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Non 24-Hour Sites

There are some locations which use roomMaster that do not operate 24 hours a day, seven days a week. roomMaster is setup, however, to run in this type of environment.

roomMaster uses two dates, the system date and the audit date. The audit date is used to track which business date the hotel is actually using at the moment. Usually, guests will check in to a hotel until 2 or 3 AM. When all guests have arrived and no more walk-in guests are allowed, the audit should be started. Since the actual date may be June 1 at 3AM, the current audit (business) date would still be May 31.

Closing early​

Sites that close at a certain time (such as Midnight), should run the audit before they go home. All reservations for that night should be checked in. If the guest still has not arrived, and you are leaving them a key, it is a good idea to check the guest in to the computer and post room and tax before the audit is run. By checking-in the reservation and posting room and tax before they arrive, your audit reports and figures will reflect more accurate information. If the next morning, the guest did not arrive, you have three options. Either void the room and tax and check-out the folio, post a charge to the guest's credit card if the reservation was guaranteed, or create an account type titled "No-Shows" which would be a credit account and post the total of the bill to this account. The third option would give you visibility to how many no-shows you had during the month and what the cost was.

(If you decide to create a no-show account, the group and sub-group used should be "Charges/Room" and should be a credit)

Running audit the next morning​

Another option would be to run the audit the next morning when you first open. This would allow you to post any additional charges that may have occurred the night before. It is very important, however, to quickly close the day before any new day's business transactions occur. You should close the dayend before you start checking out guests. If you check everyone out of the hotel and run the dayend, the analysis reports will report inaccurate information.

Checking in guests after the night audit​

When you checkin guests after the night audit, and there is a reservation which is coming into the same room, you can checkin the guest but change the number of nights to 0 (zero) nights. This allows a record to occupy/checkin into a room even though there is a reservation scheduled to come in one the same day.

Skipping a day​

There may be a day your business is closed. If there are no guests in the hotel for that night, quickly run a dayend process. Reports that print should be very minimal since no transactions have occurred. By quickly running the dayend process, your audit date statistics will reflect accurate information and validity of your data is kept. If there are guests who have stayed in your hotel, run the auto-post procedure and then run the dayend process.

Never change the audit date​

The dayend process changes the audit date for you so there is really no need for you to manually change it. Before the audit date is changed, the system checks many things before the audit is completed. When you change the audit date manually, you lose this validity checking. Changing the audit date will not check for no-show reservations, the forecast will not be updated properly and transactions may appear out of order on a guest folio. The next posting date could be affected and the auto-posting function may not work properly.

Running dayend quickly​

When the office closes at a certain time or you are running the dayend in the morning when you arrive, you probably want roomMaster to run the Dayend process as quickly as possible. Here are some tips in helping roomMaster run quicker:

  • Setup an auto-post of room & tax at check-in time. This will allow the auto-post procedure to run faster since only stay-overs will need to be posted. (See "Auto-post transaction at Check-in" in the Setup/Guest Ledger options)

  • Turn off any reports that you do not need during the dayend close.

  • Purge files on a regular basis (monthly) to allow the backup to run faster.