Zero Balance Accounts

One of the most common reasons a night audit does not balance is when a user uses transfer account codes 300 or 301 without making the appropriate corresponding entry. 300 - Transfer Debit and 301 - Transfer Credit are only to be used to transfer amounts between folios or guests. An example would be to take a part of a deposit, a cash payment, or a charge and move it to another folio. It is used as a transfer function only. If you transfer off an amount using account code 301, you must post a corresponding entry using account code 300 for the same amount to another folio or reservation. If you do not do this, you will not be able to balance the night audit.

IMPORTANT: Do not use Zero Balance/Transfer account codes to make adjustments.

You cannot use accounts 300 and 301 to make adjustments to folios or to just to add or subtract from balances on the guest folio. The system is setup to not allow you to take money or balances from a guest folio and just "throw it up in the air". You need to apply this to a valid account.

When you need to make adjustments to a guest folio, use a valid adjustment account such as Room Adjustment Credit or Phone Adjustment. If you are unsure what to do with an open balance, you can always just CheckOut/Hold a folio until a manager can review it.

If you or another user has used accounts 300 or 301 incorrectly, you must VOID them out by expanding each transaction and pressing void. Once you have voided all the 300 and 301 transactions you will be able to properly close the audit.

To Quickly Find Missing Zero Balance Transactions

1. Select Front Desk
2. Select Display Journal
3. Select then Zero Balance/Transfers button
4. Find all transactions that are not matched. Void the unmatched transactions.

Note: Check the Unmatched transactions only option to display only one sided transfer entries.