End of day

Front Office Office End of Day

You need to run the end-of-day routine manually at the end of each business day. This prepares the system for the next day. You should close the cash register before running an end-of-day routine (Cash Register > Cash Register Closure).

	Available user rights
49	FO End of Day	Controls access to the End of Day menu item and enables a user to run an end-of-day routine.

All figures at a glance

The end-of-day routine provides you with an overview of all invoiced and posted revenues. The data is printed to informative reports that are available whenever needed.

Understanding the end-of-day routine

The end-of-day routine posts all accommodation and service charges to the current guest accounts, sets the daily revenue to “0,” generates statistics, prints reports, and (last but not least) increments the protel system date. You cannot run the end-of-day routine unless all arrivals have been checked in and all invoices and departures have been checked out.

Note:

End-of-day routine and cash register closure are two separate procedures. Cash register closure refers to payments only and can be performed multiple times a day. The end-of-day routine increments the date by one and should therefore only be run once per day. It is recommended to run the routine at night time (no later than before the first morning check-out).

Please note that the end-of-day routine does not back up your data!

Other workstations on the network cannot access the protel system during the end-of-day routine as indicated by an on-screen message.

Can I influence which reports the end-of-day routine generates?

The “Report” menu in the protel system data allows you to define which reports the end-of-day routine prints. You can also flag a report as mandatory to ensure that it cannot be skipped.

When you run the end-of-day routine, all relevant reports are initially preselected for printout:

If you want to skip one or several reports, click to unselect them. (This is not allowed for reports that were flagged as mandatory.)

Additional reports from the “End of Month” and “End of Year” report groups become available on the last day of the month and year respectively.

Running an end-of-day routine

Select Office > End of Day from the menu to start the end-of-day routine.

You can make the following settings before you begin:

Printer	This shows the printer selection for the end-of-day reports (Printing report to XYZ). Click the [...] button to select another printer if required.
“Report” section	Unselect all reports that you do not want to be generated.
Fast EOD (without reorganization)	If you select this check box, the end-of-day routine will not reorganize the databases. This is only allowed three times in a row, after which a complete end-of-day routine is required.
Execute multiple EODs	Sets the system date to the selected day and runs the required number of end-of-day routines.

Click [OK] to start the process.

NOTE:

If departures or arrivals exist that have not been checked out or checked in, the end-of-day routine automatically opens a list that allows you to check in or check out the guests.

Departures that have not been checked out prevent the end-of-day routine from running. To proceed, change the departure date or post the guest balance to a hotel account and check out the guest.

Pending arrivals that have not been checked in or canceled are assigned a “NoShow” status. This information is added to the respective guest profile.

You can monitor the activities during an end-of-day routine in a separate window pane.
The routine prints all previously selected reports.

	Available user rights
102	FO Usage during end of day	Allows read-only access to certain protel features during the end-of-day routine, e.g. viewing lists or reports.
812	FO Execute EOD for multiple days	Allows the user to run the end-of-day routine for multiple days.