Most reports display only posted transactions - these are transactions recorded in the reservation folio as finalized (not pending) and associated with the past or current date of stay. This applies once a reservation is marked as 'In-House' or the guest has been checked in.
To ensure reports accurately reflect information from your reservations, we recommend that you regularly check in and out reservations as part of your routine operations.
Who can run Night Audit?
The system has permission to “Run Night Audit,” which ensures only authorized staff can trigger the process. This permission is disabled by default for all users except property owners and admins.
Check this article to edit role permissions for your users: Role privileges
How to run Night Audit?
1. Automatic Audit
Under the Night Audit Preferences section in General System Settings, configure the default time for the night audit. If the process hasn’t been triggered manually, the system will automatically run it at the specified time.
Assess:
Account -> Settings
-> System -> Preferences
2. Manual Audit
Selecting to run Night Audit will trigger all the actions in the Night Audit procedure. This works in tandem with the default time to run Night Audit, so Night Audit only runs once each night.
This button will open a modal to confirm that you want to trigger the Night Audit process.
Since the Night Audit can only run once a day, you will see the following message if you try to run Night Audit the second time :
"The night audit has already been run. It was completed at HH:MM by Username.”
You will get the same message if you try to run Night Audit before midnight (00:00):
Click the View Reports button in the message above to see the Night Audit reports. Alternatively, you can manually access them by following the instructions: Useful reports for night audit.
When to Run Night Audit Reports?
System-generated transactions are automatically recorded with a timestamp of "current day, 11:59 PM." However, these transactions only appear in reports after 2:00 AM the following day. For this reason, the ideal time to run Night Audit reports is after 2:00 AM on the day following the transactions.
Examples of System-Generated Transactions:
- Room rates are added automatically when creating a reservation.
- Taxes and fees are applied to reservations automatically.
- Items are automatically added to bookings during reservation creation.
Manually added transactions, on the other hand, are recorded with the timestamp specified by the user. These transactions will appear in reports based on the user-defined timestamp.
Examples of Manually Added Transactions:
- Room rates are entered manually.
- Payments are added manually or scheduled for a specific date.
- Taxes or fees are entered manually.
- Cash drops are recorded manually.
By understanding this distinction, you can ensure your reports accurately reflect all transactions and run optimally for comprehensive insights.
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