My client, Maxine, owns a hotel retreat in a small town and has hired AccuraBooks to not only maintain the back office bookkeeping, but also conduct weekly audits of the reservations, check-outs and refunds financial activities (maintained by internal staff employees) to ensure all is in accordance with the hotel owner’s accepted ethical principles.

 

To conduct the weekly audit I have to login to different platforms for the hotel reservations and the credit card settlement activities. One of the big keys is to determine if reservations are actually being charged to existing guests whether for a reservation or of a guest checked-out status.

For the Weekly Reservations Audit, I do the following:

  1. Login to the appropriate reservations platform and filter to select all guest check-ins scheduled between now and 30 days into the future. All scheduled check-ins should have already had their credit cards charged at least 30 days from the time of arrival.
  2. Login to the appropriate credit card settlements platform and thus match each guest in the previous report in the reservations platform with the credit card payment that actually settled as seen in this credit card settlements platform.

 

For the Weekly Check-Outs Audit, I do the following:

  1. Login to the appropriate reservations or other similar platform and filter to select all guest check-outs that have occurred within the past seven days. All of these check-outs obviously should have already had their credit cards charged.
  2. Login to the appropriate credit card settlements platform and thus match each guest in the previous report in the reservations platform with the credit card payment that actually settled as seen in this credit card settlements platform.

 

For the Weekly Refunds Audit, I do the following:

  1. Login to the appropriate credit card settlements platform and filter for all customer refunds initiated within the past seven days.
  2. Login to the appropriate reservations or other similar platform and search for each guest refund found in the previous filtered credit card refunds report as noted above. You can probably just match by reservation number. Then confirm the reason for the refund as noted in the reservations platform. You can then perhaps make a further inquiry even deeper if necessary to ensure the integrity of your company’s internal audits.

Note: AccuraBooks is a bookkeeping firm only, so please consult with your Certified Public Accountant or with a Certified Auditor for verification and clarification about the contents of this article.

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