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M6 GUEST ACCOUNTING

The document outlines the principles and procedures of guest accounting in hotels, including billing, payment methods, and transaction types. It covers key concepts such as guest and city ledgers, posting charges, and the check-out process. Additionally, it discusses potential bad debts, methods of payment, and specific forms used for processing guest charges and payments.

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Aika Dumagco
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12 views27 pages

M6 GUEST ACCOUNTING

The document outlines the principles and procedures of guest accounting in hotels, including billing, payment methods, and transaction types. It covers key concepts such as guest and city ledgers, posting charges, and the check-out process. Additionally, it discusses potential bad debts, methods of payment, and specific forms used for processing guest charges and payments.

Uploaded by

Aika Dumagco
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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GUEST ACCOUNTING

Module 6
LEARNING OBJECTIVES
• Discuss the principle of Hotel Billing
• Discuss and explain relevant guest
accounting terminologies
• Discuss the different transactions in guest
accounts
• Explain how to determine potential skippers
• Discuss the check out procedure
• Discuss the mode and terms of payment
Principles of Hotel
Billing
• Guest bills should be kept up to date
• Sales of different departments should be
identifiable
• Balancing should be possible
• Control checks can be carried out
• It should be easy to operate
• It should be economical in time and money
DEBITS

• Refer to an increase in an asset or a


decrease n a liability
CREDITS

• Refer to a decrease in an asset or an


increase in a liability
Forms Used to Process
Guest Charges and
Payments
• Transfer Slip
• Allows the desk clerk to transfer an amount of
money from one account to another while
creating a paper trail
• Paid-out Slip
• A prenumbered form that authorizes cash
disbursement from the front desk clerk’s
bank for products on behalf of the guest or an
employee of the hotel
• Room/Rate Change Notice
GUEST LEDGER

• A collection of folios of current guests of


the hotel
Folios – guests’ records of charges and
payments
CITY LEDGER

• A collection of folios of unregistered


hotel guests who maintain accounts
with the hotel
ACCOUNTS
RECEIVABLE
• What guests owe the hotel
• Consists of the guest ledger and the city
ledger
Transactions Affecting the
Guest Ledger
• Reservation • Deposit on future
reservation
• Return of deposit
on reservation
due to
cancellation

• Registration • Prepayment of
account
Transactions Affecting the
Guest Ledger
• Guest-stay • Charge for room
and tax
• Charge for f&b
• Charge for
purchases in gift
shop
• Charge for phone
calls, in-room
movies
• Charge for
transportation
Transactions Affecting the
Guest Ledger
• Checkout • Payment of
outstanding
balance
• Return of credit
balance to guest
• Transfer of charges
to another account
• Correction of
posting errors
Transactions Affecting the
City Ledger
• Food and • Deposit on
Beverage upcoming function
• Return of deposit
due to cancellation
• Charge for food
and beverage
• Payment for food
and beverages
POSTING

• Processing guest charges and payments


• Accurate and timely posting of guest
charges and payments is important in
maintaining accurate financial records
POTENTIAL BAD DEBTS

• Determined by a high balance report


How to determine potential
skippers
Check the following:
• Details of booking
• Registration card and information
• Contents of room and luggage
• Any telephone calls placed through
operator
• any unusual orders for food/drink
CHECK-OUT
PROCEDURE
1. Greet guest
2. Ask for room number and offer luggage
assistance
3. Ask guest if he/she consumed anything
from the minibar
4. Or if guest cannot remember, call hkpg
and have the minibar checked
5. Desk clerk reviews folio for completeness.
6. Print and present folio. (while guest is
viewing his folio, ask politely how his stay
was)
CHECK-OUT
PROCEDURE
7. Ask if he/she would still be using the
same mode of payment
8. Guest makes payment
9. Desk clerk inquires about additional
reservations
10. Thank guest
11. Desk clerk files folio and related
documents for night audit
12. Desk clerk communicates guest
departure to hkpg and other
departments of the hotel if necessary
IN-ROOM GUEST
CHECKOUT
• a computerized procedure that allows
guests to settle their accounts from
their rooms
LATE CHARGES

• Guest charges that might not be


included on the guest folio because of a
delay in posting by other departments
CASH FLOATS

• Enables a hotel to provide service to the


customers, to give change for bills, to
allow the bars and other sales areas to
operate and to carry out foreign
exchange transactions (within policy
limits)
METHODS OF PAYMENT

• Cash
• Credit Cards
• Bill-to-Account (Direct Billing)
• Traveler’s Checks
• Debit Cards
Credit Cards

• Note the credit-card expiration date


• Enter the approval of the amount of the
charge on the PMS checkout screen
• Verify the credit limit available by using
the credit-card validator
• Allow the guest to review folio and sign
• Check the guest signature on the folio
against the signature on the card
Bill-to-Account
1. Request corporate or personal
identification
2. Check to be sure the individual Is
authorized by the account holder to bill
to the account
3. Note any credit limit per employee
4. Note authorized signature
5. Enter charges into point-of-sale terminal
along with bill-to-account identification
TRAVELER’S CHECKS

• Are prepaid checks that have been issued


by a bank or financial organization
• Processed like cash
• The guest should sign the traveler’s check
in the cashier’s presence, and that the
signature should be compared with the
signature already on the check/passport
DEBIT CARDS

• Or check cards are embossed plastic


cards with a magnetic strip on the
reverse side that authorize direct
transfer of funds from a customer’s
bank account to the commercial
organization’s bank account for
purchase of goods and services
DEBIT CARDS

1. Insert debit card into validation


machine
2. Have the guest enter PIN
3. Process debit-card voucher as a cash
payment on the guest folio

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