Night Audit Daily Report (Cloud) π₯
π₯ Watch Video
The Daily report recaps all the activity within the last audit. This daily report includes hotel statistics, like the total earnings from hotels revenue centers. Numbers from each revenue centres will display for the day, MTD (month to date), last year MTD and variance between the 2, and YTD (year to date), last year YTD and variance between the 2. The Daily Report is composed of a statistical recap, a guest ledger detail listing, a city ledger detail listing and a detail listing summary.
Path: Accounting > Night Audit > Reprint Reports > Daily report.
1. Click Refresh to get the latest updated report.
2. The option is given to export the data the "Statistical Recap" data "Daily Listing" data (aka Detail Listing for Guest and City Ledger). More info at the end.
Detailed report - The Statistical Recap
The Statistical Recap includes: rooms stats, payments totals and a ledger summary.
The room stats are the following:
- Occupied: Number of rooms that were checked-in. The same number can be found in the Hotel Status tab in Front Office > Supervisor > Hotel Status.
- No Show: Number of rooms that were checked-in and charged as no-show following the Visual Matrix no-show process.
- Late C/I: Number of rooms that were checked-in after the night audit that required a backdating of the arrival date.
- Early C/O: Number of rooms that were checked-out on an earlier day than the one in the reservation.
- Total Rooms: Occupied + Late C/I - Early C/O. The Late C/I being for the previous night counted on the current date the report is for.
- Occupancy %*: Rooms Charged (Occupied + No-Show + Late C/I) + Rooms Out of Order / Total rooms in the hotel.
- Out of Service: Number of rooms Out of Service.
- Comps: Number of rooms that were at a rate of $0.
- Total Rm Rev: Room Revenue posted during night audit or automatically at check-in (if feature is enabled). This room revenue does not include manually posted RC codes and revenue posted on out of occupancy rooms. Those revenues will however show in the GL Detail Listing Guest Ledger section.
*If you activate the "Dashboard Occ W/O OOO" feature in Management > Property Settings > Parameters, the OOO rooms will not be counted in the formula.
- ADR: Total Room revenue divided by the total of rooms, Comp rooms not included.
- ADR w/comps: Total Room revenue divided by the total of rooms, Comp rooms included.
- RevPar: Revenue Per Available Room. Total Room Revenue divided by the total of rooms in the hotel, out of order included.
- % of Base: percentage of the ADR compare to the applicable base rate.
- % of Tier: percentage of the ADR compare to the applicable tier rate.
Detailed report - Payments Totals
The deposits are divided in 3 categories: Cash and Checks, Credit Cards, and Gift Certificates.
The total of the deposits will less than likely match the total (room) revenue for that same day. The only way for those numbers to match is to post a payment for every charge. It cannot be a metric use to compare.
Detailed report - Ledgers Summary
Each ledger can be compared to a detailed report right after the audit.
- the Advance Deposit ledger balance can be compared with the Adv/Delq Deposits report.
- the City Ledger balance can be compared with the Accounting AGING report.
- the Guest Ledger balance can be matches with 2 reports:
- the In-House Guests report.
- the No-Shows report*
No-shows recorded via the automatic no-show feature contribute to the guest ledger balance but are omitted from the "In-House Guest" report. Therefore, it's essential to review the dedicated no-show report when utilizing this feature.
The opening balances can be compared to the closing balances of the previous daily report.
The debit balance is made of every amounts that were added to the ledger:
- Advance Deposit: advance deposits posted.
- City Ledger: total of the codes DB and TF (if used).
- Guest Ledger: total of charges posted in a guest account (guest, group or house account).
The credit balance is made of every amounts that were credited from the ledger:
- Advance Deposit: advance deposit transferred from the Advance Deposit ledger to the Guest Ledger at check-in (7T code).
- City Ledger: Total of payments posted in a City Ledger account.
- Guest Ledger: Total of payments posted in a Guest Ledger account (guest, group or house account), as well as direct bill payments (DB) and discounts applied (RD).
The closing: balance of the ledger at the closing of the day is the Opening added of the Debits and deducted of the Credits. The closing will be the opening for the next day.
Detailed report - Guest Ledger Detail Listing
- Category is the Guest Ledger (GL) category heading.
- Accounting codes of each item included in this GL account.
- Number of transactions posted by accounting code.
- Total generated for each code for the day, the current and previous month, current and previous year and the variance between each.
A budget can be set up for any Revenue code in the accounting code set up screen.
The RC code in the detail listing is the total of the room revenue, night audit and manual room revenue posting. Contrary of the statistical recap where the room revenue is only the night audit revenue. If the two amounts are not matching, which can happen, check out of occupancy room types that had RC charges posted with them. Also, check the revenue from the FD - Forfeit Advance Deposit accounting code.
Detailed report - Guest Balance Summary
The Summary should always have a difference of $0.00. If not, follow these instructions.
Detailed report - City Ledger Detail Listing
- Category is the City Ledger (GL) category heading.
- Accounting codes of each item included in this GL account.
- Number of transactions posted by accounting code.
- Total generated for each code for the day, the current and previous month, current and previous year and the variance between each.
Detailed report - Detail Listing Summary
This section recap the total for each Guest and City GL account detailed previously.
- Number of transactions posted by accounting code.
- Total generated for each GL account for the day, the current and previous month, current and previous year and the variance between each.
Statistical Recap CSV Export
The exported csv file will be named "Staistical Recap Report [Date of the Day]", with every information explained above reported.
The export of the Statistical recap includes 91 metrics.
| DailyOccupied | MTDLateCILY | MTDTotalRoomsVar | YTDOutOfService | YTDADRLY | YTDRevParVar |
| MTDOccupied | MTDLateCIVar | YTDTotalRooms | YTDOutOfServiceLY | YTDADRVar | TodayPercentBase |
| MTDOccupiedLY | YTDLateCI | YTDTotalRoomsLY | YTDOutOfServiceVar | DailyWComps | MTDPercentBase |
| MTDOccupiedVar | YTDLateCILY | YTDTotalRoomsVar | DailyComps | MTDWComps | MTDPercentBaseLY |
| YTDOccupied | YTDLateCIVar | DailyOccPercent | MTDComps | MTDWCompsLY | MTDPercentBaseVar |
| YTDOccupiedLY | DailyEarlyCO | MTDOccPercent | MTDCompsLY | MTDWCompsVar | YTDPercentBase |
| YTDOccupiedVar | MTDEarlyCO | MTDOccPercentLY | MTDCompsLYVar | YTDWComps | YTDPercentBaseLY |
| DailyNoShows | MTDEarlyCOLY | MTDOccPercentVar | YTDComps | YTDWCompsLY | YTDPercentBaseVar |
| MTDNoShows | MTEarlyCOVar | YTDOccPercent | YTDCompsLY | YTDWCompsVar | TodayPercentTier |
| MTDNoShowsLY | YTDEarlyCO | YTDOccPercentLY | YTDCompsLYVar | DailyRevPar | MTDPercentTier |
| MTDNoShowsVar | YTDEarlyCOLY | YTDOccPercentVar | ADR | MTDRevPar | MTDPercentTierLY |
| YTDNoShows | YTDEarlyCOVar | DailyOutofService | MTDADR | MTDRevParLY | MTDPercentTierVar |
| YTDNoShowsLY | TotalRooms | MTDOutOfService | MTDADRLY | MTDRevParVar | YTDPercentTier |
| YTDNoShowsVar | MTDTotalRooms | MTDOutOfServiceLY | MTDADRVar | YTDRevPar | YTDPercentTierLY |
| DailyLateCI | MTDTotalRoomsLY | MTDOutOfServiceVar | YTDADR | YTDRevParLY | YTDPercentTierVar |
| MTDLateCI |
Daily Listing CSV Export
The exported csv file will be named "Daily Detail Report [Date of the Day]", with every GL account detailed above reported.
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