Run the night audit

Every night the hotel closes its day: tonight’s room charges go on each guest’s folio, reservations that never arrived become no-shows, and the next hotel day starts. Hotel › Night audit lists what to put right before that happens. At the lodge it runs by itself at 03:00; the night auditor works through the checks first and can run it from here.

Steps

1. Open Night audit

   Kila names the day it is closing, such as Closing Friday 30 October, how many checks there are to look at, and when the audit runs by itself: “The audit also runs by itself at 03:00.”

2. Work through the checks

   Each card is one check (1), with what to do and the rows to look at. Open (2) opens the guest’s folio or the screen where it is fixed. A check with nothing to do says Clear.

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   The checks, in Kila’s words:

   Check	What to do
   Arrivals not checked in	The audit marks them no-shows and charges the first night. Check them in, or cancel those who called.
   Guests due out still in the house	Check them out, or extend their stay so tonight is charged on the right dates.
   High balances	Guests owing more than KES 20,000.00 beyond their deposit (at the lodge), and companies over their credit limit. Take a payment or a deposit, or speak to the manager.
   Rooms housekeeping found different	The attendants found these rooms different from the desk: a guest who did not sleep in, an empty room the desk shows occupied, or someone in a room the desk shows vacant.
   Shifts and tabs still open	Each cashier counts and closes their drawer, and the outlets settle or charge their open tabs to rooms, before the day closes.
   Rates below the plan	Nights agreed below the plan’s price for tonight. Confirm each was agreed by a manager.

3. Tap Run the night audit

   Kila asks before it closes the day, for example Close Fri 30 Oct?: “Posts tonight’s room charges for every guest in the house, marks arrivals not checked in as no-shows and charges their first night, and closes the hotel day.” If some checks are not clear, it says how many.

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4. Confirm with Run the night audit

   Tap Run the night audit (4) in the question. Kila closes the day and opens its Audit pack. Nights closed lists each night with what the audit did, such as “15 room nights posted (KES 224,195.00), 2 no-shows, 15 rooms to clean”.

5. Print the pack

   On Audit pack, choose the Hotel date (5) and tap Print the pack (6). It has the night’s Sold, Occupancy, ADR and RevPAR, Revenue by department, Money taken, and the lists of the house, arrivals, departures, no-shows and cancellations.

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Good to know

The owner chooses when the audit runs under Hotel › Hotel settings, Night audit: by itself at a time of night, when the business closes its trading day, or only when run from here. The hotel day changes at that time, not at midnight.

What if

A check is still open at the end of the night

You can still run the audit; Kila says how many checks are not clear. Arrivals not checked in become no-shows with their first night charged at the lodge, so check in anyone who is late but coming, and cancel those who called.

Someone else should run it

Anyone who can see the checks can read them and the pack. Running the audit is for the night auditor or a manager; for everyone else Kila says: “You can read the checks and the pack; the night auditor or a manager runs the audit.”

Related

• Check a guest in: for a late arrival.
• Housekeeping: rooms found different.
• Night auditor: the night desk’s whole shift.

Next: the next morning the front desk starts on the new hotel day: see How the front desk and the room grid work.