RDPWin

Day End Procedures - No Check-In

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Click here for Check-In, Totals Not Reset to Zero Day End Checklist or Check-In, Totals Reset to Zero Checklist

Overview

Customers that operate as "No Check-In" function as a vacation rental system, have the Vacation Rental System (VRS) Features Switch 426-06 and and the Use 'Direct Check-out'. Reservations Will Not be Checked-In Switch 414-01 checked, and access the Day End menu. Reservations are NOT checked in on the arrival, totals are NOT reset to zero upon check-in, and reservations are NOT checked out on the departure date. RDPWin considers all reservations with the Arrival Date equal to the current system date but not later than the Departure Date as In-House, and all reservations with the Departure Date equal to or later than the current system date as Departures. A brief Day End Checklist - No Check-In is available for easy reference and printing.

Mandatory Day End Procedures

The following procedures must be completed BEFORE closing the day in RDPWin:

Clear Departures List (F8). Check out all reservations scheduled to depart on the current system date. Note: RDP processes owner revenue at check-out or month-end. If processing owner revenue at check-out, then Steps I and II below are CRITICAL:
1. From the Account Review screen, verify the Reservation Information. Note: It is CRITICAL that the following information be verified BEFORE clicking "Accept" on the Account Review screen. RDP pays the owner revenue at month’s end based on the information listed below. All changes to the reservation must be done before Checkout.
  1. Reservation was in the correct room.
  2. Reservation was for the correct dates.
  3. Reservation was charged the correct rate.
  4. The total charge is correct.
  5. The reservation balance due is zero.
  Note: If any of the above items are incorrect, corrections must be made BEFORE continuing.
2. If Paying Owners at check-out, verify the information from the Account Review Screen. Note: In order for the Owner Statements to be correct, the reservation detail and charge summary must be correct. Changes to the reservation are easily made before clicking "Accept" on the Account Review screen. After clicking "Accept", RDP immediately pays the owner the net revenue displayed on the Account Review screen. No changes can be made to the gross revenue on the owner statement after clicking "Accept". The following information must be verified:
  1. The Owner will receive the correct Gross Revenue (B7DF).
  2. The Owner will be charged the correct Management Fee (B7DG).
  3. The Owner will be charged the correct TA Commission and Credit Card fees.
  4. Reservation Related Charges are correct.
  5. The Owner Net Revenue is correct.
  Note: If any of the above items are incorrect, corrections must be made BEFORE continuing.
Clear All Balances From the In-House List (F7). Clear all balances due before departure date. Note: Collecting payment is easily done while the guest is still in-house. All reservation details, charges, and payments must be verified before the guest leaves the property.
1. Sort reservations by Departure Date.
2. Verify that all reservations are in the correct room.
3. Verify that all reservations will be charged the correct total charge at checkout.
4. Post any incidental charges.
5. Verify that balance due is zero.
  1. It is critical that all reservations departing "tomorrow" have a zero balance.
  2. Post a payment to all reservations with a balance due.
Complete any Optional Procedures.
Run Tape Back-up of RDP System.
Run Internal Audit Report.
1. Run Generate Totals.
2. Customers using Travel Services must balance Travel Services purchases against their respective G/L accounts.
3. Run the InternalAudit report from the NightAudit folder for the current system date.
4. Go to the last page and verify that all the amounts in the discrepancy column are equal to zero. If unbalanced, contact RDP Support during regular business hours.
5. Export the report in PDF format, and save it to an InternalAudit folder within RDP (create this folder if necessary) named InternalAudit_MMDD (where MM is the month and DD is the day the report is run).
Close the Day.

Optional Day End Procedures

Day End Balance/Daily Deposit. In order for the following audit procedures to be accurate, it is critical that Step 1, Step 2, and Step 3 above are completed on a DAILY basis. The following procedures may be completed daily, weekly, or as often as necessary.
1. Stop all posting.
2. Run shift charges report.
  1. Balance all charges to an outside source.
  2. Make necessary adjustments.
  3. Post any additional incidental charges.
3. Run shift payment report for the current system date.
  1. Balance all payments (cash, credit card, check, etc.) to an outside source.
  2. Make necessary adjustments for any incorrect payments.
4. Balance and batch out credit cards (See PBAdmin Instructions).
  1. Run credit card payment report and balance to the PBAdmin report or the credit card batch report (for those without Protobase interface).
  2. Batch out credit cards.
5. Run Generate Totals.
6. Daily Deposit.
  1. Run Shift Payment Date Range report for relevant dates. Verify that all of the following payments types are correct:
    1. Credit card batch reports.
    2. Checks to be deposited.
    3. Cash in hand.
  2. Accounting | Trust Accounting | Trust Deposit.
    1. Check all payments being deposited.
    2. Select Trust Account to be deposited.
    3. Save and Close.
    4. Print Deposit Voucher.
    5. Deposit money in the bank.
  3. Trust Transfers.
    1. Accounting | Trust Account | Trust Transfer.
    2. Transfer the necessary funds from Trust Savings to Trust Checking for any checks to be written for vendors, owners, guest refunds, and miscellaneous expenses.
RDP Utilities.
1. Run Transfer Res to Non-active History.
  1. Transfer reservations that have checked out or cancelled and have a last changed by date greater than X number of days to Non-Active History. The greatest benefit of running Utility 910 Option 1 is to keep active history (future, in-house, recently checked out reservations) as clean as possible. RDP system performance is improved by running Utility 910 Option 1 on a regular basis. A reservation in non-active history may still be accessed by clicking F3 and selecting "non-active" in the drill-down under reservation status.
  2. Table C1 Sub-record 910 determines the number of days a checked-out reservation remains in active history. The number of days should be no less than 60 so owners are paid correctly.
  3. Verify the following switches are set correctly before running Transfer Reservations to Non-active to avoid cancelled reservations being deleted from the RDP system. These switches can be viewed in RDP-DOS or on various configuration pages in RDPWin.
    1. Switch 109-11: Keep cancelled reservations until their departure date.
    2. Switch 219-14: Transfer ALL cancelled reservations to non-active history.
    3. Switch 425-16: Turn off Security Deposit & Transfer Open Security Deposit to Non-Active.
    4. Switch 426-08: Transfer reservations to non-active if balance is less than 1.00.
2. Run Reset Availability. Correct and avoid availability problems such as:
  1. Preassigned reservations missing from the Tape Chart.
  2. A new room is added or the room type of an existing room is changed on the room master.
  3. Reservations appear to be missing.
RDP Daily Reports
1. GLAccountsYTD.
2. TransactionRange for yesterday's date.
3. Arrivals List.
4. Departures List.
5. House Status List.

Click these links for Frequently Asked Questions or Troubleshooting assistance.

04/05/2010