Setting Up Night Audit Report Email Recipients (Cloud) 🎥
🎥 Watch Video
Night Audit report recipients define who will receive reports generated after the Night Audit process is completed. This setup allows you to assign recipients and select exactly which reports they should receive.
Reports are only sent after clicking Generate Reports at the end of the Night Audit process.
Path: Management > User Settings > Email
Instructions
1. Click Add.
2. Enter the recipient’s name and email address.
3. Select the reports the recipient should receive by checking the corresponding boxes across the columns (e.g., Daily Report, Credit Card, Room Tax, GL).
4. Click Save to apply the changes.
To remove a recipient, click the X at the end of the row to delete that entry.
Understanding Report Selection Options
Each column represents a specific Night Audit report. Check the boxes to determine which reports each recipient will receive.
- Oper Trans: Operational transactions.
- Trans Log: Transaction log details.
- Room Tax: Tax-related reporting.
- Credit Card: Credit card transactions and batch details.
- Daily Report: Summary of daily activity.
- GL: General Ledger summary.
- Mkt Segment: Breakdown of reservations by market segment.
- Reason Stay: Summary of stay reasons selected on reservations.
- Ref Code: Reporting based on referral or source codes.
- Extnd Stay: Revenue generated by length of stay categories.
Important Behavior & Rules
Manual Trigger Required
Reports are only sent after clicking Generate Reports during the Night Audit process.
Reports Must Be Selected
Adding a recipient alone does not send reports. The corresponding report boxes must be selected.
Email Configuration Required
Email settings must be properly configured in Visual Matrix, or reports will not be delivered.
Recipients Do Not Need to Be Users
Email recipients do not need to have a system login. External email addresses can be used.
Report Availability and Format
Most reports must also be enabled in the Accounting > Reprint Reports section and can be configured to be sent in different formats (PDF, Word, or Excel).
The Extended Stay report is the only exception. It does not need to be enabled in Accounting and is always sent in Excel format.
Important Clarification
This setup defines who receives reports, not when they are sent. Report generation and email delivery occur during: Accounting > Night Audit > Reprint Reports > Generate Reports.
Still Need Help With This Topic?
Ask Yourself:
- Was the recipient added correctly?
- Were the correct report boxes selected?
- Was Generate Reports clicked?
- Are email settings configured correctly?
Support May Ask:
- Which reports are expected
- Whether Generate Reports was clicked
- Screenshot of recipient setup
- Email configuration details