2. Managing the Financials Week 7 Subject : V0206 – Administrasi & Operasional Kantor Depan Year : 2009

3. Bina Nusantara 3 Subject Common booking practices performed Forms used to process guest charges and payments Procedures for processing guest charges and payments Procedures for transferring guest and city ledgers to accounts receivable Importance of standard operating procedures for posting and the night audit

4. Bina Nusantara 4 Objectives: On completion of this lesson, the students will be able to: - explain the posting process of guests charges and the night audit

5. Bina Nusantara 5 Common Bookkeeping Practices “ Posting Process” Standard procedures need to handle financial transactions Explanations of bookkeeping practices in training programs assists desk clerks in understanding the importance of correctly entering financial data

6. Bina Nusantara 6 Common Bookkeeping Practices Assets – monetary value Liabilities – financial or contractual obligations –Bookkeeping “power” to increase or decrease assets and liabilities –Relate examples to guest ledger. Guest charges of $100 are posted as a debit to the folio; guest payment of $100 are posted as a credit to the folio

7. Bina Nusantara 7 Forms used for posting Folio Transfers Paid-out Slips

8. Bina Nusantara 8 Account Ledgers Accounts receivable – amounts guests owe the hotel Folio well or bucket – device that holds folios Guest ledger – a collection of folios of current guests of the hotel City ledger – a collection of folios of unregistered hotel guests who maintain accounts with the hotel

9. Bina Nusantara 9 Posting guest charges and payments through PMS Interface with Point of Sale –Point-Of-Sale - allows the front office computer to interface with the computers in the various departments in the hotel –Interface – defined as computers passing along information to each other or electronic transfer

10. Bina Nusantara 10 Transferring guest and city ledgers to accounts receivable Accounts receivable Review concept of accounts receivable – monies owed to the hotel –Types of accounts receivable » bank cards » commercial cards » private label » intersell cards » bill-to-accounts

11. Bina Nusantara 11 Note: relationship of guest ledger and city ledger as temporary holding facilities for guests’ accounts receivable

12. Bina Nusantara 12 The importance of standard operating procedures for posting and the night audit The night audit is dependent upon standard posting procedures Errors due to transposing dollar figures ex: $27.98 as $27.89 Errors due to posting charges to an incorrect folio – ex: 432 as 423 Errors due to posting charges to an incorrect departmental account – ex: Restaurant 1 instead of Restaurant 2 Necessity of developing and administering a training program to ensure accurate posting procedures

13. Bina Nusantara 13 Case Study 7-1 Work in groups to develop a policy on adjusting guest accounts.