Hotel Software or PMS Demo Checklist – Cashiering and End of Day Functions

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Hotel Software demo questioners for Cashiering and Night Audit Functions

When considering a hotel software or PMS (Property Management System), it is important to ensure that it offers comprehensive cashiering and end of day functions. These features are crucial to the smooth operation of any hotel or hospitality business.

Firstly, the cashiering function should allow for easy and efficient processing of guest payments and transactions. This includes the ability to accept multiple forms of payment such as credit cards, cash, and checks. The system should also be able to generate accurate and detailed receipts for guests, as well as provide real-time updates on the status of their accounts.

Secondly, the end of day function is essential for efficiently closing out the day’s transactions and reconciling the hotel’s financial records. This includes the ability to generate detailed reports on revenue, occupancy rates, and other important metrics. The system should also be able to automatically perform tasks such as posting room charges, adjusting taxes, and allocating revenue to the appropriate departments.

Overall, a hotel software or PMS with robust cashiering and end of day functions can greatly streamline the operations of a hotel or hospitality business, saving time and improving accuracy and efficiency. When evaluating different systems, be sure to carefully review these features to ensure that they meet the specific needs of your business.

  • Search and Open guest Invoice by Guest Name, Room Number, Reservation no. etc.
  • Search and Open past or historical guest Invoice by Guest Name, Room Number, Reservation no. etc.
  • Separate Cash register number and password to perform all cashiering-related functionalities. 
  • Classification of Transaction accounts to different revenue heads. ( Room, F&B, Extras, Taxes, etc.)
  • Handling of Taxes while posting Transaction codes.
  • Multiple Taxes or Service charges are posted as a percentage or fixed amount for a Single TAA.
  • Possibility to calculate Tax on Tax on TAA.
  • Possibility to Reverse calculate Taxes/option to post Nett. or Gross amounts.
  • Custom fields to enter Back office P&L Codes to each Transaction account (TAA).
  • Explain the creation and Handling of Packages ( Breakfast, MAP, AP, etc.)
  • Auto Meal allowance functionality.
  • Posting Paid outs to the guest account and print receipt.
  • Reduce the paid-out from the cash float automatically.
  • Explain Central cashiering functionality.
  • Number of folios that can be opened for one reservation.
  • Post deposit for future reservation.
  • What are the ledgers available, Guest ledger, AR ledger, Deposit Ledger, etc
  • Multiple types of methods of payment ( Cash, Cashless, Credit Card, Accounts Receivables, etc.)
  • Create Currency codes for Foreign Currency Exchange and Multi-currency postings.
  • Create unlimited Methods of Payments and transactions accounts.
  • Transaction accounts cannot be deleted if there is any past revenue posted under them.
  • Explain the workings of a multi-currency setup with an example.
  • Explain currency Exchange functionality with an example ( Update Exchange rate, Currency Exchange, Print receipt, Reversal, Re-print receipt, Audit Log).
  • Picking up the guest’s passport and any reservation and profile details on the currency exchange receipt.
  • Calculating or adding taxes and service Charges on Currency exchange.
  • Posting Charges to different Transaction codes on one screen.
  • Posting charges to multiple rooms.
  • Posting Charges to group rooms.
  • Add additional comments to postings and payments.
  • Demonstrate auto Posting Late check-out charges and reason for not posting.
  • Demonstrate auto Posting for early check-in charges and reason for not posting.
  • Posting Articles (Mini Bar Items / Souvenir items etc.)
  • The posted amount and Transaction account cannot be deleted edited or altered.
  • Voiding Transactions with Reasons.
  • Explain discounts and allowance functionality.
  • Exempt special guests/diplomats from Service Charges / VAT or any other taxes.
  • Check-out groups with ease.
  • Transferring charges to another room.
  • Transferring the whole Invoice to another room / PM Room.
  • Transferring Charges to different folios in the same room.
  • Auto Routing of Charges ( To Another room, Same room different folio, to Group Master)
  • Block voiding of transactions posted after the end of the day / past days.
  • Block voiding of charges which was posted via interfaces / POS application with user rights.
  • Quick Splitting Transactions by Percentage or fixed amount.
  • Demonstrate the split bill functionality. 
  • Demonstrate the allowance process and how the approval process works. 
  • When Splitting transactions the original amount should be Voided Automatically.
  • Summarize multiple transactions to a single line ( if guest requests). 
  • Possibility to show the Room and Taxes as a single line on the guest invoice. 
  • Possibility to restrict the creation of Payment master rooms to certain users. 
  • Possibility to control user rights for specific cashiering-related functionalities.
  • Whether a single invoice can be created for multiple rooms in the event one person is paying for all the rooms.
  • Send Invoice to guest email in a .pdf format automatically after check-out. 
  • Print invoices in different styles eg: summarize by date, summarize by name, summarize by TAA, summarize by date and time, etc.
  • Generate invoices in multiple foreign currencies. 
  • Look up POS check details from the guest folio at the time of a dispute. 
  • Room shouldn’t be checked out for un-balanced folios.
  • Option to post room and Taxes before the Night Audit Run for selected rooms or all rooms. 
  • Perform Advance Check-out, Preliminary check-out, and Interim check-out.
  • Warning message if another user is working on the same invoice.
  • Demonstrate the night audit process/reports (validation, roll, and reports). 
  • Closing of Cash registers.
  • Validation for expected arrivals, pending departures, and pending room moves.
  • All pending arrivals without deposit are to go as No-shows.
  • Any pending arrivals with deposit then the details should be prompted so the user can take appropriate action.
  • Any pending departures with open folio then the Night Audit Rollover should not be allowed. 
  • All POS Payment masters are settled during End of day process, Pop-up is provided for un-balanced rooms.
  • Check all open cash registers at the end of the day.
  • Possibility to either stop End of day process or to continue the End-of-day process if there are unclosed cash registers. (System configuration requirement.) 
  • Validation for unresolved messages and traces.
  • Rate audit check report with rate discrepancy.
  • One-click End of Day / Night Audit process ( Post Room and Tax, packages, other charges, Print and save post & pre-audit reports and roll system date)
  • Interfaces are blocked during the End-of-day or night audit process and released once the date roll is completed.
  • Auto email of End of day reports to pre-defined list of email accounts.
  • Which reports can be reprinted for past dates after the end of the day?
  • Which reports cannot be reprinted for past dates after the end of the day?
  • Interface with back office systems.
  • In Build Accounts Receivables Module.
  • Demonstrate how the late checkout process is handled. This should include the approval process and the billing options.
  • Tracking complimentary postings for guests/staff/members, tracking discounted revenue.

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Since 2011 Setupmyhotel has been helping hundreds of hoteliers around the world. Support Setupmyhotel by becoming our Patron!

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