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Night Audit

The night audit process closes the business day, posts charges, and generates end-of-day reports.

Overview​

Night audit is a critical daily process that:

  • Posts room and tax charges
  • Rolls the business date
  • Generates daily reports
  • Validates revenue data

Pre-Audit Checklist​

Before running night audit:

  1. Resolve Discrepancies

    • Room status mismatches
    • Rate variances
    • Missing charges

  2. Process Pending Items

    • Post outstanding charges
    • Apply payments
    • Settle folios

  3. Verify Housekeeping

    • All rooms have status
    • No-shows marked
    • Discrepancy report clear

  4. Review Reservations

    • Mark no-shows
    • Verify arrivals/departures
    • Check due-outs

Night Audit Process​

Step 1: Validation​

System checks for:

  • Rooms without rates
  • Missing guest information
  • Unresolved discrepancies
  • Pending reservations

Step 2: Room Charge Posting​

For each occupied room:

  1. Calculate room rate
  2. Apply any adjustments
  3. Calculate taxes
  4. Post to folio

Step 3: Tax Posting​

Tax calculations:

  • GST/VAT on room charges
  • Luxury tax if applicable
  • Service charges
  • Other levies

Step 4: Statistics Update​

Update daily statistics:

  • Occupancy
  • ADR (Average Daily Rate)
  • RevPAR (Revenue Per Available Room)
  • Room nights

Step 5: Report Generation​

Automatically generate:

  • Trial balance
  • Revenue report
  • Occupancy report
  • Cashier summary

Step 6: Date Roll​

  • Move business date forward
  • Archive day's data
  • Reset daily counters
  • Prepare for new day

Night Audit Reports​

Manager's Report​

Summary of key metrics:

  • Rooms sold vs available
  • Occupancy percentage
  • Room revenue
  • F&B revenue
  • Total revenue

Trial Balance​

TRIAL BALANCE - January 21, 2026
================================

DEBITS
------
Accounts Receivable      500,000.00
Cash                      50,000.00
City Ledger             100,000.00
                       -----------
Total Debits            650,000.00

CREDITS
-------
Room Revenue            400,000.00
F&B Revenue            150,000.00
Other Revenue           50,000.00
Taxes Payable           50,000.00
                       -----------
Total Credits          650,000.00

Revenue Report​

Breakdown by revenue center:

  • Rooms department
  • Food & Beverage
  • Other revenue
  • Taxes collected

Occupancy Report​

OCCUPANCY REPORT - January 21, 2026
===================================

Total Rooms:           150
Out of Order:            2
Available:             148

Rooms Sold:            125
Complimentary:           3
House Use:               2

Occupancy:           84.5%
ADR:               5,250.00
RevPAR:            4,436.25

Post-Audit Tasks​

After night audit:

  1. Review audit log
  2. Verify report accuracy
  3. Distribute reports
  4. Address any errors
  5. Archive data

Troubleshooting​

Audit Fails​

Common causes:

  • Rooms without assigned rates
  • Negative balances
  • Missing tax configuration
  • Database locks

Recovery​

If audit fails partway:

  1. Review error log
  2. Fix identified issues
  3. Run audit recovery
  4. Continue or restart

Configuration​

Night Audit Settings​

night_audit:
  auto_run: true
  auto_run_time: "02:00"
  post_room_charges: true
  post_taxes: true
  process_no_shows: true
  no_show_time: "18:00"
  reports:
    - manager_report
    - trial_balance
    - revenue_report
    - occupancy_report