Module 3
• Step 1: Arrange the bills and vouchers department wise. • Step 2: Arrange departmental bills room wise. • Step 3: Te bills are then placed in pigeon holes. • Step 4: Take bills floor wise and start posting.
• Step 5: To avoid double posting of the bills and vouchers adopt systems that would denote that particular bill has been posted.
Upon check-out • Verify account information.
• Post any remaining charges to the guest’s folio. • Present the guest folio.
• Verify the method of payment. • Process the account payment.
6.6.4 The billing systems available that facilitate the detailed recording of charges
Te Front Office cashier Te Front Office cashier is a staff member from the Accounts Department who is basically being entrusted with the job of opening the guest bill upon his/her arrival, posting the room rate and the daily room charge along with the charges incurred for enjoying facilities on credit and to realise the payments from the guest upon their departure.
Some of the vital communications are:
• Upon guest arrival, the cashier opens a new bill mentioning all the details for example the name of the guest, the room number, the rate charged, the mode of payment, special instructions, etc. All the information is communicated to the cashier by the Front Office Reception.
• As per the hotel’s policy, the guests are entitled to credit up to a particular limit for the facilities they use. Tis may vary from hotel to hotel. Tis is known as credit limit. When the credit limit increases the Cashier has to inform the Manager.
• When the guest checks out, the Front Office will inform the cashier to prepare and ready the guest’s bill.
• At certain times, guests are entitled to discounts. Tis discount is only validated when it is signed by the Manager.
• On occasion the hotel has to pay an amount of money (on behalf of the guest), which is known as ‘Paid Out’ made by a voucher where the Manager has to sign his approval.
• An occasion may arise when a guest is required to change his room due to various reasons. Te Cashier must be informed about the room change so that the bills can be transferred to the newly changed room account.
Night Auditor A daily audit is carried out at night to ascertain the viability of the business operation. It is done by • checking the postings of the various charges • the rate charged
• discounts given, if any • verifying it with the Charge Slips • checking the cash received against the potential revenue of the day.
Te Night Auditor with his team generates a report at night and circulates it among the senior managers of the hotel.
City Ledger & Bills of Credit Tis refers to the credit given to guests other than room guests. Te signed bills from such customers are collected by the Front Office cashier and directed to the accounts sections for posting them in a book of accounts called the City Ledger.
94 FutureManagers
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