The night audit of a hotel is a process of reviewing and closing the financial, operational, and reservation records that is carried out during the night to ensure the accuracy and consistency of the previous day's data.
Through the night audit, the PMSS date also changes. In Ulyses Suite, the business date of a property may or may not match the actual date. The system offers users the option to close the current day either manually or automatically.
To close the day manually, you must follow these steps:
- Go to "Front Desk" in the main menu.
- Select "Night Audit" in the submenu.
Front Desk > Night Audit
From there, you will need to complete a process that consists of several steps:
- Arrivals without check-in: Ulyses Suite evaluates all reservations where check-in was due but not completed. In this step, you must decide whether to mark them as "No-show" and apply the corresponding charge, or take another action as appropriate.
- Departures without check-out: Ulyses Suite evaluates all departures where check-out has not been completed. Here you must decide whether to extend one more night or complete the check-out.
- Clear group block: In case the group wash with arrivals for the day has not been carried out, and to prevent discrepancies between blocked and reserved occupancies.
- Blocked spaces: In this step, the spaces that are blocked in the property are reviewed. You can manage the blocks, either keeping them or removing them as needed.
- Pending tasks: Ulyses Suite displays a list of pending tasks that must be completed before closing the day. You can review and mark these tasks as completed in this step, if they have been done.
- Daily guest report: In this step, Ulyses Suite evaluates the quality of information for guests who checked in during the current day. If information is missing, you can complete it to send it to the relevant administration when necessary.
- Open invoices: In this step, invoices that are still open are reviewed and closed.
- Added products report: Ulyses Suite shows all charges that will be added to each room at the end of the day.
- Credits: In this step, Ulyses Suite shows the charges closed to credit made during the day, which will be sent to credit accounts via a remittance letter.
- Generated commissions: Reports are generated on commissions that have been generated during the day, if applicable.
- Close day: This step will process all the previous steps and update the reservation forecast, as well as the future status of the property, among other necessary actions to close the day.
- Emergency reports: At this stage, Ulyses Suite allows you to download important reports in case of a system outage, so that teams can take the corresponding actions.
- Police report: This step is only available if integration with the Police has been enabled. From here you can download the necessary file to send to the relevant authorities.
If you want to automate the day closing, you can do so by activating the night audit function in the property settings. Follow these steps:
- Go to "Property Settings" in the main menu.
- Select "Property" and then "Preferences".
- Within preferences, look for the option "Night Audit".
- Specify the time at which you want the day to be closed automatically.
- Provide the email address to which emergency reports will be sent.
By configuring these settings, the system will automatically close the day at the specified time and send emergency reports to the email address you have indicated.