SoftHotel Night Audit Checklist with WebVu (Auto Settlement)

Transcription

1 SoftHotel Night Audit Checklist with WebVu (Auto Settlement) Process: (Summary) Pre Audit Log onto SoftHotel as Pre Audit User Reconcile Arrivals and Departures Complete Bucket Check Balance Postings Check Ledger Totals Wyndham Rewards Batch Credit Cards Balance Pre Audit Shift Audit/Close of Day Run the Close of Day Auto Batch Credit Cards Manual Credit Card Processing Print Close of Day Reports Restart Workstation Post Audit Log onto SoftHotel as Post Audit User Process No Shows Housekeeping Reports Balance Post Audit Shift Log Off Process: (Detail) Pre Audit Logon on to SoftHotel Property Number, User Name, and Password. Open Cashier when prompted (Pre-Audit Cashier (or user Cashier if applicable)) Verify your cash drawer is at the pre-determined amount before the departure of the previous shift. Print Pre Audit Reports 1. Arrivals Report: 1. Click on Reports > Front Office > Guest List > From Quick List Scroll to Arrivals > Advanced - Under Date Range, ensure the Start Date is set to the Hotel Date and that the End Date is deleted or blank > Search > Print (if all arrivals have not checked in) Wyndham Worldwide 1 of 10 version

2 Use this report to reconcile all arrival reservations Cancel any 4pm or 6pm hold reservations (Non-GTD). The status of any arriving reservations for today that are left in the system will be converted to NO SHOW status when the Close of Day is run. DO NOT ALLOW 3 rd Party Reservations to become NO SHOW (No Show is a permanent status and can not be changed). 2. Departure Report: Click on Reports > Front Office > Guest List > From Quick List Scroll to Departures > Advanced - Under Date Range, ensure the Start Date is deleted or blank and that the End Date is set to the Hotel Date > Click Search > Print (if all departures have not checked out) *Use this report to reconcile all departing guests Access the stay information for each guest, verify that the guest was not accidentally checked in as a Day Use Room. If not, you should either check out the guest or extend the guests stay by one day and inform the GM of the situation the next day. If you leave the guest in a departing status, the guests stay will be auto-extended for one day when the Close of Day is ran. Troubleshooting: If Close of Day will not run check for departures either extend or check out guest.. Bucket Check In House Guest List Click on Reports > Front Office > Guests List > From Quick List Scroll to In House > Advanced - Under Sort Order Select - Room Under Filter - Check box - Detailed > Search > Print *Perform a complete bucket check with this report This is accomplished by comparing the information on this report by room to the registration cards in the bucket. Important items to check are: (property can check other criteria also) Name(s), room number, departure date, and rate. If you locate a difference between the two, line out the incorrect information on the registration card, initial it and add the correct information. You should also remove any registration cards that were left in the bucket for checked out guests or move registration cards to the proper slot in the bucket if needed. Balancing Postings Transaction Totals (Balance any revenue and payment postings) Click on Reports > Accounting > Transaction Totals Set the Start and End to the Hotel Date > Advanced Under Group By Select Transaction Type > Ok > Print *Balance all postings and paper work for the day with this report - Reconcile call accounting revenue, movie revenue or other miscellaneous revenue. Collect all the checked out guests folios from the day and separate them by Payment type. Run an adding machine tape on each Payment type. Compare the totals from these tapes to the Transaction Totals Report. If they balance, set aside until you are ready to batch credit cards. Wyndham Worldwide 2 of 10 version

3 Check Ledger Totals Hotel Ledger Report Totals (check for guest, receivables, group, company ledger balances) Click on Reports > Accounting > Hotel Ledger - Check Show box Companies, Groups, Receivables > Run > Print. *Review this report for guests that were checked out with a balance If any guest s were checked out with a balance, locate the guest utilizing Advanced Search. Open the guest folio and determine what needs to be done to bring the balance on the folio to a zero balance. You may need to perform an adjustment or simply post a payment. Miscellaneous Items Access the Phone Company account and reverse any LD (Long Distance Charges). Nightly. Wyndham Rewards SoftHotel will automatically post the Room and Tax to the guest folio when the audit runs. If your hotel has a Safe Charge set up as a tax, this will need to be adjusted following the Night Audit. Audit/Close of Day Close of Day: Once you are in balanced and have reconciled all arrivals/departures/wyndham Rewards/Shift Balancing precede to Close of Day. Accounting > Close of Day > Click Run Audit > When prompted to Print Audit Reports Click Yes to Print Reports. Troubleshooting: To reprint reports: Reports > Accounting > End of Day > Change date to the correct day. Print The System will tell you that the Business date has changed. Wyndham Worldwide 3 of 10 version

4 The Close of day will start and you will see the following pre settlement report. You will then have the option of printing, saving or ing the report. If you don t print, save, or the report you will not be able to regenerate it. Make sure if you need a copy you print, save or at this point. NOTE: If you have no credit cards to settle you will get the following message. Once you print, save or the report click close and you will be taken to one of the following screens: Wyndham Worldwide 4 of 10 version

5 If you click yes your credit cards will balance and it will take you back to the run audit screen where you will have the option of clicking run audit. If you click no it will cancel end of day so you have a chance to adjust any balance issues between SoftHotel and WebVu. If you are out of balance you will see the following screen. Clicking Yes will settle the batch out of balance and clicking no will cancel close of day so you can adjust any balance issues. If for some reason the settlement fails you will see the following message. If everything looks fine click yes to settle and then click on run audit to close the day Once the audit is complete you will have the option of printing your audit paperwork Wyndham Worldwide 5 of 10 version

6 You can click yes to print or no to print later that day. These reports need to be printed the same day. If another audit is run they cannot be reprinted. Manual Credit Card Processing Protobase (if the batch fails) Balance Credit Card Transaction Report to Protobase Detail Selected Screen. Balance and Batch to Protobase - using the following instructions. Click the SDC icon on the desktop ( Log into WebVu: User Name: Your assigned user identification name Password: The corresponding password for your user identification name Connect to: SOFTHOTEL# (# = last digit of your property code) Location: Blank Click on the Select button to bring up the Selection Criteria window. Leave the entries blank, and then click Deselect. This will deselect all transactions. Wyndham Worldwide 6 of 10 version

7 Click on the OK button. Click on the Select button again. Enter the Transaction Date in mmddyy format, and then click Select. Click on the OK button. Wyndham Worldwide 7 of 10 version

8 Click on the Reports button. From the drop down, select Card Type, then click Detail and Selected, and then click OK. Provides only totals on transactions in a database. Generates reports on ALL transactions in a database. Provides line item detail of all the transactions in a database. Generates reports on Selected transactions in a database. Provides line item detail plus extended information on all transactions in a database. Generates reports on settle-able transactions only in the Main database. Allows you to view a specific batch Verify totals match between the WebVu report and the Detailed Credit Card Totals report. Click on the Settle button to bring up the Settle Transactions window. Then click Settle Selected. Click OK Once the Settlement Report appears Click F11 (or click the bar above the report and hold the Ctrl Key down) > Printer Icon will appear on the top task bar > Click to Print > Choose Credit Card Report > Detail > All Selected > Batch Number > OK > Ctrl F11 (or click the bar above the report and hold the Ctrl Key down) > Printer Icon will appear on top task bar > Click to print, right click the mouse and select print from the drop down menu. Wyndham Worldwide 8 of 10 version

9 Print Any additional Reports Transaction Summary Report: Reports > Accounting > Transaction Totals > Transaction Code > Date Range > Summary > Run. End of Month or Nightly. Balance Cashier Shift: Balancing Cash: Go to Reports > Accounting > Transaction Totals > (Make sure they are for today s date) > Advanced > Set this to Transaction Code > CA > Enter User > OK > Print Total Cash Received under your logon. Count your drawer. Make sure the two balance. Balancing Credit Cards: Sort Credit Card Folios by type: Reports > Accounting > Credit Card Transaction Totals > Run > Print Close Cashier Accounting > Cashier Audit > Under Totals > Enter the Total Cash, etc Posted > Click Process > If you are out of balance the system will tell you Do Not Continue until you are sure you are in balance. Restart the Workstations: Click Start > Shutdown > Restart. Restart the Master Workstation (W01 first). Wait until Windows is fully loaded, log back into Hotel and then log back into SoftHotel. Wyndham Worldwide 9 of 10 version

10 Post Audit Open new Cashier: The first time you go to check out or post the system will prompt you to open up a Cashier Open the Post Audit Cashier. No Shows: If No Shows automatically post - Access the guest reservations using the No Show report (Prints in Close of Day Reports) and the Advanced search from the Room Board. Post Payment to 0 balance the room. Print Folio. If No Shows did not automatically post access guest folio > manually post Room/Tax > Manually post payment. Print Folio. Housekeeping Print Housekeeping Reports (close to Housekeeping Arrival) Click on Reports > House > Assignments or Check list > Run Balance Cashier Shift: Balancing Cash: Go to Reports > Accounting > Transaction Totals > (Make sure they are for today s date) > Advanced > Set this to Transaction Code > CA > Enter User > OK > Print Total Cash Received under your logon. Count your drawer. Make sure the two balance. Balancing Credit Cards: Sort Credit Card Folios by type: Reports > Accounting > Credit Card Transaction Totals > Run > Print Close Cashier Accounting > Cashier Audit > Under Totals > Enter the Total Cash, etc Posted > Click Process > If you are out of balance the system will tell you Do Not Continue until you are sure you are in balance. Log Off - F11 Wyndham Worldwide 10 of 10 version