Night Audit Processing Steps and Troubleshooting

Last modified on:

Overview

For Accrual Accounting: Compile the latest set of invoices to be processed for the selected date—current or future. Future dates should be for review purposes only.

Prerequisites

  • Ensure you have access to the End of Day section in the system.
  • Familiarize yourself with the Process Daily Charges panel layout.

Steps

Location

  • Click on the End of Day button within the Menu Bar.
  • Select Process Daily Charges.
  • Alternatively, click on a Menu button and then click on Process Daily Charges within the End of Day section.

Panel Layout

Process Daily Charges

  1. Invoice Search Calendar: Compile the latest set of invoices to be processed for the selected date—current or future (future dates should be for review purposes only).
  2. Invoice List Summary: Provides the current invoice count (not transaction count) to be processed.
  3. Night Audit Summary: Summarizes the batch once completed and shows the employee who processed the batch.
  4. No Show Indicator: Review clients who have not arrived to determine if they are a No Show before completing the batch. Unassigned bookings will not be processed and will be carried forward until the guest checks in or the booking is canceled.

Daily Charges Elements

  1. Calendar Tool: Used for selecting a date to process. Any invoices not processed from prior dates will also be displayed.
  2. Action Header: Once an invoice is selected, these buttons enable access to each function.
  3. Selectors:
    - Check Box: Select any group or all invoices.
    - Option (round): Select an individual invoice for manual editing.
  4. Selected Row: This invoice is selected for editing purposes.
  5. Summaries: Summarizes the current batch.

Process Daily Charges

  • Calendar: Used for selecting a date to process. Any invoices not processed from prior dates will also be displayed.
  • Click Search. All invoices will display to process.
  • The Invoice box on the left will display a summary of:

  • of Invoices to be processed

  • Earliest transaction
  • Latest transaction

  • Invoices Not Checked In.

  • Night Audit Summary box will display:
  • Count of invoices
  • Batch #
  • Total Amount of charges being processed.
  • Once the batch is processed, an Export option is available to export the charges processed.
  • Click on the Sel box to select all.
  • Click Process to process through the invoices onto the reservations. Click Yes on the pop-up message.

Troubleshooting

Status

  • The Status column will display if the invoices were successfully posted onto the reservation or if the invoices failed.
  • Failures can be due to:
  • Reservation not checked in or canceled.
  • The reservations will need to be checked in to post the charges. Click on the Menu button and select Arrivals/Departures to check in the reservations before returning to the Process Daily Charges panel to post the charges.

Additional Days

  • If Night Audit has not been processed for a few days, click Search again and process through the next batch.

Batch Review

  • The Batch Review panel located below will display all completed batches for future reference.

Batch Review

  1. Batch Search Filters: You can search by a specific Batch Number, a date range, by batch type, and by employee.
  2. Batch List: Select an Invoice Batch from the resulting list.
  3. Rez Link: Opens the Guest Folio of the related reservation for review.
  4. Invoice Link: Opens a PDF copy of the related invoice.
  5. Batch Summary Footer: Displays the Batch Summary and related information.