See Also

Night Audit Procedure Example

The night audit is used to close a business day end open a new one. The night audit procedure checks for arriving and leaving guests, posts room charges, updates reservations, Folio and guest history, calculates statistics, releases group blocks, recreates the availability and purges balanced account receivable invoices. The night audit by itself is just a push of a button. However, we recommend the following night audit procedure.

This is a sample procedure. Your manager may have created another procedure that is more suitable for your hotel.

1. Place the correct daily tape in the Zip or Back Up Drive. Depending on the system configuration, an automatic backup will be started between 4am and 7am. Consult your manager for further instructions.

2. Choose File >> Current Users. You should be the only person in the list. If there are other users listed, then first Close the user list and close Amadeus - PMPRO on all other computers. Follow this step again until you are the only listed user.
   If the status of the user is 'Screen saver' you can close Amadeus PM PRO remotely from this screen by selecting the user and clicking onto 'End session'

3. Choose Tools >> Database maintenance, tick all four tick boxes and click onto 'Start'to run a complete Index. This option will check and index all system files. This may take several minutes.
   If other users are logged into Brilliant, you cannot perform an index and a warning message appears. Choose [OK] to close the warning message and follow the steps of no. 2 above until you are the only listed user.
   Amadeus - PMPRO closes automatically after the index is completed.

4. Start Amadeus - PMPRO again and log on again.

5. Perform a thorough bucket check to make sure you have an accurate account of rooms and guests.

   1. Verify that the name, room number, rate, arrival and departure date on the registration card matches the reservation details in Brilliant.

   2. Make sure all guests have proper forms of payment (e.g. a credit card authorization if the guest will be paying by credit card).

6. Choose Batches from the Report menu. Choose Pre-audit reports followed by [Start]. This will print several reports that you will use to balance all paperwork for the day, including credit cards, adjustments and postings. This batch also includes all reports from the shift end report batch.

   1. Find the Arrivals today, to arrive reports. The report will not be printed if there are no arrivals left, perform follow up if the report is printed: verify with the In House list from the Reservations menu if there are any duplicate reservations. Cancel duplicates with a right click on the reservations and select Cancel. If there are still guests to arrive you may want to wait until these guest have checked in. If you proceed with the night audit, arrivals will be set to No Show. Check with your manager to learn how to handle this situation. You will get the screen with the arrivals for today still due to arrive with the key combination SHIFT+F7.

   2. Find the Departures today, to depart report. The report will not be printed if there are no departures left, perform follow up if the report is printed. Check with your manager to learn how to handle this situation. The day shift should have taken care of this. Reservations will be extended with one night if you continue with the audit. You will get the screen with the departures for today still due to depart with the key combination SHIFT+F8.

   3. Find the In House (room) report and perform a Bucket Check. Verify if the details on the report match with the details on the registration card. Update the details in Amadeus - PMPRO if necessary.

7. Balance and drop the money you received.

   1. Print a detailed report from your credit card terminal and compare the payment details with the details on the Journal payment report (printed with the batch in the previous step). When balanced, transmit and batch out the outstanding credit card payment on your credit card terminal. Print a final settlement report.

      • For Chase Credit Card interface users
        Find the Credit Card transactions (outstanding) report and balance all credit card transactions for all shifts. When balanced, choose Extra » CC Transactions » Find. Then choose Settle Batch.

      • For ProtoBase Credit Card interface users
        Go to the server and double click on the ProtoBase Admin icon on the desktop. Login with the user name auditor and password auditor. Choose Reports » Card Type Reports » Summary » All Current » OK. Balance the totals with the journal payment report from Brilliant. If the totals do not balance, choose Reports » Card Type Reports » Detail » All Current » OK. Find and solve the differences.
        When you are balanced, go to the Main tab. On the right hand side, click the box next to All and click the Deposit All. Print the report after the batch is sent. You must check at the bottom of the report for the OK message and a batch number.  If you did not get an OK message, you must transmit again. If you continue to have issues, call ProtoBase support.

   2. Find the report Journal payment report (current cashier) and count and balance the cash money you received with the totals on the report.

   3. Drop the money with all payment reports in the safe.

8. Perform the night audit only after the steps above are completed. Close Amadeus - PMPRO on all workstations and choose the Night audit option from the Financial menu. Amadeus - PMPRO displays a message asking if you would like to start the night audit for today. Choose [Yes] if you indeed would like to start the night audit, or [No] to stop the procedure.

   1. A message will be displayed if there has already been a night audit on today's date. Verify the Amadeus - PMPRO business date. Choose [No] to stop the auditor if the date is the new business date, otherwise choose [Yes] to continue.

   2. If you have chosen to continue, another message may appear indicating that you cannot do another night audit (based on the settings on the system page in the preferences). Contact your manager if this message appears.

   3. A message will be displayed if Amadeus - PMPRO is in use on another workstation.

      • You should choose [No] to stop the night audit procedure, close Amadeus - PMPRO on all other workstations and continue with step 7 again.

      • ONLY choose [Yes] to continue if you cannot close Amadeus - PMPRO on the other workstations and you are absolutely sure that no one else is using Brilliant, e.g. because Amadeus - PMPRO is active in the managers office which is currently locked. Choose Current Users from the File menu to check who is using Brilliant.

   4. Amadeus - PMPRO will check if there are still people to arrive.

      • In case there are arrivals left, the system asks if you would like to set the status of all arrivals to No Show. Choose [No] to stop the night audit procedure, allowing you to wait until all arrivals are checked in. After that you should start with step 5 again. Choose [Yes] to continue and to set the status of all arrivals to No show.

      • In case the reservation is checked-in while the main guest or not all share guests are checked in, the systems displays this in a message. Click [OK], open the Shift+[F7] arrival list and click on the [+] sign to expand the guest list. If the share guest has arrived, select the guest record and click check-in. If the guest has not and will not arrive, click [Edit] open the [Guest] tab and untick the check box in front of the guest who will not arrive. Note that this may change the total number of people who will stay in the room as well as the room rate.

   5. Amadeus - PMPRO will check if all departures are checked out.

      • In case the are share guests still due to check-out, the systems displays this in a message. Click [OK], open the Shift + [F8] departure list and click on the [+] sign to expand the guest list. Select the share guest with todays departure date. If there is balance displayed for this guest, click [Bill] and choose [Check out]. If there is no balance displayed, click [Zero balance check out]. If the guest will stay another night, click [Edit] to change the reservation then click the [Guests] tab and edit the departure date of that guest.

      • In case there are departures left, the systems asks if you would like to set the departure date for tomorrow. Choose [No] to stop the night audit procedure allowing you to checkout all departures. After that you should start with step 5 again. Choose [Yes] to continue, this will change the departure date to tomorrow. Their stay will be extended by one night and additional room charges will be posted.

   6. A message indicates that not all cashiers are closed. It reminds you to do your banking (step 2d) and close your cashier.

      • Choose [No] if you did not do your banking (step 6).

      • Choose [Yes] if you have done your banking.

   7. Depending on the configuration, Amadeus - PMPRO will now check if a Z2 reading (i.e. "night audit" in a Point of Sale System) has been executed in Amadeus - PMPRO POS+ (a separate POS system). If this has not been done, Amadeus - PMPRO will give a warning:

      • Choose [No] to stop the night audit procedure, do a Z2 reading and start the Amadeus - PMPRO night audit procedure again.

      • Choose [Yes] to continue the night audit procedure, this means however, that the Amadeus - PMPRO Touch-POS revenue will be calculated on a later date in Brilliant.  

   8. The night audit will now continue, it will post all charges to the Folios of in house guests, update the reservation, Folio and Contact history, calculate statistics and change the Amadeus - PMPRO system date to the next day.

9. The login window will be displayed when the night audit is ready, log on again to continue working with Brilliant. Check the date at the bottom to see that it is the correct date.

10. Choose Batches from the Report menu. Choose Post-audit reports followed by [Start]. This will print several reports.

    1. Break down the printed reports for distribution to departments.

    2. Find the Guests over credit limit report. Increase the authorized amount for all reservations with a credit card authorization.

    3. Verify if the total guest ledger figure on Guest ledger up to audit matches the guest ledger figure on the manager report. If figures do not balance you need to find the cause by comparing the daily revenue and payment figures on the manager report with the figures on the Product total and Pay Method total  reports. Make a note for your manager to contact support if you can't find or solve the cause (fax reports with support request).

    4. Verify if the total city ledger figure on the A/R accounts aging report matches the city ledger figure on the figure on the manager report. If figures do not balance, you need to find the cause by comparing the city ledger debit and credit figures on the manager report with the total figures on the A/R Accounts adjustments and the A/R Accounts cashier reports (from the pre-audit batch). Make a note for your manager to contact support if you can't find or solve the cause (fax reports with support request).