Subject
Year
: V0206 – Administrasi &
Operasional Kantor Depan
: 2009
Managing the Financials
Week 7
Subject
• Common booking practices performed
• Forms used to process guest charges and payments
• Procedures for processing guest charges and payments
• Procedures for transferring guest and city ledgers to
accounts receivable
• Importance of standard operating procedures for posting
and the night audit
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Objectives:
On completion of this lesson, the students will be
able to:
- explain the posting process of guests charges and the
night audit
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Common Bookkeeping Practices
• “Posting Process”
• Standard procedures need to handle
financial transactions
• Explanations of bookkeeping practices in
training programs assists desk clerks in
understanding the importance of correctly
entering financial data
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Common Bookkeeping Practices
• Assets – monetary value
• Liabilities – financial or contractual
obligations
– Bookkeeping “power” to increase or decrease
assets and liabilities
– Relate examples to guest ledger.
Guest charges of $100 are posted as a
debit to the folio; guest payment of
$100 are posted as a credit to the folio
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Forms used for posting
• Folio
• Transfers
• Paid-out Slips
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Account Ledgers
• Accounts receivable – amounts
guests owe the hotel
• Folio well or bucket – device that
holds folios
• Guest ledger – a collection of folios of
current guests of the hotel
• City ledger – a collection of folios of
unregistered hotel guests who maintain
accounts with the hotel
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Posting guest charges and payments
through PMS
• Interface with Point of Sale
– Point-Of-Sale - allows the front office
computer to interface with the computers in
the various departments in the hotel
– Interface – defined as computers
passing along information to each
other or electronic transfer
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Transferring guest and city
ledgers to accounts receivable
• Accounts receivable
• Review concept of accounts receivable –
monies owed to the hotel
– Types of accounts receivable
» bank cards
» commercial cards
» private label
» intersell cards
» bill-to-accounts
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• Note: relationship of guest ledger and city
ledger as temporary holding facilities for
guests’ accounts receivable
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The importance of standard operating
procedures for posting and the night audit
• The night audit is dependent upon standard posting
procedures
• Errors due to transposing dollar figures ex:
$27.98 as $27.89
• Errors due to posting charges to an incorrect folio
– ex: 432 as 423
• Errors due to posting charges to an incorrect
departmental account – ex: Restaurant 1 instead
of Restaurant 2
Necessity of developing and administering a training
program to ensure accurate posting procedures
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Case Study 7-1
• Work in groups to develop a policy on
adjusting guest accounts.
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