Payroll & Accounting

Payroll:

A payroll is a company's list of its employees. Total amount of money that a company pays to its employees. A company's records of its employees' salaries and wages, bonuses, and withheld taxes. The company's department that calculates and pays these.
  •  Salary generation: Monthly salary given to the hotel employees.
  •  Pay Head Management: This helps you to make salary head for your employee that means you can add TA(travelling allowance), H.R.A(House Rent Allowance), P.F. etc. on salary
  •  Maintain Duty Register: Daily duties that are assigned to every hotel staff member is maintained in Duty Register
  •  Time and attendance Register: Daily update of attendance of hotel staff is maintained in the register.
  •  Employee Data Management: Employee Data Management manages employee personal information, employment verification letter requests, onboarding tasks for new employees, and offboarding tasks for employees leaving the company.

  •  PF(Provident Fund) and ESI(Employee’s State Insurance) calculation:ESI (Employee’s State Insurance is sort of Health Insurance scheme for hotel staff.)
  •  Leave application management: Leave Management encompasses the processes employees use to request time away from work and supervisors or Manager use to grant or deny leave based on organization policies.

Accounting

Guest Account:

A guest account in front office accounting system is to record of financial transaction between a guest and the hotel. It is created when the guests guarantee their reservations or during registration. The front office usually seeks payment for charges during the departure and settlement stage of the guest cycle..

Billing
  •  Complementary/Rate Customization
  •  Supports Direct Billing
  •  Void Bills
  •  Printing and mailing of room/monthly guest bills to companies.
  •  Surcharge for extra persons

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Deposit system for banquet operation
  •  A deposit must be requested and paid prior to the event (amount of days is depending on the contract agreement). The balance is to be paid upon departure of the group, unless otherwise agreed/stated or contracted.
  •   When a group confirmation is made through the responsible Sales person to its client a Function Order’ is to be issued and send to the Finance Department for debit note issuance. Upon receipt of the deposit, a deposit receipt record is sent to the respective Sales person confirming receipt of deposit.
  •   For clients/Corporate accounts requesting no deposit, the Sales person may receive authorization and approval from the Dir. of Sales & Marketing. For trusted accounts, the Sales Department and the Finance Department can mutually agree and continuously update a list of credit accounts for waiving requirements of prepaid deposits.

Credit Monitoring:
The front office accounting system must monitor guest and non-guest accounts to ensure that they remain within acceptable credit limits.

  •  Guest and non-guest accounts with other approved credit arrangements are subject to limitations established by the front office called house limit.
  •   Guest and non-guest accounts with other approved credit arrangements are subject to limitations established by the front office called house limit.
  •   The night auditor is mainly responsible for identifying accounts which have reached or exceeded the fixed credit limits. Such accounts are called high risk or high balance accounts. The front office may deny additional charge purchase privileges to such accounts.
  •   This situation may be resolved by requesting the guest to make a partial payment or requesting the credit card company to authorize additional credit.

Folios:
Front office transactions are charted on account statements called folios. A folio is a statement of all transactions (debits and credits) affecting the balance of a single account. There are basically five types of folios used in front office accounting and maintained with front office accounting system:

  •  Guest Folios – Accounts assigned to individual guests or guestrooms.
  •   Master Folios– Accounts assigned to more than one guest or guestroom, usually applicable for group accounts.
  •   Non-Guest or Semi-Permanent Folios – Accounts assigned to non-guest business or agencies with hotel charge purchase privileges.
  •  Employee Folios – Accounts assigned to employees with charge purchase privileges.
  •   Split Folios – Accounts assigned to a guest on his/her request to split his/her charges and payments between two personal folios – one to record expenses to be paid by   the sponsoring business company and the other to record personal expenses to be paid by the guest. In this case two folios are created for the same guest.
Voucher:

A voucher details a transaction to be posted to a front office account. There are several types of vouchers used in front office accounting system:

  • Cash Voucher – A voucher used to support a cash payment transaction at the front desk.
  • Charge Voucher – A voucher used to support a charge purchase transaction that takes place somewhere other than the front office.
  • Allowance Voucher – A voucher used to support an account allowance.
  • Cash Advance Voucher – A voucher used to support cash flow out of the hotel, either directly to or on behalf of the guest.
  • Correction Voucher – A voucher used to support the correction of a posting error which is rectified before the close of business on the day the error was made.
  • Credit Card Voucher – A form designated by the credit card company to be used for imprinting the credit card and recording the amount charged.
  • Paid-Out Voucher – A voucher used to support the cash disbursed by the hotel on behalf of a guest.
  • Transfer Voucher – A voucher used to support a reduction in balance on one folio and an equal increase in balance on another. Transfer vouchers are used for transfers between guest accounts and for transfers from guest accounts to non-guest accounts when they are settled by credit cards.
  • Travel Agency Voucher – In travel agent guaranteed reservation, the travel agent forwards a voucher to the hotel as proof of payment and guarantees that the prepaid   amount will be sent to the hotel when the voucher is returned to the travel agency for payment.
Audit Trails of Accounts:

The main purpose of the front office audit is to verify the accuracy and completeness of the guest and non-guest accounts against the revenue center transaction reports. The front office audit is concerned specifically with the following functions:

  • Balancing all front office account
  • Resolving room status and rate discrepancies
  • Reviewing guest credit card transactions against established limits

Rate Management
  • Seasonal Rates
    •  Number of seasons covering multiple years supported
    •  Special pricing for holiday, weekend or other short-term event periods
    •  Special pricing for Adults & Children
    •  Daily & Long-stay rates with promotional Discounts
    •  Multiple rates & rate types support in a single stay
    •  Negotiated Rates with flexible Commissions/Discounts for travel agents, sources of business etc
    •  History of guest hotel stays including dates, rates paid, total expenditure, sharers, preferences
  • Special pricing for holiday, weekend or other short-term event periods
  • Special pricing for Adults & Children
  • Surcharge for extra persons
  • Daily & Long-stay rates with promotional Discounts
  • Group discounts/surcharges
  • Multiple rates & rate types support in a single stay
  • Articulate rate management grid allowing you to set up and change Daily or monthly rate
  • Inclusive exclusive set up of rates
  • Taxation

    Rates Inclusive/Exclusive Tax: Taxes properly mentioned which taxes are included and excluded during payment made by guest.

    •   Multiple Tax Structure(GST and VAT)
    •  Sales Day Book / Collection Summary
    •  Tax Collection from different department and outlets.
    Revenue Management
    •  Support for unlimited Add-on services appropriate Revenue distribution
    •  Credit limits for guests, companies, Agents etc
    •  Price Analysis
    Mode of Payment Acceptance:
    •  Online Payment (Paypal , eBay ,other third party payment gateways)
    •  Offline Payment (Cash, Debit card, Credit card, cheque)