This guide includes the following topics:

 

  • Overview
  • Daily Transactions
  • Ledger Activity
  • Deposit Audit
  • Unresolved Issues
  • Upload Docs
  • Night Audit Checklist
  • Manager Approval

 

Overview


Daily Activity Entry is used to collect the PMS activity for each day, after the night audit is completed for that day. The following basic steps should be followed:

 

  1. Upload night audit reports using the Upload Doc button.
  2. Complete the Statistics section.
  3. Complete the Revenue section.
  4. Complete the Segmentation section.
  5. Complete the Non-Revenue section.
  6. Complete the Payment section.
  7. Enter the Closing Balances for all ledgers in the Ledger Activity section.
  8. Complete the Deposits Audit section.
  9. Complete the Night Audit Checklist.
  10. Complete the Manager Approval.

 


Daily Transactions

 

Statistics


How to Enter the Daily Statistics:

 

  1. Select the Accounting module
  2. Navigate to Daily Activity > Daily Activity Entry 
  3. In the top left of the screen, click on the Select button
  4. From the drop-down menu, select the property E/HID
  5. Select the appropriate Date (system will default to the oldest unapproved day) 
  6. Click anywhere on the Statistics line to access the statistics entry screen
  7. Enter the room counts for each item listed (see below)
  8. Click Save & Close


Revenue

 

The Revenue section of Daily Activity Entry records the detailed daily revenue totals for the property.


How to Enter the Daily Revenue:


  1. Select the Accounting module
  2. Navigate to Daily Activity > Daily Activity Entry 
  3. In the top left of the screen click on the Select button
  4. From the drop-down menu, select the property E/HID 
  5. Select the appropriate Date (system will default to the current date) 
  6. Click anywhere on the Revenue line to access the revenue entry screen
  7. Use the PMS (property management system) daily closing reports to enter the revenue totals for each item/charge code (The name and/or format of the closing reports may vary based on the PMS used at each property).
  8. Once all revenue figures are entered, select Save & Close.


Non-Revenue

 

The Non-Revenue section of Daily Activity Entry is a detailed reporting of tax payments collected from guests each day.


How to Enter the Daily Non-Revenue:


  1. Select the Accounting module
  2. Navigate to Daily Activity > Daily Activity Entry 
  3. In the top left of the screen, click on the Select button
  4. From the drop-down menu, select the property E/HID
  5. Select the appropriate Date (system will default to the oldest unapproved day)
  6. Click anywhere on the Non-Revenue line to access the non-revenue entry screen
  7. Enter the total amount collected for each tax item in the corresponding field (These figures are detailed in the daily closing reports from the PMS, but report name and format may vary based on the PMS at the property).

  1. Once all tax figures are entered, select Save & Close.

 

Payment

 

The Payment section of Daily Activity Entry details the total dollar amount of the various payments collected from guests each day. 


How to Enter the Payment Details:

 

  1. Select the Accounting module
  2. Navigate to Daily Activity > Daily Activity Entry 
  3. In the top left of the screen, click on the Select button
  4. From the drop-down menu, select the property E/HID
  5. Select the appropriate Date (system will default to the oldest unapproved day)
  6. Click anywhere on the Payment line to access the payment entry screen
  7. Use figures from the PMS’ daily closing reports to enter the payments collected for each payment type (The name and/or format of the daily closing reports will vary depending on the PMS used at the property).
  1. Once all payment figures are entered, select Save & Close.

 

Segmentation

 

The Segmentation section of Daily Activity Entry records the daily room revenue and total occupied rooms by market Segmentation and Rate Code.


How to Enter the Totals by Segmentation:

 

  1. Select the Accounting module
  2. Navigate to Daily Activity > Daily Activity Entry 
  3. In the top left of the screen click on the Select button
  4. From the drop-down menu, select the property E/HID
  5. Select the appropriate Date (system will default to the oldest unapproved day)
  6. Click anywhere on the Segmentation line to access the segmentation entry screen
  7. Use the PMS daily closing reports to enter the room revenue and rooms occupied by Segmentation and Rate Code. (These figures are found in the PMS daily closing reports, but report name and format may vary depending on the PMS used at the property).

 

 

  1. Make sure the total room revenue and total occupied rooms match in both sections (Total by Segmentation and Total by Rate Code)
  2. In the top right of the screen, the field titled Total Room Revenue (from Revenue Page) will auto fill once the Revenue section is complete
  3. Total Rooms Revenue (from SOS below) and Total Room Revenue (from Revenue Page) must balance or the variance amount and field will be highlighted in red.
  4. Total Rooms Occupied (from SOS below) and Total Room Occupied (Statistics Page) must balance or the system will not allow Manager Approval.

 

Once the total revenue amounts balance, select Save and Close.



Ledger Activity

 

The Ledger Activity section of Daily Activity Entry is utilized to track the net change and balances in the hotel ledger accounts; specifically, Guest Ledger, City Ledger/Direct Bill, and Advanced Deposits. 


How to Enter the Daily Ledger Activity:


  1. Select the Accounting module
  2. Navigate to Daily Activity > Daily Activity Entry 
  3. In the top left of the screen click on the Select button
  4. From the drop-down menu, select the property E/HID
  5. Select the appropriate Date (system will default to the oldest unapproved day)
  6. In the Daily Activity screen, find the Ledger Activity section, and select one of the Ledger Types by clicking anywhere on the line (Guest, Deposits, Gift Certificate, Direct Bill, Etc.) 

 

  1. The Ledger Activity screen for the selected Ledger Type will open (The Guest Ledger Activity screen is detailed below)

 

  1. The opening balance will automatically calculate based on the prior day’s activity (Verify that the beginning balance in Inn-Flow matches the beginning balance on the PMS Daily Closing Report)
  1. Find the closing balance for the selected ledger account in the PMS Daily Closing Reports and enter it in the Closing Balance (from PMS report) field 
  1. This process should be followed for each Ledger Type listed in the Ledger Activity section of Daily Activity Entry

 

 

Deposit Audit

 

The purpose of the Deposit Audit section of Daily Activity Entry is to reconcile the Actual Deposits Captured to the PMS Total. The figures for the PMS Total fields pull from the Payment section of Daily Activity Entry, which is entered based on the PMS Daily Closing Reports. The figures for the Actual Deposits Captured fields are entered based on the cash deposit ticket and the credit card transmission reports.  


How to complete the Deposit Audit:


  1. Select the Accounting module
  2. Navigate to Daily Activity > Daily Activity Entry 
  3. In the top left of the screen click on the Select button
  4. From the drop-down menu, select the property E/HID
  5. Select the appropriate Date (system will default to the oldest unapproved day)
  6. In the Daily Activity screen, find the Deposit Audit section
  7. The Deposit Audit section will list each deposit type the property accepts as payment (Cash & Checks, Visa, Master Card, AMEX, Discover, etc.)

 

 

 

  1. Select the first Deposit Type by clicking anywhere on the deposit type line
  2. The Deposit Audit screen will open
  3. The PMS Total field will automatically populate if the Deposit section of Daily Activity Entry has been complete
  4. Enter the total cash deposit amount found on the bank deposit ticket in the Actual Bank Deposits Captured field
  5. The Variance field automatically populates and is the difference between the PMS Total and the Actual Bank Deposits
    1. The variance field will be highlighted in red if there is a variance
    2. The manager can’t approve the day if the variance is not reconciled
  1. To reconcile the variance, the Deposit Audit Collections Detail section must be complete, and it must balance to the Variance field 
  2. To add an item to the Deposit Audit Collections Detail section, click on the + Explanation field found directly below the red variance field (the Deposit Audit Collections Details screen will open)
  3. Enter the required data and click the OK button (required data is identified by the red vertical line). 
    1. Additions are entered as positive amounts
    2. Reductions are entered as negative amounts
  1. Once the variance is reconciled, select the Save and Close button
  2. This process must be repeated for each Deposit Type listed in the Deposit Audit section

 

TIP:  When reconciling the credit card deposits, pull the figures for the Actual Credit Card Captured field from the Credit Card Transmission Report. (The name of this report will vary depending on the PMS used by the property.) 


 

Unresolved Issues

 

The Unresolved Issues section is used to list and track the progress of any problems that occurred while completing the Daily Activity Entry.   


There are three ways to enter an unresolved issue:

 

  1. The Unresolved Issues tab
  2. The Night Audit Checklist tab
  3. The Manager Approval tab

 

Entering an unresolved issue through the Unresolved Issues tab:

 

  1. Select the Accounting module
  2. Navigate to Daily Activity > Daily Activity Entry 
  3. In the top left of the screen click on the Select button
  4. From the drop-down menu, select the property E/HID
  5. Select the appropriate Date (system will default to the oldest unapproved day)
  6. In the Daily Activity screen, select the Unresolved Issues tab 
  7. The Unresolved Issues screen will open  
  8. To enter a new Unresolved Issue, click on the +Issue button 
  9. The Add Unresolved Issues screen will open

 

 

  1. Enter the required data (identified with a red line) and select the Save button

 

Entering an Unresolved Issue through the Night Audit Checklist


  1. Select the Accounting module
  2. Navigate to Daily Activity > Daily Activity Entry
  3. In the top left of the screen click on the Select button
  4. From the drop-down menu, select the property E/HID
  5. Select the appropriate Date (system will default to the oldest unapproved day)
  6. In the Daily Activity screen, select the Night Audit Checklist tab (shown below)
  7. The Night Audit Checklist screen will open
  8. To add an Unresolved Issue click on +Issue 
  9. The Add Unresolved Issues window will open (shown below)

 

 

  1. Enter the required data (identified with a red line)
  2. Select the Save button


Entering an Unresolved Issue through the Manager Approval tab:


  1. Select the Accounting module
  2. Navigate to Daily Activity > Daily Activity Entry 
  3. In the top left of the screen click on the Select button
  4. From the drop-down menu, select the property E/HID
  5. Select the appropriate Date (system will default to the oldest unapproved day)
  6. In the Daily Activity screen select the Manager Approval tab 
  7. The Manager Approval window will open
  8. Select + Issue in the lower right side of the screen
  9. The Add Unresolved Issues window will open

 

 

  1. Enter the required data (identified by red lines) and select Save 

How to change the status of an Unresolved Issue to Resolved or Verified:

 

  1. Follow the steps detailed above to access the Unresolved Issues section

 

  1. Click anywhere on the Unresolved Issue you are planning to update

 

  1. The Unresolved Issue, Details screen will open (shown below)

 

 

  1. If the issue has been resolved, enter a summary of the resolution in the Add Comment section, check the Resolved box, and click on the Save button

 

  1. If the issue has been resolved and the resolution verified, check the Verified box (add comments, if necessary) and select the Save button.  TIP:  The Resolved and Verified options will be visible based on role permissions

 

  1. The Daily Activity Issues report, which lists all pending issues, can be generated from the Run Reports option. TIP:  Access to the Daily Activity Issues report is based on Role Permissions.

 

Upload Docs

 

The Upload Docs function as it relates to the Daily Activity Entry is important because it allows the property to electronically store the PMS daily closing reports used to generate the Daily Activity Entry and to reconcile the daily activity for the property. 


How to Upload Documents:


  1. In order for documents to be uploaded, they must be scanned and saved electronically or printed as a PDF file and saved electronically
  2. Navigate to Daily Activity > Daily Activity Entry 
  3. In the top left of the screen click on the Select button
  4. From the drop-down menu, select the property E/HID
  5. Select the appropriate Date (system will default to the current date) 
  6. In the Daily Activity screen select the Upload Docs tab (shown below)
  7. The Upload Docs tab will be red until the documents are uploaded
  8. The Daily Activity Documents screen will open 

 

 

  1. Select the Browse button to locate the file to be uploaded then select Upload 
  2. Once all supporting PMS daily activity documents are upload, add any necessary comments, then close the Upload Docs window.


 

Night Audit Checklist

 

The Night Audit Checklist is a tool developed to assist the Night Auditor with ensuring all required tasks related to the completion of the Daily Activity Entry are complete.


How to access and complete the Night Audit Checklist:


  1. Select the Accounting module
  2. Navigate to Daily Activity > Daily Activity Entry 
  3. In the top left of the screen click on the Select button
  4. From the drop-down menu, select the property E/HID
  5. Select the appropriate Date (system will default to the oldest unapproved day)
  6. The Night Audit Checklist tab will be red until the checklist is complete
  7. Select the Night Audit Checklist tab
  8. The Night Audit Checklist screen will open
  9. The Night Auditor should select the box next to each task as it is completed
  10. Once the checklist is complete select the Save & Close

Manager Approval

 

The Manager Approval section is designed to ensure the General Manager reviews the Daily Activity Entry, the Bank Deposit Balance, and any Unresolved Issues on a daily basis.  The property will not be able to close the day and move on to the next day until the Manager Approval section is complete.


How to access and complete the Manager Approval section:


  1. Select the Accounting module
  2. Navigate to Daily Activity > Daily Activity Entry
  3. In the top left of the screen click on the Select button
  4. From the drop-down menu, select the property E/HID
  5. Select the appropriate Date (system will default to the oldest unapproved day)
  6. The Manager Approval tab will be red until the checklist is complete 
  7. Select the Manager Approval tab
  8. The Manager Approval screen will open (as shown below)

 

 

 

  1. The GM should review and address any Unresolved Issues
  2. The GM must review the Daily Activity Entry for the day and check the box confirming this step is complete 
  3. Select the Save & Close button to finalize this step