Once the 'Start night audit' is selected, the following warning will appear:
IDPMS has a one button night audit function. Access to the Night Audit Menu should be limited to those employees that work the audit shift.
Other functions in IDPMS, like making a reservation, can be performed while the audit is running. The only functions that should not be performed during the audit are postings.
The time to complete the audit autorun procedure will depend on the size of the hotel and the size of the autorun procedures. It can vary from 1 to 30 minutes.
There are other menu items under the 'Night Audit' Menu in IDPMS. These items should only be selected if the audit failed and each function had to be performed manually at the direction of a Amadeus Hospitality Support employee.
To start the night audit, go to Night Audit > Start Night Audit.
Once the 'Start night audit' is selected, the following warning will appear:
This warning prevents someone from running the audit by mistake.
If trying to start the audit before the minimum start time as set in Settings > Options > Front desk, a warning will appear. See Option Frontdesk.
To continue to run the Night Audit procedure, select OK.
The following warning will appear if there are still remaining checkouts for the day.
The auditor will need to either extend the stays of the pending departures or check out the folios in order to run the night audit procedure.
Once the departures have all been handled, the auditor can select 'Start night audit' again.
The Night Audit procedure will proceed automatically through a checklist of functions:
As each procedure is completed, it is automatically checked in the list. See below for an explanation of each procedure in the checklist.
Book room costs - Room charges are posted on the in-house folios. This also includes activities for Banquet charges if banquet charges are setup to be posted as part of the Night Audit. See Option Banqueting
Block booking - A lock file is set. This blocks any posting interfaces from posting any charges. For example POS interface, Phone interface, Pay-TV interface.
Check balances - Posting and Ledger balances are verified.
Custom Auto-procedures - Separate autorun procedures are run that include NIGHTRPB and / AUTO functions (maybe also an exe file is run or a rpt file is saved)
Reports before - Reports before the date change will print automatically. The selection of reports are customizable per property and are setup in Settings > Advanced > Autorun procedures. See Autorun Procedures for more details.
Close Day - Date is changed to the next day and the Mansum table is filled in the database. (The Management Summary report for the day is generated from the Mansum table in IDPMS)
Save Daily results- The daily totals are saved in the daily history table.
Out of order/Out of inventory - Rooms that have a status of OOO or OOI that have an end date of current day +1 will be released back to vacant dirty status or designated status as set in settings.
Room status set- All rooms that are occupied will be changed to occupied and dirty
Release blocks - All group blocks that have a release date of current day +1 will be released back to inventory.
Rebuild forecast - The rooms forecast will be rebuilt and all rooms and group rooms will be recalculated.
Query for Dashboard content -
Close EFT shifts -
Reports after - All reports after the date change are printed as outlined in autorun procedures. See Autorun Procedures
Re-open books - The lock file is released and posting can resume.
Creditcard retention - Most of the functions done in this step relate to PCI Compliance and include the following;
Remove credit card numbers from old reservations (departure_date = today - settings in PCI)
Resfol - Reservations Table, Groupfol- Group folios, CRS_Resfol- CRS Reservations, CC_auth -Credit Card Authorizations , CC log- Credit Card Log, Guest (without future reservations) If a guest has no future reservations, the credit card number will be removed from the guest relation profile.
Charge extras on departure date -
ClearCreditCardLogs -
On premise update -
Once the audit is completed, the window will close and the system date will have rolled to the next day. The date is visible in the bottom right corner of the IDPMS screen.