Summary Slide

Night Audit Night Audit Duties Date Roll Night Audit Deployment Night Audit Reports DiagramRoom/Tax Posting DiagramOutlet/Ancillary Posting DiagramShift Closing Hotel Performance Report DiagramPerformance Report Part 1 DiagramPerformance Report Part 2 Ancillary Night Audit Duties Internet Exercise

Figure 10-1

Night Audit
The night audit department of the front office is defined as the team that assumes the role of reconciling a hotels daily activities and transactions. This department compiles a series of reports and data into a report called the night audit report for management review.
Figure 10-2

Night Audit Duties

Generate the summary and statistical data compiled into the night audit report. Verify daily hotel transactions. Assume responsibility for certain front office functions, such as front desk and PBX. In many cases, the leader of the night audit team will serve as the Manager On Duty (MOD) in the absence of senior management.

Figure 10-3

Date Roll
Hotels must designate a certain point in the night, called the date roll, to establish a change in date The date roll must occur prior to the earliest departures to ensure that all applicable charges are posted in the guest ledger. It is not unusual for the date to roll between 2 and 4 A.M.
Figure 10-4

Night Audit Deployment

The night audit team will vary in makeup and composition depending on the hotel. Generally, the night audit team will consist of:
Night audit manager Two to five auditors (depending on the size of the hotel and the number of ancillary operations) One or two food/beverage auditors (depending on the number of outlets)
Figure 10-5

Night Audit Reports

The night audit teams primary responsibility is to verify the posting of charges within the guest ledger. This is done by a series of reports. Each report generated by night audit is verified and documented to ensure accuracy. Why are these reports so important?
Figure 10-6

Night Audit Reports

The night audit reports vary by hotel, but they often include: Room rate posting report Outlet/ancillary reconciliation report Food and beverage potential report Food/beverage audit report PMS summary-posting report
Figure 10-7

Date: 8/6/01 Time: 1:55:39 Room # 427 507 513 515 610 726 789 819 833 949 1101 1500 SUB TOTAL:

Room and Tax Posted Rm Type NSK NSK SMD SMD SUITE DDSM DDSM NSK DDSM SMD NSK SUITE Market Code Rate Occupancy Tax AAA/99/c $89.00 $8.90 ARP/01 $89.00 $8.90 Joneswed $99.00 $9.90 Joneswed $99.00 $9.90 Joneswed $0.00 $0.00 123Corp $115.00 $11.50 123Corp $115.00 $11.50 123Corp $115.00 $11.50 42cora $135.00 $13.50 Joneswed $99.00 $9.90 42cora $135.00 $13.50 Walkin $350.00 $35.00 $1,440.00 $144.00 Sate Tax $5.05 $5.05 $5.61 $5.61 $0.00 $6.52 $6.52 $6.52 $7.65 $5.61 $7.65 $19.85 $81.65

Golden Bay Star H Page #1 0f 15 Total $102.95 $102.95 $114.51 $114.51 $0.00 $133.02 $133.02 $133.02 $156.15 $114.51 $156.15 $404.85 $1,665.65

Figure 10-8

Date: 8/6/01 Time: 1:58:39 Outlet Code Item J Restaurant 11 Breakfst J Restaurant 11 Breakfst J Restaurant 11 Breakfst J Restaurant 12 Lunch J Restaurant 12 Lunch J Restaurant 12 Lunch Gift Shop 22 Sundries Gift Shop 24 Magazines Gift Shop 23 Mints Shoe Shine 66 Shine Pro Shop 73 Clubs Pro Shop 76 Glove SUB TOTAL:

Outlet/ancillary reconciliation report Price Tax $12.00 $10.58 $8.95 $15.27 $6.98 $4.35 $2.95 $5.95 $0.95 $6.00 $895.00 $12.95 $981.93

$1.20 $1.06 $0.90 $1.53 $0.70 $0.44 $0.30 $0.60 $0.10 $0.60 $89.50 $1.30 $98.19

Golden Bay Star H Page #1 0f 1 Total $13.20 $11.64 $9.85 $16.80 $7.68 $4.79 $3.25 $6.55 $1.05 $6.60 $984.50 $14.25 $1,080.12

Figure 10-9

Date: 8/6/01 Time: 2:55:49

PMS Shift Closing Shift #1 Credit Card American Express Visa Discover Diners/CB Credit Card Total: Postings J Restaurant Gift Shop Shoe Shine Pro Shop Posting Total: Adustments Total: Paid Out Total: Corrections: Shift Total: Amount $3,254.32 $5,621.03 $1,244.75 $504.69 $10,624.79 Amount $63.93 $10.85 $6.60 $998.75 $1,080.13 -$133.65 -$50.00 N/A $11,521.27

Golden Bay Star H Page #1 0f 1

Figure 10-10

Night Audit Reports

Additional reports include:
Credit Card Transaction Report Arrival/Departure Report No-show Report Credit Limit Report Comp Rooms Report Out-of-Order Rooms Report In-House Report Message Report
Figure 10-11

Hotel Performance Report

Overall hotel statistics must be recorded and summary reports generated that conform to the USALI guidelines. The hotel performance report is the most common form of this summary. The hotel performance report is reviewed each morning by senior management and department heads throughout the hotel. It illustrates the revenue and occupancy performance of the entire hotel.
Figure 10-12

Hotel Performance Report

XYZ Hotel Performance Report (200 Room Hotel)

Friday the 13th, 2001 Transient Business 50 Pleasure 40 Sub-total 90 Group Corporate 50 .Assoc. 10 Other 20 Subtotal 80 Other Comps 5 OOO 0 Subtotal 5 Total 175 Page 1 of 2

Market Segment Occupancy Room Revenue

25% 20% 45% 25% 5% 10% 40% 2.5% 2.5% 87.5% Total Room Rev. $24,300 Gross Avg. Rate (24300/175)= $138.86 Net Avg. Rate (24300/170)=$142.94
Figure 10-13

Transient Avg. Rate = $150 ($150.00 X 90) = Total Trans. Revenue = $13,500.00 Group Average Rate = $135 ($135 X 80) = Total Group Revenue = $10,800.00

N/A

XYZ Hotel Performance Report (200 Room Hotel)

Outlet Friday the 13th, 2001 Page 2 of 2 Mr. Bigs Restaurant Banquets/Catering Revenue
Breakfast Covers Breakfast Ave. Check 30 $8.95 Banquet Breakfast Covers 0 Banquet Breakfast Ave. Check 0 Banquet Lunch Covers 30 Banquet Lunch Ave. Check $20.00 Banquet Dinner Covers 100 Banquet Dinner Ave. Check $45.00 Total Banquet Revenue $5,100.00 Audio Visual Revenue Gift Shop Revenue Total Food Revenue $6200.00 $3200.00 $125.00

Sub-Total Brkfst Revenue $268.50 Lunch Covers 50 Lunch Ave. Check $12.95 Sub-Total Lunch Revenue $647.50 Dinner Covers 75 Dinner Ave. Check $15.95 Sub-Total Dinner Revenue $1196.25

$2112.25
Game Room Revenue

Mr. Bigs Lounge

Total Hotel Revenue (rooms, Beverage Covers 120 catering and outlet/ancillary) = $41,305.75 Beverage Ave. Check Total Expend. per Occ. Room Sub-Total Beverage Revenue $268.5 (41305.75/175)= $236.03
Figure 10-14

Ancillary Night Audit Duties

Hotels might employ their night auditors in varying roles. Some of the individual auditors may also operate the PBX switchboard or front desk. Some even perform security duties as needed. The night audit manager assumes the role of Manager On Duty. The MOD generates the MOD report to document all incidents and accidents. Figure 10-15

Hotel Safety Internet Exercise

While the MOD and other hotel employees do all they can to ensure guest safety, the guests also should be cognizant of these issues. Visit the following sites and learn more about safety and security:
http://www.kevincoffey.com/hotelsaftety.html http://www.freetraveltips.com/Hotels/Hotel11.htm http://www.traveldirt.com/travelsafety/hotelsafety.htm
Figure 10-16