FAQ - Accounting / Night Audit Process
I accidentally started the audit; can I revert to the previous date?
Unfortunately, once the audit has started, it cannot be stopped, and the date cannot be changed once the audit is completed. Attempting to do so can cause significant issues, such as creating duplicate audit records. A VM technician will never manually change the audit date to a past date unless it was mistakenly set to the future without any audits being run.
The audit process includes several safeguards to ensure it is only run at the correct time. All departures and arrivals must be completed, and three reports need to be viewed and acknowledged. If the audit is in progress, it means you had no pending departures or arrivals.
To address this, the only option is to backdate any new walk-in reservations. For online reservations, you will need to monitor the Channel Manager reservation page, as those will not be integrated into the PMS if their arrival dates are before the audit date.
My property is seasonal, can we skip audits to the reopening date?
Unfortunately, every situation is unique, so we recommend reaching out to our Client Experience team for more specific guidance.
In general, we strongly advise against skipping audits. Running your audits regularly is important because it helps maintain accurate nightly statistics. If you skip them, you could lose important data, though some of it can be rebuilt. Additionally, skipping past year-end can result in missing end-of-year stats, which could affect comparisons with the previous year.
The audit is still running after 30 minutes, what should I do?
This issue is more common for properties using Visual Matrix Desktop PMS. If the audit is still running after 30 minutes, the best course of action is to wait. Typically, the audit takes between 5 to 10 minutes, but it can take longer depending on the processes being executed and available resources (such as server configuration).
Related Articles
FAQ - Accounting / Night Audit Reports
General Report Differences & Expectations Why don’t the same numbers always match across different reports? Because reports in Visual Matrix are built for different purposes, even when they use similar labels. Some reports are designed for: - ...**Glossary and Common Acronyms (Index) - Visual Matrix PMS
1-10 A B C D E F G H I K L M N O P R S T U V W X Y Z 1-10 1099 The 1099 form is used to report to the US government income earned by travel agents as commissions, and income earned by owners of hotel condo units after any deductions but before any ...**Credit Card Best Practices in Visual Matrix Cloud
Credit cards touch nearly every part of the guest experience—from reservations and check-in to settlement and post-stay refunds. For managers, understanding not just how credit cards work in Visual Matrix Cloud, but why certain practices matter, is ...Message "Night Audit Has Already Been Requested"
If you encounter the message "Night audit has already been requested", it may be due to a browser disconnect during the audit process. This issue can prevent your property from viewing the completed audit in your system. To help resolve the issue ...Best Practices for Managing Credit Card Batches in Visual Matrix PMS
Managing credit card batches effectively is essential for maintaining smooth payment processing, accurate accounting, and timely funding. This guide outlines proven daily practices, staff protocols, and system tools to help you prevent settlement ...