Dayend Close - General

Setup > Configuration > Guest Ledger > Dayend Close Options

Print reports Certain reports can be specified to print automatically during the dayend close. If a particular report is unchecked, it still can be run manually. See help on reports for more detailed information.

Print audit tracking The audit tracking report details activity for each roomMaster user for the current audit date. This is printed in the last step of the dayend processing. This report provides management with detailed information for tracking problems and security issues with roomMaster users.

Print Warning Errors The Warning Errors which appear in the Dayend Close Precheck window will print automatically when the Dayend Close starts.

Print Unavailable Rooms Status Report The Unavailable Rooms Status report lists all rooms that have an Unavailable end date prior to or on the current audit date and vacant rooms that were scheduled to become Unavailable because the Out of Service date has come due. If an occupied room is scheduled to become Unavailable on the current audit date, it will not appear on this report. A Manager or staff member should review this report each morning and determine if any room should return to availability or adjust the Unavailable end date.

Print Debit/Credits as Negative When posting credits and debits in an external accounting system, some users want to see a credit while other users may want to see a negative debit. Check the box as you desire. This is used when displaying the transaction detail information at the bottom of the Dayend Close report.

Reage city ledger The city ledger can be automatically reaged during the dayend close if desired. If the city ledger is reaged during the dayend close, the aging date is changed to reflect the current date. This function can be performed manually in City Ledger, but the aging date must be manually changed.

Rebuild forecast (Required) roomMaster automatically adds a day to the forecasting during the dayend close. A complete rebuilding of the forecast will always be performed automatically with the dayend close. This can be a time-consuming process, and may take a few minutes to complete. For more information on rebuilding the forecast, see Rebuild Forecast.

Ignore unavailable rooms in occupancy percentage If this box is checked, unavailable rooms do not affect the occupancy percentage listed on the dayend close report and Daily Room Recap Report. For example, if two rooms are unavailable in a 52-room hotel and you sell 50 rooms for a particular day, the occupancy percentage will be 100% since the two unavailable rooms are not included in the total number of rooms available.

Check that room is posted If this box is checked, the system will check each folio to make sure room (and tax) are posted. If any room did not have room (and tax) posted, you will be notified.

Export General Journal Data Checking this option enables data creation for the export to Quickbooks or PeachTree or to run the General Journal report. This option must be checked at the time of dayend close to enable exporting data to the IIF format. If you use accounting software other than Quickbooks, see Exporting Transaction data.

Ignore override warnings Checking this option will suppress the overridden rate warning message during the dayend close Precheck. Unchecked, the Folio and room numbers for any guests with th rate overridden will appear as a Warning Error.

Ignore city ledger credit limit warnings When a city ledger account is over their credit limit (and tolerance level), a warning will be listed when the dayend close Precheck is run. You can check this box to remove these warnings.

Don't save history transaction records Check this option if you do not wish to save guest and transaction detail information to history after a guest has checked out. This option saves disk space and speeds up the dayend close. You will be able to display guest history header information such as name, address, checkin, checkout and credit card information but not the actual transactions a guest has made during their stay.

Do not allow changes to folios once in history Check this options if you do not want any changes made to a folio after it has been transferred into history.

Do not track Out of Order History Detail Check this box if you do not want to track the detail for why a room was put out of order. When checked, the History tab on the Room Properties window will not appear. This option works well for seasonal properties that put many rooms out of order for extended periods of time. The option can be turned on while the property is open to track out of order reasons, but turned off at the end of the season.

Check POS Dayend Close has Finished Check this box if you want to warn the auditor that the dayend close needs to be run in iQ-POS. It is recommended to leave this option checked if you use the iQ-POS program so the data from the point of sale is posted in roomMaster before the dayend close in roomMaster runs. This helps ensure all data is recorded on the correct audit date.

Swap Debit/Credit Fields On Dayend Close report, the debit and credit fields can be swapped if your accountant wants to view the data as it pertains to the General Ledger rather than the Guest Ledger.

Automatic Unit Rotation During the Dayend Close/Night Audit, the Auto Location of rooms will be re-evaluated based on the last 60 days, sorting rooms which have not been used from least to most. Rooms should not be assigned during reservation (since reservations are based on future stays) but instead, the Auto Assign Rooms option should be used each day to assign the rooms for all reservations coming in for today. The auto assign rooms option bases its criteria on the Auto Location setup and then how to best fit long-term stays.

Mark occupied rooms as Inspection Requested Old and other PMS systems give users the ability to mark occupied/stayover rooms as "Dirty/Occupied" and require a user action for each stayover room that it has been cleaned every day. InnQuest Software does not believe in an "Occupied/Dirty" vs "Occupied/Clean" status for many reasons, mostly because it is an unneeded user action within the PMS system which serves no purpose.

Once a stayover room has been cleaned, roomMaster does not require any user action. However, if you wish for each room (stayover or checkout) to be marked as "Cleaned" within roomMaster, you have the ability to do so. Checking this option marks all occupied rooms at the time of audit as "Inspection Requested". During the day, when cleaning has occurred, the Inspection Requested flag can be cleared using either the EPI/PBX interface or F10-Housekeeping screen. When the room is marked as Vacant/Clean, the flag is automatically removed and the room is available for a new guest. When the room is occupied/stayover, the Inspection Requested flag is removed and the room stays in an occupied state.