Night Audit Precheck Errors

Below are listed all the Night Audit Precheck severe and warning errors. Find the matching error message you wish to have explained in detail. Once you correct the error (or errors), simply select the Night Audit option again. Once the audit completes, the night audit date will advance to the next date.

Severe Errors

Severe errors on the Night Audit Precheck MUST be corrected before the audit will run.

Reservation: xxxx has not checked in yet

In order for the audit to finish, all reservations with an arrival date of today must be checked in. To do this, click on the Reservations icon (or press F5) and check-in all reservations. If the reservation has a Pending status, you can simply cancel the reservation.

If the guest is not going to arrive, simply cancel the reservation by pulling up the reservation (Change) and pressing the Cancel Reservation button. Do not bill it as a no-show if the option appears.

If the reservation has an assigned room to it, you can simply press the Assign Rooms button and then select the REMOVE ALL option.

If you press the Cancel Reservation button, and the cursor appears on a field, it means there is something wrong with the field. You must correct this field before canceling the reservation. If the cursor appears on the checkin date field, change it to today's date and then try pressing the "Cancel Reservation" button again.

Folio: yyyy/(guest name) Room: xxxx should have checked out today.

You must checkout this guest or extend their stay to another night. You can do this by pressing the Inhouse button located in the top toolbar and then finding the room and press the Properties button when displaying the folio.

Folio: / Room: has not had Room and Tax posted

Room and Tax must be posted to all checked in folios before the audit can continue. You must run the Auto-Post option (Under the Night Audit menu) and post room and tax to all folios. You can manually post room and tax to a folio by pressing Inhouse (or press F8) and selecting the folio. Once the folio is on the screen, press the Insert button and then post Account Code 100 (room Taxable) to the folio.

You can also right click on the folio in the Inhouse listing and select the Checkout/Hold option to bypass posting room and tax to this folio.

Desk Folio: xxxx must be checked out.

A desk folio has been set by someone to require that it be checked out each night. Click on the Inhouse button located in the top toolbar. Next, click on the Desk Folios tab, then find the desk folio and double-click on it to pull it up. Click on the Checkout button and check it out. Post some type of adjustment to the folio if needed.

Folio transaction xxxx is missing.

Click on the Journal button on the top of the screen and find the transaction number in the list and double-click on it. The system will prompt you if you wish to delete the transaction. Answer Yes to delete the transaction. You should repost this transaction to the folio if needed.

Folio xxxx for transaction yyyy cannot find City Ledger account zzzz.

It seems like this city ledger account no longer exists. If you can add this city ledger account back, do so using F9/City Ledger. Otherwise, the transaction must be deleted or someone from InnQuest Software must use Data File Utilities and correct the City Ledger Account or blank it out.

Zero Balance accounts do not sum to zero. Check your journal.

Many people think using accounts 300 and 301 are just used to add or take off money from a folio. This is not the case. Doing so will just allow a guest to get a free night, or the hotel to lose money. Select the Journal button at the top of the screen and then select the Zero Balance/Transfers button. The ones in the list that do not say "Matched" have to be voided. Double click on any Unmatched transactions and void them. Contact your supervisor or auditor and properly correct the folio without using the 300 and 301 accounts. For everyone 300 account posted, a 301 account must be posted for the same amount on the same day. Think of it as money being taken from one place must be put back somewhere else ... or a guest gets away with free money! If you are using this account to write-off or make an adjustment, then use a write-off or adjustment account code, not a 300 and 301. These accounts are only used to transfer balances between folios, not remove or add to them. For more information, click here.

Folio In-Use, cannot post Room and Tax

Note the folio number and select Front Desk, Unlock Records and then Unlock Guest Folio. Enter the folio number that is in-use and press OK. This will unlock the folio. The most common user-error during this process if the user selects "Unlock Reservation Record" instead of "Unlock Guest Folio". If you do not have access to this option, you must contact your supervisor. InnQuest Software cannot help you with options which have been disabled by security.

Account xxxx not found for transaction yyyy.

Someone posted a transaction today using this account and since then, someone deleted this account code. You must put it back. Select Setup > Configuration > Guest Ledger > Account Codes and press the Insert button. Put the account code and account information back. Once the audit completes, you can mark the code as Inactive instead of deleting it so it does not happen again.

Desk Folio xxxx auto-checkout cannot affect Credit Card Interface.

The desk folio listed has an auto checkout account code attached to it, but it affects the credit card interface. Click on the Inhouse button located in the top toolbar. Next, click on the Desk Folios tab, then find the desk folio and double-click on it to pull it up. Click on the Properties button and then the Checkout Rules tab. Change the top option to "Manually" or correct the account codes being used. Then, try the audit again.

You must register this program if you plan on using it past 45 days.

roomMaster is not a free product. Contact theInnQuest Software sales office to purchase the program if you are going to continue using it.

Invalid number of rooms in system for registration code.

You have added more rooms in the system that what you have paid for. Go to Setup > Configuration > Reservations > Room Numbers and remove any extra rooms you have added in to the system or contact InnQuest Software or your local reseller to upgrade your license during normal office hours.

Journal file error occurred - Access Denied

Your supervisor or computer administrator has not given you full control (Access Rights) to the roomMaster directory or the file is in-use somewhere on the network. Make sure the roomMaster directory has FULL CONTROL set for the entire directory.

Journal file error occurred

Simply shut-down roomMaster on all workstations and shut-down theEPI if you are using it. Next, reboot your file server and try the option again.

Warning Errors

Warning errors on the Night Audit Precheck DO NOT prevent the night audit from being completed, but should be documented and the information forwarded to your supervisor for resolution.

iQ-POS (Point of Sale) Dayend Close should be completed first!!

This is a warning message that the iQ-POS has not been completed and must be done before completing the night audit in roomMaster. Startup the iQ-POS application and run the Dayend Close option located in the main toolbar. Once it completes, rerun the dayend close in roomMaster. It is important to run the iQ-POS prior to running Night Audit in roomMaster to ensure the information is posted on the correct audit date. This message is optional. Click here for information on how to turn the message on or off.

Folio: yyyy/(guest name) has an open balance and will remain in Guest ledger

This most often happens when there is a disagreement about the final balance of a guest account and it cannot be resolved at checkout. This folio has been checked out with a balance and will stay in the Guest Ledger under the Guests Checked Out tab with a red suitcase. Once the balance has either been paid for or adjusted to a zero balance, the folio will then move to History and the error will no longer appear.

Reservation: xxxx is inhouse but still has an unposted deposit

The guest was checked in but the deposit was not transferred to the folio at checkin. Go to Reservations(F5) and open the reservation, then click on the Deposit button to transfer the deposit to the inhouse folio.

Reservation: xxxx is checked-out but still has an unposted deposit

The guest has checked out but there is a deposit on the reservation. Go to Reservations(F5) and open the reservation, then click on the Deposit button to either refund or transfer the deposit.

Reservation: xxxx is cancelled but still has an unrefunded deposit

The reservation has been cancelled but still has a deposit posted. Go to Reservations(F5) and open the reservation, then click on the Deposit button to either refund or transfer the deposit. To take the deposit as a no show charge, open the reservations and click the Reinstate button and then OK. Reopen the reservation and click the Cancel Reservation button select Bill as No-Show. Click here for information on handling no-shows.

EPI Bi-Directional Interface File has more than 200 records.

Contact your supervisor to check external interfaces (PBX, Voicemail, Energy, etc.) to make sure they are hooked up properly. If they are, make sure no one turned on these interfaces when they should not be on. Setup > Configuration > Manage > External Interfaces

Company (account number/ name) is over credit limit but not on credit hold

The company has an outstanding balance greater than their credit limit. Advise your supervisor and/or the accounting office to have them research and resolve.

Rotate Encryption Key

This can be taken care of at any time, but recommended being done by management or IT staff. When all users are completely off the system for 30 minutes, someone should rotate encryption key to remain in PCI PA/DSS compliance. For more information, click here.