AUTOMATED NIGHT AUDIT - Hotel Property .AUTOMATED NIGHT AUDIT Close Day Process –...

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  • AUTOMATED NIGHT AUDIT Close Day Process MSI CloudPM v5.4

    MSISolutionswww.msisolutions.com

    AbstractThehotelnightauditisadailyreviewofguestaccounttransactionsrecordedagainstAccounting

    Code(orDepartmentCode)transactions.Theroutinehelpsguaranteetheaccuracy,reliabilityandthoroughnessoffrontofficeaccounting.

    ThesystemprocessalsoclosesonebusinessdayandstartsanotherintheCloudPMsoftware

    system.ThisnewfeatureforCloudPMv5.4istoautomatethisprocessbasedonlocalclock-time,wheretheCloseDayprocessesintheCloudPMsystemrunwithoutintervention

  • AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017

    MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com

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    AutomatedCloseDay-SummaryThehotel night audit is a daily reviewof guest account transactions recorded against Accounting Code (orDepartmentCode)transactions.Theroutinehelpsguaranteetheaccuracy,reliabilityandthoroughnessoffrontofficeaccounting.ThesystemprocessalsoclosesonebusinessdayandstartsanotherintheCloudPMsoftwaresystem.ThisnewfeatureforCloudPMv5.4istoautomatethisprocessbasedonlocalclock-time,wheretheCloseDayprocessesintheCloudPMsystemrunwithoutintervention,unlesserrorsoccur.

    A) FunctionTheautomatedprocesswillincludethefollowingfunctions;eachstepmayexperienceerrorsorfailuressomestepsrequireahalttheCloseDayprocess,whereotherswillrequirenotification(reporting)only:

    DatabaseBackupbackupofpropertydatabaseatthecommencementoftheCloseDaystart.ThisisstartedwhentheCloseDaycommendisselectedduringamanualCloseDay/Audit.CheckforIn-HouseGueststhatareDUEOUT-Scheduleddepartureswillbeautomaticallyextendedforonebusinessday;ifpayingbycreditcardandauthorizationisrequired,thoseguestfolioswillauto-authorizefortheextradate.Notes:

    o In-Houseguestsduetocheckoutwillbeauto-extendedby1dayonly,usingtherateusedonthelastnightoftheguest'stay

    AuthorizationforCC-payingguestsauto-extendedwillbeauthorizedforthe1additionalnight

    ShiftClosea. ClosebyShiftifashiftisopen,systemwillauto-closethecurrentshiftb. ClosebyCashierItispossiblethatmultiplecashiershaveopenshifts;CloudPMwillneedto

    closeallopencashiershifts

    FailureMode:Interventionrequired(Critical);thisisafailurethatwillstoptheauditprocess,andwillrollbacktothepre-auditstate.PostRoom&TaxAutopostroom,roomtax,packageitems,specialrequests,andapplicablesalestaxesAuthorizationIncreaseReportConfigurable;ifenabledthereportmustidentifyguestsrequiringauthorizationstocoverthecurrentbusinessdate.Ifenabled,theauthorizationprocessforeachin-houseguestaccountpayingbycreditcardwillrunautomatically.FailureMode:Notification;LoginCloseDayActivityReport

  • AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017

    MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com

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    AuditPhases1. Phase1RoomStatus/Maintenance/OccupancyTracking2. Phase2-FlagNo-ShowReservations3. Phase3-BuildDailyStatistics(Reports)4. Phase4-CheckinGroupMasters+Auto-ReleaseGroupBlocks5. Phase5-PurgeInterfaceevents;HouseAccounts,Cache,PMSEvents

    Phase6UpdateBusinessDate

    AuditReportsNightAuditReportsarecreatedbasedonConfiguredNightAuditReportsinGMFunctions

    SendCreditCardBatchSettlementwillgeneratePre-SettlementReportbasedonbatchtotals,identifyexceptionsthatcouldnotbeprocessed,andtransmit/settlethebatch.

    Note:TheBatchSettlementReportwillbeaddedtotheNightAuditReportswhenauto-settled

    Generate(new)CloseDayActivityReport:

    o AttheconclusionofallautomatedCloseDayevents,auserpromptshouldindicatethatthereportiscompetewithoptionstoview(inreportviewer)orPrint.

    o TheCloseDayExceptionReportisavailabletoberetrievedforpast-dates.o ReportIncludes:

    a) ListofShiftsAuto-Closed;ordenotesthatnoshiftswereopenatthetimeCloseDaystarts

    b) Posted:Room,RoomTax,SpecialRequest,andPackagecharges;orlistexceptionsoferrorsexist.

    >IncludeissueswithRatesorAmenityItemsc) DailyBackupCompletewithtechnicalwarningsornotificationsifthereareerrorsd) AuthorizationIncreaseReportListofguestsauthorizedduringwithindicatorof

    success,decline,orfailuretoauthorizee) GuestsDueOutListingofguestaccounts/roomsauto-extendedf) CloseDayProcesslistonlyerrorsgeneratedbythesystemduringaudit,ifapplicableg) ReportExceptionslistanyexceptionsorerrorsrelatedtoreportcreatingifvalidation

    canbeperformedoncompletedreportseth) CreditCardBatchDenotestatusofbatch(es)attemptedtoSettle

  • AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017

    MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com

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    B) UserInterfaceChanges-Configuration

    Configuration:GMFunctionsPropertySettingsConfigureNightAudit(SeeFigure1)NOTE:TheformerAuditReportsSetuppageisreplacedbyautilitywithexpandedfunction,andisre-titledConfigureNightAudit.Thepage/utilitystillstillincludetheauditreportselectionandDay-Usecalculationoptions,andwillalsoincludesettingsforconfiguringtheautomatedCloseDayfunction,asnecessary.

    TopSection Toolbar

    o Commands SaveActivewhenchangesaremadeonthescreen CancelActivewhenchangesaremade RefreshReloadspagetoshowlatestsaveddata

    NightAuditSettingssectionheader IncludeDay-UserRoomsinOccupancyStatistics UseAutomaticCloseDayCheckbox

    .o SetCloseDayStartTimeStartTime(localtoproperty,adjustedfortimezonerecordedinGM

    FunctionsPropertySettingsHotelInformation) Format=HH:MM:AM/PMFieldisrequired;CloudPMcannotsavetheUse

    AutomaticCloseDaysettingswithoutthestarttimedataenteredandvalid.

    o AuthorizationIncreaseReportSelection: UseAuthorizationIncreasetocalculateadditionalauthorizationforin-houseaccounts

    andautomaticallyobtainneededauthorization(Default:Checked=True) AuthorizationsarecalculatedandautomaticallyobtainedwithoutPMSuser

    interaction,usingcalculated&requestedauthorizations UIdisplay-None

    DonotautomaticallyauthorizecreditcardsduringCloseDayprocess.(AuthorizationIncreasereporting/authfunctionisbypassed)

    o Due-OutGuestsPerFigure1,usersareinstructedthatdue-outguestsin-houseatthetimeofCloseDaywillbeauto-extendedbyonebusinessday.

    Guestwillbeextended(sameroom)usingtheratelastused(lastnightofscheduledstay)

    Ifaweekly/monthlyrate,andtheguestisextendedbyonedaybutdoesnotqualifyfortheweekly/monthyrate,therateconfiguredforextradateswillbeused

    Ifnoextradayratesareconfiguredforthisscenario,thedefaultRACKratewillbeusedfortheauto-extendedstaynight

    Ifanyotherscenarioarisesthatcausesasituationwherenologicalratecanbeappliedtotheauto-extendednight,thePMSdefaultRACKratewillbeused

  • AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017

    MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com

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    o CreditCardBatchBatchwillbecreatedandcheckedtomatchdailytotalsfromtheCPMDailyActivityReportforeachcardtype.Paymentsmustbecheckedtoensurethatsufficientauthorizationshavebeenobtained.Ifthiscriteriaismet,thebatchwillbeauto-settledwiththemerchantprocessor;SeeFigure1(Verbiage)

    o NotificationsLink(icon)andexplanationisprovidedforconfiguringnotificationsforauditalertsand/orfailuresintheCloudPMMessagemanager;SeeFigure1

    1. CloseDayFailureMessage:[PROPCODE]:CloudPMNightAuditcouldnotbecompletedusingtheautomatedCloseDayfeature.Task(s)notcompleted:--------Allthatapplyfromthebelowlistmaybeincluded---------

    ShiftClose DatabaseBackup Guestsdue-outarein-house CloseDayPhaseXnotcompleted(X=anysubsetof1,2,3,4,5thatapplies)

    2. Non-CriticalErrorNotification:[PROPCODE]:CloudPMNightAuditreportedthefollowingerror(s)duringtheautomatedCloseDayprocess;AttentionRequired:--------Allthatapplyfromthebelowlistmaybeincluded---------

    PostRoom&Tax:OneorMoreAccountscouldnotbeposted AuthorizationIncreaseReportfailedtocomplete NightAuditReportsfailedtocreateduringCloseDay

    3. CreditCardBatchFailure:

    --------MessageAllinstancesofBatchfailuretosend---------

    "TheCreditCardBatchcouldnotbetransmittedduringCloseDay.PleaseusetheCloudPaySettlementutilitytofixanypossibleproblemsandtransmitusingtheSettlementutility."

  • AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017

    MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com

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    GMFunctionsPropertySettingsConfigureNightAuditCommandButtons:Save,Cancel,Refresh(Top/BottomToolbars)NOTE:Save/Cancelbuttonsonpagetoolbarsareenabledwhenanyeditorcontrolsarechangedinthesectionimmediatelybelowthetoolbar

    Figure1

  • AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017

    MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com

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    BottomSection

    NightAuditReportsSetupTheexistinggridfrompreviousCloudPMversionsforsettinguptheNightAuditReportSetwillcontinuetobeusedforconfiguringAuditReportpropertiesinCloudPMv5.4+FuturereleasesmayallowforadditionalconfigurationofNightAuditreportingparametersandproperties.

    Title=NightAuditReportsSetup

    Toolbaro Commands

    SaveActivewhenchangesaremadeonthescreen CancelActivewhenchangesaremade RefreshReloadspagetoshowlatestsaveddata

    Grido Columns

    IncludeinAuditReportsCheckboxcolumn,usedtoselectreportstobeincludedinarchivedreports;defaultselectionAll

    Exception:DailyActivityReportandManagersReportaremarkedIncludedandwillalwaysbeselected

    ReportNameColumnisread-only,showingallpermanentNightAuditReports:

    Figure2

  • AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017

    MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com

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    C) UserInterfaceChanges:CloseDayisIn-Progress&Post-AuditNotifications

    CloudPMdoesnotpreventauserfromlogginginwhenCloseDayisin-progress,howeveranewshiftmaynotbeopeneduntilCloseDayiscomplete,whichpreventsanypostingactivityduringtheCloseDayfunction(asallShiftsmustbeclosedpriortostartingtheCloseDayfunction).Notification:UserattemptstoOpenShiftwhenCloseDayisin-progr