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Night Audit
Night Audit
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Suite 7 Night Audit Manual
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Getting Started
The purpose of Fidelio Night Audit is to finish the internal processing at the end of
each day. This includes completing the accounting totals, validating data, purging
files, and updating the internal databases. During Night Audit, the last necessary
postings of the day are automatically controlled and generated, the daily statistics are
calculated and printed, old data is deleted and the date is changed.
As Fidelio has its own system date, it is not automatically changed at midnight but
after finishing the night audit. Therefore, it is possible to run the night audit the next
morning. In this case however, it must be considered that all revenues and payments
which are posted before the night audit statistically belong to the old date. Also, fixed
charges have not yet been posted. If there are check-outs before the night audit,
advance folios must be printed.
Note: If the options Night Audit Backup and Night Reindex have not
been included in your night audit configuration then it is recommended
that you run a system backup (“Online Backup,” page 25) and
reorganization (“Reorganization,” page 27) before running the Night
Audit.
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Suite 7 Night Audit Manual
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Getting Started
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Suite 7 Night Audit Manual
Symbol Description
Limiting access.
End of limited access.
Report Definitions.
Item will be printed to file or printer.
Denotes an information option.
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Preparing the System for Night Audit
Before running a Night Audit, several procedures must be performed. For example,
cashiers cannot be in the middle of processing folios while the Night Audit is being
performed. This chapter goes through all of the procedures to prepare the system for
Night Audit.
The preparation and validation section is completely optional and therefore depends on
the night audit setup as to whether some or all of the options appear.
If you want to skip the preparations, you will not have the options to change the report
definitions or to warn other users before they are logged out of the system. To skip the
preparations, see “Skipping Preparations for Night Audit,” page 17.
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Suite 7 Night Audit Manual
If the options Night Audit Backup and Night Reindex have not been included in your
night audit configuration then it is recommended that you run a system backup
(“Online Backup,” page 25) and reorganization (“Reorganization,” page 27) before
running the Night Audit.
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Preparing the System for Night Audit
Note: To check out a guest you must login as a cashier, that is, you
must have cashier rights.
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Suite 7 Night Audit Manual
3. When you have made the necessary changes on the Departures Not Checked Out
dialog box, click CONTINUE.
The Canceled Reservations dialog box appears.
4. Click CONTINUE.
The Messages Not Received dialog box appears.
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Preparing the System for Night Audit
You can select the country code from the drop-down dialog box, or view the profile
or reservation of the guests with the missing code.
6. When you have made the necessary changes on the In House Guests with Country
Code Missing dialog box, click CONTINUE.
The Today’s Weather, Notes and Night Auditor dialog box appears.
You can type in any notes you would like in the free text area.
7. When you have made the necessary changes on the Today’s Weather, Notes and
Night Auditor dialog box, click CONTINUE.
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Suite 7 Night Audit Manual
A prompt asks you if you would like to change the report definitions. If you do not,
click NO and skip to step 10, page 13. If you would like to change the report
definitions click YES.
The Report Definitions Dialog Box appears.
The Report Definitions dialog box allows you to determine which reports are
generated during the Night Audit procedure.
Note: You must save to file the Predefined Reports (Title Page, Cashier
Report, Trial Balance, CC Authorization, Manager Report and Guest
Ledger Trial Balance) Therefore, you cannot remove the save to file
icon for these reports.
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Preparing the System for Night Audit
10. On the post interface charges prompt, click YES to post interface charges or NO to
skip posting interface charges.
The system asks if you want to post Room and Tax.
11. Click YES to post room and tax or NO to skip posting room and tax charges.
The system asks if you want to print backup reports.
12. Click YES to print backup reports or NO to skip printing backup reports.
If you select to print backup reports, the system processes your request and prints
the reports on the default printer. This may take a few minutes.
The system asks if you want to check users in the system and warn them that the
Night Audit is being run.
13. Click YES to check the users in the system or NO to skip checking the users in the
system.
If you click NO, you have completed the preparation stage for Night Audit. If you
click YES, continue to the next step.
14. Click SEND MESSAGE to ask the users to exit the system.
Users cannot remain logged in during Night Audit. User actions during Night
Audit are limited as discussed in “Working During the Night Audit,” page 24.
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Suite 7 Night Audit Manual
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Preparing the System for Night Audit
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Suite 7 Night Audit Manual
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Preparing the System for Night Audit
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Suite 7 Night Audit Manual
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Running Night Audit
The Night Audit runs automatically. The order in which the Night Audit runs is set in
the configuration program. For information on how to set the Night Audit procedures,
see the Suite 7 Configuration Manual.
When you have finished the preparations for the Night Audit (“Preparing the System
for Night Audit,” page 7), the system prompts you to begin the Night Audit. Session
Control checks to make sure no users are currently logged in, and secures files. If
configured, Night Audit Backup (“Online Backup,” page 25) and Night Reindex
(“Reorganization,” page 27) run before the actual Night Audit procedures start.
At several stages of the night audit you may be prompted for information or given
warnings. This chapter reviews the possible warnings you may get and how to handle
each one of them.
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Suite 7 Night Audit Manual
The log file contains error messages which may give you insight regarding the
reason for the interruption.
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Running Night Audit
Note: If you do not want to view the log file and search for errors, click
NO and skip to step 6, page 21.
The system asks if you would like to continue with the Night Audit.
6. Click YES.
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Note: If you click No, the system does not complete the Night Audit. If
you do not want to continue Night Audit because of the errors received,
contact your support office to receive assistance in how to proceed.
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Online Backup
Suite 7 offers a backup facility which will help protect you from data loss. If there is a
hardware failure or other malfunction, Suite 7 allows the administrator to restore all
or parts of the database from the backup files.
It is recommended to backup on a regular schedule. The schedule can be set in the
system configuration module. At the minimum, one backup should be performed
nightly prior to running the Night Audit. Many hotels backup more than once a day:
after Night Audit and on a regular basis throughout the day. The online backup can be
run while users are still on the system, however the Night Audit backup should be run
after all users have been logged out of the system, The files to be backed up the
frequency and destination of the backup are determined in the system configuration
module.
Fidelio recommends that:
1. The backup destination should be on another computer that has access to the
server. The reason is very simple. If the server goes down the data is safe on
another hard drive.
2. The backup should be run every 4 to 5 hours. Optimum (space dependant) is to
create a new backup file every time the backup is run. This ensures the integrity
of the data in each backup file.
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Suite 7 Night Audit Manual
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Reorganization
The reorganization (Wfindex) program in Suite 7 reindexes and compresses the Fidelio
databases. The reorganization speeds system performance by physically removing
records which have been marked for deletion in the database. Another purpose of the
reorganization program is to recover from power failures or hardware failures, which
may have corrupted the index files. Furthermore, after modifying a database using a
database reader, such as DBX or fBase you must run the Fidelio reorganization
program.
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Suite 7 Night Audit Manual
The utility shows the list of all the database categories which may be reorganized
and the total amount of time the reorganization process will take.
2. To include or remove any categories to be reorganized, click the checkbox to the
left of the name of the file. See Table 5, page 27 for the reorganization options.
3. To change the type of reorganization performed, highlight the category and click
on the Methods radio button which indicates the type of reorganization you wish
to perform.
4. Click ADVANCED to change other options for running the reorganization utility.
See Table 6, page 27 for more information.
5. Click START to begin the reorganization process.
The reorganization begins. A dialog box shows the reorganization as it progresses.
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Reorganization
6. You can click the errors button to get a summary of any errors which occurred
during the reorganization process.
When the reorganization is complete, the Actions Summary tab shows the status
—FINISHED—.
7. If you wish, you can scroll through the messages to view the actions that were
performed in the process.
8. Click CLOSE to exit the reorganization utility.
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Reorganization
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Reservations. If you have any problems with locating reservations or finding guests
in the hotel, select this category.
Postings. If Fidelio is unable to find entire folios, select this option.
All Other Categories. There are rarely any problems with the remaining files, but if
you know the name of a certain database which you need to reorganize, you
should mark it for reindexing.
It is possible to define a special reorganization setup for every day in Fconfig under
Index Table (see the Suite 7 Configuration Manual).
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Reorganization
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Reorganization
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Suite 7 Night Audit Manual
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Reorganization
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Suite 7 Night Audit Manual
The above list contains every file which might possibly be indexed. Please note,
however, that depending on your parameter settings, some files might not be indexed.
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Index
Index
Arrivals Not Checked In dialog box, 8 Reorganization program, 25
Backup Online, 23 Frequency, 29
Recommendations, 23, 24 Methods of reorganization, 27
Running, 23 Running, 25
Departures Not Checked Out dialog box, Selecting certain categories, 29
9
Utility options, 28
In House Guests with Country Code
Reorganization Utility screen, 25
Missing dialog box, 10
Report Definitions Dialog Box, 12
Messages Not Received dialog box, 10
Today’s Weather, Notes and Night
Night Audit
Auditor dialog box, 11
Dialog Box Options, 14
Failures during, 20
Interruptions, 20
Overview of preparations, 7
Preparing the system, 7
Restarting, 20
Running, 19
Running preparation and validation, 8
Running twice in one day, 19
Skipping preparations, 17
Status, 19
Working during, 22
Online Backup, 23
Recommendations, 23, 24
Running, 23
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