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Dayend Close and Night Audit

Can't access Night Audit?

If the Night Audit menu options are missing or "grayed out", it simply means you do not have access to these menu options. You must contact your supervisor or manager to gain access to these menu options. InnQuest Software support staff cannot help you gain access to them.

Posting Room and Tax

The first step to running the night audit is to post room and tax to all inhouse folios. This is accomplished by selecting Night Audit > Auto Post Transactions. Once this option is run, every inhouse folio will have room and tax posted for the current day.

If you use iQ-POS, the dayend close should also be completed in that program before the dayend close in roomMaster is completed. Failure to do so will cause transactions in the point of sale to end up on the next business day.

Next, run a final shift report (Front Desk > Shift Report) to balance your final shift. Verify that shift report with your cash drawer and make any final deposits.

Precheck

Make sure all users have completely logged out of roomMaster. Next, select the Night Audit > Dayend Close option to run the Dayend Close. The system will process a "Dayend Close Precheck" which consists of the following:

  1. Verifying Folio Information - This checks that valid check-in and check-out dates are on each folio.
  2. Checking for No-Shows - This checks that all reservations with the current day's arrival date are checked in.
  3. Checking Room/Tax Posting - This checks that all inhouse folios have room and tax posted.
  4. Checking City Ledger - This checks that all transactions to be moved over to the city ledger exist and are active.
  5. Checking Balances - This checks yesterday's balance in each ledger plus today's charges minus today's credit balance against today's balance in each ledger.
  6. Checking Journal File - This checks that each record on the journal file exists on each appropriate ledger.
  7. Miscellaneous - This checks if history should be purged, too many Bi-Directional messages, roomMaster registration code is valid and exclusive access on Journal File.
  8. Credit Limit Warning - When a City Ledger Account balance exceeds their established credit limit, the system will now warn you on the Day End Close Audit Precheck. This feature can be disabled by going to Setup > Guest Ledger > Dayend Close Options [Ignore City Ledger Credit Limit Warnings].

Once the Precheck has completed, a listing of any error appears in the generation window. There are two types of errors: severe and warning. Severe errors do not allow day end processing to be completed without the errors being corrected, while warning errors allow day end processing to continue.

Highlighting the error and double-clicking will give you detailed information about the error. Click on Print to print the generation window listing. InnQuest recommends this list be printed and attached to the audit every night as a verification to the manager that all errors have been addressed.

When there are no more severe errors, click on Proceed with Close ...

  • Enter Notes and weather information manually or using the drop down box.

Note: roomMaster will create a PDF of all reports run during the audit.

Once Day End Processing has completed....

  • Run Housekeeping and Associates Report.
  • Print Arrivals Listing and Guests to Check-Out Report.

Audit Packet should contain the following:

  • Guest Ledger Report
  • City Ledger Report
  • Advance Deposit Ledger Report
  • Advance Deposit Transactions
  • Journal Transactions Report
  • Day End Close Warning Error Listing
  • Daily Audit Report
  • Shift and Void Reports

The audit packet may contain different reports, depending on what reports have been selected in the Defaults for Dayend Close.

Dayend Close

roomMaster posts any finance charges to the city ledger and prints final reports according to the defaults set in the night audit defaults.

Next, folios are moved over to history (unless this option has been turned off), monthly accounting files are updated, and the journal files are cleared. The availability file adds one more day and audit date is advanced one day. Once the audit is completed, other users can start using roomMaster again.

Dayend Work Files

Before the day end close starts, roomMaster creates "save" files of your data. If the system halts during the day end close, the "save" files will be automatically restored when roomMaster is restarted. Once the day end close has completed, the "save" files will be removed. If the system locks up, freezes or other errors occur during the dayend close, restart roomMaster and you will be prompted to restore the files back to the original state before the close.