NIGHT AUDIT CHECKLIST
___ Read Log Book and communicate with 2nd shift concerning any situations.
___ Count Cash Drawer and verify all other users have closed out in the computer:
1. Click on the Guest pull down menu and select Shift Balance
2. Click on Cash Balancing and Select “for entire shift”, then Click on OK.
3. Verify the deposit is zero, if not, check with 2nd shift. Click on Cancel to exit
4. Close Out shift balances remaining in the computer. If so, leave GM voice mail.
___ Click on the View Totals Icon and familiarize yourself with the projected availability.
• PENDING - DUE OUT - DAYUSE - MUST BE ZERO TO COMPLETE AUDIT
• OUT OF ORDER and VACANT DIRTY - Can they be rented?
___ Verify that all Wake-up Calls have been punched into the PBX
___ Print the Down Time Reports in case of an emergency
___ Print a Room Status Inquiry Report to Perform a Bucket Check
___ Perform the Competitive Call Around
___ Telephone, Movie, Misc. and Front Desk Cashier Accounts should have a zero balance
1. Click on the House Account tab, Double click on the House Account in question
2. Click on the Receipt Icon , If there is a balance:
3. Click the Action pull down menu, Then click on Allowance
4. Select allowance account (Room Allowance for Movies, Music, or Games)
5. Once the account has a zero balance Click on checkout
On the last day of the month PERMANENT House Accounts MUST has a ZERO Balance.
Check with GM about any Accounts in Questions
___ Print an Account Detail Report for each Credit Card Type, Direct Bill and Cash
1. Click on the Reports Icon; Click All Reports, Click ACCOUNT DETAIL, Click on Print
2. Click on the Drop Down arrow by Accounting I.D. to select method of payment
3. Once you have printed all Account Detail reports that you need, Click on Close.
__ 2 AM
1. Obtain an Authorization for all remaining arrivals, Cancel all that an auth can’t be obtained
2. Click on Guest pull down menu, select Credit Card Authorizations, then Pre-Arrival
3. Check in all arrivals that have a valid credit card.
4. Mark “No Show” on Registration Card. Do not file the registration card!
*** LOG INTO THE NIGHT AUDIT SCREEN***
___ Suspend your Interfaces
1. Click on Pause Interfaces
2. Close Out Lodge Net: Log into Lodge net computer, Click Nightly Audit, print, close out
3. Print an Account Summary Report:
4. Make sure the numbers for the Movies from both reports are in sync
5. Staple the Movie Reports and the Account Summary Report to together
6. Leave a message for GM if they do not match
___ Print an Auto post Exceptions Report from the auto post screen
Verify accuracy and manually post Room and Tax for any that need it after auto post.
____ Perform Auto post
____ Print a System Auto post Revenue Report from the auto post screen
- Print a Room Status Inquiry Report (It must be a newly printed report)
- Compare Report totals on reports. Totals should be equal.
- If they are not a manual auth is needed for a room.
___ Click on TAC Maintenance from the Night Audit Screen
1. Check all rooms marked to be paid. All Gov. rates are NON-Commissionable ($96)
1. Double click on the item that needs to be changed
2. Change status and enter a reason
___ Drop the Deposit Log into the safe and make any necessary deposits
1. Cash out of the system before depositing your deposit into the safe
2. Drop the Deposit log for the day into the safe
___ Perform the Close Accounts function in the computer:
1. Click on Guest, Then Shift Balance, Select Close Accounts, Select “Entire Shift”
2. Click OK, Check Print Remaining Vouchers box, Click on OK
___ Print an Available Rooms Report in case you have a walk in during the audit
___Perform The Close out from the Night Audit Screen
1. Exit The Front Desk System on all 3 computers
2. Restart the left front desk and back computer
3. Select Close Out
4. Select the night audit report only. End of the month if it is the last day of the month.
5. Click on Ok on “no rooms to auto post”
6. Change Tape before hitting OK after the closeout is finished
7. On Monday Nights – Prior to inserting backup tape run the cleaning tape
___ After Close Out is complete close the Night Audit menu
___Check-in and post Room and Tax for any guests who came in during Night Audit Close Out
EDC + Shift 4 must be done before 4 AM
___ Perform the EDC transmission:
1. Click on Other Functions, select EDC, and log in
2. Verify that all credit cards have an authorization. Obtain authorizations as needed.
3. You can go back to the checked out room and check for an authorization. If an
authorization is not in the checked out folio, you can still obtain one automatically. If not,
then a manual authorization is needed. When complete, enter in the authorization
number and your I.D into the EDC system.
4. Once all credit cards have an authorization number, click on the Transmit EDC Icon
___ Perform the Shift 4 transmission
1. Print a weekly accounting Report, Go to the Shift 4 Internet Icon
2. Shift 4 internet icon is on back computer
3.
4.
5.
6.
7.
Log In (Acct Number is 12723)
ID: Riley
Passcode: Hampton1
Click on home tab and select account home
Click on Merchant, Click on Hampton Inn, Click on Correct Problems
Verify the credit card totals match the weekly accounting report for today
Click on current tab and select business date
Select date and all trans through the selected date
8. Click Apply, Click on Close Batch at bottom of page, Once batch is complete log out
___ NOR Report: Print a Room Status Inquiry, Room Statistics Daily, PTD Accounting,
Service Recovery, Future Room Sold, and Weekly Accounting Reports
1. Click on NOR Report workbook on flash drive.
2. Fill in all areas that are marked yellow.
3. Room Status Inquiry is used for: Room Rate Adjustments and Rack Rate Efficiency
4. Rooms Statistics is used for Number of rooms sold. (Include Comp Rooms)
5. PTD Accounting is used for PTD Rooms Sales
6. Weekly Accounting is used for Today’s Room Revenue
7. Service Recovery is for the 100% section, Future Room Sold is for the Forecast.
8. Nor report for that day go to print screen-name drop down to deskPDF and save on
flash drive.
9. Go to www.Yahoo.com (ID is night_audit_hampton Password is 9hampton)
10. Attach the deskPDF NOR report (not the whole workbook) to an email and send to all
contacts
- Click on My Mail, Compose, Insert Address, Check All, Insert Contacts
- Click Attach, Browse, select deskPDF from the flash drive, Attach File, Continue
to Message, Send
11. Daily Payment Report: find your Weekly accounting report enter in today revenue for
bank deposits, American express, discover, mastercard, visa and save.
12. PSMDO Pace Report: find today’s date and enter final room sales into the top header
and forecasted rooms into the side categories and save.
___ Print an Arrival for business date report and place in Director of Sales mail box
At 4 AM
- Set up Breakfast and make Coffee
- Take all dirty pool towels from pool and fitness room to laundry
- Vacuum business center and fitness room
- Wipe down machines in fitness room
- Check lobby bathrooms
___ Deliver Newspapers (Sunday - Thursday) to gold and diamond Hilton honors members only
and place the rest in the black welcome stand in the lobby.
___ Check out all rooms that were no shows. In the comment box type in no show and write them
down in the log book under yesterday, as it is now a new business day. Log in to the
Housekeeping function and change the condition of no show rooms to Vacant Ready.
1. Select Other Functions, Then Select Housekeeping, Select the Room change icon
2. Find the room needed to be changed
3. Click on the drop down and change the status of the room
4. Click on Save and then Ok to exit
___ Prepare check out receipts:
1. Click on Guest, Click on Zip OUT
2. Make sure there is a check mark on Credit Cards
3. Make sure sort by Room Number is checked
___ Print the High Balance Report and verify no additional payments are needed
1. Click on Add Arrived for Guest Status
2. Click on Add No to include $0/ cr balance
3. Click on Add for All for Payment Type
4. Click Print and click OK
5. Inform A.M. Shift of any rooms over their balance
___ File daily reports in past daily binder and take out new reports from daily binder
___ Clean up and organize the Front Desk and Back office
___ Make any cash deposits that are needed and balance deposit in system
For problems contact Hilton System’s Support 1-800-435-7435 Your Inn code is: PSMDO