganize Files

Below is the first screen you will see:



Print cancellations and no shows: This report will show all reservations moved into Guest History that were cancellations or no-shows. 

Print 'GROUP BLOCKS ADJUSTED BY CUT-OFF DATE' report: This report will print the number of rooms blocked, picked up by reservations, and returned to inventory based on the group's current cut-off date.  For example, if group ABC blocked 10 DD rooms and 8 were picked up by reservations, the remaining 2 rooms will be released from the group block and will return to available inventory when "Reorganize Files" is run on the group's cut-off date.

Print FINAL Charge and Payment Journal: This report will print a final charge and payment journal automatically.  This is recommended in the event anything was posted between the time the charge and payment journals were printed from the night audit menu and Reorganize Files was run.  This would include items not posted by the auditor, such as phone calls from a call accounting interface, movie charges from an interface, payments received via WebRes, etc.            


Once you start Reorganize Files, do not access any program in Execu/Tech from any terminal (including the one you are doing the audit on.)  No other workstation should be logged in when you start, and none should log in while the program is running.



You should run this program only once per day.  It should be run in the same time frame each day.  All of your auditing should be done prior to running Reorganize Files. 



If it is your responsibility to back up the Execu/Tech folder on the server, make sure you have done so.  Otherwise, answer "No" to the prompt shown below, run the backup, and then start over.  If your system has an automatic backup and/or it is not your responsibility to back up the files, then you can answer "Yes".  Answering "No" will cause you to exit out of Reorganize Files so that you can back up the files.



One more reminder to make sure other workstations are NOT logged in:



This is your final opportunity not to continue.  Once you answer OK to the prompt shown below, Reorganize Files will begin and you may not exit out of the software or kill the process through the task manager.  Since you should not run this program more than once, make sure that your printer is working properly or select a different default printer.




If you answer "No" or "Cancel" at any point, Reorganize Files will not continue.  You should take care of whatever needs to be done and then start over.



 As Reorganize Files runs, the screen will display the various steps during the progress.   



A message will display with the program has finished.




Several reports will print.  You should review them for accuracy.  These reports should go into your audit packet.

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Update Advance Deposit Folio

Create General Ledger/ Direct Bill Postings

This program will:

1. Create general ledger postings if you use Execu/Tech's Back Office General Ledger module. 
2. Create a file for import if you use one of Execu/Tech's interfaces to a third-party general ledger system.
3. Create Direct Bill (City Ledger) postings for DB payments made to folios.

Nothing will print.

The batches are sent to the terminal assigned in the Parameter Record.

Remember to update the General Ledger and Direct Bill (City Ledger) batches daily, or as often as possible.

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Print Automated Morning (AM)™ Report

Print Daily Report

Sales Summary
Accounts Receivable (guest ledger, city ledger, advance deposits)      
Occupancy Analysis  

At the date prompt, enter the date you are auditing.



 A popup will ask you, "Enter deposit amounts now?"        



At most hotels, the auditor answers "no" since the auditor typically does not know the deposit amount.  See the two sample reports below.  The first shows the receipts without "Actual deposit" amounts entered.  The second shows deposit amounts entered.





When you answer "Yes" to "Enter deposit amounts now?" you will be prompted to enter each payment type such as VS.  Then you will be prompted for the amount, as shown below.



There are two ways to show monies received into city ledger (direct bill) as open item payments:

For "cash" received into city ledger, enter A/R as shown.



At the prompt, enter the amount:



For other types, enter "A/R" followed by the payment type such as VS, as shown below.




The Daily Report 'ACTUAL-DEPOSIT' column shows the amount you entered as the deposit amount.
The 'CALCULATED' column shows the amounts entered into the system as payment transactions in folios.


The Daily Report should go into your audit packet.  You may print additional copies for accounting, management, etc.

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Other Tasks

• Print the Housekeeping Report for the upcoming day.  This is in the Front Desk or Guest Services menu.
• Print the Arrival and Departure Lists for the upcoming day.   This is in the Front Desk or Guest Services menu.
• Batch print folios for expected departures.  This is done in Front Desk > Front Desk Operations >
• Print Folios or in Guest Services > Front Desk > Print Folios.
• Print specific Room Inventory Reports such as Stayovers and Expected Departures , so that newspapers will be placed in front of the correct room doors.
• Print specific Room Inventory Reports such as Expected Departures, so that folios can be slid under the correct room doors.
• Print Trace Reports or Guest Preferences Reports for the upcoming day or week. 

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