CONFIDENTIAL

IFCA MSC BHD

<Day End Closure>

DOCUMENT ID: <XXXX>-<XXX>

VERSION: XX-XX
 CONTENTS
Revision History..................................................................................................ii
Glossary .............................................................................................................iii
1. Purpose and Scope ....................................................................................1
2. Responsibility .............................................................................................1
3. Description ..................................................................................................1
4. List of Procedures ......................................................................................1
5. Night Auditing .............................................................................................2
6. Day End Related Reports ...........................................................................9
7. See Also.......................................................................................................9

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 REVISION HISTORY

Version Date of Prepared By Role Remarks and List of Changes

No. Release

Note – Role abbreviations:

C Creator
A Append
M Modify
V Verify
R Review
AP Approve

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 GLOSSARY

Item Acronym/Abbreviation Description

No.

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1. PURPOSE AND SCOPE

The purpose of this document is to provide steps to users in the management of night Audit in
the night audit component of the application. A user of this component should achieve
competency in performing night audit operations after studying this document.

2. RESPONSIBILITY
To be used by Night Auditors

3. DESCRIPTION
This document describes all processes and windows involved in the Night Audit process

4. LIST OF PROCEDURES
• Night Auditing

• Account Receivable

• Day End Related Reports

5. CASHIER CLOSING SHIFT GUIDE

Print the Shift Summary Report and Shift Detail Report.

Navigate to Cashiering – Cashier Report select Shift Summary Report

- Specify the Transaction Date for the day.

- Specify the user id – Created By.

- Press OK to print the report.

Navigate to Cashiering – Cashier Report select Shift Detail Report

- Specify the Transaction Date for the day.

- Specify the user id – Created By.

- Press OK to print the report.

Check the report against the physical voucher.

- If there are any mistakes, perform the necessary adjustments.

- Reprint the above reports to submit to account department.

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6. NIGHT AUDITING
When performing night audit, most properties would be generally using the following reports and steps.

1. Check all related bills and payment received against the physical voucher for the day.

- Print out the Daily Cashier Detail Report

- Check the Deposit, Cash, Credit Card, Refund against the physical voucher.

2. Print out the Occupied Room Rate Report

- Check against the Registration Card. If there is any mistake, perform the necessary adjustment. This
may include change rate code, segment, room number and etc.

3. Go to Front Desk - check the Current Hotel Status,

- Check to ensure that there are no due out rooms (must be = 0)

- Check and investigate if any due-ins are found.

4. Go to Cashiering -check the Non – Guest Transaction

- Check for any outstanding balances within the non-guest folios

- Ensure the end date is not due today. Extend the date if require.

6. Inform all the users to logout from all of the IFCA 's Application system.

- Ensure that if there are not Due Out and incomplete followup.

7. Go to Night Audit - Perform Night Audit Process

- System will auto run the process as listed in the NA screen.

- All the process should be completed and successful.

Steps

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1 Click Night Audit Folder

2 The user must have access rights to the option in order to execute the night audit processing, hence
a valid username and password is required to open this option.

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3 Ensure that all tasks in the preparation and Validation section is completed. Click on Process button
to activate the Night Audit process

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4 Click Yes to continue the Night Audit process. The Due-In rooms found will be considered as No-
show. Click No to abort the Night Audit process and proceed to Front Desk option to check in the
Due-In guests.

5 When all outstanding tasks are complete, redo the Night Audit process, The Night Audit process will
continue from where it last stopped. A completed night audit process should include completion of
the “Purging Data Based on Retention Period” phase, “Hotel Date Cutoff” phase, and “Night Audit
Process” phase.

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8. Print Reports

- Go to Night Audit Report, print what ever report require by the management. Different department
might require different reports. The following are just a guide of some report to print:

1. Daily Earnings Report = specify 'Hotel Date' and click 'OK' to print

2. Daily Cashier Summary Report = specify 'Transaction Date' and click 'OK' to print

3. Daily Cashier Detail Report = specify 'Transaction Date' and click 'OK' to print

4. Transaction Ledger Detail Rpt = specify 'Transaction Date' and click 'OK' to print

5. Daily Revenue By Segment = specify 'Transaction Date' and click 'OK' to print

6. Daily Revenue By Source = specify 'Transaction Date' and click 'OK' to print

7. Daily Revenue By Room Type = specify 'Transaction Date' and click 'OK' to print

8. Out Of Order Room Listing = press OK to print

9. No Show Report = specify 'Arrival Date' and click 'OK' to print

10. Night Audit Report = specify 'Hotel Date' and click 'OK' to print

11. Expected Guest Arrival Report = specify 'Arrival Date' and click 'OK' to print

12. Expected Guest Departure Rpt = specify 'Departure Date' and click 'OK' to print

13. Guest In-House List = press OK to print

14. Room Status Report = press OK to print

15. Walk In Guest List = specify 'Arrival Date' and click 'OK' to print

16. Transaction Ledger Detail-B/bf = specify 'Trx Date' and click 'OK' to print

7. ACCOUNT RECEIVABLE
Steps

1 The “Export Debtor Accounts to AR” window is a temporary holding location for folio balances designated
to be transfer to account receivable.

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2 Select the date range of the transaction then click “Retrieve”.

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3 Each row represents a transaction ready to be exported to accounts receivable. Tick on the tick box to
select the transaction to export. Once the transactions are selected, click “Post” to post to accounts
receivable. If transactions needed to be exported to a text file, click “Export” and a window will appear
requesting for a save location.

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8. DAY END RELATED REPORTS

Steps

9. SEE ALSO
Links to other related topics to the procedure described in this document

END OF DOCUMENT