How to perform Night audit or Day close in eZee Absolute?

Night Audit, also known as Day Close, is a critical process in eZee Absolute that ensures all daily operations are finalized, and the system transitions to a new business day. The audit involves verifying reservations, room statuses, folios, and financial transactions to maintain accurate records.

Get a detailed walkthrough on how to perform a Night Audit in eZee Absolute by watching the video below 

From where you can access the Night Audit Option?

• To access the Night Audit menu in eZee Absolute, click on the hamburger menu (☰) in the top-left corner, then select Front Office. From the Front Office options, click on Night Audit to start the process. 
             
  

The Night Audit consists of the following six steps:

1. Pending Reservations

This section lists all reservations with a check-in date matching the system’s current working date but where check-in has not yet been performed. The available actions include:

• Assign a Room and Check-In the Guest: If the reservation does not have an assigned room, first assign a room before proceeding with the check-in. If the guest has arrived, complete the check-in process. If guest identity details were not added at the time of booking, they may need to be entered before check-in.

• Mark as No-Show: If the guest has not arrived, the reservation can be marked as a No-Show to indicate it was not utilized.

• Cancel the Reservation: If the guest has requested cancellation, the booking can be canceled according to the hotel’s policy.

• Void the Booking: If the reservation was created by mistake, it can be voided to remove it from the system to void a reservation it is mandatory to specify a reason.
  
   

2. Release Reservations

• Some reservations have a predefined release date, meaning they are only hold the room inventory until a certain date if no advance payment is received.

• If the payment is received then you can add payment entry by clicking on collect payment and  confirm the reservation

• If a booking has reached its release date without payment confirmation, you can either cancel the reservation or change the release date based on the situation.
  
   

3. Room Status

• Verify the status of all rooms, including occupied, check-out due, or blocked rooms.

• If a guest is scheduled to check out today, it will be shown to you as due out you can either check them out or amend their stay if requested. Same applies for daysuse reservations which has same day check-in and same day check-out.
  
   

4. Unsettled Folios

• Review guest folios (guest accounts) that have pending payments.

• Ensure all outstanding balances are settled before proceeding with the night audit to maintain financial accuracy in your reports.
  
   

5. Nightly Charges

• Post the room charges for all occupied rooms based on the current working date.

• This step ensures that all guests are billed correctly for their stay and any additional services used.
  
   

6. Create New Day

• As a final step verify the next upcoming date for the system and click on finish

• The final step is to close the current business day and initiate a new business day.

• Once completed, the system’s working date gets updated, and all previous data is locked to prevent further modifications.
  
   

Reports Generated After Night Audit

Once the Night Audit is completed, several reports are generated to provide a summary of the day's transactions and activities. These reports help hoteliers track financials, room status, and reservations effectively. Common reports include:

• Night Audit Report – A detailed summary of all transactions, reservations, and room statuses for the completed day.

• Daily Revenue Report – Displays total revenue generated for the day, including room charges and additional services.

• Room Status Report – Shows the status of all rooms (occupied, vacant, checked-out, etc.).

• No-Show and Cancellation Report – Lists all reservations that were marked as no-show or canceled.

• Folio List – Provides details of all settled and unsettled guest accounts.

• Audit Trail Report – Logs all Night Audit activities performed, helping in tracking changes and ensuring compliance.
  
   

What Happens If Night Audit is Not Performed?

If the Night Audit is not completed, the system will continue to operate on the previous business day until the last Night Audit is successfully performed. This means:

• The hotelier will not be able to check in or check out guests for the current date as these options will not be visible.

• The hotelier will not be able to generate an invoice number if the guest is not checked out.

• Financial transactions and reports will reflect outdated data, leading to inconsistencies.
  
  
  

User Access Requirement for Night Audit

To perform the Night Audit, the user must have the necessary access rights. This access can be provided by following these steps:

1. Go to eZee Absolute Configuration.

2. Navigate to the User section.

3. Select the user who needs access and click on Edit User or Create a New user.

4. Open the Privileges tab.

5. Under Front Office, find and enable Access to Night Audit.

6. Save the changes.
   
    

By following these steps, the Night Audit process in eZee Absolute ensures a smooth transition between business days, maintains accurate financial records, and prevents discrepancies in room bookings and payments.