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Hotels operate 24X7 so Front Office regularly review and verify the accounts.
Audit is a daily review of guest account transactions at Front Office against revenue center
transactions.
Audit is performed to ensure accuracy, reliability & thoroughness of accounting system.
Audit of active non-guest accounts also.
Audit results in balanced guest & non-guest accounts, accurate account statements, credit monitoring
and reports generation.
CROSS-REFERENCING
-For internal control purposes, an accounting system should provide independent supporting
documentation (e.g. a coffee shop guest check and a front office guest folio) to verify each transaction for
cross-referencing.
- Guest and non-guest accounts are compared with source documents from revenue centers to prove
individual transaction entries and account totals.
A Daily Transcript is a detailed report of all guest accounts that indicates each charge transaction
affecting a guest account for the day
A Supplemental Transcript is a detailed report of all non-guest accounts that indicates each charge
transaction that affected a non-guest account that day.
Used as the worksheets to detect posting errors.
Used in non and semi automated systems.
Consists of revenue center, transaction type and transaction total.
Non - Automated
- Four common night audit forms are used:
a. Daily & Supplemental Transcript (either VTL is directly used or it is copied on to format from Folios
--columns are summarized or totaled)
b. Guest and Non-Guest Folios
c. Front Office Cash Sheets/ Cash Books
d. Audit Recapitulation Sheet (A complete summary of Front Office accounting for the day).
Drawbacks:
Semi - Automated
Accounting Posting Machines are the basis for mechanical auditing. It is most important development
in the history of Front Office Accounting.
- Posting machines are of two types:
Electromechanical and Electronic.
Functions of both the machines are same except that Electromechanical machine can store limited no. of department totals.
Electromechanical machine cannot retain total balances.
Electromechanical machine cannot be combined with other equipment (at POS).
On the other hand, electronic machines are as good as a PC, in terms of cost. In fact, they are the
foundation for modern day PMS.
-
Fully Automated
-
There is complete computer interfacing. The computer in a fraction of time performs all Audit Functions
(Guest Ledger & Non Guest Ledger compared with daily departmental reports to locate errors).
Computer guides the auditor/ user through the stages in auditing. It asks for certain data inputs before
beginning with the audit process.
Computer performs all the vertical checks. It Organizes, Compiles & Prints the records. System
Updates are run at the end of the day.