Overview - End of day tasks

This topic provides you with an overview of the tasks that constitute the end of day process.

No Shows : This process searches for guests whose arrival date is same as the hotel date and who have not checked-in; for such cases the no-show process sets the reservation status to No Show. This includes all reservations that are in the Reserved or Pre-registered status. In case a room is allocated to any of the no-show reservations, the room allocation is cancelled and the room is returned to the house availability. In the case the guest is associated to a lease, the arrival date is moved to the next day. When the property parameter AUTOPOSTNOSHOW and APPLYDEPOSITTOSHOW are selected the application automatically posts the No-Show transactions of the reservation to the respective folio.

Guests Due to Depart: This process extends the departure date of In-house guests who were due to check-out on the end of business day. When the property parameter GROUPEXTENDENDDATE is selected, this EOD process extends the departure date and the auto transfer rule by one day, for the group delegate reservation.

Release Group Blocks: This process releases unused room blocks on group bookings according to the release method used. Release methods include releasing the blocks by a planned release date, by a rolling release, or by a release schedule.

Tax Exempt: This process identifies the guest accounts that have met the number of days of stay condition specified for the tax transaction code which is linked to that guest account. You can set up the Condition Base as Days on the Administration > Property > Tax Group > Tax Group page and then specify the number of days after which the guest account becomes tax exempt. After the number of days of stay condition is met, the EOD process marks the guest account as tax exempt and reverts the taxes that were deducted previously.
Note: You must select the Adjustment check box, to enable the EOD process to revert the taxes.

Auto Post End of Day Charges: This process carries out the following tasks:

  • Posts the room and tax charges for all In-house guests.
  • Posts the package and enhanced experience charges.
  • Executes the auto transfer rules for each guest and transfers the charge to the specified accounts.
Events Statuses change and Posting charges: This process updates the Even Reservation and Event Master status to In-House/Active or Check Out. All the transaction charges associated to the Event Reservation are posted.
Note: End date must be prior to the Hotel date, when the Event Reservation status is set to In House.

Lease Posting: This process posts all leasing charges set to post for a lease using the transaction code specified for each type of charge to the accounting folio.

Note:  If the Lease Deposit Ledger Offset code is specified for a credit card account, the application posts the direct bill settlement transaction (with the same amount as the A/R ledger offset) to the A/R folio.

Credit Card Balance Transfer: This process transfers credit card balances from the guest ledger to the AR Ledger for the purpose of billing the credit card company for amounts owed to the hotel.

Note: 
  • If the folio settlement on the credit card account’s A/R folio is linked to a reference number, the application posts the Direct Bill Transfer to the credit card account.
  • If the A/R ledger Offset code is specified for a credit card account, the application posts the direct bill settlement transaction (with the same amount as the A/R ledger offset) to the A/R folio.

Direct Bill Transfer: This process creates the batch of direct bills that must be posted to the Account Receivable (A/R). When this process is run, the direct bills are transferred from the guest ledger to the A/R ledger. You can post the direct bill transfer transaction to any sub folio of an account except the accounting folio. If the direct bill transfer transaction is found on multiple sub folios of the same account, for the same day, separate A/R charge records are created by the system for each of the direct bill settlements. When you post a direct bill settlement to an account and the install parameter ARBATCH = NO, the system posts the direct bill charge directly to the AR Account.

Housekeeping Room Status: This process sets the housekeeping service type such as full cleaning, light cleaning or no cleaning that must be performed on each room for the new business day. A default cleaning schedule is used to determine the service type that is required for each occupied room.
Note: 

When the EOD process is executed for a Virtual Room:

  • The Room Status is set to Clean.
  • The Service Type is set to None.
  • The Employee Assigned and Room Points data for Housekeeping, if specified, is cleared daily and is not dependent on the Property Parameter CLHSKP setting.

Extend Guests Due To Depart: This process extends the departure date for guests who were due to check out on the closing business day. The guest stays are extended based on the property parameter SHAREDEPART. Refer to Property parameters.

Hotel Date Roll: This process changes the hotel date to the next business day and includes summarization of the ledgers. Subsequent steps in EOD may update the ledger of the prior hotel date. These updates to the ledger of the prior hotel date are also reflected in the beginning balance of the current hotel date ledger.

Guest Value: This process determines the total historical revenue that is generated for a guest.

Overdue Room Maintenance: This process identifies active work orders for which the planned end date is the date that is being closed and modifies the date to the new hotel date.

Manual Room Hold: This process releases all manual room holds set to release and runs concurrent with the Overdue Room Maintenance task.

Auto Post Beginning of Day Charges: This process posts the beginning of the day charges for a guest, to the guest ledger.

Commission: This process updates the commission information for all guests who had checked-out the day before or were scheduled to depart the day before in case of reservation cancellation and no-show. The record is marked as processed after the commission is calculated for that record.

Wholesaler: This process releases wholesaler room allocations based the release schedule set in each wholesaler contract. Unused allocations are released by a rolling closure, meaning it will release allocations for the date that is X nights from the hotel date. The hotel date used for the calculation is the post date roll date.

Traces: This process will sends trace related emails due for the day. When the Invite for Online Check-in and the Invite for Online Check-Out check boxes are selected on the Guest Stay screen the letters are delivered in batches for the guests.

  • The property parameter ONLINECHECKINLETTERBYEOD and ONLINECHECKOUTLETTERBYEOD must be selected.
  • The install parameter CCTINF must be selected to send the check-out invite letter.
  • The e-mail address is required.
  • The guest stay status is set to CONFIRMED for check-in letter and INHOUSE for check-out letter.
  • When the guest is a VIP, Loyalty, or the Invite for Online Check-In check box is selected the EOD process sends the invite letter. However, for the restricted VIP and Loyalty levels the invite letter is not sent.
  • The guest arrives on the next date of the current hotel date.
  • The delivered letters cannot be resent.

Account Balance: This process reviews all in-house guest accounts current balances with their anticipated future charges and compares it to the current credit card authorization amount, then seeks incremental authorization for guest accounts that do not have sufficient authorization.

Note: In case the end of day process fails, a message to the effect that the audit has failed and must be completed is displayed on the Start Center.

Emailing EOD Completion Summary Report: EOD Completion Summary Report is emailed to the interested person when both of the following are configured. This report is recommended to be added as the last job as it must run when all processing is completed.

  • The report is added as a process in Additional EOD Processes.
  • The property parameter EODMSGEMAILADDR has at least one email address.