Question 1

The Create Audit button is grey.

Accepted Answer

Either the PMS date is already today, you lack the privilege, or the Audit Date field was changed (it must equal the PMS date).

Question 2

Does the audit post room rent?

Accepted Answer

No. Rent is already on the folio; the audit only rolls the date.

Question 3

After the audit a group has fewer blocked rooms.

Accepted Answer

The group has a release rule; the audit released the unsold block nights whose release day had come. Members keep their rooms. See Group block rooms.

Question 4

Can I undo a night audit?

Accepted Answer

No. Transactions of past days can be viewed but the date cannot be rolled back.

Question 5

A guest arrives after midnight but before I have run the night audit. Which day is the arrival?

Accepted Answer

The PMS date, not the clock, decides. Until you run the audit the PMS date is still the old business day, so a check-in or payment made at 1 am is booked on that old day. Run the audit only when all of that business day's arrivals, departures and payments are entered; the guests who come later belong to the new business day.

Read more: Night Audit

Question 6

Should I wait for the last late arrival before auditing?

Accepted Answer

Only if the guest is expected soon and you want them on the old day. Otherwise run the audit at your normal time; a guest who arrives afterwards is checked in on the new PMS date.

Question 7

A cancelled booking with no payment is missing.

Accepted Answer

Only reservations with a payment received are listed.

Question 8

Can I post for several days at once?

Accepted Answer

Yes, widen From/To Date; all selected rows post on the current PMS date.

Question 9

I posted by mistake.

Accepted Answer

Delete the guest payment on the folio; the posting is reversed automatically.

Question 10

A row says fail.

Accepted Answer

Usually no card token on the primary guest, a declined card, or the gateway key is missing. The message at the end lists the reasons. Open the folio and check the payment.

Question 11

Does Select All tick everything?

Accepted Answer

Select All now ticks or clears only the list it belongs to; it no longer clears the other list.

Question 12

Does the night audit do this by itself?

Accepted Answer

Yes, when "Auto collect prepaid guest payment" and "Auto release checked-out guest authorized amount" are on in settings.

Question 13

A row shows a red cross.

Accepted Answer

The guest has no tokenised card, the processor declined it, or the gateway key is missing. Open the reservation and check the card document and the Payment tab.

Question 14

What is the difference between Sale and Authorized?

Accepted Answer

Sale collects the money now; Authorized only holds it.

Question 15

I need to charge only one night.

Accepted Answer

Use the tabbed Credit Card Authorization screen, which has Charge For, or take the payment on the folio.

Question 16

The reservation I want is not listed.

Accepted Answer

It does not arrive on the chosen date, has no balance, already has an authorization or sale payment, or has no card on file.

Question 17

Does Release refund money?

Accepted Answer

No. A hold is not a payment; nothing was collected. Release only cancels the block.

Question 18

I see a hold older than 90 days.

Accepted Answer

Tick Dispay All Transactions and click Find.

Question 19

The guest still sees the hold on the card.

Accepted Answer

Banks show the release after a few days. If it is still there after five working days, ask the bank, quoting the folio and receipt numbers.

Question 20

Why is a folio I know about not listed?

Accepted Answer

The guest has not checked out, or the hold was already released or converted to a payment.

Question 21

I ticked all rows but only some printed.

Accepted Answer

Selections cover only the rows loaded on the current page. Print page by page or raise the rows per page.

Question 22

Nothing opens after I click a print button.

Accepted Answer

Allow pop-ups for the PMS site; the PDF opens in a new browser tab.

Question 23

Which button gives which paper?

Accepted Answer

Registration Form is the check-in card, Folio is the one-page summary, Detail Folio lists every charge and payment line.

Question 24

I need yesterday's departures.

Accepted Answer

Choose Guest Departure, set From Date and To Date to that day, and click Find.

Question 25

Post Data is disabled.

Accepted Answer

The list is empty for the chosen date; click Show first, and check that night audit ran for that date.

Question 26

Debits and credits do not match.

Accepted Answer

An account is not mapped to a ledger account; check the mappings in the FAS integration settings (FAS settings) before posting.

Question 27

I posted twice by mistake.

Accepted Answer

The accounting system may now hold duplicate entries; ask your accountant to reverse one batch.

Question 28

Auto Post failed during night audit.

Accepted Answer

The audit still completed ("FAS Data not posted."); post the date again from this screen.

Question 29

Why am I sent to the Shift Details page after login?

Accepted Answer

Shift Operation is on and you have no open shift; enter the Opening Balance and click Start Shift (Feature Setting).

Question 30

I closed the browser without ending the shift.

Accepted Answer

The shift stays open; next login continues it.

Question 31

Can another user end my shift?

Accepted Answer

No; each user ends their own shift at sign-out.

Question 32

The change window did not open after a cash payment.

Accepted Answer

Check Display Change Screen On Cash Payment in Display Setting.

Question 33

Total Cash In Drawer does not equal Total Amount.

Accepted Answer

Total Amount also includes Card, Bank and other non-cash lines. Compare the drawer with the Cash line (plus Opening Balance as your cashier policy says).

Question 34

I do not get this dialog.

Accepted Answer

Shift Operation is off in Feature Setting.

Question 35

Where do I see past shifts?

Accepted Answer

In the Daily Shift and Cashiers reports (Daily collection reports).

Question 36

I do not see the window after a cash payment.

Accepted Answer

Check the setting Display Change Screen On Cash Payment. It also needs a payment above zero.

Question 37

Change is red.

Accepted Answer

Amount Paid is below the Invoice Amount. Click more buttons or correct the figure.

Question 38

The currency of the buttons is wrong.

Accepted Answer

The buttons are generic values (100, 50... 0.01); they are not tied to a currency.

Billing and audit: frequently asked questions

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